How to engage a software development company – Part 4 – Understanding the software supplier’s process

Following on from what was covered in Parts 1, 2 and 3 we now I’ll look at understanding the software supplier’s process.

Understanding the supplier’s engagement process allows you to prepare in advance, quickly moving past the ‘sales’ and on to what they can actually do for you.  If you’re ready to get straight into it – these tips are for you.

The first thing a supplier is going to do is qualify you.  The supplier wants to know 3 things:

1. Do we have the capability to meet this client’s needs?

By capability I’m referring to the proficiency required to realise the project goals.  Typically suppliers work in ‘stacks’ – a number of technologies that can be leveraged to deliver a solution.  What they want to know is can they achieve your outcomes with their particular choice of technology stack?  A ‘no’ here is a show stopper, and it’s best to discover this as early as possible.

2. Do we have the capacity to meet this client’s needs?

Capacity is elastic in that suppliers’ resource schedules (and inversely, who they have available to work on a project at any given time) vary from month to month – and sometimes week to week due the fluctuating nature of project delivery.  The question being asked here is can we resource this within the client’s required timeframe? Often it’s a ‘probably’ – especially if there is room to be flexible as requirements can be phased and/or additional teams can be resourced to meet short timeframes. No one likes turning away work they can do, and suppliers will often work to design a compromise that works for both parties if capacity is an issue.

3. Has the client secured funding sufficient to meet their need?

Funding is a chicken and egg scenario because clients will often use a supplier’s estimate to inform their project budget, whereas a supplier will often tailor an approach to meet a specified budget. I like to have this conversation candidly and upfront.  I talk about our process, the various stages of a project and what sort of orders of magnitude other clients with similar requirements have had. This is a great approach that balances the supplier’s need to manage client expectations, with the client’s need to know what sort of money they will need to invest. 

The second thing a supplier will want to know is where you’re up to in the buying process, as this will determine what happens next. What happens next is about refining what is known and understood by both parties so as to achieve a reasonable degree of certainty about what can be delivered within a given time frame and for a specific budget.

Suppliers deal with hundreds of enquiries a year and need to make a judgement call about how much time they can afford to invest pursuing each lead. Preparing an estimate is a detailed exercise, often involving a number of people including business analysts, graphic designers, solution architects and the sales team.  Do not under-estimate the amount of work it takes to produce a quality, informed estimate. A supplier will need to stand by their estimate, so they will invest a large amount of effort in ensuring a reasonable amount of accuracy.  This underlines the importance of qualifying a budget, and where you’re at in the buying process – as it’s a reasonable expectation that if you ask a supplier to spend x days of work costing something for you, then it’s something you’re in a position to be able to go ahead with.

The next step is about determining to what level you and the supplier want to ‘de-risk’ your project. The level scale (from most to less risk) looks something like this:

Order of magnitude – Establishing a ball park can be achieved in a conversation and should be free.  It provides a rough indication of cost, and can span a range +/- 60% between a low and high figure.

Estimate – An estimate is more informed and typically accurate to +/- 30%.  Spending some money upfront to address perceived risks and confirm implementation assumptions can reduce this to a variance more palatable to you, and your suppliers, risk preferences.

Fixed price quotation – Producing a fixed price quotation requires the creation of one or more detailed specifications (akin to an engineer’s blueprints), which may be undertaken as an initial engagement. This is a substantiative piece of work and the outputs of such an engagement should be detailed enough that should you choose to, a second supplier can provide an estimate based on the created documentation.

Depending on the nature of your project and the number of unknowns – your supplier may require a level of certainty before agreeing to take on your project.  I’ve met with various responses to this – including righteous indignation and flat out refusal (it’s uncommon to pay for estimates in some industries). What’s often missed is that you’re not paying for an estimate – you’re paying for something to be discovered, defined and documented, which is a creative and collaborative process that you’re going to want to be involved in.

Don’t be afraid to spend a portion of your budget upfront to achieve this – as more becomes known, the supplier can be more accurate with their estimates, and you can control your level of investment and certainty with regards to deliverables.

So how can you leverage this information to start shortlisting, or engaging with a supplier?

  1. Be ready to go to market, this lets the supplier qualify you quickly – so you can take things to the next step, or cross a supplier off your list.
  2. Have a ball park discussion about budget. A ball park discussion will let you know if you’re talking to the right people or not.
  3. Let the supplier know where you are in the buying process.  It’s ok if you’re just gathering information at this point, but it’s important to let the supplier know that. Being up front about where you’re at is always appreciated and lets the supplier know how much information you need.
  4. Agree on what happens next. If the supplier makes your short list, I’d recommend a face to face meeting with the team that would be working on your project to discuss the level of detail required next.
  5. Remember, the supplier is evaluating you as a potential client as well.

How to engage a software development company – Part 3 – Select suppliers that play in your ball park

Following on from what was covered in Part 1 and Part 2, now I’ll look at selecting a supplier that plays in your ball park.

Shopping for suppliers is no different than shopping for anything else – you want to select a supplier that’s geared towards providing the best service available, within your budget.

Custom software suppliers, like most industries are organised into tiers based on which end of the market they serve, and what you pay for those services.

The entry level tier is mostly independent contractors, small development shops and offshore suppliers. At this end of the market suppliers tend to have fewer established processes, quality controls and lower rates, so can turn projects around quickly and cheaply.  It’s my experience that suppliers at this tier are capable of working in a more ad-hoc manner, with less emphasis on specification and more on outputs – which can be a good or a bad thing depending on your needs and requirements.  It’s typical to find that individuals at this level often wear many hats – your developer may also be your business analysis and your project manager.

When to consider entry tier suppliers:

  • If you have a very clear understanding of what you want to achieve, and are able to document it clearly, and with a high level of detail
  • Your budget is in the tens of thousands
  • You are prepared to accept potential quality issues, and a longer timeframe to have these resolved

At the other end, the top of the pyramid (tier 1) is dominated by a handful of major enterprise players (think Microsoft, Fujitsu, IBM), who often come with their own platforms attached.  Clients with a need for enterprise suppliers fall outside the scope of this series, as engagement is typically handled in house, by an experienced procurement and projects team.

The vast majority of custom software suppliers fall in the mid-tier.  At this level most suppliers aim to strike a balance between affordability and appropriate levels of process, management and quality control – with each supplier varying the degree of importance placed on each subject to their particular business focus and market approach. Any reputable mid-tier supplier should provide dedicated development, business analysis and project management staff.

You should be considering mid-tier suppliers if:

  • Longevity, relevant experience and a proven track record is important to you
  • Quality assurance, accountability and solid project management are priorities
  • Your budget starts at about $100,000

Differentiating between mid-tier suppliers is difficult.  Narrow down the field by asking the following 5 questions:

1. Do you have established and documented project governance, development methodology and quality control systems?

Having established processes is a sign of business maturity in a supplier and a great insight into how the supplier works. Most suppliers will have a standard process that they vary according to the project being undertaken. Project artefacts (the documentation produced), governance and level of testing will be scaled to meet your requirements.  What should remain constant is a strategy for periodic review points between yourself and your supplier, a stated escalation process and what’s expected of you in terms of your input and responsibilities.

2. Do you offer a warranty period?

A warranty period gives you piece of mind that bugs will be addressed in a timely manner. I strongly encourage clients to make full use of their warranty by stressing their software as much as possible during this period.  Be aware that suppliers will often classify a bug as something that doesn’t work as they expect and a variation as something that doesn’t work as you expect. Differentiating between the two underlines the importance of having a clearly defined specification.

3. Do you have any industry awards?

If you’ve never built custom software before it’s difficult to judge the qualitative aspects of a supplier. Industry awards are fantastic in that they are judged by people who do know. Recent industry awards are fantastic indicators of how a supplier is viewed by its peers.

4. Who owns the intellectual property created for my project?

Suppliers typically approach IP ownership by either giving you a perpetual license to use what is produced, by releasing all IP to you – or a hybrid of both when the supplier uses frameworks and accelerators developed in house in the realisation of your project.  Anything considered ‘common’ is licensed for your use, and anything created specifically for you is considered your IP. Avoid suppliers who state that they must retain the IP – that means they clearly plan to sell it to your competitors.

5. Who do you see as your main two competitors?

When shortlisting suppliers it’s important to be able to make an ‘apples to apples’ comparison – and the easiest way to achieve this is to ask the supplier who they see as their primary competitors. Approaching a number of competing suppliers is a fantastic way to validate the size and scope of your project and the expected resources it will take to complete. I’d recommend disclosing your intention to approach a supplier’s competitors as this transparency is appreciated and tends to be reciprocal.

Mid-tier suppliers often have a breadth of experience they can draw on and are typically happy to act as trusted advisors, and this is what you should be looking for with your questions.  You’re about to invest a large sum of money in a project, and you want a supplier that can act as a partner and advise on available courses of action and the ramifications and impact of each. Don’t underestimate the importance of relationship – ask yourself, “Is this a company that I want to have a close working relationship with for the duration (and beyond) of my project? Do they truly value the partnership, or are they only in it for this project with little investment in the future relationship?”

Comparing suppliers across different tiers offers little value as the suppliers’ process and overheads reflect their target market and thus the cost of engagement of a supplier outside ‘your’ tier is disproportionate to the value you obtain.




How to engage a software development company – Part 2 – Be ready to go to market

Following on from what was covered in Part 1, now I’ll look at being ready to go to market.

First and foremost you want to ascertain whether or not a custom software development company is right for you.  Custom software development addresses the problem where there is no pre-existing software that you can licence to enable you achieve what you require….or, you are looking to build something completely unique to sell in its own right. So researching readily available pre-existing options is my first recommendation. It’s typically cheaper and easier to change a business process to match an existing product than it is to create something from scratch. That being said, there are a myriad of reasons why custom software development will deliver a greater ROI for your business. For start-ups with an application idea – the process is similar.  Before you invest thousands of dollars into a venture, you want to ensure you have a strong market available for success, therefore competitive analysis and determining your key differentiator is very important.

This raises a dilemma commonly faced by start-ups – that is – how to balance the need to protect your idea, versus the benefits obtained from discussing your idea. I strongly encourage start-ups to discuss their idea with as many people as possible.Communicating your idea to others solidifies your own understanding of what it is you want to achieve. Additionally, you open yourself to insight and experiences that others may have, which can contribute to improving your idea, or killing it off early before you’ve invested heavily in it. Don’t let the fear that someone will steal your idea get in the way of taking action that will cause your idea to become a reality.

Having established custom software development is right for you, the more clarity with which you can present your vision, the more information a supplier has to work with, and the more detailed a response they can provide.  Before calling a supplier, you should be able to:

1. Articulate your vision in 3 sentences or less

Your vision provides the context for what you want to achieve.  Discussing this with a supplier gives you both a shared idea of what it is you actually want to achieve.  Your vision also becomes the yardstick for later in the process when you’re prioritising features, defining goals and establishing a minimum viable offering.  When discussing any features, you should be able to answer the question ‘how does this fulfil my vision?’  If you can’t, you’ve identified cruft to be eliminated or a reason to revise your vision.

Your vision should be specific, measurable and quantifiable – avoid abstractions and hyperbole.

2. Don’t mix how with what

I love the ‘who can do what’ discussion because it keeps things at a high level and forces people to think about the actual business requirement, rather than the implementation.  As an example, ‘a customer can place an order’ is far more informative than ‘the user picks products from a list then clicks a button that submits an order’.  In the second example – the business requirement of having customers place orders is lost within the client’s interpretation of how the feature should be implemented.  This detail is important later in the process, but for ensuring engagement readiness, having a high level list of ‘who can do what’ is enough to build a picture of the number and complexity of the features you want to implement.

3. Define the scope

Defining scope provides the boundaries within which the vision and ‘who can do what’ exist.  Ideally you want to provide numbers on expected levels of use, e.g. the number of users, amount of data stored, number of web pages etc.  It’s ok to estimate – but be realistic as designing for high capacity scenarios gets expensive, quickly.

If your solution is intended for use outside Australia specify if localisation and globalisation (e.g. multi language, time zone and non-Australian currency) is a requirement.

Include what platforms you are targeting.  Typically this is as simple as web or mobile (iOS, Android and Windows Phone being the most common mobile platforms), but can be more detailed when integrating with third parties, extending existing applications or designing applications for the enterprise.

Being able to passionately articulate your vision, ‘who can do what’ and scope is a fantastic start to engaging with suppliers. I strongly encourage clients to discuss this with as many people as possible – discussion solidifies personal understanding and will often draw out new and exciting ideas you may not have considered previously. Passionate discussion is infectious – and if you can share that with your supplier, all the better.

If you’re not ready to engage a supplier, that’s ok – there are still things you can do. AtKiandra we often deal with visionaries who don’t know where to start, start-ups who are unsure about what’s technically possible, and businesses with a requirement that outweighs their budget.  In these scenarios I advocate a project workshop.

A project workshop is a short, paid engagement that gathers the project stakeholders and a team of experts – typically a business analyst, solution architect and designer with the purpose of eliciting a vision, feature set and scope in a collaborative manner.  The experts provide insight and direction as to what’s possible, the impact and trade off of various approaches, and ball park figures regarding cost and timeframes.  On conclusion of the project workshop the aim is to leave you with a clear vision, some indicative figures, and a clear direction of where to go next.

How to engage a software development company – Part 1 – Introduction

If there’s one thing that rings true for most organisations investigating custom software development, it’s that engaging with vendors can be a daunting process – you’re committed to your project and want the best possible outcome, so how do you select a vendor that understands your needs and that you will have confidence in to deliver? I’d like to share a couple of guidelines that will assist you in answering these questions and achieving successful outcomes.  The guidelines I’m presenting in this mini-series are designed to give you an insight into the ‘how, when and what’ to ask of vendors to ensure you have consistent, relevant information to compare so you can make an informed choice.

Topics I’ll cover over the coming weeks include:

  1. Being ready to go to market
  2. Selecting suppliers that play in your ballpark
  3. Understanding the software suppliers process
  4. How to specify requirements

In covering the above I’m making an assumption that you’re going to approach a number of suppliers in order to get an idea of their capability and experience in achieving your goal, an idea of what your project will cost to realise, and the timeframe within which it can be achieved.

If you:

  • Are tasked with sourcing a software solution for your business or;
  • Have an idea for a software application, but don’t know where to start or;
  • Are writing an expression of interest (EOI), request for tender (RFT) or any variant of these that involves a formal, structured invitation to suppliers

Then these guidelines will help, and are relevant to you.

How “Just another PC” is about to change your landscape

Right now, we’re on the precipice of what could be a revolution for small to medium business, and I’m very excited about the potential that’s about to be released byMicrosoft’s Surface!

Back in June Microsoft announced ‘Surface’ – their response to tablet computing, currently dominated by Apple’s iPad and a slew of affordable Android powered devices.  ‘Surface’ hardware is tablets running Windows 8, or a trimmed down version designed specifically for ARM processors called Windows RT. In this post I’ll focus on the ‘full’ Windows 8 Surface tablet.

Here’s what’s got me bouncing around like a kid on Christmas morning – the Microsoft Surface is just another PC, in a portable package. Now as underwhelming as that sounds, consider the impact:

  1. All of your existing programs, business applications and software will work on your Windows 8 Surface tablet.  No need to buy apps for a new device or platform, you can already use what you already have because it’s just another PC.
  2. Sure, there’s going to be some new window dressing with Windows 8, but becauseit’s just another pc, you’re already an expert in using it. So is your mum, probably.
  3. Like every other Windows PC in the world, you get access to every one of your files, anywhere.  You don’t need a specific app to copy, move and manage specific file types, and sharing of files isn’t limited to pre vendor configured, currently in favour end points like Facebook and Twitter.  You don’t need a specific app to post MyCatDoingSomethingStupid.jpg to, because you can access and upload any file, via any browser, to any website.
  4. Like all PC’s made in the last decade, it’s got a USB port. Hello expandable storage, hello external mouse / keyboard, hello Doctor Who TARDIS USB hub, speakers, TV Tuner, game controller and novelty desktop Surface to Air missile launcher toy for the discerning purveyor of cubicle warfare.
  5.  It’s got a keyboard built into the cover.  More on this in a minute.

Now for business this gets even more interesting. Your spread-sheets, databases,SharePoint instance and custom in-house applications are all just as available on a Surface, as they are on any other office PC. Legions of developers world-wide have been developing Windows solutions, add-ons and apps for a very long time, which means that the range of options for selecting an approach that’s appropriate to your need, environment and budget is HUGE. Contrast this with iOS development, which really only has two models – deploy via iTunes – which is great for start-ups, but less so for the SME, or join the iOS Developer Enterprise Program.  Where this misses the point is in the expectation that SME’s will be happy to support two completely different platforms. While the consumer market is proving eager to  ‘go cloud’, businesses still have on-premise infrastructure, standard operating environments, maintenance and update schedules, antivirus, firewalls, VPN’s etc. to manage – to expect the IT department to manage a fleet of devices for one app is asking a lot. With a Surface tablet – it’s just another PC, so the impact is negligible.

Now, back to the keyboard. The iPad is an absolutely wonderful (yes Steve, even magical) way to consume content however it is not as effective a device for producing content. By producing content, I don’t mean creating finger paintings or posting holiday photos to Facebook, I mean the documents, emails, spread-sheets and myriad of other files you create every day in your usual course of business. From a user / computer interaction perspective, gestures are wonderfully expressive when used to indicate a desired action. Swiping a finger to navigate forwards or backwards within a playlist is natural and intuitive, and the ability for the same gesture to behave differently depending on the context in which it’s taken is something that Apple have implemented superbly.  And there’s the crux – gestures need a context within which to work, they cannot be used to create context.  That’s why you can’t gesture an email to your boss asking for next Friday off, you need to make the appropriate gestures at the leave request app, or fall back to the on screen keyboard. This is why we currently have to have an app for that, the app must exist to provide the context, and we have no other choice.

By building a physical keyboard into the Surface’s cover, Microsoft has freed users from having to use apps designed to provide a specific context for a limited set of tasks.  On a Surface, users can do whatever they could do before, just as effectively. So app development on the Surface becomes less about providing a narrow context and more about the value the form factor can bring to your business processes such as mobility, connectivity, location awareness and whatever other peripheral you wish to plug in.

I started this post with a very important qualifier – that is I deliberately espoused the potential for what the surface could bring to the SME market.  Microsoft is renowned for its operating systems, productivity software and desktop applications. Outside of consumer peripherals and the Xbox, developing market leading hardware hasn’t been its key strength.  So while I’m firmly cheering in Microsoft’s corner, they have a lot of ground to cover. In order to succeed, here’s what I think Surface tablets must be:

  • The Surface must be ‘just a PC’ in terms of operating system, connectivity and hardware specifications
  • The Surface must provide a physical keyboard, that is at least as good as a regular, traditional keyboard
  • The Surface must have options for cellular and wireless internet connectivity as well as a GPS receiver
  • The Surface must be able to get through a day on a single battery charge
  • The Surface must be as portable as an iPad

You can do it Microsoft, I’m counting on you.

Creating object hierarchies with LINQ

I’m constantly amazed by the power and simplicity of LINQ.  I love that I can turn a flat table into a  object graph with a couple of view models and a single LINQ query.

Given a repository method that returns a list of Tracks based on the following SQL:

Select Id, Title, Artist, Album, Year, TrackNumber, FilePathName From Track Order By Artist, Album, TrackNumber, Title

We can create a nice hierarchy of  Artists, each with 0 or more albums, of which each may have a number of tracks – with a nice, neat LINQ query:

var artists = _libraryRepository.FetchLibrary()
    .GroupBy(track => track.Artist)
    .Select(group => new Artist(group.Key,
        group.GroupBy(track2 => track2.Album)
            .Select(group2 => new Album(group2.Key,group2)))

And the models:

public class Artist
    public string Name { get; set; }
    public IEnumerable<Album> Albums { get; private set; }

    public Artist() { }

    public Artist(string name, IEnumerable<Album> albums)
        Name = name;
        Albums = albums;

public class Album
    public string Name { get; set; }
    public IEnumerable<Track> Tracks { get; private set; }

    public Album() { }

    public Album(string name, IEnumerabl<Track> tracks)
        Name = name;
        Tracks = tracks;

public class Track
    public Guid Id { get; private set;}
    public string Title { get; set; }
    public string Artist { get; set; }
    public string Album { get; set; }
    public string FilePathName { get; set; }
    public int? Year { get; set; }
    public int? TrackNumber { get; set; }

    public Track() {}

    public Track(Guid id, string filePathName)
        Id = id;
        FilePathName = filePathName;

Got comments?  Tweet me @padgettrowell

On switching from Apple to Android

My thoughts on having recently switched from an Apple iPhone 4 to an Android Samsung Galaxy S3:

  • Being able to plug my Android into any computer, drag and drop media files into the relevant directories then be able to immediately access that content on the phone via the music/video player apps is absolutely freaking wonderful. Good bye iTunes.
  • I miss the visual consistency, simplicity and elegance of the iPhone apps.  By contrast, Android apps seem to favour quantity of features and breadth of configurable options over making simple software that *just works*.
  • I’ve found the IntelliJ / Android development process far simpler  and more intuitive  than the equivalent  iOS / Xcode.  It’s also a lot cheaper, especially when you factor in the Mac Tax.
  • Not being able to uninstall the default ‘system’ (bloatware) apps installed by Telstra and Samsung is ridiculous.  I hope they both address this BEFORE getting sued.
  • The 4.8-inch Super AMOLED HD screen is superb – it’s a real pleasure to watch video content on.
  • Turn-by-turn navigation and offline maps is great – epically the later.  As a motorcycle rider who likes to get  outside of cell service areas, I really appreciate this feature.
  • The default messaging and email apps on the S3 suck.  Still looking for reasonable replacements.
  • I miss Reeder.

If I was to summarise my experience after one week: Being untethered from iTunes is undeniably the biggest benefit of moving to Android.  It’s archaic that users are forced to rely on a desktop application to manage their device for them – especially given the general ‘everything in the cloud’ strategy that’s occurring right now.  Also, Androids open and accessible approach to application development is both it’s greatest strength, and it’s greatest weakness.