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Whether it is manuscript tracking & submission software for authors or a new subscription management and fulfilment system that you need, the value of using an external consultant to assist in requirements gatherings should not be overlooked. (One vendor has recommended my work in this area on LinkedIn.)
Simon Inger has worked with a number of high-profile publishers in systems requirements definition and systems selection. The following describes how a typical project in this area will proceed:
| Task | Process Detail | Skill Requirement |
| Requirements gathering | Interview key stakeholders within the publisher's business to ascertain the key features and requirements of a replacement system yet identifying and eliminating unnecessary features. Keeping requirements within publisher's budget. | Analytical, subscriptions process, reaching consensus, budget understanding |
| RFP authoring | Create an RFP (Request for Proposal) to be issued to potential suppliers and gain agreement with publisher's staff that RFP meets the requirements. | Understanding subscriptions process and workings of subscription systems, gaining consensus |
| Identify potential suppliers | Given the overall requirement and budget, identify potential suppliers and approach them to confirm interest. | Market knowledge, negotiation skills |
| Assess responses | Once issued, responses need to assessed objectively. SIC usually marks each point in the response against a pre-agreed point-by-point weighting system to guarantee objectivity. | Analytical |
| Presentations | Manage vendor presentations from short list, attend, chair meetings, provide additional questioning and guide meeting to cover all essentials. | Chairmanship, analytical |
| Reference clients | Manage references, and potentially organise and attend reference site visits. | Analytical |
| Contract | Validate compatibility of contract terms and pricing with written response to RFP, assist in pricing negotiation. | Analytical, negotiation |
| Implementation | Provide ongoing consultancy, if requested, to assist in implementation phase. | Project management, process analysis |