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Negotiate SaaS Agreements That Are Built to Last

Leverage your unique position and find substantial cost savings.

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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, author of The Tech Contracts Handbook, Attorney & 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.
  • SaaS solutions bring forth a unique form of “switching costs” that can make a decision to migrate solutions financially, technically, and politically painful.

Our Advice

Critical Insight

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

Impact and Result

  • Take control of your SaaS contract negotiations from the beginning.
  • 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 SaaS 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 a SaaS agreement, review Info-Tech’s methodology, and understand the different 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 - Create negotiation team
Call #2 - Write communication plan
Call #3 - Document use case

Guided Implementation #2 - Redline contract

Call #1 - Review and redline general terms and conditions
Call #2 - Review and redline SaaS-specific terms and conditions

Guided Implementation #3 - Negotiate contract

Call #1 - Negotiate contract

Onsite Workshop

Discuss This Workshop

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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.

  • Business Use Case.
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.

Module 2: Define the Business Use Case and Build a Stakeholder Team

The Purpose

  • Define the business use case and build a stakeholder team.

Key Benefits Achieved

  • Create a business use case to document functional and non-functional requirements.
  • Build an internal cross-functional stakeholder team to negotiate the contract.

Activities

Outputs

2.1

Establish a negotiation team and define roles.

  • RASCI Matrix
2.2

Write a communication plan.

  • Communications Plan
2.3

Complete a business use case.

  • SaaS TCO Calculator
  • Business Use Case

Module 3: Redline the 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.

  • SaaS Terms and Conditions Evaluation Tool
3.3

Match to business and technical requirements.

  • SaaS Contract Negotiation Terms Prioritization Checklist
3.4

Redline the agreement.

Module 4: Build a Negotiation Strategy

The Purpose

  • Create a negotiation strategy.

Key Benefits Achieved

  • Controlled communication established.
  • Negotiation tactics chosen.
  • Negotiation timeline plotted.

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