7+-+Software+Selection+&+Vendor+Analysis

=**SOFTWARE SELECTION & VENDOR ANALYSIS **=  Focus: Design phase in the Systems Development Life Cycle [|Design Phase of the SDLC]  The Design Phase consists of two components: //Logical Design- //Focuses on translation of business requirements into improved business processes, irrespective of any technological implementation //Physical Design- //Focuses on determining the most effective way to translate the business processes into a physical system including hardware and software. 

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 * LOGICAL DESIGN    **=====


<span style="font-size: 14pt; font-family: 'Times New Roman','serif'"><span style="color: rgb(0, 0, 0)"> <span style="font-size: 12pt; font-family: 'Times New Roman','serif'">The Logical Design can be modeled in two different ways, the physical model and the logical model. <span style="font-family: 'Times New Roman','serif'">-The physical model consists of computer technology for the HRIS. It focuses on how the system actually operates. <span style="font-family: 'Times New Roman','serif'">-The logical model is an HRIS model that can be used in multiple ways in terms of the technology. It focuses on key business processes and goals for the system. <span style="font-size: 12pt; font-family: 'Times New Roman','serif'"> HR organizations must look at the total HRIS from two perspectives: //<span style="font-family: 'Times New Roman','serif'">-The Data Perspective- //<span style="font-family: 'Times New Roman','serif'"> Focuses on the most efficient and effective way to capture the data to ensure accuracy and uses tools that describe the data the system uses //<span style="font-family: 'Times New Roman','serif'">-The Process Perspective- //<span style="font-family: 'Times New Roman','serif'"> Focuses on the business processes and activities in which the organization engages and on how data flow through the system. <span style="font-size: 12pt; font-family: 'Times New Roman','serif'"> <span style="font-size: 12pt; font-family: 'Times New Roman','serif'">This is a process model that is typically used by organizations. <span style="font-size: 12pt; font-family: 'Times New Roman','serif'"> A DFD is a graphical representation of the key business activities and processes in the HR system and the boundaries of the system. It also represents data that flows through the system, as well as any external individuals or departments that interact with the system. <span style="font-size: 12pt; font-family: 'Times New Roman','serif'"> Main Focus of a DFD: the movement of data between external entities and processes, and between processes and data stores. <span style="font-size: 12pt; font-family: 'Times New Roman','serif'">The entity, data flow, process, and data store are all symbols of the DFD. <span style="font-size: 12pt; font-family: 'Times New Roman','serif'"> <span style="font-family: 'Times New Roman','serif'"> -The Entity- represents eternal agents that receives or supplies data to the HR system. <span style="font-family: 'Times New Roman','serif'">-The Data Flow- represents the movement of a single piece of data, it must begin or end at a process. <span style="font-family: 'Times New Roman','serif'">-The Process- represents a business activity. The goal of a process is to change inputted data into a useful process. <span style="font-family: 'Times New Roman','serif'">-The Data Store- represents data that is at rest in the system. <span style="font-size: 12pt; font-family: 'Times New Roman','serif'"> The highest level DFD developed is called the //context level diagram.// <span style="font-size: 12pt; font-family: 'Times New Roman','serif'">A context level diagram shows the full system, the boundaries, external entities that interact with the system, and the primary data flows. <span style="font-family: 'Times New Roman','serif'"> -Here is where //balancing// is important. The context level diagram and the Level 0 diagrams should reflect and communicate the same information. -Balancing is important because we want to ensure that everyone is viewing and using the same model of the system. <span style="font-family: 'Times New Roman','serif'"> DFD’s can also be used as a tool for analyzing the current system against the desired system. <span style="font-size: 14pt; font-family: 'Times New Roman','serif'"> <span style="font-size: 12pt; font-family: 'Times New Roman','serif'"> [|To Learn More About DFD's Go Here!]
 * Both processes represent part of the HRIS, but neither of them provides a complete picture. This is why we need to model each separately.
 * Data Flow Diagrams:**

** <span style="font-size: 12pt; font-family: 'Times New Roman','serif'">The major goal of this phase is to translate the logical model and requirements into a physical system, including hardware, software, and networking. <span style="font-size: 12pt; font-family: 'Times New Roman','serif'"> The HRIS and IT staff focuses on how any new software and hardware fit within the current IT system. <span style="font-size: 12pt; font-family: 'Times New Roman','serif'"> There are three important choices in the Physical Design: <span style="font-size: 12pt; font-family: 'Times New Roman','serif'"> 1. <span style="font-family: 'Times New Roman','serif'">The first option is to do nothing. 2. The second option is to make changes to only the HR business processes without new or upgraded technology. The business should determine if changes could be handled using the current technology. <span style="font-family: 'Times New Roman','serif'">3. The third option is to implement the business process changes along with new or upgraded technology. You can build it, buy it, or outsource the development. -There are some issues with trying to build the HR system internally from scratch. It can be very expensive and the risks are much higher with this approach. <span style="font-size: 10pt; font-family: 'Times New Roman','serif'">-Buying commercial off the shelf software can be a good alternative. The cost can range depending on if you need a single function application or if you need an enterprise resource planning package (ERP), which can cost millions of dollars. <span style="font-size: 12pt; font-family: 'Times New Roman','serif'"> <span style="font-size: 10pt; font-family: 'Times New Roman','serif'">-Outsourcing is another advantage because it uses an external software that can bring resources, experiences, and technology together to design a more effective solution. It can also be very risky because the firm may be exposing confidential information. <span style="font-size: 12pt; font-family: 'Times New Roman','serif'"> If you decide to purchase COTS or outsource, then you will need to work closely with external software vendors to help develop the system. <span style="font-size: 12pt; font-family: 'Times New Roman','serif'"> <span style="font-size: 12pt; font-family: 'Times New Roman','serif'">Working With Vendors: //<span style="font-size: 12pt; font-family: 'Times New Roman','serif'">First Step //<span style="font-size: 12pt; font-family: 'Times New Roman','serif'">- to develop the RFP. -An RFP defines the organization’s goals and requirements for the new information system. It also defines what is needed and what isn’t in the system. -When developing an RFP the organization should focus on the business requirements, be specific, and keep it simple, and work closely with the HRIS and IT staff. [|What is an RFP?] Vendor Selection: After RPF’s are sent, vendors will evaluate them to determine if there’s a product that would fit the company’s needs. Upon receiving the vendor responses, the organization will have to evaluate strengths and weaknesses of each vendor. Certain criteria are used: //<span style="font-family: 'Times New Roman','serif'">-Functionality //<span style="font-family: 'Times New Roman','serif'">- Will the HRIS implemented today be able to change as the organization grows? //<span style="font-family: 'Times New Roman','serif'">-IT Architecture and IT Integration //<span style="font-family: 'Times New Roman','serif'">- Will the HRIS be a stand-alone system or a networked system, or a Web-based one? //<span style="font-family: 'Times New Roman','serif'">-Price //<span style="font-family: 'Times New Roman','serif'">- Price should be secondary to the goal of finding a system that meets your process needs. //<span style="font-family: 'Times New Roman','serif'">-Vendor Longevity and Viability //<span style="font-family: 'Times New Roman','serif'">- What is the quality of the vendor?
 * <span style="font-size: 14pt; color: rgb(230, 10, 10)"><span style="background-color: rgb(250, 248, 179)"><span style="color: rgb(23, 90, 166)">PHYSICAL DESIGN

<span style="background-color: rgb(25, 21, 21)"><span style="color: rgb(66, 184, 87)"><span style="background-color: rgb(60, 211, 105)">  Assessing System Feasibility: <span style="font-size: 12pt; font-family: 'Times New Roman','serif'">It is important that you stop and consider whether or not the system will work for you. <span style="font-size: 12pt; font-family: 'Times New Roman','serif'">A feasibility assessment includes- //<span style="font-family: 'Times New Roman','serif'">-Technical Feasibility- //<span style="font-family: 'Times New Roman','serif'">focuses on current technological capabilities or the organization and those that are required for the implementation of the system. //<span style="font-family: 'Times New Roman','serif'">-Operational Feasibility- //<span style="font-family: 'Times New Roman','serif'">focuses on how well the proposed system fits in with the current and future organizational environment. //<span style="font-family: 'Times New Roman','serif'">-Legal and Political Feasibility- //<span style="font-family: 'Times New Roman','serif'"> focuses on the organizational political environment in which the HRIS is being implemented. //<span style="font-family: 'Times New Roman','serif'">-Economic Feasibility- //<span style="font-family: 'Times New Roman','serif'"> focuses on determining whether the costs of developing, implementing, and running the system are worth the benefits derived from its use. <span style="font-size: 12pt; font-family: 'Times New Roman','serif'"> <span style="color: rgb(59, 64, 237)"> RFP ** <span style="font-family: 'Times New Roman','serif'"> What is a RFP? RFP is short for Request for Proposal. This is a document that outlines what your company is and what you as a company are looking for. These documents are a critical part of a business because it allows other businesses to do the work of finding out if they have what it takes to supply you instead of you looking for each and every item through different companies. <span style="color: rgb(239, 118, 118)">**<span style="font-size: 12pt; line-height: 115%; font-family: 'Times New Roman','serif'"> <span style="color: rgb(255, 3, 0)"> Things to include in a RFP: ** <span style="font-family: 'Times New Roman','serif'"> -The size of your company, annual sales, and the locations. This can be of use for venders that are looking at your proposal to determine pricing as well as logistics <span style="font-family: 'Times New Roman','serif'">-Overview of the project; This will allow vendors to have a better idea of what exactly you are trying to do so they can provide you with the best products that satisfy your needs the most. <span style="font-family: 'Times New Roman','serif'">-Technical requirements; these specifications will allow the vendors to make sure they carry products to meet your needs <span style="font-family: 'Times New Roman','serif'">-Project scope; This allows vendor to analyze if they can supply you the quantity you need when you need it as well as helps guide pricing <span style="font-family: 'Times New Roman','serif'">-Training, staffing, and maintenance requirements; these are handy to have for vendors because it will allow them to help analyze logistics. This could be used for things such as will there be staff to receive items at night or when they can contact your company for more technical questions on a project. - <span style="font-family: 'Times New Roman','serif'">Timeliness and critical success factors; this is extremely important because it allows the vendor to make sure it can keep the products flowing at your pace. <span style="font-family: 'Times New Roman','serif'">-Documentations requirements; this allows the vendor to ensure it sends the right information to you for your records and/or processing. <span style="color: rgb(255, 56, 0)">**<span style="font-size: 12pt; line-height: 115%; font-family: 'Times New Roman','serif'"> <span style="color: rgb(247, 43, 38)"> Things to request from the vendors: ** <span style="font-family: 'Times New Roman','serif'"> -Length in business; This is an important thing for you to know because if you are under tight timelines you might not want to give your business that just opened up that is likely to get caught up in start-up delays. <span style="font-family: 'Times New Roman','serif'">Annual sales and number of employees; This will allow your company to assess if you feel that the vendor will be able to keep up with your needs in product supply and customer support. <span style="font-family: 'Times New Roman','serif'">-Product information; This is important because it will allow you to make sure the product will meet your needs as well as give a basis of comparison between venders. <span style="font-family: 'Times New Roman','serif'">-References; This will allow you to do some background research on the company so that you can make a executive decision on the productivity and reliability of the potential vendor based on the vendors relationship with others. <span style="font-family: 'Times New Roman','serif'">-Cost proposal; this will aid in the process of choosing a vendor that will suit your needs. <span style="font-family: 'Times New Roman','serif'">-Technology supported today and in the future; Your Company should know this because it will allow it to decide what type of shelf life the product will have. EX: a keyboard will likely be supported for a while unlike a computer processor that is outdated faster and likely the support will out date faster. <span style="font-family: 'Times New Roman','serif'">-The above is a list of the suggested guidelines however all of these do not need to be included if they are deemed to be un-necessary. <span style="color: rgb(255, 56, 0)">**<span style="font-family: 'Times New Roman','serif'"> <span style="color: rgb(244, 31, 41)"> Common errors in RFP’S: ** <span style="font-family: 'Times New Roman','serif'"> -Asking the vendor for too much detail; this can destroy your chances with vender because if you <span style="font-family: 'Times New Roman','serif'">get to picky they might toss your RFP aside. Usually you will find the RFP used for just a first “interview”. After you create a short list then you will be able to contact those vendors and get more details. <span style="font-family: 'Times New Roman','serif'">-Not asking enough detail; If you are to vague about the product that you are looking then the vendor might disregard your RFD as well because they might not want to spend the time on you due to the fact that you don’t know exactly what you want. They might just wait to show you a physical demonstration at some point in time. <span style="font-family: 'Times New Roman','serif'">-Bashing them with Boilerplate; basically vendors reply to manly RFP’s, you do not want to flood them with boilerplate. <span style="font-family: 'Times New Roman','serif'">-Not being organized; when you are creating your RFD make sure that you are clear and precise in each one of your categories. If you are talking about the company history doesn’t stick in that you are looking for a product. Keep the different section precise and distinct. <span style="font-family: 'Times New Roman','serif'">-Not having an open mind; don’t be closed minded because you had a vendor be rude to you in the past and for not that reason decide not to go with that company, in the end it might be the best choice for your company. <span style="font-family: 'Times New Roman','serif'">-Relying to much on the numbers; This has to do also with being closed minded. If you discriminate purely on price without listening to what a vendor might have to offer you mind be missing out on a lot. The product could be designed better with better future technological support then the rest and cost a little more then the rest but in the end will save your company money. <span style="font-family: 'Times New Roman','serif'">-Know your priorities; Make sure you are not picking the product that is best overall but the product that best satisfies your needs. <span style="font-family: 'Times New Roman','serif'">-Asking for information that you don’t care about; When you are making a RFP make sure that you are savvy on the product that you are looking for and you know what all of the questions mean. <span style="font-family: 'Times New Roman','serif'">-Not really knowing what you are looking for; When you are asking questions from the vendors make sure that there is a point to the questions. Make sure that you know where you are going with it. <span style="font-family: 'Times New Roman','serif'">-Making a RFP at all; Due to the time-consuming efforts of a RFP you may feel that your current vendors are the best option or you might already have a short list of vender's that you would prefer to stick with to save time and money.
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Below is a link to a RFP database where often vender's will look for companies to offer there products to: [|RFP Database] <span style="color: rgb(84, 43, 227)"><span style="color: rgb(41, 21, 239)"><span style="color: rgb(0, 0, 0)">**<span style="font-size: 12pt; line-height: 115%; font-family: 'Times New Roman','serif'"> <span style="color: rgb(244, 21, 21)"> Ten useful guidelines for an RFP: ** <span style="font-family: 'Times New Roman','serif'"> -Work from your needs assessment <span style="font-family: 'Times New Roman','serif'">-Ask for IT advice but don’t put them in charge <span style="font-family: 'Times New Roman','serif'">-Ask the higher management for their needs input <span style="font-family: 'Times New Roman','serif'">-Ask how the vendors plan to meet your needs <span style="font-family: 'Times New Roman','serif'">-Make sure that you are organized <span style="font-family: 'Times New Roman','serif'">-Ask about relative pricing <span style="font-family: 'Times New Roman','serif'">-Ask for similar reference accounts <span style="font-family: 'Times New Roman','serif'">-Be fair <span style="font-family: 'Times New Roman','serif'">-Be objective <span style="font-family: 'Times New Roman','serif'">-Be willing to look beyond the RFP <span style="font-size: 12pt; line-height: 115%; font-family: 'Times New Roman','serif'"> <span style="color: rgb(243, 45, 43)"><span style="color: rgb(248, 27, 27)"><span style="color: rgb(80, 45, 235)"> **<span style="color: rgb(244, 21, 24)">Short RFP's ** <span style="font-family: 'Times New Roman','serif'">Sometimes Long RFP’S might not be the better way to go due to the fact that many vendors might not want to invest that much time into answer all for the questions when there is a good chance that they will not even get the sale. Therefore you might want to consider a shorter RFP that will include your utmost important information and then ask the rest after you make the short list.

If you are in doubt about if a RFP should be used at all the following link will help you decide if it is appropriate: [|Should I use a RFP?]