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Tips on Selecting Software Packages for Evaluation

October 1998

"The times, they are a changin’." There has been an incredible increase in the amount of information that we maintain over the past twenty years or so. One possible cause of this rise could be the increasing stringency of rules and regulations being set, whether by the FDA, the IRS, or even the DMV. The paper-based method of documentation just doesn’t seem to be efficient. The simple software programs that we’ve implemented are either becoming outdated, are not upgradeable, or no longer support all of our needs. The answer to these problems may lie in the new industry-specific software packages that exist today. Now, how do we find the right one?

Requirements Assessment

By establishing a project team to document and scope the software requirements, you will produce the foundation upon which the software selection will be based. The documentation should involve technical system requirements, so be sure to include your technical staff in the project team. The software requirements should include the following:

• Data requirements
• Inputs
• Outputs
• Existing processes for transfer to target software package
• New function requirements
• Support functions
• Any special regulatory adherence requirements
• Security requirements
• Technical system requirements (platform, DBMS, etc.)

The assigned package evaluator should summarize the detailed requirements. Each evaluation category will be used to potentially filter out candidate packages during the initial software evaluation phase.

Initial Software Selection

Most companies choose the software that they evaluate from the few big, well-known products that are available. There is nothing wrong with these products. In fact, in most cases, they are well-known for a reason – their products work. But keep in mind that bigger is not necessarily better. There are some small companies out there have fantastic products. So, keep an open mind and stay objective. During the initial software selection, it is important that you evaluate the product, not the vendor.

So, if there are so many companies, how do we find them? One place that you can find almost all of these companies is the Internet. Determine what the keywords for your search will be. This is crucial to the success of your product search. Don’t limit yourself to one search engine either. The same keywords could give you different results on each search engine that you use. Another way to help narrow your search is to note words that appear consistently throughout all of your successful findings. These new keywords could be used to further define your search. While you’re online, send for literature to clarify the product functions. Be sure not to spend too much time on this part of your search. There is quite a bit of information out there. The amount of time to spend varies greatly depending on the scope and the length of the project.

Another way to find suitable software is by one of the traditional methods – survey. The number of companies that would be willing to help might surprise you. If you’re lucky, you might even come across a company that has recently finished or is currently performing a similar search.

Initial Software Evaluation

Once you have selected the software packages, the first step for evaluation should be to compare the functions that have been discovered from the gathered product information to the summarized software requirements. After these comparisons are done, contact the vendors of the software packages that meet most of the high level requirements. Have them clarify any vagueness within the product information. They may also be able to offer solutions that may not been in their product literature or on their website. Make a list of the potential vendor finalists.

The next step is to evaluate the actual software vendors. There are many factors that should be considered for this evaluation. Check the growth and financial status of the companies. Also, find out what type of support they offer. If possible, get cost estimates. Remember, these are only estimates to let you assess the ballpark cost of the software and support. These should not be considered cost quotes. Customization costs cannot be determined until much later.

Once you have gathered all of this information, summarize it and present it to the project manager. The final decision as to which software package to use should not be made on this information alone. The project manager or other authority should review the presented information and, based on different factors such as budget and requirements, determine which companies should be called in for an interview and/or presentation. Package finalists must be trialed in-house.