How to independently assess an IT supplier proposal

Start with the outcome

Write down the business problem in plain language before comparing products. If the proposal cannot show how it improves that outcome, it may be solving a technical symptom or introducing unnecessary capability.

• What must be measurably better?
• Who needs to work differently?
• Which current system or cost will disappear?
• What would make the project unsuccessful even if the software works?

Calculate the total cost

The visible subscription or project price is rarely the whole cost. Include implementation, data migration, integration, security work, internal time, training, support, future price increases and the cost of leaving the service.

Check whether capabilities are already included in existing licences. Paying twice for overlapping security or productivity tools is common when suppliers are considered one at a time rather than as a complete environment.

Test delivery and risk

Contract terms should be reviewed commercially and operationally as well as legally. An independent technology review does not replace legal advice, but it can identify the commitments and delivery risks a solicitor needs to examine.

• Named responsibilities for the supplier and the client
• Dependencies, assumptions and excluded work
• Data ownership, location, access and deletion
• Security controls, incident responsibilities and evidence
• Service levels that reflect the real business impact
• Exit assistance, data export and contract termination terms

Make the recommendation explicit

A decision paper should end with a clear recommendation: proceed, proceed with conditions, seek alternatives or stop. It should record the reasoning, principal risks, unresolved questions and the person accountable for the next action.