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.
|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.