Outsource Systems Management to Improve Capabilities and Reduce Costs

Outsourcing is like a marriage. Treat it like a partnership, not a competition.


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Your Challenge

  • Some enterprises end up dissatisfied with outsourcing due to misunderstanding of requirements.
  • Outsourcing often leads to unanticipated costs.
  • Vendor dependency will prevent switching at a later date.
  • Changing vendors due to unmet expectations can be very costly.
  • Organizations are frequently not adequately prepared to hand over services.

Our Advice

Critical Insight

  • Outsourcing is not a typical vendor/client relationship. It is a partnership and must be treated like a collaboration rather than a simple exchange of money and services.
  • Most organizations have not yet reached the maturity level required to outsource services effectively and need to take more time documenting their environment and their needs.
  • Doing what you do best and outsourcing the rest isn’t always the best advice. Instead, outsource those things that you do not do well as well as those things that do not drive revenue. Then reallocate the recovered resources to more strategic initiatives.

Impact and Result

  • Perform the necessary pre-work to set your outsourcing initiative up for success.
  • Prepare for key objections by having a strong stakeholder management strategy.
  • Understand how to engage with your vendor to ensure productive collaboration rather than conflict.

Outsource Systems Management to Improve Capabilities and Reduce Costs


Assess whether outsourcing will help achieve the organization's goals

Decide whether or not to proceed with outsourcing systems management.


Build the business case for outsourcing systems management

Win over stakeholders and secure buy-in.


Identify a best-fit service provider with an optimized RFP

Identify vendors that will meet the organization’s needs.


Ensure collaborative engagement with win/win contract design

Build a contract that protects the organization's interests and meets its requirements while avoiding hidden costs


Plan the transition to a managed service provider

Have a streamlined plan to transfer services to a third party with minimal disruption.

Onsite Workshop

Book Your Workshop

Onsite workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn't enough, we offer low-cost onsite delivery of our project workshops. We take you through every phase of your project and ensure that you have a roadmap in place to complete your project successfully.

Module 1: Assess Whether Outsourcing Will Help You Achieve Your Systems Management Goals

The Purpose

  • Identify goals for systems management.
  • Determine rationale for outsourcing.
  • Assess criticality of core systems.
  • Assess current capabilities.
  • Assess fit for outsourcing.

Key Benefits Achieved

  • Understand the benefits and challenges of outsourcing.
  • Gain recommendations around how outsourcing may fit into the current approach to systems management.



Discuss systems management goals


Discuss benefits and risks of outsourcing


Perform a criticality assessment

  • Completed criticality assessment


Perform a capabilities assessment

  • Completed capability assessment


Interpret the results of the decision matrix

  • Reviewed decision matrix

Module 2: Build a Project Charter to Communicate the Value of Outsourcing

The Purpose

  • Identify organizational and stakeholder needs.
  • Determine desired project outcomes.
  • Assess the impact of outsourcing.
  • Identify risks and constraints.

Key Benefits Achieved

  • Understanding of how to approach stakeholders strategically to secure buy-in.
  • Identify and mitigate risks and constraints.
  • Develop meaningful project goals.



Establish baseline KPIs

  • Project scorecard


Perform a stakeholder analysis

  • Completed stakeholder analysis


Determine desired project outcomes

  • Validated project goals


Assess the impact of outsourcing on people, processes, and technology

  • Finished impact assessment


Identify risks and constraints that will affect success

  • Completed project charter

Module 3: Find and Select a Best-Fit MSP with an Optimized RFP

The Purpose

  • Determine and document what needs to be included in an effective RFP.

Key Benefits Achieved

  • Understand what to look for in an RFP.
  • Develop sufficient information to prepare the vendor to effectively determine costs and find a best-fit solution.



Document the current environment

  • Present state diagram


Collect and review service obligations

  • Service Levels Summary


Clarify vendor/client responsibilities

  • Vendor/Client RACI Chart


Understand how to use the scoring tool

  • RFP Scoring tool

Module 4: Learn the Best Approach for Evaluating MSP Contracts

The Purpose

  • Build a plan to successfully engage the vendor.
  • Understand best practices in reviewing MSP contracts.

Key Benefits Achieved

  • A vendor engagement plan to ensure ongoing communication with the service provider.
  • Understand how to avoid common contract pitfalls.



Discuss the importance of a full-time vendor management role


Create a vendor engagement plan

  • Vendor engagement plan


Devise an exit strategy

  • Vendor exit strategy


Discuss common contract pitfalls

  • Contract checklist

Module 5: Plan the Transition to a Managed Service Provider

The Purpose

  • Devise a plan to effectively transition systems management to a third-party provider.

Key Benefits Achieved

  • A documented plan of action to hand over services to an MSP.



Collect, evaluate, and revise current SOPs

  • Modified, visual SOPs


Determine project milestones

  • Project milestones


Build the outsourcing roadmap

  • Project roadmap