Fatal bidding errors

Why your IS mapping strategy is already compromised

Calling for tenders to replace your information system (IS) mapping tool may seem like the ideal way to modernize your infrastructure. Yet many companies fall into common pitfalls that compromise their strategy from the outset.

We were recently asked to review a tender for an IS mapping project. On analyzing the document, two elements immediately stood out: dissatisfaction with the current tool and a desire to move to a SaaS solution. However, the company had failed to identify the real problem: it had remained trapped within the limits of modeling, believing that its tool was the sole cause of its difficulties.

The modeling trap

The major mistake we often make is to confuse modeling with operational mapping. Modeling, via frameworks such as TOGAF or Zachman, helps to structure an IS. However, these methodologies are not designed to reveal inconsistencies in the system, those hidden elements which can seriously affect overall performance.

In this context, IS mapping plays a crucial role. More than a simple modeling tool, they need a solution capable of collecting data directly from those who know – often the operational staff. Such a solution would not only model, but also map inconsistencies that often remain invisible with traditional tools.

The importance of mapping inconsistencies

One of the neglected aspects of tenders is capturing inconsistencies within the IS. All too often, companies focus on the technical specifications of a new tool, rather than asking the right questions: How can critical IS information be retrieved, structured and analyzed in real time?

Without a clear vision of inconsistencies and dependencies, it’s impossible to guarantee that the new tool will meet the company’s specific needs. An operational mapping tool enables you to visualize these inconsistencies and better understand the dependencies between systems. This is fundamental to proactive information system management.

Common mistakes when writing invitations to tender

Framing the problem incorrectly

The most common mistake is to badly formulate the problem to be solved. Companies often describe technical specifications without fully understanding the underlying challenges facing their information systems. They look for a tool to replace another, without questioning the very structure of the IS or the company’s new requirements.

Ignoring internal inconsistencies

Another fatal error is to ignore the fact that the IS is a set of interconnected components with intrinsic inconsistencies. These inconsistencies must not only be identified, but also integrated into the mapping process. A high-performance tool not only visualizes the particularities of a system, but also detects and manages inconsistencies, thus ensuring a global and precise vision of the real state of the information system.

Successful tendering: focus on IS needs

To succeed in an IS mapping call for tenders, the company must focus on its real needs:

1. Identify inconsistencies: The IS is never homogeneous. Identifying and representing inconsistencies is crucial to managing them.
2. Highlight needs in real time: The tools chosen must enable data to be visualized and analyzed in real time, while adapting to the constant evolution of the IS.
3. Collaborate with all stakeholders: Involving the various stakeholders, from operational staff to technical managers, ensures that the tool will meet the organization’s overall needs.

The importance of good specifications

One of the key factors in avoiding errors during a call for tenders is the definition of clear, structured specifications. This document is essential because it formalizes not only the technical specifications, but also the functional and organizational objectives of the project.

A well-written specification must cover several aspects:

• Project objectives: It is essential to detail what the company really wants to achieve with the new solution. For example, better management of dependencies or identification of inconsistencies.
• Technical specifications: Including technological constraints, technical environments, and integration requirements with existing systems is crucial.
• IS specifics: It’s important to describe the specifics of the company’s IS, including inconsistencies and dependencies between different systems and applications.
• Critical flows and dependencies: Identify and describe data flows and application dependencies that are important for service continuity.

Without precise specifications, companies run the risk of ending up with an unsuitable solution, unable to meet their real needs. With Carto-SI, you can anticipate these mistakes by drawing up specifications from the outset that take into account all the specificities and inconsistencies of your IS.

Conclusion

An IS mapping tender is not just about choosing a replacement tool. It’s about reassessing the entire IS structure, identifying inconsistencies and ensuring that the new tool will enable optimized management in real time. By avoiding these fatal errors and adopting a more holistic approach, including a good specification, you can ensure the long-term success of your IS strategy.