The software selection process can be complex and time-consuming. If shortcuts are taken or steps in the process are skipped, the risk of selecting a software package that doesn’t live up to the expectations of management and the user community increase significantly. Many CIOs have lost their jobs after a failed implementation.
The vendor engagement process can take an exceptionally long time to execute especially when more than a few vendors are being included in a selection study. Use the new technologies available to accelerate this process and get better results with less effort.
(I-Newswire) - In Alice in Wonderland, Alice gets lost and stops to ask the Cheshire Cat which path to take. The Cat asks “Where are you going?” Alice replies “I do not know.” The Cat answers “Then any path will get you there.” The same logic can be applied to the software selection process, without a clear plan the endeavor can be intimidating, overwhelming and time intensive.
The Selection Process Every aspect of your business operation is affected by the software being used. The disruption caused by the implementation of Enterprise software that fits your business well is significant and it takes a dedicated project team and software vendor to be successful. The cost of a failed implementation is so significant that it can put your business at risk or set you back years towards achieving your business goals. It’s no wonder selecting a computer system can be an intimidating process.
It is imperative that you follow a disciplined plan in conducting your selection project. The process requires a company wide commitment of time and resources; many companies dedicate a single person to managing a project of this importance. Selection projects can be divided into five phases:
1. Project planning and kickoff – define goals and constraints, assemble project team and conduct project kickoff.
2. Document your current situation – Document existing infrastructure, applications, analyze and document business processes.
3. Decide where you are going- identify immediate savings opportunities, conduct brainstorming meeting, prioritize requirements.
4. Software Vendor Identification – identify a long list of candidates using simple determinants, evaluate candidates using prioritized requirements, initiate sales process with vendors, prepare a RFP, solicit and evaluate responses.
5. Software Evaluation – prepare demonstration scripts, conduct and score demonstrations, perform gap analysis, refine pricing, conduct site visits and reference checks, perform pre-implementation planning, negotiate and execute contracts.
Software Vendor Identification Many companies make the mistake of skipping all of the steps needed to build the foundation for their decision and start with this step. DON’T.
By following the methodology outlined you will have first complete the research into your business processes, your project team and company will be deeply involved and you will have a standard to judge the software packages against.
How do you identify and qualify the software packages that you should consider in your selection process? • Internet: Resist the urge to search the web as your first step. If you google “ERP” you will get 133 million pages; trying to be more specific and use “manufacturing erp” and you’ll get “only” 30 million pages. Continuing to refine your search by adding additional qualifiers such as industry still result in information overload. Instead, start by using a software directory.
• Directories: A software directory is a website or publication that specializes in the research and organization of information about various software products. These directories can have a functional focus such as accounting solutions, an industry focus such as wholesale distribution, a broad software focus on all business application software and even the “kitchen sink” approach of hardware, programming tools, application and specialty software.
Start your search by using two primary determinants: • Does the software vendor have expertise in your industry and vertical market ( ex: discrete manufacturing for electronics; wholesale distribution for fasteners or bearings, etc. )? A software vendor without this “domain” expertise may not understand the unique business process requirements of your business or provide the depth of functionality needed to handle those types of transactions.
• Does the size of your company, measured by the number of users and locations, fit into “sweet spot” of the vendor’s customer base? Buying a software package that is designed for smaller companies could mean that the functionality needed to handle the complexities of your business might be missing. Buying a software package designed for larger companies might mean that you will be buying too much complexity ( features you do not need ) and your organization will spend too much time and energy trying to implement.
Many directory sites also conduct their own research into the functionality of the software packages. These “knowledge bases” of features can be prioritized based upon your own requirements. Many generate an analysis that ranks the results so that the packages that are the “best” fit can be identified. The quality of these sites varies so be sure that the site validates the data provided by the vendors.
Once you have a manageable list of software vendors to work with you are ready to proceed with the next phase of your selection project. Software Vendor Engagement Many software selection methodologies recommend writing an RFP and submitting it to your list of software vendors. That used to work but in today’s competitive marketplace, software companies do not have unlimited staffs that allow them to respond to every RFP request they get. These are very expensive to complete, especially the ones that ask for the encyclopedic 90 page response.
Once the “longlist” or “shortlist” software vendors have been identified you will need to engage the vendor’s sales process. Like any good sales organization, software vendors classify leads and devote the most resources to the most qualified prospects. By establishing a budget, creating a project team, and defining a timeframe for making a purchase decision you will be classified as a “qualified” prospect that the software vendors will push to the top of their list.
Call the software vendor or complete an inquiry form on their website. Provide the requested information so that you can move up the “food chain” as quickly as possible. Expect a call from the telemarketing group; it is their job to collect more information about you and the opportunity. They’ll ask about your industry and company size, what software you’re using now and the platform, your position and role in the selection process, your timeframe for making a decision and budget.
The telemarketing group will pass your information onto the salesman. If the target software vendor uses resellers, you may be handed off to a reseller based upon your geographic location and industry. Once you have a contact, schedule a time to meet with the salesman to introduce them to your company and requirements. They will serve as the gatekeeper to other resources that you’ll need to get a response to your RFP, product demonstration, technical questions resolved, etc.
We recommend you use this initial sales contact to qualify the software vendors and eliminate the ones that do not fit your company’s requirements or culture. For most companies, three or four vendors are should be considered for the demonstration and evaluation process. Depending upon the number of companies on your list, you’ll need to allocate at least one to two months for this step in the process.
Accelerating the process One way to accelerate this process is to visit a technology fair or trade show where all of the software vendors on your list are represented. This provides an opportunity to engage the sales process of multiple vendors very efficiently. But not every industry hosts an event like this, not all software vendors may be present and the timing of the trade show may not coincide with this step in your selection process or you may not have the travel budget or time to take advantage of the event.
A new and easier way to accelerate this step of the process is to attend a Virtual Technology Fair. These shows utilize new technology that replicates the experience of the physical trade show online. The benefits of this new format include:
• No logistics to manage: A Virtual Tech Fair incorporates the most successful elements of the live trade show and translates them into the virtual world of the Internet. Attendees can enjoy product demos, event networking, show prizes and educational presentations from industry leaders all at no cost and from the comfort of their own office.
• Interactive, personal access to vendors: Just like a live event, a Virtual Tech Fair will give you the opportunity to access literature, product demonstrations and even engage in live “chats” with the participating exhibitors. Cruise through the Virtual Exhibit Hall throughout the event, or schedule one-on-one interactive sessions during specific exhibit hall hours with the companies whose products and services interest you the most.
• Keynotes by industry leaders: A Virtual Tech Fair will be loaded with education programs delivered by executives from the leading technology companies in the industry. Attendees will have the chance to hear from the experts on how to use technology, architecture and skills that will increase the businesses ability to leverage technology. Plus, interactive online chat functionality will allow the attendees to ask the experts questions live.
• Attendee Networking: A Virtual Tech Fair can provide attendees with a Networking center where attendees can engage in interactive chat or Skype conversations. Using search tools and attendees profile information, attendees can locate others with the targeted characteristics for exchanging information and social networking.
Summary The software selection process can be complex and time-consuming. If shortcuts are taken or steps in the process are skipped, the risk of selecting a software package that doesn’t live up to the expectations of management and the user community increase significantly. Many CIOs have lost their jobs after a failed implementation.
The vendor engagement process can take an exceptionally long time to execute especially when more than a few vendors are being included in a selection study. Use the new technologies available to accelerate this process and get better results with less effort.
Register For The Distribution Virtual Trade Fair: To participate in the September 12 and 13 Distribution Software virtual technology fair and interact with representatives from SAP, Microsoft, Sage, Infor, Intuit Eclipse, IBS, Activant, Epicor and others visit www.virtualtechfair.com to register.
About Jeff Gusdorf Jeff Gusdorf, CPA is a principal of Brown, Smith, Wallace Consulting Group, with a focus on enterprise applications for the Wholesale Distribution market. BSW Consulting publishes research and provides a software directory for the distribution marketplace and provides software selection consulting services to its clients. He can be reached at jgusdorf@bswc.com or 314.983.1208.
About Brown Smith Wallace Consulting Group St. Louis based Brown Smith Wallace Consulting Group, founded in 1976, is an independent, full-service technology consulting firm. For more information visit www.software4distributors.com or call 888.279.2792.
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