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Goals for this Presentation
Reasons for a formal selection processStep-by-step review of the process
Is a System Selection Process Important?
Why not just buy what your friend uses?Make the decision all by yourself. The internet is so helpful!If you fail to plan…“Big-Ten University abandons stalled Accounting software implementation after spending $26.4M. Legislative Audit Committee finds lack of planning and proper management at issue.”
Is a System Selection Process Important?
It’s a big investment, cover your assets!A successful implementation begins during the selection process
Results of a Successful Selection
A system that fits youA vendor and consultants you can work withThe right budgetConfidence from staff and your boss/boardA solid foundation to implement
Selecting Software - Overview
Assemble the teamAnalyze requirements and write RFPVendor researchCreate the Vendor Evaluation GridSubmit RFP and evaluate proposalsThe demosDue diligenceContract negotiationCelebrate
Assemble the Selection Team
Executive branch of system selectionCreate the schedule, keep it on time and budgetRepresent the stakeholders, don’t include them allEight people or smaller
Analyze Requirements
You don’t know what you don’t knowYou may not even know what you knowWhen bad processes marry a good system…Analyze across functions, departmentsIf it’s not written, it’s not saidGet buy-in from users
Write Request for Proposal
How do you weight cost, functionality and company?Components of an RFP
Components of an RFP
IntroductionDescribe who you are (mission)
Indicate any issues specific to your institution
Strategic direction
List contact info and preferred method of contact
Components of an RFP
Evaluation criteriaRequirements met
Cost
Quality of submission (vendor references, documentation, training, etc.)
Components of an RFP
Submission requirementsVendor history, annual sales, financesSupport policiesTrainingSoftware R&D policySample of standard reportsSoftware modification policyReferencesCost model
Components of an RFP
Requirements overview narrativeDescribe what your organization does
Divide the overview by function or department
Give the vendors enough information to understand your business
Components of an RFP
Detailed requirements checklistEvery single little thing you want the system to doOne specific requirement per lineVendors answer yes/no/maybe to each oneUse this to create evaluation grid, demo scripts, modification requests
Sample Requirements Checklist
Components of an RFP
Work productSystem output and critical reports
Gift acknowledgment letters
Pledge reminders
Membership cards and renewals
Vendor Research
Don’t send the RFP to the worldCreate a qualified shortlist
At least three, no more than eight
ResearchThe internet
Your peers
Conferences
Consultants
Vendor phone interview
Evaluation Grid
Know what you are going to evaluate before you evaluate itSummarize the requirements checklistWeight the requirementsGrades
Sample VEG
Submit RFP’s and Evaluate Proposals
Email RFP’s to vendorsCommunicate the full scheduleVendor Q/ARead, read, readFill out your VEG!Decide who’s going to demoCall those who didn’t make it
The Demos
How long should they be?ScriptedKeep them focused, this is not trainingKeep on-schedule“Would you show me that?”Update the VEGFollow-up demos
Due Diligence
Make the preliminary selectionWrite reference questions in advanceAsk for several references, use a fewAsk your peers that are not on the reference listNo system is perfect
Final Selection
Meet with team to make the official choiceCall all the vendorsIt’s not over until the contract is signed
Contract Negotiation
Read it, seriouslyThey will never love you more than todayDon’t be afraid to haggle
Celebrate!
You worked hard!Don’t forget to say thanks to the teamStart getting people excited for the implementation
Don’t Forget…
What happens when the vendor doesn’t respect the process?Don’t tell the vendor who they are competing against, it will distract themMake it fair, all vendors should have the same informationDon’t let the shiny things distract youDon’t include implementation requirements in the RFP; choose your implementation partner as a separate stepRespect the vendor’s time, this is a lot of work for them too
Thank You!
Questions?
