Information gathering during enterprise system selection: insight from practice

Abstract

PurposeThe purpose of this paper is to examine the information gathering methods used during enterprise system (ES) selection among Polish organizations and to have IT consulting experts evaluate these methods, which will result in identification of the preferred approach for the information‐gathering task during system selection.Design/methodology/approachThe research has a qualitative exploratory design with grounded theory being the main research method. A mixed quantitative‐qualitative approach to data collection was used: an e‐mail‐based survey was used as an introductory stage to gather data on information‐gathering methods. The results of the survey were evaluated by ES experts during unstructured interviews. The interviews were then transcribed and coded according to the grounded theory coding techniques.FindingsThe evaluation of selection approaches revealed that the approach to information gathering should depend on the level of configurability of the systems subject to selection. Two generic approaches were identified: requirements driven – for highly configurable systems, and system functionality driven – for the systems offering limited configurability. Interaction between the customer and the bidder was also identified as the main condition for preparing the unbiased offer by the bidders.Research limitations/implicationsRegarding the survey study, as the survey sample was small and the sample selection process was not random, the results should not be generalised to the whole population of Polish enterprises. It would be also beneficial to test the validity of the findings from the grounded theory study on the big population of ES bidders with the use of statistical methods.Practical implicationsFor highly configurable systems, a model that includes a business process analysis, detailed requirements' specification and dedicated system functionality presentation is the preferred approach. A workshop is preferred to obtaining a ready requirements list. For systems offering limited configurability, an approach centred on system presentation is more suitable. In this case the requirements should be gathered during the presentation on a “gap‐fit” basis.Originality/valueThere is a significant lack of research that explores the selection process, with the stress on organizational needs and system functionality information gathering and makes indications for improvement of this process from the consulting enterprise (bidder) point of view. The paper fills this gap by presenting the results of a survey among Polish enterprises regarding selection routines and the evaluation of these routines by expert ES professionals, resulting in the development of the preferred set of information‐gathering methods.