This document provides guidance on running an efficient content management system (CMS) evaluation and procurement process for higher education institutions. It discusses why getting the process right is important, how to structure an effective evaluation, tips for writing requests for proposals, evaluating vendors, and 10 golden rules to follow. The key recommendations are to plan the process thoroughly, allow sufficient time, write clear and specific requirements, and ensure the selected vendor is the right fit.

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?
Confidential
2
• 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
Confidential
3

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
Confidential
4

5. Getting it right
5
Confidential

6. • 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 ?
Confidential
6

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
Confidential
7

8. • 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?
8

9. • 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?
9

10. Running an effective evaluation
process
10
Confidential

11. • 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
Confidential
11

12. • Plan out your process
 Consult with procurement
 Consult with legal
 Consult with budget holders
How to run an effective evaluation &
procurement process
Confidential
12

13. 13

14. Writing
an effective CMS RFT document
14
Confidential

15. • 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
Confidential
15

16. • 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
Confidential
16

17. • How to pose questions:
- Easy to evaluate & score
- Pose clear questions – receive clear answers
Writing an efficient RFP document
Confidential
17
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
Confidential
18
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
Confidential
19

20. • 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
Confidential
20

21. • 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
Confidential
21

22. Conclusion
22
Confidential

23. • 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
Confidential
23

24. *
*
*
0
2
4
6
8
10
12
14
Jan
Feb
Mar
April
May
June
July
Aug
Sept
Oct
Nov
For example: Timing is critical
Confidential
24

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
Confidential
25

26. 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
Confidential
26