# Recruitment Technology Procurement: practice workbook
Talent Engineering Academy | An education initiative by Vitae
Edition 2026.09 | Updated 2026-09-24
Course: https://talentengineering.org/courses/technology-procurement

Turn a real operating need into requirements, evidence-led trials and a credible supplier decision.

## Your deliverable
A requirements matrix, trial scorecard and total-cost comparison.

Use fictional information. Keep your completed work in your own secure notes. Exercises and capstone work are self-directed, not independently assessed.

## 1. Problem, baseline and alternatives

Your notes:



## 2. Must-have requirements and evidence

Your notes:



## 3. Data, security and integration questions

Your notes:



## 4. Representative trial scenarios

Your notes:



## 5. Total cost and exit plan

Your notes:



## 6. Decision, conditions and review

Your notes:



## Lesson exercises

### 1. Define the problem and non-software alternatives

Write a problem brief with three alternatives, including one without new software.

Your response:


Worked example: A team wants an AI scheduler, but the baseline shows most delay comes from managers not reserving interview time. The procurement exercise first tests a working agreement and calendar policy.

Self-review guidance: Each option should address the observed cause. Define a measurable outcome and the evidence needed to justify purchase. Avoid writing requirements as a list of a favourite supplier’s features.

### 2. Translate needs into verifiable requirements

Create eight requirements with priority and verification method.

Your response:


Worked example: Instead of supports integrations, the requirement states that a candidate withdrawal must cancel queued outreach and preserve the restriction after record merge. The trial tests that exact behaviour.

Self-review guidance: At least three should cover failure, exit or handling constraints. Mark unsupported claims as unverified and distinguish a future roadmap item from an available feature.

### 3. Run a representative trial and cost model

Build a one-year cost table for two fictional suppliers and a no-purchase option.

Your response:


Worked example: A cheap tool requires substantial manual cleanup and lacks usable export. A higher licence price may still have a lower total operating cost, but the comparison states assumptions rather than inventing savings.

Self-review guidance: Show licence, implementation, labour and exit assumptions. Use ranges for uncertain costs. Include trial evidence and do not let a weighted total hide a failed mandatory control.

### 4. Contract, roll out and plan exit

Write a rollout and renewal plan with five acceptance conditions and an exit test.

Your response:


Worked example: A supplier changes usage pricing and removes an export field. The owner uses the review and exit plan to assess impact before renewal rather than discovering the dependency during a rushed migration.

Self-review guidance: Name operational owners and the evidence required at each review. Include data return, access removal and continuity during transition. Procurement ends with a maintained service, not merely a signed order.

## Portfolio review
Check that your work is internally consistent, distinguishes facts from assumptions, names decision owners and explains its limitations. Revise gaps before using the method in real work.

## Further reading
- [GOV.UK: Responsible AI in recruitment](https://www.gov.uk/government/publications/responsible-ai-in-recruitment-guide/responsible-ai-in-recruitment): UK guidance on procuring and deploying recruitment AI.
- [NIST: AI Risk Management Framework](https://www.nist.gov/itl/ai-risk-management-framework): Voluntary framework for organising AI risks and controls.

Original educational scenarios. References provide further reading and do not imply endorsement. Check current official rules and appropriate professional advice for real legal, financial or regulated decisions.