2008, The Code Works, Inc.,

The Non-Technical Buyer’s Guide to Staffing Software

111 North Market Street Suite 888 | San Jose, CA 95113 | TEL: 408.993.1770 | www.thecodeworksinc.comsara@thecodeworksinc.com

Staffing World 2008 - American Staffing AssociationOctober 23, 2008

Presented by: Sara Moss, CEO

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Session Goals

• Accelerate your software selection effort

• Reduce risk and uncertainty around your decision

• Increase the quality of your software choice

• Share lessons learned and best practices so you don’t have to make the same mistakes we did

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Time for New Software?

• Staffing companies are constantly faced with the need to acquire or replace software applications, tools and technology-enabled services:

– Front Office– Vendor Management Systems– Candidate sourcing tools– Sales and marketing automation tools– Back Office (e.g. time, pay, bill)– Enterprise systems (e.g. Email, HRIS)– 3rd party services (e.g. payroll, benefits)– Reporting – Etc.

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The Task Should be Easy…

Select the best possible solution that:• Enables your business model,

strategy & process• Meets your user experience needs• Fits into your technology environment• Has an acceptable price point

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Fear, Uncertainty and Doubt

• As staffing companies face significant headaches when considering new or replacement software:– What do we want? What do we need?– All those vendors and solutions – how

do we choose?– “Best-of-breed”? “Best fit”?– How much is this going to cost?– On-site vs. hosted? POC or pilot?– Phased implementation?– Conversion? Integration? – Reporting?– Flexibility? Scalability?

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Important to Get it Right

The cost of making the wrong choice can be high:• Software sits on the shelf• Users refuse to use the new software• Undesired process changes• Unexpected training costs• Lost data• Lost revenue• Unhappy candidates and clients• And more…

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10 TCWI Best Practices

A few Code Works best practices:1. Be clear about how you expect this software to help 2. Document your business processes – seriously, write it down!3. Know what differentiates your business & make that your

priority4. Demo scripts are in – RFPs are out5. Start with a long list of vendors and then rule most out6. You do not have to fill out detailed scorecards7. Consider vendor and product history as well as market trends8. Treat vendors like they are people too & coach them9. Don’t be shy about talking price & terms and don’t wait10. Make a logical, rationale decision

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Standard TCWI Methodology

• Kick-off presentation • Project infrastructure in place:

• Objectives• Project scope and scale parameters• Success criteria• Participants, roles, responsibilities and governance structure• Selection process and workplan/schedule

Mobilize Selection Team

Mobilize Selection Team

Qualify the Shortlist

Conduct Vendor Evaluations

Mobilize Implemen-

tation Activities

Document Processes & Environment

Identify RFI

Recipients

Analyze Gaps & Details

Negotiate Pricing &

Terms

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Standard TCWI Methodology, cont’d

Document Processes & Environment

IdentifyRFI

Recipients

• Document business & technology background and needs• Capture current workflows and major variations• Document system context diagram• Identify system/environment constraints• Articulate desired business & technology changes

• Identify vendor long list• Identify high-level filters• Filter down to list of RFI recipients

Qualify the Shortlist

• Get NDAs in place• Conduct RFI • Identify vendor short list (i.e. Demo Day participants)

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Standard TCWI Methodology, cont’d

• Coach vendors on scripted demos and expectations• Work with vendors to complete pricing worksheet/RFQ• Hold “Demo Day” with each vendor following demo scripts• Team discussion to rank vendors• Address follow-up questions• Eliminate vendors and identify vendor finalists (at least top 2)

• Conduct detailed review, gap and impact analysis of products• Get buy-in across the user base • Facilitate additional technical testing (e.g., load testing)• Identify implementation issues and constraints• Conduct reference checks & vendor site visit

• Request vendor’s standard agreement• Review pricing to date• Determine negotiation strategy• Negotiate agreement and sign

Conduct Vendor Evaluations

Analyze Gaps & Details

Negotiate Pricing &

Terms

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Standard TCWI Methodology, cont’d

Mobilize Implemen-

tation Activities

• Identify implementation team and conduct knowledge transfer exercise

• Develop implementation and rollout plans• Execute proof-of-concept or pilot• Establish vendor management organization and framework

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Panelists:

Methodology, Best Practices & Lessons Learned

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Q & E

Questions & Experiences

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Thank You!

• Forrester: Six Common Mistakes In Software Selection, Computerworld UK, Siobhan Chapman, June 2007

• “Self-help” articles:– Good guidance to small, growing businesses on

selecting new/ replacement solutions, e.g.:• Beyond bookkeeping: Software strategies for small business

growth, Katherine Jones, Aberdeen Group, October 2005• Software Selection Process Steps, Technology Group

International (TGI), PDF whitepaper, 2008

• The Code Works Inc. publications & sara@thecodeworksinc.com