The North-West University (NWU) took a consultative and agile approach to enhance its software acquisition processes. A dedicated breakaway workshop served as the starting point for this initiative, bringing together stakeholders to address missing or misaligned processes and governance structures.

This workshop aimed to define the problem statement from multiple perspectives, ensuring a comprehensive understanding of software acquisition's current and desired states. The workshop also highlighted potential policy gaps by identifying significant decision points and their contextual relevance. The goal was to develop the first corrective artefacts to streamline processes and improve governance.

Given the cross-domain nature of software acquisition, stakeholders from different perspectives contributed to shaping an inclusive and effective governance framework. The intended outcomes included clear guidelines, well-defined roles and responsibilities, structured governance sub-systems, and streamlined decision-making processes. Specifically, the objectives were to:

· Ensure decision-making aligned with established guidelines, business strategies, university objectives, and the value streams of both the NWU and its business domains.

· Reduce IT-related risks within the NWU’s acceptable tolerance levels while ensuring compliance with laws, regulations and contractual obligations.

· Align the NWU’s software assets with its business objectives to enhance operational efficiency.

· Optimise software asset utilisation through cost-effective measures, including cost recovery strategies.

Andiswa Msi, director for IT academic and office solutions, highlighted the workshop's achievements.

"The workshop was a resounding success, with collaboration at its peak. We tackled key challenges and forged innovative solutions for software acquisition, paving the way for transformative improvements. Next up: streamlined guidelines, campus-wide education, and information sharing—ensuring easy, timely, and fully NWU-compliant processes. I’m proud to be part of this exciting journey!"