Build the comparison around one decision
Begin with the operational problem, the affected roles and a measurable outcome. Record the current baseline, target, owner and decision deadline. A product list is not a comparison until every option is tested against the same requirements.
Use six weighted fields
- Quebec applicability: current official status, French experience and exact product version.
- Workflow fit: steps removed or added, exceptions, human review and downtime.
- Integration: systems, fields, direction, timing, error handling and ownership.
- Governance: purpose, consent, hosting, subprocessors, retention, deletion and audit.
- Implementation: migration, configuration, training, acceptance, support and internal effort.
- Economics and exit: three-year cost, renewal, export, transition help and termination.
Score evidence separately from fit
A well-documented product can still be a poor fit. A promising product can still have weak evidence. Use one score for operational fit and another for evidence confidence. Do not award points to an integration or status that has not been matched to the proposed version and contract.
Keep a defensible decision record
Retain the short list, requirements matrix, source links, unanswered questions, risk owners and reason for the final choice. That record is more useful than a feature spreadsheet.
