{"id":2104,"date":"2023-08-10T17:42:55","date_gmt":"2023-08-10T17:42:55","guid":{"rendered":"https:\/\/encorsa.ro\/cum-decid-ce-tip-de-aplicatie-software-sa-achizitionez\/"},"modified":"2025-01-13T15:17:12","modified_gmt":"2025-01-13T15:17:12","slug":"how-to-decide-what-type-of-software-application-to-purchase","status":"publish","type":"post","link":"https:\/\/encorsa.ro\/en\/how-to-decide-what-type-of-software-application-to-purchase\/","title":{"rendered":"How to decide what type of software application to purchase?"},"content":{"rendered":"<p>When purchasing a software application, we are faced with deciding between several options. Should we buy an off-the-shelf software application, also known as COTS (Commercial Off-The-Shelf)? Should we contact a software development company to build the application from scratch exactly as we want it? Or should we opt for a BPMS platform on which we can configure the desired application? Such a decision is not easy at all, as each option has its advantages and disadvantages, and the optimal choice can only be made after evaluating several parameters.<\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p>Let&#8217;s analyze the three options together and see how they compare.<\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-503 size-full\" src=\"https:\/\/encorsa.ro\/wp-content\/uploads\/2023\/08\/77.webp\" alt=\"\" width=\"947\" height=\"1024\" srcset=\"https:\/\/encorsa.ro\/wp-content\/uploads\/2023\/08\/77.webp 947w, https:\/\/encorsa.ro\/wp-content\/uploads\/2023\/08\/77-277x300.webp 277w, https:\/\/encorsa.ro\/wp-content\/uploads\/2023\/08\/77-768x830.webp 768w, https:\/\/encorsa.ro\/wp-content\/uploads\/2023\/08\/77-410x443.webp 410w\" sizes=\"auto, (max-width: 947px) 100vw, 947px\" \/><\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<h3>1. OFF-THE-SHELF SOFTWARE APPLICATION<\/h3>\n<p>The first option that comes to mind is an &#8220;off-the-shelf&#8221; software application, and it is often the selected choice. A highly diverse market of ready-made software applications covers almost any organizational need, from ERP to CRM and from WMS to BI. This type of application includes various settings that allow the activation and deactivation of different functionalities or modules, and various customizations based on the client&#8217;s specifics. Different providers use a wide range of technologies, and the interfaces and functionalities are highly varied.<\/p>\n<p>&nbsp;<\/p>\n<h4>Advantages of an off-the-shelf application:<\/h4>\n<p>&nbsp;<\/p>\n<ul>\n<li>Best price compared to a custom application or BPM (because the application is sold in series);<\/li>\n<\/ul>\n<ul>\n<li><span class=\"TextRun SCXW26538048 BCX0\" lang=\"EN-GB\" xml:lang=\"EN-GB\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW26538048 BCX0\">Delivery time is <\/span><span class=\"NormalTextRun SCXW26538048 BCX0\">very short<\/span><span class=\"NormalTextRun SCXW26538048 BCX0\"> since the application is already developed;<\/span><\/span><span class=\"EOP SCXW26538048 BCX0\" data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<ul>\n<li><span class=\"TextRun SCXW183804210 BCX0\" lang=\"EN-GB\" xml:lang=\"EN-GB\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW183804210 BCX0\">Technical support is good both in terms of price and availability because it is offered to <\/span><span class=\"NormalTextRun AdvancedProofingIssueV2Themed SCXW183804210 BCX0\">a large number of<\/span><span class=\"NormalTextRun SCXW183804210 BCX0\"> clients and can <\/span><span class=\"NormalTextRun SCXW183804210 BCX0\">therefore<\/span><span class=\"NormalTextRun SCXW183804210 BCX0\"> be <\/span><span class=\"NormalTextRun SCXW183804210 BCX0\">optimized<\/span><span class=\"NormalTextRun SCXW183804210 BCX0\">;<\/span><\/span><span class=\"EOP SCXW183804210 BCX0\" data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<ul>\n<li><span class=\"TextRun SCXW53008193 BCX0\" lang=\"EN-GB\" xml:lang=\"EN-GB\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW53008193 BCX0\">The application is <\/span><span class=\"NormalTextRun SCXW53008193 BCX0\">generally stable<\/span><span class=\"NormalTextRun SCXW53008193 BCX0\">, with few defects, and receives <\/span><span class=\"NormalTextRun SCXW53008193 BCX0\">relatively frequent<\/span><span class=\"NormalTextRun SCXW53008193 BCX0\"> updates;<\/span><\/span><span class=\"EOP SCXW53008193 BCX0\" data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<ul>\n<li><span class=\"TextRun SCXW254360287 BCX0\" lang=\"EN-GB\" xml:lang=\"EN-GB\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW254360287 BCX0\">Includes best practices from various industries, report templates, and standard functionalities in line with legislation (where applicable).<\/span><\/span><span class=\"EOP SCXW254360287 BCX0\" data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<h4><span class=\"TextRun SCXW17342282 BCX0\" lang=\"EN-GB\" xml:lang=\"EN-GB\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW17342282 BCX0\">Disadvantages of an off-the-shelf application:<\/span><\/span><span class=\"EOP SCXW17342282 BCX0\" data-ccp-props=\"{}\">\u00a0<\/span><\/h4>\n<p>&nbsp;<\/p>\n<ul>\n<li><span class=\"TextRun SCXW20008786 BCX0\" lang=\"EN-GB\" xml:lang=\"EN-GB\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW20008786 BCX0\">The possibilities to adapt to the client&#8217;s specific needs are limited;<\/span><\/span><span class=\"EOP SCXW20008786 BCX0\" data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<ul>\n<li><span class=\"TextRun SCXW3664487 BCX0\" lang=\"EN-GB\" xml:lang=\"EN-GB\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW3664487 BCX0\">Custom functionalities cannot be developed unless requested by multiple clients;<\/span><\/span><span class=\"EOP SCXW3664487 BCX0\" data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<ul>\n<li><span class=\"TextRun SCXW33366259 BCX0\" lang=\"EN-GB\" xml:lang=\"EN-GB\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW33366259 BCX0\">You cannot differentiate yourself from your competitors if you use the same application with the same functionalities and performance;<\/span><\/span><span class=\"EOP SCXW33366259 BCX0\" data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<ul>\n<li><span class=\"TextRun SCXW74674617 BCX0\" lang=\"EN-GB\" xml:lang=\"EN-GB\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW74674617 BCX0\">The possibilities for interconnecting with other applications or systems are <\/span><span class=\"NormalTextRun SCXW74674617 BCX0\">generally limited<\/span><span class=\"NormalTextRun SCXW74674617 BCX0\">;<\/span><\/span><span class=\"EOP SCXW74674617 BCX0\" data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<ul>\n<li><span class=\"TextRun SCXW54563325 BCX0\" lang=\"EN-GB\" xml:lang=\"EN-GB\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW54563325 BCX0\">Updates are usually paid for through a subscription, and opting out of them is not a solution because, in the long term, you may be left with an outdated application that the provider will no longer support;<\/span><\/span><span class=\"EOP SCXW54563325 BCX0\" data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<ul>\n<li>Dependence on the provider \u2013 changing the provider can only be done by giving up the application. Moreover, data is usually stored in a very particular way at the application level and is difficult to extract and import into another application.<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<h3>2. CUSTOM SOFTWARE APPLICATION<\/h3>\n<p>&nbsp;<\/p>\n<p>A custom software application is an option that comes to mind when: &#8220;What we need is so specific that it can&#8217;t be found anywhere ready-made.&#8221; Moreover, sometimes managers say, &#8220;And if we are going to make the effort to build this application, we want it to be ours and not end up with anyone else,&#8221; even if it means paying extra. We will see that a BPMS platform can also meet these requirements, but such an option is newer and much less known.<\/p>\n<p>&nbsp;<\/p>\n<h4>Advantages of a custom software application:<\/h4>\n<p>&nbsp;<\/p>\n<ul>\n<li><span class=\"TextRun SCXW253169450 BCX0\" lang=\"EN-GB\" xml:lang=\"EN-GB\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW253169450 BCX0\">Provides excellent flexibility to meet the client&#8217;s needs both in terms of graphical interface and functionalities;<\/span><\/span><span class=\"EOP SCXW253169450 BCX0\" data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<ul>\n<li><span class=\"TextRun SCXW219074905 BCX0\" lang=\"EN-GB\" xml:lang=\"EN-GB\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW219074905 BCX0\">Selection possibility \u2013 there are many companies (both domestically and abroad) that offer custom software development services using various technologies;<\/span><\/span><span class=\"EOP SCXW219074905 BCX0\" data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<ul>\n<li><span class=\"TextRun SCXW242371819 BCX0\" lang=\"EN-GB\" xml:lang=\"EN-GB\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW242371819 BCX0\">Offers the possibility to own the intellectual property rights to the application so that another company cannot use it.<\/span><\/span><span class=\"EOP SCXW242371819 BCX0\" data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<h4><span class=\"TextRun SCXW17473598 BCX0\" lang=\"EN-GB\" xml:lang=\"EN-GB\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW17473598 BCX0\">Disadvantages of a custom software application:<\/span><\/span><span class=\"EOP SCXW17473598 BCX0\" data-ccp-props=\"{}\">\u00a0<\/span><\/h4>\n<p>&nbsp;<\/p>\n<ul>\n<li><span class=\"TextRun SCXW251293453 BCX0\" lang=\"EN-GB\" xml:lang=\"EN-GB\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW251293453 BCX0\">It is the most expensive solution compared to an off-the-shelf application or a BPM;<\/span><\/span><span class=\"EOP SCXW251293453 BCX0\" data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<ul>\n<li>Development time is generally long, and most projects of this type experience delays and cost overruns compared to the initial plan;<\/li>\n<\/ul>\n<ul>\n<li>Requires excellent collaboration between the client and provider throughout the project to correctly identify requirements and implement them as expected (because once created, changes are not easy to make);<\/li>\n<\/ul>\n<ul>\n<li>Maintenance is expensive and time-consuming \u2013 due to the particular way the application was developed, as well as the disbanding of the development team and incomplete documentation at the code level (a situation encountered in most cases);<\/li>\n<\/ul>\n<ul>\n<li><span class=\"TextRun SCXW9655278 BCX0\" lang=\"EN-GB\" xml:lang=\"EN-GB\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW9655278 BCX0\">Modifications or adding new functionalities are challenging to make, so the development time is extended, often with incomplete testing, leading to operational deficiencies; for all these reasons, the cost of changes is high;<\/span><\/span><span class=\"EOP SCXW9655278 BCX0\" data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ul>\n<ul>\n<li>The possibilities for interconnection with other applications or systems are limited to the initial design;<\/li>\n<\/ul>\n<ul>\n<li>Dependence on the provider \u2013 even if the client owns the source code, in the case of a complex application (with hundreds of thousands of lines of code), transferring maintenance or new developments to another company is complicated and implicitly becomes very costly.<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<h3>3. BPM PLATFORM<\/h3>\n<p>&nbsp;<\/p>\n<p>The BPM platform, a newer and less known option, is a digital transformation solution that allows businesses to model, implement, execute, monitor, and optimize their processes. It offers an interesting mix between an off-the-shelf application and a custom application. Specifically, the platform includes a user portal, a database, and a graphical interface that uses BPM principles to construct application functionalities without writing code. Once the platform is installed, any number of workflows can be implemented on it. These workflows can be modified quickly, often without the need for provider intervention. The application is dynamically built based on the configurations made, and changes can be published in the user portal in real time.<\/p>\n<p>&nbsp;<\/p>\n<h4>Advantages of a BPM platform:<\/h4>\n<p>&nbsp;<\/p>\n<ul>\n<li>Offers the highest level of flexibility and agility compared to an off-the-shelf application or a custom application because it allows for easy initial modeling and re-modeling of processes;<\/li>\n<\/ul>\n<ul>\n<li>Allows for gradual and agile implementation of business processes, sometimes even by the client, with minimal involvement from the provider;<\/li>\n<\/ul>\n<ul>\n<li>Enables quick and easy interconnection of data from various processes as well as integrations with other applications and systems at the database level or via API;<\/li>\n<\/ul>\n<ul>\n<li>Processes are generally visual and easy to understand for good inter-departmental communication versus the &#8220;hard-coded&#8221; method used by custom or off-the-shelf applications;<\/li>\n<\/ul>\n<ul>\n<li>It offers the possibility to own intellectual property rights over the concept of processes so that another company cannot use them.<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<h4>Disadvantages of a BPM platform:<\/h4>\n<p>&nbsp;<\/p>\n<ul>\n<li>Has a medium price both for acquisition and maintenance \u2013 higher than an off-the-shelf application but lower than a custom application;<\/li>\n<\/ul>\n<ul>\n<li>Implementation time is medium \u2013 shorter than a custom application but longer than an off-the-shelf application;<\/li>\n<\/ul>\n<ul>\n<li>Dependence on the platform \u2013 processes are configured at the BPM platform level and depend on it. Migration from one platform to another is generally easier than in the case of applications created from scratch or off-the-shelf, but it can still pose challenges;<\/li>\n<\/ul>\n<ul>\n<li>The graphical interface and functional capabilities are generally more limiting than in the case of a custom application, but this can also lead to higher adoption of such an application.<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p><strong>Conclusion<\/strong><\/p>\n<p>&nbsp;<\/p>\n<p>Depending on the company&#8217;s maturity, business strategy, and available budget, the optimal choice may be an off-the-shelf application, a BPM platform, or a custom application. In the infographic below, we have summarized the options for a synthetic understanding of the phenomenon and for faster decision-making. Whatever decision you make, don&#8217;t forget that it\u2019s essential to remain consistent with your business strategy!<\/p>\n","protected":false},"excerpt":{"rendered":"<p>When purchasing a software application, we are faced with deciding between several options. Should we buy an off-the-shelf software application, also known as COTS (Commercial Off-The-Shelf)? Should we contact a software development company to build the application from scratch exactly as we want it? Or should we opt for a BPMS platform on which we [&hellip;]<\/p>\n","protected":false},"author":13,"featured_media":1823,"parent":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"articol-tip2.php","format":"standard","meta":{"footnotes":""},"categories":[131],"tags":[407,145,410,402,358,399,404,401,409,403,400,398,405,406,408,140],"class_list":["post-2104","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-articles","tag-application-development","tag-automatizare-procese-en","tag-bpm-advantages-and-disadvantages","tag-bpm-platform","tag-business-process-management","tag-choose-software","tag-crm-software","tag-custom-software-development","tag-enterprise-software","tag-erp-software","tag-off-the-shelf-software","tag-software-application-purchase","tag-software-comparison","tag-software-selection-guide","tag-software-solutions","tag-transformare-digitala-en"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v21.5 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to decide what type of software application to purchase? 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