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Selecting CRM Software           Presented by:        Steve Beshuk, PMP           Director, JCA     steve.beshuk@jcainc.com
Goals for this PresentationReasons for a formal selection processStep-by-step review of the process
Is a System Selection Process Important?   Why not just buy what your friend uses?   Make the decision all by yourself. Th...
Is a System Selection Process Important?    It’s a big investment, cover your assets!    A successful implementation begin...
Results of a Successful Selection A system that fits you A vendor and consultants you can work with The right budget Confi...
Selecting Software - OverviewAssemble the teamAnalyze requirements and write RFPVendor researchCreate the Vendor Evaluatio...
Assemble the Selection TeamExecutive branch of system selectionCreate the schedule, keep it on time andbudgetRepresent the...
Analyze RequirementsYou don’t know what you don’t knowYou may not even know what you knowWhen bad processes marry a good s...
Write Request for ProposalHow do you weight cost, functionality andcompany?Components of an RFP
Components of an RFPIntroduction   Describe who you are (mission)   Indicate any issues specific to your   institution   S...
Components of an RFPEvaluation criteria  Requirements met  Cost  Quality of submission (vendor references,  documentation,...
Components of an RFPSubmission requirements  Vendor history, annual sales, finances  Support policies  Training  Software ...
Components of an RFPRequirements overview narrative  Describe what your organization does  Divide the overview by function...
Components of an RFPDetailed requirements checklist  Every single little thing you want the  system to do  One specific re...
Sample Requirements Checklist
Components of an RFPWork product System output and critical reports Gift acknowledgment letters Pledge reminders Membershi...
Vendor ResearchDon’t send the RFP to the worldCreate a qualified shortlist  At least three, no more than eightResearch  Th...
Evaluation GridKnow what you are going to evaluatebefore you evaluate itSummarize the requirements checklistWeight the req...
Sample VEG
Submit RFP’s and Evaluate Proposals   Email RFP’s to vendors   Communicate the full schedule   Vendor Q/A   Read, read, re...
The DemosHow long should they be?ScriptedKeep them focused, this is not trainingKeep on-schedule“Would you show me that?”U...
Due DiligenceMake the preliminary selectionWrite reference questions in advanceAsk for several references, use a fewAsk yo...
Final SelectionMeet with team to make the official choiceCall all the vendorsIt’s not over until the contract is signed
Contract NegotiationRead it, seriouslyThey will never love you more than todayDon’t be afraid to haggle
Celebrate!You worked hard!Don’t forget to say thanks to the teamStart getting people excited for theimplementation
Don’t Forget…What happens when the vendor doesn’t respect theprocess?Don’t tell the vendor who they are competingagainst, ...
Thank You!Questions?
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Selecting CRM Software

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Transcript of "Selecting CRM Software"

  1. 1. Selecting CRM Software Presented by: Steve Beshuk, PMP Director, JCA steve.beshuk@jcainc.com
  2. 2. Goals for this PresentationReasons for a formal selection processStep-by-step review of the process
  3. 3. Is a System Selection Process Important? Why not just buy what your friend uses? Make the decision all by yourself. The internet is so helpful! If you fail to plan… “Big-Ten University abandons stalled Accounting software implementation after spending $26.4M. Legislative Audit Committee finds lack of planning and proper management at issue.”
  4. 4. Is a System Selection Process Important? It’s a big investment, cover your assets! A successful implementation begins during the selection process
  5. 5. Results of a Successful Selection A system that fits you A vendor and consultants you can work with The right budget Confidence from staff and your boss/board A solid foundation to implement
  6. 6. Selecting Software - OverviewAssemble the teamAnalyze requirements and write RFPVendor researchCreate the Vendor Evaluation GridSubmit RFP and evaluate proposalsThe demosDue diligenceContract negotiationCelebrate
  7. 7. Assemble the Selection TeamExecutive branch of system selectionCreate the schedule, keep it on time andbudgetRepresent the stakeholders, don’t includethem allEight people or smaller
  8. 8. Analyze RequirementsYou don’t know what you don’t knowYou may not even know what you knowWhen bad processes marry a good system…Analyze across functions, departmentsIf it’s not written, it’s not saidGet buy-in from users
  9. 9. Write Request for ProposalHow do you weight cost, functionality andcompany?Components of an RFP
  10. 10. Components of an RFPIntroduction Describe who you are (mission) Indicate any issues specific to your institution Strategic direction List contact info and preferred method of contact
  11. 11. Components of an RFPEvaluation criteria Requirements met Cost Quality of submission (vendor references, documentation, training, etc.)
  12. 12. Components of an RFPSubmission requirements Vendor history, annual sales, finances Support policies Training Software R&D policy Sample of standard reports Software modification policy References Cost model
  13. 13. Components of an RFPRequirements overview narrative Describe what your organization does Divide the overview by function or department Give the vendors enough information to understand your business
  14. 14. Components of an RFPDetailed requirements checklist Every single little thing you want the system to do One specific requirement per line Vendors answer yes/no/maybe to each one Use this to create evaluation grid, demo scripts, modification requests
  15. 15. Sample Requirements Checklist
  16. 16. Components of an RFPWork product System output and critical reports Gift acknowledgment letters Pledge reminders Membership cards and renewals
  17. 17. Vendor ResearchDon’t send the RFP to the worldCreate a qualified shortlist At least three, no more than eightResearch The internet Your peers Conferences ConsultantsVendor phone interview
  18. 18. Evaluation GridKnow what you are going to evaluatebefore you evaluate itSummarize the requirements checklistWeight the requirementsGrades
  19. 19. Sample VEG
  20. 20. Submit RFP’s and Evaluate Proposals Email RFP’s to vendors Communicate the full schedule Vendor Q/A Read, read, read Fill out your VEG! Decide who’s going to demo Call those who didn’t make it
  21. 21. The DemosHow long should they be?ScriptedKeep them focused, this is not trainingKeep on-schedule“Would you show me that?”Update the VEGFollow-up demos
  22. 22. Due DiligenceMake the preliminary selectionWrite reference questions in advanceAsk for several references, use a fewAsk your peers that are not on the referencelistNo system is perfect
  23. 23. Final SelectionMeet with team to make the official choiceCall all the vendorsIt’s not over until the contract is signed
  24. 24. Contract NegotiationRead it, seriouslyThey will never love you more than todayDon’t be afraid to haggle
  25. 25. Celebrate!You worked hard!Don’t forget to say thanks to the teamStart getting people excited for theimplementation
  26. 26. Don’t Forget…What happens when the vendor doesn’t respect theprocess?Don’t tell the vendor who they are competingagainst, it will distract themMake it fair, all vendors should have the sameinformationDon’t let the shiny things distract youDon’t include implementation requirements in theRFP; choose your implementation partner as aseparate stepRespect the vendor’s time, this is a lot of work forthem too
  27. 27. Thank You!Questions?
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