Template links and files

VMO Template Matrix

1 Create Service Sourcing Strategy

 

Vendor Classification

S=Strategic
C=Coordinated
L=Local

Template Name

S

C

L

Template Description
R=Requested; O=Optional

Standard Contract Templates

R

R

R

Depending on the kind of service you are procuring from a vendor, use one of the contract types: IAAS, SAAS, MSA , MLA, SOW, VPA, HMA as explained in this document

VMO Procurement Worksheet

R

R

R

Used by VMO to document and verify the authorization of purchase.  Each process in the purchasing cycle has a place in this template to document that the right verifications and reviews were completed.

Make vs Buy   

R

R

R

Used by Service Owner to help guide the decision of Make product or service versus Buy. If the decision is to buy from the start, this template is not required.  VMO is engaged after a decision to Buy. 

Vendor Selection Scorecard

 R

 R

 R

Used to help guide vendor selection decision. Includes questions and weighting factors.  Users can add additional questions as needed for the deal.

2 Evaluate and Select Vendor

 

Vendor Classification

S=Strategic
C=Coordinated
L=Local

Template Name

S

C

L

Template Description
R=Requested
O=Optional

Sourcing Plan   

O

O

O

Used when many people are involved in selecting a vendor. SP creates one when involved.  Sample provided (here)

Request for Proposal

R

R

R

Used as a standard way to compare info from vendors during vendor selection process. This template requests specific information.

Request for Information

R

R

R

Used as a standard way to request information from many vendors who may sell similar products.  This request is for more general info about a product or service.

Request for Quote

R

R

R

Used as a standard way to request specific price for a product or service

HUIT Standard Contract Template

R

R

R

Standard contract templates are listed in this document for many  services that Harvard typically purchases, including;IAAS, SAAS, MSA, MSLA, SOW, VPA, HMA

3 Negotiate Contract

 

Vendor Classification

S=Strategic
C=Coordinated
L=Local

Template Name

S

C

L

Template Description
R=Requested
O=Optional

Negotiation Plan

O

O

O

Used when many people are involved in contract negotiations with a vendor. Strategic Procurement creates one when they are involved with the deal.

4 Administer Contract

 

Vendor Classification

S=Strategic
C=Coordinated
L=Local

Template Name

S

C

L

Template Description
R=Requested
O=Optional

Change Order Template

O

O

O

Used when the contract terms have been agreed to, but some event has made it necessary to make changes to the contract. This ensures the right people are involved and proper approvals completed.

Novartus Input Form 

R

R

R

Used to ensure all the correct data is captured for entry into Novartis Contract Data Base, the second part of the VMO Procurement Worksheet.

Termination Checklist

R

R

R

Used when terminating a contract or vendor to ensure everything is closed, deleted and complete. Risk mitigation.

5 Vendor Relationship

 

Vendor Classification

S=Strategic
O=Optional

Template Name

S

C

L

Template Description
R=Requested
O=Optional

Vendor Performance Scorecard

R

R

R

Used to guide the evaluation of a vendor's performance with standard questions and weighted rankings.  User can add questions to fit the situation.

Contract Monitoring

R

R

R

Used to guide contract monitoring activities. Sample questions and rankings are included, but the user can add questions that fit the situation.

Vendor Risk Management

R

R

R

Used to guide vendor risk evaluations. Sample questions and rankings are included, but the user can add questions that fit the situation.

6 Service, License & Deploy

 

Vendor Classification

S=Strategic
C=Coordinated
L=Local

Template Name

S

C

L

Template Description
R=Requested
O=Optional

Internal Participation Email

R

R

R

Standard email sent to users when renewal of software agreement with vendor is complete.

HCOM Instructions

R

Instruction sheet for HCOM - the Harvard on-line market place for placing small orders.