Selecting Software / Choosing Software

Free Software

The five types you will encounter are (note that registration may be required before you can use the software):

1. Open Source Software: will be provided under the http://www.gnu.org/ (in this case, 'Free' is closer to 'free speech' rather than 'free goods'!). Open source is normally associated with GNU/Linux, BSD, Solaris, Mac OS X. But there now plenty of Open Source software for Microsoft Windows. Though you may be able to get help at forums, you may need to pay for expertise if you don't have it.
2. Free 'Lite' Versions of Commercial Software: These are normally limited functionality in some way: (you can't import, print, export, …). Alternative, all the functionality will be there, but you would be limited to the number of records you can deal with. Support may not be provided or may be limited.
3. Personal Editions: These are provided free for personal use but not for commercial use.
4. Trial Versions: OK, it's not 'free' but the trial period will help you decide if its worth paying for without spending a penny/dime. Depending on the providers marketing strategy, you will normally get one month's free trial.
5. Shareware: You get to try the software and then pay for additional functionality or to use the software after it stops working following the trial period
6. Freeware: Free to use and while you can't expect any regular (if any) upgrades, some software is more up-to-date than other fully paid for software!

Take into consideration (generally and in no particular order)

• what platform and configuration does the software need to run on? (consider the server and well as the clients)
• do you need expertise in-house? If not, then do you have access to it? And how much will it cost? Can you get access to the expertise at short notice?
• your own experience - are you/you company new to this? Do plenty of homework - there are plenty of resources on the web
• if you are updating or replacing an existing system then make sure (consult all those concerned) you know what elements of the existing system work now (and those that don't work) so that you can lookout for those in the replacement system
• take salesmen's promises with a pinch of salt - they normally normally get paid for selling
• have you considered an online solution? you don't have to worry about hardware, networking, installation, maintenance and other activity
• a champion may be needed to help with the initial implementation, train staff, field calls/ be first line support, customise the system (to be easy to use, generate non-standard reports, etc)
• don't forget backups
• what are the on-going / annuals costs?
• use / create comparison charts for standard and non-standard features
• exactly what training is required, for which staff, during what times and at what costs?
• remember its easier to justify expenditure during the initial purchase (so try to think ahead regarding what you are likely to need - some suppliers will do multi-years deals in return for your commitment)
• similarly, its easier to negotiate a better deal before you sign on the dotted line
• are there software demonstrations available? Even better, trial versions - though remember if you are anything that a small company, the cost of a trial itself might be prohibitive
• don't forget backups - who is responsible for them and how regularly?
• is it possible to carry out a phased implementation? You could save some money while taking on just what you can manage
• what support/help you you get? Or can have access to? What might be required? Unforeseen by you but foreseen by the supplier?
• what documentation will be provided? Online FAQ's & knowledgebases? Without having to go on the internet, you should get access to: how to's, getting started, context sensitive help
• references - any established supplier should be able to provide you with references who are able to tell you about their experience with the supplier and system (don't fall for any of that "I can't give you any references because of Data Protection" cobblers!)
• the system is flexible - it allows either you or your supplier to configure/customise the system to your requirements
• what additional software (not provided by the supplier) will you need to buy/install (e.g. database or other server components)
• does the system have API's (application programming interface) allowing you to design your own software/functionality?
• does the system have 'add-on' partners? An establish add-on partner list should comfort you by:
  • you know that you won't have to spend bucket loads of money to the vendor/supplier for every little non-standard thing you want the systems to do
  • chances are there is someone out there that may have, are in the process of, or can develop additional functionality at a cost-effective price
• remember your supplier will be your partner (its a two way street!)
• did I mention backups? - make sure you test your backed up data regularly as you wouldn't want to find out your backups are 'pants' just when you need them!
• what is the vendor (software creator) like? Remember the supplier may be gone in another six months.
• do you need to have any contingency plans (consider anything and everything)
• scrutinise any SLA's (service level agreements) to ensure you will get what you are paying for.

Choosing Your Software Supplier - make sure:

• you like them
• you see/speak to the same person/people
• they clearly document what you are getting
• they understand you / your industry and your requirement (and not what they want to sell you)
• they are established
• they have user groups and forums (i.e. nothing to hide)
• are committed to providing an all-rounded and long term solution with support
• the small print isn't too small nor lengthy
• try their support before you buy - call unexpectedly
• check out their offices - do their staff look happy?

Conclusion

The cost of your chosen software will range between ZERO and 'a small arm and a leg'. You will have convinced yourself that you will benefit from installing a new accounting system or by upgrading/replacing your existing one. Your supplier should have no problems showing you (not just telling you) how and why they are a good partner for your company. Don't be afraid to ask questions - not to trip them up, but to get answers to issues important to you. Allow resalable time for the task of selecting the right software for you. Be frank and open with the supplier - you'd expect the same back after all! Negotiate hard - before you sign is the best time for getting a good price and/or goodies (training, consultancy, health checks, etc) thrown in.

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