From the Detailed Needs Analysis in the previous step, draw up a summary specification that outlines the requirements in order to meet the needs and requirements as outlined in the detailed analysis.
Request for Proposal (RFP)
An RFP with the above specification attached is a good
tool to communicate needs based on the above specification. Ask vendors to answer
questions related to cost, technology, customer base, developer and implementer qualifications,
and similar customers. Have the vendors respond to each requirement with a number
such as "7" in current release and quoted in estimate, "6" in current release, "5"
available in 6 months, "4" minor modification or workaround, "3" third party, "2"
available in a year, "1" major modification or workaround, "0" not available. By
extending the priority of each requirement times the vendor response, and then summing
the results, you get a score that will give you an indication of closeness of fit
for each vendor.
Attend demonstrations
The vendors should now know your Critical Success Factors and
key requirements, and should be given an agenda so that time is allocated properly.
You should attend demonstrations of no more that 2-
Know the Total Cost of Ownership (TCO)
You need to understand all the costs including
license fees, implementation, support, hardware, networks and communications before
making a decision. There should be no surprises later. Click here for more about
TCO.
Prove that the system will work for you
Prepare a test agenda that contains sample
transactions that should be processed through the entire system. The tests is a day
in the life at your company will contain the most important business processes with
sample documents and reports. This is a time consuming task for all and could involve
staff familiar with the current processes. Employee and management buy-
Document non-
You need to work with
the system to understand the many options. You may think that a customisation is
required until you better understand the various workarounds. Everyone needs to understand
the functions of the new system and how they will work. If specifications need to
be altered, this is the time to do it. If there are functions that cannot be met
with standard product, an agreement needs to be reached that it will require development
or that the shortfall is not critical to the business process.
This whole process could take a few days and the decision should be made at this point to continue with the vendor or look at a different product or solution. This is the point of no return before you make your largest investment of the project.
Go to Item : Methodology -
This is a bit like a laboratory test to prove the experiment works and produces the correct results.
