Defining Digital Engagement for Higher Education

How to run an efficient CMS Evaluation & Procurement Process

Hands on tips, Insider Knowledge & Advice

TERMINALFOUR

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Who are we?

• A web content management and digital engagement platform designed to help universities and colleges navigate the changing landscape of higher education.

•We have almost two decades of experience providing web content management systems for the higher education sector

•We have a global list of 150+ higher education clients who have turned to us to help them maximise their online potential and to achieve their business & marketing goals

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•Why is getting the process right so important?

• How to run an effective evaluation and procurement process

• How to write an efficient RFT/RFP document

• Inside the mind of a vendor

• How to evaluate vendors efficiently

• The 10 golden rules you really need to follow

What we’re going to cover

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•Why you need a web content management system (CMS)

• How to structure your project team

• How much you should budget for

• Anything about specific solutions

What this doesn’t cover

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Getting it right

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• The obvious reasons:-Value for money, project success, return on investment

• The important ones:-Less stress, admiration, career advancement, reputation

• The ones that are in line with any staff recruitment process:-You’re looking for specific ‘qualifications’, for the right fit and you have

a budget in mind

• Remember, it’s better not to recruit anyone, than recruit the wrong person!

Why is it so important to get the process right ?

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• It’s all about finding a company that fits in with you and your requirements:-Right size

-Right price

-Good people to work with who are enthusiastic & knowledgeable about your project

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• Impact on team morale

• Damage delivery reputation

• Damage user expectations

• Run into extra costs/ loss of budget

• Time/ competitiveness lost (Typically 3 years)

What happens if it goes wrong?

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• Enough time isn’t made for the process

• A RFT Document so lengthy it bores even you!

• Not involving the vendors as early in the process as possible

• Not checking references properly

• Not involving the right people from within your organization

Where are mistakes most often made?

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Running an effective evaluation processConfidential

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• Plan out your process-Consult with procurement

-Consult with legal

-Consult with budget holders

• Don’t rush

- Allow 6-8 weeks for RFP evaluation projects < $50,000

- Allow 8-12 weeks for RFP evaluation projects > $50,000

• Total time involved: 4-12 months

How to run an effective evaluation & procurement process

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• Plan out your process Consult with procurement

Consult with legal

Consult with budget holders

How to run an effective evaluation & procurement process

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Writing an effective CMS RFT document Confidential

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• Problems to avoid:-A very large document = a very large response

-Avoid repetition at all costs

-Difficult to evaluate. Simple questions mean simple answers

-Avoid “crazy” procurement questions (i.e. Is your product radioactive?)

Writing an effective RFP document

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• Recommended structure:-Project Overview

-Describe procurement process

-List functional requirements

-List support, training & integration requirements

-Pricing information (what do you want to purchase?)

Writing an effective RFP document

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• How to pose questions:- Easy to evaluate & score

- Pose clear questions – receive clear answers

Writing an efficient RFP document

Question Number

(Mandatory/ highly/ desirable/ optional)

Pose question/ detail specific functional requirement

Yes, out of the box

Yes, with configurationYes, with customization (not chargeable)

No

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• How to pose questions:- Easy to evaluate & score

- Vague questions mean vague answers

Writing an efficient RFP document

Question Number Pose question/ detail specific functional requirement

Yes

Yes, with customizationNo

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• Bad example questions/ requirements: Use of unique IDs for users to allow for changes to fundamental parts

of their profile, such as surname, while ensuring seamless continuance of their rights/ roles profiles

XYZ is actively expanding its customer base. The WCM system must allow increasing customer numbers to be supported whilst maintaining good performance/

Writing an efficient RFP document

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• Good example questions: -”The WCMS must allow for the application of multiple templates to a

single item of content”

- “The WCMS should not produce content that is reliant on client-side scripting languages”

- “The WCMS should offer the facility to produce site maps”

- ”It is highly desirable that the WCMS can publish to multiple servers”

Writing an efficient RFP document

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•Meet the project team (or a few members of it)

• How enthusiastic is the vendor about your project?

• Check disclosed and non-disclosed references

• If you have the time, run a Pilot Project

• Is the fit right for you?

Evaluating vendors efficiently

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• Vendors are adverse to risk as you are Except:

If they aren’t very busy

The sales person is under pressure to reach targets

If the software company is bigger than your organization

Hidden variations in prices:Risk of the project

How easy are you to deal with?

How well do they know your industry?

Get inside the mind of a vendor

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* JanFebLinear (Feb)MarAprilMayJuneJulyAugSeptOctNovDec

For example: Timing is critical

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1. Don’t rush the process

2. Time the release of your RFP

3. Don’t have too many people attend the initial presentation

4. Don’t mix end user & technical parts of a presentation

5. Seek vendor advice as early as possible in the process

10 Golden Rules

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6. Allow sufficient time for the presentation

7. Ask specific questions- expect specific answers

8. Avoid repitition in RFT

9. Be careful using “Open Demo Areas”

10. Make sure they are the right fit

10 Golden Rules