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Focus on Fundamentals (#15) – How to Pick the Right COTS Product

  1. By: James (Jim) R. Hughes, Global Business Analysis Capability Leader, Hewlett Packard Company

 

Balancing rock.jpgAuthor’s note: The Focus on Fundamentals blog series addresses the challenges that limit applications solution delivery success.

 

 

If you wanted to purchase a wireless digital picture frame to place on the piano in your family room, you could perform an Internet search and find an assessment of competing products rated on different functions and features such as picture sharing (e.g., Facebook, Flickr), ease of use, display area, file compatibility, and technical specifications. This kind of assessment is very helpful when selecting inexpensive and widely available consumer electronics products. However, when it comes to selecting a COTS product, such as a payroll system or a CRM tool which will be become an integral part of your business operations, you won’t be able to use readily available product assessments. You will have to create your own process and assessment tool.

 

The important steps for selecting the right COTS product to meet your business needs, are:

 

  1. Identify Requirements – The requirements you document for selecting a COTS product will be identified from various sources, including what your current system does, the backlog of user requests, and function/feature lists from vendors. Be sure to include both functional and non-functional requirements (e.g. performance, security, cost per user, etc.). One mistake often made at this point is defining requirements at too low a level of detail. COTS vendors develop best-practice processes in their products through interaction with many customers, so you do not want to specify requirements at a level of detail that would cause disqualification of a good product. Your requirements should be straight-forward narrative statements of what you need, not use cases describing how the processing should work.
  2. Weight Requirements – Once you have a candidate set of requirements, classify each in terms of business priority and operational risk level and create a weighting for each. For example, what would be the consequences if a particular function was not available or failed to work properly. Keep the levels of priority and risk simple (i.e. a maximum of five). Ensure that the weightings have a reasonable distribution (e.g. using a ‘bell curve’ or quintiles), since all requirements cannot be weighted as ‘high.’ The weighting process will also help you keep the list of requirements to a reasonable number.  As a rule of thumb, if you have more than 250 requirements you probably have too many.
  3. Create an Evaluation Instrument – You need to create two parts for the evaluation instrument. One part will be supplied to the COTS vendors and the other will be for consolidating the vendors’ feedback. We usually create a spreadsheet for the vendors containing the requirements. We export the requirements from our management tool (HP ALM). The requirements are structured into a logical hierarchy. This spreadsheet allows the vendors to provide their compliance with each requirement, using a simple scoring scale:  0=no compliance, 1=limited compliance, 2=partial compliance, 3= full compliance.  The second part of the evaluation instrument provides for a consolidation of the vendors' reponses.
  4. Create a Candidate List – Identify a list of 5-10 candidate COTS products. Potential products can be identified by conducting searches on the Internet, reviewing industry analyst reports, or by attending conferences where vendors display their products.
  5. Request Self-Assessments – Request each vendor to conduct a self-assessment of their product against your requirements. Make sure that they do not know how you have weighted each requirement.
  6. Select a Short List – Consolidate the returned assessments and apply the weighting factors for each requirement to each vendor’s score for that requirement. Create sub-total scores for categories of requirements, and an overall score for each vendor’s COTS product.
  7. Conduct a Runoff – Select three (no more than five) of the products which score well against your requirements and ask each vendor to perform a series of demos against a scripted set of ‘day in the life’ scenarios which you have prepared. Have members of your team rate each vendor’s product using the same instrument that was used by the vendors. Consolidate your team members’ responses. Hopefully, you will find a clear winner. However, if two products score very close together, you can begin negotiations with one vendor and keep the other in reserve.

 

Previous Focus on Fundamental blogs by Jim Hughes:

 

Other blogs by Jim Hughes:

 

Related links:

 

About the Author

 

Jim-150X210.jpgJames (Jim) R. Hughes, Global Strategic Capability Leader, Hewlett Packard Company

Jim has been with HP for 33 years and currently leads a global Strategic Capabilities Management team, with a specific focus on Business Analysis and Configuration Management. Jim also manages a team within the US State, Local, and Education division of HP. He was a member of the IIBA committee that created a Business Analyst Competency Model and he participated in the development of IEEE standards. Jim graduated from Harvard University, the University of British Columbia, and Ottawa Theological Hall. He currently lives in Toronto, Canada.

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About the Author
Jim has been with HP for 33 years and currently leads a global Strategic Capabilities Management team, with a specific focus on Business Ana...
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