assessment tec software selection checklist · 2018-09-04 · tec software selection checklist four...
TRANSCRIPT
Technology Evaluation Centers
Planning and Preparation
Research—Objective Assessment
Evaluation—Going from a Long List to a Short List
Selection—Qualitative and
Subjective Assessment of the Short-listed Vendors
TEC Software Selection ChecklistFour phases to ensure ERP software selection success
Planning and Preparation
1.1 Identify the strengths and weaknesses of your current system
1.2 Determine the key business challenges to be addressed by a new system
1.3 Define the number of users for the new solution
1.4 Calculate the expected return on investment (ROI)
1.5 Educate stakeholders regarding the need for an external consultant, given the cost and time involved in
this mission-critical project, to ensure proper due diligence
1.6 Select an external consultant that specializes in evaluation and selection to support your software selection
project
1.7 Assemble a software selection team that includes key stakeholders from each departmental group, as
well as a project leader and a project sponsor
1.8 Define the project: agree on the project scope and platform that best meets your business needs (cloud
vs. on-premise etc.)
1.9 Determine the decision-making process: agree on the project’s scope, establish the executive selection
team, set project milestones (such as a short list), and get pre-approval for a budget
IPlanning helps you define the project broadly and determine whether it’s feasible and practical. Your
stakeholders should do their due diligence to help determine whether the project is a go.
Once you have the green light, you should create a project charter or a project identification document
(PID) that outlines the project’s purpose and requirements. The PID should define the project and project
management plan and identify the team members along with their responsibilities.
2.1 Identify your key process requirements, map the features, and define which ones are essential (i.e.,
document and structure the requirements for the new system by interviewing your process teams and
subject matter experts)
2.2 Prioritize what is critical, what is desirable, and what is optional in the new system for your company
2.3 Define the technical requirements, including security, databases, servers, and integration needs with
other systems and hardware
2.4 Identify the best performing vendors in your industry—this is your long list of vendors
Research—Objective AssessmentI I
The research phase consists of identifying the processes that fall within your project’s defined scope and
understanding your system requirements. The goal of this step is to ensure that you are aware of your
current and future functional and technical needs.
By prioritizing your requirements, you will identify the needs that are critical to running your business.
This needs identification is fact-based.
Evaluation—Going from a Long List to a Short List
3.1 Compare your business needs versus vendor capabilities (a fact-based exercise)
3.2 Choose the top 3-5 vendors by analyzing your needs against the solutions’ capabilities—this is your
short list
I I IIn the evaluation phase, you compare vendor solutions based on your specific needs. By conducting
detailed comparisons broken down by category of functionality and what-if analyses, you will expose the
gaps between your current systems and the solutions available in the market
The objective is to narrow your list of vendors and decide on a short list for further examination. This is a
fact-based way to identify the vendors that support your requirements.
4.1 Create a demonstration script that highlights your core processes and critical requirements
4.2 Schedule vendor demonstrations of the solutions that include presentations to your key internal stakeholders
4.3 Organize a common platform to capture and rate the demonstrations in a structured manner
4.4 Create a comprehensive request for proposal (RFP)/request for quote (RFQ) with a concrete scope (e.g.,
support services, implementation details, data conversion, understanding of the total cost of ownership)
4.5 Evaluate the implementers, value-added resellers (VARs), and partners: use ratings to score their
company viability, experience, solution, and industry knowledge
4.6 Review the RFP/RFQ in detail to comprehensively understand the vendors’ implementation plans and
score them
4.7 Conduct reference checks
4.8 Analyze your short list of vendors using your decision factors and select the solution that offers the best
overall fit for your business needs
4.9 Analyze the proposed contract terms and services to negotiate the most advantageous terms
4.10 Negotiate the price and payment method
Selection—Qualitative and Subjective Assessment of the Short-listed VendorsI v
The selection phase involves evaluating your short list of vendors and their implementation partners and
learning how they deliver a software solution.
While this phase involves subjective assessment, by completing the decision criteria steps in the right
order and carefully reviewing the results based on your priorities, you’ll be able to select the best-fit
solution for your business. At that point, you will begin strategizing price and contract negotiations.
Technology Evaluation Centers
Let our enterprise software selection experts guide you through this checklist.
Call us at +1 514-954-3665 or email [email protected].
Other Resources
• Executive Guide to Enterprise Software Selection • ROI Forecasting • Get a Shortlist of Top Software Vendors
Articles
• 7 Pitfalls to Avoid When Selecting a New ERP System • The Dos and Don’ts of Software Selection and Evaluation • 6 Reasons You Can’t Trust Software Vendors• Top 10 Reasons Companies Should Look for New Enterprise Software • How to Negotiate a Better Deal on Enterprise Software• Why You Need Impartial Software Advice When Selecting Enterprise Software
Case Studies
• Robotics Pioneer Does Due Diligence to Find Best-fit ERP System with the Help of Technology Evaluation Centers
• TEC Selection Services Helps Midsize US Manufacturer Find a Better-fit ERP Replacement, and Negotiates Significant Savings on the New System
• Midsize Manufacturer Gets Best Price for the Right Solution with TEC’s Help • TEC Helps Midsize Designer and Wholesaler Select Its First Product Lifecycle Management (PLM) Solution