I am often faced with the challenge of deciding what features to implement, when to implement them and even what features and requests simply are not feasible within current IT structures. In doing this I am often amazed at the abundance of assumptions that only custom software will meet satisfy the need.  

While all businesses are unique to some extent, the various functions and goals generally follow at least a semi-standard structure for what has to be done. We could all argue that because our businesses do things differently, we need a custom solution. In some cases I believe this creates a pattern of customization that carries through all areas of business, making not only systems but day to day business more complicated than actually necessary. By thinking that no one else does what you do, you in essence create a custom business. With limited resources and reduced budgets, this is not always the most efficient method of operation. All businesses change and evolve and that still does not mean that a custom system is the only option.

Before deciding on building a solution in house, I recommend considering the following: 

• Analyze Current Behavior – Why do you believe only a custom solution will meet your needs, why do you perform operational tasks in the manner you do, why is it necessary to maintain these methods and what would happen if things changed?

• Strategic Company Direction – Knowing up front as much as possible is always helpful in creating software. If your organization is looking to embark on new markets, new technologies, abandon existing lines or what ever the direction, the structures necessary to support these changes is useful and relevant to consider up front when looking to build versus buy. The expected rate of change and types of business changes that are planned in the future should also be considered. 

• The Total Cost - Developing software is complex and costly. You must consider all costs involved from a labor and equipment standpoint. This not only includes the actual development, but the planning, designing, testing, releasing, support, training, documentation and ongoing maintenance. Think too of the cost of custom building a project versus purchasing a prepared solution and spending that development time on a different project.
  

• Resource Availability – Even if you have come to the absolute conclusion you must build a solution in-house, you need to consider the availability of resources. If you have limited resources, which most of us do, does it make sense for them to spend time on this project versus other projects?

• Skill Level – Do you have the skills to properly develop and maintain the system in house? Keep in mind the required skills to support and implement the project will only become more demanding and complex as the business inevitably works to enhance the system.

• Project Portfolio – When deciding if you should custom develop something, be sure and look at all the software requests you have and perform business case and cost benefit analysis on what should be selected. I have other blog posts on portfolio management that may assist with this activity.

• Maintainability – Even if you have the resources and skills in house, you must consider the long term requirements, infrastructure and costs necessary to maintain a solution.

• Scalability - An organization that is quick to customize can create an unwieldy system in short order. Without knowing all the possible future needs up front when the system is being designed, before you know it you can have a system and structure that is not capable of supporting the ongoing list of customizations.

Sometimes an off the shelf solution can institute best practices and standards. The challenge with this is that businesses that are already assuming they need a custom solution often don’t follow standards and have unknowingly created undue complexity throughout their organization. Packaged solutions will also likely reduce implementation time, improve quality and reduce ongoing maintenance costs. However, it will most likely require more time in process discussions and training.

Even if you decide a custom solution is the right direction and are able to convince your organization or user group an off the shelf solution will suffice, old habits may die hard. Be aware that this group may jump to the conclusion that the off the shelf solution be customized or extended because it doesn’t meet 100% of their needs.

Overall I believe if you have to change a product so significantly to work for you, you are either not using the right product or approaching things in the right business manner. I’m certainly not saying that off the shelf software is always the answer, because that isn’t always the case. My whole career has been spent on creating custom software applications, so I understand the value and decision points that should be made to determine the best course. Just like any technology or business selection, you must undergo due diligence to make sure the selected path is well supported and the best direction for your organization today and well into the future.