Top 54 Hospital Management Software

2022's Best 54 Hospital Management Systems

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1. Affinity Hospital Information System

  • Best for: Small, medium and large size businesses
  • Price:
  • May 22, 2022
Compare Affinity Hospital Information System Vs. Affinity Hospital Information System

The development of software solutions to improve business productivity encompasses many different skills and disciplines. Key to this is awareness of the fast changing nature of the industry and the ability to keep up with the rapid changing needs. Affinity Info Solutions professionals work closely ...


2. B Care

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 13, 2022
Compare B Care Vs. Affinity Hospital Information System

VitalHub develops and supports mission-critical healthcare information systems in the Mental Health (Child, Youth and Adult), Long Term Care, Community and Social Service, and Hospital sectors. VitalHub solutions include Blockchain, Mobile, and Web-Based Assessment and Electronic Health Record solut...


3. Cloud Credentialing Software

  • Best for: Small, medium and large size businesses
  • Price:
  • May 27, 2022
Compare Cloud Credentialing Software Vs. Affinity Hospital Information System

Join healthcare leaders nationwide who rely on TractManager strategic sourcing, contract lifecycle management, and provider management solutions to make smart decisions for their organizations.


4. idTracks-Docs

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 13, 2022
Compare idTracks-Docs Vs. Affinity Hospital Information System

The HealthDox suite of integrated solutions serve all aspects of managing policies, Compliance, Risk Management, quality, and performance improvement. Our flexible licensing model makes our solution affordable to small, medium and large organizations. Our solution allows growth as your organization...


5. SisoHIS

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 06, 2022
Compare SisoHIS Vs. Affinity Hospital Information System

SisoHIS (Healthcare Information System), which provides health institutions with the opportunity to effectively use all of their resources such as time, labor force and finance, provides a modern structure by recording all the data of the health institution quickly and safely. SisoHIS software devel...


6. ActiveQ

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 20, 2022
Compare ActiveQ Vs. Affinity Hospital Information System

Facilitator is a workflow software streamlining pre-arrival workflow, prior authorization, insurance verification, medical necessity checking, financial assistance screening, appeals management, release of information, and more.


7. Hospiware

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 08, 2022
Compare Hospiware Vs. Affinity Hospital Information System

Raygain healthcare-industry specific software (HospiWare) is a Complete ERP for a healthcare service provider (hospital, nursing home, clinic, pharmacy etc.). Raygain’s Healthcare ERP Product, HospiWare, is a tailor-made Hospital Management Information System Software essential for Hospitals, Nursin...


8. oneMAR

  • Best for: Small, medium and large size businesses
  • Price: starts at $6 per month
  • Apr 05, 2022
Compare oneMAR Vs. Affinity Hospital Information System

One of the highest healthcare costs governments face today is that of prescribed medications not being taken properly. Medication errors result in more doctor visits, increased trips to hospitals and poor patient outcomes. Catalyst Healthcare is a technology company based in Kelowna, British Columbi...


9. Medismart

  • Best for: Small, medium and large size businesses
  • Price: starts at $515 per license
  • Jan 27, 2022
Compare Medismart Vs. Affinity Hospital Information System

Dont let your dreams as dreams. We can bring your dreams to reality. Let us break the boundaries with our Softwares & Digital strategies to push your business forward.


10. BDM Software Suite

  • Best for: Small, medium and large size businesses
  • Price:
  • May 06, 2022
Compare BDM Software Suite Vs. Affinity Hospital Information System

For over 40 years the team at BDM IT Solutions Inc. has been trusted by North America’s leading healthcare institutions, including hospitals, correctional facilities, long term care centers and pharmacies, to develop and implement innovative tools that enhance the delivery of patient care.


Pricing Guide - Hospital Management Software:

Hospital Management Software Pricing

The cost price for most Hospital Management Software (HMS) is within the range of $10 to $500 per month, depending on the tier of each software and the number of features it has. Prices for most products are set on a per-user/per month basis.

However, there are some other Hospital Management software with an option for users to buy perpetual licenses with a one-time fee. For example, Tirupati International pricing for HMS is $1,300 for a lifetime usage; ProMed pricing is fixed at $1,000 per computer running the software, and HealthData Archiver costs a one-time fee of $15,000.

In addition, Hospital Management systems have different prices based on the size of each facility.

  • Small-sized clinics or hospitals can expect to pay within the range of $4 to $20 for a Hospital Management software. For example, the price point for Smartsheet is $14 per user monthly; Trillian pricing is set at $4 monthly per user, and Insta HMS costs $20 per user monthly;
  • Medium-sized clinics and hospitals can expect a price that cost around $50 per month for a Hospital Management software. For instance, the cost price for Health.NET is $49 per user monthly; TheraOffice pricing sits around $50 per user monthly, and Team Desk is priced at $49 for up to 5 user accounts.
  • Large medical facilities can expect price points from $100 to as high as $1,000 for a Hospital Management software per month. However, most products for large organizations are not priced per user as they usually include more than one accounts. For example, Health Cloud pricing is set at $300 per month; Intelligent Medical Software costs around $199 per month; Medstar HIS is priced around $250 per month, and eVisit is priced at $600 per month.
  • There are a few Hospital Management software that are free to use, of which most are just feature-limited plans for users to test-run before going premium. For example, MocDoc HMS, PwaveHosp, Axpert HMS, and Genipulse all have plans that are free to use.
  • Hospital Management desktop app for Windows OS users are usually priced between $100 to $500. For example, Suvarna HIS is priced at $300 per month, while Caspio pricing starts from $125 on a monthly basis.
  • Hospital Management apps for Mac OS users have disparate price points and patterns. For example, CareFoundry ESC is priced around $4,500 per year; DocsInk pricing starts at $6 per user per month, and ES Optimiser costs $300 every month.
  • Users on Android platform can expect to pay between the range of $250 to $1,500 for a Hospital Management perpetual license. For instance, Ethical Hospital Solution costs a one-time fee of $300; and Crescent TechnoSoft HMS costs $1,000 for a perpetual license. Meanwhile, a few other products are priced per month; an example is GoPorter Tracking System that is priced at around $5 per user per month.

11. CurisHealth

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 18, 2022
Compare CurisHealth Vs. Affinity Hospital Information System

Our mission is to help global enterprises grow, adapt, scale, reinvent and digitally transform themselves through our relentless pursuit of engineering excellence and our commitment to deliver with certainty. GGK Tech is part of the ACS group.


12. MediGate

  • Best for: Small, medium and large size businesses
  • Price:
  • May 06, 2022
Compare MediGate Vs. Affinity Hospital Information System

Chinar Softech – IT over the years, has invested its experience and expertise in building software solutions that serves as backbone to the customers business process.


13. Sentact

  • Best for: Small, medium and large size businesses
  • Price:
  • Aug 26, 2022
Compare Sentact Vs. Affinity Hospital Information System

Sentact is a healthcare operations software company with solutions designed to help hospitals and healthcare networks to improve quality, safety, and the patient experience.


14. CiftClinic

  • Best for: Small, medium and large size businesses
  • Price:
  • May 20, 2022
Compare CiftClinic Vs. Affinity Hospital Information System

Today Ciftech Solutions is a professionally managed company who not only rolls out sophisticated software tools, which have gained wide market acceptance, it also offers technical and pragmatic suggestions apart from consorted requirements to enhance product values and increase product efficiency.


15. HealthCollaborate

  • Best for: Small, medium and large size businesses
  • Price:
  • May 20, 2022
Compare HealthCollaborate Vs. Affinity Hospital Information System

Our inclusive CareEmpower® Operating Model aligns care teams in the practice and in local communities using one integrated efficient platform, and optimizing outcomes for the most complex, economically diverse, and socially vulnerable populations.


16. Clinic and Hospital Management

  • Best for: SMBs
  • Price:
  • Mar 30, 2022
Compare Clinic and Hospital Management Vs. Affinity Hospital Information System

Clinic and Hospital Management is a hospital management digital software for hospitals designed to provide patient records documentation, serve more patients, make flexible payments, and reduce operational costs.


17. HealthConnect

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 27, 2022
Compare HealthConnect Vs. Affinity Hospital Information System

We are empowered with a sound and sophisticated infrastructure well equipped with latest hi-tech IT resources to fulfill the application development requirement.


18. goporter - porter tracking system

  • Best for: Small, medium and large size businesses
  • Price: starts at $4.99 per user/month
  • Jul 16, 2022
Compare goporter - porter tracking system Vs. Affinity Hospital Information System

In association with ServiceMASTER, the Global Health Care Solution provider, we have built the most advanced and intelligent IoT based Portering System which helps hospitals reduce patient waiting time and improves labor productivity by automating tasks and tracking closures.


19. HMIS Pro

  • Best for: Small, medium and large size businesses
  • Price: starts at $5,000 per license
  • Jul 16, 2022
Compare HMIS Pro Vs. Affinity Hospital Information System

Out2sol.com provides Technology Solutions & Professional Consultancy services to many Businesses across Middle East. We strive to be IT OUTSOURCING partner for all our Clients. Our Strength in Software Applications, Security Assessment, Project Management & Trainings are unique & Professional that p...


20. Palash Practice

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 26, 2022
Compare Palash Practice Vs. Affinity Hospital Information System

To overcome these individual challenges, PALASH has come out with an Innovative way of reaching out to individuals; for their curative & preventive healthcare needs; under PALASH HealthyU Wellness Program.


21. Surge Hospital Information Management System

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 16, 2022
Compare Surge Hospital Information Management System Vs. Affinity Hospital Information System

We have a HIMS Software for you, which is powerful, simple and complete. With minimal inputs and single point entries and maximum outputs and reports, SurgeHIMS gives you 100% accurate information flow across various departments of your hospital.


22. VectorCare

  • Best for: Small, medium and large size businesses
  • Price:
  • Jul 16, 2022
Compare VectorCare Vs. Affinity Hospital Information System

Gone are the days of spreadsheets, fax machines, and outdated tools. Our intuitive solution helps busy care team members coordinate patient services on a single platform.


23. Medstar HIS

  • Best for: SMBs
  • Price: starts at $250 per month
  • Sep 07, 2022
Compare Medstar HIS Vs. Affinity Hospital Information System

Medstar HIS, one of the top Hospital Management Software, is a comprehensive Hospital Information & Management System, which can integrate all the HIS systems, processes and machines to an intelligent information system to derive operational efficiency and assist hospitals in making the right decisi...


24. Connexall

  • Best for: Small, medium and large size businesses
  • Price:
  • Sep 07, 2022
Compare Connexall Vs. Affinity Hospital Information System

Connexall improves efficiencies across your entire hospital to improve the patient experience, create a better work environment, and improve patient flow. We’re vendor-neutral, transformational, and passionate about improving healthcare at all levels. We are trusted by leading hospitals around the w...


25. Get Well

  • Best for: Small, medium and large size businesses
  • Price: starts at $2,400 per license
  • Jun 01, 2022
Compare Get Well Vs. Affinity Hospital Information System

We design and realize tailor-made web projects for a wide range of companies and bring your company on the road to success with intelligent solutions. The fact that we remain loyal to our customers for years is our greatest success. We would like to give you an impression of our services and the way...


26. Care Logistics

  • Best for: Small, medium and large size businesses
  • Price:
  • Sep 07, 2022
Compare Care Logistics Vs. Affinity Hospital Information System

Performance Excellence means continuity of patient care, increased revenue and higher reimbursement, and the reduction of avoidable patient days, while increasing safety and improving patient outcomes.


27. HODO

  • Best for: Small, medium and large size businesses
  • Price:
  • Sep 12, 2022
Compare HODO Vs. Affinity Hospital Information System

We have prebuilt healthcare enterprise management software.


28. Open Hospital

  • Best for: Small, medium and large size businesses
  • Price:
  • Sep 12, 2022
Compare Open Hospital Vs. Affinity Hospital Information System

It aims to bridge the digital divide and to foster a process of growth through ICT knowledge, its power and the opportunities it offers. It beliefs in the values of respect for human dignity and solidarity and works for inclusion and development.


29. Salvonic HIMS

  • Best for: Small, medium and large size businesses
  • Price: starts at $25 per month
  • Feb 06, 2022
Compare Salvonic HIMS Vs. Affinity Hospital Information System

Salvonic Technologies Pvt Ltd. located in Noida, India is offering a wide range of IT services specializing in healthcare related software solutions. At Salvonic Technologies you can shop for an array of web based services and development support, which include consultation, development and maintena...


30. Validus HIS/HMS

  • Best for: Small, medium and large size businesses
  • Price:
  • Sep 12, 2022
Compare Validus HIS/HMS Vs. Affinity Hospital Information System

Validus Hospital Management Software is one of the very first software to offer mobility Device App for Business Insights. alidus was one of the first Hospital ERP providers in India to offer the application and services on premise SAAS (Software as a Service) business model.


31. Mac Pulse

  • Best for: Small, medium and large size businesses
  • Price:
  • Oct 03, 2022
Compare Mac Pulse Vs. Affinity Hospital Information System

As the most-trusted and innovation-oriented healthcare IT company in India, Macshell promises to revamp the way medical facilities are managed. With years of experience and research, we bring the best hospital management software solutions that are designed to cater to diverse needs and challenges p...


32. NaviNet Open

  • Best for: Small, medium and large size businesses
  • Price:
  • Oct 24, 2022
Compare NaviNet Open Vs. Affinity Hospital Information System

NaviNet® Open is one of Americas leading payer-provider collaboration platforms, facilitating provider engagement and generating trustworthy, actionable data throughout the continuum of care delivery. A secure multi-payer platform, NaviNet Open enhances communication, boosts operating efficiency,...


33. Acesis

  • Best for: Small, medium and large size businesses
  • Price:
  • Oct 24, 2022
Compare Acesis Vs. Affinity Hospital Information System

Acesis is focused solely on creating solutions for healthcare. Our people understand the industry unique requirements, as well as the challenges its providers face.


34. Algaeh ERP

  • Best for: Small, medium and large size businesses
  • Price:
  • Oct 28, 2022
Compare Algaeh ERP Vs. Affinity Hospital Information System

A best in class HIMS-ERP products provided through deployment of latest cutting edge technologies and applications that facilitates an efficient workflow and services for our Clients.


35. Health Portal Solutions

  • Best for: Small, medium and large size businesses
  • Price: starts at $500 per user/month
  • Jun 02, 2022
Compare Health Portal Solutions Vs. Affinity Hospital Information System

Health Portal Solutions – a provider of custom, integrated web portals – saves Employers and Payers time and money by consolidating insurance, benefits, wellness, and other healthcare details into a single portal. Hundreds of companies trust HPS to organize their disparate data and vendors into a pr...


36. Helium Health

  • Best for: Small, medium and large size businesses
  • Price:
  • Oct 28, 2022
Compare Helium Health Vs. Affinity Hospital Information System

Helium Health gives healthcare providers a comprehensive suite of technology solutions dedicated to managing every aspect of healthcare delivery, from electronic medical records and telemedicine, to administration and financial management.


37. SUMAITRI-HMS

  • Best for: Small, medium and large size businesses
  • Price:
  • Apr 04, 2022
Compare SUMAITRI-HMS Vs. Affinity Hospital Information System

We adapt and execute international quality standards during every stage of the Software Development Lifecycle. We provide all our services with honesty, loyalty and integrity.


38. AveCare

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 28, 2022
Compare AveCare Vs. Affinity Hospital Information System

With a seamless integration of Care Management functions and streamlined workload management capability, our AveCare Care Management Software enables Health Plans, Third Party Administrators (TPAs), Independent Review Organizations (IROs), Physician Networks and other Healthcare Delivery Organizatio...


39. Avicenna Pathlab

  • Best for: Small, medium and large size businesses
  • Price:
  • May 17, 2022
Compare Avicenna Pathlab Vs. Affinity Hospital Information System

Having developed and evolved a unique delivery approach, incorporating agile and nearshore delivery, we have vast experience in agile project deliveries of all shapes and sizes. We understand that it is difficult to gather all requirements at the beginning of a project and requirements gathered at ...


40. GHealth Enterprise

  • Best for: Small, medium and large size businesses
  • Price: starts at $8,000 per license
  • Mar 24, 2022
Compare GHealth Enterprise Vs. Affinity Hospital Information System

Welcome to Gestalt. Founded in 2008 by a team of passionate and innovation driven individuals, Gestalt Technologies Pvt. Ltd. is one of the top 20 Healthcare Technology Providers in the nation. Gestalt specializes in developing Hospital Information Systems providing complete end-to-end solutions to ...


41. HMIS.Online

  • Best for: Small, medium and large size businesses
  • Price: starts at $250 per year
  • Apr 22, 2022
Compare HMIS.Online Vs. Affinity Hospital Information System

HMIS.Online is a comprehensive application that integrates various functions of your facility to enhance the operational efficiency, making it one of the most effective healthcare software.


42. Medica IT

  • Best for: Small, medium and large size businesses
  • Price:
  • Feb 18, 2022
Compare Medica IT Vs. Affinity Hospital Information System

MINDZONE is a leading software company & digital innovation agency working with businesses to create customized digital solutions fit to their business model. Whether you’re looking to develop new software products, automate outdated processes, or revamp your digital presence – our unique value is t...


43. PaleBlue

  • Best for: Small, medium and large size businesses
  • Price:
  • May 19, 2022
Compare PaleBlue Vs. Affinity Hospital Information System

mmersive technologies such as Virtual Reality (VR) and Augmented Reality (AR) are already used for a 3D medical experience. In a medical simulation, patients are allowed to behave how they would in the real world, but at the same time be in a healthcare environment centered around them, through a he...


44. Getinge

  • Best for: Small, medium and large size businesses
  • Price:
  • May 12, 2022
Compare Getinge Vs. Affinity Hospital Information System

At Getinge we are committed to contribute to a more sustainable health care and society. Our work is driven by the conviction that a responsible company contributes to an increased value for as well our customers as the society at large.


45. Patient Flow System

  • Best for: Small, medium and large size businesses
  • Price: starts at $6,000 per license
  • Mar 19, 2022
Compare Patient Flow System Vs. Affinity Hospital Information System

Extending EHR integrated Pre-Registration to patient at-home facilitates contactless check-in which is safer, faster, and keeps true to your telehealth goals.


46. BHISHAK-HIMS

  • Best for: Small, medium and large size businesses
  • Price:
  • Jun 01, 2022
Compare BHISHAK-HIMS Vs. Affinity Hospital Information System

Neumeric Technologies Pvt. Ltd. abilities range from Custom Application Development to Product Development and from Business Intelligence to Data Science. We also have a large consulting, technical recruiting and training team, with expertise in a variety of platforms, both major and niche. Complexi...


47. Smia

  • Best for: Small, medium and large size businesses
  • Price:
  • May 01, 2022
Compare Smia Vs. Affinity Hospital Information System

At Dynaplan we are currently running with full capacity to help not just our clients but also critical health-care institutions to use our scenario-planning solution to ensure that people in need receive the best possible care.


48. NanoEMR (Patient Health Records Software)

  • Best for: Small, medium and large size businesses
  • Price: starts at $300 per user/year
  • Apr 05, 2022
Compare NanoEMR (Patient Health Records Software) Vs. Affinity Hospital Information System

Winsoft Add-Vantage enables checking and alerting on potential mistakes and reviews in medical coding Medical Necessity Checks &eRX Interaction all our edits are accredited and authorized to meet international standards of WHO.


49. WinApps

  • Best for: Small, medium and large size businesses
  • Price: starts at $1,000 per license
  • Jun 20, 2022
Compare WinApps Vs. Affinity Hospital Information System

WinApps is a cloud-based as well as an on-premise hospital management solution that can also be sued as a medical billing solution that can be used in hospitals and clinics of all sizes. The solution is easy to use and hence provides all then hospital workers an opportunity to use it in various task...


50. CAREWORKS

  • Best for: Small, medium and large size businesses
  • Price:
  • Mar 12, 2022
Compare CAREWORKS Vs. Affinity Hospital Information System

SOFSCRIPT is a leading provider of Healthcare Software Solutions. Our CAREWORKS™ HMIS has been a resounding success across prestigious Hospitals and Laboratories. CAREWORKS™ is also actively considered by Hospitals in replacing imperfect systems or failed implementations.


51. e-hospital

  • Best for: Small, medium and large size businesses
  • Price:
  • May 11, 2022
Compare e-hospital Vs. Affinity Hospital Information System

thedocweb enables intelligent healthcare management to help qualified professionals provide medical care to people more efficiently and effectively.


52. Oneview Healthcare Solution

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 30, 2022
Compare Oneview Healthcare Solution Vs. Affinity Hospital Information System

To deliver the care experiences patients and seniors need and expect, we focus on the whole person, support the entire care team and establish a foundation for innovation. Oneview unifies systems, data, organizations and – most importantly – people to improve outcomes, quality and value.


53. OnTrack

  • Best for: Small, medium and large size businesses
  • Price:
  • Jan 25, 2022
Compare OnTrack Vs. Affinity Hospital Information System

Thank you to the hospital workers and staff, many of whom are our valued clients, for their dedication and commitment to the health and safety of our citizens during these unprecedented times. As always, we are here to support our clients through these challenging times.


54. Insta HMS

  • Best for: SMBs
  • Price: starts at $20 per user/month
  • Jan 26, 2022
Compare Insta HMS Vs. Affinity Hospital Information System

Insta Health Solutions specializes in providing cloud-based and local server-based solutions to hospitals and clinics across the globe. It enhances their efficiency and productivity by automating clinical, financial, operational and management processes. Insta Health Solutions has a customer base of...



A Buyer's Guide to Business Software Solutions

How to Evaluate and Buy Business Software
 
If you’re somehow puzzled if this article is only for a specific size of business, no, it’s not. This is for you SMEs, MNEs and start-ups software buyers. Also, we’re not talking about a specific software solution here. Whether the software solution that you’re planning to buy is for Accounting, Business Intelligence, ERP, CRM, Help Desk, Maintenance Management or other types of application, one thing is for sure; with the help of this article, you will be able to know the right process in evaluating and buying a business software solution.
 
We’ve been into the software business for years and we’re seeing a lot of nitty-gritty things that often bring confusions and hesitations to many companies looking for better software solutions. Some companies can’t afford to let go their legacy systems while a few is encountering technological snags once the new system is in place. While this is the underlying truth behind software acquisition and implementation, what’s exciting about buying a business software solution is that there is a clear and obvious proof that thousands of companies and corporations today are happy with the benefits this technology is bringing into their respective businesses.  There is a significant increase in their revenue and the growth is on-going. And it’s easy to say; many from the Fortune 500 companies are making a lot of money because of their smartly-acquired business software.
 
So, let’s get straight to the point. What should you do in order to acquire that business software that could make your organization achieve its goals? The answer to this is pretty straightforward: evaluate and buy that right business software. Yes, that’s what you need to do and here’s the best manual from ITQlick.com that could certainly help you in doing that strategically.
 
Consider the Needs of Your Organization
Let’s assume that at this point, the entire management team agreed that you are ready to invest on a certain software application. The budget has been compromised and the key persons who will be involved in the acquisition process were already identified. Therefore, it’s time to approach things the project management way.
 
Define the Project
Every business software solution is categorized base on application type, features, deployment model, market size and pricing model. Remember that our objective here is to evaluate and buy a business software product that will fit into the size and present needs of your business. So what the project management team should try to deal with first is to define the real requirements of your business exactly base on the categories set by the software industry. Moreover, by doing this activity, you are already narrowing down your search for the right solution. Now, consider bringing this list of FAQs to the project management and aim to come up with clear-cut answers.
 
  1. What type of software is needed? Is it Integrated-Suite, Best-of-Breed or Industry-Specific? Ask your CEO’s main agenda and find the perfect match from these available options.
  2. What are the core and secondary features? Are you looking for basic, advanced or hi-end features? List down the specific features per category and allow the department managers and supervisors to give their insights on this list.
  3. How are you going to deploy the system? Would it be on-premise, cloud-based, hosted, or mobile-based? Weigh these options with the help of your CIO.
  4. Are you going for Tier 1, Tier 2 or Tier 3 vendors? Their offered solutions are base on the size of their target market - SMEs, MNEs or start-ups. Seek your CFO’s advice as it is important to match your financial capacity against the cost of the solution that the providers have for you.
  5. Are you willing to pay for the perpetuity software license or a subscription-based solution is way better? How many users are there and what would be their roles in using the system? Solicit feedbacks from future end users for they know better what challenges and risks might possibly come along their way when they’re using the system.
 
Finalize the BOM or List of Requirements
After providing definite answers on the above questions, we can say that the project has already been defined. Your procurement team is now ready to do their role in the acquisition process of this solution. However, in order for them to execute their job properly, they must have the complete list of requirements - features, specifications, hardware, and the software product. In other words, the Bill-of-Materials (BOM) that is final, complete and well-prepared must be handed over to the procurement director. Needless to say, it is very important that everybody is following the company purchasing and procurement protocols at all times.  
 
Request for Proposal (RFP)
The RFP process will bring everything into formality. Since you’re more likely in a line of business that doesn’t regularly buy software products, it is of critical importance that your RFP is well-structured before you send it to your prospect solution providers.
 
Draft the RFP
An RFP that contains all the relevant information as discussed during the project management meetings will enable the providers to return back to you their proposal that is complete and substantial. Therefore, your RFP should basically contain the following:
 
Brief Introduction
  • Company Name
  • Mission and Goals
  • Purpose of the RFP (or the need for software solution)
Business Background
  • Organizational Structure
  • Current Situation (IT infrastructure, system currently in-use, system issues and desired solutions, etc.)
  • Major Objectives of the Software Purchase
Request for Specific Requirements
  • Solution Functionality
  • System Specifications
  • Vendor Company Information
  • Price Model, Service Plans, Package Options
Other Important Inquiries (if necessary)
 
Send the RFP
Well-structured RFP will bring a lot of advantages especially when the proposals from various providers are received and then subjected for review and analysis. Send your RFP to at least three to five providers (or prospects which you have already shortlisted during the project definition phase). Depending on the complexity of the solution, most vendors will send their proposal in a matter of time, which could be around 4 to 6 weeks for Integrated-Suite solution.
 
Why still send RFP?
Is there really a need for RFP if your preferred solution (like cloud-based) and the service plans or packages are already displayed on the vendor’s website? Well, yes, you still need to undergo the RFP process. For most sales people, they certainly know that those figures appearing in the vendor’s website are usually the “list price” and not the “actual price”. More importantly, the vendor’s proposal (response to RFP) will serve as your main basis for the negotiation. Therefore, sending an RFP is a strict requirement.
 
Follow up questions relevant to RFP
More often than not, questions and concerns will be raised by the vendors to whom you send the RFP. You have to entertain them with utmost professionalism. Solution providers who are seeking further clarifications relevant to the RFP are consisting of professional software experts who wants to help your organization as much as they can. Entertain them but at the same time, always be cautious when providing additional information which you know is confidential or proprietary.
 
Evaluate the Proposals
Always refer to your finalized BOM when tabulating the contents of each proposal. Part of this process is to check the features that are available from this certain vendor and to cross out those that are not. While using spreadsheet aids the tabulation process, laying down the document proposals on the table and allowing your project management team to review them one by one should always be conducted. Evaluating the proposals in full force can help strengthen your decision-making process. Have another round of brain-storming session and come with the name of your preferred solution provider.
 
When selecting the final vendor, always promote the best interest of your organization. Consider answering these questions with full sincerity.
 
  1. Which vendor can provide the long-term benefits to your organization?
  2. Which vendor can provide the best and honest service from acquisition to full implementation?
  3. Which vendor is willing to devote most of its time in better serving its client?
 
Contact this solution provider and in your own strategic approach, try to get the answers to those three important questions above. In most cases, vendor who really wants to prove its craft will offer product demos on a higher level. Others will even invite you to check their already deployed and working systems. Feel free to connect with this type of vendor. Conduct simulation and testing, be it a cloud-based or on-premise solution. Examine all aspects and angles especially those that your project management team want to really know in-depth. For as long as it could help you arrive at a better decision, consider doing all the options available – for the interest of the organization.
 
Enter the Negotiation Process
Most solutions providers can be flexible in terms of pricing. Although the final say is oftentimes on the mouth of the sales person from the vendor’s side, a good negotiation process can always deliver a win-win situation to both parties involve. While negotiation sometimes cannot be settled in one sitting session, always be honest with your intentions whenever negotiating with your provider. If it’s about your budget, justify it with clarity. If it’s about their service plans, tell them what’s lacking or missing on their solution. At the end of the day, the most important event that should happen is that both of you are shaking hands because of a well done negotiation process.
 
Seal the Contract
So what are you going to do on a contract that involves a significant amount of investment? There are three project management approaches for this.
 
  1. Pass the ball to you legal team. They know what to do and more or less they will tell you if there is something wrong with the contract. Give them enough time to review before they affix their signature and then finally seal the contract.
  2. Hire a consultant base on the technical aspect that you want to clarify in the contract. If it’s the Scope of Work (SOW), a software implementation expert is the right person. If it is related to complex legal terms and conditions, a lawyer can help. If it has something to do with money, invite an accountant to conduct a thorough review and computation if necessary.
  3. Always consider consulting your project management team. Remember that the CIO, CFO and CEO are all team members. They will be the signatories and they know what’s best for the interest of the company when signing a contract agreement.
 
From evaluation to buying stage, it is important that the project manager must take full responsibility of monitoring all the works identified and distributed among team members. This is why delegating the right project manager is also an important consideration when buying a business software solution. And again, ITQlick.com wants to emphasize that whatever the size of your company is, using the project management approach will always lead you into a better outcome – that is getting what you paid for the right business software solution. 

Finding the right business software for your business
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Author - Shlomi Lavi

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Shlomi Lavi is an entrepreneur and founder of ITQlick.com. He holds a Bachelor of Science (B.Sc.) in Information Systems Engineering from Ben Gurion University in Israel. Shlomi brings 17 years of global IT and IS management experience as a consultant and implementation expert for small, medium and large-sized (global) companies. Shlomi’s goal is to share the best knowledge and news about information systems so you can make smarter buying decisions for your business.