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IT Procurement and Asset Management

Knowledge and ability to evaluate, negotiate, procure, track, and manage IT assets including software licenses and computer leases.
Level 1 Introductory: Demonstrates introductory understanding and ability and, with guidance, applies the competency in a few, simple situations. Can direct people to the appropriate source for further information.

BEHAVIORS

  • Explains the values and ethics involved in procurement.
  • Describes the processes for the procurement of IT services and goods.
  • Identifies appropriate internal channels for the acquisition of IT goods and services.

QUESTIONS

  • Describe a situation where you were involved in obtaining hardware or software for a systems project.

Probing Questions

* What was your role in the process?

* How did you deal with issues that came up?

* What was your relationship with the supplier(s)?

* How did your actions contribute to the success of the project?

  • Describe a situation where you had to decide whether or not to accept a gratuity from one of your potential suppliers.

Probing Questions

* What was the situation?

* What were your responsibilities in this situation?

* What did you do?

* What was the final outcome of this situation?

Level 2 Basic: Demonstrates basic knowledge and ability and, with guidance, can apply the competency in common situations that present limited difficulties.

BEHAVIORS

  • Applies corporate processes, standards and governance structures for IT services and goods.
  • Assists in gathering requirements from the business.
  • Assists in researching available options through existing procurement channels.
  • Conducts low-level procurement under supervision using established procurement guidelines and procedures.

QUESTIONS

  • Outline an occasion where you were responsible for making recommendations concerning the purchase of IT equipment or IT services.

Probing Questions

* What was done with your recommendations?

* What was the situation?

* What were your responsibilities and authorities?

* How did you go about preparing your recommendations?

  • Describe the first time you were asked to make a small acquisition by your supervisor.

Probing Questions

* How did you obtain the necessary guidelines and procedures?

* What difficulties did you encounter?

* How did you resolve those difficulties?

* What was the feedback from your supervisor at the end of the process?

  • Present an example of a situation where you were required to liaise with the business representatives from your organization in order to determine what IT equipment they needed.

Probing Questions

* What was your role in this situation?

* What did you do to enable them to understand the technical aspects of their needs? What difficult issues arose and how did you deal with them?

* How did you deal with difficult issues that arose?

* Was there agreement from the business side as to your recommendations?

Level 3 Intermediate: Demonstrates solid knowledge and ability, and can apply the competency, with minimal or no guidance, in the full range of typical situations. Would require guidance to handle novel or more complex situations.

BEHAVIORS

  • Leverages knowledge of the procurement cycle and processes, and proposal/ evaluation processes.
  • Conducts regular procurement activities using established procurement guidelines and channels.
  • Evaluates products and services and identifies the best vehicle(s) to use for evaluation and acquisition.
  • Provides advice on IT asset tracking as well as reporting and inventory, policies and procedures.
  • Maintains established partnerships with the Finance Department.
  • Applies performance management guidelines to asset management.

QUESTIONS

  • Please give us an example of how you build relationships with vendors.

Probing Questions

* What were the circumstances?

* What did you do?

* Describe the approach you took in cultivating these relationships

* How, specifically, did you use these relationships to benefit the organization?

  • Describe a situation where you were responsible for determining the evaluation criteria for a procurement process and carrying out the evaluations once proposals were submitted.

Probing Questions

* How did you go about determining how the proposals would be evaluated?

* What did you do to ensure the effectiveness of the evaluation process?

* How did you manage the evaluation process?

* What was the outcome?

  • Describe a challenging procurement process that you were involved in the past to secure IT goods and/or services.

Probing Questions

* What made it particularly challenging?

* What different procurement processes did you consider using?

* How did you select which method to use in this particular situation?

* Was the client satisfied with the choice of methods and how you arrived at that choice?

Level 4 Advanced: Demonstrates advanced knowledge and ability and can apply the competency in new or complex situations. Guides other professionals.

BEHAVIORS

  • Works with a broad knowledge of the IT procurement process and procedures and/or provides expertise and specific business knowledge of the asset life cycle.
  • Negotiates multi-level, multi-layer million dollar contracts.
  • Uses expertise with rules for national and international governing bodies (e.g., NAFTA, Trade Tribunal, etc.) and negotiates CITT challenges.
  • Writes and/or reviews and approves proposal documents.
  • Manages corporate rules, guidelines and procedures for IT procurement and acquisition.
  • Monitors and enforces values and ethics.
  • Mentors junior staff in procuring and managing IT assets.

QUESTIONS

  • Describe a time when you had the responsibility for managing IT assets throughout the assets’ lifecycle.

Probing Questions

* What assets were involved?

* What methodologies did you consider using and what did you finally choose?

* How did you deal with the “evergreening” issue surrounding computer equipment?

* Who else was involved in the process and how did you relate to them?

  • Tell me about the most important or complex supply contract that you have ever negotiated.

Probing Questions

* What were the circumstances and the marketplace you were dealing with?

* What made this contract important and complex?

* How did you negotiate the arrangement?

* What was the result of the negotiations?

Level 5 Expert: Demonstrates expert knowledge and ability, and can apply the competency in the most complex situations. Develops new approaches, methods or policies in the area. Is recognized as an expert, internally and/or externally.

BEHAVIORS

  • Elucidates multiple areas of the IT procurement process across the IT industry.
  • Provides enterprise-wide value by leveraging a broad understanding of software licensing models, the vendors and the market.
  • Fosters the advancement of the field of IT Procurements and Asset Management by participating and speaking at industry events.
  • Negotiates large corporate and enterprise-wide acquisition with vendors at a high/complex level.
  • Establishes corporate guidelines, rules and procedures for IT procurement and acquisition.
  • Makes expert recommendations in large supply agreements and provides guidance to senior management.
  • Performs “total cost of ownership” analysis.

QUESTIONS

  • Discuss a situation where you were called upon to resolve a complex licensing issue or determine a new way to obtain and manage software licenses for your organization.

Probing Questions

* What were the circumstances in which you were operating?

* What issues and challenges did you face?