4. Identify Vendors

Identify vendors deals with building a shortlist of vendors capable of providing the right system/ software of business solution and the capability and skills of implementing. In certain cases, this can be two vendors, the software provider and the systems integrator. 

Depending on the system required and being selected there may be obvious vendors with large market share or research may be required to find the vendors servicing your specific organizational needs.

This phase includes:

MyKnowledge: Provides detail on the process of selecting vendors.

MyDelivery: Provides a user document to help the user collect and evaluate the vendors identified.

MySignoff: Online or downloadable signoff sheet to ensure proper completion of the phase.

Key deliverables from this phase are:

1. Completed vendor longlist.
2. Vendor shortlist.
3. Completed signoff checklist.

Phase objectives

On completion of identify vendors you should have :

1. Short-listed potential vendors;
2. Completed preliminary investigation of the short-listed vendors;
3. Become comfortable with the capability of the short-listed vendors.

Phase risks

The risks of not completing this section include:

1. Selecting unqualified vendors, which can result in poor system functionality or implementation services, both of which can impact badly on organizational performance.

The quality of the vendors selected will have an impact ultimately on the quality of the system and the related implementation.

Please work through each section before proceeding to the next section:

Important to note:

Content under each section of the KADS method will differ, based on the phase being worked on. Initially the focus is on learning, moving to delivery and signoff during the life of the project.

What you need to know

1.   Developing the vendor long list requires some research and common sense. Use the following ELP to refresh you knowledge on developing a vendor long list.

Name: Identify vendors

Priority: 1

Type: ELP

Phase: 4. Identify vendors

Estimated time: 5-10 minutes

Delivering the approach and plans

2. Populate the vendor long list document with no less than five and no more than ten potential vendors. The amount of effort will depend on the number of vendors in your market and the availability of information. The vendor shortlist you intend to send request for proposals to, should be around three vendors, but no more than five.

Make sure the vendors you select have:

• A solid track record;
• A strong local presence;
• Capability in your market to deliver;
• Has a Focus on organizations your size.

Name: Vendor long list

Priority: 1

Type: User

Phase: 4. Identify vendors

Estimated time: Depends on the number of vendors and the availability of information. 1-4 hours.   

The vendor shortlist must be signed off with the project sponsor and steering committee before proceeding to the next phase.

Sign off on the phase

1. Update the project plan and project milestone document developed in <2. Planning the project>. Report as scheduled.

2.  Complete checklist when you have completed the phase. Please ensure you have completed each section below:

Phase 4 Identify vendors: Completion checklist

• Have you identified suitable vendors to supply the system?
• Have you performed some initial due diligence on these vendors?
• Have you developed a shortlist of qualified vendors you will send a request for proposal to?
• Do you believe based on the work done to date, that any one of these vendors could deliver on the organizations systems requirements?
• Have you received appropriate sign off on the shortlist of vendors to proceed to <5. Request for proposal> with?
• Have you contacted the vendor and will they accept a request for proposal?

Move onto the next phase when ready [ Phase 5 - Request for proposal ]