Upfront thoughtful and detailed planning are the keys to a successful selection of any software solution. The procurement process is the mechanism by which the University clearly states their goals, objectives and detailed functional and technical requirements. Through this detailed analysis and planning, the procurement process will result in the selection of a software solution that best meets the overall needs of an institution. Draper & Associates has direct, relevant experience in supporting a higher education client's in the RFP procurement process of a variety of CAFM, ERP and CRM software solutions.
Project Management services Draper provides higher education institutions in this area generally include:
- Conducting high-level research on the current "best-of-breed" solutions for systems (determining their basic technical and functional capabilities)
- Documenting the client's basic technical and functional requirements
- Creating the RFP and serve as the primary liaison with the Purchasing Department
- Creating a weighted scorecard for evaluating proposals
- Preparing and provide formal responses to vendor queries regarding the RFP and prepare the associated Addenda to the RFP for distribution to respondents
- Coordinating/scheduling presentations by the short-listed firms
- Documenting firm presentations and assemble the scorecards completed by interview panel members
- Conducting post-interview debriefing sessions to finalize the client's decision
Draper's involvement in this process not only contributes to shortening the procurement process but assists the institution in clearly defining their software solution needs which will contribute towards the long-term viability and usability of the system.
Additionally, as a precursor to developing the software implementation plan, Draper prepares an implementation impact and rollout strategy. This strategy document outlines the areas at the higher education institution that will be or could be impacted by the implementation of the software. This plan helps to clearly define the effects a system will have across an entire organization.
An example of a Draper & Associates' software procurement management engagement for Auburn University can be viewed at this link. |
