This document outlines the process for selecting new software. It recommends identifying needs based on organizational values and stakeholder demands. An evaluation method like running a Request for Information (RFI) or Request for Proposal (RFP) should be used to identify possible vendors and gather information. Responses from the RFI and RFP are analyzed to rule out products and vendors that do not meet requirements. Negotiations are then conducted and plans, contracts and teams are established before implementation begins.

1. Process of software
selection
A how-to primer on your selection process
Dag H. Baardsen, Berghaugen Gård 2013

2. Identify why you should select
a new piece of software
• What is the value proposition behind it
• Does selecting and installing the new software conform to the
organization's values?
• Where does demand come from?
• Is this a part of a
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cost reduction scheme?
surge for better processes?
challenge of status quo?
call for higher revenue?

3. Identify needs based on values
and demands from
stakeholders
• First, who are the stakeholders?
• Find their real needs, not necessarily what comes from the top
of their heads
• Challenge every need
• Focus on key requirements. Narrow to A FEW!
• Bring along the stakeholders ALL THE WAY. Make them part of
your project
• Consider scenarios ahead

4. Evaluate the selection methods
available
• Will you run a full RFI / RFP process?
• Do you have in house experts who can participate?
• Find your assessment method
• Excel is your friend
• Find your absolute requirements and stick to them

5. Identify possible vendors
• Don’t forget the small ones
• Pick from
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Your own knowledge
Organization's knowledge
Network input
Exhibitions/conferences
Web, white papers
Which ones your competitors use
• Can you rule someone out based on knowledge, track record,
experience, rumours?

6. Do the RFI
• Do the spec thing
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But not the detailed one
Analyze needs
DB size
Platform
Capacities, transactions
Consider plans, time schedules/milestones, budgets
• Don’t forget to ask for a product roadmap
• Get their preliminary price

7. Consider answers from RFI
• Rule out products, vendors
• Put your absolute product requirements at work
• Excel is your friend
• 2 – 6 products left inside the circle of light, throw the others out
the back door

8. Do the RFP
• Do the advanced spec thing
• Don’t forget to name your key requirements that you wrote down
intitially
• Remember to ask for
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Functional requirements
Non-functional requirements
Vendor specifics
Ready made training material, process, needs for superusers

9. Consider answers from RFP
• Rule out products, vendors
• Put your absolute product requirements at work
• Excel is your friend
• 1 – 2 products left inside the circle of light, throw the others out
the back door
• Start negotiations
• Close deal

10. Establish plans, contracts,
teams and agree on them
• Then
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Start implementation
Convert from old system
Do the training thing
Launch