Think about the following project to initiate. A company is to select a new software system; for example an Enterprise Resource Planning, or ERP system.

Finding ERP suppliers is not that hard. Internet is a willing environment to organize this preliminary step in the selection process. Then (or before) you need some requirements and selection criteria. In the next step you should filter the initial group to a shortlist of high potentials.

Both in the initial long-list phase as in the next sequence with the short-list, you need to match your demand characteristics with those of the suppliers. The challenge pops up in asking the (right) questions this is usually done in a Request for Information (RFI) or in a later stage the Request For Proposal (RFP). This is the challenge to set the questions up in a form that all participants understand the same format.

This is a knowledge management problem. You request information, but behind this information is a huge amount of knowledge hidden. Even if you ask the suppliers to draw some pictures you are not able to compare these. All picture, models and schemes are most of the time proprietary.

The solution

The solution is to direct to an independent third party. This could be an independent advisor, not offering (software) solutions.

The external advisor is to prepare a format in which not only the most essential information is gathered (from the suppliers), but also the essential (explicit) knowledge behind it. The demanding company could still setup its own requirements. The management advisor -- in the role of knowledge broker -- is to translate these requirements to a universal (not proprietary) form and have the suppliers respond to it.

The Benefits

• objective and independent advice
• scalable: the advice could be up to any level of detail
• It takes care that all participants (including the initiating company) provide accurate information.
• reducing time and (other) resources

2006 Hans Bool