Rules For Choosing An Automated Project Management System
How do you choose the right system so that the purchase costs are not in vain? What software can free you from solving day-to-day issues and work routines? These are not rhetorical questions at all. In addition to wasted costs, the wrong system will simply interfere with work. Our recommendation is Kendo flexible free self- hosted project management software solution, therefore, when choosing a system, you must follow these rules:
- Set the goal for the sake of which the automation of project management will be carried out.
The discussion should take place with the participation of the senior management of the company. Formulate the requirements for the system in relation to its functionality and technical characteristics. Automation should help you achieve your business goal.
- Set a budget for purchasing software.
Notify of your decision to the persons who will be engaged in the selection of a suitable option (employees of the company or a consulting firm).
- Do not repeat the selection process.
Often, when choosing an information system, companies repeatedly start all over again, supplement the list with things that were not previously taken into account. As a rule, the repeated process delays implementation, and the preference is given not to the more suitable option but to the latter. If nevertheless, it became necessary to consider an additional option, then the assessment should be carried out according to the criteria that were applied relative to the other systems considered.
- Make a plan for choosing a system.
The process of selecting a system should be implemented in accordance with planning, which may include the following sections: collecting information (market analysis), compiling a preliminary list of systems and integrating companies, preparing documents for a tender, collecting data on tender participants, processing data, forming a list of participants in the following tour, negotiation, final decision.
- Think over the documents for the tender.
The documentation should contain all the necessary information about the project so that IT companies can make proposals that are suitable in terms of time and cost. If the training is beyond the strength of the company’s employees, then you can use the services of a consulting company. To make high-quality tender documentation, you will need to describe the business processes of the enterprise in the form in which you want to see them. In other words, you have to develop a project for new processes and modernization of existing ones.
The involvement of specialists can significantly improve the efficiency of this work. This approach is especially relevant for companies that do not provide expertise in the field of business process modeling and the development of software requirements. For employees of the IT department, such a task can become almost impossible since, as a rule, they are competent only in those matters that relate to information systems. They may not know the questions of development strategy and business needs for new tools that need to be foreseen when preparing documentation.
There are companies that have development departments that improve business processes, identify the organization’s needs for new software and hardware systems. In these organizations, it is quite possible to prepare high-quality tender documents on your own.