Tuesday 16 July 2024 Procuring a research management system: why is it so hard?

1. Procuring a research management system: why is it
so hard?
Kathryn Smith – Product manager, Research management, Jisc

2. What are the challenges?

3. It’s hard to know what’s out there
Lots of suppliers provide similar systems
oNo impartial source of information about systems and services
Difficult to work out exactly what each system does
Difficult to know whether suppliers can deliver what they say

4. It’s hard to get the requirements right for everyone
There are many different users and stakeholders
Some user needs are better understood than others
Not all future users know what the system can provide
oNo system can deliver everything for everyone

5. It’s hard to understand procurement policies
There are internal and external policies to comply with
Procurements happen infrequently
Policies are unfamiliar
Procurement teams can be very stretched

6. It’s hard to find the time
Procurement projects can take a long time
Projects have to be fitted in around existing activity
It can be difficult to coordinate stakeholder input
Timescales can be dictated by budgetary cycles
Projects can lose momentum

7. What strategies can you use?

8. Understand the problem
Work out the core of the problem that needs to be solved
Agree what is currently wrong
Agree what success looks like
Be precise about the scope
Identify and involve all the key stakeholders

9. Understand your users
Put yourself in your users’ shoes
Speak to users
Create user personas
Create user journey maps
Think about what users need

10. Understand your priorities
Be realistic about what the system can provide
Know what functionality is required to solve your core problem
Don’t get distracted by functionality that would be nice to have
Have a good idea of your priorities before you speak to suppliers

11. Give yourself enough time
Allocate the project enough time and resource to make the
right decision
Start early
Communicate process and likely timescale
Maintain momentum

12. Don’t try and do everything by yourself
Get help and share responsibilities
Don’t leave one person with sole responsibility
Involve procurement team as early as possible
Work with key stakeholders from the start

13. How can Jisc help?

14. Requirements development support
For those looking for a new research system
Consists of a series of workshops
To help guide you through the process of finding the right system
To establish the problem, identify user needs and get procurement
ready
Tried and tested method

15. How can the requirements development
support help?
Provides a structure Creates momentum
Begins engagement
and advocacy
Helps you focus on
core needs
Gives you confidence
in your decision

16. Research management systems dynamic purchasing
system (DPS)
A tool for quicker and easier procurement of a CRIS or repository
Procure from a list of pre-qualified suppliers
Access detailed information about system functionality and supplier
service
Run your own mini competition for specific requirements
Available for use by Jisc members and others

17. How can the DPS help?
Saves you time
Provides reassurance
that minimum
standards will be met
Guarantees a
compliant route to
market
Provides detailed
information about
systems and services
Gives access to expert
support

18. Future online guidance
We want to produce online guidance to help with procurement of
research systems

19. Where can you find out more?
https://www.jisc.ac.uk/research-systems-consultancy
https://www.jisc.ac.uk/research-management-systems-dps
rms-support@jisc.ac.uk
kathryn.smith@jisc.ac.uk