negotiating with OEMs on pricing and support, Resolve adoption problems more efficiently, Eliminates rogue buying and integrates with existing ERP systems like SAP, PeopleSoft, Oracle, and more, Allow for the establishment of service level standards and agreements, Create a framework for both parties to work together to improve the relationship, Determining the probability of financial losses, Roadmapping, planning for future projects, and implementing plans to reduce their impact. You will notice that in most cases, compliance and cyber security are intertwined. Prioritize Value. Make sure your IT procurement project has a champion. In-house development would also be procurement. Any Server based system that will connect to the Arkansas Tech University Network and or require DNS, DHCP, LDAP, WEB, Active Directory, or BANNER Services from the University. Moreover, Procure IT Fair is working to increase the general understanding of the roles and spheres of influence of the different players in the Many organizations seek to lower their capital acquisition costs and therefore make purchasing decisions based on short-term needs and upfront price. Dark spending is also a threat as it undermines the trust upper management have in your IT. This document will review those best practice concepts and cut through the noise to simplify your journey towards an optimal PC procurement outcome. Any other system not stated above that may require control, data integration, AD/LDAP services or other networked system should be considered and OIS should be notified for options. Forging a close relationship with specific vendors and/or IT providers offer numerous advantages to the IT procurement process. Technology procurements are reviewed prior to the actual purchase transaction to ensure compliance to IT standards, consistency with enterprise architecture, conformance to agency IT plans, and adherence to procurement best practices. best practices in the sustainable procurement of IT hardware by public and private institutions alike throughout Europe. Procurement Best Practices Guide. -procurement developed a well-deserved … Within, rivers of data and dollars flow through channels large and small, touching Supplier Evaluation. replacing routers that aren’t equipped to support today’s encryption standards; moving your data to a cloud hosting provider that provides HIPAA-compliant encryption. Please review the list of software commonly placed on faculty/staff and lab computers at. You might have a strong IT procurement team, but they can’t do much good there isn’t enough money. Instead of software-as-a-service (SaaS) solutions, you may also look to build custom applications. Software procurement can include renewing licenses for productivity applications, e.g. Items expressly exempt are system add-ons such as, printers (unless major system), desktop displays and other items directly related to normal desktop system operations. managing vendors, negotiating and implementing your contracts. Buying too many hardware systems will drive your costs up and lead to the waste of funds (procuring too little can result in a falsely-low figure). Software to be used for specific personal use and does not apply to items listed above are also exempt. There’s nothing worse for a project champion slaving away over an RFP... 3. This reality is felt across the IT hardware (e.g. Managing IT assets is no longer an anything goes process. regulatory, cyber security, etc). 6 IT Procurement Process Best Practices 1. Any software that would require server installation, database building, storage space, or file sharing with Banner or other currently owned software. Rules of Engagement with Potential Vendors Regarding Requirements and Roi See the benefits of our e-commerce solution, See our Supply Chain Optimization capabilities. Implementation problems can include delays in receiving, installing, configuring and validating new IT systems. C-suite decision-makers who embrace these procurement best practices will lead the way to real savings, improved productivity and stronger financial performance. The IT asset procurement process should aim to meet your business goals, without... #2: Build & Leverage Vendor Partnerships. Walking away from that deal may damage your reputation with IT OEMs. Ensure (before the implementation phase) that your requirements are being met across every scenario (e.g. In the IT infrastructure services market, checking flexibility and scalability of SLA terms is one of the procurement best practices for the buyers looking to achieve cost savings. For most, hardware and software are a given (e.g. Instructions If the pre-tax purchase price of this product exceeds $20,000, please submit a requisition and contact the Procurement Office regarding the bid process before submitting this form. Software requests for all summer terms must be submitted to OIS by the end of March. An alternative procurement practice is to use suppliers that offer reliable products at fair prices. Tight timelines might push many potential vendors away from your bid, reducing your options. This will provide the company with required IT hardware, software and system… All hardware or software to be used and/or distributed to university owned devices for the purposes of administrating or educating the student population must be considered. In this case, the purchase will result in the loss of time, money and productivity across the board. All too often, technology purchases are made in the hope that the cost value will be worth the trouble of the organization having to adapt to the equipment. Microsoft Office, Adobe Creative Suite, Citrix, etc. Below is a list of goals that they seek to achieve during the process. For student lab software requests, please use the Software Request form for located here. Supplier engagement. You also have networking infrastructure connecting your company to the web and internally between different computers, printers and on-premise servers. Any appliance that filters, manipulates, routes, captures or analyses data from the Arkansas Tech University Network or Data Systems. It’s easy for projects to drift when they’re... 2. Understanding IT Procurement Contracts Nearly all IT projects require some sort of procurement, whether it is for hardware, software, or services. Please note that any requests for version upgrades to software in computer labs will be completed during the summer only. The procurement professional must take the highly technical information inherent in IT procurements and communicate it clearly and effectively in solicitations, negotiations, contracts, and during implementation. You could also separate the “buyers” from those in-need of systems (“requesters”). leveraging partnerships with IT industry original equipment manufacturers (OEM). • Best practice implementations in e-procurement are greatly reducing costs, increasing spend vol- umes managed by their e-procurement systems, adding new spend categories to be managed by their e-procurement systems, and examining other ways to reap more value from their e- procurement systems. The IT procurement process is the combination of numerous tasks and responsibilities, namely: Every business and organization must have a clearly defined IT procurement strategy in place. This Research Byte serves as a basic primer to identify and explain the major sections of typical IT procurement … All too often, technology purchases are made in the hope... 2. In shifting their focus to the value chain—i.e., the full range of activities … We’ve compiled a list of these risks below: Your IT procurement team may understate or overstate your company’s IT needs in certain areas, e.g. This could lead to improper purchasing, potentially needless or excessive spending (or, on the other hand, missing key requirements). Items such as laptops and desktop computers should be quoted through OIS but do not require the formal evaluation or application. Companies implement purchasing strategies in order to: 1. make cost effective purchasing decisions from a group of efficient vendors who will 2. deliver quality goods 3. on time and at 4. mutually agreeable terms. You must factor in company/organizational size, your industry, unique regulatory and compliance requirements and other factors. Your IT procurement team might expect the supplier to deliver in a very short period of time. However, top companies choose to look at total cost of ownership when making acquisitions. It’s important that all relevant stakeholders are involved in the IT procurement process. having a scheduled replenishment policy for printer cartridges). IT Procurement Best Practices #1: Aim to Fulfill Your Business Goals. Instead of getting quotes from vendors, today’s IT procurement specialists, like those at Insight, will identify how much the technology will cost to operate and eventually dispose of; ensuring that the most cost-effective option is selected that will pay dividends over its lifespan. Basically, your IT procurement team might not have enough knowledge to properly identify your organization’s IT requirements. Any System such as Security Cameras Hosting, Kiosk Delivery System, Digital Media Display System, Information Collection or Distribution System. Forging a close relationship with specific vendors and/or IT providers offer... 3. on-site security and network monitoring services; and switching to up-to-date software builds. The latter is important because business executives want to see IT as a driver for profitability instead of a costly overhead. In terms of hardware, your IT procurement efforts may focus on replacing aging laptops and/or workstations, routers, printers, mobile devices and in case of in-house or on-premise hosting servers. 10 Best Practices for Procurement Manager in 2020 1. The emerging best practice for IT procurement mitigates those drawbacks by bringing procurement professionals and technologists together. Ensure that good relationships are maintained with your suppliers so … Your IT infrastructure certainly includes at least two of these three core components: hardware, software and services. Many of them occur due to your IT procurement team not having enough knowledge and experience. There are many IT procurement risks. e-Procurement is the business to business purchase and sale of supplies and services over the Internet. “Building relationships with suppliers should be on … The buyers in the market should also analyze suppliers ’ disaster recovery and backup capabilities. From technology that fails to support the company’s needs to potential financial or compliance issues down the road, a procurement specialist will work with risk mitigation and security in mind. Please refer to the Arkansas Tech Software/Hardware Purchasing Best Practices to verify your need for this form. These considerations apply to acquisitions free of charge or purchased … In such cases, not only do you risk failing to meet your IT requirements, but you could end up with an inaccurate cost-estimate. Involve Stakeholders. How Healthcare Organizations Can Stop Cybercrime in Its Tracks Infographic /11 Jan 2021, The Connected Future of HealthcareInfographic /8 Jan 2021, 4 Benefits of a Strategic Approach to Contract ManagementArticle /7 Jan 2021, Discover Canada's Cloud for Enhanced Digital Government Services Build strong relationships with suppliers. Before new technology is brought in to the purchasing picture, a sound supply strategy needs to laid out and that technology needs to be placed in the right part of the big picture. You risk looking like a black hole for money (i.e. a costly and cumbersome overhead). IT Procurement Best Practices 1. For example, you could equip your sales representatives with new mobile apps connected to cloud-hosted databases. Procurement should use solicitation templates specifically developed for IT hardware procurement. To achieve that, CPOs must undertake the following tasks through their IT procurement work: Every business and organization is different. Webinar / 22 Dec 2020, On-demand: Gaming Spotlight with missharvey and Lenovo For example, your sales team might require a CRM suite. All asset acquisitions come with an element of inherent risk — and IT is no different. This will allow your procurement personnel to understand the organizational needs, budget, and how all the intended acquisitions will impact operations. Doing so ensures that your organization is shielded from current and emerging cyber threats. This is to ensure that IT procurement is done correctly and to secure internal stakeholder e.g. Before your company signs a contract with a particular supplier, you will have to assess the supplier. Four Minnesota Ace Hardware stores participated in the year-long pilot project: Henricksens ... and purchasing patterns. You must demonstrate how IT procurement will help with reducing time spent on certain tasks, increase output and other net-revenue-focused goals. Microsoft Gold Partner, Cisco Gold Partner, IBM Business Partner, etc. Acquire Technology That Aligns With Organizational Needs. These cases are analysed and assessed on the basis of the Procure IT Fair approach. In effect, you will not have developed a sound IT procurement strategy if you fail to achieve all of your business or organization’s requirements (not just daily operations, but compliance too). When there’s a knowledge gap, there’s a high risk of your team missing the mark on spotting the actual needs of your company. One of the most important procurement best practices may be improving the relationship between the buyers and suppliers. Basically, you should anticipate these problems ahead of any IT procurement effort. Software requests for the fall term must be submitted to OIS by the end of March. Likewise, your productivity suite includes email which could be based on Exchange, Google or a proprietary suite as well as customer relationship management (CRM) and other apps. The objective of any IT procurement strategy is to fulfill your organization or business’ needs, getting the maximum value out of your spending as well as protecting you from many different forms of risks (e.g. “The ISO 19770 standard, originally applicable to software, was expanded to all IT assets in 2015,” says Sherry Irwin, president of Technology Asset Management, a consulting firm based in Mississauga, Ontario. It’s also possible to prevent the conditions that lead to maverick and dark spending by selecting the right IT OEMs. Your internal IT team must also have competency for properly implementing the strategy. Software requests for the spring term must be submitted to OIS by the end of October. Best Practices in Procurement The procurement function is a watershed of potential value for any business. procuring too many laptops or workstations and not enough software licenses. 50%+) gaps in skills across many IT procurement areas, including procurement strategy and operations and sourcing. Thus, a correctly designed and implemented IT procurement effort is vital to maximizing the value of your spending. Procurement Standard STD-ITD-001] If not previously requested, the technology specifications may be submitted to the Enterprise Architecture process for an architectural design review. This besides trouble using new systems can open other problems, such as a lack of trust in new systems and sticking to the old. In fact, the reverse is true; the acquired technology should be strategically procured so that it fits in with and supports business goals. Website Accessibility. word processing from a laptop). A Hardware/Software Purchase Application must accompany software or hardware purchase requests as categorized below. Software that requires authentication set up against our services such as CAS,LDAP, or AD. This guide, Retail Hardware Best Practices for Waste Management, is a management tool for hardware retailers throughout the United States. These partnerships are a sign of the OEM trusting you to implement their best practices (e.g. For example, you can move your data to HIPAA-compliant data centers (available through public or private cloud-hosting providers) to ensure that your data is being managed in compliance with privacy regulations such as the General Data Protection Regulation (GDPR). We are not able to upgrade software versions during the school year. A big problem with internal knowledge gaps is that it weakens the planning and implementation phases of your IT procurement. In each company there should be implemented a model of IT procurement process to exchange information about managing procurement procedures and tasks, and to maintain collaboration between people involved in the IT procurement process. We review the industry’s best practices for IT procurement. Access to these systems can be granted through proper security procedures. The infographic below showcases how strong internal stakeholder support from executives is integral to IT procurement: You must also stop excessive or unauthorized spending. You can prevent the challenges discussed above by incorporating IT procurement best practices into your IT procurement policy. in configuration). IT procurement is the process of sourcing and acquiring information technology assets to drive your business or organizational operations. Procurement should use solicitation templates specifically developed for the procurement of IT hardware. Every best-in-class procurement organization has suppliers who deliver essential products, perform regular maintenance, or complete one-time urgent repairs. Get IT involved in the RFP/RFQ process early. devices, routers, servers), software (e.g. The supplier’s failure to deliver your IT systems on time will lead to delays at your end and set your IT programs back. This standard provides agencies with the process to follow for the procurement of Information Technology (IT) hardware, software, and services. This guide details 15 high value best practices for Procurement Department operations organized by function, including Vendor Contract Management, Logistics Management, Strategic Sourcing, and more. Forge close supplier relationships with specific vendors and IT service... #3: Get Stakeholder Input. Assign a champion. Factors such as current hardware and/or software falling out of compliance, not having the right features, higher cost-of-ownership and others make IT procurement key. Respond with N/A (Not Applicable) if the information does not apply to … You can prevent both maverick and dark spending by building accountability mechanisms (such as a system of approval) throughout your IT procurement process. However, your IT procurement team may select one that doesn’t have the features they need. It would be a waste of resources otherwise, be it directly (through the purchase of the wrong or unwanted systems) or indirectly (resulting in underused or insufficient capacity). TechTalk / 22 Dec 2020, Microsoft Data Modernization Writing procurement policies and procedures can be a time-intensive task. You have to apply your analytical acumen in evaluating a supplier before contracting him for your company. Simplify and streamline with a myInsight account. Before approaching IT procurement, we must review the benefits and difficulties your company likely faces in managing its IT infrastructure. In terms of negotiating with OEMs, it’s best to have strong industry partnerships, e.g. However, they must follow your compliance standards, meet your cyber security needs and drive strategic business goals (increasing profitability and market-share). Such a model serves as a framework used by managements teams to make the process of acquiring information technology easier yet comprehensive. In theory, you can negotiate with IT industry OEMs to secure favourable pricing, strong after-sale support and warranties. Public Procurement Practice CYBERSECURITY FOR PROCUREMENT In general, a cybersecurity plan should: n Be regularly updated. “Many organizations focus their hardware strategy on reliability and having backup equipment.”Analytics is an unexplored option for … Therefore understanding IT procurement contracts has become an important part of the job of the project manager. We can accept any changes due to classroom adjustments up to June 30th. This is an important discussion because, ultimately, your IT procurement efforts are aimed at improving the effectiveness of your IT infrastructure. A recent Deloitte survey of Chief Procurement Officers (CPO) in 36 countries says as many as 79% of CPOs are focused on achieving cost reduction in their IT procurement strategies. n Be readily available as a single comprehensive document with department-specific subsections, as needed. As with every aspect of an organization's activities, there is a number of procurement best practices that a company should strive to implement. Purchasing IT equipment is only one side of the IT procurement process. Such partners are in a better position than non-partners for understanding the OEM’s offerings and for negotiating favourable pricing, support and guarantees. You must also show that the spending is essential and is being put towards solutions that generate maximum value. If you believe that your needs would best be satisfied by the Office of Information Systems (OIS) developing software to meet your specific needs, contact the Campus Support Center to set up an appointment for discussion 479-968-0646 or, Software to be used in any campus student computer lab for any purpose, Software used by staff for the purposes of Arkansas Tech official administrative duties, Software used by faculty/staff for teaching or testing purposes. Likewise, your IT procurement team might not have incorporated enough or correct training for your company’s employees. cloud services), you can accelerate your daily operations. However, the practical side isn’t simple. These best practices will improve the speed and efficiency of the procurement function, reduce costs and ultimately improve company's bottom-line performance. The PA can be either an individual or a group (the finance department, for instance). Following one (in alignment with industry standards) should lead to following the other. This lets your sales rep to input, view and manage data from the palm of their hand. Our major campus service applications include Banner, ARGOS, Transact, Class Climate, StarRez, BossCars, TMA iService Desk, Parature, Event Management Service (EMS), and others. The ability to evaluate is a crucial skill. Every organization has a number of suppliers who deliver essential … We also examine how you could benefit from IT procurement and overcome its challenges. ITD also reviews procurement documents for adherence to best practices and recommendations for any changes to the documents based on best practices. It’s not easy to correctly implement a IT procurement strategy. A purchasing authority (PA) should be established for hardware procurement. Imagine your IT procurement team had already selected systems for your company and were close to signing a deal. These threats can cause extremely costly data breaches. The procurement professional must take the highly technical information inherent in IT procurement and communicate it clearly and effectively in solicitations, negotiations, contracts, and during implementation. Choosing a supplier based solely on competitive pricing is often viewed as short-sighted and may be ineffective. According to Deloitte’s study, “60% of CPOs still believe their teams lack sufficient capability to deliver their procurement strategy.” This is reflected in knowledge and training: Businesses are reporting severe (e.g. This ensures that the one requesting IT solutions can’t approve the sale for themselves on their own. cloud) you could procure. IT procurement can include hardware and software products as well as IT services, such as cloud services, cyber security services, as well as strategic and administrative responsibilities. At present, they might be pulling-up a laptop and manually connecting to the web, which consumes more time and effort. In some situations, such as sales teams needing CRM, this can result in productivity drops. ftp://www.arkleg.state.ar.us/acts/2013/Public/ACT308.pdf, https://ois.atu.edu/hardwaresoftware-purchase-application/, There are many software packages already available to Arkansas Tech employees and students. Having to engineer workarounds and modify your IT environment — or larger processes or workflows — can lead to both inefficiencies and integration problems. Similarly, ensuring that your IT system compliance and cyber security measures are up to par with current and upcoming regulatory standards shields you from expensive government fines. recognized three reoccurring themes in procurement processes which have helped government agencies and departments meet, or even exceed, their PC procurement objectives and within or even under budget. Procurement Best Practices. Each business must manage their IT procurement in a way that fulfills its needs and respects its constraints. In other words, you should prevent these problems from occurring. On-demand webinar / 16 Dec 2020, Energy Infrastructure Company Enhances Communication and Collaboration, Utility Company Boosts Collaboration With Microsoft Solutions, Healthcare Organization Transforms Data Analytics and Reporting, 2020 Insight Intelligent Technology Pulse: The Impact of COVID-19 on Business Readiness, Extraordinary Leadership in Technology Speaker Series with Special Guest Peter Mansbridge, Modern Device Management Autopilot & Surface. The next best practice that will help companies develop a successful procurement strategy is strong support from the company's top management. The failure to do so will be felt beyond just your IT, but in your business or organization’s core activities. Be aware that in some cases added software could interfere with the function of these applications. apps or licensed software) and services (e.g. n Use consistent language, e.g., terminology adopted from NIST to facilitate effective communication and … The lack of funds generally leads to delays and, if you had already tendered but failed to procure, a reset of the tendering process. upper management support. It requires gaining insights and feedback from your staff, integrating compliance requirements and best practices, and taking the time to write them in plain English so people can successfully understand and implement what’s required. With new hardware, recent software releases and/or IT services (e.g. Forming Strategic Relationships. Supplier Relationships. Any software that requires the services of OIS for installation, set up, maintenance updates, or other task requiring computer network services or technician expertise. The IT procurement strategy serves as a guard for preventing ‘maverick spend’ IT spending that occurs outside of your process. and verifying the quality of products and services provided. Your IT procurement process must fulfill your operational requirements. It is when these systems age and lose relevance (with current as well as emerging trends and behaviours) that IT procurement becomes an issue. More and more organizations are viewing the application of best practices in e-procurement as being essential skill sets needed by all employees involved in the procurement … Effectively collaborating and partnering with vendors is a key enabler as it improves business expectations and … Businesses and organizations are beholden to government, industry and vendor compliance standards. IT procurement offers an opportunity to replace IT systems that don’t comply with your industry’s regulatory requirements. Buying Guide and Best Practices on How to Select the Best Procurement Software for Your Business: Selection Criteria, Trends and Features for Procurement Software examples includes Ivalua, SAP Ariba Procure to Pay, JAGGAER Procure to Pay, Procurify, Bellwether, Fullstep Suite, Zycus Procure to Pay, Xeeva, SAP Procure to Pay, Coupa Procure to Pay, Basware … By implementing IT procurement best practices, you will leverage major improvements in both operations and strategic goals. Webinar / 2 Feb 2021, An Introduction to Secure Access Service Edge (SASE) IT procurement specialists must strike a balance between cost savings and meeting organizational needs. You also risk implementation problems if the winning supplier is unable to deliver on those tight deadlines. In today’s environment, IT infrastructures include more than simply computers and productivity applications. 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