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NATL INST OF STAND & TECH AlllOb T7fi2E7 National Bureau of Standards Computer Science and Technology NBS PUBLICATIONS NBS Special Publication 500- 11 4 Introduction to Software Packages GC100 .U57 500-114 c .a NATIONAL BUREAU OF STANDARDS The National Bureau of Standards' was established by an act of Congress on March 3, 1901. The Bureau's overall goal is to strengthen and advance the Nation's science and technology and facilitate their effective application for public benefit. To this end, the Bureau conducts research and provides: (1) a basis for the Nation's physical measurement system, (2) scientific and technological services for industry and government, (3) a technical basis for equity in trade, and (4) technical services to promote public safety. The Bureau's technical work is per- formed by the National Measurement Laboratory, the National Engineering Laboratory, and the Institute for Computer Sciences and Technology. THE NATIONAL MEASUREMENT LABORATORY provides the national system of physical and chemical and materials measurement; coordinates the system with measurement systems of other nations and furnishes essential services leading to accurate and uniform physical and chemical measurement throughout the Nation's scientific community, industry, and commerce; conducts materials research leading to improved methods of measurement, standards, and data on the properties of materials needed by industry, commerce, educational institutions, and Government; provides advisory and research services to other Government agencies; develops, produces, and distributes Standard Reference Materials; and provides calibration services. The Laboratory consists of the following centers: Absolute Physical Quantities^ — Radiation Research — Chemical Physics — Analytical Chemistry — Materials Science THE NATIONAL ENGINEERING LABORATORY provides technology and technical ser- vices to the public and private sectors to address national needs and to solve national problems; conducts research in engineering and applied science in support of these efforts; builds and maintains competence in the necessary disciplines required to carry out this research and technical service; develops engineering data and measurement capabilities; • provides engineering measurement traceability services; develops test methods and proposes engineering standards and code changes; develops and proposes new engineering practices; and develops and improves mechanisms to transfer results of its research to the ultimate user. The Laboratory consists of the following centers: Applied Mathematics — Electronics and Electrical Engineering^ — Manufacturing Engineering — Building Technology — Fire Research — Chemical Engineering^ THE INSTITUTE FOR COMPUTER SCIENCES AND TECHNOLOGY conducts research and provides scientific and technical services to aid Federal agencies in the selection, acquisition, application, and use of computer technology to improve effectiveness and economy in Government operations in accordance with Public Law 89-306 (40 U.S.C. 759), relevant Executive Orders, and other directives; carries out this mission by managing the Federal Information Processing Standards Program, developing Federal ADP standards guidelines, and managing Federal participation in ADP voluntary standardization activities; provides scientific and technological advisory services and assistance to Federal agencies; and provides the technical foundation for computer-related policies of the Federal Government. The Institute consists of the following centers: Programming Science and Technology — Computer Systems Engineering. 'Headquarters and Laboratories at Gaithersburg, MD, unless otherwise noted; mailing address Washington, DC 20234. 'Some divisions within the center are located at Boulder, CO 80303. •UATIONfiL BUREAU Computer Science and Technology Software Packages Systems and Software Technology Division Center for Programming Science and Technology Institute for Computer Sciences and Technology National Bureau of Standards Washington, DC 20234 r NBS Special Publication 500-1 1 4
Introduction to 0 07 Sheila Frankel, editor ^ U.S. DEPARTMENT OF COMMERCE Malcolm Baldrige, Secretary National Bureau of Standards Ernest Ambler, Director Issued April 1 984 Reports on Computer Science and Technology The National Bureau of Standards has a special responsibility within the Federal Government for computer science and technology activities. The programs of the NBS Institute for Computer Sciences and Technology are designed to provide ADP standards, guidelines, and technical advisory services to improve the effectiveness of computer utilization in the Federal sector, and to perform appropriate research and development efforts as foundation for such activities and programs. This publication series will report these NBS efforts to the Federal computer community as well as to interested specialists in the academic and private sectors. Those wishing to receive notices of publications in this series should complete and return the form at the end of this publication. Library of Congress Catalog Card Number: 84-601045 National Bureau of Standards Special Publication 500-1 14 Natl. Bur. Stand. (U.S.), Spec. Publ. 500-1 14, 57 pages (Apr. 1984) CODEN: XNBSAV U.S. GOVERNMENT PRINTING OFFICE WASHINGTON: 1984 For sale by the Superintendent of Documents, U.S. Government Printing Office, Washington, DC 20402 TABLE OF CONTENTS Page 1.0 INTRODUCTION 3 1.1 Scope 3 1. Format 5 1. 3 Summary 5 1.3.1 Purpose of this document 5 1.3.2 Why is this important? 6 1.3.3 Why should a package be considered now? 8 1.3.4 Conclusion 8 2.0 APPLICATION SOFTWARE PACKAGES 9 2. Software Package Definition 9 2.2 Applications 10 2.2.1 Budget/project management 11 2.2.2 Financial management/accounting 11 2.2.3 Payroll 13 2.2.4 Personnel 14 2.2.5 Supply/logistics/inventory control 16 2.2.6 Library/reference 16 2.2.7 Office automation/word processing 18 2.2.8 Mathematical/statistical 18 2.3 Sources Of Software Packages 18 2.4 Advantages Of Software Packages 21 2.5 Disadvantages Of Software Packages 22 2.6 Deciding To Buy, Build, Or Tailor 24 2.7 Environmental Considerations 25 3. LEARNING ABOUT SOFTWARE PACKAGES 27 3.1 Overcoming The Terminology Hurdle 27 iii Page 3. Information Sources 28 3.2.1 Periodicals 29 3.2.2 Directories 30 3.2.3 Reference services 31 3.2.4 Trade newspapers 34 3.2.5 Vendor literature 34 3.2.6 Organizations 35 3.2.7 Gathering information from the sources 35 3.3 Reference Matrix And Descriptions 36 3.3.1 How to use the Reference Matrix 36 Reference Matrix Legend 38 3.3.2 Periodical descriptions .... 43 REFERENCES 52 LIST OF TABLES Table 1 ADP Applications 4 Table 2 Benefits of Software Packages 7 Table 3 Human Resources Management Systems Data 15 Table 4 Office Automation Functions 19 Table 5 Sources of Software Packages 20 Table 6 Reference Services Matrix 33 Table 7 Reference Matrix. 40 LIST OF FIGURES Figure 1 Document Format 6 Figure 2 Financial Management Packages 12 Figure 3 Payroll Processing 13 Figure 4 Inventory Control/Order Processing Functions .... 17 Figure 5 Literature Search Process 28 iv INTRODUCTION TO SOFTWARE PACKAGES S. Frankel, editor This document provides an introduction to applications software packages. It encourages the use of software packages as an alternative to in-house development and directs potential users of software packages to sources of useful information. Application areas which are currently supported by software packages are reviewed and the benefits of software package use versus in-house development are discussed. This document includes an annotated list of publications which may be useful to potential users of software packages in searching for a package to perform a specific application, and in critically evaluating the merits of different packages. Key words: applications software packages; off-the shelf software; packages; software applications; software packages. - 1 - ACKNOWLEDGMENTS This report was funded by the National Bureau of Standards' Institute for Computer Sciences and Technology under U.S. Department of Commerce Contract NB82SBCA1 634. The contributors to the report, as submitted by Science Applications, Inc.
and other reference materials. In such a rapidly expanding field as software packages, information becomes obsolete very quickly. Therefore, this document concentrates on the process that should be followed in selecting a package and the sources of information which can be explored in this process. Specific examples are kept to a minimum and are only provided to - 4 - illustrate the recommended process. There is no intention of rating current packages or of endorsing any one package over another in this guide. Much of the explosion of package availability in the marketplace is due to the advent of low cost microcomputers. This document is net limited to any specific computer size nor to any particular size of off-the-shelf package. The processes and references discussed in this guide apply to the selection of software packages which are available for mainframe computers, as well as microcomputers. This document is intended for a broad audience: managers, users, and computer personnel of diverse backgrounds and levels of expertise, who are considering ways to provide computerized support to their organizations. 1.2 Format This document contains three chapters, as shown in Figure 1. Chapter 1 .0 includes a general introduction and an executive summary of this document, its purpose and intended audience. Chapter 2.0 defines application software packages, discusses the various ADP application areas for which packages are available, describes the benefits software packages can provide and provides guidance on how to assess whether or not an organization is ready to purchase a software package. In Chapter 3.0, techniques for obtaining information on available software packages are presented. These techniques provide potential users with details ranging from where to look for information to the usefulness of various types of services. 1. 3 Summary 1.3.1 Purpose of this document The goal of this document is twofold. First, it discusses the option of solving automation/modernization problems with off-the-shelf software packages. Second, it provides useful, practical, and easily-accessible information about sources of information on available software packages. The format and style of this document are oriented toward assisting functionally-oriented Government managers in making decisions about whether a software package can meet their requirements. The data is presented in a stepwise, tutorial style that emphasizes relevant and pragmatic points - 5 - concerning the pros and cons of off-the-shelf software. Case studies are presented to illustrate these points. + --• + SECTION I: INTRODUCTION o Scope o Format 0 Summary SECTION 2: ADP SOFTWARE PACKAGES o Software Package Definition o ADP Application Areas o Sources of Packages o Advantages o Disadvantages o Deciding to Buy or Build o Environmental Considerations SECTION 3: LEARNING ABOUT SOFTWARE PACKAGES o Overcoming the Terminology Hurdle o Information Sources o Reference Matrix For all readers For readers who are looking into software packages for the first time An overview of benefits and considerations when beginning to look at software packages For all readersGuidance on how to use reference material and publications—where to look Figure 1 - Document Format 1.3.2 Why is this important? Stimulated by the advent of microcomputers, the number of software packages has increased dramatically in the last few years, creating a multi-billion dollar market. Predictions for future growth range from 25% to 50% per year. Thus, packages suitable for a specific application area are increasingly likely to be available. These packages potentially have significant benefits. The benefits typically realized are illustrated in Table 2. Since an off-the-shelf package can be purchased and installed rapidly, return on investment can be realized more quickly than with custom program development. Experiences reported by companies reveal the expense of a package may, for example, be paid back by cost savings within one year. - 6 - Table 2 Benefits of Software Packages BENEFIT EXPLANATION Immediate Availability Does not involve the long lead Lime
associaueu wiun cusi-om development of a software system. Visible, Known Cost The price for a software package is the quoted price, with no hidden expenses. Custom developments are often difficult to estimate, tend to realize overruns, and associated maintenance costs are usually higher. Lower Cost The price of off-the-shelf software is lower because development costs may be spread among a number of users. It is typically much lower unan une cost oi a custom development. This applies to purchase price, and training and maintenance costs as well. Documentati on Software packages come with user documentation, which can be read before purchase. Poor Qocumcn bi on j.o one ux unc typical failings of a custom development. Reliability In most cases, software packages have been well tested, used by other organizations, and some degree of confidence can be assumed in their performance. Custom developments must be tested and usually contain latent errors. - 7 - There are, of course, potential disadvantages of software packages, the primary one being that a package may not meet all of an organization's unique requirements. This disadvantage, along with the concerns of vendor stability and package reliability, are the problems most often cited by customers of software packages. Both of these concerns are becoming less significant as vendors are learning more about building packages which are flexible and easily tailored to an organization's unique environment. The expanding and profitable package market has also realized the entrance and growth of more stable vendors. 1.3.3 Why should a package be considered now? There are several reasons why the purchase of a software package may be preferred to the in-house development of a system. Many current ADP applications systems are up to 20 years old, batch-oriented, and do not provide the productivity gains, responsiveness, and flexibility available with current technology. Custom development, however, is expensive. Most organizations have a backlog of applications that cannot be implemented because of budget constraints, personnel commitments, and the maintenance requirements of existing systems. Thus, consideration should be given to the acquisition of appropriate software packages to replace or upgrade existing services and to provide services not previously available to the organization. As a result of the rapidly expanding market for software packages, many firms have entered the competition to produce and market packaged software. This increased competition has resulted in better responsiveness to the needs of the customer, and a wider range of available applications from which to choose. 1.3.^ Conclusion Software packages have become strong alternatives to custom development of a system and should be explored whenever a new ADP application or the replacement or upgrade of an existing system is being considered. This document, in conjunction with subsequent NBS publications, provides guidance on how software packages can be considered, evaluated, selected, and effectively implemented. \ - 8 - 2. APPLICATION SOFTWARE PACKAGES This section provides the definition of a software package, gives examples of those applications supported by software packages that can be useful to Government personnel, discusses in more detail the advantages and disadvantages of software packages, and identifies potential sources of these packages. 2.1 Software Package Definition "Software package" is a commonly used term; however, its general, widespread usage has resulted in different meanings. The origins of software packages can be traced to the 1960s. The Program Application Library on the IBM 1400 series computer, the MARK IV package by Informatics, and the Autoflow package by Applied Data Research were some of the first software packages developed. What made them unique was that one of the goals of each of these packages was to be usable (or transportable) on a number of different types of computers [WELK80]. One of the most significant events in the evolution of software packages was IBM's decision in 1969 to "unbundle", or offer software separately from hardware, training and
attempt to maximize profits and minimize losses from bad debts. They contain customer account files, produce monthly invoices, balance accounts, process payments, issue overdue statements, trigger debt collection procedures, and provide various status reports to management. Packages differ in the extent to which data is automatically checked to insure accuracy. Accounts payable software packages attempt to improve utilization of cash and manage payments to suppliers. They typically contain a vendor file, a scheduled payments file, a paid-but-uncleared check file, and an historical file. They provide capabilities for checking invoices from suppliers - 11 - against supplies and services received, scheduling and sending payments, reconciling payments, examining and planning commitments, maintaining an audit trail, and allocating payments to different organizational units. The amount of human intervention required to control the outflow of payments varies for these packages. General ledger software packages typically contain a master account file, and some packages also include account posting distribution files and historical ledger data files. These packages are concerned primarily with providing management with insight into the organization's solvency, its assets-versus-liabilities status, and the performance of its various sub-organizational entities. The benefits of computerization of general ledger functions depend upon the level of detail and timing of postings to the general ledger within any specific organization. The more transaction details that are recorded, and the more often transactions are posted (accounting cycle) to the general ledger, the more advantageous computerization becomes. Integrated accounting software packages, also called financial management systems, combine the previously mentioned accounting functions into an integrated package. They include billings, auditing, fixed assets, accounting, tax accounting, telecommunications, a control system, and interfaces to payroll, personnel, inventory, banking, and sales. Figure 2 identifies the number of vendors, price ranges, and number of installations for these types of packages. Number of Number of Vendors Price Range Installations Accounts Receivable 36 $1,000- 55,000 6,010 Accounts Payable 44 600- 60,000 9,231 General Ledger 30 700- 40,000 7,321 Integrated Accounting 57 2,000-700,000 24,775 Figure 2 - Financial Management Packages [AUER82] - 12 - 2.2.3 Payroll Payroll was one of the first applications to be automated when computers were introduced into the business environment. In fact, most data processing divisions originally reported to the comptroller of a business organization. Payroll is generally a well understood function. Payroll data includes employee identification, attendance, wage rates, deductions, earnings, and cumulative earning totals. The functions performed by payroll packages include data entry and payroll output processing. Output processing usually includes the production of paychecks, a statement of earnings, and consolidated payroll reports. The packages might also include the production of periodic reports (such as W-2 forms) and management reports. Other features found in packages include employee services and benefit administration, where accounting records are kept for vested interest, allowable withdrawals, and penalties; EEO compliance; IRS compliance, including voluntary deductions, taxes, etc.; and special payroll processing such as hazardous duty, overtime, and different rate jobs. Figure 3 illustrates typical functions performed by a payroll package. I PAY [CALCULATIONS Data for current pay period (hours worked, vacation, holiday, time without pay, sick) o Current o Year-to-date I I I TAX I {CALCULATIONS j o Current o Year-to-date o Minus taxes o Withholdings I + + + I VOLUNTARY | i DEDUCTION I ICALCULATIONS! + + + o Current o Year-to-date + + + I NET PAY I ICALCULATIONS! + + o Current o Withholdings o Net pay o Paycheck o Updated files Figure 3 - Payroll Processing - 13 - Auerbach [AUER82] identifies 18 Payroll software packages. These 18 packages have been installed in over 3}500 organizations and range in cost from $600 to $14,300. 2.4 Personnel The popularity of
personnel software packages, also referred to as human resource management systems, has grown rapidly in recent years. These packages assist a personnel department and individual managers through the automation of employee information and the reduction in time spent completing various forms, filing forms, updating forms, etc. In addition, these packages facilitate the performance of many of the data collection and analysis tasks required by changing Government rules and regulations. Personnel procedures differ in each organization. Thus, the flexibility of a personnel software package to meet the policies, procedures and report requirements of a specific organization should be a major concern in the selection of such a package. Personnel systems vary in the types of functions performed. The most extensive can cover job applicant records and retired-employee records, as well as employee records. Table 3 identifies the type of data that might be maintained by a personnel package in each of these categories. Capabilities provided by a personnel package can include requisition control, salary surveys, maintenance of chronological work histories, performance appraisals, management development, analysis of turnover, recruitment and replacement policies, affirmative action, legal actions due to discrimination, benefits and compensation, promotion, training, staff planning, and bargaining and labor relations demands. Auerbach [AUER82] identifies 13 personnel systems that, collectively, have been installed in over 3,200 installations. They range in price from $2,000 to $148,000. §LQ.£.Lw.i.Le N§.V£.§. [LEAV83] reported results of a D§.ti. Deci.slgn§. survey which identified 270 users of 6 different Personnel and Payroll packages. - 14 - Table 3 Human Resources Management Systems Data [CAMP83] [AUER83] JOB APPLICANT SYSTEM EMPLOYEE SYSTEM RETIREE SYSTEM Demographics Recruiting sources Employment history Compensation desired Mobility Special credentials Availability Interview data Physical exam results Job offer Hiring information Disposition code Demographics Status Education Medical history Military experience Skills Prof ici encies Vacation and attendance Job assignment Compensation Performance reviews Safety training Material s/suppl ies Career history/resume Benefits Demographics Continuing benefits Pension plan eligibility , participation, and payment history Payout options Beneficiaries Social Security data - 15 - 2.5 Supply/logistics/inventory control Supply/ logi sties/ inventory control software packages vary considerably in capability, primarily because organizations vary considerably in the size and complexity of inventory keeping needs, and in the degree of automation they require in their inventory process. Any combination of the following functions can be found in these packages: o Requisition (demands) processing o Demand forecasting o Automated subitem ordering 0 Substitution item order processing o Reorder point calculation o Economic order quantity calculation o Item location o Inventory status Figure 4 illustrates these functions. Auerbach [AUER82] identifies 17 inventory control packages which range in price from $2,000 to $11,500 and account for over 2,400 installations. 2.6 Library/reference Library/reference software packages provide document control, document location, inventory, order processing and subject and author referencing functions. Data Sources [DATA83] identifies 19 different packages, ranging in price from $990 to $75,000, currently used in over 180 organizations. - 16 - Requests | Request | I Processing!- I Order Editing | I Validation I Inventories— | Inventory | I Status I Stock Replenishments Orders Filled. Reorder I Processing | I Order I Processing | I I + + + I Substitution + Item I Processing + + + {- I Demand | I Forecasting | I Reorder! I Calculation I I Multiple I Location I Processing Stock Release I Order I Stock I Pickup Acknowledgement I Partial I Order I Processing + + I Stock I I Replenishment I Status Information Data Base File Maintenance Figure 4 - Inventory Control/Order Processing Functions - 17 - 2.2.7 Office automation/word processing Office automation, also referred to as integrated office, electronic office,
Software Packages TimeX^ a.Y.aiiab.lIitx. A software package has already been developed and is usually available immediately. When compared to development of a system, this availability can be a significant advantage. Considerable lead time is required to develop software; perhaps 24 months or more for a large system. In addition, schedule slips are typical of custom development. The benefits realized by having a package operational during this period rather than utilizing a current system while awaiting completion of development can often be the largest advantage of package acquisition. MCLlie E.llg.dlQ.t.abIt. cost. Cost is a significant advantage of software packages. Costs are visible and known, as the vendor has an established and quoted price. Purchasing a software package usually consists of purchasing a license to use the package on a limited rights basis. For example, the purchase of a package may be limited to one computer for a specified price, with a reduced price scale available for installation on additional computers. There are fewer hidden or unexpected costs, so the problems associated with estimating the costs of custom developments (which often experience overruns) are eliminated. LoW-g- L cost. The cost of a software package is: usually lower, since the vendor spreads the cost of developing the package over an expected sales volume. Custom development costs, on the other hand, are borne entirely by the one organization. In addition, the cost of developing package training material and documentation is spread among package users while the user of custom-developed software must bear the entire cost. Maintenance of off-the-shelf software packages is usually obtained through purchase of a contract to provide a specified level of service. Frequently, the cost of an initial year's maintenance service will be included in the purchase price. This lessens the workload of the in-house maintenance staff, resulting in another cost saving. Documentati on. A set of user documentation is provided by the vendor with the package and can be previewed before purchase. This documentation has evolved with use by other customers and is often professionally done. Documentation of custom developed software is notoriously poor, usually done at the last moment, and often not oriented toward the user. Good documentation is a significant advantage, as the acceptance of a system by users is often greatly influenced by how well the documentation aids them in its operation. Reliability. Software packages tend to be more reliable than custom developed software. They are usually well tested and have been used by other organizations. Custom developed - 21 - systems must go through extensive testing before they may be used reliably, and even they often contain latent errors which may not be detected until after months or years of use. Vendor support. Depending on the purchase contract, the package delivery may consist of either a tape and accompanying documentation or actual vendor installation. The provisions of the purchase contract will directly determine the level of support provided with delivery. If delivery is by mail, the site staff must be capable of "bringing the system up," and training staff personnel in its proper usage. In cases where the vendor provides installation support, the vendor provides a training staff that delivers and installs the package and trains resident personnel. Often, this results in excellent service at a nominal cost. Traditionally, there is a warranty period after the vendor staff leaves the facility. During this period, the vendor staff is on call to answer questions and fix any bugs that might be encountered. E^Llatlng. user bas§.. The fact that a software package has an existing user base can be of immeasurable advantage. Current users can be surveyed about the quality and suitability of documentation, maintenance, training, and vendor reliability. In addition, on-site demonstrations of a system may be arranged, enabling potential users to judge whether the system meets their needs in terms of special features and the less quantifiable area of "user-friendliness." As a direct result of the growth of software packages, there is often a wide variety of hardware
implementations for a package. Unless a hardware configuration is quite unusual, it should not hinder implementation of an appropriate package. Thus, the main criterion upon which the selection of a package should be based is how well the functional capabilities of the package meet user requirements. .5 Disadvantages Of Software Packages E.UJlQ.fc.loaa.1 L§.au.Lriement§.. Buying a software package is not without pitfalls and hazards. Statement of user requirements in a form that can result in selection of an optimal package is a difficult, multi-step procedure. Only after the user requirements have been stated and matched to achieve the best fit to a package can success be insured. Insuring that a package meets the specific requirements of an organization is critical to its successful implementation. In contrast, a developed system can be built to the specific requirements of an organization. - 22 - FLg.2(.ttLlIltz. Environments, laws, policies and procedures constantly change and a software package must be adaptable to these changes. The flexibility which, if anticipated, can readily be built into a custom developed system, must be insured in a purchased product. This need can be handled two ways. First, the vendor can be held responsible for making necessary changes. Most vendors will do this for a fee, or may issue updates based on known changes in federal or state regulations and laws as part of their service. Second, the purchasing organization may assume responsibility for making changes. Usually, however, a software package is purchased in a form that does not easily permit changes. This form is called object code (as opposed to source code). If a user insists on changes, the vendor may withdraw all support for future package modification and void the maintenance contract. In many cases, this situation is being resolved by the marketplace. With a more competitive market and more reputable vendors, there is a wider selection of packages, packages are more adaptable and vendors are more willing to work with a customer. Ve.adgc. reliability. It is important when selecting a package to insure that the vendor is well established and committed to the product. This problem is not as relevant to in-house custom developments since an in-house development staff is readily available for support. Caa^ecslgn. A problem that can occur with installation of a new software package is underestimation of the magnitude of adjustment to the conversion or transition to a new package. The euphoria that commonly sets in after the package is selected and purchased contributes to the masking of the sheer magnitude of the conversion and learning tasks. Needless to say, this euphoria rapidly evaporates when the purchased package fails to perform to expectations. Using perspective in the selection and acquisition process usually prevents underestimation of the amount of effort really required to get the job done. User a.cQ.e.ELt.a.ace.. A commonly encountered obstacle along the path of successful installation is user acceptance and adaptation to the new way of performing old tasks. Although the package selected may appear to management as a best fit, lower-level staff members may be required to significantly alter specific task routines. Usually, when a software package is purchased, the users are required to arrange current operational procedures so they are compatible with the software. The skill with which the package was selected determines the level of effort required for installation of the package. Most commercially available packages allow some flexibility in functional definitions; however, the user must expect and adapt to changes in current procedures that - 23 - may be required. Sometimes, because of the change of routine, staff members will openly exhibit resentment and hostility to the new procedures. One way to avoid resentment is to provide a proper introduction of the capabilities of the package by emphasizing the improved efficiency and elimination of dull, tedious tasks. Unfulfilled expectations of package performance and inadequate vendor support are the most commonly encountered problems.
how to make the best use of them. 1 Overcoming The Terminology Hurdle No matter which sources of information about software packages are used, understanding computer terminology is one of the first problems that those who are unfamiliar with computers will encounter. The evolution of computer science and its related fields has led to the proliferation of a special language with technical meanings that are often unfamiliar to the lay person. Some of these terms are heard quite often—for instance, almost everyone has been told at some time that he/she can't do something because "the computer is DOWN." Fortunately, many of these terms are becoming so common they are listed in recent dictionaries (for instance, the term "down time" is listed in W.eb§.tg.iils NfeVi CQ.Lle.g.lat.e. Dlctlgnany.)
. In addition, there are a number of sources dealing specifically with the technical language of computing which may be useful. Three of those sources are : o Computer Dictiona ry and Haadbgigk, Charles J. Sippl, ed. [Howard W. Sams and Company, Inc.: 4300 West 62nd Street, Indianapolis, IN 46268] 0 Encyclopedia ofl CoiiiE.ut§.L Sclg.nc§., Anthony Ralston, ed. [Van Nostrand Reinhold Company, Inc.: 135 West 50th Street, New York, NY 10020] o DLQ-Llcnaiiy. Lqxl IntQ.Hlli.tlan P|loce.sslnfc [FIPS PUB 11-1, National Bureau of Standards] The most important thing to remember when attempting to overcome the terminology hurdle is that the software to be purchased is intended to provide a service to its users. It should make life easier, not more complicated. The special terminology associated with computer technology need not have much impact upon the users of that technology. It is only in making sense of the available information on software packages and in dealing with vendors that understanding the special terminology is necessary. - 27 - 3.2 Information Sources A major problem encountered when attempting to select a software package is finding the information upon which to base a decision. At first, information is difficult to find, and then, when it is found, it may seem staggeringly complex'— especially for a computer novice or a non-technical computer user. There are numerous sources of information on applications software packages. The following sections discuss several of these sources and describe how to best use them. Figure 5 suggests a scenario for effective use of the different types of literature, showing at which point in the evaluation process each can be used effectively. Many of the sources which are discussed here may be found in local public and university libraries or Federal agency libraries and reference rooms. Functional Review Application Area Expertise Busmese Indexes Organizations Advertlsen S »— a; 5 o O JJJ 0£ lA Z <-* }{J ^ Jjf ^ i! j K\ |-( ^* i! i! t—s s CD s i 1 O x: 1 1 s 9 i 3CD p » 11 I— 3CO so 8 £2I CO s § g I LU s i l-l £ ii! it! 41 9 'cc I pa I I 293 v> u. 3 I 5 S 5 S QC CO S PCS o u. I- a s „ o u. {3 525 1^ Tl i i i ^ 2 i! s i to s i i i i a 3 1 1 1 1 s s (D o o i 3 8 3CO COa!8 CO CO 2 e £3 ^ i » ft1 Ul S !3 42 3.3.2 Periodical descriptions The following section provides detailed descriptions of the periodicals Accoyintgncy [The Institute of Chartered Accountants in England and Wales: 56/66 Goswell Road, London, England EL1B 7LD - American distributors: Expediters of the Printed Word LTD.: 527 Madison Avenue, Suite 1217, New York, NY 10022] A British publication which often includes articles on the computerization of accounting practices. Articles are of high depth. One to two articles per issue are related to computerization. Published monthly. A^lal§:tLi.tlV.e Mi.na.g.§nLent. [Gey er-McAlli ster Publications, Inc.: 51 Madison Avenue, New York, NY 10010] This periodical contains an average of two computer articles and one article on new technologies per issue. Sample titles include: "A Buyer's Guide to Word Processing Software," by Alan Hoffberg, Contributing Editor; "What You Get With a '90-Day Trial'," by Patrick Flanagan; "Superminis: In the Mainstream of Business DP," by Randi T. Sachs, Associate Editor; "Software for Sorts, Retrieval and Other Filing Tasks," by Bonnie Canning and Karen Michaels. Published monthly. Bamionls [Dow Jones and Co.: 200 Burnett Road, Chicopee, MA 01021 ] This
periodical is published in a newspaper format and contains a few articles of moderate depth on computers and advertisements for computers. Published weekly. Bii§.i.n£ss y.g.ek [McGraw-Hill, Inc.: P.O. Box 506, Hightstown, NJ 08520] This magazine contains an average of one computer article per issue. All articles are business-related. Most articles are on how to more effectively use a current system, rather than on initial selection of a system. Published weekly. - 43 - By.Le. [Byte Publications Inc.: 70 Main St., Peterborough, NH 03458] This monthly magazine is subtitled "The Small Systems Journal." Most articles are on computers (approximately 9S%) with about half of the articles on hardware and half on software. About 60% of the advertisements are for hardware, ^0% for software. Example articles are on how to select a text editor, and "Adapting Microcomputers to Wall Street." Issues are very long, averaging about 550 pages. Published monthly. CJilILanls. lean Ag.e. [Chilton Company: Wayne, PA I9089] CtilLtanis. LcQR Age is subtitled "The Magazine for Metalworking Management." It contains some articles on computing and a few advertisements for computers. Articles are of low to medium depth. Ciii.l.tgnls Icon Age includes an advertisers' index. Free to qualified managers in US metal-working companies. Published every 10 days. CQjiE.E.U.t§.ji Bu.slng.ss ri.g.V!L§. [C. W. Communications Inc.: P.O. Box 880, 375 Cochituate Rd., Framingham, MA 01701] This newspaper- format magazine is subtitled "The Newsweekly for the OEM Community." All articles are in some way related to computers. The focus is on marketing computers and computer industry investment information. A majority of articles and advertisements relate to hardware. Articles are of medium to low depth. A software applications directory is included annually. Published bi-monthly. CQjm]2.ut§.L Decisi ons [Hayden Publishing Co.: 50 Essex St., Rochelle Park, NJ 07662] This magazine is subtitled "The Management Magazine of Computing." The magazine includes departments which appear in each issue such as "Snyder on Software" (including pros and cons of reviewed software), "Software" (write-ups by vendors) and an "Advertisers' Index." Example articles include: "Choosing the Right Turnkey Mini Supplier," by David Whieldon; "Office Automation Rolls Along," interview of Professor Howard Morgan; "How to Pick 'Friendly' Terminals," by David Whieldon; and "Don't Make —Buy! Support From Timesharing Services," by David Whieldon. There are many advertisements, both for hardware and business-applications software. Free subscriptions for executives of companies that deal with or use computers. Published monthly. - 44 - CgaiE.ut£ii De§.lg.n [Computer Design Publishing Co.: 119 Russell St., Littleton, MA 01460] Though a few useful articles are presented in this magazine on recent software developments, the orientation is toward hardware architecture issues and not business applications. Free subscriptions for engineers and those who manage engineers. Published monthly. Q.QJ[ILC.uLe.llW.fiLLcL [C. W. Communications Inc.: P.O. Box 880, 375 Cochituate Rd., Framingham, MA 01701] This periodical, organized in a large newspaper format, is usually about 100 pages long. Many articles provide discussions of financial trends in the computer industry, while some discuss business applications. CQ.mE.ufc.e.llwQ.lll.d includes many advertisements, including coupons for requesting specific information from vendors. It typically contains a software advertising section, often features special sections on software, and usually lists new product announcements. Published weekly. Da.LSL Mani.g.£j!ng.at [Data Processing Management Association: 505 Busse Highway, Park Ridge, IL 60068] This magazine is business- and computer-oriented with a concentration on data management and processing. Most computer articles and advertisements are on software. Published monthly. Datamation [Technical Publishing Company: 875 Third Avenue, New York, NY 10022] This magazine has a business orientation and provides extensive information on all aspects of computing. User surveys of software
publication has an academic orientation and each edition has a particular theme. Only about one in five issues includes an article on computerization, although one entire issue was devoted to computerization with at least 60% of that issue's articles being on computers. No advertisements for either hardware or software are included. Articles are of medium depth. Published quarterly. Journal ofl Sys tems Management [Association for Systems Management: 2458? Bagley Road, Cleveland, OH 44138] This journal is designed for managers. All articles are on computers. Articles are of medium depth and include such titles as "The V-Curve: A Road Map For Avoiding People Problems in Systems Changes" and "The Main-Frame Computer: A Glimpse Into the Future." Published monthly. Management Accounting [National Association of Accountants: 919 Third Ave., New York, NY 10022] Computer advertisements are mostly for software (primarily accounting and financial packages). Only about one in five issues contains articles on computers, but one edition was a computer special and approximately 50% of its articles were on computing. The depth of these articles is from medium to high. Published monthly. Management Revi.ew [American Management Associations: ARACOM Division, P.O. Box 319, Saranac Lake, NY 12983] One in twelve issues includes an article on computing, and these articles are not directed toward the issues or audience addressed in this document. Articles are often very general. Published monthly. Management Science [Institute of Management Sciences: 146 Westminster St., Providence, RI 02903] This periodical is highly quantitative and academic. There are few advertisements. It is not recommended as a source for software package information. Published monthly. - 48 - MaJli- g.ecient T oday [Management Publishing LTD.: 76 Dean Street, London, W1A 1BU] Management Today is a British magazine. One in five issues includes an article on computers. Articles are of medium to high depth. Published monthly. ^ilLchandising. [Gralla Publications: 1515 Broadway, New York, NY 10036] This magazine has a large, glossy-newspaper format. While every issue has at least one article on computers, the orientation is not toward software packages, but on computer industry marketing information. Advertisements are also marketing-oriented. Published monthly. Mic.L2.9-9.1l£!iti.!lSL [P.O. Box 9 97, Farmingdale, NY 1 1737] All the articles in this magazine relate to microcomputers. Some articles address business concerns. An example article is "Meet the Monthly Billing Deadline," by Sam Davis. Monthly sections include descriptions of new products and software ratings. Most advertisements focus on hardware; however, scane relate to software. Published monthly. Mini-Micro Systems [Cahners Publishing Company, Inc.: 270 Saint Paul Street, Denver, CO 80206] All articles in this magazine deal with computers. Articles are technically detailed and are rarely geared to business concerns. Articles do include comparisons, but the major emphasis is on hardware rather than software. This magazine provides articles directly related to a Government audience. Free subscriptions for qualified individuals. Published monthly. Modern Office PL£Q.e.du.Lg.s [Penton-IPC: Pent on Plaza, 111 Chester Ave., Cleveland, OH 44114] Approximately three articles per issue are on word processing. Occasionally, there are other articles on some type of computing. The articles concentrate on procedures rather than on types of software. The advertisements in this magazine are more often for hardware than for software. Published monthly. - 49 - The Offi.cg. [Office Publications, Inc.: 1 200 Summer St., Stamford, CT 06904] This periodical is subtitled "Magazine of Management, Equipment, Automation." It contains many articles on office automation, word processing, etc. Articles are of medium depth. More articles are on procedures than on software, but some articles do include comparisons. Advertisements for software products are included. The Office has a business orientation. Published monthly. O utpu t [Technical Publishing: 1301 S. Grove Ave., Harrington, IL 60010] This magazine is subtitled "The Information
Systems Magazine for the General Management User." All of its articles are related in some way to computers and to business. Advertisements are for both software and hardware; however, the overall number of advertisements in these areas is low. Articles do include comparisons, such as in the article "Choosing a Vendor For the Automated Office," by Margaret Coffey. Published monthly. Personal Cgmp.uting, [Hayden Publishing Company, Inc.: 50 Essex St. , Rochelle Park, NJ 07662] Personal Computing describes the uses of personal computers. Most articles are on how to use computers more effectively in the home. Some articles address the use of personal computers for business concerns as "When the Boss Got Into Computing," by Marvin Grosswirth. Articles are of medium depth. Approximately 20% of the advertisements are for software products. Published monthly. Personnel Administrator [American Society for Personnel Administration: 30 Park Dr. , Berea, OH 4401?] Few articles are on computers. All articles are on personnel. Advertisements are for Personnel System software packages. Published monthly. Personnel journal [A. C. Croft, Inc.: P.O. Box 2440, Costa Mesa, CA 9 26 26] One in three issues has an article on computerization. One such article is "A Guide For Building a Human Resource Data System," by Vincent R. Ceriello. Published monthly. - 50 - Personnel Management [Business Publications LTD. : Audit House, Field End Road, Ruislip, Middlesex HA4 9LT] This magazine is a British publication. It includes advertisements for Personnel System Software packages. Most advertisements represent British products. Articles are of medium depth. Published monthly. L! iL^^§.§.i.[l£. [Cahners Publishing Company Inc.: 270 Saint Paul Street, Denver, CO 80206] This periodical is business oriented. It does not include computer advertisements. Every issue has something on computers, but often the depth is low. An example article is "Computers in Purchasing: Part 30," by Robert Porter and Gilbert Trill. Published bi-monthly. Software News [Sentry Database Publishing: 5 Kane Industrial Drive, Hudson, MA 017^91 All the articles in this periodical are concerned with computers; some also discuss business concerns. This periodical is designed like a newspaper. Articles are datelined, and are of medium depth. Sample articles include "Software and the Automated Office," by John A. Murphy and "Productivity Tools Mean Better Code," by Dave Ferris. Published monthly. Tpday ' s OOli-Ce [United Technical Publications, Inc.: 645 Stewart Ave., Garden City, NY 11530] Most articles are on computers in business applications and comparisons are often included in these articles. Advertisements generally relate to office products while some (about H0%) are for computer software. Free to administrative executives and qualified Government offices. Published monthly. - 51 - REFERENCES AUER82 Au.etlbs.cli ComE.Ut§.L lectLnalogy. Rg.E.Q.Ltsi. Appl icati ons Softw are, Auer bach Publishers Inc., 1 982. CAMP83 Campbell, C, "HRMS Features, Functions Fairly Easy to Identify," Software News, March 1 983. DATA83 Dg.t§. Sources, Ziff-Davis Publishing Company, Spring 1983. H0UG82 Houghton, R.C., Sottwate Dg.jLelgEmg.nt lOoIs^jNBS Special Publication 500-88, March 1982. LEAV83 Leavitt, D. , "Multiple Influences Interact in Selection of HRMS: Survey," Soltwarg. News, March 1 983. MURP83 Murphy, J., "Despite Conflicting Claims, Integration is the Key to Effective OA," SgCtwang. News, February 1 983. WELK80 Welke, L., "The Origins of Software," Da tarnation , December 1 980. - 52 - U. S. GOVERNMENT PRINTING OFFICE : 1984 420-997/104 NBS-n4A (REV. 2-8C) US. DEPT. OF COMM. BIBLIOGRAPHIC DATA SHEET fSee instructions) 1 PtIRI IPATinW OR REPORT NO, NBS SP 500-114 2 Performing Orjsn. Report No.
