Vendor Management task force

1. Background

Topics around Vendor Management rank high on the priorities of Beltug members.

This includes issues related to cloud and software contracts, dependency on cloud providers, and hybrid IT environments. The importance of exchanging knowledge and combining power, led to the launch of this Beltug Vendor management task force in 2019.

This expert group of members discusses topics including:

  • Software contracts
  • Cloud: different models of licence metrics
  • Exit strategies
  • Vendor management and third-party risk management
  • Licensing policies and common issues of major software suppliers
  • Getting control over hybrid IT environments
  • Vendor lock-in

2. Scope and mission

The task force provides a platform for experts to exchange experiences and best practices. Beltug uses the findings and suggestions of the task force to inform its members, and to develop new tools, papers and activities, if and when relevant.

The high-level, multidisciplinary Vendor management task force meets, discusses and makes suggestions and recommendations to Beltug regarding issues, activities and lobbying efforts that can be undertaken in the area of Software Asset Management and vendor management. Topics can extend beyond the national borders of Belgium.

Conclusions, best practices and insights may be communicated to the other members via the usual Beltug activities. Organisation of events is not in the scope of this initiative, as that is already part of the regular Beltug activities.

The set-up of the task force is flexible, informal, consensual and determined together with the members of the task force. Beltug facilitates the task force. If needed, Beltug cuts the knot on decisions to be taken, always with a view on the interests of the Beltug community and the constructive functioning of the task force.

3. Members: who can apply?

Interested Beltug members can apply at info@beltug.be.

Typically, the members of the Vendor management task force will be practitioners in matters of Software Asset Management and vendor management. They must be Beltug members, from the user side, and participation in task forces is included in their membership (note: a Corporate Basic membership allows your organisation to participate in 1 task force, with a Corporate Premium membership, your company can have delegates in as many task forces as you want). They are knowledgeable people with a high willingness to share their expertise.

As the themes covered reach into many parts of the organisation, members may come from a potentially extended range of areas: legal, contract management, procurement, software asset managers, vendor relations, CIOs and IT managers, software licensing, etc.

For certain profiles, such as lawyers or in-house consultants, Beltug will review the application on a case-by-case basis.

The Vendor management task force may not be used in any way for commercial purposes.

4. Participation

Participation in the Vendor management task force by its members is a key component of its success. The task force convenes regularly, with the frequency of meetings determined collaboratively by its members. Active involvement is expected from all members, who are encouraged to share their experiences, propose relevant topics, make presentations, and attend gatherings consistently.

Meetings are conducted through both online and in-person formats, providing flexibility for participants. Building trust among members is paramount to facilitate open information sharing, and regular attendance plays a vital role in establishing and strengthening these personal connections.

From time to time, the task force may extend invitations to non-member experts or individuals with specialised experience in specific topics, in order to contribute to the discussions and enrich the collective expertise of the group. This collaborative approach ensures that diverse perspectives are brought to the table for comprehensive insights and solutions.

5. Confidentiality

Meetings will follow the Chatham House Rule: participants are free to use the information received, but neither the identity nor the affiliation of the speaker(s), nor that of any other participant, may be revealed. However, the conclusions of the Vendor management task force’s conversations can be used to share knowledge and best practices with the Beltug community.

6. Potential conflicts of interest

In the Vendor management task force, maintaining ethical conduct and transparency is paramount. If a potential conflict of interest arises during discussions, the concerned member will proactively inform the task force. Subsequently, the member will not be involved in determining Beltug’s position on that particular issue.

This proactive disclosure ensures open communication and helps identify any situations where personal or professional interests may influence decision-making. By excluding the involved member from the decision-making process for the specific issue, the task force preserves objectivity and impartiality in its recommendations.

Through this approach, the task force reinforces its commitment to the highest ethical standards and fosters an atmosphere of trust and collaboration. It ensures that Beltug’s positions are based on collective expertise and are in the best interests of the broader community. Transparency in addressing potential conflicts of interest enhances the credibility of the task force’s contributions and strengthens its impact on vendor management-related initiatives.