Photocopier Case Study
Executive Summary
To: Jim Hunking, General Manager - XYZ, London
From: Linda McGuire, Purchasing Manager - XYZ, London
Subject: Photocopier Contract at Head Office
Issue: As you know, this contract renewal process has taken about 11 months, without a clear conclusion yet. I have analyzed the work done thus and would like to propose the following as our new Problem Statement for this requirement.
" XYZ Canada must find the best overall solution to its ' document management requirements; optimizing costs, technology, process efficiency and customer support capability."
We considered various other options to conclude this assignment, as follows:
* Issuing an RFQ
* Hiring an external Consultant
* In-source or out-source more document processing
Although these were viable, we feel that the RFP process will provide the best strategic solution for XYZ, while also achieving a much better long-term solution.
We would require at least another two months for this process, while keeping the current units on a monthly contract, to ensure ongoing operations for the interim. Some consulting and additional training will also be needed to guarantee full success in this project. The added costs will be easily covered by the greater benefits expected from the concluding result. Details are in the attached report.
I look forward to receiving your approval of this recommendation, so that it can proceed immediately.
Respectfully,
Size-up: Item | So What ? | Timeline: Acquisition process started 3 mos prior to expiration of current agreement. It is now 8 mos after expiration, which = 11 mos for process. There is an expectation that a final decision is now needed in a month from now. | This is ridiculously long ! It should never have taken this long and it appears as though the Purchasing group doesn 't seem to know what they 're doing ? The 1 month deadline is impossible to meet, with provision of a solid, long-term solution. This will bring
To: Jim Hunking, General Manager - XYZ, London
From: Linda McGuire, Purchasing Manager - XYZ, London
Subject: Photocopier Contract at Head Office
Issue: As you know, this contract renewal process has taken about 11 months, without a clear conclusion yet. I have analyzed the work done thus and would like to propose the following as our new Problem Statement for this requirement.
" XYZ Canada must find the best overall solution to its ' document management requirements; optimizing costs, technology, process efficiency and customer support capability."
We considered various other options to conclude this assignment, as follows:
* Issuing an RFQ
* Hiring an external Consultant
* In-source or out-source more document processing
Although these were viable, we feel that the RFP process will provide the best strategic solution for XYZ, while also achieving a much better long-term solution.
We would require at least another two months for this process, while keeping the current units on a monthly contract, to ensure ongoing operations for the interim. Some consulting and additional training will also be needed to guarantee full success in this project. The added costs will be easily covered by the greater benefits expected from the concluding result. Details are in the attached report.
I look forward to receiving your approval of this recommendation, so that it can proceed immediately.
Respectfully,
Size-up: Item | So What ? | Timeline: Acquisition process started 3 mos prior to expiration of current agreement. It is now 8 mos after expiration, which = 11 mos for process. There is an expectation that a final decision is now needed in a month from now. | This is ridiculously long ! It should never have taken this long and it appears as though the Purchasing group doesn 't seem to know what they 're doing ? The 1 month deadline is impossible to meet, with provision of a solid, long-term solution. This will bring