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ERP Vendor Demonstrations

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Clatsop Community College, ERP Procurement Steering and ... 'Show Stoppers' ... Summarize all Gaps ('show stoppers') and list positive vendor attributes ... – PowerPoint PPT presentation

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Title: 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

8
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

9
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

13
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
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