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  Software Procurement Management

Higher education institutions often purchase software solutions that (1) do not meet their needs, (2) are not fully exploited, or (3) are more complex and costly than what the institution truly requires.  To address these shortcomings, Draper & Associates (Draper) CAFM software procurement services assist higher education clients in evaluating and selecting a software solution that aligns with the business needs of the institution and offers scalability to meet future functional and technical requirements.

Upfront, thoughtful and detailed planning are the keys to a successful selection of any software solution.  The procurement process is the mechanism by which the college or university clearly states their goals, objectives and detailed functional and technical requirements.  Through this detailed analysis and planning, the procurement process can result in the selection of a software solution that best meets the overall needs of an institution.  Draper has direct, relevant experience in supporting higher education clients in the RFP procurement process of a variety of CAFM, ERP and CRM software solutions.

Project Management services Draper provides higher education institutions in this area generally include:

  • Conducting high-level research on the current "best-of-breed" solutions for systems (determining their basic technical and functional capabilities)
  • Documenting the client's basic technical and functional requirements
  • Developing the RFP and serving as the primary liaison with the Purchasing Department
  • Creating a weighted scorecard for evaluating proposals
  • Preparing and providing  formal responses to vendor queries regarding the RFP and preparing the associated Addenda to the RFP for distribution to respondents
  • Coordinating/scheduling presentations by the short-listed firms
  • Documenting firm presentations and assembling the scorecards completed by interview panel members
  • Negotiating software and professional service contract pricing to help ensure maximum return on investment for the client
  • Conducting post-interview debriefing sessions to validate the client's decision

Draper's involvement in this process not only contributes to shortening the procurement process but assists the institution in clearly defining their software solution needs which will contribute towards the long-term viability and usability of the system.

Additionally, as a precursor to developing the software implementation plan, Draper prepares an implementation impact and rollout strategy.  This strategy document outlines the areas at the higher education institution that will be or could be impacted by the implementation of the software.  This plan helps to clearly define the effects a new system will have across an entire organization.

Representative Engagements:

Murray State University

Auburn University

Spelman College





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