Software Services (continued)
Approach:
The very first step is to ensure that management is absolutely committed to the process. If the top management supports it, but are not willing to actively drive it, one foot is already in the grave. If they only tolerate the idea, give up until they are committed. The worst thing you can do is buy expensive software, then try to implement it in your spare time or on the cheap.
Next, you need to:
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Establish a rough-cut budget (and keep it updated as you learn more through the process)
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Analyze and document your requirements in a Request for Proposal (RFP)
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Scan vendors against your high level requirements, throwing out any that are not close enough to continue the process
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Request proposals from vendors with the promise of fitting your requirements
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Thoroughly review the proposals and create a short list of packages that you would like to evaluate in great detail.
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Demonstrate and discuss the software with the vendor's representatives, preferably face-to-face at your facility.
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Talk to users of the software, both happy and not-so-happy customers to get their opinion of the software of AND the vendors' implementation and service support operation.
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Negotiate a purchase, training, and maintenance deal.
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Implement the software, keeping your requirements and integration needs in the forefront.
Budget Elements:
Your budget for new entreprise level software includes, of course, much more than the purchase price of the software. Below are some of the elements that you need to consider in determining whether new software is in your future:
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Software license and annual maintenance fees.
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Consulting services from your selection agent and your implementation project manager - whether that person is an outside consultant or a part of your staff. It requires full-time attention regardless of the source.
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The cost of your personnel's time (executive and staff) during the analysis, evaluation, and implementation
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Cost of preparing a Request for Proposal, sending and evaluating those proposals
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Vendor expenses to demonstrate their software at your facility. Most will try to get by with a phone consultation, but it is always better to bring them in for the demonstration. Your staff will get a better look at the software, be more likely to ask questions, and get to know the people you may be teaming with over the life of the software.
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Attorney fees to evaluate license and maintenance contracts.
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Software modification/integration fees. The package may fit like a glove, but almost all companies have peripheral systems that need to share or provide data.
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Custom reporting.
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New computing/network hardware or software to support the new system
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Data conversion
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Training
Summary:
Purchasing software that will serve your company for many years to come is no trivial task. Given today's demands for quick, accurate information, it may very well be one of the most important tasks that you undertake. The internet and trade magazines are full of horror stories of companies spending millions of dollars on the wrong package, only to throw it out and spend millions more in a few years to do it all over again.
The key is a structured, proven approach, followed with discipline and with the unwavering support of management at all levels of the organization. Most companies cannot do that all by themselves. That is where BEST comes in. We have been there, and we can help you through that proven process. We can provide experienced consultants to help you with any or all phases of your software implementation, from justification, to selection, to implementation, to ongoing training/operations, or any step along the way. We will always act as your agent, helping you to do whatever it is that you do better.