wairua » information technology consulting » selecting a software application
This is very simple process model that can help you to simplify selecting a new software application for your business. First of all, we recommend that you break the project down into four distinct phaes, each of which will have a clearly defined milestone or deliverable. Doing this allows you to focus on the critical tasks at hand without losing sight of the bigger implications of the project:
- Specification
- Selection
- Implementation
- Operation
Specification
The level of detail will depend on the criticality of the business function and potential cost of the purchase, however it is important that you consider the following.
Before you go any further it is important that you understand your business processes and that you are able to scope the project boundaries. For example, how flexible could you be in terms of changing your processes to fit the new software and what is set in stone? Having established this baseline, you should then be able to define:
- What you must have
- What would be nice to have
- What can you exclude
- What do you not want
To do this, it is important that input is received from all affected areas of the business (and externally where this is appropriate). Create a project steering group that covers all the stakeholders and ensure that one person has overall responsibility for the project (and the authority to carry it through).
The operational (IT) environment is also important, must the package work in an existing environment (and is this described anywhere, such as an IT Strategy Document), will new hardware be required or are you prepared to be flexible about the environment?
Selection
Once you have defined what you want and the parameters for the project are understood (including the timeframe), it is time to select a supplier. This can be done in a number of ways although perhaps the best is to use a request for proposal (RFP) approach. The RFP document is something you write that summarises the decisions you made in stage 1. This is then sent to suppliers that you either select or you can advertise for interested parties to contact you.
A good RFP provides the structure for the supplier's response, which will define the following:
- Their fit to your requirements (provide a requirements matrix and ask the supplier to rate their product against this)
- Operational environment
- Customisation required
- Conversion and implementation consultancy
- On-going support and maintenance
- Local reference sites and company history
Implementation
Having selected your supplier, it is recommended that you work with them pro-actively to ensure that the project is delivered to your satisfaction. This includes ensuring that all milestones are clearly defined up front and that there is good communication between the two parties.
Operation
Often overlooked but equally critical is the ongoing operation of the product. Make sure that the project includes training for your staff and that your supplier gets to know you and your unique requirements. Ensure that the level of support on offer meets that promised and that it works for you.
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