Software Procurement

Aligning Current Assets with Future Needs

To approach software procurement strategically, it’s best to first develop a clear picture of your school’s current digital landscape.

This process goes beyond just identifying future needs; it provides an invaluable opportunity to review and evaluate the effectiveness of all the digital tools you currently use.

A collaborative audit can help you better understand and maximize the value of what’s already supporting your teachers and students.

Key Considerations

Consideration 1: Digital Audit/Strategic Alignment

Before spending a penny on new licenses, you must create a "map" of your current position. See this page in Auditing for more information.

Consideration 2: Repurpose and Upskilling

Implementation isn't just for new tools; it's for getting more value out of what you already own.

Repurpose instead of Replace - For example - Before buying a new "inclusion" tool, train staff on the built-in accessibility features (like screen readers or dictation) already available in your current ecosystem.

Consideration 3: Deciding what you require

Moving from a tool request to a problem requirement

Deciding on your software requirements is a move away from "shopping for features" and toward defining pedagogical solutions.

The process should begin with a gap analysis: comparing the results of your existing software audit against your current School Improvement Plan to identify exactly where technology can bridge the divide between your current state and your educational goals.

Instead of seeking a general tool, leaders could draft a specific "Problem Statement"—for example, shifting from a generic request for a "writing tool" to a requirement for "a platform that supports real-time collaborative editing and scaffolded peer-feedback for Key Stage 2."

This specification must include non-negotiable standards for data security (GDPR), accessibility (WCAG compliance), and technical interoperability to ensure any new tool integrates seamlessly with your existing MIS or cloud ecosystem. By defining these requirements through the lens of student agency and teacher workload, you ensure that procurement is driven by the needs of the learner rather than the marketing promises of the provider.

EdTech Procurement Checklist for Multi-Academy Trusts & Schools.pdf

Procurement Checklist

This sample procurement checklist from the Leo Academy Trust will help you think about which questions to ask when procuring EdTech solutions at your setting.

Click to access the checklist

Consideration 4: Contract agility

While 3-year licenses often provide a significant price lock-in against inflation, they can also create "technological debt" if the software does not evolve at the same pace as your students' needs.

Maintain an active Contract Register to track notice periods. Forgetting to cancel an underperforming 1-year license can inadvertently turn it into a multi-year commitment through automatic rollovers.

Use qualitative data (teacher/student feedback) and quantitative data (usage analytics) to justify every renewal. If a tool isn't being used, a 1-year term allows you to pivot your budget to a more effective "PedTech" solution.

Centralising procurement across a trust can often secure better rates for 1-year terms than an individual school could get for 3 years, allowing you to keep both the savings and the flexibility.

Key Questions

If we sign this 3-year deal, what is our "exit strategy" if a better, AI-powered alternative emerges in 12 months?
Are we choosing a 3-year term because the software is essential to our long-term vision, or simply to save a small percentage on the initial fee?
How often are we auditing "shelf-ware"—software we pay for but which sits unused because the pedagogical focus has shifted?
If you were starting your school from scratch today, with no legacy contracts or habits, how many of your current software subscriptions would you actually choose to buy again?

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