Brief Guide to: Reviewing your IT System

The process to select a solution should start with a review of what you currently have in place and how that fits with your business requirements. The following points aim to guide the structure of your review, in order to achieve a final requirements document to provide to an IT provider.

 Functionality – Does the system do the job?  Depending on the scope of your requirements it may be unlikely that you will find a 100% fit.  Gaps can be filled via software development but will add to the overall cost, or worked around, however, there is a point at which manual workarounds – especially for key processes – cease to be cost effective.  Document the inconsistencies in a ‘gap analysis’ document, but be pragmatic – an exercise, which allows the user free reign to define the ultimate solution will usually fail.  The requirements documentation will form a key component of your Invitation to Tender – a document to be sent to potential suppliers to respond to. 

 Delivery – Consider what key activities and dependencies such as training, configuration, testing support, data migration and technical consultancy need to be delivered and within what timeframes?

 Technology –Does your system have a scalable and open architecture to allow integration with existing and future enterprise systems? Your decisions on internally or externally hosted may be influenced by proposals from suppliers, at least from a cost and security perspective. However, where you have existing infrastructure you might look to leverage it in order to save costs or mitigate risks.  Integration with other systems is also something to consider and, if necessary, then document the technological requirements too. Finally, do not ignore the requirements of your disaster recovery plans, if the solution is hosted this can relieve you from the challenge of supporting the solution in house and ensure adequate contingency for business continuity.

 Maintenance – If you are currently contracted with support, is it responsive and during the hours you need it?  Ensure you know what service levels you require and – if you can get them – build in service credits for failure to comply.  The maintenance contract should provide a commitment to regular upgrades, in order to keep the product supported on a current technological platform and to remain compliant with moving legislation - free of additional charge – it is in the interest of the supplier to ensure the system remains saleable!

 Although it may seem early in the process, assigning an experienced project manager at this stage will mean that they are involved throughout and their drive and focus will be essential to success. Next month’s guide will examine the critical process of selection, in more detail, ensuring your requirements can be met and the supplier can deliver!

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