HRIS Integration and Implementation
EIT RawMaterials is seeking a vendor to deliver a unified Human Resources Information System for approximately 150 employees globally — consolidating fragmented HR tools into a single, GDPR-compliant platform. Proposals due 25 June 2026.
About 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.
3. System requirements
Core HR
Centralised employee master data, digital personnel files, organisational charts, position management, document storage with e-signatures, and full audit trails for all data changes.
Onboarding & Offboarding
Pre-boarding portal for new hires, automated task workflows across HR, IT, Finance, and Managers, digital document collection, exit interviews, asset return tracking, and secure data archiving.
Performance & Talent Management
Annual, mid-year, and probation review cycles, goal setting and tracking, continuous feedback, 360° reviews, talent reviews, succession planning, calibration tools, and skills gap analysis.
Time & Absence Tracking
Customisable leave types and policies, automated approval workflows, project timesheets, absence calendars, payroll integration, and mobile app access with admin notifications.
Analytics & Reporting
Real-time dashboards for HR, managers, and leadership; customisable reports; workforce analytics covering turnover, headcount, absence, and performance trends; and predictive analytics where available.
GDPR & Compliance
EU data residency, data minimisation and retention settings, consent management, role-based access controls, full audit logs, SSO and MFA compatibility. Primary language: English.
Recruitment
End-to-end applicant tracking system (ATS), recruitment analytics, workflow automation, calendar and scheduling integration, candidate communication management, and AI-enabled capabilities (preferred).
Payroll Operations
Integration with external payroll providers, secure payslip storage with employee self-service access, and payroll information stored within employee profiles.
Additional capabilities required: workflow automation, customisable surveys and forms, skills and competency framework, learning management, internal communications, and historical data migration.
4. Timeline
RFP published: 09 June 2026
Deadline for clarification requests: 18 June 2026
Proposal submission deadline: 25 June 2026
Notification of award: 03 July 2026
Contract signature: 22 July 2026
Potential project start: 01 August 2026
All dates are subject to change.
5. How to submit
Send your proposal by email in English to hr@eitrawmaterials.eu
Your proposal must include:
- Technical response addressing all requirements listed above
- Financial offer in EUR (net amount + VAT), including annual price per user and onboarding fees
- GDPR compliance statement, if applicable
- Insurance declaration — company and/or professional liability coverage with maximum amount per event
- Signed tenderers' declaration form (unmodified, as provided)
Proposals are binding for 90 days after the submission deadline. No costs incurred in preparing a proposal are reimbursable.
6. Questions & clarifications
All clarification requests must be submitted in writing by email before 18 June 2026.
Contact: hr@eitrawmaterials.eu
