Specifying and Purchasing IT

3. The Specification

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

• This can be satisfactory if you only require a simple solution.
• Include any services you need (see 5) as well as the basic ingredients (see 4).

3.2 Asking one or more potential suppliers for recommendations is almost always better.

• The supplier may be better informed on available technologies and what their strengths and weaknesses are.
• 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 you buy to run the same operating system as your existing computers - even if a technically superior operating system is now available.