Outsource Systems Management to Improve Capabilities and Reduce Costs
Outsourcing is like a marriage. Treat it like a partnership.
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Without a managed services provider strategy there could be:
- An overall dissatisfaction with the outsourcing arrangement due to unmet needs and unanticipated costs.
- A long lead time before achieving a steady state.
- A misunderstanding of expectations between client and provider.
- A major business disruption due to the transition.
- A risk of resistance from staff.
Having a strategy for outsourcing systems management can provide:
- Improved system management capabilities.
- Reduced time spent managing systems.
- Reduced overall costs spent on systems management.
- Limited risk of buyer’s remorse when selecting a vendor.
- Improved service delivery.
- Improved system availability.
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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 road map in place to complete your project successfully.
Book NowModule 1: Assess Whether Outsourcing Will Help You Achieve Your Systems Management Goals
The Purpose
- Identify goals for systems management.
- Determine rationale for outsourcing.
- Assess criticality of core systems.
- Assess current capabilities.
- Assess fit for outsourcing.
Key Benefits Achieved
- Understand the benefits and challenges of outsourcing.
- Gain recommendations around how outsourcing may fit into the current approach to systems management.
| Activities: | Outputs: | |
|---|---|---|
| 1.1 | Discuss systems management goals |
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| 1.2 | Discuss benefits and risks of outsourcing |
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| 1.3 | Perform a criticality assessment |
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| 1.4 | Perform a capabilities assessment |
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| 1.5 | Interpret the results of the decision matrix |
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Module 2: Build a Project Charter to Communicate the Value of Outsourcing
The Purpose
- Identify organizational and stakeholder needs.
- Determine desired project outcomes.
- Assess the impact of outsourcing.
- Identify risks and constraints.
Key Benefits Achieved
- Understanding of how to approach stakeholders strategically to secure buy-in.
- Identify and mitigate risks and constraints.
- Develop meaningful project goals.
| Activities: | Outputs: | |
|---|---|---|
| 2.1 | Establish baseline KPIs |
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| 2.2 | Perform a stakeholder analysis |
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| 2.3 | Determine desired project outcomes |
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| 2.4 | Assess the impact of outsourcing on people, processes, and technology |
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| 2.5 | Identify risks and constraints that will affect success |
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Module 3: Find and Select a Best-Fit MSP with an Optimized RFP
The Purpose
- Determine and document what needs to be included in an effective RFP.
Key Benefits Achieved
- Understand what to look for in an RFP.
- Develop sufficient information to prepare the vendor to effectively determine costs and find a best-fit solution.
| Activities: | Outputs: | |
|---|---|---|
| 3.1 | Document the current environment |
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| 3.2 | Collect and review service obligations |
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| 3.3 | Clarify vendor/client responsibilities |
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| 3.4 | Understand how to use the scoring tool |
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Module 4: Learn the Best Approach for Evaluating MSP Contracts
The Purpose
- Build a plan to successfully engage the vendor.
- Understand best practices in reviewing MSP contracts.
Key Benefits Achieved
- A vendor engagement plan to ensure ongoing communication with the service provider.
- Understand how to avoid common contract pitfalls.
| Activities: | Outputs: | |
|---|---|---|
| 4.1 | Discuss the importance of a full-time vendor management role |
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| 4.2 | Create a vendor engagement plan |
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| 4.3 | Devise an exit strategy |
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| 4.4 | Discuss common contract pitfalls |
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Module 5: Plan the Transition to a Managed Service Provider
The Purpose
- Devise a plan to effectively transition systems management to a third-party provider.
Key Benefits Achieved
- A documented plan of action to hand over services to an MSP.
| Activities: | Outputs: | |
|---|---|---|
| 5.1 | Collect, evaluate, and revise current SOPs |
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| 5.2 | Determine project milestones |
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| 5.3 | Build the outsourcing roadmap |
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