Request for Information

The role of the RFI

The RFI serves a number of roles in the selection and implementation of a new system. It articulates the features you desire from the application. It can be incorporated into the final contract. It allows you to compare vendors and rate them based on their responses. It can reassure you about the software and the vendor. It gives you more information about the ongoing support and development of the software. It can help clarify pricing between vendors.

The RFI should include

The RFI should include at least four sections to group your enquiries. These sections are

1. vendor company
2. the software
3. the hardware including network requirements, and
4. the application functionality or features of the software.

Clearly the last part will be the biggest section and should be further sub-divided into functional areas, i.e. AP, AR, GL and so on, grouped under finance.

A careful point to distinguish in the RFI questionnaire is whether the feature is currenly available or requires some configuration. Technically almost everything could be answered yes.

Don't neglect the first three sections

Don't neglect the first three sections of the RFI. Answers to these sections will better help you understand the risks in your decision. The financial strength of the vendor, the number of sites, the current bug list, whether there is a user group, details of the last ten support calls, the age of the software, the language it's written in, the number of original authors still in the business, the departmental split of the vendors staff are just some of the questions you should include in your RFI.

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