Amendment: HRIS Integration and Implementation

1. Overview of EIT RawMaterials 

EIT RawMaterials is a ‘Knowledge and Innovation Communities’ (KICs) created by the  European Institute of Innovation and Technology (EIT), aimed at promoting innovation in  the raw materials sector across Europe. Established in 2015, EIT RawMaterials works to  secure the sustainable supply of raw materials to the European industry by driving  innovation, education, and entrepreneurship along the entire raw materials value chain. 

We are a knowledge-driven business and a catalyst for industrial progress. Our offerings  leverage our expertise and that of our network – the world's largest network in the raw  [and advanced] materials sector – which includes companies at every stage of  evolution, from start-ups to market leaders, along with leading international  universities, research organisations, and top experts and future talent from the sector. Our activities span from mining and mineral processing to material recycling and  substitution, focusing on increasing resource efficiency and fostering a circular  economy. 

We inform policy, apply knowledge, accelerate innovation, create opportunity, and  unlock commercial value – for our partners and customers throughout the raw  materials value chain to develop the raw materials sector as a strategic strength and  foundation for a secure, sustainable future for Europe. 

Our offerings are designed to help our partners and industry to be part of Europe’s  strategic agenda to ensure supply chain security and make the ‘Green New Deal’ a  reality that benefits the people of Europe and partner nations. 

2. Scope of Work 

EIT RawMaterials aims to replace its fragmented HR tools with a unified, end-to-end Human Resources Information System (HRIS). The current mix of systems and manual processes creates inefficiencies, data silos, and compliance risks. A new HRIS should streamline core HR operations, strengthen data integrity, and offer intuitive experience for employees and HR teams. 

The selected vendor will deliver a comprehensive, GDPR compliant solution that supports scalable, data driven HR management. 

The HRIS should: 

• Consolidate all HR tools into one integrated platform. 
• Automate and optimize key processes such as onboarding, performance management, goal setting, and reporting. 
• Improve data accuracy and analytics by removing manual work and silos. 
• Provide a user-friendly interface with centralized access to HR information. 
• Ensure secure, auditable handling of sensitive data in line with GDPR. 
• Support the HR team to focus on strategic priorities like talent development and workforce planning.

2.1. Scope of Work  

1. Core HR Management 

The system must provide a comprehensive Core HR foundation including centralized employee master data, digital personnel files, organizational structures, document management, and full audit trails. 

2. Digital Onboarding Experience 

The HRIS must enable a fully digital onboarding journey with pre-boarding portals, cross functional workflows, document collection with e-signatures, and configurable onboarding checklists. 

3. Structured Offboarding Process 

The solution must ensure consistent and compliant offboarding through automated workflows, exit interviews, access deactivation, asset tracking, and secure data archiving. 

4. Performance and Talent Management 

The platform must support continuous and cyclical performance processes including goal setting, feedback, 360° reviews, talent reviews, succession planning, and calibration tools. 

5. Time and Absence Management 

The system must provide configurable leave policies, timesheets (including project tracking), approval workflows, payroll integration, mobile access, and automated notifications. 

6. Internal Communication and Employee Interaction 

The HRIS must support centralized communication capabilities, including announcements, policy acknowledgments, reminders, templates, and optional employee facing dashboards or widgets. 

7. Reporting and Analytics 

The platform must deliver strong reporting and analytics capabilities, including real-time dashboards, customizable reports, workforce analytics (e.g. headcount, turnover, absence, performance trends), export functionality, and—where available—predictive and forecasting insights. 

8. GDPR Compliance and Data Protection 

The system must ensure full GDPR compliance with data minimization, consent management, role-based access controls, audit logs, and secure data storage within EU compliant regions, supporting global usage. 

9. Workflow Automation and Customization 

The HRIS must allow automation of HR processes based on defined triggers (e.g. probation end, contract renewal) and provide flexible customization of workflows, dashboards, fields, forms, and analytics templates. 

10. Integration and Interoperability 

The system must integrate seamlessly with payroll providers, identity management systems (SSO/MFA), and offer APIs for future integrations. 

11. Employee Engagement, Skills, and Surveys 

The platform must support customizable surveys and forms, structured skills and competency frameworks, skills mapping and gap analysis. 

12. Technical Infrastructure, Payroll, and Vendor Support 

The solution must ensure secure cloud infrastructure, historical data migration, high availability, and disaster recovery, payroll data integration, secure document storage, and providing strong vendorsupport (SLAs, knowledge base, updates, implementation support).

3. Submission of Updated Proposals 

3.1. Timeline 

• Publication of updated RfP on the EIT RawMaterials website: 11.08.2026 
• Deadline for submission of updated proposals incorporating the amendments: 24.08.2026, 10 a.m. (CET) 
• Proof of Concept Clarification Call: 27.08.2026 – 04.09.2026 
• Intended date of notification of award: 11.09.2026 
• Intended date of contract signature: 25.09.2026  
• Potential project start: 01.10.2026 

Proposals must be emailed in English to the following address: 
Contact Name: For the attention of HR 
Email: hr@eitrawmaterials.eu