Mark’s Role and Influence in a Cross-Functional Procurement Team
AsHead of ITatSquirrel Incorporated, Mark has been asked to join across-functional teamto evaluate and procure a newIT system. This team includes representatives fromprocurement and finance, meaning each member will have a distinct perspective. Given Mark’stechnical expertise, he can play multiple roles in the decision-making process. This essay exploreskey roles Mark could playand how he caninfluence the outcome of decisions.
Roles Mark Could Play in the Team
1. Technical Expert
Since the procurement involves anIT system, Mark’s primary role is to providetechnical expertiseon system requirements, compatibility, and security.
Responsibilities:
Define thetechnical specificationsfor the new system.
Ensure the system iscompatiblewith existing infrastructure.
Evaluate vendors’technical capabilitiesand cybersecurity compliance.
Influence on Outcome:✔Ensuresonly technically viable solutionsare considered.✔Prevents the company from investing inobsolete or incompatibletechnology.
2. Liaison Between IT and Other Departments
Since procurement and finance teams may not have deeptechnical knowledge, Mark can act as atranslator, ensuring IT needs are understood and integrated into procurement decisions.
Responsibilities:
Explaintechnical jargon in business-friendly terms.
Align IT system selection withbusiness objectives.
Address concerns fromfinance (budget)andprocurement (supplier contracts).
Influence on Outcome:✔Ensures the new system meetsbusiness and IT needs.✔Helps non-technical team members makeinformed decisions.
3. Risk Assessor
IT systems carry risks related tocybersecurity, compliance, and implementation challenges. Mark can lead inrisk assessment and mitigation.
Responsibilities:
Identify potentialsecurity vulnerabilities.
Ensure compliance withdata protection laws (e.g., GDPR, CCPA).
Evaluate risks related tosystem downtime and integration failures.
Influence on Outcome:✔Reduces the risk ofcostly data breaches or compliance violations.✔Helps select vendors withstrong security measures.
4. Change Management Facilitator
Implementing a new IT system requiresuser training and adaptation. Mark cananticipate resistance to changeand help ensuresmooth adoption.
Responsibilities:
Assess potentialuser resistanceand develop atraining plan.
Work withHRanddepartment headsto facilitate smooth transition.
Provide input onuser experience (UX) and ease of use.
Influence on Outcome:✔Increases the likelihood ofsuccessful system adoption.✔Reduces productivity losses due topoor training or resistance.
5. Budget and Cost Advisor
Although finance overseesbudget approvals, Mark can helpjustify IT-related expensesand ensure the team gets thebest valuefor the investment.
Responsibilities:
Identifyhidden costs(e.g., licensing fees, maintenance, upgrades).
Compareon-premise vs. cloud-based solutionsfor cost-effectiveness.
Negotiate with vendors forbest pricing and support packages.
Influence on Outcome:✔Ensureslong-term cost savingsby choosing a scalable, efficient system.✔Preventsoverspending on unnecessary features.
How Mark Can Influence Decision-Making
Mark'stechnical knowledge, risk assessment skills, and financial awarenessgive him significant influence over the team’s decisions. Here’s how he can maximize his impact:
Providing Data-Driven Insights
Usecomparative analysisto show which IT system performs best.
Presentcase studies or industry benchmarksto support recommendations.
Building Consensus Among Team Members
Address concerns ofprocurement (vendor selection) and finance (cost control).
Act as aneutral partybalancing IT needs with business constraints.
Advocating for Long-Term Strategy Over Short-Term Cost Savings
Highlightscalability and future-proofingrather than just upfront costs.
Explain thetotal cost of ownership (TCO), including maintenance and upgrades.
Engaging with Vendors and Negotiating Best Terms
Participate in vendor meetings to ensure IT concerns areproperly addressed.
Suggest contractual terms that provideflexibility and service guarantees.
Conclusion
Mark’s role in this cross-functional team iscriticalto ensuring a successful IT system procurement. By acting as atechnical expert, liaison, risk assessor, change manager, and budget advisor, he can ensure thatbusiness needs, security, and cost-effectivenessare balanced. His ability tocommunicate effectively, present data-driven insights, and align stakeholderswill significantly influence the final decision. Through strategic engagement, Mark can help the teamselect the best IT system that supports Squirrel Incorporated’s long-term success.
