Issue link: http://read.uberflip.com/i/8885
Additional Resources Use the search feature at iltanet.org to find more information about software licensing. ARTICLE TITLE Click here to download the “Negotiating and Managing Application Software Agreements ” Webinar. SAMPLE SOFTWARE/TECHNOLOGY EVALUATION GUIDELINES Following are suggested guidelines for evaluating and proposing the purchase of new or upgraded software or other technology systems. The guideline has two purposes: first, to serve as a framework as you gather and analyze information about the products being evaluated, and second, to provide a template for a written proposal that supports your conclusions and recommendation. The guideline was designed to apply to a variety of projects. Some project proposals require more analysis and detail than others, depending on various factors including overall cost, ongoing support needs, level of dependence on the system or software, and the size of the population affected by the change. Technical implementation, training, and ongoing support are important components of any software project, so coordination and communication throughout the process will help make your project a success. Please contact the IT Department manager to request assistance from the IT Department. In most cases, you should include a member of the IT Department in software demonstrations and other meetings with the vendor. Following is information about the purpose and use of each section of the guideline. I. Summary Use this section to summarize key information about the project for a reader who needs to understand the proposed change and be able to explain it to others. That reader might be your manager’s manager, or the managing partner who uses the information to inform other partners, or a manager who wants to inform department staff. II. Detailed Background This section is for explaining in more detail why the change is being proposed, what circumstances it is improving or solving, and who is affected. It is also to provide a summary of the evaluation process and the “homework” that went into the recommendation. III. Detailed Implementation Plan Use this section as an outline for your own research and evaluation, as well as to thoroughly inform a reader of the project details. Note that items J and K cover subjects that often get overlooked in the excitement of contemplating what a new system will be able do. It is helpful to write down the workflow and procedures for working with the new product; it calls attention to gaps or drawbacks that may not have been considered haven’t considered or to process changes that might not have contemplated. IV. Contract Review Summarize the key provisions of the purchase and maintenance contracts and indicate who has reviewed the contracts. Also use this section to indicate whether negotiations have led to concessions in terms or price. Click here to view suggested guidelines for evaluating and proposing the purchase of new or upgraded software or other technology systems. I. SUMMARY A. Brief description of software/system proposed for purchase or upgrade. 1. Project goal: problem being solved/improvement made 2. Current process 3. Who is requesting? B. Scope: what population benefits, and how? C. Overall cost (from worksheet in Section V) D. Cost and/or labor savings anticipated E. Staff resources and departments involved in the project F. Timing of purchase and implementation II. DETAILED BACKGROUND A. What practice or administrative function does the product support, and how does it improve our firm’s business? B. Do we currently have a product that performs a similar function? If so, how is the proposed product an improvement? If not, how is the function currently performed? C. What other products are available and which did we consider? Why did we choose this one? Describe the evaluation process. Summarize reference feedback (see sample reference questions below). Attach evaluation matrix (see sample below). D. If cost and/or labor savings are anticipated, provide details. III. DETAILED IMPLEMENTATION PLAN A. Data conversion requirements B. Consulting requirements. What configuration and implementation decisions will need to be made? Who will participate in making them? Will there be a focus group or a pilot group? C. What services does the vendor propose providing with the software or system? What services will be provided by a third party? Is the third party certified by the vendor? D. Will the system or software need to integrate with other systems or software? Does it connect to other databases? How will the integration and/or data feeds be created? E. Training requirements and process. Click here to download a guide for evaluating systems and software. www.iltanet.org Best Practices in Licensing Agreements 23