Specifying and Purchasing IT

3. The Specification

3.1 If you are computer-literate, you may be able to draw up your own requirements.

• Useful if you require a simple solution.
• Include any services you need (see 5) as well as the basic ingredients (see 4).

3.2 Asking potential suppliers for recommendations is generally better.

• The supplier may be an expert on the strengths and weaknesses of available technologies.
• The supplier may raise questions which you had not thought of.
• Dealing with a supplier in this way can boost your contractual position (see 8).

3.3 Question suppliers' recommendations.

• Confirm that the solution will meet your requirements.
• Clarify all the costs (see 6).
• Ask why the recommended solution will be better than a cheaper alternative.

3.4 Wherever possible, opt for simplicity.

• A solution can usually be made up from standard, off-the-shelf products.
• Keep the number of different types of hardware and software you use across the business to a minimum so that maintenance, support and training are as simple as possible. For example, you might want any new computer to run the same operating system as your existing computers.