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System
Requirements
Administrative Support
Market and Suppliers
Structure
Sequence
Procedures
Administrative Support
This process does NOT involve a single flow of
information (ITT) to the supplier
NOR
A single flow of information (tender) to the
purchaser
Rather this process will generate considerable
communication
Administrative Support
You need to keep a careful record of all activities
in the process
Including decisions taken and on what basis
WHY?
Do not assume administration support is just a
by-product of the tendering process
Review Market/Potential Suppliers
Preferred supplier
Knowledge of competitors
Request for information
Invite expressions of interest
Advertise:
- Trade magazines
- Official Journal of the European
Community
Visits
For reference
Vendor assessment
Product demonstrations
Get to know potential suppliers
(a future partner)
See the solution in real life
Visits
Objectively test supplier claims
Seek independent views
Arrange trial use!!
Any role as a beta-test site?
Enjoy a good lunch!!
Invitation to Tender
CONTENTS
What is the objective of the procurement
process?
Provision of a cost-effective solution to a set of pre-
determined business needs
Therefore, contents [and format] of an ITT should be
aimed at achieving that objective
N.B. The ITT will eventually be part of a legal document.
Invitation to Tender
An ITT should include:
Background, context
Description of the tender process
Key terms definition
How supplier should respond
Presentation of price information
Description of other services potentially
required
Inclusion of key dates, a schedule
And of course, functional and non-functional
specifications
Invitation to Tender
Background,Context
Implementation Issues
Analysis and Studies
Replacing existing system
Testing
Reporting
Working practices
Education and training
Conversion
Legal Issues
Analysis & Studies
The implementation process starts with analyses of the
business and its working processes.
This work is a continuation of the requirement
specification made in the procurement phase, but now
in even more detail and now with only one specific system
in focus getting this system in full operation meeting
these requirements
Analysis & Studies
Need to describe the current process and the specific
working routines that affects or could be affected by the
new system.
Reporting requirements, administrative requirements,
straight-through-processing aspects, and other IT and
functional aspects of the set-up of the system will be
analysed.
The results of the analysis will form the system
implementation plan and address relevant issues to the
managers and other decision makers.
Replacing existing system
Contract Law
Service Level Agreements
Training
On-Going Data Integrity
Integration
On-Going Strategy and Development
Database Administration
Performance Management
Business Process Review