1. Decision brief
Complete this last. Keep it short enough for a budget owner to understand without attending a demonstration.
State the approval, amount, currency, period and decision date.
Record a recent task, the time it took and where the evidence is stored. Avoid personal or sensitive case details.
List official accounts, business teams, content types and date ranges. Name anything not covered.
Compare keeping the current process, improving it and purchasing a service. Give a reason for the preferred next step.
Name the decision role, evidence still required and a review date.
2. Requirements and evidence
For each requirement, record the proof requested and an owner. A vendor statement is not the same as your own verified result.
Which accounts, content types and metadata matter? What is unsupported?
What must reviewers receive, in which format and with which context?
Who may search, export and administer? Where will data be held? Which internal policy applies?
Record setup effort, ongoing administration, export/exit arrangements and any migration uncertainty.
3. Pilot and decision gates
Agree what would justify buying before the trial begins.
Choose measurable tasks, a sample set and acceptance owners.
List critical gaps that cannot be offset by a low price or attractive dashboard.
Name each unresolved risk, the person responsible and the due date.
Record proceed, extend evaluation or stop, with evidence references.
Cost comparison
Use one currency and the same scope for both options. Time released is capacity, not cash savings unless your finance team confirms a budget reduction. All inputs start blank.
Annual current effort = monthly hours × hourly cost × 12. Proposed first year = ongoing effort + annual service + setup. This excludes unentered costs and does not price legal or reputational risk.
Use the result
Attach the completed brief, quote and supporting evaluation evidence to your internal approval process. Ask finance to review the assumptions before treating capacity as a financial benefit.
This is an original planning aid, not legal advice, a retention authority or a certification. Apply your own records, privacy, procurement and security requirements.