CI SOFTWARE SANITY CHECK KNOW WHAT TECHNOLOGIES ARE RIGHT FOR YOU RAOUL FARCOT, Cipher Systems In todays increasingly complex competitive environment, software applications are essential in successful competitive intelligence (CI) organizations. Various technologies support the search, analysis, and dissemination of strategic research details. And relational databases often store the information gathered for its future use. Weve come a long way from paper-based filing systems and bulging rolodexes. A key concern for intelligence professionals is choosing the right tools to meet current needs, while preparing for the future. Unfortunately, all technologies are not created equal. In addition, if you choose the wrong solution for your specific needs, your project is bound to fail. Increase your success rate by understanding the basic software categories before you begin your search for the right application. There are two major software categories available to support CI processes: enterprise solutions and stand-alone software. Each fulfills different organizational needs and poses a unique set of selection criteria. You need to understand which category is right for you and then you can evaluate your options within that category. ENTERPRISE SOLUTIONS Enterprise solutions provide the answer to the problem of too much data spread across multiple departments. They supply a comprehensive solution for CI organizations. Some examples of enterprise CI solutions are: eWincite Intranet Server Knowledge Xchanger Knowledge.Works Strategy! Enterprise Wincite LAN Server Wisdom Builder Enterprise solutions are typically server-based with minimal software required on users machines. They support multiple users, accessing these solutions simultaneously. Through collaborative functions, they typically create and enhance synergy among several user groups. Enterprise solutions often support all phases of the CI process including information acquisition, analysis, and widespread dissemination. An important distinguishing factor of enterprise solutions is their capability to grow with your organization and be extended to multiple divisions, across regions, or even across borders for international organizations. They can often be integrated with your existing software infrastructure on multiple levels. For example, enterprise solutions can leverage data from your CRM application and take advantage of your existing email and messaging systems. Enterprise solutions in the CI space support organizations with a significant amount of data (such as news feeds, web sources, existing repositories) and established processes within a research analysts group overseen by a CI manager. They enable the processes within the dedicated group while supporting the dissemination of the results throughout the entire organization. An effective enterprise solution usually relies on an internal server configuration that allows multiple users to access, search, retrieve and share information across your entire organization. You must have the technical resources necessary to build and support this environment. If you do not, you may consider external hosting, or application service provider (ASP) options. Because CI is not a one-size-fits-all process, most enterprise solutions are not out-of-the-box installations. They require extensive configuration and customization to meet your specific needs. Consequently, they can be rather costly and require time to implement. Overall, enterprise solutions implementation requires significant support from management and technical resources. An extensive amount of time should be spent defining functionality and technical requirements up front to make sure the resulting implementation is a success. STANDALONE SOFTWARE Standalone software meets specific, immediate needs. These technologies give a productivity boost to your CI organization. Selected wisely, these tools may be pieced together over time to form a complete enterprise solution. Standalone software tools are usually client-based. They may require the installation of the main software directly on each users machine. These tools are typically focused on one or two specific CI functions. They enhance the productivity of individual research analysts or business professionals, rather than whole groups. Most CI tools in this category are considered unstructured information management technology geared to support the day-to-day production of competitive intelligence. Standalone software tools in the CI space often fall into one of the following categories. This is in direct contrast to enterprise solutions that are 44 Competitive Intelligence Magazine out of the box typically comprised of all or many of these functions, in addition to document or content management features and workflow support. Search and retrieval (Copernic Agent, BullsEye) Web monitoring (Botbox, C4U) Text/data mining (BrandPulse, TextAnalyst, QL2 Software) Graphical analysis/text visualization (Anacubis, Brimstone Intelligence) Text categorization (Temis - Insight Discoverer tm Clusterer, ClearForest) Report production (Crystal Reports, Ciphers Report Wizard) Standalone software tools have a much smaller impact on the organizations budget and technical resources. Designed primarily for individual or small group use, you often do not have to get buy-in from upper management or rely heavily on internal technical resources. Time to implementation is much less than for enterprise solutions. However, there are still some important organizational considerations. Although you may purchase individual software tools in a piecemeal fashion, you cannot do so blindly. Make sure that the tools you select are in compliance with your organizations IT standards (such as operating systems, security requirements, and download procedures). Consider future growth and focus on tools that embrace open standards and easy integration, especially those that offer a migration path to a total enterprise solution. Now that you know the categories, define the selection criteria. ENTERPRISE SOLUTIONS SELECTION CRITERIA Select an enterprise solution if you have a large organization to support and have access to the technical resources necessary to implement a complex solution. You should also gain management support and spend a good amount of time defining and validating your system requirements prior to selecting a solution. Consider the following details when evaluating your enterprise solution options: Technical requirements: storage/server client requirements connectivity security Content management requirements: selected websites and web information sources specialized trade information databases existing legacy databases fee-based news databases Collaboration and sharing requirements: Ability to capture information from field representatives who are in contact with key customers or other key groups in the financial marketplace. Ability to capture information from internal and external experts (research analysts, executives/ managers) who have an extensive network of contacts and in-depth knowledge of the industry. Once you have defined these and considered other related business requirements, you will need to look for applications that meet your specific needs. For details on some of the more prevalent CI enterprise solutions consult The Fuld CI Software Report (www.fuld.com). For a more comprehensive listing of selection criteria reference AssessingCompetitive IntelligenceSoftware: A Guideto EvaluatingCI Technology, by France Bouthillier and Kathleen Shearer. STANDALONE SOFTWARE SELECTION CRITERIA Individual software tools are usually less costly and easier to implement than enterprise CI solutions. Most tools also provide you with the possibility of a trial period before you purchase the product, usually not an option with larger enterprise solutions. Select software in this category if you have a relatively small group or organization to support and few core product users. These tools are also a good selection if you have limited resources. The main challenges in selecting standalone software technology: Lots of tools lots of vendors so little time! No comprehensive product surveys available, only partial surveys of the market (e.g., Unstructured Information Management - An Overview of the Enterprise Search, Text Analysis, and Visualization Market published by Infosphere in March 2003 www.infosphere.se). No reliable non-biased organization currently evaluating, ranking and providing recommendations for tools in each functional area. Before beginning your evaluation, determine which technology area is most critical to your day-to-day operations (document management, search and retrieval, text summarization, etc.). Then, select a subset of vendors within that category to review. Sites like knowledgestorm.com and ciseek.com are good places to start. Finally, contact each individual vendor to assess the quality and capability of their particular software offering. Here are a few basic criteria to consider: Do the features and key user benefits meet your user requirements? Do the technical requirements meet your company guidelines? How many years has the vendor been in business?(we recommend at least two) How many customers are actively using the product? Volume 7 Number 2 March-April 2004 45 How many dedicated programmers support the product?(we recommend at least three) What is the fixed and recurrent licensing cost? What are the maintenance requirements of the product (cost and labor)? In the end, you need to select software that not only meets your needs, but that you feel confident will be enhanced and supported for some time to come. Further, the software should have the capability to be integrated into a larger enterprise solution as your organization grows. ENTERPRISE VS. STANDALONE THE FINAL VERDICT When it comes down to it, the category of technologies you pursue will be based on your available resources and specific organizational needs. In any case, the decision is an essential component of the software selection process. It is the only way to properly define the subset of vendors and products that can appropriately satisfy your requirements. Raoul Farcot isvicepresident at Cipher Systems. Heisresponsiblefor managing Cipherstechnology and strategic research projectsfor Cipherscorporateclients. Raoul can bereached at r.farcot@cipher-sys.com or (410) 349-0537.