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9 Posts tagged with the assessment tag
1

Contributed by David Barron – david.barron@knowledge-infusion.com, Principal Consultant, Knowledge Infusion

 

At Knowledge Infusion, I spend most of my days helping clients navigate the complexities of making decisions around their HCM strategies and technology purchases. Those decisions are difficult, to say the least, because of the number of people involved, the business knowledge that each person brings, and the personal experiences of each individual. At times, the decision seems difficult, if not impossible. Let me put some perspective on the decisions we make every day…..

 

I recently had the opportunity (notice I didn’t say pleasure) to participate in the most basic civil service we have in the United States. I got the notice in the mail to show up for jury duty. Now I thought, as others probably do, not again. This is the 3rd time in 4 years. Not having a choice, I went on my scheduled date. The previous 2 times I had not been selected, but this time I went through the whole process and was selected to sit on a murder trial. WOW! The weight of it hit me like a ton of bricks. The man sitting in front of me would either go to jail or go free based on the decision of 12 total strangers.

 

So the process goes like this…..you have a notebook and a pen to record everything you see and hear for the period of the trial. Nothing else! No research on the internet, no consultant to ask questions of, and no help from the judge (other than the rule of law). And you can’t keep it at night. You can only read it during the day. Talk about pressure. I think I took 40 pages of notes over the two and a half days of the trial.

 

Then, the decision goes to the jury. Having heard and seen the evidence and referring to my notes, the decision is so obvious that I’m thinking maybe half an hour to come to a unanimous vote. I was so wrong. This is where the backgrounds and experience come in to play. Each person based on their interpretation of the law, their notes, and their views voted on a verdict. There was a clear divide among the jurors.

 

For the next three and a half days, we deliberated. The dynamics of the jury was probably similar to any organization. There were strong personalities, leaders, followers, loud arguers, soft spoken convincers, chalk board writers, readers of documents, “show me” people, and the “I don’t care if we sit here till H#@$ freezes over, I’m not changing my vote” people. It got so bad, one day we had to have the Sheriff sit in the room with us because the atmosphere was so heated. We even went to the judge on two occasions saying we were deadlocked.

 

But, the system works. The judge told us to go back to work, so we did. We talked and talked and talked and talked. We gave opinions and we listened. We listened. We Listened. Then, the most amazing thing happened. As more people were open to other people’s views and opinions, the evidence and the circumstances of the trial became clearer. The tone of the room changed to one of what is the right thing to do, not what I want to happen.

 

In the end, we made a unanimous decision that we all were proud to stand on. As the verdict was read, the court reporter had tears in her eyes. I think we did the right thing.

 

So, when your organization faces a tough decision that seems impossible to make; when everyone seems to have their own agenda; when no one can see an end in sight; when the project seems doomed to failure, think about 12 complete strangers deciding the fate of a person’s freedom. Then, go back to work.

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Contributed by David Barron – david.barron@knowledge-infusion.com, Principal Consultant, Knowledge Infusion

 

This final installment is dedicated to a good friend of mine, Jim Durham.

 

In this installment, we will conclude the investigation on the six steps that I believe will lead companies to value in their software selections. The six steps are:

1. Define Desired Business Outcomes

2. Define the Decision Criteria

3. Assess the Potential Providers

4. Engage the Providers

5. Conduct Software Demonstrations

6. Selection

 

Final step – Selection

 

Once demonstrations are complete, there may or may not be a clear “winner”. There will probably be follow up items for most, if not all of the providers. Some follow up items may include: reference checks, parking lot items from the actual presentations, technology documentation, and maybe even a “sandbox” working environment. Remember the work (Define the Decision Criteria) done early in the process and don’t stray from it. The tendency is to see a product that “looks good” and start the decision process from a selection with backward validation. Don’t fall into that hole. Regroup as a team and make your decision based on your key criteria. Comparing providers side-by-side for each criterion through a slideshow and/or document are effective ways to ensure an objective and transparent decision.

 

When it comes to choosing a provider, keep in mind there is not always a perfectly right answer. In fact, oftentimes there is more than one viable solution available. Do not wait for the “silver bullet” and avoid “analysis paralysis” because you have multiple options. It’s easy to become overly concerned about making the wrong decision and waste time trying to find a single element that makes one better than the other, when both solutions are suitable to your needs.

 

Tip: If two providers are dead-even on most value-based criteria, focus on price as a differentiating factor and negotiate with both.

 

Thanks for reading this series and I look forward to providing more information in the future!

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Contributed by David Barron ? david.barron@knowledge-infusion.com, Principal Consultant, Knowledge Infusion

 

In this installment, we will continue to investigate the six steps that I believe will lead companies to value in their software selections. The six steps are:

1. Define Desired Business Outcomes

2. Define the Decision Criteria

3. Assess the Potential Providers

4. Engage the Providers

5. Conduct Software Demonstrations

6. Selection

 

Fifth step ? Conduct Software Demonstrations

 

Now comes the part you have been waiting on for so long, the software demonstration. I know it has been a long process and its fun seeing new capabilities, but now is not the time to lose focus. Everyone on the team needs to keep those well thought out decision criteria in mind while looking at the bells and whistles that the providers will invariably show you. Don?t get distracted by the show, focus on the content.

Some steps that we use at Knowledge Infusion (thanks Mike Brennan) to keep our heads in the game are:

? Conduct pre-demo briefings. Set the context prior to face-to-face provider introductions by covering relevant highlights from any documentation provided as well as from any third party sources you have leveraged.

 

? Focus on the product capability that matters to you. Develop a high-level scorecard for the audience to use as a means to compare each provider using the business requirements you have documented as section headers. This will focus their attention to the value delivered for each business objective. Avoid overly detailed score sheets that tend to be completely ignored or too much of a distraction from the demonstration itself to be useful.

 

? Ask them to show you. Follow the scenarios in process flow order to get the feel of a fully implemented product. When asking a question of the salesperson or engineer leading the demonstration, encourage them not to tell you how something works, but to show you. For any particular capability that requires exorbitant setup time, make a note to follow up with the provider for a remote demonstration.

 

? Ask questions. This is your time for everyone on the selection team ? from IT to functional experts - to understand how well each provider will satisfy your organization?s needs for years to come.

 

? Close the loop. Post-demo briefings after each demonstration offer collective insight through gut reactions.

 

Some final tips and things to think about when it comes to demonstrations:

 

Make sure the provider is showing the latest generally available software. The providers are very anxious to show you everything you asked for and sometimes that means they may have to show some prototype or ?demoware? that is still in development. Just make sure you know what to expect when the software is shipped.

 

Not all presenters are equal. Some will be good and some not so good. When that happens, it is not as easy to see the benefits of the software. Stay focused on the scenarios and not the speaker.

 

Not all organizations will fit the exact way a software package has been designed. So, try to determine those areas that you know will have to be customized. Keep in mind that every customization will have a cost in both dollars and time.

 

Enjoy the demo. In the next installment we will talk about the selection.

 

Next Installment ? Selection

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Contributed by David Barron – david.barron@knowledge-infusion.com, Principal Consultant, Knowledge Infusion

 

In this installment, we will continue to investigate the six steps that I believe will lead companies to value in their software selections. The six steps are:

1. Define Desired Business Outcomes

2. Define the Decision Criteria

3. Assess the Potential Providers

4. Engage the Providers

5. Conduct Software Demonstrations

6. Selection

 

Fourth step – Engage the Providers

 

Once you have your finalists, you are ready to contact the vendors. I always make personal contact with all the providers for two reasons: one, to explain to the ones who didn’t make the cut the reasons why (remember that every deal is a big deal to a sales representative) and reiterate the remainder of the process for the ones who did make the cut.

Up to this point, the details of any upcoming activities with the providers have probably been limited. Now is the time to share everything about the process with the finalists. (Remember, providers will always prefer to get engaged in a potential deal as early as possible. Try to time the creation of your business process scenarios to coincide with the determination of provider finalists.) The typical items that should be ready to share are: the RFI including the scenarios, the project timeline including detailed demonstration dates and expected contract signing dates, any supporting documentation (performance review forms, compensation plans, competency definitions, etc), and any details necessary about the procurement process.

Be prepared to schedule time with each provider to answer questions about the RFI and the scenarios. This will be a good test for you: if you can answer the questions and the scenarios stand up to provider scrutiny, then you have done a good job in creating them.

Let the providers know that you are “an open book” on two fronts: one, you are open to questions throughout the evaluation and two, you will be honest with the negative/down side of the current environment. Those two things will ensure the providers can actually add value to your organization.

 

You are now engaged and moving toward product demonstrations. We’ll cover that in the next installment.

 

 

Next Installment – Conduct Software Demonstrations

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Contributed by David Barron - david.barron@knowledge-infusion.com,

Principal Consultant, Knowledge Infusion

 

In this installment, we will continue to investigate the six

steps that I believe will lead companies to value in their software selections.

The six steps are:

 

 

 

1. Define Desired Business Outcomes

 

 

 

2. Define the Decision Criteria

 

 

 

3.Assess the Potential Providers

 

 

4. Engage the Providers

 

 

 

5. Conduct Software Demonstrations

 

 

 

6. Selection

 

 

 

 

 

 

 

Third step - Assess the Potential Providers

 

 

 

 

 

 

Now that you know what your desired business outcomes are

and you have defined the criteria that will comprise your final decision, you are

ready to focus on which providers to invite to the party. There are many

sources which can provide a potential list as a starting point; these include:

industry trade publications (IRHIM, SHRM, etc), independent consultants, other

companies you know who have just gone through an evaluation, or even a

potential provider (ask them who their competitors are). The list may start

with as many as 10 potential prospects.

 

 

 

My experience is that there are probably only two to four that

can REALLY meet your needs. Use the outcomes you have painstakingly defined and

the critical decision criteria as your guide. Don't get sucked into the "well I

see their name everywhere" mentality of choosing the providers. Marketing

shouldn't drive you to any one provider. Do your due diligence! I have

suggested that each potential provider do a 1 hour overview of their software

so that the client can get a feel of how the application flows, the navigation,

the reporting capabilities, etc. Sometimes that alone can disqualify a provider.

 

 

 

 

 

 

 

Once you have your final list, you are ready to formally

engage them in the process.

 

 

 

 

 

 

 

Next Installment - Engage the Providers

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Contributed by David Barron - david.barron@knowledge-infusion.com,

Principal Consultant, Knowledge Infusion

 

 

 

 

In this installment, we will continue to investigate the six

steps that I believe will lead companies to value in their software selections.

The six steps are:

 

 

 

 

1. Define

Desired Business Outcomes

 

 

 

 

*2.

**Define the

Decision Criteria*

 

 

 

 

3. Assess

the Potential Providers

 

 

 

 

4. Engage

the Providers

 

 

 

 

5. Conduct

Software Demonstrations

 

 

 

 

6. Selection

 

 

 

 

 

 

 

 

*Second step - Defining

the Decision Criteria*

 

 

 

 

 

 

 

 

The first place to start looking for this information may be

in the Procurement Department. Some companies have specific rules on the

procurement process including whether an RFP is a required element in a

Provider Assessment. If there are previous RFP templates in place, take a look

at the types of things that your company typically views as important. If there

aren't any available or no rules in place, here are some key criteria I have

seen used before (not an exhaustive list, but a start):

 

 

 

 

 

 

 

 

Provider's Viability - In a market of consolidation, how

likely is it that this company will be acquired?

 

 

 

 

Provider's Vision - What long-term product and market

strategy does this provider have to support your long-term goals?

 

 

 

 

Product Roadmap and Commitment - How well defined is the

plan for future enhancements to the products you are evaluating? Is this a

product they are phasing out in the short or mid-term future?

 

 

 

 

Functionality Fit - How well does the product deliver value

to the desired business outcome?

 

 

 

 

Usability - This should be viewed from within and across

applications

 

 

 

 

Desired Technology Platform - Can you use your existing

technology investment to support the new product?

 

 

 

 

Customer Experience and References - What kinds of

experiences have other customers had with the product? Make sure you ask

references about their customer service experience.

 

 

 

 

Total Cost of Ownership over X years - Your company may look

at 3 years, others at 5 years. Make sure you include license or hosting

(depending on the model), maintenance, implementation, data migration and

interfaces, incremental on-going support, hardware and database costs,

training, etc

 

 

 

 

 

 

 

 

If you use others, please send them along. I would love to

have them.

 

 

 

 

 

 

 

 

Next Installment - Assessing the Potential Providers

 

 

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Contributed by David Barron - david.barron@knowledge-infusion.com,

Principal Consultant, Knowledge Infusion

 

 

 

 

In this installment, we will start investigating the six

steps that I believe will lead companies to value in their software selections.

The six steps are:

 

 

 

 

 

 

 

 

 

*1.

***Define Desired

Business Outcomes

 

 

 

2. Define

the Decision Criteria

 

 

 

3. Assess

the Potential Providers

 

 

 

4. Engage

the Providers

 

 

 

5. Conduct

Software Demonstrations

 

 

 

6. Selection

 

 

 

 

 

 

*First step - Defining

Desired Business Outcomes.*

 

 

 

 

 

 

So many times I have seen companies spend tremendous amounts

of time and money defining detailed functional requirements down to a field

level. This may have given them plenty of items to score on, but nothing of

actual value they could relate back to a business process or a specific business

outcome. So, I recommend the focus shift from data requirements to *scenario requirements tied to business

outcomes.*

 

 

 

 

 

 

When defining business outcomes, you need to start your

thought process a little higher. First, you have to look at the overall

corporate goals and identify any strategies the organization has in place. Your

business outcomes should align with these goals. If there are no clearly

defined strategies, spend at least an appropriate amount of time to think how

this software could potentially impact the business. Secondly, the outcomes are

made up of one or many business processes. It is important that you involve the

business line team members to evaluate the processes to make sure they are up

to date. I say this only because I have seen many situations where an old

process is carried forward when it is clearly not valid anymore. Thirdly, your

business processes are a combination of individual value drivers. These drivers

are the building blocks of every process and the basis for defining your

demonstration scenarios. Lastly, you want to define illustrative demonstration

scenarios that will highlight the software's ability to deliver value. The

vendors will use the scenarios to build out their demonstration environment.

This concept may be new to some Product Consultants/Product Engineers, but they

should embrace it as a great equalizer. Every product has its strength and

weaknesses, but scenarios get past the field-level quagmire and give them the

opportunity to show how their product solves business issues and ultimately

business value.

 

 

 

 

 

 

Next Installment - Defining the Decision Criteria

 

 

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Contributed by David Barron - david.barron@knowledge-infusion.com,

Principal Consultant, Knowledge Infusion

 

 

 

 

 

Previously, I suggested that a new name, Provider

Assessment, be proposed for the process of selecting a new technology solution.

We focused on non-software decision criteria. In this installment, let's look

at the process of evaluating the software. I'll ask you to look at it in a

completely new way - a value-based way.

 

 

 

 

 

 

 

How do you arrive at value when you're looking at features

and functions? Can I put this field over there? Can I change the screen color?

What value do those things add to your organization? None! That is the problem

with the way that most companies conduct a selection process. The focus is on

the breadth and depth of functionality, but not how that functionality drives

their business. Almost anyone that has worked in the Human Capital Management

industry for very long has heard the "horror stories" of failed implementations

and the proverbial "the software didn't work". Did the software really not work

or did it just not add any value to the business? Before companies even think

about software, they should have defined *objectives

with specific business outcomes* in mind. Then, and only then, can you get

value from software.

 

 

 

 

 

 

 

Next Installment - The Six Steps to Value in Software

Selections

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Before I get to the obvious in the next installment, a quick

observation on something that may not be so obvious - the name. By the title,

one would immediately conclude that we are looking at software

feature/functions to evaluate the best fit for an organization. Well, while

that is certainly an important piece of the puzzle, it isn't everything. An organization

should be assessing other factors

like viability, vision, product roadmap, cultural fit, technology path,

hosting, and of course cost. With the newer SAAS (Software as a Service) model,

the non-software items become even more important because of what the vendor is

providing. Maybe it should be OBVIOUS that we change the name from

Software Evaluations to Provider Assessments.

 

 

 

 

Your thoughts?

 

 

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