Software Evaluation Services
- Written by Dwight Mitchell
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In this changing world of software solutions evaluating or auditing an integrated business system is not easy. You watch software demonstration after demonstration. After a while all of the features and functions start to seem the same in your mind. You wonder how you will ever make the right decision. What should the criteria be? How should you weight the software? If your company is looking to purchase an integrated system solution, a complimentary package, or audit an existing system, we have a structured approach to make the job faster and easier for you. With the help of one of our system experts we will help your company accomplish the following:
| 1. | Define Project Objectives - We work with you to help you define your business objectives for the project, identify potential benefit areas, develop an initial issues list, identify your project team, and lay out an initial project plan. This gives your team a clear answer to the question, "Why are we doing this project?" |
| 2. | Develop System Requirements - We do this by first asking you business and environmental questions which define the basic structure and characteristics of your company. Based on your answers, we then create a detailed master list of requirements. Each requirement is then ranked according to importance and relevance within your organization. We try to make everyone feel like they are part of a team. This way they will take ownership of the project because they each have a stake in seeing the project succeed. We also help you to identify those top requirements that can serve as "key issues" to "weed out" unqualified vendors. Instead of focusing on every single requirement during the first cut, these key issues allow you to focus on the "show-stoppers." This lessens the chance that an unqualified vendor will get a foot in the door. |
| 3. | Qualify Vendors or Approach - Next we look for software packages that meet your needs. You can have the assurance that you will not fail to consider a qualified package just because you haven't heard of it. We use the "key issues" that you defined earlier in the process to identify the 3 to 6 most qualified vendors based upon their capabilities. Using a data base we can search for basic information on a large number of software packages. With our extensive search skills, you can be certain that the 3 to 6 software packages that make it to your short list are all qualified to meet your functional requirements. |
| 4. | Develop the Request for Proposal - The Request for Proposal (RFP) allows you to evaluate and score each vendor's package. You can simply walk each vendor through your preliminary scoring to verify their capabilities. The vendor then answers the RFP and demonstrates the software packages ability to meet your organizations requirements. The RFP should be included as an attachment to the final contract for the selected vendor. |
| 5. | Verify Software Capabilities through Demonstrations - Now is your chance for you to see if the software package lives up to the vendors sales pitch. Not what he says it can do, but what you see it do. During each demo, you verify and clarify the vendor's responses to your RFP. Make sure the vendor uses examples from your organization. Here is your chance to really determine how each package meets your critical requirements. |
| 6. | Compare Vendors - At this point, you will have gathered all the raw data about each package that you need to make your decision. Using our cross system matrix you can score each vendor package function by function, module by module. Now you can isolate the strengths and weaknesses of each package. You can also compare the "look and feel," "user friendliness," vendor technical direction, and your comfort level with the vendor's post-sales support personnel. You should also check each vendor's references, and how long they have been in the market place. Now the choice is yours. You are now equipped to make a logical decision. |
| 7. | System Audit Deliverable – Determined and prepare written system status. Recommend improvements if required to the hardware, software and network required to support the organization efficiently. |
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