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.

Start a system 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 selection 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.

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.

(C) 2000 On-Line Consultant Software