Preliminary Requirements

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Produce Preliminary Requirements Report

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Collate all the information gathered to date and propose a path forward
  • Functional Decomposition
  • Data Model
  • Business Process
  • Intermediate Scope
  • Impact Assessment
    1. Ensure all the documents above are up to date.
    2. Create report and indicate path forward.
  • Preliminary Requirements Report

The report is a collection of the information gathered during the phase. The executive overview outlines the key findings which will draw heavily on the Impact Assessment. The final section looks at the path forward.

The path forward has four options:

  • RFI (Request for Information). A company will issue an RFI when they have a requirement to go to the market and see what, if anything is available to satisfy a particular need. The RFI process will not result in a direct purchase but may lead to an RFP, RFT or an RFQ. RFI can also be called an EOI (Expression of Interest)
  • RFP (Request for Proposal). A company can issue an RFP in situations where there is a general understanding of what is required and the supplier's expertise is needed to develop or perfect the desired end product or service based on information provided by the company. The company will want to find the best solution or would like to explore available options. The RFP process allows for substantial flexibility and helps to ensure that all possible suppliers have an equal opportunity to satisfy the needs. Proposals are scored based on the criteria established by an evaluation committee.
  • RFQ (Request for Quote). An RFQ is provided against a tight set of criteria supplied to the Vendor. A quotation received in response to an RFQ is not an offer, and consequently, cannot be accepted by the company to create a binding contract. An RFQ is typically a starting point for negotiation.
  • RFT (Request for Tender) from one, or a small number of vendors. The RFT process is less flexible than the RFQ process. A company will issue an RFT outlining the exact specifications of the product or service. Price is usually one of the main criteria for the awarding of a contract.

 

RFI

RFP

RFQ

RFT

Looking to understand the market in general

Yes

No

No

No

Fixed Price requested No. Sometimes an indicative range No Not normally Yes

Price normally negotiable

Price not always provided.

Yes

Yes

No

Vendor has flexibility to tailor the solution

Yes

Yes

Not without negotiating a change to the RFQ with the Company

No

Only one solution proposed

Not necessarily

Not necessarily

Usually

Yes

The decision will be driven by the following criteria:

  • If we need to find out more about the market area and the range of packages that may suit, an RFI will be the best way to go. An RFI will allow us to look at how products are different, and what may be more suitable for our needs. Useful when it is a new system as opposed to a replacement system.
  • If we are flexible in our approach to this business area, and prepared to fit our business around potential systems, an RFI will present us with numerous options
  • If the way in which the solution will fit our needs is not absolutely clear, and we want some vendor input/flexibility, and RFP is probably the best way.
  • If the area is complex, and there may be a number of ways in which the solution could be provided, an RFP is the best approach.
  • If we want a non negotiable fixed price quote, use an RFT
  • If we are reasonably clear on what we want, and know a number of packages that are a close fit, you can move straight to an RFQ.
  • If we only have a limited number of vendors (i.e. a maximum of 3 or 4) in the market, an RFT is more appropriate
  • If we are pressed for time and don’t have time to review options, an RFT may be the best option
Preliminary Requirements Report Report for the phase including the path forward
Nil  

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