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Proposal Evaluation Sheet

For IT software project proposals

What will it take to get your IT project proposal approved by the executive board? With many other competing projects from within the business all vying for limited funds – how do you stand out from the crowd?

Here are 55 points to consider from the ‘executive board point of view’:

Ref

Proposal Evaluation Sheet

Yes

No

Don’t know

 

 

 

 

 

 

Compliance

 

 

 

1

Does the proposal comply with your organisation’s project proposal process / framework / standards? If not it will not be considered!

 

 

 

2

Does it include all information and details which your organisation requires in an IT project proposal?

 

 

 

3

Can you confirm - there are no project proposal disqualifying errors?

 

 

 

4

Does the project support the strategic priorities for the organisation?

 

 

 

 

 

 

 

 

 

Evaluation score

 

 

 

5

Does the project proposal score well against the evaluation criteria?

 

 

 

6

Is there an adequate business case for the project? and documented results available?

 

 

 

7

Is the business case based on the full cost of the system (say over 5 years)?

 

 

 

8

Does the project achieve a minimum NPV (net present value) at a specified discount rate? eg $50000 at 12% discount rate in 5 years

 

 

 

9

Does the project achieve a minimum ROI (return on investment)? eg 60% after 5 years

 

 

 

10

Does the project achieve a minimum IRR (internal rate of return)? eg 20%

 

 

 

11

Does the project achieve a payback within a certain period? eg payback in less than 4 years

 

 

 

12

Are there clear and compelling reasons why the executive board should approve your project?

 

 

 

13

Are the benefits (both tangible and intangible) accruing from the project realistic and clearly measurable?

 

 

 

14

Do the benefits provide real value to the organisation?

 

 

 

15

Is this a superior solution for the identified business needs, especially when compared with alternative solutions?

 

 

 

16

Is this a cost effective solution to resolve the business problem?

 

 

 

17

Are there advantage(s) for this project compared to other business projects (if you know of their details)?

 

 

 

 

 

 

 

 

 

Project details

 

 

 

18

Is the project reasonable in terms of what is to be accomplished?

 

 

 

19

Is it intended for the solution to rely on commercial packaged software with minimal tailoring?

 

 

 

20

Is the proposed system implementation planned to be modular?

 

 

 

21

Has the proposed system / technical solution complexity been evaluated?

 

 

 

22

Will the proposed solution work?

 

 

 

23

Are the time scales acceptable and realistic?

 

 

 

24

Are the project costs accurate, realistic and acceptable?

 

 

 

25

Are the costs within budget (if a budget has been set or is being considered)?

 

 

 

26

Is there a demonstrable understanding of the business problem(s) to be resolved?

 

 

 

27

Is an acceptable business methodology being used for the project?

 

 

 

28

Does the proposal recognise the potential problems and issues to be overcome and clearly state ways to resolve them?

 

 

 

29

Has a project manager been appointed with the relevant qualifications, skills and experience?

 

 

 

30

Are there sufficient internal resources (staff) with the experience and skills already available for the project?

 

 

 

31

Are the project tasks, responsibilities clearly defined and understood?

 

 

 

32

Are there clear plans for obtaining more staff for the project – should they be needed?

 

 

 

33

Does the proposal state how project and deliverable quality will be achieved and how quality will be measured?

 

 

 

34

Are the project explanations and assumptions realistic / acceptable?

 

 

 

35

Is the proposed project acceptable to the individual executive board members?

 

 

 

 

 

 

 

 

 

Project risks

 

 

 

36

Are all the key project risks identified and their management / mitigation detailed?

 

 

 

37

Are the project risks acceptable?

 

 

 

38

Can you confirm that this project is not linked or dependent on another project?

 

 

 

39

Have the project manager and sponsor managed a project of this complexity and size before?

 

 

 

40

Are both the project sponsor and project manager able to make decisions and take action to deal with any problems?

 

 

 

41

Is there a documented escalation path?

 

 

 

42

Is there formal project monitoring and reporting of progress?

 

 

 

 

 

 

 

 

 

Review

 

 

 

43

Have you checked for anything missing from the proposal?

 

 

 

44

Have you resolved any inaccuracies or inconsistencies within the proposal?

 

 

 

45

Have you checked for anything which should not be there? eg duplicated, inappropriate, or redundant details, which should be removed to improve the proposal

 

 

 

46

Have all the benefits been fully identified and estimated?

 

 

 

47

Have you checked for any obvious errors such as incorrect spellings, data not adding up and incorrect calculations?

 

 

 

48

Has the project proposal been reviewed by people not involved in preparing it?

 

 

 

49

Was any guidance or criteria provided to the reviewers?

 

 

 

50

Has the project proposal been reviewed and accepted by the stakeholders / users?

 

 

 

51

Are the stakeholders / users in support of the project?

 

 

 

52

Has the project proposal been formally evaluated and approved by the project sponsor?

 

 

 

 

 

 

 

 

 

Proposal presentation / editing

 

 

 

53

Is the proposal document is easy to read, understand, navigate?

 

 

 

54

Does it have useful graphics / illustrations and look professional?

 

 

 

55

Is the written style consistent throughout the proposal? especially if more than one author has contributed

 

 

 

Use the proposal evaluation sheet above, or download a FREE copy (MS Excel, 46 KB) below or from the download page.

Download a FREE copy of the Proposal Evaluation Sheet - click here

Extend or amend the proposal evaluation sheet as you require. Consider all the tough questions which could be asked (either of the proposal or directly to you) and then work out really good answers. Then create a list of actions required to achieve each item. Use these to guide your review process, prior to presenting your proposal to the executive board.

 

For more IT project proposal information visit: Why change your present system?  / Project scope checklist / IT project proposal / Proposal format / Basic roi calculation / Return on investment calculator / Maximising project ROI / Project budget / Hidden costs of acquiring software / Project budget template / Software selection acronyms

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