Purpose of the Template
Organizations evaluating workplace case management software often need to translate operational needs into clear procurement language. This template is designed to help HR, Health & Safety, Disability Management, Claims, Absence, Accommodation, Return-to-Work, Operations, and Procurement teams define the capabilities that should be included in an RFP or RFQ.
The template focuses on practical requirements for software that manages workplace incidents, WCB/WSIB claims, non-occupational absence, accommodation, return-to-work planning, document tracking, workflows, reporting, and role-based accountability.
Use this resource to support procurement planning.
The objective is to help organizations define what they need from a modern workplace case management platform before evaluating vendors.
Why RFP Requirements Matter
An RFP should do more than ask vendors whether they provide incident reporting, claims management, absence management, or reporting. It should define the operational requirements the system must support.
Without clear requirements, organizations may receive proposals that focus on general system functionality rather than the specific workflows needed to manage workplace cases from intake to resolution.
Strong RFP requirements help organizations evaluate whether a platform can support connected work across incident reporting, WCB/WSIB claims, absence, accommodation, return-to-work activity, documentation, tasks, dashboards, and leadership reporting.
What the Template Helps Define
1. Case Management Scope
Define the case types, modules, and workplace processes the platform must support.
2. Workflow Requirements
Identify requirements for task ownership, due dates, reminders, escalations, and closure steps.
3. Incident-to-Claim Linkage
Require incident reports to connect to related WCB/WSIB claims where applicable.
4. Absence and Accommodation
Define requirements for absence thresholds, documentation, accommodation review, and RTW planning.
5. Document Management
Specify secure storage, document status tracking, case notes, and access control needs.
6. Reporting and Dashboards
Define visibility into open cases, overdue work, duration, trends, claims, and outcomes.
Core Sections Included in the Template
1. Project Overview
Defines the purpose of the procurement and the organization’s need for a structured workplace case management platform.
2. Current-State Challenges
Documents limitations in the current process, including manual tracking, disconnected systems, inconsistent follow-up, fragmented documentation, limited reporting, or lack of visibility into open and overdue cases.
3. Required Functional Scope
Identifies the workplace case types and modules to be supported, such as incident reporting, WCB/WSIB claims management, absence management, accommodation management, return-to-work planning, document management, and reporting.
4. Workflow and Task Management Requirements
Defines requirements for configurable workflows, task assignment, due dates, reminders, escalations, review dates, closure requirements, and role-based ownership.
5. Incident Reporting and Claims Management Requirements
Specifies how the system should support workplace incident reporting, related claim creation or linkage, employer reporting obligations, document tracking, modified work, return-to-work activity, and claim outcome reporting.
6. Absence, Accommodation, and Return-to-Work Requirements
Defines how the system should support absence case review, documentation requests, accommodation planning, restrictions and limitations, modified duties, graduated return-to-work plans, and ongoing case monitoring.
7. Reporting and Visibility Requirements
Outlines dashboard and reporting needs, including open cases, overdue tasks, case duration, absence trends, claim status, accommodation review dates, return-to-work activity, workload, cost indicators, and leadership reporting.
8. Security and Access Requirements
Defines the need for role-based access, secure document handling, auditability, and appropriate restriction of sensitive case information.
9. Vendor Response Requirements
Provides structure for vendors to explain how their platform supports each requirement, including whether functionality is standard, configurable, requires customization, or is not supported.
10. Evaluation Criteria
Helps procurement and project teams compare vendor responses based on operational fit, workflow capability, reporting, user experience, implementation support, configurability, and long-term platform alignment.
Download the RFP Requirements Template
Use this editable template to help define the capabilities your organization should consider when procuring software for incident reporting, WCB/WSIB claims, absence, accommodation, return-to-work, and workplace case management.
Download the TemplateWho Should Use This Template
This resource is intended for organizations preparing to evaluate or procure workplace case management software, including public-sector employers, school boards, municipalities, colleges and universities, not-for-profit organizations, community service agencies, transit authorities, health and safety teams, disability management teams, HR departments, and procurement groups.
It may be useful for:
How This Supports Better Software Selection
Clear RFP requirements help ensure that vendors are evaluated against the organization’s actual operational needs. This is especially important where case management work crosses multiple teams, including HR, Health & Safety, Disability Management, supervisors, payroll, operations, and leadership.
The strongest platforms do more than store records. They help organizations manage the work that follows: documentation, task ownership, case progression, accommodation review, modified work, return-to-work planning, reporting, and resolution.
