1. SURFnet. We make innovation work0

2. AGENDA -What’s important -Why does procurement matter -The role of procurement -Procurement within SURFnet -The Vendor rating initiative -Q&A TF-MSP, Wednesday 9 May 2012, Zagreb

3. SURFnet. We make innovation work What’s important CertainlyCertainly not Mainly because -Reliability -Quality of service -Expertise -Innovation Source: SURFnet customer- satisfaction research 2011 Why would you recommend SURFnet?

4. Reasons to think about procument. The way the world in changing, with commodity suppliers moving in on NREN business, NRENs face increased competition. Providing some economic benefits and efficiencies for their communities seems a good way forward. NRENs are funded with public money which should be spend in the most efficient way possible. It’s not just about money, but also about avoiding risks, getting the right conditions into the contract and making the right choices.

5. Procument phases specifyselectContractOrder Control After care Tactical Procurement sourcing Operational Procurement Purchasing Buying

6. When should procurement get involved? 5 Specification phaseRFP phase / POCImplementation phaseProduction phase Cost Time Procurement room Costs of technical changes Degree in which spec’s are fixes

7. Input of procurement team -Specify functionally instead of technically -Take all costs into account, not just the initial -Separate wishes from demands -Allow as many as possible suppliers to offer services -Get the right conditions into the contract. -Provide legal assistance

8. Procurement within SURFnet -Everybody procures… -Mandatory procurement & legal advise above threshold values -Quality above price -All administration of services is outsourced

9. SURFnet procurement team -Started May 2011 -1 Legal advisor (0.2 FTE) -1 Procurement advisor (0.9 FTE) -1 Contract administrator (0.2 FTE) -1 Administrative support staff (0.2 FTE)

10. Spend analyses

11. We all do it… -All European NREN organizations face the same IT procurements projects. Sharing information will aid risk awareness, lower costs and will increase transparency and quality. -Awareness of upcoming procurement projects within other European NREN’s can lead to collaboration in areas like vendor selection and the creation of tender documents/scoring sheets. - In short: why don’t we work together?

12. Adhoc collaberation Goal: Create an immediately usable rating mechanism for IT vendors, Who: HEAnet, UNINETT, Dante & SURFnet How: Email, 4 VCs, 1 meeting, divide the workload Planning: 1 st VC last week, ready in September Costs: 1 week work for each participant Future: expand next year after gaining experience And of course: Usable by all interested NRENs

13. Vendor rating initiative topics Risk management (financial status, vendor leadership, resources). UNINETT What to rate them on, How to get the required info. Vendor Profile (Strategic, Legacy, Emerging, Tactical) HEAnet Delivery Track-record / SLA compliancy SURFnet Quality aspects (strategic), Quality aspects (operational), Incidents, Changes, Reliability of delivery, Financial aspects Reporting track-record (all Communication aspects) HEAnet Sustainability (how green are they) Dante Report form: One Excel document with 1 tab per topic

14. Thank you! Michel Wets michel.wets@surfnet.nl Q&A 1.How have other NRENs embedded procurement within their organization? Centralised, decentralised or coordinated? 2.If TF-MSP is not the right forum for procurement, what is?