Whenever an Organization chooses a software there are certain keyattributes to keep in mind. It is very important to know the functionalities ofeach software and know their key attributes. When an Organization invests moneyin a software it is really important to know the worth of the software.
The key attributes before choosing a software are as follows:· Pricing· Data Security· Sustainability· User friendliness· Accessibility· Interoperability Pricing- Beforechoosing a software, it is very important to determine the price of thesoftware. It is advisable to carry out cost-benefit analysis. To check out allfeatures are worth the price being paid. It is worthy if we determine costs,calculate benefits, compare alternatives and then report and plan action. Cost estimation is an important tool that can affect theplanning and budgeting of a project. Since there are many number of resourcesfor a project, all of the features of a required project cannot be included inthe final product. A cost estimate done at the beginning of a project will helpdetermine which features can be included within the resource constraints of theproject (e.g.
, time). Requirements can be prioritized to ensure that the mostimportant features are included in the product. The risk of a project isreduced when the most important features are included at the beginning becausethe complexity of a project increases with its size, which means there is moreopportunity for mistakes as development progresses. Thus, cost estimation canhave a big impact on the software life cycle and schedule for a project.Cost estimation can also have an important effect onresource allocation. It is beneficial for a company to allocate betterresources, such as more experienced personnel, to costly projects. Manpowerloading is a term used to measure the number of engineering and managementpersonnel allocated to a project in a given amount of time. Most of time, it isworse for a company if a costly project fails than if a less costly projectfails.
When tools are used for estimation, management and developers can evenexperiment with trading off some resources (or factors) with others whilekeeping the cost of the project constant. Cost estimation has a large impact onproject planning and management. Costestimation should be done throughout the entire life cycle. The first-time costestimation can be done is at the beginning of the project after therequirements have been outlined.
Cost estimation may even be done more thanonce at the beginning of the project. For example, several companies may bid ona contract based on some preliminary or initial requirements, and then once acompany wins the bid, a second round of estimation could be done with morerefined and detailed requirements. Doing cost estimation during the entire lifecycle allows for the refinement of the estimate because there is more dataavailable.
Periodic re-estimation is a way to gauge the progress of the projectand whether deadlines will be able to be met. Effective monitoring and controlof the software costs is required for the verification and improvement of theaccuracy of the estimates. (Computing DCU, 2002)In all the 3 software’s which are selected pricing isthe main feature an Organization checks before purchasing the software, as perthe evaluation Smartsheet is the most expensive software of all the 3 andProworkflow is the reasonable of all the 3 with its features and benefitsprovided in the given cost. DataSecurity-It is very important to secure the data from unauthorized person,destructive forces such as cyberattack and data breach. It is also important toevaluate the software which provides the highest data security. Since there aremany cybercrimes happening nowadays data security is very important.
Backupsshould be available if any data Is erased or lost there should always be abackup which is helpful to further carry out Business. Data security shouldalways be a priority when choosing a software. There are companies whose all confidentialdata is leaked out and given to competitors since no proper data securitymeasure is enabled. Also before purchasing the software it is essential to knowif the software has a 3rd party backup or no, in many organizationsthey have a backup server which is being hosted at a different location. Datasecurity also implies to the file sharing authority how many people have accessto your files, are your files on the cloud server, are the files encrypted.These are some basic questions which comes to mind when data security andbackup of data are considered.
In all the 3-software’s selected, which are cloudbased software (SaaS), there is a good amount of data security and backupprovided. The Business and Enterprise versions of software have more securityoffered than the Individual and Professional version of the software. Proworkflow offers data security with 128-bit encryption withSAS70 type 2 centres. Backups of data are done on regular basis. Asana storescustomer data with Amazon Web Services. Amazon employs a robust securityprogram with multiple certifications, including an SSAE 16 and SOCCertifications. Smartsheetoffers data encryption for stored data with NIST approved Ciphers.
There isalso 3rd party assessment by an external security firm. Sustainability- Over the long term if any modification is required the softwarecan handle them, the software should be able to adapt changes. the capacity of the software to endure. In other words, sustainabilitymeans that the software will continue to be available in the future, onnew platforms, meeting new needs.
Sustainability is a principle that embraces arange of policies, procedures, programs, and attitudes that run the length andbreadth of any use of information technologies. The concept of SustainableComputing considers total cost of ownership, the total impact, and the totalbenefit of technology systems. Only the sustainable software’s run on a longrun, since if any software becomes outdated and not ready to accept changes, itbecomes useless after a certain period of time. Sustainability is a key featurebefore choosing any software. As far as Sustainability is considered Smartsheet and Proworkflow arethe most sustainable software amongst the 3. Asana are not as sustainable asSmartsheet the reason being it is complicated to adapt to the modificationsmade in future as there is good amount of security being enabled in thesoftware.
User-friendliness-Thereare certain things which make a software user friendly such as simple toinstall, this applies to everything from operating systemsto browser plug-ins. Installation is the first point of contact for users, soit had better be a friendly process. Easy to update, as with the installation, an application’s updateprocess should be easy. If updates are complex, users will more than likelyskip the process.
Easy to remove, along with being easy to install and use, a piece of software should beeasy to remove. Without a simple removal process, that software becomes complicated.A complicated software is very difficult to use. As much as developers don’twant their users to remove their software, the removal process might be thelast impression your software makes. Don’t make that impression a negative one.
Effectiveerror handling, when a program comes across an error, it shouldmake the error known, at least to the developers. It’s not the end users’responsibility to report bugs, but giving them the option to report bugs can goa long way toward helping that software improve. When a program runs into anerror and simply bails without warning or recourse, users are left with theireyes bugged out and their hands in the air. At least let users know there was aproblem and what they can do to help solve it — such as sending a bug report tothe developers.
(Tech republic, Blog, 2010)When user-friendliness is consideredSmartsheet and Proworkflow is the easiest to use, as in the software all theinstructions are mentioned at the right places and directions. All the 3software’s have the own Android and iOS applications. In all the 3 softwareapplications there is free customer service provided which enables a user toclarify their doubts when needed. There is also a chat pop-up box which enablesthe user to clarify their doubts online itself. Also before the start of theapplication we have a video tutorial guide which helps us to know more aboutthe software and its features.
They also have provided with a landline numberwhich enables you to call 24/7 if you have any doubts. Accessibility- Whenever we choose a software it isimportant to know its accessibility features, how easily is it accessible. Accessibility involves two key issues: how userswith disabilities access electronic information and how web content designersand developers enable web pages to function with assistive devices used byindividuals with disabilities.For the user with a disability, the challenge is to identify tools thatprovide the most convenient access to web-based and other electronicinformation. For the web content designer/developer, the challenge is to removethe obstacles that prevent accessibility tools from functioning effectively. Inmany cases, these challenges are relatively simple to overcome, but sometimesthe solutions require some additional thought and effort.
All the 3 software’s are highly accessible since they have their owndesktop applications and Android and i0S applications. These software’s arecloud base (SaaS) can be accessed from whichever part in the world withinternet connections. The files can be shared instantly and can be accessibleon desktop/ systems. Interoperability- Interoperability is the ability ofa system or different systems to operate successfully by communicating andexchanging information with other external systems written and run by externalparties. An interoperable system makes it easier to exchange and reuseinformation internally as well as externally.
Communication protocols,interfaces, and data formats are the key considerations for interoperability. Standardizationis also an important aspect to be considered when designing an interoperablesystem.As far as interoperability is considered allthe 3 software’s are interoperable with most other project related software’s.
Today’s business leaders know that when it comes to technology it is veryimportant that all business applications are interconnected to each other forsmooth functioning of our Business-related work. (Microsoft, Library, n. d) Proworkflow: Proworkflow can be integrated to other business-related softwareapplications such as Xero, Quickbooks desktop, MYOB Account right, Kashflow,Box, Zapier, Google Drive, Drop box, One drive and freshbooks. All thesesoftware applications make it easier for an Organization to carry out theirdaily tasks. Asana: Asana can be integrated to other business-related software applicationssuch as Salesforce, Slack, Microsoft Teams, Dropbox, Hipchat, Google drive, Onedrive, One login, Okta and Zapier. Smartsheet: Smartsheet can be integrated to other business-related softwareapplications such as Servicenow, Jira, Evernote, Quip, Dropbox, Google drive,Salesforce, skype for business and Okta.
APA ReferencingPricing of software retrieved 21stFebruary 2002 http://www.computing.dcu.ie/~renaat/ca421/report.html Tech republic, Blog retrieved 15thSeptember 2010https://www.techrepublic.com/blog/10-things/10-things-that-make-software-user-friendly/ Interoperability, Microsoft, Libraryretrieved https://msdn.microsoft.com/en-us/library/ee658094.aspx