Choosing the right software? 
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Common weaknesses in software selection

Undefined goals

Before a software implementation project begins, goals and expectations must be clearly documented. In 58% of cases, this is still lacking—leading to a higher risk of project failure. Transparency is needed across all departments, from management to IT. These expectations must also be communicated externally. Vague RFPs often result in mismatched expectations between clients and vendors, dragging out projects and inflating costs. According to Assure Consulting, unclear goals and poor internal alignment are among the main reasons why IT projects fail.

Inadequate requirements analysis

If a company’s “moving targets” aren’t clearly defined from the start, the project is likely to fail. Constantly adjusting requirements eats up time and budget. The longer the project runs, the lower its chances of success. In its 2015 Chaos Report², the Standish Group found that 19% of projects failed or were terminated before completion. That’s why selecting the right stakeholders is essential—so that every level of the organization can provide accurate input. All relevant departments—not just the obvious ones—must be included in the analysis. The larger the project, the more complex the planning, and the more detailed the stakeholder selection needs to be.

What to consider when selecting software

Considering all relevant dimensions and their implications is essential for successfully choosing a workforce management solution. This checklist outlines the key questions you should ask during the decision process.

Phase 1: Preparation

Has a structured process been defined for selecting workforce management software?

Were all relevant departments consulted—or just the obvious ones?

What do your current time tracking and planning processes look like?

Has a requirements specification (Lastenheft) been created to document needs for a workforce management solution?

What requirements arise from your current processes?

Which requirements are critical and which are "nice to have"?

Phase 2: Requirements

What are your technical requirements—operating systems, databases, browser clients, mobile clients?

How easily can the solution be integrated into your existing IT landscape?

What are your expectations for the user interface and usability?

Can the software reflect your company structures and assign permissions accordingly?

Are legal, collective, and internal rules for time tracking automatically applied?

Does the solution support both long-term staff planning and short-term scheduling?

Can employees be actively integrated into time tracking and planning processes?

What types of reports and analytics are available by default?

Checklist: Software selection

1. Selection and decision-making process

Has a scoring matrix been created to evaluate vendor proposals?

Are you minimizing your investment risk?

2. Vendor assessment and company stability

What is the vendor’s financial standing?

How much does the vendor invest in R&D for its own products?

Does the vendor have strong, credible references?

How deep is the vendor’s expertise in workforce management?

How transparent is your potential partner in communications?

Is the vendor’s solution future-proof?

3. Technological future-readiness

Does the vendor use modern, forward-looking technologies?

Is the solution available both on-premises and in the cloud?

Does the vendor have a fair and sustainable update and release policy?

4. Functionality and user experience

Does the product cover all your technical and functional requirements?

Is the solution intuitive and user-friendly?

2 Chaos Report 2015, Standish Group, https://www.standishgroup.com