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Master Contract Review and Negotiation for Software Agreements

Optimize spend with significant cost savings and negotiate from a position of strength.

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Contributors

  • Christiaan Murphy, Global Software Category Manager at CGI
  • Jeffery I. Gordon, SVP, author of Software Licensing Handbook & Mortgage Lending Vendor Operations Manager at BT&T
  • David W. Tollen, Attorney at Law & Founder at Sycamore Legal, P.C.

Your Challenge

  • Internal stakeholders usually have different – and often conflicting – needs and expectations that require careful facilitation and management.
  • Vendors have well-honed negotiating strategies. Without understanding your own position and leverage points, it’s difficult to withstand their persuasive – and sometimes pushy – tactics.
  • Software – and software licensing – is constantly changing, making it difficult to acquire and retain subject matter expertise.

Our Advice

Critical Insight

  • Conservatively, it’s possible to save 5% of the overall IT budget through comprehensive software contract review.
  • Focus on the terms and conditions, not just the price.
  • Learning to negotiate is crucial.

Impact and Result

  • Look at your contract holistically to find cost savings.
  • Guide communication between vendors and your organization for the duration of contract negotiations.
  • Redline the terms and conditions of your software contract.
  • Prioritize crucial terms and conditions to negotiate.

Research & Tools

Start here – read the Executive Brief

Read our concise Executive Brief to find out how to redline and negotiate your software agreement, review Info-Tech’s methodology, and understand the four ways we can support you in completing this project.

Guided Implementations

This guided implementation is a six call advisory process.

Guided Implementation #1 - Gather requirements

Call #1 - Define business use case and build stakeholder team
Call #2 - Evaluate initial proposal

Guided Implementation #2 - Redline contract

Call #1 - Review terms and conditions
Call #2 - Validate requirements and incorporate into redlined contract

Guided Implementation #3 - Negotiate contract

Call #1 - Develop a negotiation strategy
Call #2 - Review final proposal

Onsite Workshop

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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: Collect and Review Data

The Purpose

  • Assemble documentation.

Key Benefits Achieved

  • Understand current position before going forward.

Activities

Outputs

1.1

Assemble existing contracts.

1.2

Document their strategic and tactical objectives.

1.3

Identify current status of the vendor relationship and any historical context.

1.4

Clarify goals for ideal future state.

  • Business Use Case

Module 2: Define Business Use Case and Build Stakeholder Team

The Purpose

  • Define business use case and build stakeholder team.

Key Benefits Achieved

  • Create business use case to document functional and nonfunctional requirements.
  • Build internal cross-functional stakeholder team to negotiate contract.

Activities

Outputs

2.1

Establish negotiation team and define roles.

  • RASCI Chart
2.2

Write communication plan.

  • Vendor Communication Management Plan
2.3

Complete business use case.

  • SaaS TCO Calculator
  • Software Business Use Case

Module 3: Redline Contract

The Purpose

  • Examine terms and conditions and prioritize for negotiation.

Key Benefits Achieved

  • Discover cost savings.
  • Improve agreement terms.
  • Prioritize terms for negotiation.

Activities

Outputs

3.1

Review general terms and conditions.

3.2

Review license- and application-specific terms and conditions.

  • Software Terms & Conditions Evaluation Tool
3.3

Match to business and technical requirements.

  • Software Buyer’s Checklist
3.4

Redline agreement.

Module 4: Build Negotiation Strategy

The Purpose

  • Create a negotiation strategy.

Key Benefits Achieved

  • Establish controlled communication.
  • Choose negotiation tactics.
  • Plot negotiation timeline.

Activities

Outputs

4.1

Review vendor- and application-specific negotiation tactics.

  • Contract Negotiation Tactics Playbook
4.2

Build negotiation strategy.

  • Controlled Vendor Communications Letter
  • Key Vendor Fiscal Year End Calendar

Member Testimonials

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After each Info-Tech experience, we ask our members to quantify the real time savings, monetary impact, and project improvements our research helped them achieve. See our top member experiences for this Blueprint, and what our clients have to say.

Client

Experience

Impact

$ Saved

Days Saved

BC Transit

Guided Implementation

9/10

N/A

N/A

U.S. Auto Parts Network, Inc.

Guided Implementation

9/10

N/A

N/A

U.S. Auto Parts Network, Inc.

Guided Implementation

8/10

N/A

N/A

Canpotex Limited

Guided Implementation

10/10

$2,000

5

QuikTrip

Guided Implementation

9/10

$13,236

2

John Wiley & Sons, Inc.

Workshop

10/10

$132K

10

Children's Hospitals and Clinics

Guided Implementation

10/10

$125K

5

TFI International Inc.

Guided Implementation

10/10

N/A

N/A

Truckee Meadows Water Authority

Guided Implementation

8/10

$13,236

10

McKeil Marine Limited

Guided Implementation

10/10

N/A

10

TFI International Inc.

Guided Implementation

9/10

N/A

N/A

Hines, Inc.

Guided Implementation

10/10

N/A

N/A

Blessing Hospital

Guided Implementation

10/10

$13,236

2

Renown Health

Guided Implementation

6/10

N/A

2

Renown Health

Guided Implementation

6/10

$21,840

2

Renown Health

Guided Implementation

6/10

$120K

2

Macerich Company

Guided Implementation

10/10

$26,473

2

Macerich Company

Guided Implementation

8/10

$13,236

2

Ontario Lottery And Gaming Corporation

Guided Implementation

6/10

N/A

N/A

Washington State Department of Ecology

Guided Implementation

6/10

$1,323

5

County of San Mateo

Workshop

6/10

$26.47M

N/A

Tallahassee Memorial Healthcare

Guided Implementation

6/10

$39,709

N/A