2. Software Evaluation Chapter 54

3. Introduction This is carried out when new software is need by a business. It helps the decision, of what kind of software to purchased, to be made The software suitability is assessed along with other factors The process is very much like the one carried out in our projects with pros and cons weighed up against each other Software Evaluation

4. Choosing Software www.sage.com This website address is suggested in the book as a place to go for a software supplier of accounting packages. Although it doesn’t seem too relevant is does provide a useful guide on finding suitable packages which could be used for all types of software.

5. Sage Guide Do Start to collect some info on accounting software products and read some of the reviews published in magazines Talk to your accountant Define what you want the package to do exactly Don’t Walk into a shop or dealership and buy the cheapest thing on offer.

6. First Step First step in selecting software is to define exactly what you want the system to do to meet the requirements of the business. There is no point in buying a standard package that only meets 80% of the user’s needs but can’t cope with the other 20% which could be a crucial %.

7. Tailoring of Software Some software packages available can be modified by the user to provide extra functionability required to meet unmet requirements. dangerous This is a dangerous option

8. Dangerous “With a standard package there is no such thing as a ‘minor’ code change. It is like trying to add an appendage to a human being. Imperfect as we are, we are tried and tested and are unlikely to work better with 2 hearts, or run faster with 3 legs. If you want to keep the project really simple, buy a package but don’t modify it.” Tony Collins from his book ‘Crash’.

9. Upgradeable? A business needs to consider the future i.e. expansion, when purchasing new software, as well as meeting the current demands. Will it grow with the company? Are upgrades available? Is it a clear ‘upgrade path’? Is it upwardly- compatible? Is it very costly, if this is ever needed ?

10. Other Evaluation Criteria Compatibility with existing hardware and software. Resource requirements. Quality of documentation. Ease of learning. Ease of use. Technical support. Cost. Speed.

11. Benchmark Tests These are a way of comparing different software packages. They help determine the efficiency of a product. Measuring the time in which it takes to perform a task is one such benchmark test. Magazines regularly publish results of benchmark tests.

12. Manufacturer The reputation of a manufacturer could influence a businesses choice of software. The suppliers reputation may also affect where and what software is purchased. The relationship with the supplier can be crucial. The supplier has to understand how your business works and the requirements of it. They are then able to provide help when/ if problems arise These reputations can be researched from other users, magazine articles and visiting suppliers.

13. Evaluation Report This is a document that is produced after completing thorough evaluation of possible software options. It typically contains: An introduction stating the purpose of the report The methodology used to evaluate the software options The actual evaluation, including the capabilities of the software, results of benchmark tests, upgrade facilities, compatibility with existing software base etc. Recommendations Justifications for the recommended purchase

14. The End