A defensible software shortlist
This template helps you compare project management software without reducing the decision to a popularity ranking. Copy the criteria into a spreadsheet, replace them with your real requirements and keep the evidence beside every score.
First apply pass-or-fail gates to essential requirements. Then score only the products that remain, using agreed criteria, weights and evidence. A weighted total can support discussion, but it must not overrule a failed essential condition.
Step 1: apply essential gates
| Essential requirement | Evidence required | Option A | Option B | Option C |
|---|---|---|---|---|
| Required workflow can be completed | Observed trial using a representative case | Pass / Fail | Pass / Fail | Pass / Fail |
| Required roles and permissions | Configured demonstration and documentation | Pass / Fail | Pass / Fail | Pass / Fail |
| Essential integration or export | Test result, limits and failure behaviour | Pass / Fail | Pass / Fail | Pass / Fail |
| Security, data or contractual condition | Current provider evidence and acceptable terms | Pass / Fail | Pass / Fail | Pass / Fail |
Step 2: compare weighted criteria
| Criterion | Suggested evidence | Weight | Score 1–5 | Weighted score |
|---|---|---|---|---|
| Workflow fit and usability | Representative user trial | Your value | Your score | Weight × score |
| Administration and configuration | Admin trial and setup estimate | Your value | Your score | Weight × score |
| Reporting and visibility | Real reporting questions tested | Your value | Your score | Weight × score |
| Integrations and data movement | Working test and documented limits | Your value | Your score | Weight × score |
| Security, privacy and access | Due-diligence evidence | Your value | Your score | Weight × score |
| Total cost and commercial terms | Three-year or appropriate cost model | Your value | Your score | Weight × score |
| Implementation and exit | Migration plan, export and contract review | Your value | Your score | Weight × score |
Weighted percentage = sum(weight × score) ÷ sum(weight × maximum score) × 100
Step 3: run the same trial tasks
- Create a representative project from a template or blank state.
- Assign work, change priorities and manage a blocked dependency.
- Invite a guest or restricted user and verify what they can see.
- Produce the status or risk report a stakeholder actually needs.
- Import sample data, export it again and inspect what is lost.
- Test a failed notification, integration or permission assumption.
Record uncertainty beside the score
Distinguish an observed result from a provider claim, documentation statement or assumption. If important evidence is missing, mark it as unknown rather than converting uncertainty into an average score.
See the full Attach Planet comparison methodology.
Software comparison template FAQs
Should I use a weighted software scorecard?
It can help a group compare repeated criteria consistently, provided the weights are agreed before the result is known and essential failures remain visible.
What score should win?
There is no universal winning percentage. Use the score to expose trade-offs and evidence, then decide whether the leading option is acceptable on risk, cost, implementation and must-have requirements.
How many products should I compare?
Compare a manageable shortlist that represents credible alternatives. Too many products can reduce testing depth; too few can hide a materially different approach.
Continue your software decision
Use the next guide that matches the question you still need to answer.
