Implement a Proactive and Consistent Vendor Selection Process

Formalize your process to eliminate bias and maximize value.


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A poor selection process leads to a poor selection. Symptoms of a poor selection include:

  • Employees spend time finding workarounds for tasks that the system cannot do
  • The system is always being “fixed”
  • Budgets are overrun
  • The system takes so long to buy that the competitive opportunity is lost
  • People tell you that features are missing that you never knew were wanted
  • There are complaints that the system doesn’t work
  • The vendor keeps asking for more money
  • People challenge how the decision to buy this solution was made
  • It seemed to take forever to come to a buying decision
  • The cost was much higher than expected

A robust and transparent process will help navigate organizational bias and lead to a good selection. The benefits of a good selection include:

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

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Module 1: Establish Vendor Selection Process

The Purpose

  • Document and refine your vendor selection process.

Key Benefits Achieved

  • Formalized vendor selection process.

Activities: Outputs:
1.1 Map current process.
  • Documented current vendor selection process
1.2 Identify gaps in current process.
  • Gap analysis of current vendor selection process
1.3 Amend and document process.
  • Formalized and amended process

Module 2: Gather Requirements

The Purpose

  • Write a project plan and gather requirements.

Key Benefits Achieved

  • Gathered and prioritized requirements.
  • A clear project plan.

Activities: Outputs:
2.1 Write a project plan.
  • Proposal Evaluation Tool
2.2 Gather and prioritize requirements.
2.3 Write your scenario and use cases.
  • Scenario Template

Module 3: Write and Assemble RFx Package

The Purpose

  • Learn about different RFx options and draft a successful RFx package.

Key Benefits Achieved

  • Complete RFx package.

Activities: Outputs:
3.1 Review different RFx options.
3.2 Draft RFx.
  • RFx package
3.3 Make a plan for soliciting feedback and publishing the RFx.

Module 4: Perform Due Diligence

The Purpose

  • Perform due diligence on candidate vendors.

Key Benefits Achieved

  • Crucial information and data points gathered about candidate vendors
  • Due diligence completed.

Activities: Outputs:
4.1 Customize a vendor reference script.
4.2 Reference Script Template
4.3 Review the due diligence checklist and key activities.
  • Due Diligence Checklist

Module 5: Evaluate Candidate Solutions

The Purpose

  • Evaluate your vendor proposals.

Key Benefits Achieved

  • A selected vendor to recommend to management with a formal presentation.

Activities: Outputs:
5.1 Calculate TCO.
  • TCO Calculator
5.2 Evaluator’s Guidebook
  • RFP Vendor Response Template
5.3 Prepare final evaluation.
  • Proposal Evaluation Tool or Pugh Matrix
5.4 Prepare presentation for management.
  • Vendor Recommendation Presentation
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