Optimize IT Procurement

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

Onsite Workshop

How a poor procurement process hurts:

  • Users become frustrated and unproductive
  • Employees waste time finding workarounds to tasks that the system cannot do
  • The system is always being “fixed”
  • Budgets are overrun
  • The system took so long to buy that the competitive opportunity is lost
  • Money was wasted on items that were not needed
  • The procurement could fail to pass audit

Good procurement can result in:

  • Happy, productive users
  • Appropriate system functionality
  • Fair, transparent, and predictable pricing
  • Minimal wastage
  • Eliminated surprises
  • Enhanced procurement process transparency and auditability
  • Reduced costs
  • Faster procurements

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

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