Acquiring hardware and software

See Also: Selecting Hardware and Software

See Also: Leasing vs Buying

Getting the software

Software can be acquired in 2 ways: custom written or 'off-the-shelf.'

Custom software is written especially for the needs of the purchaser. It is usually special-purpose and not too useful for anyone else but the purchaser. Having custom software written is expensive and slow to produce, but sometimes it is the only way to get what you need, if your needs are unusual.

For example, a genetic research company might need tailor-made software that does not exist. Most modern application software is written in high level languages such as Visual BASIC, Delphi, Java or database languages (e.g. Access, Filemaker, SQL). System software (programs that extend the operating system, such as download managers, screensavers, file managers) are written in lower level languages such as C, C++)

Off-the-shelf software is mass-produced, and designed to be flexible and of use to many different organisations for common purposes. It is cheaper and quicker to buy because it is commercially available. Examples of off-the-shelf software are Excel, Word, Photoshop, Mozilla Firefox, MYOB, Dreamweaver, Music Master, Nero burning software, and utilities like WinZip.

Because off-the-shelf software is not written especially for any single user, any purchaser must carefully evaluate the software's abilities, cost, reliability, extendability, capacity, speed, hardware requirements, operating system requirements, bugs, compatibility with existing equipment, support, ability to be adapted to local conditions (e.g. using local language, keyboard and date formats) and ease of use.

Some software is modular, allowing you to buy a basic application (e.g. a basic accounting package) and add on modules you need (e.g. payroll, tax, inventory management.) This way, you don't have to pay for features you don't need, but have the option of expanding your abilities later if necessary.

Getting the hardware

Custom-built hardware is a rare necessity. Most hardware is standard, compatible, off-the-shelf components. It is cheaper, easy to maintain, and ensures compatibility with equipment in your organisation and your partners and clients.

For example, you would have to be extremely powerful, brave or stupid to invent your own standards to compete with Ethernet!

The system analysis and design phases should have precisely determined what sort of hardware is needed - down to the make and model.

The decision of hardware choice must consider many factors:

• future needs - can the equipment be expanded or added to?
• availability (is it only available overseas?)
• capacity (e.g. is the hard disk big enough to hold all your data? Is it fast enough?)
• reliability - can it be depended on?
• cost - initial cost, running costs, upgrade costs, repair costs, training costs
• compatibility - with your other equipment, and that of your partners and clients
• warranty and support - in case of failure or problems
• ease of use and installation
• compliance with local conditions (e.g. video should be PAL, modems must understand Aussie phone systems, power supplies must be 240V)

Choosing a supplier

After choosing equipment makers, one must choose a supplier or reseller (in other words, once you know what you want to buy, what shop will you choose?)

Again, there are factors to consider:

• reputation for support (e.g. phone support, onsite visits, website help)
• reputation for reliability, honesty, permanence (very important!)
• knowledge of the equipment
• geographic location - can you get to them easily if you need to?
• ability to offer onsite support or repair
• prices

Factors influencing the acquisition of hardware and software