In today's fast moving world of technology, software systems change constantly. It simply is not cost efficient for someone in your organization to spend the time required to become knowledgeable about all the software packages available to the Distribution Industry today. However, without that in-depth expertise, how can you be sure that you will select the one system that best meets the needs of your company?
For this you will need an objective, informed view from an outside third party who is not emotionally involved in the project; whose only interest in the project is its success. The system selection process requires an expert guide so that an improper decision is not made now that will result in costs being incurred later to offset the shortcomings of a system that does not truly meet your needs.
To get to the point where a logical decision can be made based on factual analysis of each system's strengths and weaknesses, you must go through the process as described here. The Request for Proposal and on-site Demonstration process is the only way to truly see how a software system applies to all areas of your business. This process will provide you with the information you need to make an intelligent, informed, business decision.
Needs Analysis
Phase I begins with an in-depth on-site analysis of your current operating methods and future plans. Every aspect of your business is addressed from the front office to the warehouse. Attention to detail at this stage of the project is crucial to ensure that the system selected fits the various needs of all areas of your organization.
Request for Proposal (RFP)
The RFP consists of four sections: Company History, Application Analysis, Application Requirements, and Vendor Response Requirements. The first two sections provide each vendor with a comprehensive understanding of your company and its operations. This will enable them to prepare an accurate proposal without the necessity of an on-site visit. The last two sections will become the skeleton of the vendors' proposals to you. Each vendor will answer this exhaustive list of specific questions regarding software functionality, hardware integrity, and company reputation.
Potential Vendor Selection
Careful selection of potential vendors will ensure that RFP's are sent to all companies with appropriate software while eliminating those who cannot meet your minimum requirements. The vendor list will be provided to you so that you may send a copy of the RFP to each vendor.
Proposal Review
At the beginning of Phase II, all vendor proposals will be reviewed, evaluated, and ranked. You will carry out the same process internally. Comparisons will be made and a consensus will be reached as to which vendors' software merits closer review.
System Demonstrations
Each vendor selected during the Proposal Review will be invited to bring a system to your offices for in-depth demonstration. Two days will be spent in a step-by-step review of each system. This format allows more careful investigation than a standard "sales demo." Areas to be covered range from Quotations and Sales Entry, through Automated Purchasing, to Accounting and General Ledger. Each facet of the software will be examined to determine it's suitability for your organization. Potential modifications may also be discussed for those areas where your needs are specialized and cannot be met by standard software. At the end of the demonstrations, a report will be prepared for help in the final decision process.
Contract Amendments
Once a decision has been reached, the vendor's standard contract will be reviewed and a list of suggested amendments will be prepared. Contract negotiation services are also available.
System Implementation
The successful implementation of a new software system requires more than installation and training. Careful planning at this stage is required to maximize the benefit of the system's features for your organization while minimizing the length of time needed for the implementation. Which options are to be implemented right away? Which ones will be phased in over the next few months? Which are best left for future consideration?
Expert, outside assistance can give you an insight not available from within your organization. It's important to make these plans at the beginning so that the more sophisticated features of the software are not always "just a few months away."
Assistance will be given in the areas of:
On-going Audit Services
Even in the best of companies, procedures "slip" over time. Or, as employee turnover occurs, training may be incomplete or inaccurate. On-going audit services are available to ensure that information continues to move throughout the company in the most efficient manner.
185 Cove Road • West Palm Beach, FL 33413 • Phone (561) 963-2120 • Fax (561) 963-2121
Copyright 1995 - Susan M. Recchia Consulting Services