This section outlines our recommendation when we applied/evaluated the sources/frameworks. It states (on a high level) what we recommend. The specific “how it is done” element of the recommendation will be outlined in the playbook.
1. GOAL ALIGNMENT
We found it is important to get alignment of overarching goal and success criteria. This can then be used throughout the process and serves a way to stay as consistent as objective as possible.
2. DOCUMENTATION & REQUIREMENTS
Create requirement documents. This recommendation has been used in the vast majority of the frameworks. We also found it very useful. The documents should contain the following: Challenge to be solved, goals and proposed project information. The document should be a compilation of all the stakeholders’ needs and priorities. This has been found in almost all frameworks. It provides an overview that brings stakeholders all on the same page. It also serves as a basis for the RFP We found that the best way is to ask simple questions here and have the stakeholder document them.
3. RFP or RFI (as needed) COMPILATION
Many frameworks speak of both RFP and RFIs. We found that there are certain situations (as some frameworks point out) that warrant only an RFI. (We think a certain flexibility is needed here). In terms of the content for the RFP: There seems to be almost universal agreement on the rough structure of it. We therefore included that in our playbook as well.
4. VENDOR EVALUATION PARAMETERS
In this step it is important to get alignment of evaluation parameters that are being used to judge the vendor The can be used here and we found it useful. That said it may be a bit too detailed for some cases. Or there may be certain areas that are not relevant. We therefore think that it is best to look at the 10Cs and discard what is not needed for the relevant situation.
5. VENDOR DISCOVERY
This is a pretty straight forward tasks. Compile a list of vendors. This list can come from a variety of sources (aggregation sites, competitor of current vendors etc.)
6. VENDOR EVALUATION
Utilize sources such as (aggregation sites, competitor of current vendors etc, look at website etc.)
7. SHORTLIST VENDORS & REACH OUT
Based on selected overall criteria eliminate selected.
Eliminate vendors that do not meet set criteria (e.g. price) Shortlist to about 3-5 vendors Reach out to above vendors with the RFP/ RFI
8. RFPs / RFI / RESPONSE EVALUATION
Evaluate the responded based on the overall criteria and the evaluation framework
We found it is useful to use a scorecard here. We want to offer a outline of a scorecard that can then be adjusted (as necessary) by the person that leads the vendor hire process.
Note that although there are numerous software companies out there that offer procurement services and advise against using a system like xls, we found it is sufficient for weblife’s case. This is a direct result of us not needing/using that many vendors as well as not having that many stakeholders as part of the process.
9. NEGOTIATION (if applicable)
This may or may not come to play. If warranted, negotiate things like timeline, pricing.
Make sure that an “out/ trial period” as well as termination clause is part of the agreement.
10. VENDOR SELECTION
Finalize vendor selection