VENI, VIDI, VENDI, OR, I CAME, I SAW, I SOLD

 

Executive Summary

 

            Empire Magazine is in need of a software for their advertising department. There

are four commercial off-the-shelf (COTS) software packages to choose from. Data

Coliseum offers a classic style on the software. Vesta Systems offers an easy-to-use

software as well as training for twelve employees; however, the output of the advertising

is too simple. Mars Inc., on the other hand, offers a functional and easy to follow-type of

program. The vendor is also at a price war which would mean price reduction can be

further bargained. Lastly, Jupiter Unlimited offers a software package which has

everything Empire Magazine needs. The software package they offer is perfect, except

for the price which is a tad more expensive than the other packages and that Jupiter

Unlimited does not offer any training. Along with Roman, the advertising executive, the

job is to evaluate each vendor and package and identify further information needed

before selecting.    

 

Outline of Case Study

           

            Read on “Hardware and Software Evaluation”

            Evaluate the vendors and the software packages they offer

            Identify further information needed

 

Detailed Results

 

            According to Kendall and Kendall (2010), evaluating computer hardware and

software is a shared responsibility of management, users and systems analysts. The

first step in determining hardware and software needs is to perform an inventory to

know what is on hand and what is usable. In doing this, the following details are

needed:

1.      Type of equipment

2.      Operation status of the equipment

3.      Estimated age of the equipment

4.      Projected life of the equipment

5.      Physical location of the equipment

6.      Department or person responsible for the equipment

7.      Financial arrangement for the equipment       

The next step is to estimate workloads in order to determine the work capabilities of the

current and future hardware. The different kinds of equipment which appears to meet

projected needs should be considered and be evaluated with their performance. It is

important to be clear about the required and desired functions.

Businesses have the choice of either buying COTS software, create custom software or

use software from an application service provider (ASP). Each option has their

advantages and disadvantages.

Vendor support is evaluated on the basis of Performance Effectiveness, Performance

Efficiency, Ease of Use, Flexibility, Quality of Documentation and Manufacturer

Support.    

 

Software Requirements

Data Coliseum

Vesta Systems

Mars Inc. Jupiter Unlimited

Performance Effectiveness

-Able to perform all required tasks

-Adequate capacity

-Able to perform all required tasks

-Adequate capacity

-Able to perform all required tasks -Adequate capacity

-Well designed display screens  

-Able to perform all required tasks

-Adequate capacity

-Well designed display screens

-Able to perform all tasks desired  

Performance Efficiency

-Well-rounded and classic style

-No information mentioned  

-Has customized details like built-in calendars and the like  

-Highly efficient -Fast response time  

Ease of Use -No information mentioned

-Easy to use with minimum ceremony

-Easy  to use -Satisfactory user interface

-Adaptable level in ease of use  

Flexibility -No information mentioned  

-No information mentioned  

-No information mentioned  

-Highly flexible    

Quality of Documentation

-Classic

-Full-color printing  

-Inadequate quality

-No information mentioned  

-Good quality of documentation

-Good organization  

Manufacturer Support

-No information mentioned  

-Offers training to all employees

-No information mentioned about employee training -Reduction on price is possible  

-Does not offer training to employees

-Pricey

   

Alternative Courses of Action

Based from Roman’s descriptions on the software packages, all four companies offer

different specifications for the software.

 

FIRST. Data Coliseum offers a classic approach. It can provide all the basic and

required functions that the company needs---no more, no less.

Since Empire Magazine is already willing to invest on software to further improve the

technical functions of their operations, it would be best to invest on software which

would maximize the fee paid for, and would be fully utilized by the business. More

advanced function and additional customizations would have been better.

 

SECOND. Vesta Systems also offers the all required functions that would be needed.

The software is easy to use and still offers an employee training. However, the output

has poor quality.

In a competitive business, quality cannot be overlooked. It is a vital key in all businesses

which should not be disregarded. Therefore, Vesta Systems’ software package may not

be the best for Empire Magazine.

 

THIRD. Mars Inc., also offers all the required tasks. It is fully-functional and offers

additional customized details, such as well designed-display screens and built-in

calendars. The software is also easy to follow so their lack of employee training may be

compensated. Reduction on price is also possible.

This software is a good option for the company. It is functional and has an affordable

price. It fully maximizes its payment. However, no information was given on its

documentation and output. The software may only be good virtually yet not in the actual

output, therefore more information should be researched on Mars Inc.’s software.

 

FOURTH. Jupiter Unlimited offers complete functions and a heavenly documentation.

However, the price is a tad higher than others and no training is offered.

This software is another good option. Although the price may be higher, the technology

used is also more up to date, and has more functions than others. The documentation

and output also has the best quality among others. However, because of the many

functions the software has, employee training may be needed, which Jupiter Unlimited

does not offer. Empire Magazine should also assess whether they would need all the

functions Jupiter Unlimited offers.

 

FIFTH. Empire Magazine may opt to create customized software. This would

specifically respond to all the business needs, and may lead to a competitive advantage

in the long-run. However, the price would be significantly higher and ongoing

maintenance would be needed. Additional team for its maintenance would also be

needed.

 

SIXTH. Empire magazine may also opt for using ASP. Organizations that do not

specialize in information systems can focus on what they know best and there is also no

need to hire IT staff. However, there can be a loss of control on data, systems, IT

employees and the like. Security would be lowered and may lead to potential loss in

competitive advantage.

 

           

Recommendation

 

            Empire Magazine should first assess the hardware and software they currently

posses. They also evaluate the current and potential workload they would have in order

to determine what software functions they would need. Based from the case study, the

best option they have is to acquire COTS software. They would be able to focus on

what they know best (strategic mission), control of data and systems

Would still be in their hands, and their costs would be on average. Software on Mars

Inc. and Jupiter Unlimited are the best softwares. Further information on the company

needs are needed to make a final judgment, to know whether Empire Magazine would

really need all the functions of Jupiter Unlimited’s, while further review on Mars Inc.’s

documentation and output is needed. If Mars Inc.’s software would provide a good

quality documentation, this software would be best for the company. The main lacking

component of Jupiter Unlimited’s is the employee training. A full-detailed and fully-

functional software may need technical support for the users and management.    

 

Summary

           

             Empire Magazine is in need of a software. The company chooses from Data

Coliseum, Vesta Systems, Mars Inc. and Jupiter Unlimited. The softwares all have

different qualities. In order to make a final decision, Empire Magazine should first

assess their business needs and workloads. Based from this, analyze the advantages

and disadvantages each option has. The decision should be the one which maximizes

the fee paid for and would be fully utilized by the business.