Selecting Upstream Energy Software

During the initial phase of the project, E.A.G. Services (EAGS) consultants will meet with both direct and indirect users of the system to evaluate the current business processes, the benefits of remaining on the current system and any issues associated with the existing package. Our objective during this part of the engagement is to determine whether the problems associated with the system could be resolved through business process changes, the addition of another module or system to the existing software or the selection and implementation of a new software package. Phase One will generate a strategy for resolving the current issues and a detailed list of requirements that can be utilized to evaluate alternative systems or to modify existing business processes.

If either an add-on module or a new software package is required, EAGS will interview vendors who provide the requisite functionality and create a short list of software systems that will be evaluated during the selection. EAGS frequently meets with vendors prior to the formal vendor demonstration to verify that key requirements can be met. We also take into account the financial viability of the software company and whether or not the vendor has sufficient staff to support your organization once you transition to the new product. Each vendor on the short list is required to complete an RFP during this phase of the engagement.

Vendors who make it to this phase of the selection are required to provide us with a list of references. We develop a comprehensive reference questionnaire to ensure that the vendors have not embellished their descriptions of the available functionality or their ability to support customers after purchase. We also attempt to locate references that are not on the vendors’ lists so that we can talk to a broader group of system users. All information from the reference checks is documented and provided to our clients.

Two to three vendors will be invited to provide demonstrations of their products. Depending on the level of detail that our clients wish to see, these demos can run from one to four days per vendor. We organize the demos so that the presentations are segmented by functional area. This allows our clients to participate in the parts of the demos that are of interest to them without requiring anyone to sit through two to eight full days of presentations. At the end of each vendor demonstration, we hold a meeting to identify what people liked about the product and what they disliked. At this point, qualitative assessments of the software are incorporated into the analysis such as ease-of-use, general system flow, among others. We also document gaps in functionality that were identified so that any necessary development by the vendor is incorporated into the final contract.

We request prices from the software vendors and identify the hidden costs associated with supporting the system. The end result is a matrix that provides an “apples to apples” comparison of each system’s five-year cost of ownership.

Based on each system’s ability to support the identified business requirements, on the outcome of the software demonstrations and on the price analysis, we score the systems and provide a recommendation on which system is the “best fit” for your organization. We also explain why the other systems where not recommended.

We provide suggestions on how to achieve the desired price from the software vendor and what clauses could be incorporated into the contract to reduce your organization’s risk and to ensure that any functional gaps are eliminated by the vendor.