Topic 2  Software Evaluation

When a new system is being introduced, there comes a point at which a decision has to be taken as to what software is to be used to do the job in question:

• Bespoke software that is tailored exactly to the client's requirements.
• A proprietary software package that can be bought and installed.
• A bought in package that is modified to suit the client's needs.

Question 1.  What are the advantages and disadvantages of each of these approaches?  ANSWER

In this topic we are going to look at the process that IT professionals will adopt while they match the software solutions to the needs of the client.  We will look at how the IT professionals report back to the clients with their recommendation.

Choosing a Software Solution

The performance of a PC is only as good as the software it runs.  Most software does not need the ultimate high speed processor.  Cheap software bought at a computer superstore is likely to be a false economy:

• It may have limited functionality;
• There may be problems in reliability in a hard-working office environment;
• There may be problems with compatibility with hardware or operating systems;
• The files may not be easily portable to other applications and vice versa;
• The cheap software almost certainly will not offer the range of functions needed by the company.

To ensure that the client gets best value from a software purchase, the ICT professional should:

• Collect information from trade magazines, reading reviews about software and hardware;
• Speak to other clients who are using the software to find out about the strengths and weaknesses of the software in a particular environment;
• Make sure that they understand exactly what the client wants the software to do.
• Consider how easily the software will upgrade.

Some software houses will try to adapt proprietary software to make it specific to the client's needs.  This might work, but more often than not it can actually degrade the performance of the entire package. 

Here's an analogy:  A crocodile has evolved over 200 million years to be a powerful ambush predator living in or near water.  On land it is clumsy with short little legs (although it can move remarkably quickly).  It cannot run down fast moving prey like antelope.  However it does lie in wait underwater to catch antelope when they come down to a river to drink.  It has immensely powerful jaws that close down tight, although the muscles that open the jaws are remarkably weak (you can hold them shut with one hand). 

A software house modifying a package is a bit like a biologist trying to breed crocodiles that have strong muscles to open the mouth, or crocodiles that can run at 30 metres per second.  Do you get my point?

If the software cannot match all the client's needs there are two options:

• Change the company operations to suit the software;
• Buy a bespoke package.

Question 2  A company is buying a new computer system, but there is no software available that matches its exact needs.  Explain the options open to the company assessing the advantages and disadvantages of each option.  ANSWER

Other Evaluation Criteria

The most obvious criterion for a successful software solution has to be whether the software solves the client's problems.  However there are other things that have to be taken into account:

• How compatible is the new software with existing hardware and software?  The old machines might not be able to run the new software.  The new software might not be able to read the old files.
• What resource requirements are needed?  Will new machines have to be bought?
• How good is the documentation?  Is there a manual, or a good on-line help system?  Many modern programs provide their help not as a heavy printed ring-bound manual, but as a file in portable document format (.pdf).
• How easy is it to learn how to use the new software.  What tutorials are provided.  It is possible to buy tutorials for many kinds of software.
• How easy is it to use?  Are there good pull down or pop-up menus?  Are error-messages helpful.
• What is the technical support like?  A support package can add 50 % to the price, or is accessible only on a premium rate phone line (or both).
• How much does the package cost?  Bespoke solutions will cost many times what a proprietary package does.  Upgrades will cost as well.  What financial saving and/or opportunities will arise from the purchase of the package?
• The performance at which the software carries out core functions must be quicker than the current systems.
• The supplier's reputation is important.  Are they reliable or helpful?  This kind of information can be gleaned from  articles in trade magazines.

• How robust is the software?  Will it crash under intense use?
• What is the human-computer interface like?  Bad HCIs will ruin good technical software.

Benchmark Tests

A benchmark or performance test is used to determine the efficiency of the product.  These tests compare the speed of several different products to do several different packages.  Computer magazines publish the results of these in their reviews. 

The benchmarks can be shown as graphs.

Evaluating Software

Let us look at how software can be evaluated.  The critical parameters can be given a weighting.  Here is a simplified scheme.

A system is being considered in which one hundred thousand electricity bills per day are produced.  These features are given a weighting:

Then the selection is carried out like this:

Question 3

(a)  Suggest a possible consequence of user-friendliness being given a low weighting.

(b)  Comment on the relative size of the weighting for printing speed compared to other features.

(c) State three advantages of this method for selecting a computer system

(d) Identify four factors other than those listed which should be taken into account before a system is purchased.  Justify your suggestions.  (London Computing Past Question).  ANSWER

Evaluation Report

Once the ICT professionals have carried out a thorough assessment of the software, they need to write a report which will have the following:

• An introduction giving the background to the report;

• A statement of the software evaluated;

• The evaluation including capability of the software, benchmark tests, upgrades, etc.

• A purchase recommendation;

• Justification for the recommendation.

Question 4 Give four reasons for producing an evaluation report when considering alternative software solutions for a particular problem.  (AQA Past Question)  ANSWER

Now try the Topic Quiz