Software  Evaluation Tips

Evaluation Team, Scope, Functional List

• select an evaluation team made up of cross department managers and user 
• determine the scope and objectives for the enterprise management project with proposed timelines
• with each department, list the high-level functionality (don’t over complicate) making sure everyone knows they will not get everything they want 
• we have a tool for this: Technology Health Check
• don’t only look for a system to overcome what your current system does not have
• then again, don’t try to match exactly what you currently have
• industry specific applications are not always your best solution; often these are not as robust and the vendor doesn’t have the capital to continue to upgrade their product to take advantage of technologies as they mature

Search and Evaluation

• present this list to the vendors for their review
• **before discussing customization**, use the vendor’s experience with other companies to see how your processes can flex to better use the software with the end goal of an improved customer experience
• to start fine tuning your selection list, request estimated proposals with all dollars included: hardware, software, and estimates for professional services (these are difficult to estimate at this stage)
• conduct educational product reviews via Webinars with the high level team to evaluate the must haves, user interface, additional functionality not previously considered
• evaluate this additional functionality and the impact to your business
• filter the vendor list to a final few for full product demonstrations

Final Vendor List for Product Demonstration

• review the list that was provided to the vendor, allow the vendor to conduct a meaningful demo that flows well with their system so you can get an understanding of the capability
• what to and not to do with the on-site demo:
• review your scopes and objective 
• best to have the whole team involved in the demos to see the integration between all departments
• use this time to become partners with the presenter, use it as an education to get to know how the system would be used to improve your processes
• take notes for your after demo discussion; it is difficult to remember the differences in each demo without notes
• after each demo, while it is fresh in your mind, with the team, openly discuss the pros and cons, discuss what processes would need to flex and the resulting impact
• as needed, schedule follow up vendor conversations via a webinar to further fine-tune

Final Selection Process

• with the vendor(s), consider data conversion, define conversion, estimate on data conversion 
• request a final proposal that includes hardware, software, and professional services estimate with financing options
• request a proposed project implementation plan from the vendor
• make your decision, don’t put it off, remember your scope and objectives