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Requirements/Fit


This image defines the four key phases of the best value process (Gather, Analyze, Strategize and Negotiate). It identifies the phase in which the user has selected. Analyze Strategize Negotiate

The End-User Customer, along with the Technical Team and the PMO are responsible for determining software performance requirements and the ability of existing COTS software packages to meet the requirements (fit). Too often, customer organizations (including user communities and technical teams within the Government) approach this task without fully applying cost/benefit analyses to each requirement. The following table provides a sample process the team should follow in determining Requirements/Fit.

Step
What
Who
How
Define Requirements Fully identify and finalize current and future requirements and the overarching business objectives for the solution. End-user, Technical Team Lead, and Program Management (PMO). Requirements Documentation Statement of Objectives Project Charter
Determine if the program can consolidate requirements with related organizations, by answering how wide the usage will be (e.g. across organizations, commands, or outside the organization). PMO & SPM Contact Applicable ESI SPM
Conduct Market Research Conduct market research and analysis of alternative solutions, mainly focused on commercial out of the box capabilities. Program Office (PMO), Technical Team Program Office (PMO), Technical Team
Contact software product managers and contracting officials who have established contracting vehicles with proposed software providers. Review Market Data such as Gartner and Forrester PMO, Technical Team, and SPM www.esi.mil
Define % of Requirements Met by COTS Identify the percentage of current and future requirements met by the Commercial Off-The-Shelf (COTS) product and what percentage must be met by configuration (technical or integration services). The total should add to 100%. Technical Team, End-User, & PMO Requirements / Fit Checklist
Define and agree on the extent to which the product selected will satisfy requirements. Obtain a binding statement of solution capabilities from the provider. The End-User, Technical Team Lead, PMO, and the software provider (vendor/publisher/OEM)  
Estimate cost to fill gaps in COTS Establish the cost estimate of each custom requirement and the impact on Total Cost of Ownership (TCO). Ensure the expected value exceeds the expected cost. Tech Team Lead & (BFM) TCO Workbook
Include the anticipated cost of maintaining configuration (support and any rework due to COTS upgrades) in both the Life Cycle Cost Estimate (LCCE) and in the value assessment of the configuration. BFM  
Research SW models Identify and evaluate alternative software acquisition models (e.g. perpetual, term, SaaS, etc…) PMO, KO, & BFM www.esi.mil

Summary License Terms Checklist
Research Contract Vehicles Research available contract vehicles and the benchmark data available. KO Contract Vehicle Utilization Checklist
Is inventory or an Enterprise License available? Determine if an enterprise license has been entered for the products required or if there is existing product inventory available to your program. KO, SPM www.esi.mil
Gather and Organize Docs Collect and organize all requirements documentation and business-oriented statements of objectives. Validate that they are clearly written and that requirements are measurable for procurement purposes. KO, BFM  
Collect and organize all proposals and sales and marketing literature from the software provider and vendors proposing on the solution. KO, PMO Requirements Fit Checklist

While other members of the team will likely not be involved in this step, as a team they should ensure that a requirements/fit analyses has been performed, including a cost/benefit analysis that assesses the anticipated cost versus the expected value to be received for each requirement/feature.