Introduction - Requirements Definition Tool
This tool is meant to assist managers in defining the operational needs – by answering or considering the questions outlined in this tool during the analysis and planning phase before entering into a procurement process, managers will have the critical information that will feed and facilitate the eventual procurement. The critical focus of this tool is to help managers define "what" they need to support program delivery versus "how" they are going to obtain that need.
The purchases that are covered by this tool are goods and services that are not centrally managed but rather identified, defined and delivered to program managers across the department. For services in particular the checklist addresses both standard services like translation and temporary help, to specialized services like management and IT consultants. The checklist will also aid with defining the requirements associated with the purchase of all goods that are not centrally managed. All but the simplest of requirements should be run through this checklist tool, the more complex a requirement, the greater level of effort it will take to answer the questions outlined throughout. This work will hopefully pay off by obtaining the exact goods and services required to address the department’s business need and it will facilitate the procurement process with the analysis and definition work completed in advance.
Important: If your procurement is linked to a project, please ensure that the critical information, timeframes, dependencies and constraints are considered so the purchase remains aligned to the project. In order to facilitate this coordination, make sure that you consider the additional questions for project-based procurement located throughout the checklist.