Vertex Systems, Inc. 440 Polaris Pkwy, #150, Westerville, OH 43082 888-981-2600

How to Find the Right Software Partner for Your Agency

After you have completed all the phases required for your strategic technology plan, it is time to begin the process of finding the right software vendor.

Whether you run a vocational agency with contracts to manufacture products or provide services or a day program where you’re tracking client progress and residential services, you will need the right software to help your staff.

A new, modern software solution should be able to integrate your processes, keep you in compliance, manage inventory and productivity, report effectively to shareholders, and help you make the correct information-based decisions.

To find the software vendor that meets your strategic goals, you’ll need to do your research to guarantee the best investment is made and risk is eliminated.

Analyze Your Current Situation

The right due diligence in software exploration will save time and money, as well as prevent future pain and suffering.

It sounds simple to say you need to analyze your agency to start your software research plan. But consider that most do not take the time to look closely at their current situation because they are working with it on a daily basis.

In order to make a change, you need to understand what needs to be changed. You don’t want to head in the wrong direction or take on more than you can handle.

When you know your baseline situation, you’ll make more effective decisions when it comes to selecting the software that will be your agency’s future.

Vertex Systems, Inc. 440 Polaris Pkwy, #150, Westerville, OH 43082 888-981-2600

Staff Size

It is important to be aware of how many people are using your current software package. Consider if there are others who would be using it if they had access or the right training. Is there anyone who has permission to access your system but doesn’t need to or is no longer using it? Many software systems are priced based on the number of users. Make a note of all of your current staff needs as a first step to determining where you will go in the future.

Functions Required

How do you use your software today? What functions do you need to do your jobs? Determine all the tasks that your hardware and software help you perform on a daily, weekly, monthly and yearly basis. A certain software utility may only come up for an end of the year report but it is still a requirement so make sure to include everything.

You’ll also want to consider which software packages you can’t live without. And you will be adding new software products so you’ll need to know what existing systems they will have to integrate with.

The Number of Clients

Note the total number of people that you serve. Like the software functions, you may not serve everyone every single day, but you need to count all of your current clients. You’ll need to have an idea of your requirements for a new software system to be effective.

Types of Reports

Keep in mind all the reporting functions that you currently utilize. Track how difficult it is to put together many of your reports so you’ll know what you need for the future. How many users need reporting functions to perform their individual roles? Focus on the type of reporting you need to stay compliant, to be more efficient, and to notify funding sources.

Systems Already in Place

Take a look at your complete computer system. If you have many different types of computers or your hardware is very old and out-of-date, you may need to upgrade those as you implement a new software solution. How old are your printers, servers, and operating systems? Make a note of these and consider this for your budgeting requirements.

Vertex Systems, Inc. 440 Polaris Pkwy, #150, Westerville, OH 43082 888-981-2600

The Future Needs of Your Agency

Now that you’ve analyzed your current position, your next step will be to forecast where you’re headed and what you’ll want and need.

While it’s always important to know where you stand, it’s just as necessary to project where you’ll be next quarter, next year, and five years down the road.

There are questions you’ll need to address to make sure your new software solution is going to work for you.

• What is your projected revenue going to be? • Will you be serving more clients in the future? • Will you have more employees? • How many new programs, contracts, or events will you have in the future? • Will you be adding a remote location? Or additional remote facilities?

Growth may not always happen as planned, but you’ll need to make sure you can handle the growth when it comes. Choosing the right software means that it will be able to handle the future and not just your current needs.

What Do You Need?

As you have assessed where you currently stand and begin this process of determining where you’ll be in the future, you’re going to start making a list of every function and tool you have to have.

You can make one complete list that has the wants and the needs on it, but eventually you have to compile all the “must haves” of any new software system. Once you know what you need, you’ll be able to make sure – from the start – that

Vertex Systems, Inc. 440 Polaris Pkwy, #150, Westerville, OH 43082 888-981-2600

you’re dealing with the right software vendor. If they cannot provide exactly everything you need to have, then you need to look elsewhere.

What Do You Want? What is on Your Wish List?

Of course, no analysis of software functions would be complete without your wish list. Do not limit yourself at this point. Reach for the sky and note every feature that you would love to have. And list feature you’re not even sure exist. It’s possible your future software vendor can customize a program based solely on your desired list of functions.

After your done with that wish list, prioritize the wishes and add this to your needs list. As you compare vendors and products, you’ll be able to check off your need and wish list according to your budget.

Best practice for finding the right software demands open lines of communication with nonprofit software vendors. Agencies may withhold information as a method to evaluate a vendor’s knowledge of the nonprofit industry, but this strategy can result in disqualification of a capable vendor and a very suitable solution. Open communications allows the vendor to gain a clear understanding of your facility and administration requirements and the scope of your entire project. Disclose the proper information to software vendors such as your budget, minimum amount of users, remote sites, support requirements, timeframes, obstacles, regulation requirements and specific processes and functions. This will allow the vendor to provide an accurate solution that addresses your agency’s needs within the budget constraints.

Consider what will save you time. Think of options that will help you meet and exceed your goals. Will any wish-list functions save your agency money and pay for themselves in the long run?

As you’re viewing product demos and reading brochures and websites, you also be adding items to your need list and wish list that you had never considered. Continue to prioritize to make sure you’ll be getting the right software for your agency’s present and future.

Determine Your Software Update Timeline

Part of any great plan is to figure out when you want to make your final decision and when you’ll make your purchase. Certain deadlines, mostly involving budgets, will help you make your determination.

Vertex Systems, Inc. 440 Polaris Pkwy, #150, Westerville, OH 43082 888-981-2600

Do not start the process of finding the right software too late in a quarter or year. If you wait too long to decide, you may end up rushing into the wrong situation just to complete the upgrade. A bad investment will cost you too much in the short and long term.

What is Your Budget?

Budgeting - this is one of the most important steps in your software purchase plan. Knowing your budget range is crucial. However, keep in mind there are many factors to consider beyond a purchase price. Always keep in mind any additional hardware you may need to buy. You will need to keep costs in mind that are associated with training, implementation and support.

Budgetary concerns are always present with any non-profit organization but do not shop or compare on price alone. The old cliché that reminds us that “you get what you paid for” exists for a reason.

Many times, a software vendor will have a free or low cost product that won’t meet even the basic needs of your agency. Some moderately-priced products require that your organization conform to the software instead of the software conforming to you. High-priced products may have functions you will never need or were created for giant corporations and not tailored to the non-profit industry.

You may also run into a software solution – at any pricing level – that is too complicated for you to use. A product may be priced very low but you’ll spend plenty for training, consulting, implementation and technical support. And you’ll also have to spend precious time and resources to continue training new employees that join your agency over the years.

Vertex Systems, Inc. 440 Polaris Pkwy, #150, Westerville, OH 43082 888-981-2600

Review Your Options

The final phase of purchasing new software for your non-profit organization is the review stage. You’ve analyzed your agency in size and scope. You have completed a list of functions that you need and want to help save you time, energy, money, and resources. You should now be aware of your purchasing timeline and what your budget range is going to be.

The next step, and usually the most difficult, is to find software vendors and make comparisons. There are very few resources that comparison shop for you so you’ll have to do your homework.

Talk to your peers and ask for recommendations. Search online for non-profit software makers. Check with your associations. Attend conferences and non-profit technology trade shows. Make up a list of possible vendors who provide solutions specifically designed for the non-profit industry. Talk to sale representatives at each company to review your software needs and wants.

This process can be completed with the executive director, the IT staff and all key decision-makers. Involve as many personnel who will be affected by the software change to gain input and ideas. Keep in mind that the final decision will be up to the you and your committee.

View Demonstrations of Software Capabilities

Once you have a list of vendors who meet your needs, arrange to see product demonstrations. Come with a list of questions that you’d like answered as well as your list of needs and wants to make sure their software solution is right for your agency. Download or collect all the sales and marketing material from each of the vendors to help with your decision.

Share this material with your affected personnel and have them view demonstrations with you. Do they understand the system? Is it too technical for them? Will they have to go through too many steps to complete common tasks?

Maintenance, Training and Support Requirements

Beyond the capabilities of the software, you’ll need to be aware of each vendor’s support system for their product. How long will it take to implement? Will the vendor’s team be onsite or helping remotely? Is training an extra charge or included in the purchase price? Is there training at all? What types of technical support do they offer? Is there a support agreement for long-term help?

Vertex Systems, Inc. 440 Polaris Pkwy, #150, Westerville, OH 43082 888-981-2600

All of these are important questions to consider before a decision is made. Expertise and consultation skills from an experienced company will save you time and money in the long run.

Is the System Customizable to You or Must You Be Customizable to the System?

Some software vendors have a one-size-fits-all package and your organization must conform to it. Others offer extensive customization that takes years to create and implement and ends up costing an exorbitant amount.

Lack of customization can sometimes require more training and severe changes to the organizational structure and may interrupt your entire organization and the business you conduct.

Beyond customization, will the software system grow with you? Some solutions do what they promise but will not change as your organization does. The software needs to be able to adapt to your mission and goals as they evolve. Will the software integrate with any current remaining software system? Integration and customization go hand-in-hand to prevent problems and help streamline your practice.

Is the software adaptable to your area? The new system will need to be able to work with your state or federal regulations, funding sources, or Department of Labor requirements.

Make Your Decision

As daunting a task as it may seem, choosing the right software for your non-profit organization will go well if you follow the steps listed here. Remember to consider

Vertex Systems, Inc. 440 Polaris Pkwy, #150, Westerville, OH 43082 888-981-2600

where you’ll be tomorrow and not just where you are today. Your budget and the vendor’s price are factors, but experience and customization can prove to be more cost-effective than going with a low-cost startup that is still trying to figure it all out.

When making your decision, don’t forget to trust your gut. You’re an experienced non-profit professional and you know what your agency needs to be more productive, to save time, and to save money.

Best Practices Recommendations

• Commit yourself and organization to change

• Focus on organizational value not solutions

• Let vendors propose their best ideas

• Analyze needs – not expected solutions

• Balance weight of risk and cost

• Buy a scalable system that can grow with you (and one with an enterprise architecture)

Once you have decided on a solution for your organization, always keep the “big picture” in mind so that you’ll stay aligned with those strategic goals.

Your information technology plan will ensure that you will always:

• Enhance the value of service to the consumer by delivering all approved services with the highest quality

• Improve the discipline of business processes

• Maximize billing for all authorized services

• Maximize resource utilization

• Increase compliance and reduce financial risks

• Lower administrative cost

• Improve outcomes as a result

Of course, this is only the beginning of your new journey. You’ll still need to have the software solution installed and you’ll need to go through comprehensive

Vertex Systems, Inc. 440 Polaris Pkwy, #150, Westerville, OH 43082 888-981-2600

training. All of your database information will need to be transferred over. There will be technical support issues that will need to be straightened out.

When it’s all said and done, your investment in an upgraded and updated software solution will simplify and streamline your highly-specialized processes. In fact, new software can provide a quality payback that will help recoup your costs over a short period of time.

Your new solution should give you back the time and energy to complete your organization’s mission to help others.

For More Information – Contact:

Vertex System, Inc. 440 Polaris Parkway Suite 150 Westerville, OH 43082 Toll-Free – 866-981-2600 Email – Info@VertexSystems.com