Evaluating Software Solutions

Below is an approach to selecting software packages that will help you make a fair evaluation of each product – comparing like with like.

1. List the must-have requirements – features without which you would not consider the product.
2. List the major requirements along with their relative importance.
3. List the key functions of the software – this will be used for assessment of functionality delivered and ease of use.
4. Use the must-have list to do the initial quick elimination of products to give a shortlist.  If a requirement will take time to evaluate then ignore it at this stage.
5. Get a Demonstration of each product, paying attention to key areas of functionality.  Don’t assume it will do some critical element – get it demonstrated.
6. Do initial evaluation of the products against the checklist -  eliminate any obviously weak candidates.
7. Do in-depth evaluation of the remaining products against the checklist.  Get a further demonstration of key areas if necessary.

 Requirements to consider

The following is a summary list to prompt you when considering your requirements lists.  It is not exhaustive and entries are suggestions.  Use your own knowledge and experience of your business to make the lists.

1  Must have requirements

§   Hardware Requirements

§   Operating System requirements

§   Budget Limits

§   Essential Functionality

§   Ease of use

§   Reputable supplier with track record.

2  Major requirements

§   Required information to be collected

§   Required Reports

§   Required Displayed Information

§   Integration with other systems

§   After sales Support

§   Support for importing data

§   Support for exporting data

§   Initial Cost

§   On-going cost

§   Upgrade costs

§   Ease of Use

§   Reputable supplier with track record.

§   Supplier after-sales support

§   Support lifetime estimate (i.e. when package no longer supported)

3  Key Functions (examples)

§   Enquiry Input

§   Quote Generation

§   Report Generation

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