40-Point Project Management Software Evaluation Checklist
Evaluation checklist that tests search performance at 10K+ tasks, API limits, and mobile functionality before signing contracts.
Scoring Framework
Score each criterion 1–5 based on demonstrated capability, not vendor promises. Multiply by weight percentage for total scores. Any criterion scoring 2 or below should trigger serious concerns.
Evaluation Criteria
Performance & Scalability
25% weightTest search speed with 5,000+ tasks, bulk operations with 100+ items, and concurrent user performance. Demand realistic data volumes, not demo perfection.
Sample Questions
- Search for specific text across 5,000 tasks — completes in under 3 seconds with relevant ranking
- Bulk update 100 tasks simultaneously — handles failures gracefully with rollback options
- View Gantt chart with 200+ tasks and dependencies — loads within 5 seconds on mobile device
- Test concurrent editing by 10 users — shows real-time updates without conflicts or data loss
- Load project dashboard with 20+ widgets — renders completely within 4 seconds on standard hardware
Integration & Data Management
20% weightVerify API rate limits, test integration failure recovery, and validate complete data export capabilities including attachments and comment history.
Sample Questions
- API handles 1,000+ 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 30 seconds 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 & Access Control
15% weightTest permission granularity with external clients, validate audit trails, and confirm 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 after 90+ days
- Permission changes are logged and can be reversed without data loss
- Guest user limitations are clearly defined and enforced at the data level
Mobile & Offline Functionality
15% weightTest 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 4+ hours
- Mobile Gantt charts display clearly with 50+ tasks on standard smartphone screens
- Task creation and assignment works completely offline with proper conflict resolution
Automation & Workflow Reliability
25% weightTest workflow triggers under load, validate conditional logic complexity, and confirm automation failure recovery with 50+ concurrent projects.
Sample Questions
- Automation triggers consistently with 50+ 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 within 5 minutes consistently
- Approval workflows scale to 10+ approvers without performance degradation or lost requests
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