From time to time we publish articles focused on processes to evaluate and select enterprise software providers. The following text compiles the task at some points to help you maximize the return on investment (ROI) in systems adopting initiatives.
We remember always that the main purpose of an assessment and / or selection is to identify the solution that best fits your organization’s needs. By definition, this is what will bring big gains. You must also always consider the risks inherent in different phases of the project.
The opportunity to install a new (large) enterprise software does not come so often. When it appears, it can be a chance to bring significant improvements to the organization. In this way, what’s your method for finding an aligned tool to your demands? This article has the light claim to answer that question.
1. Preparation
Even before starting the new software selection process, the first task is to estimate the potential return that such investment must bring. Among the many initiatives and limited resources (this sound familiar?), Those efforts with greater ROI must be included in the priority targets for maximum benefit extraction.
When the ROI is not estimated, there is a danger that this project “hot” to “marginal” values are initiated and prioritized. Possibly be these the first to be cut if the weather becomes unstable, resulting in wasted effort and a historic pleasant.
It is important to size, still, tools / arms needed for the task. This is especially true when you need a system to manage requests and to evaluate and compare the progress and products according to the requirements. Simple spreadsheets may not be enough for many tasks.
2. Requirements
To build a solid foundation in the selection of an appropriate software needs to analyze many variables. Development requirements that adequately captures the organizational needs is critical to identify the tool that best fits and maximizes ROI.
Start this process with meetings and interviews with target audiences (stakeholders), team leaders directly involved in the impacted processes, and key employees to understand the demands with the possible accuracy of maximum and everything that needs to be considered on a project
While you can not expect much. – since the majority people prefer to steer clear of the things that causes them pain -. these meetings to scope definition serves to establish also a kind of milestones that the project is starting to walk
The next step is to go in search potentially solve the problems identified. At this point, perhaps, you will fall in a large list of products that do not fit your needs and will be removed in the process. Capture as many options it is important to prevent later someone will take up the matter with that fateful question “but what you considered the Y technology …”.
When the requirements are established, ensure which have been well described. If you can identify them in a list, you can be more accurate in the RFP process or shopping list, which will help you save effort evaluating ethereal qualities.
A critical point in the capture of unknown applications is running a reverse engineering of the characteristics sought in products are among those which have potential for adoption. This can be a valuable effort. Remember that every application put aside at this stage is likely to be discovered during the implementation of technology, adding costs and delays.
The final step in this phase is to rank the applications by level of importance for the organization to an interview round with the appropriate users of the tool. Typically, there is a time to present and validate requirements with key people in the company and capture as that requirement is important, for whom is why. When people see their names and captured details, is another sign of progress and commitment.
Employees with more seniority tend to have a broader view of processes while newer can provide a more accurate view necessity. Both public are important and you need to consider the views of both. Once the requirements are categorized in order of importance, it is possible to take a broad view of project progress according to business needs.
3. Rating
Evaluating a software consists of objectively measuring how well it fits the company’s needs in accordance with the mapped application. This usually occurs through receipt of proposals to RFPs coming from technology providers. At this stage, it is important to collect and consolidate information. Use these price mechanisms and selection to get the most from technical knowledge and extract value from processes.
When the vendors deliver their proposals, the information captured and ranqueadas should be used to compare offers with each other and in accordance with the requirements listed in the previous phase. This process should be used to fill gaps in the company and to justify the adoption of the software and how it will return to your business.
4. Selection
Based on the analysis made in the previous phase, categorize the software by adherence to their needs and the three best solutions for the supplier of the team present a demonstration tool. Rest assured that the technology provider also understand their real business need – what motivated you to get the software. Make sure that the whole team who attended the demonstration captured all necessary information and healed all your questions before the meeting is over (if necessary, go deeper into the questions).
Remember that demonstrations software is a battle against the “best software” being offered to you by a persuasive salesman. Always use this phase to confirm their decisions, not to make a decision, making sure that the product that is being presented to you is, in fact, the solution to their challenges or opportunities for your organization window.
Do not forget to ask for case studies and check these cases with companies that use technology – cases provided by the seller. Do not just that: go after other users of that technology to make sure that it is something that actually works
5.. Set a realistic timetable, with accurate budgets
The information collected in the software evaluation phase should serve as a beacon during implementation to establish the schedule, planning and cost estimates. Doing this map reduces risk and helps you keep on track the budget and deadlines.
Conclusion
Follow this process should help you eliminate some harmful aspects as areas of pressures, conflicts, silos and resistance, because it is about an approach that involves the most users in decision making and follows a strict line on choice. Use the tips to find a tool that fits the organization’s needs based on a structure capable of being audited if required. Align the expectations from the knowledge of how that technology will help the organization after it started and use the information to reduce risks, extra costs and extrapolation times.
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