Action list: Buying IT

Buying IT

Action list

  1. Appoint a project manager and decide how you will involve users in the project.
  2. Clarify what business benefits you are trying to achieve.
  3. Prepare a functional specification saying what the system must do to deliver those benefits.
  4. Identify the existing systems the new IT must work with.
  5. Look for reputable suppliers with experience of similar projects; ask contacts for recommendations.
  6. Ask shortlisted suppliers to recommend solutions.
  7. Identify the most appropriate way of acquiring hardware: for example, outright purchase, lease or rental.
  8. Check what software licences you require and take legal advice on whether the terms of use contain any unacceptable restrictions.
  9. Confirm who will own the intellectual property in any bespoke software or designs; take advice to ensure that you either own the rights or have an appropriate licence.
  10. Identify what support you will need to help set up the system: for example, cabling, installation and configuration.
  11. Decide what routine and emergency maintenance services you require; ensure that these include adequate backup facilities for mission critical systems. Provide for these in your contract.
  12. Identify any training or other support requirements.
  13. Break complex projects into small, achievable stages; set interim milestones and deadlines.
  14. Plan to accommodate change and unexpected problems; ask your legal advisers to build change control and dispute resolution into the agreement.
  15. Instruct your legal advisers to prepare a written contract; if possible, include explicit measures of performance.
  16. Plan how you will test the system.
  17. Press for any shortcomings to be put right, preferably before paying; if necessary, take legal action.

Cardinal rules

Do:

  • involve users in the project
  • prepare a functional specification
  • work with your supplier to identify the best solution
  • prepare a written contract
  • ensure that you plan adequate maintenance and backup facilities
  • use standard software and hardware where possible

Don’t:

  • start projects without specialist skills and advice
  • expect major IT projects to go ahead painlessly, within budget and timescales
  • agree to pay before testing