How to run an efficient, effective, and inclusive process Software Selection How to run an efficient, effective, and inclusive process

Session Objectives Learn when and why to do a formal selection process Discuss how to structure a selection When and how to do an RFP Evaluating responses and demonstrations Facilitating a decision Negotiating the deal Moving from Selection to Implementation Share ideas and experiences

Why do a software selection? Even if you already know what you want

Why do a selection?

Why do a selection? You don’t’ know what you don’t know Learn new ideas Understand how the vendor understands you Engage the staff Obtain buy-in and consensus

Structuring a Software Selection Engaging the right people in the right way

Roles Primary Committee Determine what is best for the entire organization Understand the global pros and cons of each vendor Make the final decision View vendor executive presentations Advisory Committees Determine what is best for their function Create subcommittee structure View high level demonstrations Make a recommendation to the primary committee Subcommittees Determine what is best for their specialized function View detailed demonstrations Make a recommendation to the advisory committee

Structure of an ERP selection Primary Selection Committee Finance Subcommittees Supply Chain Human Resources Facilitator

Role of the facilitator Be the source of truth Keep the project moving Contact point for vendors Ensure a fair and balanced process

How to make an RFI that is not boring The RFI How to make an RFI that is not boring

The RFI “Lite” Don’t’ spend a fortune on your RFP! Vendors don’t need you to tell them what you need Tell your story Who are you? What are your problems? What is important to you in a solution? Let the vendors translate that into features

Rules of the road Who they work with How they interact Giveaways/Promotional items Lunches, Dinners, Tickets…

Making the Right Choice Keeping the Process fair (to you)

The Tricks The Logo Slide Pre-Canned Demos Software that isn’t GA Avoiding the Weaknesses Not volunteering when something is additional cost Making it sound easy Bribes

What to look for in Demonstrations Can they anticipate your needs? What happens when you take them off script? Do they challenge you to think different? Are they showing software that is “GA”? Do they develop or acquire? Do they tell or show? Are they people you would want to work with? How many people do they need to bring and what does each person contribute?

Reference check tips Quality over Quantity Make sure they really work for the hospital!! Require relevancy in references Call names they DON”T give you at the same hospital Ask your peers Choose the right questions: Lessons Learned What did you not implement and why? What was harder then you expected? What was easier? What budget item did you not anticipate?

Scoring and voting Don’t’ script demos Scoring is Boring! Surveying and Discussion Sessions Trust your Gut! Vote from the Bottom Up Require written recommendations

Transition from selection to implementation Getting it Done Transition from selection to implementation

Tips to making a deal Time it right (month/quarter ends) Don’t’ Overbuy Modules you don’t need or plan to implement soon Extra users Shop around implementation costs Tie some money to milestones or success

Budget considerations Interfaces and Interface engine Internal and external staffing Backfilling of internal staff Master File Preparation Hardware Training 3rd party solutions Servers and databases

Preparing the team Dedicate truly full-time resources Train them to work together Five Dysfunctions of a Team Death by Meeting The Oz Principle Change the Culture – Change the Game Who Moved My Cheese Critical Conversations DISC Profiles Team Building Exercises Provide them with global knowledge of application

Preparing for change Create and communicate a project vision Encourage questions and respond to them all Control Rumors Communicate often and effectively Facilitate decisions and document Motivate the organization behind change

Questions and discussion Brian G. Rosenberg brosenberg@trgconsulting.com Phone: 703-989-2180 Linkedin: https://www.linkedin.com/in/briangrosenberg/ Blog: https://www.hospitalemrandehr.com Twitter : bgrosenberg1