Tips for Selecting Systems
Here are some valuable
tips from On-Line Consultant Software on how to select computer systems:
 Define your needs first |
Determine your needs before you contact vendors. If you are going to
re-engineer some of your processes, this is the time to figure out what works and what
doesn't. Your new system should automate the way you want to do things in the future,
not lock you into outmoded practices.
Once you re-engineer your process, you can define the functionality
you're looking for in a new computer system. Your new system can be used as a vehicle for
converting your organization to better methods.
For more info, see
"How to Write an RFP: Defining Your Needs"
|
Start a selection committee |
Successful system implementations require active
support from users. A group of five to 10 key users, managers and technical people
should assist in planning, making decisions and attending demos. Choose objective and
respected people who will commit energy and enthusiasm to the project.
User participation in the selection process will not only
result in a better decision, it will also generate a sense of ownership and commitment to
the success of your project.
Imagine the staff’s reaction if you unexpectedly
announce, "The Information Technology Department has selected a new computer
system for you. Training and conversion start next week. We think you'll like it...."
You can bet you'll hear comments in the coffee room later like "The new
system stinks. I never would have picked it."
|
Identify vendors |
You can find potential vendors in a variety of ways.
Going to trade shows and reading industry trade journals are two good methods. You can
also take advantage of Internet directories that link you to company's web sites, such as
the Information Technology Yellow
Pages. Finally, talk to colleagues in other organizations and find out which systems
they are using.
|
Use an automated tool |
The
ON-LINE CONSULTANT has revolutionized computer selections
by automating the Request for Proposal (RFP) process. The software not only helps you
evaluate the functional capabilities and costs of computer systems, it also provides you
with important information about vendors, including stability, training and support.
An automated RFP selection tool significantly
lessens the time and effort required to select computer systems and provides a
logical basis for decisions. Without a comprehensive user needs assessment and survey of
vendors, it is likely you will overlook important features that should be included in your
new system.
(Need more reasons to do an RFP? See
our "Top Ten List" of
reasons to use an RFP as part of your selection process.)
|
Call references |
This cannot be emphasized too much. Ask the vendor to
provide all (or at least five) references of customers using the proposed system. Ideally,
the references should be similar in size and operations to your organization.
Call the references and ask them to rate service and
support, what they like in the system, what they do not like, what other vendors they
considered and if they would recommend the vendor's system. Ask them if they know of other
customers who are not satisfied--and call them. Mention the other vendors you are
considering and ask their opinion.
Most system users have strong opinions--positive and
negative--and are very willing to help you. Many systems look great in brochures and
presentations. Ask the users about their real world experiences.
For more info, see
"How to Perform
Software Vendor Reference Checks."
|
Site visits |
Be sure to visit at least one or two sites where the
vendor's system is installed. Assemble a site visit team of key users to observe the
system in a real world situation and ask their counterparts about the good and bad
aspects. This is usually very enlightening.
Sometimes the software features you see in the demo
or presentation are not actually used by most customers. Maybe new releases are difficult
to install or have "bugs," and the customer is unwilling to upgrade. Ask
questions.
A good vendor should be able to show you a site where
the current software is successfully used to the customer's satisfaction. Remember that
no system is 100% perfect and some customers may not use all they could from the
vendor by their own choice. Try to keep an open mind during the site visit.
For more info, see
"How to Plan the Perfect Site Visit."
