Evaluate fit against the real workflow
Document the tasks, data sources, permission model, and required outputs. A SaaS product can remove substantial infrastructure work when its workflow fits. Custom software can support a distinctive process, but flexibility only matters if the organization can specify and maintain it. Most teams benefit from a deliberate combination rather than a universal buy-or-build rule.
- ✓ Identify non-negotiable requirements and acceptable compromises.
- ✓ Use a representative trial instead of comparing feature counts.
Model cost and responsibility over time
Include licenses, usage, integrations, support, staff administration, hosting, monitoring, updates, and migration. Owned code still depends on platforms and libraries. SaaS still needs access governance and data management. Define who responds when the system fails, how backups are tested, and what service continuity the organization actually requires.
- ✓ Document recurring costs and likely usage changes.
- ✓ Choose an owner for security updates and operational recovery.
Plan the exit before the commitment
Check export formats, data completeness, contractual terms, and whether identifiers survive migration. Avoid an architecture that cannot separate business records from one vendor’s interface. HGM can assess the system boundary and integration plan; ownership should be described precisely in the agreement, including code, configuration, credentials, and third-party dependencies.
- ✓ Test an export with realistic data before relying on it.
- ✓ Keep a written handover and replacement plan.