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Overview
When buying software in an academic environment, it is important to follow a systematic process to ensure the software meets the institution's needs and aligns with the overall IT strategy.
Here is a general outline of the process, along with the roles of IT and users:
Instructions
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Identify the Need:
- Users: Users, such as faculty, administrators, or IT staff, identify the need for new software to address specific academic requirements or operational challenges.
- IT: IT department collaborates with users to understand their needs, evaluate existing solutions, and determine if new software is necessary.
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Requirements Gathering:
- Users: Users work with IT to define detailed requirements for the software, including functionality, integration capabilities, performance, scalability, security, and user experience.
- IT: IT department facilitates the requirements gathering process, ensuring that all relevant stakeholders are involved and that requirements are documented accurately.
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Market Research and Vendor Evaluation:
- Users: Users may participate in researching software options, attending demonstrations, and evaluating potential vendors based on their offerings, reputation, customer support, pricing, and compatibility with existing infrastructure.
- IT: IT department takes the lead in conducting market research, identifying potential software vendors, and evaluating them based on technical requirements, compatibility with the IT ecosystem, reliability, security, and scalability.
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Budget and Procurement:
- Users: Users collaborate with IT and relevant administrative personnel to determine the budget allocated for software procurement and any associated costs, such as licenses, training, implementation, and ongoing support.
- IT: IT department assists users in estimating costs, preparing a business case, and managing the procurement process, which may involve negotiating contracts, ensuring compliance with purchasing policies, and obtaining necessary approvals.
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Pilot Testing and Evaluation:
- Users: Users participate in pilot testing the shortlisted software options, providing feedback on usability, performance, and suitability for their academic needs.
- IT: IT department coordinates the pilot testing, sets up test environments, collects user feedback, and assesses the software's compatibility with existing systems and infrastructure.
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Deployment and Integration:
- Users: Users work closely with IT during the deployment phase, providing input on customization, integration requirements with other systems, data migration, and user training.
- IT: IT department manages the deployment process, including software installation, configuration, data migration, system integration, and user training. They ensure that the software aligns with the institution's IT policies and security standards.
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Ongoing Support and Maintenance:
- Users: Users collaborate with IT to report any issues, provide feedback for improvements, and participate in training sessions or workshops to enhance their understanding and utilization of the software.
- IT: IT department provides ongoing technical support, troubleshoots issues, applies software updates and patches, manages licenses, and ensures the software remains compatible with the evolving IT infrastructure.
In summary, the users play a crucial role in identifying the need for software, defining requirements, evaluating options, participating in testing, and actively engaging in the deployment and ongoing usage of the software. The IT department supports users throughout the entire process, taking on responsibilities such as market research, vendor evaluation, procurement, deployment, integration, support, and maintenance. It is a collaborative effort between users and IT to ensure that the selected software meets the academic institution's requirements and contributes to its overall success.
Procurement Process
Must Buy from an Ontario Business, if possible
In Ontario, there are regulations and policies that encourage purchasing from local businesses. These measures aim to support the provincial economy, create jobs, and foster community growth. When it comes to procurement, especially for government contracts or publicly funded projects, there may be requirements to prioritize Ontario-based suppliers. Here are some key points:
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Broader Public Sector (BPS) Procurement Directive: This directive applies to Ontario’s broader public sector organizations, including ministries, municipalities, hospitals, schools, and other publicly funded entities. It encourages them to consider Ontario businesses first when making purchasing decisions. However, exceptions exist for specific circumstances.
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Preference for Ontario Businesses: The BPS Procurement Directive emphasizes a preference for Ontario-based suppliers. When evaluating bids or proposals, organizations should give preference to local businesses if their offerings meet the required criteria.
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Exceptions and Trade Agreements: While supporting local businesses is important, Ontario also adheres to international trade agreements. These agreements ensure fair competition and prevent protectionism. Therefore, there are exceptions where non-local suppliers may be considered, especially for specialized goods or services not readily available within the province.
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Economic Impact: The goal is to balance economic impact with competitiveness. Ontario businesses benefit from government contracts, but the province also recognizes the need for innovation and access to global markets.
Must get 3 Quotes, if possible
It is a requirement that when procurring software over $2500, that we get 3 quotes if possible. Below are some rational as to why, and how we can use this to our benefit.
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Comparison and Cost Optimization: By obtaining multiple quotes, companies can compare prices, terms, and conditions from different suppliers. This helps them make informed decisions and choose the most cost-effective option. Having multiple quotes ensures that the chosen supplier offers competitive rates.
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Risk Mitigation: Relying on a single quote can be risky. If that supplier faces unexpected issues (e.g., bankruptcy, production delays), the company may be left without alternatives. Having multiple quotes mitigates this risk by providing fallback options.
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Transparency and Fairness: Requesting multiple quotes demonstrates transparency and fairness in the procurement process. It ensures that no single supplier receives preferential treatment. Companies can demonstrate due diligence by considering various options.
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Negotiation Leverage: When negotiating with suppliers, having multiple quotes gives the company leverage. They can use competing quotes to negotiate better terms, discounts, or additional services. Suppliers are more likely to be flexible when they know they’re competing with others.
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Compliance and Regulations: Some industries or government contracts require companies to obtain multiple quotes to comply with regulations. This ensures accountability and prevents favoritism.
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Quality Assurance: Beyond price, companies evaluate other factors such as product quality, delivery times, warranties, and customer service. Multiple quotes allow them to assess these aspects comprehensively.
Must have License Agreements reviewed and approved by appropriate managers
{ document process here }
Entering a Purchase Requisition
Make sure to purchase from an Ontario Vendor if one carries the software
- Make srue to get 3 quotes if over $2500
- Document in the comments section
- If you didn't get 3 quotes provide rational
- If you got 3 quotes, provide assessment
- If you are purchasing from Ontario, state that.
- If you are unable to purchase from Ontario, state that with rational
- If there is a contract that goes with this software purchase, provide in Purchase Requistion
- If there is no contract state that.