Have in mind exactly what you want the software to do and document it.
Involve the users in this process. Provide the software vendor with a day-to-day list of what the fleet department does.
Look closely at the suppliers’ credentials. Judge their level of experience, attitude and approach.
How will the supplier react if things go wrong? The difference between suppliers becomes obvious when hiccups occur.
Choose a system that can accommodate all your needs. You shouldn’t have to change your processes just because you are getting a new system.
A data conversion from an existing system could be essential.
Depending on the size and scale of the implementation, project management and consultancy services may be necessary to ensure a timely and successful implementation.
Make sure the vendor can still supply you with regular updates and can fully support your system.
How good is the supplier’s software maintenance and support service?
Do they offer unlimited usage advice and technical support?
How good is their training?
Ask to see documentation as this will provide a good insight to the depth and quality of the training.
Check that the software product comes with instruction manuals and online help that is easy to follow and is regularly updated.
Ensure there is a clear commitment from the supplier to keep systems up to date, particularly when it comes to tax and P11D information.
Never buy a system that has just been demonstrated by Powerpoint.
Always insist on a live demo. Ask for a ‘workshop’ session involving the users.
Don’t just choose the cheapest.
Always look for value for money.
Paying a premium for service will be more than repaid the first time you need expert IT assistance, particularly if it is outside of business hours.