ERP Vendor Demonstrations

1
ERP Vendor Demonstrations
May 5, 2008
2
Agenda

• Introductions
• Project Naming Contest
• Review Demonstration Agenda
• Review Use of Vendor Scripts
• Vendor Presentation Instructions
• Review Demonstration Dos
• Review Demonstration Donts
• Review Evaluation Process
• Current Timeline
• Presentation Instructions

3
Introductions

• Jeff McDaniel, SIG, Senior Executive, Client
  Services
• Clatsop Community College, ERP Procurement
  Steering and Functional Committee Members

4
Project Naming Contest ERP Procurement And
Implementation First Prize Second Prize
5
Review Demonstration Agenda

• Present demonstration agenda schedule
• Discuss specific sessions for each module
• Encourage Student and Student Accounts to attend
  Catalog Schedule Session
• Encourage Financial Aid to attend Student
  Accounts Session
• Encourage Personnel/Payroll to attend General
  Accounting Session
• General sessions all should attend
• Overview
• Portal and Web Self-Service
• General Reporting

6
Review Use of Vendor Scripts

• Scripts provide focus for vendor demonstrations
• Scripts serve as an evaluation tool for attendees
• Focus comments and notes on Gaps and Issues, be
  specific
• Examples
• Vendor does not have adequate experience with
  OCCURS reporting requirements
• Inability to provide a solution for merging
  duplicate student records
• Note, if vendors followed presentation format
  instructions
• At the end of each script indicate for that
  session if the vendor product is Acceptable or
  Unacceptable and include your notes

7
Vendor Presentation Instructions

• Vendor Presentation Format Recommendations
• Required to cover all script questions
• Highly recommended to present scripted materials
  in segments of approximately 60 90 minutes
• At logical intervals take time to review script
  questions
• Do not necessarily have to follow exact scripting
  sequence, but presentation should flow evenly,
  adequately covering materials
• Permit for question and answer with ample time to
  complete notes at end of each script
• Do not complete a lengthy script section followed
  by a long review of questions

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Vendor Presentation Instructions - Continued

• Vendor Presentation Format Recommendations
• Demonstrate functionality, not explain or
  comment on how they could meet the requirements,
  Show Me
• Vendors should not extensively indicate that
  script requirements will be new features in
  future releases
• Level of consistency to all presentations
• If a point is not demonstrated consider it a gap
• Show Stoppers
• If a functional issue arises that you consider a
  Show Stopper in that a vendor will not be
  scored acceptable if selected, notify Margaret or
  Greg immediately
• May schedule special vendor discussion
• May schedule additional vendor presentations

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Review Demonstration Dos

• Dos
• Allow presenters time for a natural presentation
  flow
• Review the script questions after the presenter
  completes the subject covered
• Follow-up with additional questions during script
  reviews
• If additional discussions required to adequately
  cover a specific issue and time becomes an issue,
  consider parking lot and additional sessions
• Attend the same presentations for all Vendors
• Evaluate the software not the person presenting
• Have a Poker face when reacting to what is
  presented
• Remember no vendor can meet all requirements

10
Review Demonstration Donts

• Dont
• Dont evaluate the Presenter, do evaluate their
  functionality
• Dont use general comments on evaluation forms
  like, nice, good, dont like it, bad, be
  specific!!!!
• Dont react positively or negatively to what is
  presented or make comments about how you like or
  dislike the applications
• Dont make comments like I used this software in
  a prior job and really liked it
• Dont talk to anyone outside of the institution
  about the process or how you feel about any
  vendors product

11
Review Evaluation Process

• Each team member should utilize vendor scripts as
  initial evaluation tool
• Teams should meet to discuss all applications,
  and share likes and dislikes with each other
  after the conclusion each demonstration
• Team Leads asked to
• Summarize all Gaps (show stoppers) and list
  positive vendor attributes
• Rate the vendors Preferred, Acceptable, or
  Unacceptable
• Record results on Final Evaluation Sheet
• Provide results to Jeff, Lindi and Roger
• Final Evaluations due by June 6
• Phone reference calls and possible site visits

12
Current Timeline

• Datatel ERP demonstration May 5 9
• SunGard ERP demonstration May 19 23
• Datatel ERP technical demo May 28
• SunGard ERP technical demo May 29
• Request for Pricing distributed June 1
• Functional Team Lead final evaluations due by
  June 6
• Functional Team Lead debriefing and vendor
  recommendations straw vote week of June 9th
• Vendor Best and Final Pricing July
• Final vendor implementation meeting TBD
• Phone reference call possible site visits TBD
• Notify Board of intent to enter into contract
  August

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Presentation Instructions

• Please turn all cell phones to vibrate
• Try to minimize distractions
• If you need a break, please let Greg or Margaret
  know
• Our schedule may get compressed at times
• Be sensitive to others schedules
• May use parking lot for end of day sessions or
  follow-up sessions to cover all materials