IT Procurement Management


IT procurement activities within the framework of project management are essential to any organization which uses information systems and equipment to drive projects, processes and procedures. Actually, today one can hardly find a company that does not implement various IT systems and solutions to plan and carry out strategic and operational processes because computers and software solutions are integrated parts of the enterprise-wide project management system.

Synesis IT, understands the need of IT procurement process that needs to be carefully learned and examined in order to create a foundation for providing a company with high-quality and effective computer systems, telecommunications equipment, hardware or software. We maintain remarkable professionalism in determining requirements for IT systems, communicating with suppliers, administering procuring contracts, managing assets and assuring quality of the products/services procured to achieve business goals our clients.

Synesis IT maintains two sub-processes of IT procurements:

1.      Implementation.

2.      Management.

In Implementation section, we maintain requirement settings from our clients, Acquisition taking and Contract execution.

Requirement Setting refers to reviewing IT investment business case and determining business justification, specifications and approvals to initiate the IT purchasing process. It includes such procurement procedures and tasks as 1) Organizing project teams; 2) Using investment analysis techniques (like cost-benefit analysis); 3) Finding alternatives, measuring IT procurement opportunities and risks; 4) Determining benefits; 5) Obtaining necessary approvals to proceed with the IT procurement management process.

Acquisition engages IT procurement managers in evaluating and selecting appropriate vendors and signing IT procurement contracts for the necessary products/services. It includes 1) Identification of strategic sourcing solutions; 2) Creation of communication channels with procurement vendors; 3) Evaluation of IT supplier proposals; 4) Negotiating best delivery terms with vendors.

Contract Execution is targeted at managing and coordinating all the activities associated with the fulfilment of IT procurement contract requirements. The sub-process includes 1) Expediting of orders; 2) Contract administration; 3) Acceptance of products/services; 4) Installation of systems; 5) Maintenance services.

In Management section all the procedures associated with the overall governance of IT procurements are taken care off.

Vendor Management includes IT procurement procedures and tasks related to the optimization of customer-supplier relationships in order to add value to the business. Vendor Management allows developing procurer portfolio strategies, administering IT supplier relationships, measuring purchasing performance, and communicating with procurement contractors.

Asset Management refers to optimizing the use of all IT assets within the company throughout their entire life-cycle in order to achieve IT procurement best practices considering the existing business needs. It includes such activities as 1) Development and maintenance of asset management strategies; 2) Administration of information systems; 3) Cost analysis of IT asset ownership; 4) Management of asset disposal policies.

Quality Management engages IT procurement teams in assuring and implementing continuous improvement in the procurement management process, and in all the products and services provided for IT purposes within the company. This sub-process includes such procurement procedures and tasks as 1) Product testing; 2) Acceptance testing; 3) Product quality checks; 4) Procurement contractor reviews; 5) Facility audits.

The process cannot be managed without using strategic procurement and sourcing software solutions. Such software provides a set of planning tools to use the model, organize the sub-processes, related tasks and workflows.