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| Guidelines
| Deliverables
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Presentation | Evaluation
Criteria |
Group Project
- Description: A group of 3 or 4
students will prepare a system package selection proposal.
(Max = 4 groups)
- Deliverables:
a) Pre-RFP risk analysis
b) Rational for the targeted system package;
c) Functionality to be supported by the new software;
d) Opportunities for process improvement;
e) Proposed system selection process and criteria;
f) Request for Proposal (extended outline);
g) Cost-Benefit Projections
Each group will present a 25-minute the results in class. This
presentation should be considered as a rehearsal/review with the CIO
before presenting to Executive Management for their approval.
Each member also need submit a peer
evaluation form.
Guidelines
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Choose a functional area which requires new
system solutions or technology upgrade. Some examples are: human
resource management, purchasing, production management, point of
sale management, and student registration process.
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Opportunities for process improvement and
reengineering often drives new system procurement. You should
understand the process and workflow in the chosen area. You
may start with a real organization to provide a context for this
assignment. This will help you to make assumptions about the
business needs, process change, and the information technology
infrastructure.
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The RFP is for an information system package, with an
emphasis on business process and user involvement. ERP
(Enterprise Resource Planning) vendors, such as SAP, PeopleSoft,
provide integrated solutions. If you choose the ERP solution,
limit the scope to modules or subsystems of these ERP software.
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Desktop productivity tools (e.g. Microsoft Office),
database (Oracle), Network Operating Systems (NT), or similar types
of procurement are not appropriate for this project.
Deliverables
You group should produce five (5) deliverables for this project:
a) a preliminary analysis of alternatives (Pre-RFP)
b) a Request for Proposal (RFP)
c) a summary description of the
final choice
d) a cost-benefit analysis
e) presentation
materials.
Submit all five deliverables as a single document.
Request for Proposal. Your RFP should cover
the rationale, business and functional requirements, expected benefits
in process improvements, and proposed selection process and
criteria. The business/functional requirements should be done
first, and later serves as part of the RFP. We will review
two RFPs in class. The sample contents of an RFP according to
Hussain & Hussain in Information Technology Management are:
| 1. Needs Specifications |
7. Documentation required from
vendor |
| 2. Mandatory Featyres |
8. General information the on buyer |
| 3. Desired Features |
9. Request for vendor demonstration |
| 4. Performance data wanted |
10. Procedural details:
.. How to handle questions
.. Liason |
| 5. Cost data needed |
11. Schedule:
.. bidder conference
.. proposal due date
.. award date |
| 6. Information needed on vendor |
12. General comments |
General information on the buyer (item 8) needed to help vendors
understand the environment in which the product under consideration will
operate, should consist of:
- Resume of firm and products
- Projected rates of growth
- Data volumes -- maximum, minimum, and average
- File characteristics
- Data volumes -- maximum, minimum, and average
- File characteristics
- Input/Ouput characteristics
- Response time- maximum, minimum, and average
- Constraints
You may also refer to an RFP
outline.
The Final Choice. Provide a description of the
preferred choice of package and discuss the determining factors which
lead to this decision.
Cost/Benefit Projection. Although in practice
this will not occur until the negotiation phase when vendors submitted
bids. This exercise gives your group an opportunity to
identify potential costs and benefits in a five year time frame.
Present these figures based on the final choice. Data may come from
interviews, research, and contact of vendors. It is more important
to identify relevant costs and benefits than to present accurate
numbers.
Presentation Materials. Include a printed copy
of the slides or transparencies used in your presentation. Handout
to the class is optional.
Presentation
- Each group will have 25 minutes for
presentation on March 13. Prepare a 20-minute
presentation and 5-minutes Q&A.
- Your presentation should focus on
the purpose of the RFP, functional/business process
requirements, major packages on the market (2 or 3), selection
process and criteria, any relevant implementation issues, the
features of the final choice, and a five-year cost benefit
projection.
- Limit your slides or transparencies
to 10. An one-page handout is optional but would be useful for
the class.
- Every member on the team should
have a speaking part.
Evaluation
Criteria
This project counts toward 25% of your course grade. Grading
will be based on the following evidence: (max = 250 points)
Deliverable A : Preliminary Analysis of Alternatives
[Pre-RFP] (40 points)
- Problem Statement -- what is unsatisfactory in the current IS
situation that needs to be solved?
- Current Risks -- what are the risks in the current situation
that need to be managed? E.g., currently the system server
crashes twice /week on average because of traffic overloads.
The risks are the actual business lost during the down-time,
potential business lost because frustrated customers turn to
competitors.
- Alternative Solution Summary -- E.g., We looked at getting a
new server, outsourcing our e-commerce activities, upgrading our web
software and server, and getting out of e-commerce
entirely.
- For Each Alternative, the analysis rates them using
"ballpark" estimates and rankings. E.g.,
the cost of a new server to handle the existing traffic and
projected traffic is 100,000 to 140,000 with a ranking of 4 (more
expensive than others).
(1= best, 5=worst)
- -- The potential costs
- -------- up-front costs
- -------- on-going costs
- -- The potential benefits
- -- The potential risks with their probability
- The Selected Alternative for the RFP with rationale for its
selection
Deliverable B : Request for Proposal (100 points)
- Background and Environment
(current vs. proposed) (5)
- Rationale for the targeted system software (includes a risk
analysis) (10)
- Functionality to be supported by
the new software; (15)
- Opportunities for process
improvement; (5)
- Scope of Products and Services
(10)
- Proposed system selection process
and criteria; (10)
- Format and completeness. (10)
Deliverable C: Final Choice of the Software (60 points)
- Description of the Software (10)
- Major Reasons for the Final
Choice.(5)
Deliverable D: Cost Benefit Analysis (25 points)
- Relevant Costs and Benefits
- Appropriate assumptions
- Methods
Presentation (25 points)
- Effectiveness and Clarity
- Q & A
- AV and Handout (optional, 1-page
max)
Team Work (-5 to -0 points)
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