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 for your proposal evaluation check sheet: Compliance • Does the proposal comply with your organisation’s project proposal process / framework / standards? • Does it include all information and details which your organisation requires in an IT project proposal? • Can you confirm - there are no project proposal disqualifying errors? • Does the project support the strategic priorities for the organisation? Evaluation score • Does the project proposal score well against the evaluation criteria? • Is there an adequate business case for the project? and documented results available? • Is the business case based on the full cost of the system (say over 5 years)? • Does the project achieve a minimum NPV (net present value) at a specified discount rate? • Does the project achieve a minimum ROI (return on investment)? eg 60% after 5 years • Does the project achieve a minimum IRR (internal rate of return)? eg 20% • Does the project achieve a payback within a certain period? eg payback in less than 4 years • Are there clear and compelling reasons why the executive board should approve your project? • Are the benefits (both tangible and intangible) accruing from the project, realistic and clearly measurable? • Do the benefits provide real value to the organisation? • Is this a superior solution for the identified business needs, especially when compared with alternative solutions? • Is this a cost effective solution to resolve the business problem? • Are there advantage(s) for this project compared to other business projects? Project details • Is the project reasonable in terms of what is to be accomplished? • Is it intended for the solution to rely on commercial packaged software with minimal tailoring? • Is the proposed system implementation planned to be modular? • Has the proposed system / technical solution complexity been evaluated? • Will the proposed solution work? • Are the time scales acceptable and realistic? • Are the project costs accurate, realistic and acceptable? • Are the costs within budget (if a budget has been set or is being considered)? • Is there a demonstrable understanding of the business problem(s) to be resolved? • Is an acceptable business methodology being used for the project? • Does the proposal recognise the potential problems and issues to be overcome and clearly state ways to resolve them? • Has a project manager been appointed with the relevant qualifications, skills and experience? • Are there sufficient internal resources (staff) with the experience and skills already available for the project? • Are the project tasks, responsibilities clearly defined and understood? • Are there clear plans for obtaining more staff for the project – should they be needed? • Does the proposal state how project and deliverable quality will be achieved and how quality will be measured? • Are the project explanations and assumptions realistic / acceptable? • Is the proposed project acceptable to the individual executive board members? Project risks • Are all the key project risks identified and their management / mitigation detailed? • Are the project risks acceptable? • Can you confirm that this project is not linked or dependent on another project? • Have the project manager and sponsor managed a project of this complexity and size before? • Can both the project sponsor and project manager make decisions and take action to deal with problems? • Is there a documented escalation path? • Is there formal project monitoring and reporting of progress? Review • Have you checked for anything missing from the proposal? • Have you resolved any inaccuracies or inconsistencies within the proposal? • Have you checked for anything which should not be there? eg duplicated, or redundant details, which should be removed to improve the proposal • Have all the benefits been fully identified and estimated? • Have you checked for any obvious errors such as incorrect spellings, data not adding up and incorrect calculations? • Has the project proposal been reviewed by people not involved in preparing it? • Was any guidance or criteria provided to the reviewers? • Has the project proposal been reviewed and accepted by the stakeholders / users? • Are the stakeholders / users in support of the project? • Has the project proposal been formally evaluated and approved by the project sponsor? Proposal presentation / editing • Is the proposal document is easy to read, understand, and navigate? • Does it have useful graphics / illustrations and look professional? • Is the written style consistent throughout the proposal? especially if more than one author has contributed For more IT project proposal information visit: Reasons for changing software / Project scope checklist / IT project proposal / Proposal format / Basic ROI calculation / ROI calculator and tips for maximising systems project ROI / Hidden costs of acquiring software / Project budget template and tips for improving IT software budgets / Proposal evaluation sheet