Higher Education Round Table: Bringing Procurement Leaders Together.

Yesterday in Bristol, Wyn hosted a Higher Education sector round table, bringing together procurement leaders for an open and thoughtful discussion on software overspend across the sector. The session created space to share different perspectives on topics including frameworks, negotiation tactics, vendor dynamics, and the realities universities face when managing complex software estates.

We were joined by procurement leaders from the University of Brighton, Canterbury Christ Church University, the University of Bristol, the University of Bath, and Bath Spa University, all contributing valuable insight and experience from across the sector.

Are Resellers and Frameworks Truly Protecting Universities?

One of the first themes raised was the role of frameworks and resellers, and whether they deliver the best commercial outcomes for universities.

While frameworks remain essential in certain compliance-driven environments, attendees discussed the importance of institutions assessing their own commercial risk and recognising that a framework route doesn’t guarantee the best value. The conversation highlighted the growing need for deeper transparency in procurement processes, particularly as vendor practices evolve.

Procurement Experiences: The Reality of Firm Negotiation

University procurement leaders also shared their experiences working with Wyn, describing negotiations as fast-paced, highly engaged, and firmly led. They highlighted Wyn’s persistence in holding vendors accountable and pushing for outcomes that deliver real value for universities.

Several noted the importance of being able to bring clear, measurable savings back to finance leaders through tangible invoices and results.

“The most important thing is knowing what you’re getting into.”

Participants also emphasised setting expectations early with internal product owners to ensure the process feels structured and supported from the outset.

Foundations for Successful Negotiation

One of the clearest takeaways from the session was the importance of establishing four fundamentals before entering any major renewal:

• Know the vendor

• Know what you are spending

• Know when the contract expires

• Know who owns the product internally

The group also reinforced that the strongest outcomes come when negotiations begin 6-12 months ahead of renewal, ideally aligned with vendor fiscal year cycles.

Closing Reflections and Procurement’s Wider Mission in Higher Education

As the session closed, the discussion returned to the broader mission behind procurement in Higher Education. With funding pressures increasing across the sector, ensuring universities achieve better value from software spend is about more than cost, it is about protecting resources that can be reinvested into students, teaching, and research.

The round table highlighted that negotiating well is not about being difficult, it is about doing the right thing for the organisation. In a landscape where vendors increasingly bundle, obscure value, and set the terms, a firm and informed approach is essential to protect budgets and maximise impact.

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