Do I Really Need This?
Software Advice for PC-ers

By Mark Siegenfeld

It is amazing how often PC software companies create new versions of our favorite programs. As a result, we are often faced with some pretty difficult decisions: which upgrades to purchase and which to ignore? However, if we ask the right questions first, we can make the best decisions for ourselves or those we support.

Do I Need This?
This question should always be the first one you ask. Begin by examining your procedures and tasks. Are you encountering any shortcomings in your software that keep you from achieving your goals or completing tasks efficiently? If so, find out if a new version of the software you use addresses those problems. For instance, the new version may correct a "bug" found in a previous version, or it may add new features which streamline workflow.

If this is the case, an upgrade may be your best choice. Remember though, any upgrade will bring new features, so be prepared to allow some time for yourself and others to adjust. It is also possible that the "fixes" in the latest version the software may introduce new problems. You will need to be on the look-out for these kinds of problems, and be sure to have technical support numbers handy (see http://www.microsoft.com/ and click on "support" for help with Windows and other Microsoft software issues).

Is the Upgrade Compatible?
Another problem which may be fixed by purchasing a new version of a program includes compatibility with other pieces of software or file types. If your clients or coworkers are all utilizing, for example, Office 2000 to do database work, your Office 97 version of Access will not be able to read the new file type. On the other hand, if you are planning to upgrade ahead of those people with whom you share files, you could cause more problems than you solve. At the very least, get in the habit of labeling your files with the software version number they are created in (e.g., database.Office98.doc). The bottom line: always be aware of the "downstream" consequences of upgrading and prepare accordingly.

Can My Hardware Run It?
Make sure the computers on which you plan to use your new software are powerful enough. Follow the recommended or optimum system requirements, not the minimum. The minimum system requirements are rarely sufficient to run the program at an acceptable speed, especially when running several programs simultaneously. If you find that your computer systems are not up to scratch, you may wish to wait to upgrade your hardware, because new systems often come pre-loaded with the latest versions of software. Be sure, however, that the computer manufacturer provides all pre-loaded software on a CD, as well. You never know when you might need to reinstall a program. If the manufacturer does not include a CD for each pre-loaded program, you might want to spring for one.

Can I Afford It?
Finally, once you've determined the need for a software upgrade and ensured that the computer systems will play nicely with the new software, it is time to look into your budget to see if you can afford the purchase. Make sure to check availability and latest prices through the UC Davis Site License Coordinator's Web site (http://slc.ucdavis.edu/) and through Software Spectrum. (The UC site can be reached at http://www.softwarespectrum.com/. To receive the login and password, please email itslc@ucdavis.edu.) They will usually provide you with the best deals on software, since the University receives educational discounts on most of the products currently in common use on campus.

Now You're Ready
Armed with all the answers you need, you can now make your software purchases without that cloud of doubt hanging over your head. Now if you could just figure out how to handle training. . . . That's a topic ripe for a future "Do I Really Need This?" article. We'll keep you posted.