Map the work before selecting a stack
Observe who performs the task, where source information lives, and what causes delays or errors. A spreadsheet may be enough for a low-volume process; a custom application becomes useful when validation, access control, integrations, or repeatability exceed that model. Write the smallest complete workflow, including what happens when an input is missing.
- ✓ Document actors, inputs, decisions, outputs, and exceptions.
- ✓ Compare the current process with one realistic alternative.
Design for ownership and safe integration
Use approved interfaces and least-privilege access. Keep secrets on the server, isolate customer data, and log meaningful operations without copying unnecessary personal information. Decide whether records are mastered in the tool or an existing system. If an external update fails, the user needs a visible state and a safe way to retry.
- ✓ Separate read-only views from actions that change external systems.
- ✓ Define retention, export, backup, and staff access responsibilities.
Evaluate the full operating cost
Initial development is only one part of the decision. Include hosting, monitoring, dependency changes, support, training, and eventual replacement. Measure adoption and the quality of completed work rather than assuming that a new interface saves time. HGM’s custom systems work begins with this architecture and workflow assessment so the build has a reason to exist.
- ✓ Choose an owner for ongoing maintenance and incident handling.
- ✓ Set acceptance criteria using real tasks and representative records.