Running an ICT project with multiple vendors

A new office or site rollout can involve a cabling contractor, an equipment supplier, an internet provider, a security installer and a software vendor. Each may do good work, yet the project still slips — usually at the handovers between them.

One plan, one owner

Maintain a single schedule that shows every vendor’s tasks and the dependencies between them: cabling before access points, power before racks, internet before cloud services. Someone must own that plan and the overall outcome.

Make responsibilities explicit

Use a simple responsibility matrix that states who does, approves and is informed about each task. Pay particular attention to interfaces — who configures the switch port the camera plugs into, and who tests it?

Confirm site readiness

Before each vendor arrives, check the conditions they need: finished ceilings, power at the rack, access to the building, equipment delivered. Idle crews and repeat visits are a common hidden cost.

Control changes

Record every change to scope, with its effect on cost and schedule, before work proceeds. Informal changes are the main source of end-of-project disputes.

Accept in stages

1. Test each component when it is installed — cable test reports, device configuration.
2. Test the integrated system end to end.
3. Hand over documentation, credentials and warranties before final payment.

If you would rather have one accountable team coordinate the whole rollout, see our ICT project management services.