System selection should test whether a solution can support the operating model securely and sustainably. Feature demonstrations are only one part of due diligence.
Confirm business requirements
Document critical workflows, users, volumes, jurisdictions, approvals, reporting and regulatory needs. Separate mandatory requirements from preferences.
Use realistic scenarios during demonstrations rather than generic vendor scripts.
Assess security and access
Review authentication, role-based access, encryption, logging, backups, incident response and data-location requirements. Confirm how administrators and vendor personnel access information.
Request independent assurance where risk justifies it.
Test integration and data ownership
Identify required interfaces, available APIs, update frequency, error handling and integration costs. Confirm data export formats and ownership at contract end.
Plan migration, cleansing, validation and historical-data retention.
Evaluate scalability and vendor capability
Review performance limits, product roadmap, support model, implementation partners and financial stability. Speak with comparable customers where possible.
Understand dependency on custom development and specialist resources.
Calculate total cost and exit risk
Include licences, implementation, integration, migration, training, support, upgrades and internal effort. Review renewal terms, price changes, notice and termination assistance.
Select through documented scoring, reference checks and accountable approval.