| 1. |
Develop “scenarios” for, at a minimum, the most important business tasks that system users will need to perform. Scenarios describe common tasks that users will need to conduct -- and the expected results that the system should deliver. By preparing scenarios in a "narrative" form, considerable scope can be covered in a relatively brief description. Be sure to specify business needs, not implementation details, as vendors should be free to propose any methods or technologies that are able to meet your goals. |
| 2. |
Invite vendors to conduct a live demonstration of their solution. End-user representatives and decision makers should be present for each demo. Provide scenarios to vendors at least a week before the presentations, and require strict adherence. This allows direct comparison between the vendors' products. |
| 3. |
Ask each vendor to submit a formal bid (including a cost estimate) with written descriptions of how each of your requirements will be met by their solution. Using this approach ensures that the vendors are accountable for any promises or commitments they make. Additionally, price competition – even if only implied – will help ensure you get the most for your money. |
| 4. |
Create a scoring system. Determine this before the vendors are contacted, and incorporate the results of bids and demonstrations. Using a formal scoring system eliminates the potential for accusations of bias.
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