Knowledge, Experience and Expertise are key success factors in the execution and delivery of  all phases of successful software projects. How projects are staffed, with both internal organizational resources and external project resources, is the single largest or primary determinant  of project success and project failure. 

 

Subject Matter Experts (SMEs) provide significant value on COTS (Commercial Off-the-Shelf) projects. Their deep knowledge and expertise in the relevant domain can help ensure that COTS products are used effectively and efficiently.

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SMEs are integral to COTS projects because they ensure that the product is chosen, implemented, and used in the most effective way possible. They help avoid pitfalls, ensure that the product aligns with business needs, and provide expert guidance throughout the lifecycle of the project. Their contributions help ensure the success of COTS implementation and lead to better outcomes for the organization.

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​Internal SME's:

• Are employees.

• Internal organizational subject matter experts in the functional business area of the enterprise software solution being implemented e.g. Procurement, Inventory Mgmt., Manufacturing, Receivables, Human Resources, Payroll, CRM, SCM, ERP..

• Have a detailed knowledge and understanding of an organization’s existing business processes, activities and processes/workflows achieved through a number of years of hands-on/front-line functional experience.

• Are key and critical resources in the Requirements, Solution Design and Testing phases of system implementation projects. 

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External SME's:

• Are external Implementation Consultants/ System Integration Partners and Solution Architects.

• SME = ‘Subject’ Matter Expertise and ‘Software’ Matter Expertise.

• Have deep functional and technical knowledge and experience in architecting and executing & delivering optimal business solutions. Acquired through the execution and delivery of many successful customer implementation projects.

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Below are several key benefits SMEs bring to COTS projects:

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1. Effective Product Selection

SMEs can help evaluate and select the most appropriate COTS solution for a given project or organization. They understand the specific needs, requirements, and constraints of the business, enabling them to assess whether a particular product meets those needs without excessive customization. This can save time, reduce costs, and avoid the pitfalls of choosing an unsuitable solution.

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2. Requirement Alignment

SMEs ensure that the COTS product aligns with the business requirements. They help define clear, accurate, and detailed requirements that the COTS solution must meet, ensuring that the product selected will meet the organization's needs without unnecessary modifications or wasted resources.

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3. Customization and Integration Expertise

While COTS products are usually designed for general use, SMEs are essential when there’s a need to customize or integrate them with existing systems. Their expertise allows them to identify areas where customization is needed and how to effectively integrate the COTS product with other business systems, minimizing disruptions and maximizing efficiency.

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4. Risk Mitigation

SMEs can identify potential risks early in the project lifecycle. With their experience, they can foresee common pitfalls, compatibility issues, and integration challenges that could arise, providing solutions before they become significant problems. This proactive approach helps minimize project delays, budget overruns, and technical failures.

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5. Streamlined Implementation and Deployment

SMEs help guide the implementation and deployment of COTS products by providing valuable input on best practices, ensuring that the deployment is smooth and efficient. They can assist in the setup and configuration of the product to match organizational needs, reducing the time and effort required for deployment.

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6. Training and Knowledge Transfer

Once a COTS product is deployed, SMEs are invaluable in training staff to use the system effectively. Their expertise ensures that the end-users understand how to leverage the product fully, which helps in boosting adoption and productivity. SMEs can also assist in the development of training materials and resources tailored to the organization's specific processes.

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7. Troubleshooting and Support

SMEs provide critical support during and after the implementation of COTS products. When issues arise, their deep understanding of the domain can help troubleshoot problems more effectively, leading to faster resolutions. They can also provide guidance on how to resolve unexpected challenges that might not have been anticipated in the planning phase.

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8. Ensuring Long-Term Success

SMEs ensure that the organization continues to benefit from the COTS product in the long term. They can advise on updates, upgrades, and best practices to keep the system current and effective. Their knowledge of industry trends and evolving technology ensures that the COTS solution continues to meet the organization’s needs as they evolve.

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9. Stakeholder Communication

SMEs help bridge the communication gap between technical teams and business stakeholders. They can translate technical jargon into business-friendly language and vice versa, ensuring that everyone involved in the project has a clear understanding of the goals, challenges, and progress. This helps manage expectations and keeps the project on track.

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10. Optimizing ROI

SMEs are instrumental in ensuring that the organization maximizes the return on investment (ROI) from the COTS product. They ensure that the product is being used to its full potential, that any inefficiencies are addressed, and that the system continues to deliver value throughout its lifecycle. Their input can lead to better utilization of t

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A COTS software project SME typically needs a combination of technical expertise, business knowledge, and project management skills. Here are the key areas of experience that are valuable:

1. Software Implementation Experience: Hands-on experience implementing similar COTS solutions, understanding configuration vs. customization tradeoffs.

2. Business Process Knowledge: Deep understanding of the business domain where the COTS software will be deployed.

3. Requirements Analysis: Ability to translate business needs into software requirements and match them to COTS capabilities.

4. Gap Analysis Skills: Experience identifying gaps between COTS functionality and business requirements.

5. Integration Expertise: Knowledge of how to integrate COTS solutions with existing systems.

6. Vendor Management: Experience working with software vendors, managing licenses, and negotiating support agreements.

7. Change Management: Skills in helping organizations transition to new systems and processes.

8. Testing Methodologies: Experience with test planning and execution specific to COTS implementations.

9. Training Development: Ability to create training materials and support end-user adoption.

10. Governance and Compliance: Understanding regulatory requirements relevant to the software domain.

Is there a specific industry or type of COTS software implementation you're interested in? I can provide more targeted information based on your needs.

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JW

Great answer

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Thank you! I'm glad you found the information helpful. If you have any other questions about COTS software implementation, specific aspects of the SME role, or if you'd like to explore any particular area in more depth, feel free to ask. I'm happy to provide more targeted guidance based on your specific project needs.

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he COTS solution and help the organization derive maximum benefits with minimal costs.

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  Please visit:     ​External SME Ecosystems. What are they? Why do they Matter?