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capital expenditure, you d better understand why you re doing it and what you expect to gain from it
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Do You Understand Your System Requirements
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This question isn t being directed to the system administrators who ll quickly stand up and spout out the fact that you have 26 UNIX servers seamlessly integrated with 150 Windows NT servers Rather, this is more a question for your business or systems analysts In fact, a better question to ask might be: Can you break down your business processes and identify the key components of your business If so, can your people work in such a way as to think beyond what is, ignore what could be, and arrive at what should be Business processes can be redesigned and streamlined, and technology can be used to your advantage Understanding what your organization truly needs versus what they want or already have is key to understanding your system requirements or, better yet, your business process requirements
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What software products are on the market today that address even 50 percent of the functionality you re looking for Write these down and create a long list of potential options Now, look closer How many of these products fit 70 percent of your system s requirements Create the short list You might be wondering how you know what your company s needs are Is there any one person who knows enough to make a decision of this nature This is probably related to the size of your organization The larger the company, the less likely that any one person will know enough to make an intelligent decision in this matter Instead, your organization would be wise to invest in a group of people (specialists from each functional group) who not only understand their area, but are also open to looking beyond the procedures currently in place, discerning where the business is going, and what will be needed in the future, and whom you have empowered to make these decisions for your organization You should either create a flowchart of your current procedures and a list of requirements for each functional area or hire a professional consulting organization to assist you in this endeavor The reason that we highly recommend this initial effort is that most organizations cannot provide a comprehensive list of current (much less future) requirements The forward-thinking organization will create this group of functional specialists as a group responsible for identifying requirements, as well as selecting and ultimately implementing the software This group, with the appropriate IS assistance, will be able to intelligently create long and short lists of requirements Do not select the people for this team on the basis of which staff members you can free up at the time Select those people whom you can t live without, as this is one of the most important endeavors your company will ever undertake
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Appendix A: The EnterpriseOne Implementation
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As you begin researching the long and short lists of software packages, you should use the list created from your functional business process requirements and as many foreseeable requirements as possible Take these requirements and format a request for proposal (RFP) But don t stop with just functional business process requirements Add questions about the company s history; the number of industry-specific implementations pending, in progress, and completed; the availability of consulting and troubleshooting support; and the business partnerships and interfaces Don t stop with just the product, however Also ask about how the product is implemented and by whom Many vendors, such as Oracle, have consulting organizations that implement the product with the client There are also many system integrators or implementation partners who are excellent options for you Be sure to fully explore your options during the selection process since the implementation can cost as much or more than the product itself Ask about their implementation success ratio compared to failed implementations and ask for client references that can provide you insight into the implementation experience Be sure you are comfortable with your implementation partner before making your final decision You should also find out the number of failed implementations, the number of pending lawsuits or forced arbitrations, and what their actual licensing looks like Have your IS personnel put forth very specific questions concerning security, hardware and software support, application support, vision of the technology supporting the product, and its future trends Also make sure your IS staff includes people who are familiar with upgradeability, customization, architecture, scalability, and true technology Word these questions to glean past, present, and future technology trends As you create the RFP, ensure that your questions are both detailed enough to provide each vendor with an objective set of questions, and specific enough to ensure that the returned answers address the questions themselves and aren t redirected by the sales and marketing people actually answering the RFP Use the information derived from the RFP process to research the potential vendors list You can never do too much research on these vendors Remember, whichever organization you ultimately choose, their software is going to redefine your current and future ability to create and distribute your products and services What do industry leaders think about the particular software and software company What about financial analysts How long has the company been in business and will they still be in business tomorrow
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