As part of the process of selecting a new ERP package we must narrow the long list of vendors into a short list (for more information see The In's and Out's of Software Selection). To do this we often use a Request for Information (RFI) document, not a Request for Proposal (RFP). I am often asked why we prefer this tool. There are several reasons, but the one that is the most important is that the RFI generates a dialogue between you and the vendor.
The RFP is a long, cumbersome document that is onerous for the vendor. Many vendors will not respond unless the opportunity is substantial, some will not regardless of the size of the opportunity. Why would we want to exclude a possible solution that made it to the long list? When they do respond it is almost always in writing. In short, it's a "stuffy" process.
The RFI is much shorter and, frankly, more vendor friendly. Most of the time the response by the vendor is to answer in person or with a conference call. It generates enough information to make an informed decision without creating a lot of work for the vendor or the selection team. And, it gives the selection team the ability to "meet" the people behind the software and the company. It creates a natural forum for conversation, which is healthy for the vendor, too.
Even though ERP software runs on a computer we are all people. This is a people business, first and foremost. When you get to the "dog days" of implementation it's good to know that the people you're working with are the types you want to work with. We all "like to work with people we like". Shouldn't we find out early in the game who we like?
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