{"id":8588,"date":"2025-07-29T08:09:29","date_gmt":"2025-07-29T08:09:29","guid":{"rendered":"https:\/\/nilex.se\/uncategorized\/sa-valjer-du-ratt-systemleverantor-en-praktisk-guide-for-upphandlare\/"},"modified":"2026-02-03T15:23:45","modified_gmt":"2026-02-03T15:23:45","slug":"guide-procurement-of-system-suppliers","status":"publish","type":"post","link":"https:\/\/nilex.se\/en\/blog-en\/guide-procurement-of-system-suppliers\/","title":{"rendered":"How to choose the right system supplier \u2013 A practical guide for purchasers"},"content":{"rendered":"\n

<\/p>\n\n

When a public sector organisation or large company is faced with choosing a new case management system, it is not uncommon for the procurement process to feel both complex and time-consuming. Technical requirements, functional needs and legal guidelines must be combined in a document that is both clear to suppliers and secure for the organisation.<\/p>\n\n

In this guide, we go through what you should consider when procuring a case management system \u2013 and what you should demand from the supplier to ensure a long-term and sustainable solution.<\/p>\n\n

<\/div>\n\n

What does a digital management system do \u2013 and how does it support the organisation?<\/strong><\/h2>\n\n

A case management system<\/a> is a digital solution that makes it possible to track, manage and document various types of cases \u2013 everything from support requests to internal deviations. The system creates structure in daily work and gives both employees and management insight into status, division of responsibilities and history.<\/p>\n\n

For many organisations, this is the hub of internal communication and business development. A modern case management system such as the one offered by Nilex can also include features such as deviation management systems, e-signing and integrated management systems \u2013 providing a comprehensive solution rather than just a simple case log.<\/p>\n\n

<\/div>\n\n

Step-by-step: How to prepare your procurement<\/h3>\n\n

Procuring an IT system is a strategic decision. Therefore, the process should be firmly rooted in the organisation’s goals, requirements and future plans.<\/p>\n\n

<\/div>\n\n

1. Map needs and workflows<\/strong><\/p>\n\n

Before you begin, you should understand what types of cases you handle today \u2013 and what types you want to be able to handle in the future. Example:<\/p>\n\n

    \n
  • Support cases<\/li>\n\n\n\n
  • Internal deviations<\/li>\n\n\n\n
  • HR matters<\/li>\n\n\n\n
  • IT fault reports<\/li>\n\n\n\n
  • External customer enquiries<\/li>\n<\/ul>\n\n

    It is also important to involve the user groups who will be working with the system on a daily basis. What is missing today? What features would simplify their everyday lives?<\/p>\n\n

    <\/div>\n\n

    2. Set functional and technical requirements<\/strong><\/p>\n\n

    Once the needs are clear, it is time to translate them into requirements. Here are some examples of requirements you can include in your procurement:<\/p>\n\n

      \n
    • Ability to create your own forms and flows<\/li>\n\n\n\n
    • Support for automatic reminders and SLA follow-up<\/li>\n\n\n\n
    • Integration with existing systems (e.g. intranet or AD)<\/li>\n\n\n\n
    • Role and authorisation management<\/li>\n\n\n\n
    • Scalability for multiple departments or municipalities<\/li>\n<\/ul>\n\n

      If security is a high priority (which it often is), you should also include requirements such as data storage within the EU, SSO and possible e-signing.<\/p>\n\n

      <\/div>\n\n

      3. Evaluate the supplier’s expertise and support<\/strong><\/p>\n\n

      It is not enough to just look at features. A reliable supplier also offers:<\/p>\n\n

        \n
      • Solid experience of similar implementations<\/li>\n\n\n\n
      • Simple user interface requiring minimal training<\/li>\n\n\n\n
      • Customer references in the public sector or similar industry<\/li>\n\n\n\n
      • Accessible and competent support<\/li>\n\n\n\n
      • Clear onboarding and documentation<\/li>\n<\/ul>\n\n

        In this case, it may be wise to request a demo or test environment, where different users can evaluate the system in practice.<\/p>\n\n

        <\/div>\n\n

        Specific forms of procurement to be aware of<\/h4>\n\n

        In the public sector, procurement is usually carried out in accordance with the Public Procurement Act (LOU). There are various procedures:<\/p>\n\n

          \n
        • Simplified procedure \u2013 for procurements between SEK 700,000 and approximately SEK 2.3 million<\/li>\n\n\n\n
        • Open procedure \u2013 for larger procurements, where all suppliers are allowed to submit tenders<\/li>\n\n\n\n
        • Negotiated procedure \u2013 for more complex solutions, where requirements and solutions can be developed together with the supplier<\/li>\n<\/ul>\n\n

          Regardless of which procedure you choose, it is crucial that the requirements specification is well thought out and clear. A system such as Nilex can then show exactly how their solution meets your requirements.<\/p>\n\n

          <\/div>\n\n

          Why choose Nilex for your procurement?<\/h3>\n\n

          At Nilex, we are an established provider of flexible and user-friendly case management systems for both the public and private sectors. The platform is designed to be tailored to different needs \u2013 whether it’s deviation management, customer support or internal improvement processes.<\/p>\n\n

          Some compelling reasons to choose Nilex:<\/p>\n\n

            \n
          • Customisable<\/strong>: Build your own case types, flows and forms<\/li>\n\n\n\n
          • Scalable<\/strong>: Suitable for municipalities and international companies alike<\/li>\n\n\n\n
          • Integrated<\/strong>: Support for e-signing, document management and connection to management systems<\/li>\n\n\n\n
          • Secure<\/strong>: Hosting in Sweden and compliant with GDPR and security requirements<\/li>\n<\/ul>\n\n

            In addition, we offer dedicated onboarding and ongoing support \u2013 something that is often underestimated but crucial to a successful implementation.<\/p>\n\n

            <\/div>\n\n

            Summary: How to succeed in procurement<\/h3>\n\n

            Successful procurement is as much about understanding your business as it is about understanding technology.<\/p>\n\n

            When procuring a case management system, don’t just focus on current needs \u2013 consider the type of workflows and collaboration you want to enable in three or five years’ time. Choose a supplier who can be with you every step of the way \u2013 from initial implementation to further development and management.<\/p>\n\n

            Would you like to know more about how Nilex can help you take the next step? Read more about our solutions for case management, deviation management systems, e-signing and management systems \u2013 or contact us for a personal demo.<\/p>\n\n

            <\/p>\n","protected":false},"excerpt":{"rendered":"

            When a public sector organisation or large company is faced with choosing a new case management system, it is not uncommon for the procurement process to feel both complex and time-consuming. Technical requirements, functional needs and legal guidelines must be combined in a document that is both clear to suppliers and secure for the organisation. 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