Selection and Procurement
AIT provides specialist advice in the
area of system selection and evaluation.
The aim is to ensure that clients interests are
protected at all times and that in doing so, they receive
the maximum return on their investment.
In selecting a system, AIT can provide assistance in
the following areas:
Preparing a Detailed Specification of Requirements
A detailed document is prepared in close co-operation
with the Client, clearly defining all requirements based
on thorough investigation into, and understanding of,
the Clients business.
A System Specification is vital for three reasons:
- It forms the basis of any eventual
contract with a computer vendor in that the proposed
system must satisfy the functional requirements outlined
within the document
- It forms a collectively agreed 'shopping
list' of your requirements which is not constantly
changed by suppliers leapfrogging each other, and
hence puts you in the buying 'driving seat' and reduces
- It helps to minimise the expectations
gap. Users sometimes believe that a new system
is a non-performer because their original expectations
far exceed those which have actually been fulfilled.
In many cases, as a direct consequence of not having
produced a detailed Specification
Preparing a Request For Proposal (RFP)
The AIT Request for Proposal presents the Clients
requirements to selected Computer Vendors in a clear,
concise and unambiguous fashion.
This document will ultimately form part of the sales
contract between the Client and Vendor and will consist
in whole or in part of:
- The System Specification
- Transaction and Data Volumes
- Hardware Requirements
- Training Schedules
- An Implementation Plan
Establishing Suitable Prospective Suppliers
The RFP is of little value if it is submitted to inappropriate
suppliers. AIT ensures that, through detailed background
research and from our previous knowledge and experience,
a list of suitable, potential suppliers is identified
in an effective manner.
Vetting Supplier Responses
In responding to an RFP, what a computer vendor says
and what he means may not always be the same thing.
AIT analyses each suppliers response or proposal
to ensure that their claims of the systems capabilities
are accurate and, where necessary, expose any system
Preparing a Shortlist of Recommended Suppliers
AIT have no formal links to other companies in the computer
industry, and are totally objective and unbiased in
our recommendations of suppliers.
Arranging Demonstrations and User Visits
It is at this point that Hardware or Software weaknesses
or unsuitability can sometimes best be discovered -
but only if you know the right questions to ask, how
to ask them, and more importantly, how to interpret
Final Supplier Assessment
Even at this stage, perhaps having evaluated three or
four systems, the final choice of supplier can be far
from straightforward. Our experience gained from many
years of direct involvement within the computer industry
means that we are better able to recommend the final
supplier based on a more informed and better understanding
of how the industry operates - thus ensuring at all
times the best interests of the client are served.
The Contract defines the Terms and Conditions under
which the system is supplied including the cost and
payment schedules. AIT ensures that the sales Contract
precisely defines the expected performance of the proposed
system and that the Client is, wherever possible, suitably
protected should the system not perform satisfactorily.
A detailed plan must be prepared well in advance of
the system being implemented. To do this, all events
associated with the Implementation must be identified,
listed and scheduled in order to establish a workable
plan of action.
Project Management is essential to ensure that the Implementation
Plan is successfully executed and that it does not suffer
any setbacks as a result of, for example; a lack of
commitment, non-conformance to the planned tasks, or
a wastage of resources. AIT has extensive practical
experience of all aspects of Project Management and
has assisted many Clients in achieving successful implementations.
As a system grows in importance and sophistication,
the information it processes increases in value to the
organisation. In order to maintain the efficient and
effective management of a system AIT provides further
specialist advice on:
- System Security and Risk Assessment
- IT Strategy Review and Audit
- Conversion and Upgrade Planning
- Disaster Management and Contingency