Your free guide to Bespoke Software

A Free Guide to Bespoke Software

If you're in the middle of deciding whether to choose a custom built system or an off the shelf solution for your business the following bespoke software guide will help.

W3 Communications provides tailor made software solutions for businesses in Swansea, Cardiff, Carmarthen and throughout South Wales, for more information please visit our bespoke software solutions page.

Bespoke Software Quick Links
>	What is bespoke software?
>	What is off the shelf software?
>	Why choose Bespoke Software?
>	Bespoke software pitfalls
>	How it works
>	Technologies
>	Time scales
>	Costing and quotes
>	Source code
>	Training and manuals

What is bespoke software?

Bespoke software is a totally custom built computer system designed and tailored according to the customer's business needs and requirements.

What is off the shelf software?

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Off the shelf software refers to mass produced and sold software packages 'suitable' for all business types.

Why Choose Bespoke Software?

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There's no doubt about it 'off the shelf software' is cheaper and quicker to implement than custom built systems. If you have a limited budget and it does pretty much what you want then its probably better to choose off the shelf software. BUT and here's the important bit, it will not fit your individual business needs 100%. It will not do exactly what you want it to when you want it to and you'll find yourself saying, 'if only it could…' more than once. A bespoke system will be designed according to your individual business needs and will streamline your processes saving you time and money in the long run. It's a clear investment in your business's future.

Bespoke software pitfalls

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If you do decide to go ahead and commission the development of your own system make sure you choose the correct software house to undertake the project. Make a list of several local companies that you think could provide you with a good service. Have them visit your office and talk to you about your needs and get them to provide you with a no obligation quote. Compare all the quotes you receive to make sure that they have actually understood your project brief and that their costs are competitive. If you like one supplier over the others but their rate is too high, tell them. Telephone them and say that you would like to choose them as your supplier but their rate is too high, don't be afraid to negotiate, competition for business among software houses is fierce.

Look for companies that use plain English and don't try and bamboozle you with techno jargon. Research the companies you have chosen and get testimonials if you can. Ask business colleagues if they can recommend any suppliers. Choose a company that is within commutable distance from you, as they will need to come out and see your business in action. Don't forget to find out if there are any local council grants which could help fund your development. There is also a HM Customs TAX break for Research and Development projects. http://www.hmrc.gov.uk/manuals/cirdmanual/CIRD81000.htm

How it works

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Once you have found the correct supplier they should visit you at your business for a fact finding meeting, where you can discuss your individual requirements. Dependant on what you want your software to do, you should be prepared to show them your business in action and have as much back up documentation as possible. A good software developer will listen first and then ask a list of relevant questions.

From this meeting and maybe another meeting and probably numerous telephone conversations the software house will produce a sample software specification document, which they will go over with you in the next scheduled meeting. The specification will set out the structure and extent of the software and will probably need some further modification.

Once all parties are satisfied with it the software house will start development. Don't be shy of saying 'that's wrong' or 'I don't like how that works', you are paying for the system and it needs to be perfect. Ask lots of questions, and if you don't understand something speak up, it could be too late when the software's finished. If you think they're fobbing you off about something do some research of your own and find out.

The software house will produce a prototype of your software which they will ask you to test. This is the most important phase of the project because this is the part where you identify all of the mistakes, misunderstandings or missing functions in the software. Make sure everyone who will be using the software tests it thoroughly because this is the last stage in which you will be able to change or add features to the system. After this its full production and final system testing before its released to you the client. Try and negotiate a 1 month warranty on the software where bugs or problems can be fixed by the supplier.

Technologies

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Technologies, refers to the software programming language or database platform a software house uses to develop the system in. There are numerous technologies out there some more robust than others, but usually software houses use: Visual Basic, VB.NET, C#, C++ or Java programming languages; and SQL Server, MySQL or Oracle database platforms for development.

Time scales

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The time it takes to develop your system is dependant on the size of the project. For small projects they should realistically be completed in weeks. For medium or large scale projects they will normally take months. Projects are usually split up into 3 sections. The time taken to specify the extent of the project, the time taken to develop the system and the time taken to test and debug the system.

Costing and quotes

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This will depend on the software house you choose. If you ask a supplier to provide you with an initial quote for the system try to provide them with as much information as possible. Remember a quote is not set in stone and may change slightly after a full specification is undertaken.

The cost of a bespoke system will depend on the size and complexity of what you require. If your budget is minimal to start with try and get your supplier to split up the system into individual components so that they can be implemented bit by bit as your budget increases. Remember NEVER pay for everything up front. The payment should be split up according to the work carried out. For example, A 10% initial up front cost, 10% on completion of the design and specification, 15% prior to development, 25% on completion of development, 15% on completion of testing and the remaining 25% on handover of the project.

Source code

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Make sure it is clear in writing from the start that you have commissioned the software development and all copyright of text and images, all rights to the source code and intellectual property rest with you as the client.

Training and manuals

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If the software is designed according to your specifications it should be based on your business process and this is something you'll know all about so you shouldn't need too much system training. It's always useful for new staff members joining your team to have training and a system manual. You may also find the leap from manual paperwork to a software system a bit difficult, so if you think you'll need training or a system manual you should make sure it's a condition of the project at the start.

Well I hope these bespoke software tips help. It's not a definitive guide but it should point you in the right direction.

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