40-Point Project Management Software Evaluation Checklist
Score PM platforms on search performance at scale, API limits, mobile depth, and cost transparency. Surface hidden upgrade triggers and integration gaps before you sign.
Scoring Framework
Rate each criterion 1 to 5 based on demonstrated capability, not vendor promises. Multiply by weight percentage for total scores. Any criterion scoring 2 or below should trigger serious concerns about the platform's fit for your scale.
Evaluation Criteria
Performance and Scalability
25% weightTests search speed at realistic task counts, bulk operations on large selections, and concurrent user performance. Demand realistic data volumes, not demo perfection.
Sample Questions
- Search for specific text across thousands of tasks; completes quickly with relevant ranking.
- Bulk update a hundred tasks simultaneously; handles failures gracefully with rollback options.
- View Gantt chart with hundreds of tasks and dependencies; loads in a reasonable window on mobile.
- Test concurrent editing across multiple users; shows real-time updates without conflicts or data loss.
- Load a project dashboard with many widgets; renders completely on standard hardware.
Integration and Data Management
20% weightVerifies API rate limits, tests integration failure recovery, and validates complete data export capabilities including attachments and comment history.
Sample Questions
- API handles thousands of requests per hour without throttling or performance degradation.
- Integration failure queue retries automatically with exponential backoff during outages.
- Complete project export includes all comments, attachments, and custom field history.
- Webhooks deliver consistently within a tight window during high-volume periods.
- Data import validation catches and quarantines bad records before corrupting project data.
- Two-way CRM sync maintains accuracy during simultaneous updates from both systems.
Security and Access Control
15% weightTests permission granularity with external clients, validates audit trails, and confirms data recovery capabilities after deletions or corruption.
Sample Questions
- External clients can only access their specific projects with no data leakage.
- Audit trail shows detailed user actions including IP addresses and timestamps.
- Deleted projects can be recovered with complete data including comments well past 30 days.
- Permission changes are logged and can be reversed without data loss.
- Guest user limitations are clearly defined and enforced at the data level, not just the UI layer.
Mobile and Offline Functionality
15% weightTests custom field editing, photo attachments, and offline sync reliability with realistic field usage scenarios and data conflicts.
Sample Questions
- Mobile app edits all custom field types including dropdowns and multi-select options.
- Photo attachments sync reliably from field locations with poor connectivity.
- Offline work syncs without data loss when connectivity returns after an extended outage.
- Mobile Gantt charts display clearly with dozens of tasks on standard smartphone screens.
- Task creation and assignment works completely offline with proper conflict resolution.
Automation and Workflow Reliability
25% weightTests workflow triggers under load, validates conditional logic complexity, and confirms automation failure recovery with dozens of concurrent projects.
Sample Questions
- Automation triggers consistently with many projects running simultaneous workflows.
- Conditional logic handles complex scenarios with multiple dependencies accurately.
- Failed automations provide clear error messages and retry options for resolution.
- Workflow changes don't break existing automations or create duplicate triggers.
- Email notifications and Slack integrations deliver consistently within a tight window.
- Approval workflows scale to many approvers without performance degradation or lost requests.
Get the Project Management evaluation framework
Scoring criteria, weight benchmarks, and sample questions for your vendor evaluation, sent to your inbox.
No spam. Unsubscribe anytime.
Get a complete RFP with these criteria built in, plus requirements, vendor questionnaire, and professional formatting.
Related Resources
Buying Something Else Too?
HRIS / HR Software
Generate Your Evaluation with AI
Get a complete RFP with these criteria built in, plus requirements, vendor questionnaire, and professional formatting.