The Basics about Computer Consultants

When considering the use of out-of-house computer professionals, many questions come to mind.  In an attempt to help reduce some of this confusion, we would like to share some of the questions we commonly are asked. We also look at topics we consider when we turn to consultants for assistance.

While each of these questions could be discussed at great length, the information presented here can be an excellent starting point for dealing with these important issues.

Q: How much should I expect to be charged?

A: Pricing can vary greatly and typically range from $40/Hour to $175/Hour. Most consultants charge rates that are in the middle area of this range. Discounts often apply for long-term projects or higher fees may be charged for high-end specialists. In addition, large projects may also include additional charges for project-specific computer equipment and software tools.  Travel time and expenses are usually considered billable.

Q: Why is there such a wide range of costs for computer consultants?

A: Many factors influence computer consultant rates. These include:

• Experience
• Skill level
• Education
• Consultant's organization and associated 
  overhead
• Areas of specialization
• Self-perception of the consultant
• Business sense of the consultant
• Market factors

Q: Most of the consultants I talk with "sound" like they know what they are doing. How do I select which consultant or firm to use?

A: Computer jargon can make many non-experts and pseudo-experts sound knowledgeable. However, to provide efficient and effective assistance to businesses, computer consultants MUST also be able to communicate well with clients of all backgrounds. Many projects fail due to poor communications, so look for consultants that you can understand and that understands you.

Q: Why should I even consider a computer consultant instead of just hiring a computer expert?

A: In some cases, hiring staff as employees is the best choice. However, consultants can often make the best choice when:

• Very specialized skills are needed and are difficult to find in affordable employees.
• The expense of hiring a new employee can be up to an additional 40% of the employee's annual salary.
• The consultant has resources that employees typically do not have available.
• Employees are often pulled from projects to help in other areas, making it difficult to complete projects efficiently.
• The project has a known life-span and layoffs are undesirable.

In addition, the cost of training, supporting, paying taxes and benefits for a new employee can be up to an additional 60% of the employees annual salary. When these often hidden costs are considered, consultants are often cost-effective too.

Q: If I am developing a new and custom product, do I retain all rights to the product or does the consultant?

A: This is a sticky point that is often forgotten until the project is completed. While different interpretations exist about the law on this topic, it is best to specify, in writing, the assignment of rights at the start of the project. Some consultants may give discounts if they can retain or share rights while others may have absolutely no interest in the rights.

Q: What are the best ways to locate competent computer consultants?

A: Do your homework just as you would for any important position within your company. Check with business associates and local associations such as the Chamber of Commerce.

Once you've contacted candidate consultants for your project, then call references, look at work examples and study capabilities. Most work examples will be outstanding. Therefore, focus on the problem-solving and development strategies involved in the creation of these examples.  Also make sure you and your staff are comfortable with the consultant - you all may be working together for quite awhile!

Q: Once I choose a computer consultant for my project, can I just turn the project over to the consultant and forget it until it is finished?

A: While you can do this, it is not suggested. Computer projects typically involve automating a business task or developing a product for your business.  Your expertise (or your employees') about your business can speed many development issues and provide quick resolution to any problems that may occur.

Q: Why would in-house technical staff resist help from knowledgeable computer consultants?

A: There are almost infinite reasons - some of which are important and others which are counter- productive. Several of the most common reasons are:

• Lack of confidence in the consultant's ability, skills, experience or integrity.
• Previous bad experience with consultants.
• Concern that the use of out-of-house experts would make it appear that the in-house staff is not capable or is inefficient.
• Office politics.
• Resentment that funds spent on consultants is not spent on the in-house staff.
• Frustration that the consultant was selected without the input or approval of the in-house staff.

Q: Why are there so many tales of custom computer projects that went way over budget?

A: Just like many non-computer projects, the reasons can vary. However, some of the most common causes are:

• Lack of understanding by some or all parties about the amount of work involved (before and/or during the project).
• Unrealistically low project bids that were the result of miscalculations or attempts to "just get the work."
• Poorly defined project specifications or constantly changing specifications.
• Failure of management to ensure that non-project employees are responsive to the needs of the project development staff.

Q: If a consultant knows a computer language, then shouldn't they know how to "program" (develop systems) in that language?

A: Not necessarily. If you could speak English and French, would that qualify you to write car repair manuals in both languages?  Languages and auto repair (or programming) are different.

REMEMBER: A computer language is a tool - a means for implementing a designed process.

"Programming" is a word that is commonly used to refer to total system development. The use of a language to implement the system is only a part of the total development. All parts of the system development cycle are critical to project success - not just the language.

Q: What is "technical project management" and why is it stressed by some computer consultants and not by others?

A: Technical project management is much like the management required of any business project but with extra requirements. A technical project must stay "on-track" with both technical and business issues and schedules. In addition, the business and technical sides of the project must be continually synchronized with each other.

Even the best computer programmers are not always experienced in project communications, total system design, scheduling, task assignments, developmental testing, and productive interaction with end-users.

Just as a carpenter may be good at many tasks, that does not automatically make them the best person to arrange construction loans, install plumbing and electrical outlets or to landscape the yard. A contractor assembles the necessary skilled individuals and schedules them appropriately.

Technical project management is most often stressed by consultants with business and management experience to complement their technical experience. Such business and management experience can prove very important to keeping the project running smoothly.