Enterprise Integration Toolkit: Preparation

Software | Preparation

The work done up front in preparing for the acquisition of software will help ensure that the best software package is selected.

| | Steps
	Step	Tools
1	Gather and report lessons learned to date 4 Lessons learned from activities and steps of the previous phase should be gathered from key project participants.	COTS: Acquisition Sequence Best Practices Process for Gathering and Reporting Lessons Learned
2	Schedule activities 4 Define and manage the sequence of acquisition activities and the timeline for each based on the acquisition strategy previously defined during the Initiation phase.
3	Determine if third party expert is needed 4 Evaluate internal team skills against requisite skills to identify gaps and determine level of assistance needed from an outside expert.
3a	Engage third party if needed 4 If third party expertise is required, competitively engage a proven, independent third party that fills the gap in skills and experience. Independence should be demonstrated by having no vested interest in the work to be awarded.
4	Identify team 4 Inventory team members needed to conduct the acquisition of software. Commence efforts to organize and recruit team.
5	Gather software related contract information 4 Evaluate Software License and Maintenance Agreement alternatives, including the Enterprise Software Initiative, GSA and other contract vehicle alternatives.	Enterprise Software Initiative
6	Team kick-off 4 Hold team kick-off meeting.
7	Identify potential vendors 4 Develop initial list of software vendors through various techniques such as Request for Information (RFI), Web research, references and other sources.
8	Establish evaluation factors matrix 4 Establish the initial list of evaluation criteria and weightings.	COTS Software: Vendor Evaluation Matrix (Template)
9	Conduct initial vendor research 4 Evaluate initial list of potential software vendors against evaluation factors defined above.
10	Determine initial bidders 4 Develop the list of software vendors that will receive the Request for Proposal (RFP), based on previously established evaluation criteria and research.

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