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Key
Messages
Existing
systems may have hidden capabilities
Before
dashing off to find the right new system for your business,
take a deep breath and review the systems you already
have. You've paid for them, they're in situ, your staff
is familiar with them...
- Existing
Functionality on Existing Software
If you need to manage tasks in a different
way or there is simply more to do, then the first step should be to appoint someone
to investigate the full range of options available in the systems already owned.
This may involve discussions with the vendor of the software, who will usually
know far more about its capability than anyone in your company.
- Upgrade
to the latest version
You could avoid the cost and disruption involved
in buying a completely new system by simply upgrading
to the latest version available, assuming of course
that it has the requisite functionality. Check it
out.
- Investigate
report writing software
Report-writing software is designed to sit on
top of your existing systems, extract the information required and generate reports
- when you need them. The cost can be relatively small and the benefits enormous.
- Document
Procedures and Train your Staff
The ability to use your systems effectively
may be dependent on a few members of staff who "know what to do". Work
out a Knowledge Transfer mechanism. This will probably involve documenting procedures
and training staff but in the long-term it will be worth it!
- Developing
software has hidden costs /dangers
Be wary - in our experience, developing
your own software should be a last resort! It may seem cheap if development is
done by a student as a nixer for example, however people soon load it with more
and more work and start demanding additional features; soon costs spiral and problems
proliferate.
- Establish
the full cost of developing your own software
The initial development
cost may only be a fraction of the true investment in developing software in-house.
Establish the annual costs of further development, technical support and maintenance
contracts. Also, consider the costs of integrating bespoke developments with your
existing systems - integration will usually add significantly to development and
support costs, as well as introducing a potential area of contention if things
go wrong, since each vendor will typically assign blame to the other.
- Investigate
Off-The-Shelf options
Whatever you want to do, it's highly likely that
there's already software out there to do it. Investigate existing options, ask
your suppliers what your competitors use and look around the marketplace. Remember
that if you buy off- the-shelf, technical support and upgrades will be readily
available.
- Ringfence
the Scope of Development
If you still decide to develop bespoke software,
make sure that the scope of the project is tightly defined by developing a clear
specification and having it signed off by all key users. Resist all attempts to
add subsequently to the specification until the system has been developed and
delivered to the original specification.
Check
out these How To Guides for more information
Managing
an eBusiness Project
Choosing
eBusiness Suppliers and Systems
Systems
Integration
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