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Some Suggested Guidelines For Selecting An Office Computer Don't depend on eeny meani miny mo. Picking the right computer requires methodical thinking, if not some soul-searching. By David Zager Acquiring an office computer can be compared to the acquisition of a tractor. A tractor tows implements through fields to change and reorder the fields. A computer tows software through the fields of data. This article will demonstrate that my knowledge of the tractor is as adequate as our Superintendent of Resources' knowledge of the computer. If the reader doesn't get a computer, maybe this article will aid in the selection of a tractor. There are three major stages in the implementation of a new computer system. The first is the planning stage. In the planning stage, it is necessary to remember that a computer system consists not only of the computer but also the supporting software and application programs contained in the computer, much as a farming system consists of both the tractor and the various implements. Therefore, the plan must anticipate all of the uses that will be made of the computer. Too little computing power will result in a poor purchase, as will too much computing power, just as an underpowered or overpowered tractor is the wrong purchase. Examples of possible uses for the computer include disbursements, payroll, accounting and financial reporting, fixed asset reporting, registration systems, planning systems and word processing. In the planning process, it is frequently helpful to secure the aid of someone who has knowledge of the language and can translate needs into the power requirements of the computer. This is frequently the job of an outside consultant. It is important that the consultant be used in the proper capacity. A consultant who selects equipment for the eventual purchaser is no longer a consultant, but becomes the actual purchaser of the equipment. Therefore, the role of the consultant should be restricted to that of a translator for the prospective purchaser. There is an inevitable fine line between a consultant and a salesman and it is very important for the purchaser of a computer to recognize this dividing line. The consultant's job is to translate the needs and desires of the purchasing agency into the specifications and power requirements understandable to the computer industry. The second stage is the acquisition method stage. The easiest method of acquiring a computer is to simply go out and buy what someone else has. This method takes the least amount of time, can be reasonably effective in that "if it works for someone else, it will work for us," but it is bound to leave many doubts as to whether the proper piece of equipment was indeed purchased. A more involved method is to combine specifications in needs for both software and hardware into a "Request for Proposal" (RFP) format. It is important to combine software and hardware because, unlike the tractor and a plow, the software program that is already written will usually run on a single type of computer. It is also important to design the "Request for Proposal" so that a variety of software/hardware packages can be proposed. Just as several makes of plows can efficiently plow a field, several types of software can provide for needs. Consideration also should be given to proven packages versus unproven packages. A proven computer system is one that already exists in an environment similar to that with which the prospective purchaser is familiar. An unproven system will require either a great deal of modification or creation to meet the needs of the user. One would not want to buy a plow that had not yet been designed unless one was assured of the integrity of the engineering plans. Once the RFP has been circulated and proposals have been received, the selection process begins. If the purchaser has a limited knowledge of computer systems, an honest consultant is worth his weight in gold for the selection process. It is very important
Illinois Parks and Recreation 14 March/April 1983
to evaluate the proposals in light of how the needs are met rather than the consultant's familiarity with a specific proposal. The evaluation and selection process should be a very time consuming and thorough process. A step by step comparison of the needs as specified in the RFP to the package that is proposed is essential. If the system is installed and can be observed by the purchaser, it is a worthwhile procedure to spend a great deal of time comparing the actual needs, as outlined in the RFP to the system that has been installed. The third and final stage of the implementation of a computer system is the actual installation. The delivery and installation of the actual computer (the hardware) is not unlike the delivery of the tractor. The computer should be located in the room, wired and thoroughly tested.
The installation of the software is similar to the delivery of the various implements for the tractor. If the software is a pre-written package, the delivery is fairly simple. If the package must be written, or radically modified, a great deal of care must be taken to insure that the results adequately meet the needs specified in the RFP. The most time consuming step in the installation is the initiation of Data Files. Unlike a tractor that can travel to the various fields, a computer must have all of the fields brought to it in the form of data. The purchaser is entirely responsible for insuring that the initial data is accurately and wholly placed into the computer. At the completion of the three stages, the implementation of the computer system is also complete. As with the tractor and farm implements, "Whatever you sow, you shall also reap."
ABOUT THE AUTHOR: David Zager has been with the Naperville Park District for the past four years, interrupted by a short stint as a Systems Consultant. He received a Bachelor's Degree from Eastern Illinois University.
Illinois Parks and Recreation 15 March/April 1983 |
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