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Robust ERP and Business Systems Procurement: Part 3 -- Executive Engagement, Bid Compliance, Adjudication and other matters

This article builds on the two previous articles on Robust Business Information System Procurement and discusses "Executive Engagement", the "Facilitation of Change", the "Bid Compliance Checklist", the "Adjudication Checklist", the importance of a Prescribed "Bid Table of Contents", the key role of a comprehensive "Reference Pack" and the importance of a Data Warehouse and Business Intelligence as critical components of a total solution. 

Robust Business Systems Procurement: -- Engagement and Compliance




Links to previous articles at the end of this article

 

Greetings

In my first article in this thread I outlined some key factors in developing a robust procurement model and contract for business information systems. This addressed strategic facilitation and governance, the need for a robust and legally sound "Request for Proposal" document and the need to base the "Business Requirement Specification" on the strategic essence of the business. 

The second article looked at the importance of a detailed "Bill of Services", the importance of "Precision Configuration, the role of the "Business Simulation Laboratory", the need for a formal contractually based "Go-live" Certificate, the use of legally sound Certificates generally and the importance of a "Client Compact" as the reciprocal contractual terms for a client to underpin a fixed price.

This article builds further on these foundations by discussing "Executive Engagement", the "Facilitation of Change", the "Bid Compliance Checklist", the "Adjudication Checklist", the importance of a Prescribed "Bid Table of Contents", the key role of a comprehensive "Reference Pack" and the importance of a Data Warehouse and Business Intelligence as critical components of a total solution.

The recent report "BBC was 'complacent' over failed £100m IT project" highlights the importance of a robust procurement approach resulting in an enforceable contract.  Write-offs such as that suffered by the BBC are entirely preventable.  Recent experiences of BMW and Bridgestone are also relevant in considering what follows:


10. Executive Engagement

A vital component of the Client Compact is executive engagement, ensuring that Client Executives engage with the process and provide critical input and decisions timeously in a focused manner.   This has been discussed in more detail in the article on Executive Custody in the "Real Issues " thread.

Concomitant with this is a requirement for the Implementer to mobilize staff who can operate at the Executive level effectively, such that Client Executive time is limited to what is really required.  This necessitates a high standard of professionalism on the part of the Implementer.  Inherent in this approach is the role of Strategic Facilitator -- a senior advisor who is able to represent the Client Executives in terms of business and project insight to a significant degree.  The Strategic Facilitator is thus critical.


11. Facilitation of Change

So-called "Change Management" is a key element of any large business systems project.  The common wording is inaccurate and unhelpful, I prefer "Facilitation of Change".  This is a role that the corporate Human Resources function should be actively involved in.

Much traditional "Change Management" involves using training and other measures as a blunt instrument to bludgeon staff into accepting badly designed and badly configured solutions that push large amounts of work out of the system and onto the users.  A well configured and well tested system, configured in close partnership with the business, will be easy to teach and easy to operate, thereby significantly reducing the Change Facilitation component.

That said, there remains a need for smoothing the path of change, particularly for staff members who have their jobs radically redefined or eliminated.  Appropriate expertise should be a core element of the requirement and the project.

The use of interactive computer based learning applications that test personnel so that they are only released to use components of the system once proven competent is strongly recommended.


12. Bid Compliance Checklist

Returning to the Tender documents, another key document is the "Bid Compliance Checklist", a list of all the documents that bidders are required to submit as part of their offer.

This checklist was originally created as an internal client bid evaluation team document, but I have found that it is helpful to provide the checklist to the bidders and have them initial every item to indicate whether they have provided the item or not.


13. Bid Adjudication Schedule

The Bid Adjudication Schedule is developed by the Executive Team, facilitated by the Strategic Facilitator and comprises a hierarchical classification of the Key Criteria to be used in adjudicating the bid.

I generally work with between 7 and 9 primary criteria, each of which is broken down into between 5 and 9 secondary criteria.  Each primary category is weighted out of 100% to indicate relative importance and the child criteria are similarly weighted.  The primary weight is then applied to the secondary weight in order to give the overall weighing of each of the roughly 49 points.  These are the most important factors to be used in evaluating each bid.

The schedule is included in the Tender documents as a "Draft for Information" so that bidders are informed as to the most important elements that their offer must address.  This ensures that bids are more readily compared and that bidders focus on what is really important to the client in the summary of their bid, both in the bid documents and bid presentation.

The schedule is issued as a draft on the basis that, during the evaluation process, the adjudication team may revise the criteria as they gain insight into the offers.  This allows the business to revise the criteria or the weights.  Remember, the goal is the BEST solution for the organization NOT some school room arbitrary rigor that gets in the way of the optimum solution.

The structured and weighted list ensures that the most important items receive most focus, this works far more reliably as a decision support tool than a simple list of about 49 points without hierarchy.  This is FAR better than the lists of hundreds of detail points that I have seen applied on numerous occasions on sub-optimal projects.  Frequently badly structured lists result in bad buying decisions.

Well thought out lists, as with all the points regarding structure of information raised in associated articles, facilitate quality decisions -- the issue is the THINKING that goes into the structured list in terms of what is REALLY important from a decision making perspective.


14. Prescribed Bid Table of Contents

A detailed "Bid Pack Table of Contents" should be provided which prescribes the Table of Contents that bidders must use for their offer.  This ensures that competing bids can be easily laid out next to each other and compared on a section by section basis.

This also allows adjudicators to more readily engage with and internalize competing offers, resulting in a more effective and efficient adjudication process and a more defendable and better quality recommendation.

This also makes it very easy to assess the extent to which bidders are willing to align themselves with client requirements during the bid process.  A bidder who cannot be bothered to align with client requirements at the bid stage is unlikely to align later on.


15. Comprehensive Pack of Reference Documents

In order to make the required scale of the project visible the Tender pack must include a comprehensive set of reference documents as a minimum requirement.  This should include samples of all reports, spreadsheets, outputs of custom software that is to be replaced, etc.  The goal is to define the current state as comprehensively as possible.

In the first stage of the procurement these documents can be redacted (sensitive detail removed or blacked out) but in the final stage of the procurement the actual documents and spreadsheets should be furnished in order to ensure that the preferred bidder is able to estimate effectively.  This obviously goes hand in hand with a robust Confidentiality and Non-Disclosure Agreement.

It is important to note that this pack is a reference to the current state of affairs and NOT a specification for the future.  The future requirement must be developed in detail during the discovery stage once the software and implementer have been selected and there is full knowledge of what is standard in the new solution.  Budget provision must also be made for further definition of new reports and Business Intelligence models during the Laboratory stage.


16. Data Warehouse and Business Intelligence

As a general principle any new system should be accompanied by a Data Warehouse and Business Intelligence component for analysis and reporting purposes, particularly across multiple systems.  Provision should be made for this in the RFP or it should be explicitly excluded.

Note that, provided the principles outlined in the parallel thread on "Strategically Enriching your Business Information Systems" are applied and the comments in the "Real Issues " thread relating to data engineering and precision configuration are taken into account, a wealth of high value information will be unlocked in the data warehouse.


To Follow

17. Three Stage Procurement Process

a. Stage 1: Narrowing the Field

b. Stage 2: Select Preferred Bidder

c. Stage 3: Detailed Discovery, Finalization of Project Plan and Contracting

d. Configuration, Customization, Testing and Commissioning


Conclusion





I have used this approach successfully to conduct fixed price fixed business outcome projects, and hope that you will find it of value.

If you are embarking on any form of business systems procurement, large or small, this approach can be adapted appropriately.  It also has application to procurement of other soft business improvement services.  Some of these principles can also be applied when entering into negotiations to renew contracts with existing suppliers.

I offer advisory services with regard to the application of these principles and would be delighted to discuss how I might be of assistance.  Please see the special offers at the end of this email with regard to one day interventions that will afford you the opportunity to add value with a small investment.

I also offer sets of electronic template documents for the above, one set suitable for small to medium size projects and another suited to larger projects -- these are available for purchase, email me for details.

Please forward this to anyone you think may find it of interest.

Yours faithfully,


Dr James Robertson PrEng

James A Robertson and Associates Limited
Assisting clients to thrive through effective and efficient application of Business Information Systems

Seeking to serve the Almighty Creator in all things

Mobile: +44 (0) 776-862-2875
Landline: +44 (0) 207-059-0007


Articles published so far in the article series to which this email refers:


Strategic Essence -- The Missing Link in Business Information Systems

A discussion of how strategic essence should inform ALL business improvement projects and particularly business information system projects.  This thread discusses the analysis of strategy, the planning of strategy and feeding strategy through into business system specifications and the management of business improvement projects.  Articles to date include:

Summary
1: Strategy Defined
2: Differentiation
3: The Essence IS Different
4: Essence is the Point of Departure
Determining Strategic Essence


The Real Issues in Business Information Systems

A discussion as to why business information system (and other business improvement projects) fail to deliver on expectations or fail outright.  Coupled to discussion of the critical factors that must be taken into account in order to achieve successful outcomes.  This thread is progressively discussing more hands-on specifics of achieving high value outcomes and builds on the Strategic Essence series.  Articles to date include:

1: Introduction
2: Mythology and Lack of Executive Custody
3: Lack of Strategic Alignment and Lack of Precision Configuration


Strategically Enriching your Business Information System s

Discussion of practical specific measures that can be taken in order to greatly improve the information yield of business information systems at both the operational and executive strategic level.  A number of simple steps that can be taken immediately and more complex measures that can be taken over time. 

This thread is discussing increasing business system and data warehouse value yield using techniques that lead to significantly improved business intelligence capability, including support for the ability to "obtain answers to questions we had not previously thought to ask.  This builds on the content in the Strategic Essence and Real Issues threads.  Articles to date include:

1: Introduction
2: Principles of Data Engineering
3: Steps in Applying these Recommendations


Robust Business Information Systems Procurement

In order to fully apply the methods and principles discussed in the threads above with regard to new systems it is vital that a robust and effective approach to procurement is applied.  This requires a tough procurement approach directed at achieving a tough business outcomes orientated project that ensures a high value outcome.

This thread discusses the components of such a procurement approach.  The individual documents and processes that make up the approach are outlined.  Thereafter the components will be discussed in more detail.  Articles to date include:

1: Introduction
2: Bill of Services, Laboratory, Go-live Certificate, etc



Testimonial

An extract from an email that I was copied with recently from a manager at a large multi-national client from whom I requested a referral to contacts in Europe:

"About 3 years ago I attended one of the best courses / lectures in IT I have ever had at ...  The lecturer was so on the ball with my thinking that ...  I thought he was outstanding in all aspects, especially in professionalism and delivery.

"This person (James Robertson) now moved to the UK ... ... I have not met another IT person quite as professional as James Robertson, ...  I wouldn’t be writing to you if I wasn’t totally impressed by him.  Call me if you want to discuss further."




Ordering

To inquire about purchasing any of the above services simply click on the link below each item, enter your details in the resulting email and send it to me.  If for some reason the email does not open please just hit reply to this email and enter your contact details.  I will revert to you in the manner you request to answer your questions and make arrangements.

Should you require further information please email me and I will be delighted to connect by email, phone or Skype to answer all your questions.

I look forward to being of service to you.

Yours faithfully,


James Robertson



Random Selection of Articles by Dr James Robertson

Cnf 078 The New South Africa -- Why Engineering Fails

Technology failures are the consequence of human error or negligence, the presentation discusses the fundamental reasons why technology projects fail in the context of the requirements of engineering in the New South Africa
Cnf 082 A strategic approach to corporate planning, management and governance

Considerations with regard to governance of information technology and business systems taking account of the abstractness of information technology solutions
SNw 023 What is computer software? REALLY? and ERP? And what determines the sustainability and maintainability of business software?

Many people have mistaken ideas regarding what constitutes computer software.  This article seeks to provide understanding
Prd 041 Strategic Snapshot Toolset

The StratSnap toolset has been developed over 24 years and owes its conceptual origin to Professor Malcolm MacDonald's Exmar software

It is a very effective Critical Issues based Strategic Analysis tool that has a diversity of uses as discussed on the Strategy page

The spreadsheets are now over ten years old and need a significant refresh and may require tweaking with the latest versions of Excel

For that reason I am giving them away free on a NO warranty basis for you to try out and use as you see fit

I offer comprehensive facilitation using this tool with insight and technique refined over the 24 year period
Cnf 083 Strategic Analysis and Design -- An Engineering Approach to Strategic Planning

A rigorous (engineering approach) to strategic planning using critical issues based analysis techniques and structured gap analysis techniques to develop a comprehensive and rigorous multi-year plan that is measurable and actionable and traceable back to the original analysis in order to produced high value outcomes, requires effective strategic facilitation

Dr James A Robertson PrEng

Business Systems NOT delivering?

Call the Business Systems Specialist

Dr. James Robinson

Dr James A Robertson -- has been involved in the effective application of Business Information Systems, including but NOT limited to ERP, since 1987 and in the profitable and effective use of computers in Business since 1981.

Drawing on a diversity of experience, including formal military training in Quick Attack techniques at the Regimental Commander level, Dr Robertson has developed highly effective methods of investigating any sub-optimal Business Information Systems situation -- be it an established system or a stalled project or any other source of Executive frustration -- quickly and concisely diagnosing the root cause of the problem and prescribing concise practical actions that Business Executives can effectively act on see the Pulse Measurement page and also the Sample Reports page for redacted real reports.

He has also developed highly effective methods of strategically enriching systems to unlock the full potential of existing investments, see the Precision Configuration page and couples this to architecting small pieces of clever software that harness the full potential of your investment, see the Software page.

If you are having problems with your systems, your project or your IT Department, call The Business Systems Specialist
James@James-A-Robertson-and-Associates.com

Business System Failure is RIFE -- we offer insight into why this happens AND WHAT is required to prevent it.

Failure is at epidemic levels with massive damage done to client companies -- if you are NOT aware of the extent of the problem please visit the About Failure page for a catalog of major failures running to billions of Pounds and Dollars.

All evidence indicates that the established players do NOT know how to deliver stable, reliable high value solutions that WORK.

There HAS to be a better way!

This website provides information relating to that way with a large collection of white papers, presentations, standards documents, etc that you can use to start bringing the situation under control

We also offer high level advisory services with regard to the application of the principles advocated on this website

We offer an ENGINEERING APPROACH to addressing these issues

Click here to read more about the Engineering Approach

By Engineering I mean the formal, structured, highly disciplined, highly systematic, highly practical approach that consistently delivers results in ALL areas of human endeavor where formally trained and certified engineers are the ONLY practitioners permitted to operate -- think large buildings, factories, motor vehicles, aircraft -- highly complex systems that work at a level that we take it for granted that they WILL work and where failure is all but unthinkable and, when it happens, attracts immediate public attention and rigorous investigation directed at ensuring that such failures are prevented in the future -- in fact, everything that the management consulting industry that implements complex software systems is NOT

This approach is discussed further on the Engineering Approach page.

Search Articles

Book -- The Critical Factors for Information Technology Investment Success

In 2003 I undertook an in-depth analysis of all the information and experience that I had gathered with regard to the factors giving rise to Business Information System failure including ERP and general IT and classified this information into a number of categories including "The Factors Causing Failure" and "The Critical Factors for Success" based on this I developed a two day Course "The Critical Factors for Information Technology Investment Success" which is still offered today.

Based on this I wrote the book of the same name, which is available in electronic form here for download:


Random Selection of Articles by Dr James Robertson

SNw 041 Strategic Essence: The Missing Link: Part 2 -- Differentiation

A fundamental component of strategy and strategy determination is differentiation, understanding how the organization differentiates itself in the market place and enhancing and strengthening those attributes is a fundamental component of creating high value business information solutions
Cnf 065 The REAL Issues in IT Audit

An overview of the Critical Factors for IT investment success and the factors causing failure from an Audit perspective and presentation of a Critical Issues based audit investigation framework directed at identifying the REAL health of IT from an Audit perspective
Cnf 076 The Problem of IT Mythology and Mystique - Bringing IT Audit Down to Earth

The real issues in IT Audit, cutting through mythology and mystique to examine the factors that should really be examined in IT Audits, ranging from strategic alignment and governance through to effective IT staff alignment with the business through boots in the mud socialization

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Connect with James Robertson on LinkedIn

James has a very detailed profile on LinkedIn should you require further information about him.

You can also connect with him on LinkedIn at http://www.linkedin.com/in/DrJamesARobertsonERPDoctor

James has an open networking profile -- click on "Connect" and use email address James@LinkedIn-at-JARA.com.

Contact Us

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Email: James@James-A-Robertson-and-Associates.com

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Mobile: +44 (0) 776-862-2875

Landline: +44 (0) 207-059-0007

Fax: +44 (0) 844 774 4580

Articles by James A Robertson and Associates

There is a large body of white papers, articles and other content produced by Dr James Robertson available on this website

Please click here to visit the detailed listing of articles

ArticleTagCloud for Articles Published by James A Robertson and Associates

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writer     

Table of Contents

Home

About Dr James A Robertson PrEng -- The Business Systems Doctor -- and Other Topics

Catalogue of Major Business Information System Failures

About the Engineering Approach

James Robertson's Value Add

Attributes of a HIGH VALUE solution

Recognizing Business System Failure

The Critical Human Foundation

Old Software IS Viable

From South Africa

Competencies of Dr James A Robertson PrEng

About Professor Malcolm McDonald

Table of Contents

About my relationship with the Almighty Creator, Yah the Eternally Self-Existing

Comments relating to the Business Systems Industry and other topics

Testimonials and other positive material regarding James Robertson

Reference Articles

List of Articles

Article Catalogue

Achieving High Value Business Information System outcomes

Executive Custody -- What is it and HOW do you get it?

The REAL Issues in Integrated Business Information System Success

Part 1: Introduction

Part 2 -- Mythology and Lack of Executive Custody

Part 3 – Strategic Alignment and Precision Configuration

Why your ERP is NOT delivering and HOW to FIX it

IT Project Management

Pulse Measurement

CEO Anthony Lee Comments on his experience of the Pulse Measurement

No Charge Guarantee on the Pulse Measurement Service

Examples of Pulse Measurement Outcomes

Critical questions regarding the Pulse Measurement™

The Pulse Measurement Workflow

The Critical Factors for Business System (ERP+) Investment Success in the Pulse Measurement

Indicative Pulse Measurement Durations

What is a JAR&A Pulse Measurement?

Survival of the fittest – why it makes sense to measure the pulse of your business

Examples of Pulse Measurement Outcomes over 24 years

Sample Pulse Measurement Reports

Strategy

Strategic Essence: The Missing Link in Business Information Systems

Strategic Essence: Overview

Strategic Essence: Part 1 -- Strategy Defined

Strategic Essence: Part 2 -- Differentiation

Strategic Essence: Part 3 -- The Essence IS Different

Strategic Essence: Part 4 -- The Essence should be the Point of Departure

Strategic Essence: Part 5 -- Discovering Strategic Essence

Strategy -- the Essence of the Business: What is it and how do you develop actionable strategic plans?

Simple Steps to Increase the Strategic Value of your ERP Investment

Free Strategic Snapshot Toolset and Manual

A strategy focused planning system beyond traditional budgeting

Tough IT and ERP Procurement and Contracting that Works

Robust Business Systems Procurement

Part 1 -- Introduction

Part 2 -- Bill of Services, Laboratory, Go-live Certificate, etc

Part 3 -- Executive Engagement, Bid Compliance, Adjudication and other matters

Procurement Documents

Guidance and Advisory Services

The Art of Project Leadership

Why Regular Communication with the CEO is Vital

The Business Simulation Laboratory

Precision Configuration and Strategic Business Information Architecture

Precision Configuration based on Strategic Engineered Precision Taxonomies

The JAR&A Cubic Business Model

Highly Structured Strategic Chart of Accounts -- a Vital Element of your Corporate Information Arsenal

The Product Catalogue -- an Essential Element of any Precision Configuration

Attributes -- answers to the questions you have NOT yet thought to ask

Case Studies of Notably Successful Projects with high value Precision Configuration

092 Doing things differently and better -- ASCO Case Study 2-- BPM Summit 2013

088 Strategic ERP Invesment -- ASCO Case Study -- Service Management Conference and Exhibition Africa

026 Information Architecture and Design of FIS for Rennies Group -- Financial Information Systems Conf

018 CRM Risk Control: Designing and Implementing an Integrated Risk Mgmt Sys -- Integrated Risk Mgmt Conf

011 V3 Consulting Eng: Benefits of MIS to Professional Practice -- SAICE 15th Ann Conf on Computers in Civil Eng

Strategically Enriching your Business Information Systems

Part 1 -- Introduction

Part 2 -- Principles of Data Engineering

Part 3 -- Steps in applying these recommendations

Simple Steps to increase the strategic information value yield from your Business Systems Investment

The Full JAR&A Taxonomy Manual

Part 1: Introduction, Problem Statement, Definitions and Examples

Part 2: Why Use JAR&A, Required Knowledge and Experience, Cubic Business Model and Chart of Accounts and Taxonomy Software

Part 3: How to do it, Case Studies and White Papers and other References

Example General Ledger Manual

Business Process -- Irrelevant, Distracting and Dangerous

The RIGHT Approach

Custom Strategic Software Design and Oversight of Construction

Standards for Custom Software Specification

What IS Software?

IT Effectiveness

Organizing Outlook

Critical Factors for I.T. Success

A Moral and Ethical Dilemma -- Systems that Fail

Case Studies examining Business Information System failures

The BBC Digital Media Initiative Debacle

The Bridgestone -- IBM Conflict

Speaking and Training

Showcase of Conference Presentations

Most Viewed Presentations

Briefings and Seminars

Why your ERP/BIS is NOT delivering and HOW to FIX it

ERP and IT Procurement that Delivers Results

The Critical Factors for IT and ERP Investment Success

Other Seminars

Conferences and Public Presentations

Conferences 80 to 99 -- 2009 to Present

Conferences 60 to 79 -- 2005 to 2009

Conferences 40 to 59 -- 1996 to 2005

Conferences 20 to 39 -- 1994 to 1996

Conferences 01 to 19 -- 1989 to 1994

On-Line Seminars (Webinars)

Webinar on Preparing and Presenting Webinars

Contacting James A Robertson and Associates Limited