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  1. 1. W E L C O M E T O ISECON 2003 Information Systems Education Conference “ Join the I.S. Fleet” November 6-9, 2003 San Diego, California
  2. 2. TEACHING THE DEVELOPMENT OF EFFECTIVE REQUESTS FOR PROPOSALS (RFP’s) IN THE AREA OF COMPUTER HARDWARE/SOFTWARE/SERVICES SELECTION By John Maniotes Charles Winer Computer Information Systems and Information Technology Department ISECON 2003 http://www.calumet.purdue.edu Purdue University Calumet Hammond, IN 46323 USA
  3. 3. TOPICS <ul><li>Surveys of the computer and IS market </li></ul><ul><li>Current and future trends in IS </li></ul><ul><li>Organizational and administrative considerations </li></ul><ul><li>Requirements Analysis </li></ul><ul><li>Composition of the RFP </li></ul><ul><li>Vendor’s responses to the RFP </li></ul><ul><li>Validation of the proposed system </li></ul><ul><li>Performance measurement approaches </li></ul>
  4. 4. TOPICS CONT. <ul><li>Selection techniques </li></ul><ul><li>Vendor negotiations </li></ul><ul><li>Procurement issues </li></ul><ul><li>Vendor contracts </li></ul><ul><li>Conversion and compatibility issues </li></ul><ul><li>Case studies </li></ul><ul><li>Student Team RFP Project </li></ul><ul><li>Checklists of useful information </li></ul>
  5. 5. SOME SOURCES OF ARTICLES <ul><li>Communications of the ACM </li></ul><ul><li>Computer World </li></ul><ul><li>Datamation </li></ul><ul><li>Datapro Reports </li></ul><ul><li>Interactive Week </li></ul><ul><li>PC Magazine </li></ul><ul><li>Software Magazine </li></ul><ul><li>Upside Magazine </li></ul><ul><li>Wall Street Journal </li></ul><ul><li>Sample RFP’s, RFI’s, RFB’s, and RFQ’s </li></ul>
  6. 6. SURVEYS OF COMPUTER & IS MARKET <ul><li>Various market definitions (past and present) </li></ul><ul><li>Market definitions by </li></ul><ul><ul><li>Datamation Magazine </li></ul></ul><ul><ul><li>Software Magazine </li></ul></ul><ul><ul><li>Upside Magazine </li></ul></ul><ul><ul><li>Red Herring Magazine </li></ul></ul><ul><ul><li>Wall Street Journal </li></ul></ul>
  7. 7. CASE STUDY OF SAMPLE VENDORS <ul><li>Accenture </li></ul><ul><li>Computer Task Group, Inc. (CTG) </li></ul><ul><li>Comdisco, Inc. </li></ul><ul><li>Evans & Sutherland Computer Corp. </li></ul><ul><li>Lawson Software, Inc. </li></ul><ul><li>Manatron, Inc. </li></ul><ul><li>Meta Creations, Inc. </li></ul><ul><li>Micro Focus </li></ul><ul><li>Storage Technology </li></ul><ul><li>SPSS, Inc </li></ul><ul><li>Systems & Computer Technology </li></ul><ul><li>Sybase, Inc. </li></ul>
  8. 8. MAIN SECTIONS OF THE “IDEAL” RFP <ul><li>Section Title </li></ul><ul><li>I Administrative & Procedural </li></ul><ul><li>Information to the Vendor </li></ul><ul><li>II Background Information on the </li></ul><ul><li>Company </li></ul><ul><li>III System Functional Requirements </li></ul><ul><li>Defined by the Company </li></ul><ul><li>IV Proposal Instructions & Technical </li></ul><ul><li>Questionnaires for the Vendor </li></ul>
  9. 9. MAIN SECTIONS OF THE “IDEAL” RFP CONTINUED <ul><li>Appendices Title </li></ul><ul><li>A Programming Standards of the Company </li></ul><ul><li>B System, Program, & Operation </li></ul><ul><li>Documentation Standards of the Company </li></ul><ul><li>C Map of the Company’s Campus </li></ul><ul><li>D Current Forms/Reports used by the Company </li></ul><ul><li>of System to be Replaced </li></ul><ul><li>E Glossary of Technical Terms </li></ul><ul><li>F Suggested Contractual Agreements by the Company </li></ul>
  10. 10. Section I – ADMINISTRATIVE & PROCEDURAL INFORMATION TO THE VENDOR <ul><li>Purpose of the RFP </li></ul><ul><li>Office or Department responsible for the RFP </li></ul><ul><li>How inquires are to be handled </li></ul><ul><li>Major pertinent dates and deadlines </li></ul><ul><li>General format and content for the submitted proposal by the vendors </li></ul><ul><li>How vendor presentations and demonstrations are to be handled </li></ul><ul><li>Evaluation criteria & process used to select the winning vendor(s) </li></ul><ul><li>Any special contractual terms or conditions required by the company </li></ul>
  11. 11. Section II – BACKGROUND INFORMATION ON THE COMPANY <ul><li>Description of the company, such as products produced, location, geographic area, company organization chart, number of employees, etc. </li></ul><ul><li>Company’s present computer systems, PC’s, operating systems, networks, database systems, applications software, etc. </li></ul>
  12. 12. Section II – BACKGROUND INFORMATION ON THE COMPANY CONTINUED <ul><li>Telecommunications vendors that company uses for telephone services, wireless communications, frame relay services, T1 communications, etc. </li></ul><ul><li>Internet service providers to the company </li></ul>
  13. 13. Section III – SYSTEM FUNCTIONAL REQUIREMENTS DEFINED BY THE COMPANY <ul><li>Detail description & profile of the current system to be replaced </li></ul><ul><li>Transaction volumes, activity, & other statistics associated with the system to be replaced </li></ul><ul><li>General functional system requirements & company location of proposed system </li></ul><ul><li>Hardware requirements for the computer systems, printers, scanners, communication access devices, networking hardware, etc. </li></ul><ul><li>System software requirements for the operating system, DBMS system/programming language, report generators, etc. </li></ul>
  14. 14. Section III – SYSTEM FUNCTIONAL REQUIREMENTS DEFINED BY THE COMPANY <ul><li>Application software functional requirements for each module and security considerations. </li></ul><ul><li>Education and training requirements for executives, managers, supervisors, programmers, operators, and clerical users. </li></ul><ul><li>Documentation requirements such as hard copies, CD’s, DVD’s, & on-line manuals </li></ul><ul><li>Installation, maintenance, & support requirements for the proposed equipment & software </li></ul><ul><li>Performance evaluation & acceptance criteria </li></ul>
  15. 15. PROPOSAL INSTRUCTIONS & TECHNICAL QUESTIONNAIRES FOR THE VENDOR <ul><li>Description of the written proposal format that ALL vendors must follow </li></ul><ul><li>Cover letter format </li></ul><ul><li>Requirements that vendor can & cannot satisfy </li></ul><ul><li>Proposed hardware configuration, systems software, applications software, etc. </li></ul><ul><li>Proposed installation, maintenance, conversion, education & training schedules </li></ul><ul><li>Project organization schedule for de-installation of existing systems & installation of new system </li></ul>
  16. 16. PROPOSAL INSTRUCTIONS & TECHNICAL QUESTIONNAIRES FOR THE VENDOR CONTINUED <ul><li>Proposed vendor support services & backup facilities </li></ul><ul><li>Cost figures for all items proposed such as: purchase costs, rental, & lease with purchase options </li></ul><ul><li>Vendor’s standard contracts for items proposed </li></ul><ul><li>Description of technical questionnaires that vendors must complete. </li></ul><ul><ul><li>Short question, short answer type/style </li></ul></ul><ul><ul><li>Yes – No type/style </li></ul></ul><ul><ul><li>Questions dealing on the requirements identified </li></ul></ul><ul><ul><li>in Section III </li></ul></ul>
  17. 17. SAMPLE RFP’s WRITTEN BY STUDENT TEAMS <ul><li>Payroll system for a small business </li></ul><ul><li>Human resource system for a manufacturing company </li></ul><ul><li>Financial system (A/P, A/R, & Budgeting) </li></ul><ul><li>Municipal water billing system </li></ul><ul><li>School district grading, scheduling and attendance system </li></ul><ul><li>County law enforcement system </li></ul><ul><li>LAN system for a small law firm </li></ul><ul><li>Outsourcing services for a school system </li></ul>
  18. 18. SOURCES FOR PUBLIC DOMAIN RFP’s <ul><li>General Services Administration (GSA) </li></ul><ul><ul><li>Department of Defense </li></ul></ul><ul><ul><li>Small Business Administration </li></ul></ul><ul><ul><li>Center for Disease Control & Prevention </li></ul></ul><ul><li>State Governments </li></ul><ul><li>County Governments </li></ul><ul><li>City/Municipalities </li></ul><ul><li>School Districts </li></ul><ul><li>Fortune 100 Companies </li></ul>
  19. 19. STUDENT’S PROJECT NOTEBOOK <ul><li>Cover Page </li></ul><ul><li>Table of Contents </li></ul><ul><li>Abstract of the RFP Project </li></ul><ul><li>Gantt Chart of the Project </li></ul><ul><li>List of Assumptions </li></ul><ul><li>Introduction, Purpose, Scope, etc. </li></ul><ul><li>The RFP </li></ul><ul><li>Description of Innovative/Unique Solutions </li></ul><ul><li>Recommendations and Conclusions </li></ul><ul><li>Bibliography of References </li></ul>
  20. 20. PRESENTATIONS <ul><li>Checkpoint 1 </li></ul><ul><ul><li>Week 9 </li></ul></ul><ul><ul><li>15 Minutes </li></ul></ul><ul><li>Checkpoint 2 </li></ul><ul><ul><li>Week 10 </li></ul></ul><ul><ul><li>15 Minutes </li></ul></ul><ul><li>Checkpoint 3 </li></ul><ul><ul><li>Week 12 </li></ul></ul><ul><ul><li>15 Minutes </li></ul></ul><ul><li>Final Presentation </li></ul><ul><ul><li>Week 15 </li></ul></ul><ul><ul><li>45 Minutes </li></ul></ul>
  21. 21. POSSIBLE GUEST SPEAKERS <ul><li>MIS/IT Director </li></ul><ul><li>Vendor </li></ul><ul><li>CFO </li></ul><ul><li>Lawyer </li></ul>FEEDBACK FROM <ul><li>Advisory Committee </li></ul><ul><li>Older/More Mature Students </li></ul><ul><li>CIS Alumni </li></ul>
  22. 22. END OF PRESENTATION <ul><li>QUESTIONS </li></ul><ul><li>COMMENTS </li></ul><ul><li>OBSERVATIONS </li></ul>

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