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We present the different steps for procurement of a dose management system for a university hospital, starting from the Europe-wide request for proposals, the product presentations by the suppliers and the final decision. For a project of this size, it is advisable to involve external consultants, especially for preparation of the system specifications and the calculation of the total cost of ownership (TCO). Use cases were of special interest in assessing the functionality of the different systems. Following the product presentations some changes were made concerning the system specifications and minimum requirements. Qualified users like medical physics experts, radiologists and technicians as well as users from generic quality management should form the team for evaluation and final product decision.