ERP PACKAGE SELECTION AND SOURCING Thursday 24th March, 2016

Background

Due to considerable growth the client had reached a point where the investment in a group wide Enterprise Resource Planning (ERP) system had become a priority. The business and IT teams had gathered together outline requirements and processes, documented in some areas but gaps remained and a short list of three possible vendors had been identified, however, one of the vendors had already been discounted due to a lack of capability in a certain region.

Approach

Due to considerable past experience, Coeus were asked to bring structure and rigour to the sourcing process and critically needed market knowledge and insight, through:

  • Formally documenting the business requirements and non-functional requirements within an RFP
  • Establishing a fair and equitable scoring approach for the RFP and vendor demonstrations
  • Detailing the commercial approach,how the vendors should respond, including an indication of time and materials versus fixed price
  • Support for the set-up, running and facilitation of the vendor presentations and scenario demonstrations

Deliverables

Working with the client organisation's team Coeus rapidly produced:

  • Clearly documented and agreed business requirements and non-functional requirements, captured for the first time
  • Development of the business scenarios for the vendor presentations
  • Robust and equitable scoring matrix understood by the business and the vendors
  • Summary document containing the scores for the Functional Fit, Technical Fit, Economic Fit and Strategic Fit to support executive decision making

Benefits

The benefits of working with the Coeus team were:

  • Working with the business to capture all of the requirements bought buy-in to the process and possible solutions and ensured it would meet all of their needs both now and in the future
  • The process of developing a robust RFP, scoring vendor responses, presentations and scenarios, which were clearly documented supported executive decision making and acceptance for significant investment