Before buying new systems, agencies need to ask themselves a few probing questions
As they buy technology, cities and counties should first determine that they clearly understand the internal challenges they’re trying to solve with the proposed system, says Geoff Mroz, director of digital strategy at San Jose, Calif.-based multinational computer software company Adobe. The firm offers a Creative Cloud All Apps package that is the ultimate creative toolkit. Go to the following link to view the company’s products. Mroz says agencies should ask the following questions as they consider a tech buy:
- Is the proposed technology a brand-new solution?
- Is the agency replacing some existing solution?
- Understanding if they need a complete “solution” or a quick “fix” can inform whether they require a COTS (commercial off-the-shelf) solution, a COTS with customization or a completely customized solution.
Mroz explains: “The difference in these terms is the scope of the purchase and whether or not they are willing to adjust their processes to accommodate the technology, or if the investment needs to fit within their existing workflow.”
Mroz urges buyers and procurement teams to familiarize themselves with their options and explore the benefits each solution brings to the table. “It’s important to consider what challenges need to be solved from both a business and technical perspective. How will the procured technology impact employees? How might it influence user experiences? Knowing the technological landscape prior to entering a procurement process will allow for a smoother and more efficient experience for both the buyer and prospective vendors.”
Mroz concludes that when all is said and done, the technology procurement process is collaborative for procurement teams and vendors. “Once buyers have a clear understanding of the challenges they want to solve and what they need from a solution, it will be easier to seek out partners that will meet them where they are in the tech-buying process and their needs.”
He notes that potential benefits are epic when contract participants work toward common goals. “Collaboration makes the process much easier on the buyer and seller and enables agencies to smoothly integrate solutions once the deal has been made.”
And according to Mroz, when the procurement team chooses the right solution, it can have a lasting impact on the agency: “Having intuitive, user-friendly and easy-to integrate solutions can improve agencies’ hiring, onboarding and retention rates. With the proper solution, employees will have the latest up-to-date technologies that make them excited to work there.”
Who should be on the tech-buying team roster?
The Adobe executive says which staff members belong on a tech-procurement team depends on the technology agencies are procuring and the problems they want to solve. “The agency should make these decisions before engaging with potential sellers-vendors to ensure a successful and efficient procurement process.”
Avoid this pitfall says Mroz: “If agencies are halfway through the procurement process but suddenly need to add someone to the team for specific approvals, this can cause significant setbacks. The new person will need to catch up on the progress made and reach their own decision, which further delays the procurement timeline.”
“The most successful buying teams for new technology consist of three roles: a primary point of contact and negotiator, a tech expert and an internal ‘Line of Business’ leader to round out the team,” he says. “It’s imperative to have members present who can ask the right questions, such as tech experts, in addition to senior leaders who can make final decisions.”
The composition of the tech buying team is a crucial issue that needs to be addressed, Mroz believes. “If agencies have a single unit that handles all buying processes, that group will require a different set of skills than a dynamic buying team that changes with each purchase.”
There are a couple of options on the table, says the Adobe executive: “A single team should include a member with technical expertise across various domains and a leader who understands the business requirements of all relevant departments. On the other hand, a dynamic team can pull in appropriate technical and business experts depending on the purchase.”
Assembling the right team makes all the difference, Mroz believes: “Approaching team creation with these areas in mind makes the process much easier on the buyer and seller and enables agencies to smoothly integrate solutions once the deal has been made.”
Adobe engages in all types of government contracts, including cooperative contracts. Mroz offers his take: “Vendors need to meet customers where they are and adapt to the customer’s buying processes and requirements. Adobe happily participates in all contracts, allowing our public sector customers to buy however they choose.”
Michael Keating is senior editor for American City & County. Contact him at [email protected].