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Project Management (PM) Software

RFP Screens & Sample Questions

PM Software evaluation, selection, & implementation made easier!





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This unbiased, easily customized RFP Template contains over 2,200 Project Management (PM) software requirements that will enable you to select the PM software solution best for your organization's needs. This in-depth requirements checklist addresses all industry standard PM software criteria plus the parameters needed to ensure flexibility over time. All RFP questions are in clear quantitative format, and extensive capabilities are provided to ensure all vendor PM software responses are obtained in a format that can be quickly compared "Apples-to-Apples", and evaluated very accurately, all based on your organization's actual project management requirements and goals.

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In addition, this RFP comes with a comprehensive set of project management software comparison & evaluation matrices, known collectively as the Evaluation Toolkit. It provides many tools for comparing, evaluating, and analyzing proposed project management software features and all related PM system implementation activities, from all perspectives, i.e., suitability for use, feasibility and supportability, and its financial impact on your organization, to provide you with the information needed to select project management software software that best meets your needs.

Sample RFP questions and screen captures are shown below to illustrate the many features and capabilities of this project management software RFP and the Evaluation Toolkit included with it. These are grouped by functional category for both the RFP and the Evaluation Toolkit. Please select your category of interest below to view detailed information about that category. Easily select project management software solution best suited to your company's needs!
(Please see bottom of page for pricing information.)


  • Detailed PM Software Requirements
  • Full Vendor Response Validation
  • Identify Feature Availability & Delivery Method
  • Assess Risk & Supportability
  • Workflow & Document Management Criteria
  • Enhancement Cost Tracking
  • Supporting Documents Provided

  • "Side-by-Side" Feature Comparison
  • User-Defined Weighted Scoring
  • Evaluate the Supportability of Proposed Software
  • Bar Chart Comparisons
  • Detailed Response Ratio Analysis
  • Scorecard Comparison
  • Financial Impact Analysis
  •     EXTREMELY EASY TO CUSTOMIZE! Use basic Excel commands to quickly tailor the RFP to communicate your unique project management system needs. Nothing to learn.
        PROVEN MS EXCEL TECHNOLOGY. Everybody already knows Excel. Save time & effort across the board!
        No installation, no learning curve. Do not make a vendor learn a new system just to respond to your RFP!
        USEFUL DURING ALL PHASES OF SOFTWARE SELECTION.The above capabilities enable this RFP and Evaluation tools to be used in many ways that save time
        and money, and help achieve better results, during a all phases of a project management software selection and implementation project.

          A Detailed & Comprehensive List of:

    Project Management (PM) System Features

          Pre-defined project management RFP criteria ensure no important business requirements or software features "slip through the cracks".  All are in a quantitative format that guarantees vendor responses will be meaningful, consistent, and easy to compare. All questions are professionally prepared by application specialists to address BOTH the STANDARD features and EXCEPTION CASE software functions required.

          Identify BOTH PM Software Features Availability and Deliverability

          Unlike other RFPs that try (and fail) to gather useful solutions data about complex project management system features, RFP Masters are not constrained to the use of summary-level "Yes" or "No" answers. This RFP Master uses a Feature Support Matrix (FSM) that identify BOTH feature AVAILABILITY and DELIVERY Method. This RFP Master function is useful during both the project management software selection AND the system implementation phases of large projects because it enables effective Earned Value Management through detailed cross-referencing of usable software functionality and vendor invoicing.

          Determine the Risk & Supportability of Proposed

    PM Software Solutions

          Unlike other RFPs, an RFP Master can illustrate potential support problems (and risk) inherent in vendor software proposals. The Feature Support Matrix (FSM) used in each RFP Master categorizes the inherent risk posed for each criteria, and uses that information to calculate the SUPPORTABILITY INDEX for each vendor RFP response. For example, a feature delivered "out of the box" FULLY SUPPORTED is less risky than one delivered through custom programming, even if the programming is free. This RFP Master function is useful during both the software selection AND the implementation phases of a large project management system because it enables effective Earned Value Management through detailed cross-referencing of usable software functionality and vendor invoicing.

          Color-Coded, "Apples-to-Apples" Comparison of Proposed Systems

    PM Software Comparison

          These comparison matrices automatically change vendor response cell background color to GREEN, YELLOW, or RED, to reflect how favorable each response is to your needs! Compared to the tedious task of reviewing hundreds of mono-color Yes/No answers, these colored responses allow problem areas to be spotted more easily, and risk assessment is made much more accurate. All required response comparison matrices are included and ready-to-use! Quickly and easily compare project management software system proposals side-by-side, feature by feature, in detailed comparisons you control! Keep your project on-schedule and under-budget.

          Workflow Topics Included.

          The ability of the proposed software to successfully integrate with existng business process workflows, or implement new workflows, is critical to a achieving the high productivity increases and ROI expected of the new PM system. This RFP Master examines all pertinent Workflow features in detail.

          Vendor Response Input Validation.

          Vendors must answer each RFP question by choosing from a pre-defined list of possible responses. See below for an example of this drop-down list. This forces all vendors to respond to each project management (PM) software question in a consistent, standard manner. Eliminates the days of time typically wasted trying to compare the inconsistent or incomplete vendor responses obtained by using traditional, non-quantitative RFP questions! Ensures vendor proposals are easy to compare and evaluate!


          Evaluation Ratios

    Use an extensive set of ratio calculations to compare project management (PM) vendor proposals quickly and efficiently.



          These comprehensive and CUSTOMIZABLE Weighted Grade Point Scoring functions are used to determine how well MATCHED a vendor project management (PM) proposal is to your specific prioritized build-to-order requirements


          Weighted Grade Score Graph

    Compares the Weighted Grade Point Score calculated for each proposed ERP system. This is calculated as follows: The project management vendor response to each RFP question is assigned an unweighted "raw" score. This raw score is then multiplied by the weight factor you entered previously (default = 1) for that project management (PM) software RFP question to calculate the weighted score for each response. All of these individual scores are then totaled for use in this comparison. This score is essentially a measure of how well a build-to-order enterprise resource planning software system fits your business and software needs, prioritized by the weight (importance level) you assigned to each question in the RFP. In essence, this score measures the SUITABILITY of each proposed PM software system to your overall requirements. . NOTE this score measures just software functionality, and does not include any measure of vendor background, expertise, support, or programming ability.


          Feature Delivery Method Comparison:

    An analysis of how each PM vendor is proposing to deliver the system feature/function contained in their project management proposal. The graph below shows the percentage that is Fully Supported "out-of-the-box", the percentage to be done via Report Writer, a Configuration Parameter, or Third-Party add-in, versus the percentage to be done via Custom Coding (Scripting / Programming). This information is very useful in terms of identifying RISK, since a Fully Supported (and tested) PM feature presents far less risk than that same project management system feature done as a "custom programming" task. Also, see the Supportability Index, which sums up these detail risk factors.


          ERP Supportability Index Graph:

    The Supportability Index is a forecast of how much build-to-order enterprise resource planning software support and maintenance may be required to keep each proposed software system running at full potential over it's lifetime. This score is determined by how much custom coding is required to implement the proposed project management (PM) software, and which business processes depend on the customized software.


          Overall Comparison Graph:

    This graph compares both the Weighted Grade (Suitability) Score, Supportability Index, and the Vendor Capabilities Profile side-by-side for easy reference. It is important to see how much custom coding is in a proposed PM system that also has a high Weighted Score, along with the Vendor Profile. The more custom code, the higher the risk posed by that project management system. Therefore, the more custom coding, the more expertise and capabilities a vendor should have.


          Vendor Profile Score Graph:

    The backgrounds, expertise, capabilities, and certifications of each vendor is obtained in the Vendor Global Issues section of the project management RFP. The PM vendor responses to this section are totaled separately from the software functionality topics, and this data is used to calculate the "Vendor Profile Score". The higher the score, the more CAPABILITIES a vendor is probably going to be.


          Cost Savings Analysis:

    Calculates and illustrates Yearly Savings, Payback Period, Return on Investment (ROI), Internal Rate of Return (IRR), and other decision making ratios pertinent to a software/platform selection project.

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