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When to Use
1
SaaS contracts are on the rise, and all too often, they are entered into without sufficient planning or
consideration of resultant impacts that increase both costs and risks. Stakeholders often have
authority to sign SaaS agreements, but may not have the time to properly evaluate providers or to
review and negotiate their contracts. This problem is also exacerbated when some SaaS providers
present their agreements as "take it or leave it" or nonnegotiable. IT procurement professionals
must help stakeholders understand the true risks and ramifications of SaaS models and contracts
to protect the enterprise from unforeseen negative consequences.
Cloud models challenge IT procurement professionals to seek new and workable IT procurement
governance models to ensure that the purchase of IT products and services outside of their purview
is still cost-effective and reduces risk. Working through a checklist collaboratively to arm the
enterprise against risk can be a step in the right direction, which this Toolkit provides for use during
the requirements-gathering phase of the SaaS sourcing initiative.
Educate and Collaborate With Stakeholders
While delegations of authority may be fixed from a signatory perspective, stakeholders can still be
educated about the risks of SaaS applications upfront, before agreements are signed. IT
procurement professionals can provide a valued service in gathering requirements and criteria for
SaaS RFPs and contracts, which saves stakeholders time, while protecting the enterprise against
undue costs and risks. Using the checklist to identify areas of critical concern will help stakeholders
focus on what's most important and to more rapidly isolate those items.
This template also addresses key areas to consider in terms of methods by which SaaS
engagements might help organizations reach IT and enterprise-level goals and objectives. Planning
ahead ensures that key performance metrics are included in the RFP, as well as in the final contract,
to track and manage the right service levels.
Use this Toolkit prior to issuance of an RFP for SaaS applications. It is a tool for the IT procurement
professional, but also for the various teams that may be affected by SaaS engagements. Security
and risk personnel, as well as legal and vendor performance management groups, should all be
considered as valuable collaborators to work through the topics addressed within the template. Add
your own areas of concern, and continue to expand the topics in the checklist as you experience
lessons learned with SaaS providers.
Where applicable, we have provided insight with regard to whether certain terms may be negotiable
with suppliers (for more information on these terms, see "Toolkit: SaaS Contract Negotiation").
While there are few standards developing in SaaS agreements, there are observable trends, and we
have shared these where known.
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Downloadable Attachments
249347_saas_rfp_cklist.xlsx
Use this Toolkit as a general guideline regarding what requirements to gather from stakeholders and
what criteria to consider before releasing an RFP for SaaS applications, and negotiating the
resulting contracts. Consider these key areas to review and plan for sections of the RFP and
contract to minimize cost and risk.
Recommended Reading
Some documents may not be available as part of your current Gartner subscription.
"Ten Ways to Avoid SaaS Delivery Problems and Protect Your Organization"
"Toolkit: SaaS Contract Negotiation"
"Cloud Contracts Need Security Service Levels to Better Manage Risk"
"Toolkit: SaaS Security Decision Framework"
"Speed Up Cloud Service Selection Using a Deal 'Sweet-Spot' Analysis"
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"The Four Key Risks of Developing and Executing a Cloud Sourcing Strategy"
Evidence
1
Over a 24-month period ending May 2013, Gartner's sourcing, procurement and IT asset
management team took 3,147 inquiries from clients related to cloud sourcing.
2
Gartner surveyed 81 IT procurement and asset management professionals in 4Q12 who were
attending Gartner's IT financial, procurement and asset management summits in Orlando, Florida,
and in London. In this survey, we asked, ''During fiscal-year 2012, how involved have you been in
negotiating your organization's cloud contracts?'' The majority 58% said they had hardly been
involved, with 19% suggesting light involvement, and only 15% stating they were heavily involved.
3
In producing this analysis, Gartner has reviewed more than 150 different SaaS provider master
service agreements.
Disclaimer
Unless otherwise marked for external use, the items in this Gartner Toolkit are for
internal noncommercial use by the licensed Gartner client. The materials contained in
this Toolkit may not be repackaged or resold. Gartner makes no representations or
warranties as to the suitability of this Toolkit for any particular purpose, and disclaims
all liabilities for any damages, whether direct, consequential, incidental or special,
arising out of the use of or inability to use this material or the information provided
herein.
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