Independent evaluation checklist

From ERPEDIA, the independent ERP knowledge base

This independent checklist helps you evaluate ERP vendors objectively, free from sales bias. Use it alongside your SRS and selection criteria. The checklist covers functional requirements, technical fit, vendor assessment, total cost, and implementation readiness. Customize it to your needs.

Contents

1. How to use this checklist

This checklist is a starting point. Follow these steps:

  1. Customize: Add items specific to your industry (see manufacturing, construction, etc.).
  2. Weight: Assign importance (must‑have, nice‑to‑have).
  3. Score: Use during demos, proposal reviews, and reference calls.
  4. Compare: Use a weighted scorecard (see vendor comparison).
Download PDF checklist

2. Functional requirements checklist

Financial management: General ledger, AP/AR, fixed assets, budgeting, multi‑currency, consolidation.
Sales & CRM: Quotations, sales orders, pricing, customer management, commissions.
Procurement: Purchase requisitions, purchase orders, vendor management, RFQs.
Inventory: Multi‑warehouse, lot/serial tracking, cycle counts, reorder points.
Manufacturing (if applicable): BOM, MRP, production orders, shop floor control, quality.
HR & payroll: Employee records, time tracking, payroll, WPS, end‑of‑service.
Project management: Project planning, costing, billing, resource allocation (see project module).
Reporting & BI: Standard reports, dashboards, drill‑down, custom report builder.

3. Technical & architecture checklist

Deployment: Cloud, on‑premise, hybrid? Multi‑tenant or single‑tenant?
Scalability: Can handle future growth (users, transactions)?
Integration: APIs (REST/SOAP), pre‑built connectors, middleware support (see APIs).
Security: Encryption (at rest/in transit), role‑based access, audit trails, compliance (see cybersecurity).
Mobile: Native apps, responsive web, offline capability?
Customization: Configuration vs coding? Impact on upgrades?
Localization: Arabic language (RTL), Hijri calendar, VAT/ZATCA (see localization).

4. Vendor assessment checklist

Financial stability: Revenue, profitability, years in business.
Market presence: Number of customers, market share, industry focus.
Product roadmap: Recent releases, future plans, innovation.
Local presence: Local office, partners, support in your country.
Customer references: At least 3 references in your industry/region.
Partner ecosystem: Quality of implementation partners.

5. Financial & TCO checklist

Software costs: License (perpetual) or subscription (annual/monthly).
Implementation costs: Services, data migration, training, project management.
Hardware / hosting: On‑premise servers or cloud hosting fees.
Ongoing costs: Maintenance, support, upgrades (annual %).
Internal costs: Staff time, lost productivity during implementation.
Hidden costs: Customizations, integrations, data cleansing (see hidden costs).

6. Implementation & support checklist

Methodology: Agile, waterfall, hybrid? (see methodology).
Timeline: Realistic estimate with milestones?
Team: Who will be assigned? Qualifications, experience?
Training: Approach, materials, train‑the‑trainer? (see user training).
Support: SLAs, response times, local support hours.
Post‑go‑live: Hypercare period, ongoing support model (see post‑implementation support).

7. Reference check questions

When speaking with references, ask:

  • How long was the implementation? Was it on time/budget?
  • How responsive is the vendor's support?
  • What unexpected challenges arose?
  • Has the system met your expectations?
  • Would you choose the same vendor again?

8. Downloadable version

Use this interactive checklist or download the PDF version for offline use.

Download PDF checklist

Key Takeaways

  • An independent checklist ensures objective, vendor‑neutral ERP evaluation.
  • Cover functional, technical, vendor, financial, and implementation criteria.
  • Customize based on your SRS and industry.
  • Use weighted scoring to compare vendors.
  • Always check references and validate hidden costs.

How long should the checklist be? Aim for 30‑50 items – enough to be thorough but not overwhelming.

Can I use this checklist for all ERP types? Yes – adapt it for Tier 1, Tier 2, or open source ERPs.

Should I involve multiple stakeholders? Absolutely – finance, operations, IT, and others should contribute.

Continue Reading in ERPEDIA

ERPEDIA is maintained by Professionals Lobby as an independent ERP knowledge initiative focused on reducing ERP implementation risk in the UAE and GCC.
For structured, vendor‑neutral ERP advisory → Speak with an independent ERP advisor.