Policy 3: IT Procurement
What is the process for identifying IT procurement needs?
Instructions: Describe the process for identifying IT procurement needs, including how needs are prioritized and how decisions are made on whether to purchase or lease technology.
Example: The organization may have a process for conducting a needs assessment and cost-benefit analysis to determine if a purchase or lease is the most cost-effective option for meeting business needs.
What procurement policies and procedures are in place to ensure compliance with regulations and standards?
Instructions: Describe the procurement policies and procedures in place to ensure compliance with relevant regulations and standards, such as those related to data privacy, security, and accessibility.
Example: The organization may have policies and procedures for conducting due diligence on potential vendors, verifying their compliance with relevant regulations and standards, and including contractual requirements for compliance in procurement agreements.
How are procurement decisions made and approved?
Instructions: Explain how procurement decisions are made and approved in the organization, including the roles and responsibilities of those involved in the process.
Example: The organization may have a procurement committee or board that is responsible for reviewing and approving all major procurement decisions.
What are the guidelines for selecting IT vendors?
Instructions: Describe the guidelines for selecting IT vendors, including criteria for evaluating potential vendors and how vendor performance is monitored and evaluated.
Example: The organization may use a request for proposal (RFP) process to solicit proposals from potential vendors and evaluate proposals based on criteria such as price, quality, and vendor experience.
How are IT procurement contracts managed?
Instructions: Explain how IT procurement contracts are managed, including how contract compliance is monitored and how vendor performance is evaluated.
Example: The organization may have a contract management team responsible for monitoring vendor compliance with contractual obligations, tracking contract expiration dates, and evaluating vendor performance.
What is the process for renewing or terminating IT procurement contracts?
Instructions: Describe the process for renewing or terminating IT procurement contracts, including how renewal and termination decisions are made and the factors that are considered.
Example: The organization may have a process for conducting a cost-benefit analysis to determine whether to renew or terminate a procurement contract based on factors such as vendor performance, cost, and changes in business needs.
How are IT procurement decisions communicated to relevant stakeholders?
Instructions: Explain how IT procurement decisions are communicated to relevant stakeholders, including how stakeholders are informed of procurement activities and how feedback is gathered and incorporated into procurement decisions.
Example: The organization may have a communication plan in place that outlines how stakeholders will be informed of procurement activities and how feedback will be gathered and incorporated into procurement decisions.
What measures are in place to prevent conflicts of interest in IT procurement?
Instructions: Describe the measures in place to prevent conflicts of interest in IT procurement, including the policies and procedures for disclosing and managing potential conflicts of interest.
Example: The organization may require all employees involved in procurement decisions to complete a conflict of interest disclosure form and recuse themselves from any decision-making related to vendors with whom they have a potential conflict of interest.
What is the process for resolving procurement-related disputes?
Instructions: Explain the process for resolving procurement-related disputes, including the policies and procedures in place for managing vendor complaints and disputes.
Example: The organization may have a formal dispute resolution process that includes mediation and arbitration procedures to resolve disputes with vendors.
How are IT procurement policies and procedures reviewed and updated?
Instructions: Describe how IT procurement policies and procedures are reviewed and updated to ensure they are effective and up-to-date with the latest industry standards and regulations.
Example: The organization may conduct regular reviews of its procurement policies and procedures to identify areas for improvement and ensure compliance with changing regulations and industry standards. The review process may involve gathering feedback from stakeholders, analyzing procurement data to identify trends or areas for improvement, and benchmarking against industry best practices. The results of the review may be used to update policies and procedures, as well as to inform training and communication efforts to ensure that all relevant personnel are aware of the changes.