The process of researching software products and service providers can be overwhelming, often leading to projects being delayed until a crisis forces an organization to make critical business decisions. This inaction can be costly, both in terms of employee morale and financial resources. Companies often use the cost of the proposed project as a deterrent to decision making. However, before deciding that you can't afford to invest, consider whether you can afford not to.
Successful companies have standardized processes in place to prevent wasting limited human resources on procedural inefficiencies. The best companies have even standardized their decision-making processes. For these companies, a good decision is simply the logical conclusion of a well-executed plan. Good planning consists of several key elements:
Without appropriate documentation, there is no standardization. Decide who in the organization will be involved in the selection process and at what level. Then identify an individual to be responsible for facilitating the needs assessment and ultimately deciding which products to consider. Decide who will research and present the solutions and the pros and cons of each to the group. Your final documentation should also include information regarding the process by which a final decision will be made and the deadline for making that decision.
Due diligence begins with a detailed understanding of your needs. Regardless of what type of product you're researching, you'll need to identify the critical element that drives the business need. For example, if you're looking for accounting software and inventory management is key, you have narrowed your search down to products with inventory management capabilities.
The next step in your process should be a comprehensive needs analysis of the already identified critical elements and the need as a whole. Determine what features are non-negotiable. These are your deal breakers--the things you can't live without. Then develop a wish list based on your organization's fantasy of the perfect solution. The items on this list are things you would like to have but could live without if all your other needs are met.
You'll also need to set a budget. Your budget should include the software costs, additional hardware, changes in operating systems, and product implementation and training. There are also long-term costs to consider when evaluating products. These may include the cost of ongoing maintenance contracts, support contracts, and additional training due to product modifications or staff turnover.
Don't be alarmed if at some point the vendor asks you what your budget is for the project. If you are working with a reputable firm, they are using this question as a means of establishing whether or not they can offer you a viable solution within your price range. Good consultants will refer you in another direction if they are unable to meet your needs.
A successful implementation is dependent on a realistic timeline. After having established your timeline, determine whether or not you have the capacity to meet your timeline and then determine whether or not the consulting firm has the capacity to meet your timeline.
Good clients are working proactively so that they can enjoy the luxury of making good decisions. Good consultants are managing client expectations so that projects are managed and completed according to a mutually agreed upon and well communicated schedule.
Your decisions go beyond that of product selection. It is equally important to research the vendor. Have a list of questions you ask each vendor. Start with the following list of questions.
Successful software implementation can only happen if both you and the consultants are equally committed to the project. When you have identified two or three plausible software solutions, your final decision will be made based on which consulting firm you feel can best help you achieve your goals. Pay attention to details, and ask a series of questions of each firm.
Remember, if it sounds too good to be true, it probably is and when people tell you who they are, listen.
