Project Selection Process S510

S510 - Assess Potential Vendors

DEFINITION

Select a short list of three vendors for detailed evaluation.

SUMMARY

The elapsed time and consultant effort for the fast-track selection process is significantly minimised by desk checking potential vendors and arriving at a short list based principally on knowledge gathered on the software package market.

A short list, normally of three vendors, is selected for detailed evaluation based on the following:

• the key requirements identified in Process S500,
• the consultants’ knowledge of the packaged software market and industry,
• Consultant’s information and databases concerning  packaged software functionality,
• the experience of consultants specialising in or experienced with specific packages.

A pre-qualification process (as described in Process S050) may be applied if it is found to be too difficult to produce the required short-list based on the above steps.

PATH PLANNING GUIDANCE

This process is normal practice in Requirements / Selection Fast Track.

DEPENDENCIES

Prerequisites (Finish-Finish):

• Definition of Key Requirements - Process S500
• (optionally - pre-qualification - Process S050)

Dependent procedures (Finish-Finish):

• Issue Invitation to Tender - Process S520

RECEIVABLES

• Definition of  Key Requirements in Requirements Matrix format

DELIVERABLES

• short list of three vendors for further evaluation,
• brief informal report justifying the short list.

TOOLS

• Tools: Package Information Sources
• local or global Consultant information sources and data bases of functionality for the leading software packages
• software package knowledge of specialist consultants.

DETAILED DESCRIPTION OF TASKS

Utilising the key requirements as documented in Process S500, undertake a desk checking exercise to evaluate potential vendors.  The consultants’ knowledge of the capability of the leading solutions in the marketplace is imperative in concluding this process.  Where appropriate, other specialists should be consulted to supplement the knowledge of the consultants involved.

Listed below are techniques for arriving at a short list of vendors:

• identify any constraints or unusual requirements which are fundamental/mandatory to the solutions, for example, an unusually lengthy account code, specific hardware requirement etc,
• using the key requirements checklist, work through each of the fundamental requirements against the potential solutions,
• verify the judgement on package capability by follow up phone calls with vendors and cross checking with other specialists where appropriate,
• some Consultant practices have leading software packages for the purposes of training and evaluations in-house - testing specific functionality on the system is an extremely effective means of verifying functionality,
• every Consultant practice providing this service is likely to have previous responses from vendors to detailed requirements statements - reviewing these may provide further guidance,
• some practices maintain databases of package functionality - reviewing the latest versions of these may provide  guidance,
• the Consulatant Global Support Unit may be able to provide further assistance or the details of particular specialists,
• if necessary, conduct a pre-qualification exercise or issue a Request for Information (RFI); see Process S050 - Pre-qualification.
• The deliverable should be a short-list of three vendors and, optionally, a brief informal report justifying the selection.