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W E L C O M E T O

W E L C O M E T O. ISECON 2003 Information Systems Education Conference “Join the I.S. Fleet” November 6-9, 2003 San Diego, California. TEACHING THE DEVELOPMENT OF EFFECTIVE REQUESTS FOR PROPOSALS (RFP’s) IN THE AREA OF COMPUTER HARDWARE/SOFTWARE/SERVICES SELECTION. By John Maniotes

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W E L C O M E T O

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  1. WELCOME TO ISECON 2003 Information Systems Education Conference “Join the I.S. Fleet” November 6-9, 2003 San Diego, California

  2. TEACHING THE DEVELOPMENT OF EFFECTIVE REQUESTS FOR PROPOSALS (RFP’s) IN THE AREA OF COMPUTER HARDWARE/SOFTWARE/SERVICES SELECTION By John Maniotes Charles Winer Computer Information Systems and Information Technology Department ISECON 2003 http://www.calumet.purdue.edu Purdue University Calumet Hammond, IN 46323 USA

  3. TOPICS • Surveys of the computer and IS market • Current and future trends in IS • Organizational and administrative considerations • Requirements Analysis • Composition of the RFP • Vendor’s responses to the RFP • Validation of the proposed system • Performance measurement approaches

  4. TOPICS CONT. • Selection techniques • Vendor negotiations • Procurement issues • Vendor contracts • Conversion and compatibility issues • Case studies • Student Team RFP Project • Checklists of useful information

  5. SOME SOURCES OF ARTICLES • Communications of the ACM • Computer World • Datamation • Datapro Reports • Interactive Week • PC Magazine • Software Magazine • Upside Magazine • Wall Street Journal • Sample RFP’s, RFI’s, RFB’s, and RFQ’s

  6. SURVEYS OF COMPUTER & IS MARKET • Various market definitions (past and present) • Market definitions by • Datamation Magazine • Software Magazine • Upside Magazine • Red Herring Magazine • Wall Street Journal

  7. CASE STUDY OF SAMPLE VENDORS • Accenture • Computer Task Group, Inc. (CTG) • Comdisco, Inc. • Evans & Sutherland Computer Corp. • Lawson Software, Inc. • Manatron, Inc. • Meta Creations, Inc. • Micro Focus • Storage Technology • SPSS, Inc • Systems & Computer Technology • Sybase, Inc.

  8. MAIN SECTIONS OF THE “IDEAL” RFP • SectionTitle • I Administrative & Procedural Information to the Vendor • II Background Information on the Company • III System Functional Requirements Defined by the Company • IV Proposal Instructions & Technical Questionnaires for the Vendor

  9. MAIN SECTIONS OF THE “IDEAL” RFP CONTINUED • AppendicesTitle • A Programming Standards of the Company • B System, Program, & Operation Documentation Standards of the Company • C Map of the Company’s Campus • D Current Forms/Reports used by the Company of System to be Replaced • E Glossary of Technical Terms • F Suggested Contractual Agreements by the Company

  10. Section I – ADMINISTRATIVE & PROCEDURAL INFORMATION TO THE VENDOR • Purpose of the RFP • Office or Department responsible for the RFP • How inquires are to be handled • Major pertinent dates and deadlines • General format and content for the submitted proposal by the vendors • How vendor presentations and demonstrations are to be handled • Evaluation criteria & process used to select the winning vendor(s) • Any special contractual terms or conditions required by the company

  11. Section II – BACKGROUND INFORMATION ON THE COMPANY • Description of the company, such as products produced, location, geographic area, company organization chart, number of employees, etc. • Company’s present computer systems, PC’s, operating systems, networks, database systems, applications software, etc.

  12. Section II – BACKGROUND INFORMATION ON THE COMPANY CONTINUED • Telecommunications vendors that company uses for telephone services, wireless communications, frame relay services, T1 communications, etc. • Internet service providers to the company

  13. Section III – SYSTEM FUNCTIONAL REQUIREMENTS DEFINED BYTHE COMPANY • Detail description & profile of the current system to be replaced • Transaction volumes, activity, & other statistics associated with the system to be replaced • General functional system requirements & company location of proposed system • Hardware requirements for the computer systems, printers, scanners, communication access devices, networking hardware, etc. • System software requirements for the operating system, DBMS system/programming language, report generators, etc.

  14. Section III – SYSTEM FUNCTIONALREQUIREMENTS DEFINED BYTHE COMPANY • Application software functional requirements for each module and security considerations. • Education and training requirements for executives, managers, supervisors, programmers, operators, and clerical users. • Documentation requirements such as hard copies, CD’s, DVD’s, & on-line manuals • Installation, maintenance, & support requirements for the proposed equipment & software • Performance evaluation & acceptance criteria

  15. PROPOSAL INSTRUCTIONS & TECHNICAL QUESTIONNAIRES FOR THE VENDOR • Description of the written proposal format that ALL vendors must follow • Cover letter format • Requirements that vendor can & cannot satisfy • Proposed hardware configuration, systems software, applications software, etc. • Proposed installation, maintenance, conversion, education & training schedules • Project organization schedule for de-installation of existing systems & installation of new system

  16. PROPOSAL INSTRUCTIONS & TECHNICAL QUESTIONNAIRES FOR THE VENDOR CONTINUED • Proposed vendor support services & backup facilities • Cost figures for all items proposed such as: purchase costs, rental, & lease with purchase options • Vendor’s standard contracts for items proposed • Description of technical questionnaires that vendors must complete. • Short question, short answer type/style • Yes – No type/style • Questions dealing on the requirements identified in Section III

  17. SAMPLE RFP’s WRITTEN BY STUDENT TEAMS • Payroll system for a small business • Human resource system for a manufacturing company • Financial system (A/P, A/R, & Budgeting) • Municipal water billing system • School district grading, scheduling and attendance system • County law enforcement system • LAN system for a small law firm • Outsourcing services for a school system

  18. SOURCES FOR PUBLIC DOMAIN RFP’s • General Services Administration (GSA) • Department of Defense • Small Business Administration • Center for Disease Control & Prevention • State Governments • County Governments • City/Municipalities • School Districts • Fortune 100 Companies

  19. STUDENT’S PROJECT NOTEBOOK • Cover Page • Table of Contents • Abstract of the RFP Project • Gantt Chart of the Project • List of Assumptions • Introduction, Purpose, Scope, etc. • The RFP • Description of Innovative/Unique Solutions • Recommendations and Conclusions • Bibliography of References

  20. PRESENTATIONS • Checkpoint 1 • Week 9 • 15 Minutes • Checkpoint 2 • Week 10 • 15 Minutes • Checkpoint 3 • Week 12 • 15 Minutes • Final Presentation • Week 15 • 45 Minutes

  21. POSSIBLE GUEST SPEAKERS • MIS/IT Director • Vendor • CFO • Lawyer FEEDBACK FROM • Advisory Committee • Older/More Mature Students • CIS Alumni

  22. END OF PRESENTATION • QUESTIONS • COMMENTS • OBSERVATIONS

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