Optimize IT Procurement

Selecting the right IT solution is a delicate balance between vendor, product, price and service.

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Your Challenge

  • It can be difficult to buy the right IT products and services that meet the key requirements of your end users and management.
  • End users don’t like what you purchase, costs are higher than anticipated, and requirements are not met.

Our Advice

Critical Insight

  • Configure your IT procurement process for each major purchase to maximize procurement value and minimize time to acquisition.

Impact and Result

  • Configure a best practice procurement process to fit your specific needs.
  • Objectively evaluate vendor solutions based on your requirements and criteria and select the most suitable vendor.

Optimize IT Procurement

1

Start from a solid foundation

Ensure that procurement prerequisites are in place.

2

Begin the procurement

Decide on the procurement vehicle and bring the team on board to help configure and execute the procurement process.

4

Evaluate proposals and select a vendor solution

Choose the most suitable vendor based on a fair evaluation.

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: Prepare for procurement

The Purpose

  • Ensure the organization is ready for procurement.

Key Benefits Achieved

  • An organization that is ready to start procurement successfully.

Activities:
Outputs

1.1

Review procurement prerequisites

  • Procurement readiness checklist

1.2

Create procurement teams

  • Procurement team lists

1.3

Choose procurement metrics

  • Selected metrics

Module 2: Select a procurement vehicle

The Purpose

  • Select the right procurement vehicle.

Key Benefits Achieved

  • Ensure your procurement needs are met by using the most appropriate vehicle.

Activities:
Outputs

2.1

Select procurement vehicle

  • Procurement vehicle selection (via tool)

Module 3: Configure the procurement process

The Purpose

  • Tailor the standard procurement process by configuring each process step for specific procurements.

Key Benefits Achieved

  • Configured procurement process for each specific procurement.

Activities:
Outputs

3.1

Compare the organization’s procurement SOP to Info-Tech’s SOP

3.2

Configure the organization’s procurement process

  • Configured vendor selection SOP (via tool)

Module 4: Gather and prioritize requirements

The Purpose

  • Define the requirements of the procurement.

Key Benefits Achieved

  • List of prioritized requirements.

Activities:
Outputs

4.1

Develop scenarios

4.2

Gather requirements

4.3

Prioritize requirements

  • Elicited and prioritized requirements (via tool)

Module 5: Develop a RFx toolkit

The Purpose

  • Configure your toolkit to match the complexity of the specific procurement.

Key Benefits Achieved

  • Configured RFx documents.

Activities:
Outputs

5.1

Customize RFx template

  • RFI, RFQ, or RFP template

5.2

Customize RFP response template

  • RFP vendor response template

5.3

Finalize scenarios

  • Vendor demonstration scenario

Module 6: Create an evaluation framework

The Purpose

  • Standardize an evaluation process and framework.

Key Benefits Achieved

  • Defined evaluation framework during creation of RFx, not after it is released.

Activities:
Outputs

6.1

Assign weightings to evaluation criteria

  • Proposal evaluation framework

Module 7: Evaluate proposals

The Purpose

  • Execute scoring of vendor proposals.

Key Benefits Achieved

  • Objectively evaluate and select a vendor that best fits your requirements.

Activities:
Outputs

7.1

Evaluate mandatory requirements

7.2

Score technical and rated requirements

7.3

Score presentations, references, and demos

7.4

Evaluate and score pricing

  • Proposal evaluation process
  • Total cost of ownership (via tool)

Module 8: Recommend a vendor and take next steps

The Purpose

  • Recommend a vendor.

Key Benefits Achieved

  • Present recommendation to management.

Activities:
Outputs

8.1

Recommend a vendor

8.2

Present findings to management

  • Management presentation

Member Testimonials

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

$ Saved

Days Saved

Testimonial

Lorain County Community College

$64,743

N/A

The analyst completely understood what I was looking for and delivered a sane, to the point discussion on possible approaches. I have not had the time to review any documentation he may have sent.

St. Lawrence County

$6,474

30

No bad. David is a consummate professional and is walking me through what I need to do for this RFP. It would not get done if not for his involvement.

Interswitch Limited

$12,949

30

Best: Got price review.

Renown Health

$129K

2

Scott provided valuable insight into Kronos pricing and suggestions on how to approach them with our requests.

The Institute of Professional Practice Inc

$10,000

N/A

Gaining insight into good business practices with contracts that I was not aware of.

Takasago International Corporation (U.S.A)

$81,291

7

This was a great experience to improve and improve our IT procurement! Great benefit to my organization.

Search Code: 74133
Published: July 24, 2014
Last Revised: July 24, 2014