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Step 2: Compute Life Cycle Costs and ROIComputing a return on investment (ROI), requires (in addition to initial and continuing costs), an estimated life of the project[1]. Currently many investments in applications software involve a planning horizon that is twice the platforms technology cycle, while most investments in platform alternatives involve a single technology cycle planning horizon. Therefore assuming a ten year planning horizon (twice the mainframe five year technology cycle) with no adjustment for inflation, an ROI computation using the internal-rate-of-return methodology follows.
Step 3: Compute Qualitative Criteria IndexCombining the three illustrated technical criteria requires that their relative importance be determined. This type of importance ranking methodology (called the Delphi Method when first presented by Rand Corporation during the 1950's) includes the use of expert's rankings which are then normalized into a weighting scale running from 0 to 1. Applying this approach to the illustration results in the following table:
The weighted value columns are the product of the weights assigned by the experts times the evaluation criteria scores contained in the table from Step 1. Step 4: Compute Worth IndexThe computation of a quantitative worth index for the illustrative evaluation is now straight forward.
Based on the worth index, vendors B and C are approximately equal from an objective (quantitative) viewpoint. The decision between them would be based on subjective criteria such as competitive issues and control The worth index can be computed in three forms, using the ROI as shown in the illustration, using net present value (NPV), and using life cycle costs. The formulas for each follow. Using ROI WORTH = SCORE X ROI Using NPV WORTH = SCORE X NPV Using Life Cycle Costs WORTH = SCORE ÷ COST The next section will discuss and structure the subjective and objective evaluation criteria relevant to scoring decisions. Sourcing Evaluation CriteriaThe evaluation criteria used in selecting sourcing alternatives can be divided into two major categories: Objective Criteria These can be quantified through costing. Subjective Criteria These require intuitive weighing and are used for score individual criteria. They can also be used for screening unacceptable approaches prior to the formal evaluation discussed in this paper. The objective criteria used to compute Life Cycle Costs & ROI are discussed in a later section of this paper. The subjective criteria evaluated through scoring are discussed in this section. The scoring of criteria can often have different forms when applied to in-house and external vendors. When relevant, these differences are highlighted. Criterion 1 - End User Deliverables FunctionalityWhen relevant, this functionality criterion evaluates the quality, from the view of the user, of the application/product/service deliverables to be provided by in-house or vendor organizations. Criterion What is the quality of the deliverables in terms of meeting end user defined functional requirements. Scoring The evaluation measures for developing a score for meeting functional requirements are completely dependant on the type of deliverable (e.g. application system, processing capability, image system, strategic plan, etc.). A small portion of a multi-page functional evaluation follows as an example of the type of approach often used. Deliverables Functionality Example - Applications Software
Deliverables Functionality Example - Data Center
When relevant, this criterion is used during the evaluation of products where continuous enhancement is needed over the planned life of the product or service. Enhancement requirements can be due to such items as evolving user/legal requirements and evolving technologies. In-House Supplier Criteria In-house suppliers are often assumed to have an indefinite life. This can be very misleading if the internal enhancement skills required to maintain the product or service are not within the mainstream of IS activities. A. What is the probability that the skills needed for support of the product/service will be available over the project/service life cycle? External Vendor Criterion B. What is the probability that the firm supplying support will maintain or improve its competitive position over the project/service life cycle? C. What is the probability that the firm supplying support will still be providing adequate support over the project/service life cycle? Criterion Applicability HARDWARE: Processing A,C Network A,C SOFTWARE: Applications A,B Systems A,C The scoring of this criterion is subjective and normally based on the number of years that in-house capability has been maintained or on the number of years that a potential vendor has been supplying the product and its competitive position during those years. Scoring Typical evaluation measures for developing a score for the product/service life criterion with sample weights follow for in-house and vendor providers.
Criterion 3 - Project Implementation Quality When relevant, this criterion is used to evaluate the project management, implementation and maintenance support, and implementation planning quality that in-house and vendor providers intend to furnish for implementation of the product or service. Criterion What is the quality of the personnel to be assigned, and what is the probability that they will remain throughout the implementation period. Scoring Typical evaluation measures for developing a score for support quality together with sample weights follow.
Criterion 4 - Platform Quality and Performance When relevant, this criteria is used to evaluate the quality & performance of the processing platform(s) that in-house and vendor providers intend to use to process the desired product/service. Criterion What is the cost/performance, modularity, and reliability of the platform to be used; and what is the probability that it can meet anticipated performance, growth and capability requirements over the life of the project/service. Scoring Typical evaluation measures for developing a score for the processing platform, together with sample weights follow.
Criterion 5 - Support QualityWhen relevant, this criterion is used to evaluate the quality of support/service anticipated from in-house and vendor providers. Criterion What is the quality of the persons and organizations supporting the project throughout the operational life of the project/service. Scoring Typical evaluation measures for developing a score for Support Quality, together with sample weights follow.
Criterion 6 - End User Deliverables Architecture Quality When relevant, this architecture criterion evaluates, from the view of the IT organization, the quality of the application/product/service deliverables to be provided by in-house or vendor organizations. Criterion What is the quality of the deliverables in terms of optimum balancing of their technology architecture's flexibility, effectiveness, and efficiency. Scoring Typical evaluation measures for developing a score for Deliverables Architecture Quality, together with sample weights follow.
Criterion 7 - Provider InfrastructureAs relevant, this infrastructure criteria evaluates the fit between user and IT consumer organizations and in-house or vendor providers. Criterion What is the level of agreement between the consuming and providing organizations in terms of factors such as: management style, technology innovation, standards utilization, and productivity or quality tradeoffs. Scoring Typical evaluation measures for developing a score for provider compatibility, together with sample weights follow.
Criterion 8 - User ReferencesAs relevant, this criterion evaluates the results of the provider's user site visits and/or references. Criterion What is the quality of the provider's reference sites, and how do their users evaluate the commitments, quality of products/services, and level of support provided. Scoring Typical evaluation measures for developing a score for User References, together with sample weights follow.
Sourcing Cost Categories
The steps generally used to develop the costs needed involve a) determining relevant functions for organizations or locations with the potential to be outsourced, b) producing a functional cost analysis for each, c) obtaining prices from potential providers, and d) adjusting bids to produce comparable life cycle costs for each feasible alternative. Guidelines for preparing and analyzing appropriate costs are presented in the next portion of this paper. Step 1: Determine Relevant Cost Types Using the following staffing and costing categories as an example, define the categories appropriate for the organizations and functions to be evaluated and fill in Functional Costs Analysis Forms for each organization and business function. TYPICAL COST CATEGORIES
* non-cost items Step 2: Determine Costs of Relevant Functions Using a form similar to the IS Functional Cost Analysis Form that follows, a life cycle cost analysis should be prepared for all involved organizations or functions, that details by cost category, the current and anticipated life cycle costs. A portion of a typical completed form follows. The spread sheet function used for the future value calculation used in the last column follows: @FV(interest, term, payments) To compute the first row use @FV(.06,10,30) yielding 395. SAMPLE OF PARTIAL "IS FUNCTIONAL COST ANALYSIS FORM"
Step 3: Produce Alternative Life Cycle Costs A series of forms, similar to the Alternative Life Cycle Costing Form that follows, should be completed, one for each feasible provider, during the proposal preparation period. The forms should be used for both initial (one time ) costs and for life-cycle (recurring) costs. Note that the Current Project Costs column is normally not relevant when the form is used for Initial Costs. A portion of a typical completed form follows. SAMPLE OF PARTIAL "ALTERNATIVE LIFE CYCLE FORM"
Note: all dollar values in thousands Step 4: Produce Life Cycle Cost Summary of Each Alternative The final step in preparing the cost data for use in the Worth Analysis, is to summarize the initial and recurring costs for each alternative. A table similar to the following can be used to present the summaries and to show relevant ROI.
Typical Life-Cycle Savings and ROI Summary
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|
Quantitative Criteria |
Vendor A |
Vendor B |
Vendor C |
In-House |
|
Initial Costs Period one)
|
$300 |
$400 |
$400 |
$10 |
|
Current Project Costs* less Total Bid Project Costs*
Savings (Loss)*
|
200
100
$100 |
250
100
$150 |
280
100
$180 |
280
150
$130 |
|
ROI** |
.31 |
.36 |
.44 |
.10 |
* Sum of annual total dollars in thousands from step 3 (e.g. total 10 year costs or savings).
* See System-Life Oriented Presentation Methodology on page 9 for calculation approach.
Step 5: Compute Worth Index
The computation of an illustrative quantitative worth index is now straight forward.
|
|
WORTH INDEX CALCULATION |
|||
|
|
Multi-product Vendor - A |
Specialized Vendor - B |
Start up Vendor - C |
In-house Development |
|
Technical Score (initial table)
ROI (from Step 4) |
68
.31 |
77
.36 |
67
.44 |
88
.10 |
|
Worth Index
(Technical Score X ROI) |
21 |
28 |
29 |
9 |
Based on the Worth Index, Vendors B and C are approximately equal from an objective (quantitative) viewpoint. The decision between them would be based on subjective criteria such as competitive issues and internal control.
Calculation of the worth index using ROI is illustrated in the above table. Alternatively, the worth index can be calculated using NPV or life-cycle costs using the following formulas.
Using ROI
WORTH = SCORE X ROI
Using NPV
WORTH = SCORE X NPV
Using Life Cycle Costs
WORTH = SCORE ÷ COST
Worth Index Oriented Presentation Methodology
The following chart has been useful in presenting the results of the Worth Index methodology to management. Two of the loan application scores were noticeable close, while there was an obvious winner in the finance area. This is typical based on the author’s experiences.
The final decision was based on site visits to vendor-A and vendor-B user sites.

Platform Architectures: MF is mainframe, HP is high performance, PC is PC/LAN, and AS is a mini
System Life Oriented Presentation Methodology
The calculations are normally done using a spreadsheet. A formula approach follows.
Col A Col B Col C Col D
row 5 Cash Flows first period second period third period
net cash flow net cash flow net cash flow
row 10 IRR -1 @IRR(B10,$B5...C5) copy formula from prior column

The original concept for this evaluation methodology dates from 1991, when The Sourcing Interests Group requested one of the authors to design a reusable methodology for their members use. Since that time, the authors have used the methodology numerous times during their consulting practice. Regrettably the reports from these projects are confidential. The proceedings by the authors (Park 2003, Rosenthal 1991 and 2003) reference presentations that included brief overviews of the application of the process.
References
AICPA. Internal Control Reporting- Implementing Sarbanes-Oxley Section 404, AICPA Paperback. www.aicpa.org also see www.404institute.com
Halifax (2000). “Evaluation Framework for the Request for Proposals”. Halifax Harbour Solutions Project.
http://www.region.halifax.ns.ca/harboursol/rfp_evaluation.pdf
HIPAA. Health Insurance Portability and Accountability Act of 1996. www.cms.hhs.gov/hipaa .
Park, L. Jane and Rosenthal, Paul (2003). “Costing and Presentation Approach for an Information Systems Project”, Proceedings of the Hawaii International Conference on Business. Honolulu, June 18-21, 2003.
Rosenthal, Paul (1991). “Graphical Analysis of IS & MS Project Economics: The Media is the Message”. Proceedings of the ORSA/TIMS Joint National Meeting, Anaheim CA, November 3-6, 1991.
Rosenthal, Park and L. Jane Park (2003). “Outsourcing Evaluation Approach for an Information Systems Project”. Proceedings of The International Business & Economics Research Conference. Las Vegas, October 6-10, 2003.
The European Commission, Fifth Framework Program (2001). “Evaluation Procedures for the Programme, User- Friendly Information Society”. http://www.cordis.lu/fp5/management/eval/r_evaluation.htm
[1] Net present value is not used here because it also requires a forecast of cost of funds over the project life cycle.
://www.calstatela.edu
Doctor Paul H. Rosenthal, is a Professor of Information Systems at California State University, Los Angeles. Dr. Rosenthal teaches a variety of courses encompassing information systems technology, management, political economy, and systems audit and assessment Paul has a BS in Education and an MA in Applied Mathematics from Temple University, an MBA from UCLA, and a DBA from the University of Southern California, and has been active in the Information Systems, Computing Science, and Scientific Computing areas for 50 years as a programmer, analyst, manager, consultant, and academic. His early projects included producing the first mainframe sort/merge package for UNIVAC I, writing the proposal for the first mainframe commercial application at GE’s Major Appliance Center, and installing the first mainframe data center at Remington Rand in New York. He then spent over thirty years in a wide variety of consulting, professional, and managerial positions. His current research interests encompass the manual and computerized infrastructure aspects of mission-critical transaction processing systems. Prior to joining California State University, Los Angeles, he spent thirty six years in industry and as a consultant in the United States and in Asia. His research interests and current projects involve business continuity management, IS/IT education assessment and IS/IT Infrastructure Planning and Technology Systems Assessment.
Visit the Authors Web Site
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