How to Evaluate Propane Software & Hardware Options to Support Long-term Tech Decisions

You make choices every day. Some are big, some are small, but no matter the gravity, different aspects are weighed to make informed decisions. Choosing software and hardware to run your business is no small choice, and it requires structured research and deliberation to bring certainty. We’ll go over the common catalysts for change, as well as questions you should consider when it’s time to decide what software and hardware to choose for your business. 

Why Make a Change? 

There could be several reasons someone decides it’s time for new software, but there are some common scenarios: 

• Software is nearing end-of-life, creating a concrete deadline and adding urgency. 
• Aging and underperforming hardware may mean it’s time to consider upgrading that hardware, but also stepping back and taking a look at the entire system, software and hardware. 
• Increasing costs for software or hardware maintenance can bring the return on investment of the software to the forefront and cause a company to reconsider its system. 
• Lack of support and/or development with your current vendor can make it difficult to continue to work efficiently and address evolving industry challenges and opportunities. 

“A lot of times, the thing that drives people to make a change is that the hardware they’re on starts failing or aging out,” said John Coyle, vice president of sales at ADD Systems. “When that happens, it becomes the linchpin moment where they say, ‘If we’re going to replace the hardware anyway, should we be looking at software too?’ That’s often when those conversations really start.” 

Selecting Software 

When businesses decide to shop for new back-office software, they often have limited knowledge of the available options. It may have been 15 years since they looked at software vendors, and that’s a substantial amount of time for things to have changed. Not only could there be completely new players, but the offerings from long-time players can be quite different today than they were 15 years ago. 

Before approaching any vendors, you need to decide what is important. Of course, businesses need to choose software that will handle their daily operations, but they also need to look at how they can increase efficiency. The goal is to find software that enables them to work smarter than before. But how do they assess their practices to make the right software choice? Listing the major pain points is a good way to start, and that comes from talking to the various stakeholders in your company, from the ownership to the frontline personnel. 

“Looking at what the business is made up of, what their pain points are and how they actually use their current system is critical,” said Mark Lotstein, president and founder of ROG Consulting, a firm frequently hired to assist with a new software search. “We call it an in-depth discovery, and a big part of that is looking for all the workarounds they’ve created — everything they’re doing manually or outside of the software — and asking why.” 

While it’s important to identify pain points, it’s also vital to look at the areas you perhaps spend too much time on. Do you have manual practices that could be handled with some automation? Is your team managing operations and reporting manually with external spreadsheets? These honest and detailed discussions will lead to an organized list of requirements and give you a holistic view of what you really need. 

In addition, when choosing new software, businesses need to assess not just their current operations, but also what their plans are for the future. For example, if the strategic plan includes a move into mobile solutions for your tank sets or installations with your service department, or your plan is to diversify into other businesses, the requirements should be included in your list. 

Armed with that list, it’s now time to reach out to potential vendors. You can find them through your associations, trade shows, trade magazines, peer networks and simple internet searches. Share your requirements with them to help you create a shortlist of vendors to engage with in this process. Focus on the vendors that meet at least the majority of the requirements, and set up demonstrations to see the software firsthand. 

“Compare not only features, but look for a culture match,” Coyle said. “Make sure they offer the support you need, invest in [research and development], listen to feedback and have an active user group. It’s also important to check references or visit a current client to make sure things are going well and to be sure the demo reflects real- world experience.” 

Perhaps most importantly, you need to take your time in choosing. 

“You’re making a decision that’s going to run your business for the next 10, 15 or even 20 years, and it’s going to cost a significant amount of money, time and effort,” Lotstein said. “If it takes three months, it takes three months. But we’re going to make sure we don’t have one of those negative epiphany moments during implementation, where you suddenly realize a key functionality doesn’t exist or is much more difficult than you thought. That level of detail matters because it doesn’t do anyone any good to end up with an unhappy customer or retailer.” 

Choosing Your Infrastructure — On-Premises vs. Cloud 

While software offers powerful features that keep your business running smoothly, hardware plays an equally critical role as the backbone behind it all. 

“The software decision defines the hardware requirements,” Coyle said. “How much processing power is needed, how much storage is required and how many users will be accessing it? The software decision really drives the hardware discussion.” 

When choosing hardware to support your software, the decision typically comes down to two options: cloud or on premises. While they both serve your business well if executed correctly, they have significant differences in deployment and maintenance. 

“The main difference between cloud and on premises really comes down to your systems and who’s responsible for them,” said Andy Katsigiannis, director of IT and support at ADD Systems. “With on premises, your servers and infrastructure are typically located at your corporate office. You own the hardware, you maintain it and you’re responsible for uptime, backups, security — everything infrastructure related. With the cloud, that infrastructure is hosted by a provider in a data center. They handle the hardware, redundancy and high availability, while you access your systems over the internet.” 

Like software, it’s important to take your time to choose the right hardware option. Assessing your structure and resources can guide you in making the right choice. 

“There’s no one-size-fits-all when it comes to choosing cloud versus on premises,” Katsigiannis said. “It really depends on how each company operates. Connectivity is a huge factor — how reliable their internet is, how many locations they have. Another big piece is internal IT resources. Do they have staff, whether internal or third party, who can maintain the infrastructure and support it day-to-day? All of those factors tie together when we’re helping a company figure out what’s going to work best for them.” 

Both cloud and on-premises infrastructure have their advantages. One of the cloud’s biggest advantages is flexibility. If your business is growing, you can scale without having to invest in too many expenses up front. With on premises, if you outgrow your hardware, you have to wait for new equipment, schedule downtime and have people install it. But if you’re a business that needs tighter infrastructure control, on premises can be the way to go. Whether it is a feeling of security, having the necessary on-site IT staff or valuing internet-free access to your data, on premises can be the right choice for many. 

“Regardless of which model you choose,” Katsigiannis said, “you still have to think through connectivity and contingency — making sure you have high availability and redundancy built in.” 

When software and hardware come together to support and enhance your business, it creates synergy that makes operations more efficient and unleashes potential for the future. Thoroughly assessing your needs and following an organized approach to your search can make you confident that choices were made not through haste or uncertainty, but by a clear understanding of both your current and future requirements — and a thorough assessment of the potential solutions.