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IT Procurement Handbook for SMEs

Book Description

A guide for small to medium enterprises looking to purchase IT products and services. It covers topics involved in the procurement cycle, from identifying and managing the changing IT requirements of the business, through the evaluation and bidding process, to managing suppliers and the delivery of their IT products and services.

Table of Contents

  1. Copyright
  2. Dedication
  3. List of Figures and Tables
  4. Author
  5. Foreword
  6. Acknowledgements
  7. Abbreviations
  8. Introduction
  9. 1 The Procurement Lifecycle
    1. INTRODUCTION
    2. LIFECYCLE
    3. LIFECYCLE CASE STUDIES
    4. SUMMARY
  10. 2 Managing a Procurement
    1. INTRODUCTION
    2. WHO DO YOU NEED?
    3. WHY HAVE A PLAN?
    4. WHAT TO INCLUDE IN A PROCUREMENT PLAN
    5. SMART
    6. HOW TO DOCUMENT IT
    7. WHAT TO COMMUNICATE
    8. CHANGE
    9. COMMON PROBLEMS
    10. WARNING SIGNS
    11. SAMPLE PLAN FOR A SMALL TO MEDIUM PROCUREMENT
    12. THE MINIMUM
    13. SUMMARY
  11. 3 Needs and Business Cases
    1. INTRODUCTION
    2. COST OF GETTING IT WRONG
    3. NEEDS ANALYSIS
    4. WHEN TO GET HELP
    5. DOCUMENTING YOUR NEEDS
    6. BUSINESS CASE
    7. WHAT HAS CHANGED?
    8. SUMMARY
  12. 4 Risk and Procurement
    1. INTRODUCTION
    2. RISK PLANNING: WHAT IS IN IT FOR YOU?
    3. SOURCES OF RISK
    4. PROCUREMENT RISKS
    5. IT-SPECIFIC RISKS
    6. SIMPLE RISK METHOD
    7. SAMPLE RISK PLAN
    8. SUMMARY
  13. 5 Bid Documentation
    1. INTRODUCTION
    2. GOOD ADVICE
    3. REQUIREMENTS
    4. PRE-QUALIFICATION
    5. ITT OR ITN
    6. BAFO
    7. CONTRACTUAL MATERIAL
    8. CORRESPONDENCE
    9. PRESENTATIONS (TO SUPPLIERS)
    10. ELECTRONIC VERSUS PAPER
    11. INSTRUCTIONS TO BIDDERS AND SUPPLIERS
    12. WRITING STYLE AND SKILLS
    13. LOOKING AFTER IT ALL
    14. SUMMARY
  14. 6 Bid Evaluation
    1. INTRODUCTION
    2. APPROACH
    3. CRITERIA
    4. COMMUNICATION
    5. EVALUATING SUBMISSIONS
    6. FINAL APPROVAL
    7. CONSUMABLES AND LOW-VALUE ITEMS
    8. SUMMARY
  15. 7 Quality Assurance
    1. INTRODUCTION
    2. WHAT IS QA?
    3. PDCA: A QA PRINCIPLE
    4. QA IN SMES
    5. WHY HAVE ANY QA FOR AN SME PROCUREMENT?
    6. SCOPING THE QA FOR AN SME PROCUREMENT
    7. MINIMUM QA
    8. SAMPLE QA PLAN CONTENTS
    9. QA CHECKLIST
    10. SUMMARY
  16. 8 IT-specific Issues
    1. INTRODUCTION
    2. TECHNOLOGY
    3. SPEED OF CHANGE
    4. CONSUMABLE VERSUS CAPITAL ITEMS
    5. MAINTENANCE
    6. LEGACY ISSUES
    7. COMPLEXITY
    8. ALTERNATIVE STRATEGIES (INCLUDING SaaS)
    9. TRAINING
    10. OUTSOURCING
    11. SUMMARY
  17. 9 Suppliers
    1. INTRODUCTION
    2. WHAT SUPPLIERS NEED
    3. WHAT TO EXPECT (OR DEMAND) OF A SUPPLIER
    4. WHAT NOT TO EXPECT (OR DEMAND) OF A SUPPLIER
    5. CUSTOMER-SUPPLIER RELATIONSHIPS
    6. SUPPLIER MEETINGS
    7. SALES AND BUYING TECHNIQUES
    8. CHECKLIST
    9. SUMMARY
  18. 10 Negotiation
    1. INTRODUCTION
    2. NEGOTIATION CYCLE
    3. WHAT TO NEGOTIATE
    4. NEGOTIATION STRATEGIES
    5. WHAT WORKS BEST?
    6. ‘DO‘S’ AND ‘DON‘TS’ OF CLOSING A DEAL
    7. CHECKLIST
    8. SUMMARY
  19. 11 Legal Issues
    1. INTRODUCTION
    2. WHAT TO CONSIDER?
    3. SOFTWARE LICENCES
    4. WARRANTIES
    5. SERVICE LEVEL AGREEMENTS
    6. GENERAL TERMS AND CONDITIONS
    7. DUE DILIGENCE
    8. ENVIRONMENTAL ISSUES
    9. SUMMARY
  20. References and Further Reading
    1. Bibliography
  21. Useful Websites
    1. Professional institutes
    2. SaaS
    3. QA and standards
    4. Industry organisations
    5. Government
    6. Legal
    7. Miscellaneous
  22. Organisations List
  23. Index