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Government Procurement Software: Best Practices for Implementing an eProcurement Solution

Sarah Fixel, Solutions Director, State and Local Government
November 9, 2023

Government agencies recognize the need to modernize government procurement software to:

  • Provide transparency across the organization.

  • Automate processes to increase speed and reduce manual effort.

  • Allow for easy updates and customization as workflows change over time. 

But it takes more than just great technology to develop and implement a successful eProcurement system. Let’s explore some best practices for implementing an eProcurement solution that truly meets your needs.

Involve all end users.

When it comes to adopting new government procurement software, it’s crucial to involve end users right from the beginning. And be sure to involve end users from all the disciplines that will be impacted by the software, such as contracting and finance. 

By including all end users in the decision-making process, you ensure that the chosen solution works for everyone. Their input helps in creating a system that takes into account the specific needs and workflows of each department. This not only improves efficiency but also minimizes resistance to change.

Make sure every user's voice is being heard. It will give them a sense of ownership and makes them feel invested in the new solution. They are more likely to embrace the technology and become advocates for it, making the transition smoother and more successful.

Remember, procurement is a collaborative process that spans various departments, so it's essential to have a solution that can accommodate all stakeholders.

[ For more advice on implementing a successful government procurement solution, get the eBook, where experts weigh in on the future of procurement. ]

Adopt an agile, phased approach.

Implementing government procurement software is not just about technology; it's also about changing the way your organization works. An agile, phased approach eases the transition and helps you manage change more effectively. 

There is no need to replace your systems all at once. Using a low-code solution lets you replace one part of your workflow at a time and integrate it with your existing system.

Change is always met with some resistance. Be sure to provide value at each phase to keep your end users excited and engaged. When they see tangible benefits early on, they're more likely to embrace the change. 

And don’t just hand the requirements over to IT and expect them to develop the solution you need. Instead, work together with IT to build the solution. That’s another benefit of a low-code platform vs. traditional coding: It enables better collaboration between IT and business users. With so much nuance in government procurement—for example, in terms of regulation, policy, and budget cycle—acquisition solution development requires a multi-disciplinary, collaborative approach. 

Involve end users in user acceptance testing to ensure that the system aligns with their requirements. Their feedback is invaluable in making necessary tweaks before full deployment. Iterating often allows you to identify and address issues early on and make necessary adjustments.

[ Learn more about the benefits of low-code application design in government software development. ]

Identify areas for improvement.

Making ongoing improvements is critical to the long-term success of your eProcurement system. Even after the initial go-live phase, your work isn't done. It's essential to actively seek out areas for improvement based on user feedback and stay aware of changing requirements. 

The beauty of low-code software lies in its flexibility and ease of modification. With such a system in place, you can swiftly and efficiently implement changes, updates, and enhancements. This adaptability enables a continuous evolution of the eProcurement solution, ensuring that it remains aligned with the ever-evolving landscape of technology and the dynamic needs of your organization. In this way, your government procurement process remains agile and efficient, ready to tackle the challenges of the future.

Learn more about low-code eProcurement software designed for the unique process and compliance needs of state and local governments.