HUIT Vendor Management Office VMO How can we

HUIT Vendor Management Office (VMO) How can we help you? IT Stakeholders Forum | January 11, 2017 | Lamont Library Forum Room

Agenda • What benefits would you get from using the VMO? • Who is in the VMO team and what do we do? • How can the VMO help me? • Where can you get all the "good stuff? ” 2

Benefits • Save Money – Vendor discounts for volume spend – Credits when service levels are not met • Save Time – Quarterly meetings planned – Internal Harvard groups coordinated • Build a Cohesive Vendor Strategy – Better alignment of vendors with HUIT strategic goals – Vendor roadmap alignment 3

Team • Laura Deneen- Director, VMO • Steve Burns – Assistant Director of Administration; negotiation and administration • Lisa Gomes – Purchasing Administrator; Software licensing and deployment • Joe Holewa – IT Manager; Contract negotiation and administration 4

How the VMO can help you - Example 1 • When Contacting VMO: Onset of the negotiations • Scenario: Dror and Edyta want to put new audio visual equipment in CIO's office, but they have never purchased this kind of equipment before. • How: Email to a member of the team • Services: – Collaborating with Harvard experts – Providing existing technology standards – Contacting preferred vendors 5

Example 2 • When Contacting VMO: Engaging the VMO mid/end negotiation • Scenario: John is negotiating with a vendor who stated that our security requirements were beyond industry standard and thus they did not need to comply. • How: Service. Now ticket asking for consultation • Services: – Collaborating to define issue – Writing contract text to resolve concerns – Resolving dispute quickly (less than 2 weeks) 6

Example 3 • When Contacting VMO : Engaging the VMO after a signed contract when there is an issue • Scenario: Alexandria is having a problem with a staffing vendor who has sent a final bill that is higher than the maximum agreed to in the SOW • How: Email to the VMO email address • Services: – Reviewing of agreement; – Discussing with vendor performance issues – Developing plan to resolve issue 7

Example 4 • When Contacting VMO: Engaging the VMO to renew a Universitywide agreement • Scenario: Renewal of the Microsoft agreement • How: Vendor contacts VMO during periodic review meeting • Services: – Gathering of pertinent information – Gathering stakeholder requirements – Analyzing University requirements – Executing appropriate Agreement 8

Web. Site – VMO. HUIT. HARVARD. EDU • Highlights – Consultation Requests – Tools and Templates – Guidance on key vendor related topics such as • Accessibility • Saa. S • Leasing Equipment – List of HUIT Vendors (top 10 for 2016) with HUIT contact name – List of HUIT provided SW – Standard rates for contractors 9

Thank you! VMO. HUIT. HARVARD. EDU Want us to come and speak at a staff meeting? Contact us at: HUITVM@harvard. edu 10