Step 1: Conduct Project Overview
During this step of the process, we meet on-site with key managers and
discuss your company's long range business plan. We also review the system
selection process, establish a budget and identify the users of the new
system. We discuss the advantages and disadvantages of your existing system
and any long term information technology goals. It is also beneficial for
us to attend a facility tour at this point to educate us on your products
Step 2: Needs Assessment
We will interview representatives from all the key areas of your company,
then document your functional needs from an information system. These needs
will be based on company goals and growth projections over the next five
to seven years, and re-engineered business practices where necessary.
Step 3: Research Products
This service consists of an Aware consultant surveying the market to determine
a list of five to seven vendors whose software fits your needs list. This
search will be based on software that best fits your company size, IT strategy
and functional requirements. To minimize your cost of this step, we have
developed a comprehensive database that provides extremely detailed information
of ranked vendor features.
Step 4: Write and Submit Request for Proposal
After the long list of five to seven vendors is submitted, we will write
your request for proposal and submit that proposal to these vendors. This
RFP will consist of the list of needs and will prompt the vendor to indicate
whether those needs are satisfied. It will also include additional information
on your company profile, growth expectations and the preferred format of
the proposals. In addition, we will compile some open-ended questions where
the vendors must respond with procedural type answers. This will further
enable us to rank the qualified vendors.
Step 5: Act as a Vendor Liaison
During this phase of the project, we will answer any questions the vendors
have after they receive the request for proposal. We will also coordinate
with the vendors to ensure that the proposals are delivered on-time and
contain the requested information.
Step 6: Compare Products to Generate Short List
After receiving proposals from the suppliers, we will compile comparison
spreadsheets. These spreadsheets will rate the vendors in terms of key features,
hardware and software cost, and implementation costs. These comparisons
will be used to develop the short list of two to three vendors.
Step 7: Write Demo Script
This service consists of meeting with the key users to reach internal agreement
on the final criteria for system selection. This information is then used
to write an agenda that each vendor must follow during the demonstrations.
This prevents vendors from showcasing just the flashy parts of their system
and ensures an "apples-to-apples" comparison.
Step 8: Coordinate and Attend Vendor Demonstrations
We will set up demonstrations with the short list of vendors. This includes
surveying the key users for the best meeting times and coordinating equipment
and communications requirements with the vendor. We will also attend these
demonstrations to ensure each vendor follows the demo script and to rank
them on the key selection criteria.
Step 9: Select Top Vendor
After demonstrations from three vendors we will meet with the steering
committee members to compare our findings. We will compile additional comparison
spreadsheets and contact the vendors for clarification if necessary. We
will also visit approximately two reference sites recommended by the top
Step 10: Facilitate Conference Room Pilot
After a top vendor has been selected, a full in-house trial needs to be
conducted before you issue your purchase order. This service includes arranging
this trial period, writing pilot scripts, coordinating user schedules, and
taking extensive notes on the results of each stage of the testing.
Step 11: Make Recommendation to Top Management
Once the prior stages are complete, we will have all the information required
to present the top vendor to your executive team. This will include the
rating charts as compared to the other vendors on the short list, as well
as preliminary cost information and implementation time lines.
Step 12: Support Contract Negotiations
After management has approved the vendor of choice, we will contact them
to discuss pricing and bundling options. We will also review their standard
terms and conditions and make recommendations for negotiating points covering
licensing, implementation, long term support and upgrades. This stage can
also include checking the pricing and capabilities of multiple distributors
of a product.
Step 13: Coordinate Management Package
In order to place a purchase order, most companies require a capital authorization
request or similar package. Compiling this package can be very difficult.
Our assistance shortens the time required to complete this step, so that
the new system may be obtained as quickly as possible. Services offered
include identifying resource needs, especially in the areas of implementation.
We can also coordinate the identification of new information technology
personnel and infrastructure upgrades.