DEFINED
Web-based planning software—designed to help users construct a business continuity plan by automating the planning process and by facilitating the creation, execution, mainte­nance, and printing of plans from any location with Internet access

WHY BUY?
Web-based planning software offers the advantages of traditional plan automation software along with all of the advantages of Web technology. Web-based planning software reduces desktop support, eliminates end-user workstation setups, and offers a browser interface with which the majority of users are comfortable. A Web-based tool allows plans to be built, maintained, executed, and printed over the Internet or intranet.

WHAT TO LOOK FOR
1)      Easy to use, with understandable menus and features
2)      Browser independent, database independent, and compatible with operating systems/platforms
3)      Allows for global replaces and deletes, so that changes need to be made only once
4)      Ability to “hide” information from specified users for security reasons
5)      Ability to integrate word processing documents, Visio, and Excel spreadsheets
6)      Ability to import existing information from other data sources
7)      Ability to print a plan to a single document or to print sections as needed
8)      Ability to publish plan in PDF format to post on a Web site ore-mad
9)      A plan assistant or wizard that guides users step by step through plan construction and methodology
10)  A tool that incorporates a proven methodology
11)  The ability to customize both the program and the methodology
12)  Technical support, such as telephone assistance and training
13)  24-hour emergency support
14)  Vendors that offer on-site product demonstrations

COST CONSIDERATIONS
A detailed cost analysts will often reveal hidden expenses. Then adding up costs, con­sider the following:
1)      What are maintenance/upgrade costs?
2)      What is included in the annual fee?
3)      Fees for telephone assistance or emergency support?
4)      Fees for training classes or on-site demonstrations?
5)      What is included in the licensing fee?
6)      Is any additional hardware needed?

BE PREPARED
In order to bid for your business, vendor will want to know:
1)      Your timeframe and budget
2)      Your performance requirements for a software planning tool
3)      What customizations you would like built into the program
4)      Number of individuals that will be utilizing the product
5)      Type of computer platform on which the software will be used
6)      Level of technical and planning expertise within your company
7)      Number of employees needing training and education at start-up
8)      Corporate database and browser standard

KEY QUESTIONS TO ASK POTENTIAL VENDORS
1)      How does your product differ from its competitors?
2)      How long has the software been on the market?
3)      How many years has your company been in business?
4)      Was the product developed in-house or by a contract developer?
5)      Is responsive technical support available?
a.       How is it made available?
6)      What type of training is available for employees?
a.       How difficult is it to understand and utilize the software without training?
7)      How often is the software updated?
a.       How will the notified of updates?
8)      Is there a conversion path for upgrades or must users re-enter data when the program is changed?
9)      What types of companies / industries utilize your product?
10)  What kind of security controls are available?
11)  How can the product be customized?
12)  Does the product offer database technology, word processing, or both?
13)  Is the system tied to specific word processor or database programs?

KEY QUESTION TO ASK VENDOR REFERENCES
1)      What made you choose this product over its competitors? What others were considered?
2)      How similar to my own are your company’s system and disaster recovery needs?
3)      How long have you been using this vendor’s software tool?
4)      Are you pleased with the software’s performance?
5)      What did the selection process entail?
6)      Vendor or product strengths, weaknesses?
7)      Is the product easy to use? What’s the “learning curve”?
8)      How helpful were the training classes?
9)      Is the product flexible enough to meet changing needs?
10)  Did you have the product customized? In what way?
11)  Are security features sufficient?
12)  How accessible and responsive is the software provider when a problem occurs?

BUYER BEWARE
1)      Turn-key’ packages that bundle hardware and software may seem like a quick fix, but the hardware and the database supplied may not meet corporate standards.
2)      Know what you need. “Unlimited” user licensing may seem attractive, but how many concurrent users do you really need? You maybe paying for something that you will never use.
3)      A tool that does not have a conversion path will leave you stranded. Be sure a conversion path is available so that you are not reinventing the wheel – and re-keying all of your data – every tune technology changes and the product is upgraded.
4)      New software products may sound appealing, but do your homework If the vendor does not have a proven track record and/or lacks experience in the industry, the product may be insufficient to meet your needs and the vendor may go out of business.

WHAT NEXT?
1)      Involve all necessary departments – such as IT support and upper management – in product evaluation and selection.
2)      Request a demonstration disk for review and comparison.
3)      Request an on-site demonstration of the software.
4)      Inquire into the availability of an evaluation copy of the product.

5)      Compile a concise and detailed list of all products/vendors being considered and opinions of each request follow-up responses to questions not answered during vendor presentations.

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