• Share
  • Email
  • Embed
  • Like
  • Save
  • Private Content
Running an Efficient CMS Evaluation and Procurement Process: Hands-on Tips, Insider Knowledge and Advice
 

Running an Efficient CMS Evaluation and Procurement Process: Hands-on Tips, Insider Knowledge and Advice

on

  • 12,126 views

Presented by Piero Tintori at Web Content Chicago, June 17-18, 2008....

Presented by Piero Tintori at Web Content Chicago, June 17-18, 2008.

Running a procurement and evaluation process for a CMS project can be resource intensive and stressful. On top of that, a typical CM professional may only conduct CMS process a few times during their career.

Based on lessons learned from over 350 evaluation processes, this very practical, vendor neutral session will provide hands on tips, insider knowledge and advice to make your life easier and select a CMS that most matches your needs.

Key areas covered are:

* How to efficiently gather your requirements without creating a monstrous requirements document
* How to structure your RFP/RFT so that it can be evaluated efficiently
* A look at examples of RFP/RFT documents, what makes them good, bad or ugly?
* How to pose the right questions to vendors
* How to evaluate a vendors’ answers and read between the lines
* Inside the mind of a vendor: how a vendor operates, prices and shows signs of genuine interest in your project
* How to structure vendor presentations and who to invite
* How of structure an efficient low risk / high reward “hands on” evaluation of a solution
* How to check a vendors references and credentials to make sure you’ve selected the right partner
* What is fair to ask of a vendor and what might be asking too much

Running evaluations can be inefficient and difficult to manage. At worst, your evaluation process, no matter how well intentioned and planed, may offer very little value to the selection process compared to just picking a system at random.

Given the time, money and effort involved, you and your career cannot afford to make the wrong choice. This unique session will provide you with the hands on tips and advice to conduct an efficient and effective selection process, even if it’s your first one.

Statistics

Views

Total Views
12,126
Views on SlideShare
11,669
Embed Views
457

Actions

Likes
4
Downloads
256
Comments
0

10 Embeds 457

http://www.terminalfour.com 203
http://www.contentmanager.eu.com 180
http://www.webcontent2008.com 34
http://www.slideshare.net 18
http://www.webcontentconferences.com 16
http://10.150.200.76 2
http://static.slideshare.net 1
http://209.85.165.102 1
http://www-stage.terminalfour.com 1
http://daksh.posterous.com 1
More...

Accessibility

Upload Details

Uploaded via as Microsoft PowerPoint

Usage Rights

© All Rights Reserved

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Processing…
Post Comment
Edit your comment

Running an Efficient CMS Evaluation and Procurement Process: Hands-on Tips, Insider Knowledge and Advice Running an Efficient CMS Evaluation and Procurement Process: Hands-on Tips, Insider Knowledge and Advice Presentation Transcript

  • Piero Tintori CEO – TERMINALFOUR [email_address] Running an Efficient CMS Evaluation & Procurement Process Hands on tips, Insider Knowledge & Advice
  • Who am I?
    • CEO & Founder of TERMINALFOUR (a really good CMS vendor  )
    • 12 years experience working in the Content Management market
    • Spend most of my time working on business development & helping customers with requirements analysis
    • Presentation came out of University project & interviews with other vendors
  • What I’m going to cover?
    • Why is getting the process right so important?
    • Running an efficient evaluation & procurement process
    • Writing an efficient RFT/RFP document
    • Inside the mind of a vendor
    • Evaluating vendors efficiently
    • 10 Golden Rules
  • What I’m not going to cover?
    • Why you might need a WCM / CMS?
    • How to structure your project team?
    • How much should we budget for?
    • Anything about specific solutions
  • Getting it right
  • Why is getting the process right, so important?
    • Obvious reasons:
      • Value for money, project success, Return on investment
  • Why is getting the process right, so important?
    • Obvious reasons:
      • Value for money, project success, Return on investment
    • The more important ones:
      • Less stress, kudos / admiration, career advancement, reputation
  • Why is getting the process right, so important?
    • Similar to a staff recruitment process:
      • You’re looking for key “qualifications”
      • You’re looking for potential
      • Your looking for the right fit
      • You have a budget in mind
    • A transferable golden rule from Recruitment:
    • “ It’s better not to recruit anyone, then recruit the wrong person”
  • Why is getting the process right, so important?
    • Similar to a staff recruitment process:
      • You’re looking for key “qualifications”
      • You’re looking for potential
      • Your looking for the right fit
      • You have a budget in mind
    • A transferable golden rule from Recruitment:
    • “ It’s better not to recruit anyone, then recruit the wrong person”
    • It’s all about finding a company that fits in with you and your requirements:
      • Right size
      • Right price
      • Nice people to work with
      • Enthusiastic about your project
      • Knowledgeable about your sector
  • Why is getting the process right, so important?
    • If it all goes wrong:
      • Impact on team moral
      • Delivery reputation damaged
      • User expectations damaged
      • Additional costs / loss of budget
      • Time / competitiveness lost
          • (typically 3 years)
  • Why is getting the process right, so important?
    • Key areas where mistakes are made:
      • Not allowing enough time for the process
      • A RFT document that even bores you!
      • Not involving the vendors as early in the process as possible
      • Not properly checking references
      • Not involving the right people from within your organizations
  • Running an effective Evaluation Process
  • Running an efficient evaluation & procurement process
    • Plan out your process
      • Consult with procurement
      • Consult with legal
      • Consult with budget holders
      • Don’t rush:
      • Allow 6-8 weeks for RFP evaluation projects
      • < $50,000
      • Allow 8 – 12 weeks for RFP evaluation projects
      • > $50,000
    • Total time involved: 4-12 months
  • Running an efficient evaluation & procurement process
    • Plan out your process
      • Consult with procurement
      • Consult with legal
      • Consult with budget holders
      • Don’t rush:
      • Allow 6-8 weeks for RFP evaluation projects
      • < $50,000
      • Allow 8 – 12 weeks for RFP evaluation projects
      • > $50,000
    • Total time involved: 4-12 months
  •  
  • Writing an Effective CMS RFT document
  • Writing an efficient RFT/RFP document
    • Problems to avoid:
      • A very large document = a very very large response
      • Avoid repetition at all costs
      • Difficult to evaluate = simple questions / simple answers
      • Avoid “crazy” procurement questions (i.e. is your product radioactive! etc.)
  • Writing an efficient RFT/RFP document
    • Problems to avoid:
      • A very large document = a very very large response
      • Avoid repetition at all costs
      • Difficult to evaluate = simple questions / simple answers
      • Avoid “crazy” procurement questions (i.e. is your product radioactive! etc.)
  • Writing an efficient RFT/RFP document
    • Problems to avoid:
      • A very large document = a very very large response
      • Avoid repetition at all costs
      • Difficult to evaluate = simple questions / simple answers
      • Avoid “crazy” procurement questions (i.e. is your product radioactive! etc.)
  • Writing an efficient RFT/RFP document
    • Problems to avoid:
      • A very large document = a very very large response
      • Avoid repetition at all costs
      • Difficult to evaluate = simple questions / simple answers
      • Avoid “crazy” procurement questions (i.e. is your product radioactive! etc.)
  • Writing an efficient RFT/RFP document
    • Recommended structure:
      • Project Overview
      • Describe procurement process
      • List Functional Requirements
      • List Support, Training & Integration Requirements
      • Pricing information (what do you want to purchase?)
  • Writing an efficient RFT/RFP document
    • How to pose questions:
      • Pose clear questions – receive clear answers
      • Easy to evaluate & score
  • Writing an efficient RFT/RFP document
    • How to pose questions:
      • Vague questions vague answers
  • Writing an efficient RFT/RFP document
    • How to pose questions:
      • Pose clear questions – receive clear answers
  • Writing an efficient RFT/RFP document
    • Bad example questions / requirements:
      • “ use of unique IDs for users to allow for changes to fundamental parts of their profile, such as surname, while ensuring seamless continuance of their rights/roles profile”
      • “ XYZ is actively expanding its customer base. The WCM system must allow increasing customer numbers to be supported whilst maintaining good performance”
  • Writing an efficient RFT/RFP document
    • Bad example questions / requirements:
      • “ use of unique IDs for users to allow for changes to fundamental parts of their profile, such as surname, while ensuring seamless continuance of their rights/roles profile”
      • “ XYZ is actively expanding its customer base. The WCM system must allow increasing customer numbers to be supported whilst maintaining good performance”
  • Writing an efficient RFT/RFP document
    • Good example questions:
      • “ The WCMS must allow for the application of multiple templates to a single item of content.”
      • “ The WCMS should not produce content that is reliant on client-side scripting languages.”
      • “ The WCMS should offer the facility to produce site maps.”
      • “ It is highly desirable that the WCMS can publish to multiple servers.”
  • Evaluating vendors efficiently
    • Meet the project team (or a few members of it)
    • How enthusiastic is the vendor about your project?
    • Check disclosed and non-disclosed references
    • If you have the time, run a Pilot Project
    • Is the fit right?
  • Conclusion Conclusion
  • Get inside the mind of a vendor
    • Vendors are adverse to risk as you are
      • Except:
            • if they aren’t very busy
            • the sales person is under pressure to make their numbers
            • If the software company is bigger than your organization
    • Hidden variations in prices:
            • Risk of the project
            • How easy are you to deal with?
            • How well they know your industry?
  • Get inside the mind of a vendor
    • Vendors are adverse to risk as you are
      • Except:
            • if they aren’t very busy
            • the sales person is under pressure to make their numbers
            • if the software company is bigger than your organization
    • Hidden variations in prices:
            • Risk of the project
            • How easy are you to deal with?
            • How well they know your industry?
  • Get inside the mind of a vendor
    • For example, timing is critical:
  • 10 Golden Rules
    • Don’t rush the process
    • Time the release of your RFP
    • Don’t have too many people attend the initial presentation
    • Don’t mix end user & technical parts of a presentation
    • Seek vendor advice as early as possible in the process
  • 10 Golden Rules
    • Allow enough time for the presentation
    • Ask specific questions - expect specific answers
    • Avoid repetition in RFT
    • Be careful using “Open Demo Areas”
    • Make sure they are the right fit
  • Conclusion Thank you [email_address] TERMINALFOUR