## Custom software decision worksheet

Digital Kreativa editorial team. Published 14 November 2026.

Use this worksheet with business, finance, operations, and technical owners. Duplicate the option record for every shortlisted approach. Write unknown rather than guessing; assign an owner to resolve it. Do not include confidential records or credentials.

## Problem and decision boundaries

- Project or workflow: Complete here.
- Decision owner and reviewers: Complete here.
- Current process, users, exceptions, and workarounds: Complete here.
- Observed problem and supporting evidence: Complete here.
- Desired outcome and how it will be observed: Complete here.
- First-release scope and exclusions: Complete here.
- Hard gates and the owner who approves each: Complete here.
- Planning horizon and usage assumptions shared across options: Complete here.

## Option record

- Option name and route: Buy, configure, build, or combine.
- Component boundaries and authoritative data source: Complete here.
- Essential workflow scenario tested: Complete here.
- Test data and environment, excluding sensitive information: Complete here.
- Observed result and evidence location: Complete here.
- Requirement status: Demonstrated, documented only, failed, or unknown.
- Exceptions, unavailable integrations, and manual work remaining: Complete here.
- Security practices, vulnerability response, and update responsibilities: Complete here.
- Contractual data requirements and review owner: Complete here.

## Lifecycle cost record

Record a value, its source, and whether it is quoted, estimated, or unknown for each item. Use the same currency, tax treatment, planning horizon, and usage assumptions for every option.

- Discovery, implementation, and configuration: Complete here.
- Migration, integration, testing, and training: Complete here.
- Subscription or licence fees and usage charges: Complete here.
- Hosting, monitoring, backup, maintenance, and security updates: Complete here.
- Internal staff effort and manual workarounds: Complete here.
- Future changes and recurring support: Complete here.
- Exit, export, transition assistance, and termination: Complete here.
- Scenario that could change the preferred option: Complete here.
- Unknown costs, responsible owner, and evidence needed: Complete here.

## Operations and exit

- Named operational owner and support route: Complete here.
- Access reviews, updates, backups, and incident responsibilities: Complete here.
- Export format and sample export result: Complete here.
- Intellectual property and licence terms requiring confirmation: Complete here.
- Source files, documentation, account access, and handover test: Complete here.
- Skills or provider dependencies and mitigation: Complete here.

## Decision record

- Preferred option and reasons: Complete here.
- Rejected options and reasons: Complete here.
- Unresolved hard gates: Complete here.
- Accepted risks and accountable approver: Complete here.
- Next bounded evaluation and acceptance test: Complete here.
- Evidence that would stop or change the decision: Complete here.
- Review trigger and next decision owner: Complete here.

## Reference guidance

- [NIST Secure Software Development Framework](https://csrc.nist.gov/pubs/sp/800/218/final)
- [UK government guidance on managing technical lock-in](https://www.gov.uk/guidance/managing-technical-lock-in-in-the-cloud)