Phone: 800.276.0955

Aware is your best choice since we are not and never will be in the business of selling ERP software. If you do need new software, using an unbiased consultant such as Aware will give you the confidence you need to know that you are getting the best advice possible.

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 and processes.

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 vendor.

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.