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1 | Community Framework for IT Vendor Management Below is a sortable table of activities originally documented in whiteboard format on the second tab "Framework Whiteboard" (The "Framework Whiteboard" is best viewed at 75% or less.) | |||||||||||||||||||||||||||
2 | © 2023 Internet2. This work is licensed under a Creative Commons Attribution 4.0 International License | |||||||||||||||||||||||||||
3 | Operational | Procurement | IT Strategy | Work Phase | Short Description for Venn Diagram | Activity | SubActivity | |||||||||||||||||||||
4 | Y | Y | Foundational | Determine business needs | Determine new technology/product needs | |||||||||||||||||||||||
5 | Y | Foundational | Determine business needs | Determine new technology/product needs | Gather stakeholder feedback | |||||||||||||||||||||||
6 | Y | Foundational | Determine business needs | Determine new technology/product needs | Assess internal technology environment | |||||||||||||||||||||||
7 | Y | Foundational | Determine Ownership | Determine service owner/manager | Establish appropriate staffing | |||||||||||||||||||||||
8 | Y | Foundational | Determine Ownership | Determine service owner/manager | Build internal/external peer network | |||||||||||||||||||||||
9 | Y | Y | Foundational | Monitor News | Monitor external sources for tech news | |||||||||||||||||||||||
10 | Y | Y | Y | Foundational | Internal relationships and collaboration | Establish roles, responsibilities, and lines of communication between IT, procurement, and strategic areas | ||||||||||||||||||||||
11 | Y | Y | Foundational | Take Inventory | Inventory existing technologies | |||||||||||||||||||||||
12 | Y | Y | Foundational | Establish service catalog/portfolio | Establish community facing IT service catalog/portfolio | |||||||||||||||||||||||
13 | Y | Foundational | Establish document storage systems | Establish security documentation storage system | ||||||||||||||||||||||||
14 | Y | Foundational | Establish document storage systems | Establish procurement document storage | ERP | |||||||||||||||||||||||
15 | Y | Foundational | Establish document storage systems | Establish procurement document storage | Procure-to-pay | |||||||||||||||||||||||
16 | Y | Y | Foundational | Establish document storage systems | Establish document storage systems | Contract Mangement | ||||||||||||||||||||||
17 | Y | Foundational | Establish document storage systems | Establish procurement document storage | RFP reponses | |||||||||||||||||||||||
18 | Y | Foundational | Establish document storage systems | Establish document storage systems | Statements of work | |||||||||||||||||||||||
19 | Y | Foundational | Create document retention policies | Create document retention policies for vendor documentation (W9, SOC reports, Accessibility, HECVAT, etc) | ||||||||||||||||||||||||
20 | Y | Foundational | Establish document templates | Establish Procurement Templates | Purchasing T&Cs | |||||||||||||||||||||||
21 | Y | Y | Foundational | Establish document templates | Establish document templates | Vendor assessments | ||||||||||||||||||||||
22 | Y | Foundational | Establish document templates | Establish Procurement Templates | RFx solicitation documents | |||||||||||||||||||||||
23 | Y | Foundational | Establish document templates | Establish Procurement Templates | SOW templates | |||||||||||||||||||||||
24 | Y | Foundational | Create vendor record | Create and curate vendor record (vendor Info change management) | ||||||||||||||||||||||||
25 | Y | Foundational | Determine signature authority | Determine signatory authority | ||||||||||||||||||||||||
26 | Y | Foundational | Develop ITVM Policies | Develop policies for IT vendor management office (if applicable) | ||||||||||||||||||||||||
27 | Y | Y | Foundational | Develop ITVM Policies | Develop policies for IT vendor management office (if applicable) | Obtain appropriate authority for decision making, staffing, budget, etc. | ||||||||||||||||||||||
28 | Y | Foundational | Vendor segmentation/tiering/prioritization | Create vendor scorecard template | ||||||||||||||||||||||||
29 | Y | Foundational | Establish vendor interaction guidelines | Establish rules of engagement for vendor interactions | ||||||||||||||||||||||||
30 | Y | Foundational | External market research | Consult professional resources on external market research | ||||||||||||||||||||||||
31 | Y | Foundational | Gatekeep vendor meetings | Establish guidelines for accepting vendor meetings with senior leadership; gatekeep the process | ||||||||||||||||||||||||
32 | Y | Foundational | Vendor segmentation/tiering/prioritization | Create rubric for Vendor Segmentation/Tiering/Prioritization | ||||||||||||||||||||||||
33 | Y | Foundational | Create technology strategic plan/roadmap | Create high level road map of technologies - Technology Strategic Plan | ||||||||||||||||||||||||
34 | Y | Y | Foundational | Coordinate tech roadmap with services portfolio | High level road map of technologies - Technology Master/Strategic Plan | Align service strategy, service rationalization, and service portfolio with TMP | ||||||||||||||||||||||
35 | Y | Foundational | Cross functional/interdepartmental communication | Communicate within the university environment (including up and across) | ||||||||||||||||||||||||
36 | Y | Y | Y | Foundational | Assess existing technology and vendors | Assessment, and intelligence of existing technologies and vendors | ||||||||||||||||||||||
37 | Y | Y | Execution | Determine internal IT product roadmap | Determine internal tech/product roadmap | |||||||||||||||||||||||
38 | Y | Execution | Suggest future vendor/products | Suggest future vendor/products | ||||||||||||||||||||||||
39 | Y | Y | Execution | New product discovery | New product discovery | |||||||||||||||||||||||
40 | Y | Execution | Initiate purchases for product/services | Initiate purchases for additional software/services | ||||||||||||||||||||||||
41 | Y | Y | Execution | SME tech evaluation of new product/services | Initiate purchases for additional software/services | Technical evaluation related to business use case, data classification, implementation, integrations etc | ||||||||||||||||||||||
42 | Y | Execution | Initiate purchases for additional software/services | Stakeholder buy-in: new purchases of product/services | Stakeholder buy-in | |||||||||||||||||||||||
43 | Y | Execution | Initiate purchases for additional software/services | Budget approval for new purchases of product/services | Budget approval | |||||||||||||||||||||||
44 | Y | Execution | Initiate purchases for additional software/services | Participate in RFx Process | Participate in RFx Process | |||||||||||||||||||||||
45 | Y | Y | Y | Execution | Vendor onboarding administration | Onboard vendor | ||||||||||||||||||||||
46 | Y | Execution | Onboard vendor | Vendor onboarding technical SME | Determine services needed | |||||||||||||||||||||||
47 | Y | Execution | Onboard vendor | Vendor onboarding implementation lead | Lead/guide/assist with implementation | |||||||||||||||||||||||
48 | Y | Execution | Create service/support plan for implemented services | Create support plan for implemented services | ||||||||||||||||||||||||
49 | Y | Y | Execution | Offboard vendor administration | Offboard vendor | |||||||||||||||||||||||
50 | Y | Execution | Offboard vendor technical SME | Offboard vendor | Migration of data/products | |||||||||||||||||||||||
51 | Y | Y | Execution | Portfolio management | Portfolio management | |||||||||||||||||||||||
52 | Y | Execution | Portfolio management | Portfolio management | Observe how products work together | |||||||||||||||||||||||
53 | Y | Execution | Portfolio management | Portfolio management | Observe product overlap | |||||||||||||||||||||||
54 | Y | Y | Execution | Public facing portfolio management | Portfolio management | Community facing list of contracts/products/services available through IT | ||||||||||||||||||||||
55 | Y | Y | Execution | Internal relationships and collaboration | Gather stakeholder feedback on technology/product needs | |||||||||||||||||||||||
56 | Y | Execution | Vendor segmentation/tiering/prioritization | Provide guidance and info for vendor segmentation/tiering/prioritization | ||||||||||||||||||||||||
57 | Y | Execution | Vendor segmentation/tiering/prioritization | Maintain information for vendor segmentation/tiering/prioritization | ||||||||||||||||||||||||
58 | Y | Execution | Vendor segmentation/tiering/prioritization | Provide input on vendor scorecards | ||||||||||||||||||||||||
59 | Y | Execution | Escalate issues with vendor | Escalate issues and experience with product/vendor | ||||||||||||||||||||||||
60 | Y | Execution | Escalate issues with vendor | Escalate issues and experience with product/vendor | Technical issues to vendor | |||||||||||||||||||||||
61 | Y | Execution | Escalate issues with vendor | Escalate issues and experience with product/vendor | Vendor issues (usage/monitoring, etc) to procurement or strategic relationship point person | |||||||||||||||||||||||
62 | Y | Execution | Escalate issues with vendor | Escalate issues and experience with product/vendor | SLA issues to vendor, in collaboration with finance for credits | |||||||||||||||||||||||
63 | Y | Execution | Vendor Reporting | Request specific reports from vendors (KPIs, SLAs, etc) | ||||||||||||||||||||||||
64 | Y | Y | Execution | Determine reports needed from vendors | Determine vendor reports needed for internal use | |||||||||||||||||||||||
65 | Y | Execution | QBR meetings | Set up quarterly business review (QBR) meetings with vendors | ||||||||||||||||||||||||
66 | Y | Execution | Attend regular meetings with key vendors | Attend regular meetings with key vendors to discuss initiatives and issues | ||||||||||||||||||||||||
67 | Y | Y | Y | Execution | Initiate contract renewal process | Initiate and monitor contract renewal process | ||||||||||||||||||||||
68 | Y | Execution | Software license distribution | Allocate licenses to users from software contracts | ||||||||||||||||||||||||
69 | Y | Execution | Hardware inventory | Inventory hardware purchases | ||||||||||||||||||||||||
70 | Y | Execution | Budget forecasting | Create budget forecasts for spend against vendors | ||||||||||||||||||||||||
71 | Y | Y | Execution | Maintain contract database | Maintain contract database | |||||||||||||||||||||||
72 | Y | Execution | Complete tech evaluation | Complete/manage technical evaluation/assessment review | Features/functionality | |||||||||||||||||||||||
73 | Y | Execution | Complete tech evaluation | Complete/manage technical evaluation/assessment review | Compliance | |||||||||||||||||||||||
74 | Y | Execution | Complete tech evaluation | Complete/manage technical evaluation/assessment review | Security (pre and post contract security reviews) | |||||||||||||||||||||||
75 | Y | Execution | Complete tech evaluation | Complete/manage technical evaluation/assessment review | Identity | |||||||||||||||||||||||
76 | Y | Execution | Complete tech evaluation | Complete/manage technical evaluation/assessment review | Accessibility | |||||||||||||||||||||||
77 | Y | Y | Execution | Complete tech evaluation | Complete/manage technical evaluation/assessment review | Integrations | ||||||||||||||||||||||
78 | Y | Execution | Complete tech evaluation | Complete/manage technical evaluation/assessment review | Privacy | |||||||||||||||||||||||
79 | Y | Execution | Complete tech evaluation | Complete/manage technical evaluation/assessment review | Ecommerce | |||||||||||||||||||||||
80 | Y | Execution | Provide security advising | Security advisory or authority based on vendor review | ||||||||||||||||||||||||
81 | Y | Execution | Maintain security documentation | Maintain security documentation storage (HECVAT/SOC2, etc) | ||||||||||||||||||||||||
82 | Y | Y | Execution | Negotiate contract pricing | Negotiate contract pricing | |||||||||||||||||||||||
83 | Y | Execution | Gather performance metrics | Gather performance metrics | ||||||||||||||||||||||||
84 | Y | Y | Execution | Share performance metrics | Gather performance metrics | Sharing performance metrics for decision making | ||||||||||||||||||||||
85 | Y | Y | Execution | Maintain performance metrics | Gather performance metrics | Maintain metrics information | ||||||||||||||||||||||
86 | Y | Y | Execution | Maintain performance metrics | Gather performance metrics | Store metrics in a useful way | ||||||||||||||||||||||
87 | Y | Execution | Maximize value through adoption | Maximize value through adoption | ||||||||||||||||||||||||
88 | Y | Execution | Internal relationships and collaboration | Attend regular meetings with Senior leadership, Internal stakeholders, Service team, User groups, etc | ||||||||||||||||||||||||
89 | Y | Y | Execution | Audit process facilitation | Audit process facilitation/assistance | |||||||||||||||||||||||
90 | Y | Execution | Service change management | Change management: coordination & communication of vendor upgrades, downtime, security patches, etc | ||||||||||||||||||||||||
91 | Y | Execution | Discuss business need with service owner | Discussion with service owners on business needs | ||||||||||||||||||||||||
92 | Y | Y | Execution | Competitive research/market analysis | Competitive research/market analysis | |||||||||||||||||||||||
93 | Y | Execution | Onboard vendor | Coordinate loading of new supplier info into procure-to-pay system(s) | ||||||||||||||||||||||||
94 | Y | Execution | Maintain document retention | Use documentation retention policy to store all documentation (contracts, proposals, etc) | ||||||||||||||||||||||||
95 | Y | Y | Y | Execution | Contract management | Manage contract changes through amendments | ||||||||||||||||||||||
96 | Y | Execution | Issue PO's | Issue purchase orders | ||||||||||||||||||||||||
97 | Y | Execution | Issue PO's | Issue purchase orders | Price justification | |||||||||||||||||||||||
98 | Y | Execution | Issue PO's | Issue purchase orders | Contract management | |||||||||||||||||||||||
99 | Y | Execution | Issue PO's | Issue purchase orders | Internal and external policy/regulatory checks (dependant upon institution) | |||||||||||||||||||||||
100 | Y | Execution | Manage receipt of goods | Create a receipt for goods | ||||||||||||||||||||||||