1. EXECUTIVE SUMMARY SAMPLE
Advisors must be more efficient using computer technology for student
scheduling, documentation, and reporting.
• Students schedule, reschedule and cancel appointments
• Automate the documentation of advised student records
• Automatic advisor schedules, workload reports and graphics
General Requirements Summarized
Student Advisor Reports System Nice
Wt Rk Sc Wt Rk Sc Wt Rk Sc Wt Rk Sc Wt Rk Sc Totals
Vendor 1 10 9 90 10 8 80 8 7 56 8 7 56 5 5 25 307
Vendor 2 10 9 90 10 9 90 8 8 64 8 8 64 5 4 20 328
Three Year Cost Projection
FY11 FY12 FY13
Vendor 1 $12,000 $1,000 $1,000
Vendor 2 $11,040 $840 $840
Recommended Solution
We believe Vendor 2 meets our long-term needs and budget.

2. SCOPE AND RQMTS SAMPLE
Scope
With budget constraints, limited resources, and the need to reduce work
loads, advisors and staff must use their time more efficiently. They can
reduce time consuming activities with available software and technology.
This includes student scheduling, documenting visits, and duties related
to student tracking, record transfers, and student advising reports.
High Level Requirements
• Students schedule, reschedule and cancel their appointments
• Reduce no-show appointments with automated student reminders
• Automate the documentation of advised student records
• Advisors have more time to advise students into majors of study
• Maximize staff resources to provide student advising services
• Manage one master calendar efficiently and prevent conflicts
• Capture advisor and student data with available statistics
• Automate advisor schedules, workload reports and graphics

3. VENDOR CRITERIA SAMPLE
Must Have Criteria
0 = Doesn't Meet Criteria
1 = Meets Criteria Vend 1 Vend 2 Vend 3 Vend 4 Vend 5
1. Student Capabilities 1 1 1 1 1
2. Advisor Recording 1 1 1 1 1
3. Reporting Capacities 1 1 0 1 0
4. System Capabilities 1 1 1 0 1
5. System Implementation 1 1 0 1 1
Go or No-Go Ranking Go Go No-Go No-Go No-Go

4. REQUIREMENT DESCRIPTIONS SAMPLE
Student Capabilities
1. General ease of system use for students
2. Students required to “login” to system
3. Web-access to schedule/reschedule, cancel appts
4. Automatic student appt reminders via e-mail
5. Automatic student appt reminders via text msgs
6. Limit one appointment per student per day
7. Schedule student groups (vets, nursing)
8. Schedule students by advisor name

5. WEIGHTED REQUIREMENT SCHEME SAMPLE
Max Max
Requirement Weight Ranking Score
Rqmt A 10 10 100
Rqmt B 9 9 81
Rqmt C 8 8 64
Rqmt D 7 7 49
Rqmt E 6 6 36
Rqmt F 5 5 25
Rqmt G 4 4 16
Rqmt H 3 3 9 (Nice-to-Have)
Rqmt I 2 2 4 (Nice-to-Have)
Rqmt J 1 1 1 (Nice-to-Have)

6. VENDOR RANKING SAMPLE
Vendor 1
Max Max
Advisor Recording Weight Ranking Score
a. Enter student visit notes 10 10 100
b. Attendance (show/no-show) 9 5 45
c. Search by student name 10 9 90
d. Track unscheduled visits 8 8 64
e. Appts - office, phone, emails 7 5 35
f. Advisor notification check-in 8 3 24
g. Purge/transfer records 7 6 42
Weighted Sub-Totals 507 400
Total Percent 100% 79%

7. COST BENEFIT ANALYSIS SAMPLE
Requirements Vendor 1 Vendor 2
1. Onetime software cost 5,000 4,200
2. Yearly maintenance cost 1,000 840
3. Initial service package cost
4. Yearly service package cost
5. Server requirements 2,000 2,000
6. Computer requirements 3,000 3,000
7. System training cost 1,000 1,000
Totals $12,000 $11,040