solutions
solutions - Selecting a Business System
Your guide to short listing and evaluating new business software.
A BASDA (Business Application Software Developers' Association) publication.
Business and accounting software has changed significantly over the last 10 years. There were over 800 Business & Accounting Systems in the UK 10 years ago, today there are less than 100 that are being constantly updated. Larger organisations no longer purchase bespoke accounting applications, they use established and proven packaged applications. Smaller companies now prefer to use friendly packaged software rather than keep their 'books of accounts' manually.
Today modern business systems are very flexible and therefore evaluating them against specific functional requirements is a long and cumbersome process. For the main part this is not required; it is a waste of time sending a detailed specification of requirements to modern application developers as the answer to most requirements will be 'yes'. Modern applications are so flexible; they can be configured to meet most requirements.
BASDA and its members have been recommending an alternate route of collecting outline information about the possible replacement systems, at an early stage. Then, later in the procurement cycle, when a preferred supplier has been established, to look into the more detailed requirements and match the software application against those requirements often in a 'conference room pilot' situation.
The BASDA "Selecting a Business System" booklet is designed for organisations involved in the selection of a business software system and an appropriate supplier. It provides a fast-track approach to selecting a business and accounting system, in a reliable and proven manner.
A Working Party was set up between BASDA, external consultancies and user organisations to develop both a fast-track and a sound method of selection. The techniques outlined in this booklet are proven and well established.
The BASDA document advocates an 'RFI approach', which recommends to buyer organisations that, after collecting all the detailed requirements from the various departments within the organisation, they distill them into a shortened 'summary of requirements'.
This summary is then used as the basis of an RFI (Request For Information), and is sent to a selection of suppliers, to evaluate whether their software fits the broad requirements. Once the responses have been received and evaluated, then a short-list can be established and a more detailed investigation into the software and service requirements can be undertaken.
After the detailed review, a preferred supplier is identified and a detailed evaluation is undertaken of the product, including testing the product on the customer's premises.
The booklet includes checklists, which can be used to short-list potential new accounting and business software systems.
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