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Why you need to act now: Accelerated competition process for MIS procurement

Are you feeling the pressure of an impending MIS contract renewal? You're not alone. With the anticipated increase in MIS assessment and procurement activity over the next six months, it's crucial to start your procurement journey now to avoid stress and disappointment later. The good news? Everything ICT's Competition Process is designed to streamline your procurement, making it efficient and effective.

 

Example competition timeline

Let's break down the timeline of our competition process, so you know what to expect and when:

  • Week 1-2: Preparation and engagement

    • Review competition documents, timeline and appoint scoring panel.

  • Week 3-4: Supplier response collection

    • Suppliers complete and return their customer specific responses to the competition documents.

  • Week 5-6: Evaluation and contract award

    • Customer evaluates responses.

    • Outcome meeting.

    • Finalise the contract award.


For trusts with fewer than 20 schools, the Everything ICT mini-competition process typically takes six weeks. For those with 20 or more schools, it can extend to eight weeks.

 

MIS procurement deadline

Migration timing considerations

While the competition process is structured and timely, it’s crucial to remember that migrating to a new MIS system can take longer than anticipated. With many organisations seeking MIS provider services simultaneously, the demand can strain suppliers. Migrating to a new MIS system often involves additional tasks—like data transfers and 3rd party system integration —which will extend beyond the procurement window. Starting the process early helps ensure that the migration and any associated complexities don’t cause delays to your planned ‘go live’ timeline.

 

How to expedite the MIS procurement process when time is short

Time is of the essence, and we get it. Here are some tips to help you expedite the procurement process without compromising on quality:

  1. Leverage expert guidance

    Our team of experts has been involved in hundreds of MIS procurements for schools and Multi-Academy Trusts (MATs) in the last four years.

  2. Tailor responses to specific needs

    Ensure suppliers have the opportunity to tailor responses based on the specific requirements of each school or trust. This ensures that the solutions proposed are best suited to your specific requirements.

  3. Ensure compliance

    Using a procurement framework, like the DfE-recommended Everything ICT Framework, can ensure that your procurement process is fully compliant. This not only mitigates the risk of process challenges but also provides transparency and accountability.

 

Tips for evaluating options quickly

When time is short, making informed decisions quickly is essential. Here are some tips to help you evaluate your options efficiently:

  1. Define your criteria and priorities

    Clearly define the functional criteria you need and the relative weightings of the functions that matter most to your school or trust. You are likely to be considering a cloud-based MIS, so ensure that remote accessibility and real-time data synchronisation are key evaluation factors.

  2. Seek comprehensive training, migration plans (historic data migration), and support

    Ensure that the supplier provides comprehensive training and ongoing support. This includes initial training sessions, and access to a helpdesk as well as a detailed migration plan for your historic data.

  3. Check integration capabilities

    The new MIS should integrate with your existing software systems. Look for APIs that allow for integrations, ensuring the system can adapt as your requirements evolve.

  4. Assess data security and compliance

    Given the sensitive nature of student and staff data, the MIS must have robust security measures in place. Ensure the system complies with relevant data protection regulations, such as GDPR.

 

Don't wait until the last minute to start your MIS procurement process. By acting now, you can take advantage of Everything ICT's competition process to secure the most appropriate MIS solution for your school or trust. With expert guidance, personalised support, and a compliant, DfE-recommended framework, you'll be well-equipped to make an informed decision quickly and efficiently.  


Contact us today to get started and ensure a smooth transition to your new MIS system.

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