1.
Defining Digital Engagement
for Higher Education
How to run an efficient CMS Evaluation
& Procurement Process
Hands on tips, Insider Knowledge & Advice
TERMINALFOUR

2.
Who are we?
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• A web content management and digital engagement
platform designed to help universities and colleges navigate
the changing landscape of higher education.
• We have almost two decades of experience providing web
content management systems for the higher education
sector
• We have a global list of 150+ higher education clients who
have turned to us to help them maximise their online
potential and to achieve their business & marketing goals

3.
• Why is getting the process right so important?
• How to run an effective evaluation and procurement process
• How to write an efficient RFT/RFP document
• Inside the mind of a vendor
• How to evaluate vendors efficiently
• The 10 golden rules you really need to follow
What we’re going to cover
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4.
• Why you need a web content management system (CMS)
• How to structure your project team
• How much you should budget for
• Anything about specific solutions
What this doesn’t cover
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5.
Getting it right
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• The obvious reasons:
-Value for money, project success, return on investment
• The important ones:
-Less stress, admiration, career advancement, reputation
• The ones that are in line with any staff recruitment process:
-You’re looking for specific ‘qualifications’, for the right fit and you have
a budget in mind
• Remember, it’s better not to recruit anyone, than recruit the
wrong person!
Why is it so important to get the process
right ?
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7.
• It’s all about finding a company that fits in with you and your
requirements:
-Right size
-Right price
-Good people to work with who are enthusiastic & knowledgeable
about your project
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• Impact on team morale
• Damage delivery reputation
• Damage user expectations
• Run into extra costs/ loss of budget
• Time/ competitiveness lost (Typically 3 years)
What happens if it goes wrong?
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• Enough time isn’t made for the process
• A RFT Document so lengthy it bores even you!
• Not involving the vendors as early in the process as possible
• Not checking references properly
• Not involving the right people from within your organization
Where are mistakes most often made?
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10.
Running an effective evaluation
process
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• Plan out your process
-Consult with procurement
-Consult with legal
-Consult with budget holders
• Don’t rush
- Allow 6-8 weeks for RFP evaluation projects < $50,000
- Allow 8-12 weeks for RFP evaluation projects > $50,000
• Total time involved: 4-12 months
How to run an effective evaluation &
procurement process
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12.
• Plan out your process
 Consult with procurement
 Consult with legal
 Consult with budget holders
How to run an effective evaluation &
procurement process
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14.
Writing
an effective CMS RFT document
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• Problems to avoid:
-A very large document = a very large response
-Avoid repetition at all costs
-Difficult to evaluate. Simple questions mean simple answers
-Avoid “crazy” procurement questions (i.e. Is your product radioactive?)
Writing an effective RFP document
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• Recommended structure:
-Project Overview
-Describe procurement process
-List functional requirements
-List support, training & integration requirements
-Pricing information (what do you want to purchase?)
Writing an effective RFP document
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17.
• How to pose questions:
- Easy to evaluate & score
- Pose clear questions – receive clear answers
Writing an efficient RFP document
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Question Number
(Mandatory/
highly/ desirable/
optional)
Pose question/
detail specific
functional
requirement
Yes, out of the box
Yes, with
configuration
Yes, with
customization (not
chargeable)
No

18.
• How to pose questions:
- Easy to evaluate & score
- Vague questions mean vague answers
Writing an efficient RFP document
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Question Number Pose question/
detail specific
functional
requirement
Yes
Yes, with
customization
No

19.
• Bad example questions/ requirements:
 Use of unique IDs for users to allow for changes to fundamental parts
of their profile, such as surname, while ensuring seamless
continuance of their rights/ roles profiles
 XYZ is actively expanding its customer base. The WCM system must
allow increasing customer numbers to be supported whilst
maintaining good performance/
Writing an efficient RFP document
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• Good example questions:
-”The WCMS must allow for the application of multiple templates to a
single item of content”
- “The WCMS should not produce content that is reliant on client-side
scripting languages”
- “The WCMS should offer the facility to produce site maps”
- ”It is highly desirable that the WCMS can publish to multiple servers”
Writing an efficient RFP document
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• Meet the project team (or a few members of it)
• How enthusiastic is the vendor about your project?
• Check disclosed and non-disclosed references
• If you have the time, run a Pilot Project
• Is the fit right for you?
Evaluating vendors efficiently
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Conclusion
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• Vendors are adverse to risk as you are
 Except:
If they aren’t very busy
The sales person is under pressure to reach targets
If the software company is bigger than your organization
 Hidden variations in prices:
Risk of the project
How easy are you to deal with?
How well do they know your industry?
Get inside the mind of a vendor
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For example: Timing is critical
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25.
1. Don’t rush the process
2. Time the release of your RFP
3. Don’t have too many people attend the initial
presentation
4. Don’t mix end user & technical parts of a presentation
5. Seek vendor advice as early as possible in the process
10 Golden Rules
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6. Allow sufficient time for the presentation
7. Ask specific questions- expect specific answers
8. Avoid repitition in RFT
9. Be careful using “Open Demo Areas”
10. Make sure they are the right fit
10 Golden Rules
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