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.

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Get to Action

  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.

  3. Define and build procurement documentation

    Analyze requirements and develop the procurement package.

  4. Evaluate proposals and select a vendor solution

    Choose the most suitable vendor based on a fair evaluation.

Guided Implementation icon Guided Implementation

This guided implementation is a six call advisory process.

  • Call #1: Get ready for procurement

    Get off to a productive start: use our readiness checklist and validate your prerequisites.

  • Call #2: Select a procurement vehicle

    Use the right tool for the job: discuss the different procurement vehicles and choose the one that best fits your needs.

  • Call #3: Right-size your procurement process

    Tailor the procurement SOP to your unique needs: review the Info-Tech Procurement SOP and adjust each step to match the unique size, complexity, and nature of your purchase.

  • Call #4: Develop prioritized requirements

    Elicit and prioritize requirements: use structured techniques to ensure MECE requirements. Differentiate between mandatory and rated requirements.

  • Call #5: Validate the RFx toolkit

    Assemble a complete RFx toolkit: build the documentation needed for a successful RFx.

  • Call #6: Choose a vendor solution

    Make the decision: select a vendor solution that provides the greatest value and gain management buy-in.

Onsite Workshop

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

Workshop Icon 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 road map in place to complete your project successfully.

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

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