Chapter 12: Procuring Goods and Services 261 What (Web server hosting)
Chapter 12: Procuring Goods and Services 261 What now? Through the whole process of acquiring your application, you have conformed to a system in which you monitored and documented every event related to your system acquisition. Now is the time to review your findings, get together with the software application vendor, and close out the contract. Read on for some insight into what you need to do to conclude your contract. Auditing the goods and services As the project manager, you need to ensure that the software application you purchased performed as agreed upon. If you have some of the vendors employees perform areas of the system testing, you re expected to demonstrate the results of the audits of these testing services. If you have a dispute either you don t agree that the vendor adequately performed the software testing or their application was down longer than agreed upon percentages you need to take the appropriate action. Some typical responses include withholding payment, insisting that the vendor rectify the situation, or (in serious situations that can t be resolved) going to arbitration. But one way or the other you need to audit the products or services that you receive in order to make sure you get what you paid for. It s best to make auditing an ongoing process (hint, hint, build it into the project time- line) instead of waiting until the end of the project to announce that the vendor didn t meet an agreed upon objective. This auditing process may include scheduled meetings with the vendor to discuss outstanding issues, written status reports from the vendor, and acceptance of predefined deliverables at scheduled due dates. Signing off for the procured goods and services There are trigger points for contract payments at defined times or accomplishment targets in the contract. The final trigger is your acceptance of the system as a complete and functioning product. When you and the vendor agree that the goods and services you received are the goods and services you expected, you can sign off that the vendor has met its obligation.
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