i and A Services - Information Systems Procurement

Information Systems Procurement
Information System (IS) = Information & Communications Technology (ICT) + People (People)

Information Systems (IS) that work depend upon both Information & Communications Technology (ICT) and People (People). Both the hardware and software elements of information technology are becoming more standardised, more plug-and-play, more configurable, more cost effective and more reliable. While a sound technical appreciation of IT continues to be necessary for an IS procurement process, these IT 'commoditisation' trends mean that knowledge about the ways that modern IT systems can be effectively applied to support standard business processes, together with the 'people' and related 'soft skills' associated with selecting and implementing the 'right' system, are increasingly important in determining the success or failure of a modern information system that actually works.

Consequently, informed consulting as well as Leadership and Management now play a more important role in the successful procurement and implementation of an Information System than they did in the past. As the criticality, scope, scale, complexity and impact of an IS Project increases, sensibly applying the structured and proven i&A IS Procurement Process will significantly reduce the risks of failure and enhance the likelihood of a positive outcome.

The i&A Information Systems Procurement Process
This i&A IS procurement process works best when it is actively supported by an involved and committed Customer based Working Group in an open and consultative manner. The Working Group is chaired by a member of the customer's senior management team and comprises key people involved in owning the target solution to fulfill the requirements and achieve the target business benefits.

All members of the Working Group have one vote. An experienced independent consultant can add significant value by facilitating and guiding this procurement process. However, it is important that the decisions are made by the customer's Working Group. At all times, the participants in this process are encouraged to genuinely explore all possible solutions, raise questions and discuss their thinking with the consultant. The consultant acts as the initial interface between the customer and the potential solutions suppliers.

Preparation
Action: Identify your organisation's Fundamentals (Purpose, Values and Core Strategic Vision) as well as the current Markets, Products, Services, Organisation and Operations.
Timing: 3 days - 1 month ...

Action: Identify and understand the current key Business Processes to a useful level of detail.
Timing: 1 day - 3 months

Action: Identify and understand the current Information System.
Timing: 1 day - 1 month

Action: Identify / develop the future Strategic Plan and the ICT implications of that plan;
including the target Business Processes to enable the plan and the IS Architecture to support the business processes.
Timing: 1 day - 6 months

Action: Setup the IS Procurement Project:
Identify and enrol the customer's key players in the project. (No Sponsor = No Project.) Develop and agree Project charter / overview, description, target business benefits, product, scope, objectives, team and initial decision criteria. Develop & present initial business case, secure agreement to proceed with IS procurement project.
Timing: 1 week - 6 months

Action: As indicated, conduct a Registration of Interest (ROI) for the Project;
by either advertising a general ROI in an appropriate publication(s) inviting interest from qualified potential suppliers, or by distributing an ROI to targeted potential suppliers. Review the responses, select and invite participants for RFP process.
Timing: 2 weeks - 3 months

Contestable Request For Proposal (RFP) Process
Action: Conduct RFP Phase 1 to find out what is possible:
Develop and issue a formal 'fuzzy' RFP that is focussed on known Potential Suppliers or selected respondents to the ROI process. Receive, review and evaluate the RFP Phase 1 Responses within the context of the Target Strategic and IS Plans. Amend plans as appropriate. Consider how the proposed solution would serve and support the current and future Business Processes. Develop initial high-level Check List of functional requirements for each of the key processes. Refine decision criteria. Evaluate, select and advise a Short List of Suppliers.
Timing: 2 weeks - 6 months

Action: Establish Strategic alignment with potential suppliers:

Senior Management provides one-on-one Strategic Briefings and then each RFP1 Short Listed potential supplier makes a Strategic Impact presentation about their proposed solution to the Working Group. Consider how the solution would serve and support the current and future Business. As appropriate, amend plans, refine the decision criteria and review the high-level Check List of functional requirements for each key process. Refine and advise Short List of potential suppliers to undertake RFP2.
Timing: 2 weeks - 3 months

Action: Conduct RFP Phase 2 to develop and identify the best possible systems:
Incorporate preferred aspects from the Phase 1 responses into the Check Lists, develop and issue RFP Phase 2 to the Short List Suppliers. Receive, review and evaluate the RFP Phase 2 Responses within the context of the Target Strategic and IS Plans. Consider how the solution would serve and support the Business now and into the future. Select Short List of potential suppliers and invite them to refine and then formally present their proposal , including their draft implementation plan, to the Working Group and the Key Users. Progressively evaluate, conduct reference site visits and select the Preferred Supplier(s).
Timing: 2 weeks - 6 months

Contract Negotiation
Action:
Negotiate and agree a Performance based contract with the Preferred Supplier(s). Agree detailed Implementation Plan, programme / project management, acceptance and performance criteria. Formalise contract and initiate implementation.
Timing: 1 week - 6 months

Information Systems Implementation
Action: Action the agreed Implementation Plan to completion.
Fulfil the project objectives. On time and budget is useful, and realising the target Business Benefits is the priority.
Timing: 2 weeks - 18 months

Invitation: Contact Us to discuss how we could assist.

Resources:
'Information Systems Procurement Framework' by Ian Howard (38kb .pdf Document)
'Information Systems Procurement Process Summary' by Ian Howard (28kb .pdf Document)'
Information Systems that Work' by Ian Howard (32kb .pdf Document)

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