Acquisition
Several scholars have written quite a number of methodologies that can be used by an enterprise or an individual to select suitable software that will be outstanding and offer strategic as well as technical advantages. These methodologies include the aquifer technology and the vendor evolution methods. (Stresemann 1985)
Describe two methodologies the Department could use to compare these packages
Vendor Evaluation methodology
Under this method the vendor enlists all the weighty factors to consider when specifying the software applications. The selected details are then entered into the spreadsheet and their scores added against each other. This technique evaluates the software in terms of the overall user and technical requirements, administration and security issues, report statistics, web based software, vendor and vendor support, the user defined data, cost of the hardware and the associated support and services and finally the final score. Just to elaborate on core issues. (Wilson Ph.D. 1989) The sales department will evaluate the two software’s by looking at:
User requirement
Most bespoken technologies are not user friendly and therefore are not likely to motivate staff. This implies further training that represents additional cost. It is important that the department chooses software that is easy to use. Secondly, administration and security, certain software security features are complex. One should ensure the identified application has a useable administration module that can be supported by the existing Information Technology framework. It is also imperative that the selected software offer a range of functions for which permission can be granted to each user. This is identical with bespoke technologies since they give security options. (Authenticity Consulting, LLC 1997)
The Aquifer test methodology
This is a software programming tool for rapid application technology that reduces development time by providing a pre built middle-tier and usable service. It also lowers the risk of missing delivery dates by reducing the typical development failure points. Aquifer technology is widely known for eliminating the need for a personal computer to manage desktops both locally and remotely and in most cases is a preferred methodology for incorporating the current and new application technologies into the system. (Stresemann 1985)
It also reduces the number of servers required in the supply chain to accommodate regular communication between clients to business or business to business communication. Sales department constitutes a very important department in every organization especially in the commercial industry where buying and selling become core activities. Using aquifer technology will place the selling department in a better position to satisfy its clients by installing software that offers flexibility as well as cost effectiveness to the organization. (Wilson Ph.D. 1989)
Describe the advantages and disadvantages of acquiring software in-house.
In house developed software
At times the organization may decide to develop its own software. When software is developed internally it is referred to as in-house developed software. Before a decision to develop software internally is reached a careful thinking should be given a priority. This is because of the following strengths and downfalls. (Dublin City University 2008)
Strengths/ Advantages
In a place where the sales department decides to develop its own software it will be very difficult for outsiders to get access to the system. This means that the organization will try to maintain top secrets of its selling strategies. This is likely to add value to the entire organization’s competitive strategy. Valuable information that could have been leaked to the public will remain confidential. This in future will make this particular organization to ever remain ahead of its competitors. (Wilson& Ph.D. 1989)
Developing one’s own software will increase the motivation of the employees of the sales department. This is because the programmers will try to incorporate the organizational culture into the system since they have a diverse knowledge on every aspect of the organization. This has the advantage of making the system to be user friendly as possible enough to increase user participation. (Mackintosh 1987)
It may be more cost effective to develop the software in house than buying off the shelf. This is true because using an own system will automatically eliminate the lengthy procedures associated with procurement, advertising and etc (Mint berg 1987 p.65)
Downfalls/ disadvantages
In most cases designing an in house technology is expensive and therefore requires large financial outlays. This may technically beat the sales especially now when most economies are under the wrath of recession. The major issue again may not be finance but the technical know-how. If a firm does not have software programmers, it may be inappropriate to attempt to develop them. If it is so done then there is a likelihood of it being defective or inferior. This can cost the selling department dearly. Another factor is time. Software development technology is time consuming and therefore diverting most technical staff from their normal portfolios for all that long time may be inefficient. (Authenticity Consulting, LLC 1997)
Off the shelf software
It may happen that the sales department does choose to buy software off-the shelf. There are associated advantages as well as the disadvantages. (Mint berg 1987p.70) These include:
Advantages/ Strengths
The organization does not have to spend a long time. The sales department just walks to the vendor’s premises and makes an order. This saves the department a considerable time as the management can devote their time in executing core management functions.
Off the shelf application packages are developed by experts who are competent enough and at times are tailor made to take the account of customer requirements that the sales department may not have. These application software are in most cases cheaper than own developed technologies and therefore may offer cost saving advantages to the sales department. The reduction in cost can be used to provide an effective customer care and satisfaction. (Mackintosh 1987)
Disadvantages/Downfalls
Off the shelf software may be incompatible with the organization’s culture. This can adversely demoralize users. When this happens performance may fluctuate. They may also be expensive especially where an organization has to go through the rigorous procurement procedures. The system does not provide competitive advantage as it may be used by so many rival firms. (Cohen, Lindvall & Costa 2004, p.50)
Planning
Project management methodology models
There are quite a number of project management methodologies that can be used by an organization to develop different information systems. (Wilson Ph.D. 1989)
In this regard the sales department can use the following methodology models:
Agile software development model
This is a group of software development methodologies which are pinned on interactive development where specific requirements and solutions are derived through collaboration between teams. Agile is a model that is characterized by frequent inspection, flexibility, teamwork, self organization, accountability, rapid and high quality enhancement, alignment of business strategy with customer needs and etc. (Wilson& Ph.D. 1989)
Advantages/strengths
Agile model encourages free communication between team members; this eliminates the possibility of problems being hidden. When each team member can communicate to another member in a different group then all problems can be aired out and solutions found. Agile also allows a customer representative that brings in the customer specification and requirements into the development process. (Dublin City University 2008)
This ensures that the system developed will incorporate the needs of the clients as well as other key stakeholders in the business fraternity. This will make the sales department to be more responsive as far as customer requirements are concerned.
Agile model is normally composed of self organizing teams across functional units. Teams always posse’s different talents which when combined can produce very powerful ideas as well as creativity. This can make the sales department more competitive. By encouraging team participation in levels of the department, greater acceptability is achieved and user resistance is largely reduced. (Wilson Ph.D. 1989)
Downfalls/disadvantages
Since agile methodology requires the participation of teams it can prove to be very difficult to manage at times. Making constant communication between team members, organizations and clients regularly is not easy. It requires a considerable length of time. Different teams working on different work sites may possess different views and approaches to the development process. This may encourage group think as well as subjectivity. (Stresemann 1985)
Cowboy Coding
This refers to software development model where the developers have a full control over the development processes. The control is exercised in terms of project schedule, project tools, project coding style and algorithms. In this respect the sales department can have its own programmers who are responsible for developing the software and exert its own management autonomy over the nature, scope, and design already identified. Notable examples of cowboy coding may include the face book, Apache HTTP server, and Adobe Photoshop’s foundation, history of Linux etc. (Authenticity Consulting, LLC 1997)
Advantages/Strengths
When using the cowboy model the sales department can dedicate time to other management functions as opposed to agile methodology where every member is involved. Cowboy coding is characterized by greater flexibility where members can do what they want. In an organizational set up there are particular type of employees who feel so motivated when they can be able to do what they want at their own will. This is likely to enhance performance and beat the deadline required to develop the system. Cowboy again does not require close supervision as members of the development team are better placed to determine their requirements. This reduces the management time and personnel required in the development process. (Information Engineering Services Pty Ltd 2009)
Downfalls/disadvantages
Cowboy coding poses numerous financial inefficiencies as members are allowed to design the project the way they want. There is a likelihood that they can deviate from the required standard. This can adversely affect the sales department. Since there is no communication from clients and key stakeholders in the business environment, there is danger that the system development may not meet the customers’ needs. This may spoil the client satisfaction philosophy. It may also be very difficult to identify the possibility of problems being exhausted where there is lack of constant communication. (Cohen, Lindvall & Costa 2004, p.55)
Strategic Development
Strategic modeling refers to a process where a business evaluates methods and technologies that enable priority business activities and processes to be delivered into meaningful rapid production. Management will always identify methods that will enable reusable business processes to be implemented once and for all, but are used by everybody in the entire organization. This is likely to result to not only savings on development time and cost but also on daily operational costs.
The major objective of any strategic business modeling is to ensure that members are aware of methods used to derive project plans from integrated models, to manage these priority activities and processes through rapid development into production, understand the concept of identifying reusable business activities and precedence for early delivery into production. (Abrahamson, et al 2002)
Strategic models
Basic strategic planning model
This is a type of strategic business model that can be adopted by extremely small and busy organizations which may not have done any strategic planning. The process is implemented within a specific period to determine the degree of its significance and later modified to accommodate more planning phases. This model is common among small organizations which may be nonprofit in nature and is used widely in the global world. (Cohen, Lindvall & Costa 2004, p.59)
The model involves identifying the main purpose and missions for an organization. This will describe the reasons as to why the organization exists, its fundamental purpose. In certain circumstances it may describe how the organization intends to meet the needs of its potential customers, etc. The next procedure is to select goals, identify approaches that should be implemented, action plans to implement the strategy and then finally provide control through conducting regular monitors. (Information Engineering Services Pty Ltd 2009)
Alignment Model
This is a process where the organization’s resources and missions are matched to achieve effective operation of core activities in an organization. In the modern economic world organizations are looking for systems that could align the information system strategy with the main business strategy in order to gain competitive advantage over their rivals. This model is also important where an organization is constantly experiencing tremendous internal inefficient issues. (Authenticity Consulting, LLC 1997)
Organic planning model
This is a type of business model where managers are guided by frequent references to the organizational common values, discussing these values, and continued common perception around the system’s current processes. The process involves identifying the organizations cultural values and group vision for the entire organization. (Dublin City University 2008)
Advantages and Disadvantages
Advantages
Strategic planning model will ensure that the Sales Department achieves its goals and missions for effectiveness. Since the process begins by identifying the purpose for which an organization exists, the sales department will benefit by the fact that the concept will already be communicated to the staff and have full understanding and therefore they are ready to work to meet it. (Wilson& Ph.D. 1989)
On the other hand alignment model may also provide the benefit of efficiency and effectiveness since the system will have been aligned with the organization’s business strategy. This will give the sales department competitive advantages in the industry. Again the business will be able to adapt to the changing environment in order to take advantage of the early moments. Organic models will encourage participatory management since it is based on cultural values and the organization’s vision. Problems like user resistance will be least encountered and the whole organizational structure will be understood by each and everybody in the sales department. (Mackintosh 1987)
Disadvantages
Strategic model is associated with an element of tight control. This may provide some bureaucracies in the process occasioning irrelevant delays which may further translate to inefficiencies. This may cost the sales department heavy losses. Alignment model is equally expensive and requires the services of experts with prior knowledge of the business strategy. (Mint berg 1987 p.70) Understanding the business strategy may place the sales department in an awkward position as outsiders are likely to intrude and copy their confidential documents.
(Mint berg 1987 p.70) If we were to base every thing on our culture then what would happen if our values became obsolete?
Development
Limitations of a waterfall model
Estimating costs and time can be cumbersome.
Waterfall may take a long time and therefore when the implementation is done the requirement may have changed.
Risks management and planning are not part of the model.
There is low user involvement hence there is a risk of high resistance
It may be difficult for users to see the progress between the requirement and implementation and hence lead to impatience.
Other software development methodologies
Spiral Model
This is a system development methodology characterized by an interactive repetitive approach to the whole process. This methodology was a creation of Barry Boehni in 1980. The main feature of this methodology is the use of a prototype. This prototype is used to represent the real system to the users. (Porter 1985)
Adaptive project Framework
In this methodology the underlying concept becomes the variable cost, determined within specified time and cost constraints. During the development process client is made central by being given an opportunity to determine what should constitute the business value. It is therefore the decision of the client that drives the development.
I strongly recommend the spiral model for the following strengths over waterfall and the adaptive project Framework. (Stresemann 1985)
Strengths of the spiral model
This development model incorporates the use of a prototype which in the wider sense has its own advantages in the long run.
The development process involves users; this eliminates the possibility of user resistance.
Spiral model includes risk planning and management and therefore erodes the notion of project failure.
It involves dynamic planning and hence meets more user needs.
List of references
Abrahamson, P, Salo, O, Ronkainen, J & Warsta J 2002, Agile Software Development Methods: Review and Analysis, VTT Publications 478.
Authenticity Consulting, LLC 1997, Basic Overview of Various Strategic Planning Model. Web.
Cohen, D, Lindvall, M, & Costa, P 2004, An introduction to agile methods. In Advances in Computer, pp. 1-66, New York: Elsevier Science.
Dublin City University 2008, Business of the Information Age. Web.
Information Engineering Services Pty Ltd, 2009, Methodology and Technology Services. Web.
Mackintosh, I 1987, Sunrise Europe, Oxford: Blackwell.
Mint berg, H 1987, Crafting Strategy, Harvard Business Review, pp. 66-75.
Porter, M.E 1985, Competitive advantage: creating and sustaining superior performance, New York, NY: Free Press.
Stresemann, P 1985, Information payoff: the transformation of work in the electronics age, New York, NY: Free Press.
Wilson, T.D 1989, The implementation of Information System strategies in UK companies. Web.