Decision: [Which workflow needs a tool?] • Owner: [ ] • Review date: [ ]
Pass/fail prerequisites
Check these before comparing convenience or price:
- Approved for the data and account being used.
- Access controls match who should see the inputs and results.
- Required source access and export are available on the proposed plan.
- The team can inspect, correct, and retain the output.
- Total spending can be bounded and monitored.
- A person can maintain the resulting workflow or code.
Compare two candidates on the same task
Task and representative inputs: [ ]
Expected useful output: [ ]
Difficult input: [missing data, conflict, error, or edge case]
| Criterion | Candidate A evidence | Candidate B evidence |
|---|---|---|
| Correctness and completeness | [ ] | [ ] |
| Source traceability | [ ] | [ ] |
| Handling of uncertainty | [ ] | [ ] |
| Total preparation + review effort | [ ] | [ ] |
| Team fit and accessibility | [ ] | [ ] |
| Export and portability | [ ] | [ ] |
| Cost under expected and heavy use | [ ] | [ ] |
| Failure recovery and support | [ ] | [ ] |
If numeric scores help, use a documented 1–5 rubric and task-specific weights. Do not let a weighted total override a failed prerequisite. Record evidence, not just a score.
Cost model
Monthly cost = seats + estimated usage + integration/hosting + review labor + maintenance allocation. State assumptions and avoid false precision.
Decision
Choose [tool / existing workflow / further test] because [evidence]. Revisit when [usage, cost, feature, or access condition changes]. Keep an export of the pilot artifacts and the official documentation links checked on [date].