Begin Tool Search

Now that you have gathered and verified all of your PDM requirements, it is time to begin the search for a tool supplier to meet your needs. Do your research ahead of time to determine who may meet your needs. Query your business network of friends and acquaintances to find out what other companies are using (and having success with). Do research on the internet, check out www.pdmic.com for a comprehensive list of PDM tool suppliers.

Send your requirements, usually in the form of a Request for Proposal or Quotation, to the suppliers of your choosing.

Now comes the hard part, how do I know if my requirements are being met by an out-of-the-box application, a custom built solution or a combination of both? Herein lies the apples and oranges.

Out-of-the-Box; Yes or No?

Make sure you request in writing, for each of your requirements, if the requirement is being fulfilled by out-of-the-box functionality, custom built or configured by a consulting services organization, or a combination of both. And, if it is a combination of both, how much is standard functionality vs. customization (or configuring).

This is also a very important point to address during software demonstrations as well. Is “what you see” going to be “what you get” when you install the software? The reason this is so important is because each PDM tool supplier produces a unique product. Some offer 100% out-of-the-box solutions requiring little to no consulting services (that may or may not be easily changed) while others provide a “tool kit” solution with extensive consulting services required. And, of course, there are plenty of suppliers in between these two extremes. The cost differentiation can be tremendous for both software and consulting services.

Future Needs and Ability to Change

Be very cognizant of your future needs within and external to your current PDM requirements. An out-of-the-box solution that is difficult to change may offer quick gains but may not be able to grow and change as your business does. You may be looking for a replacement PDM system within a few years (or less!), is it worth it?

The other extreme, fully customized, usually takes longer and is harder to maintain and upgrade in the future, requiring on going consulting services.

You may have very nonstandard requirements but for most of us an out-of-the-box solution with the ability to quickly and easily change and configure is probably a smarter solution. Standard applications with easy ability to change and configure offer a good starting point with room to grow and modify.

Now that you have clear, concise and valid requirements make sure the PDM tool suppliers provide clear, concise and valid responses both in writing and by demonstration of their ability to meet your current and future needs, keeping a keen eye on exactly how the requirements are being met.

Institute of Configuration Management Scottsdale, AZ 85261-5656 Tel: (480) 998-8600 Fax: (480) 998-8923 Email: info@icmhq.com