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Should I include all my team members and business users in the proposal session by the 3 vendors?
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Hihi Recently I'm in-charged of a project. I've 0 PM experience and knowledge. My question is I've contact 3 vendors whom they will present their proposal. As such, do I need to include all my team members including the business users in the proposal presentation by the 3 vendors?...
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Don't get me wrong here. In the best interest of you and the project, you should get professional help from a Project manger before you handle this proposal.
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1 reply by Edna Sim
Jun 05, 2019 7:49 PM
Edna Sim
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Hi Ganesh, my boss had assigned me as the project manager of the project...thats why I have no clue if i should include all members + business users in all the vendors proposal meetings..
@Keith, Thanks for the valuable advice. ??
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I definitely agree on getting some additional help. When working with vendors, there can be many aspects that you have not considered which have significant business ramifications, like intellectual property rights, who has authorization to commit to anything, etc. You don't want end users to give the wrong impression that their wish list is a change request to the vendors.

As for who to invite, I would probably not invite everyone. That can be very expensive from a pure labor standpoint, many people will probably have no purpose being there, and it can turn into a circus. Pick the specific functions you need to support such as technical, business management, contracts, etc. and meet with them first to level-set expectations before sitting down with the vendors. Otherwise you may find yourself having uncomfortable and embarrassing internal disagreements in front of the external participants.
Network:6

Jun 05, 2019 3:33 PM
Replying to Ganesh Mahalingam
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Don't get me wrong here. In the best interest of you and the project, you should get professional help from a Project manger before you handle this proposal.
Hi Ganesh, my boss had assigned me as the project manager of the project...thats why I have no clue if i should include all members + business users in all the vendors proposal meetings..
@Keith, Thanks for the valuable advice. ??
Network:185



Do you have a procurement department? Or at least someone in the organization that has experience with procurement? If so, you really need to involve them.

I would NOT invite everyone to the vendor presentation. Just a few key stakeholders that you are confident will add value. Think about who really should be there. Someone to be the voice of the customer, someone who can assess technical capability, and someone who can assess business fit.

After the presentation, you can (and should) provide a summary to the rest of the stakeholders and the team.
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1 reply by Edna Sim
Jun 06, 2019 4:18 AM
Edna Sim
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Hi Eric and Deepesh, thank you so much... Cool, your replies were good advice and valuable. I got it... Thanks!
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hi Edna

First of all it is important to consider what the proposal is .
Is it for a Product or service? if yes,
Next , who is the chief consumer or the team that will use the product or service ? You need to have a representation from a Subject Matter expert of that team.

Then You need to invite your project sponsor or their delegate and Your business analyst. if its an IT system, then you should invite your architect or solution lead or technical lead

These are the main people , if you only need product or service demonstrations .

The Procurement Manager/Legal Rep must be involved AFTER you make a solution, service or product decision on a "Technical" or "Feature based " level . They don't need to attend the product or service demonstration/presentation meeting.

The procurement manager/legal representative will make sure that the purchase terms and conditions will align with your company's standard policies.

Agree with Eric Isom....You most definitely need someone who represents the Voice of the customer
Network:6

Jun 05, 2019 8:56 PM
Replying to Eric Isom
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Do you have a procurement department? Or at least someone in the organization that has experience with procurement? If so, you really need to involve them.

I would NOT invite everyone to the vendor presentation. Just a few key stakeholders that you are confident will add value. Think about who really should be there. Someone to be the voice of the customer, someone who can assess technical capability, and someone who can assess business fit.

After the presentation, you can (and should) provide a summary to the rest of the stakeholders and the team.
Hi Eric and Deepesh, thank you so much... Cool, your replies were good advice and valuable. I got it... Thanks!
Network:21907



It depends on the situation. lots of factors need to be considered

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