12. > CHOOSING A SOLUTION

Visits to Other Organisations

Prior to selecting a product, it may be useful to visit other organisations that have undertaken similar projects. The visit should be used to gather information not only on a particular product but on wider issues such as the processes used for selection, implementation, and change management. It may also be useful to talk to some of the system users within the organisation.

Preparing a Functional Specification

A detailed functional specification is required. This allows the organisation to ensure that all requirements are being built into the solution and at the same time provides a measure against which to gauge the suitability of proposed products.

Archives New Zealand's Electronic Recordkeeping Systems Standard sets out the guidelines and functional specifications for electronic recordkeeping systems used by public offices and local authorities. The specifications contained within this standard can be freely used by public offices and local authorities as part of their functional specifications.

Tender Process

Under the government procurement rules, all public offices are obliged to advise the Industrial Supplies Office (NZISO) if they are going out for tender for over $50,000. Under these rules public offices are also obliged to post the results of who won the tender.

Details on where to find further information on the government purchasing and tender process are provided in the section on useful reference sites.