PSA-requirements-scoresheet.xlsx

	A	B	C	D	E	F	G	H
1			PSA requirements scoresheet
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3	How to use: (1) Set the priority of every criterion in column D BEFORE any demo (dropdown). (2) Score each vendor 1-5 in columns F-H (dropdown). (3) Weighted totals, category breakdown and must-have gaps calculate automatically below the list. Edit only yellow cells.
4	Legend: yellow fill = your inputs (blue text = editable defaults / examples). Weights: Must-have = 3, Important = 2, Nice-to-have = 1. Row 8 shows example scores - overwrite them. A vendor scoring 1-2 on any Must-have should exit regardless of total.
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6	Scoring: 5 = shown live, exceeds need · 4 = shown live, meets need · 3 = exists, workaround needed · 2 = roadmap only · 1 = absent
7	#	Category	Criterion	Priority	Weight	Vendor A	Vendor B	Vendor C

8	1	Resource planning	Single demand vs. capacity view across all projects (example scores in this row - overwrite)	Must-have	3	4	3	5
9	2	Resource planning	Utilization tracking, billable and non-billable, per person and team	Must-have	3
10	3	Resource planning	Hard block or visible warning on overallocation	Must-have	3
11	4	Resource planning	What-if forecasting for unclosed pipeline work	Important	2
12	5	Resource planning	Find available people by skill or role	Important	2
13	6	Project delivery	Work breakdown structure with real hierarchy, not a flat list	Must-have	3
14	7	Project delivery	Project templates for repeatable engagement types	Important	2
15	8	Project delivery	Task dependencies, including across projects	Important	2
16	9	Project delivery	Milestones tied to billing or approval events	Important	2
17	10	Project delivery	Intake or request forms so new work enters through one door	Important	2
18	11	Time and expense	Both start/stop timers and weekly timesheet entry	Must-have	3
19	12	Time and expense	Billable vs. non-billable classification at entry	Must-have	3
20	13	Time and expense	Time approval workflow before hours reach an invoice	Must-have	3
21	14	Time and expense	Mobile time entry	Important	2
22	15	Time and expense	Expense capture incl. mileage and subcontractor costs	Important	2
23	16	Financials and billing	Budget vs. actuals visible in real time	Must-have	3
24	17	Financials and billing	Separate cost rates and bill rates, margin per project	Must-have	3
25	18	Financials and billing	T&M, fixed fee, and retainer billing in the same system	Must-have	3
26	19	Financials and billing	Invoice generation from approved time, no re-keying	Must-have	3
27	20	Reporting and portfolio	Role-based dashboards (executive vs. PM vs. finance)	Important	2
28	21	Reporting and portfolio	Portfolio view across all active projects with status and health	Must-have	3
29	22	Reporting and portfolio	Client-facing reports without analyst effort	Important	2
30	23	Reporting and portfolio	BI connectivity (Power BI or equivalent)	Important	2
31	24	Technical and security	Current SOC 2 (or equivalent) attestation	Must-have	3
32	25	Technical and security	Data residency options (e.g., Canada or US hosting)	Must-have	3
33	26	Technical and security	Single sign-on via Entra ID or SAML	Must-have	3
34	27	Technical and security	Granular permissions for contractors and clients	Must-have	3
35	28	Technical and security	Documented API	Important	2
36	29	Technical and security	Published uptime SLA	Important	2
37	30	Technical and security	Full data export rights on exit, usable format	Must-have	3
38	31	Integrations	Two-way accounting sync (QuickBooks / Xero), native not CSV	Must-have	3
39	32	Integrations	CRM deal-to-project automation (HubSpot / Salesforce)	Important	2
40	33	Integrations	Calendar and email sync	Nice-to-have	1
41	34	Integrations	Jira coexistence for development teams	Nice-to-have	1
42	35	Integrations	Payroll export from approved timesheets	Nice-to-have	1
43	36	Integrations	File storage sync (SharePoint / Google Drive)	Nice-to-have	1
44	37	Cost and licensing	Transparent per-user pricing, in writing before demo	Must-have	3
45	38	Cost and licensing	License tiers matching real usage (full vs. collaborator/guest)	Must-have	3
46	39	Cost and licensing	Implementation and onboarding cost quoted upfront	Must-have	3
47	40	Cost and licensing	No forced modules	Important	2
48	41	Cost and licensing	Contract flexibility (seat changes at renewal)	Important	2
49	42	Adoption and vendor	Structured onboarding / professional services	Must-have	3
50	43	Adoption and vendor	Support SLA with named channel and response time	Must-have	3
51	44	Adoption and vendor	Reusable training resources for new hires	Important	2
52	45	Adoption and vendor	Client / guest portal for external stakeholders	Important	2
53	46	Adoption and vendor	Mobile app for field teams	Nice-to-have	1
54	47	Adoption and vendor	Roadmap transparency	Nice-to-have	1
55	48	Adoption and vendor	Reference customers in our vertical and size range	Important	2
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57			RESULTS
58			Weighted total			12	9	15
59			Maximum possible			565	565	565
60			Score			2%	2%	3%
61			Must-have gaps (scored 1-2)			0	0	0
62			Verdict			Advances	Advances	Advances
63			Unscored criteria			47	47	47
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65			Score by category
66			Resource planning			18%	14%	23%
67			Project delivery			0%	0%	0%
68			Time and expense			0%	0%	0%
69			Financials and billing			0%	0%	0%
70			Reporting and portfolio			0%	0%	0%
71			Technical and security			0%	0%	0%
72			Integrations			0%	0%	0%
73			Cost and licensing			0%	0%	0%
74			Adoption and vendor			0%	0%	0%
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