Vendor Software Evaluation and Selection Playbook
Playbook Suite Workbooks Summary
Project Workbook Summary
This is a comprehensive 77-sheet Excel workbook created by Prosultant.com, Inc. (© 2026), designed to guide organizations through the complete process of evaluating and selecting vendor application software. The Playbook is part of a suite that includes six workbooks:
- Project.xlsx
- Scorecard.xlsx
- ScoreConsensus.xlsx
- Scoresheet.xlsx
- DVScorecard.xlsx
- DVScorecard-Example.xlsx
Key Capabilities
- Evaluate up to 17 software vendors using a traditional RFP-based approach.
- Evaluate up to 3 vendors using the Just In Time Decision Evaluation (JITDE™) approach.
- Assign up to 10 scorers.
- Define up to 1,000 application software requirements.
- Conduct 3 quantitatively scored evaluation stages: Proposal, Interview–Demo, and Field Visit.
- Evaluate a dynamic number of vendors and requirements using the Dynamic Vendor Scorecard (DVScorecard).
Sheet-by-Sheet Summary
| Phase | Key Sheets & Purpose |
|---|---|
| Legal & Instructions | Copyright, Read Me, Playbook Terms, Instructions |
| Preparation | Prepare With AI, Application Map, Context Diagram, Opportunity Brief |
| Initiation | Manage Project Board, Risk Surveys, Project Cover, Mission, RACI, Timeline, Track RIDL, Guiding Principles, Scoring Methods |
| Project Charter | Draft/Recap Project Charter, Project Introduction, Leverage AI |
| Diligence | Assess Current Software, As-Is/To-Be BMC, SWOT, Document Needs, Check NEEDS™, Measure Satisfaction & Momentum |
| Scoring Process | Draft Minimum Needs, Finalize Needs/Minimums, Finalize Evaluation Process, Scoring Methods, Case Studies |
| BRIEF/RFP | Technical/Infrastructure/Security/Vendor Questionnaires, Minimum Needs, Cost Worksheet, Publish BRIEF-RFP |
| Evaluation & Selection | Interview/Demo Agenda, Customer References, Vendor Sandbox Agenda, Implementation/Support RACI, Field/Data Center Visit Agenda |
| Resources | AI-Assisted Research, Shortlist Vendors (Prompts & Examples), Vendor Profiles, Search Criteria |
Excel Functions & Features Used
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Functions:
COUNTIF,SUM,AVERAGE,STDEV.S,IFERROR,IF,IFS,WEEKDAY, and Date arithmetic. - Features: Excel Tables (e.g., tblProjectBoard, tblRisk), Data Validation, Merged Cells, Sheet Protection, Cell Formatting, Color-Coded Tabs, and Structured References.
- Statistics: 77 Total Sheets, ~1,400 Formulas, 4 primary Excel Tables, and pre-formatted tables containing up to 1,000+ data entry rows.
Scorecard Workbook Summary
The Scorecard Workbook is a professional-grade Excel application designed to systematically evaluate, score, and compare vendor proposals for software procurement projects—particularly well-suited to large-scale RFP processes.
Capabilities
- Define and structure solution requirements (needs).
- Score vendor proposals across Proposal, Interview/Demo, and Field Visit stages.
- Calculate weighted scores based on decision factors.
- Build consensus among multiple scorers.
- Generate vendor recommendations with supporting analytics.
Tab Summaries
| Section | Key Sheets & Purpose |
|---|---|
| Legal, Read Me & Playbook Terms | Copyright, Read Me, & Playbook Terms & Conditions |
| Documentation & Guidance | Instructions, Elements of Scoring, Scoring Flow, Linked Worksheets logic. |
| Configuration & Setup | Structure Needs (tblValues), Focus on Vital Needs (tblData), Design Questions, Enter Scoring Basis, Minimum Needs Checklist. |
| Primary Scoring Templates | Create Vendor Scorecard (tblData1), Recap Scores & Stats, Recap SPRONTO™ Narrative, Recommend Vendor, Harvey Balls visualization. |
| Worked Examples | Pre-populated examples for Minimum Needs, Scorecard, Stats, Consensus Scoring, Interviews, and Field Visits. |
| Extended 17-Vendor Version | Create Vendor Scorecard 17, Recap Scores & Stats 17, Recommend Vendor 17. |
Excel Functions & Features Recap
-
Functions:
SUM,SUMIFS,COUNT,COUNTA,COUNTIFS,AVERAGE,STDEV.P,IF,IFERROR,INDEX,MATCH,ROUND,COLUMN. - Features: 11 named Excel Tables, Structured References, Named Ranges for dynamic validation, Cross-Sheet References, Conditional Formatting.
-
Formula Pattern Example:
=IFERROR(SUMIFS(tblData1[Vendor 1 Value],tblData1[Stage],$B$5,tblData1[Decision Factor],$B8),"")
Score Consensus Workbook Summary
This workbook is a Vendor Score Consensus template that combines multiple scorer ratings, calculates average/final scores, flags scoring deviations, and supports consensus discussions.
Tab Summaries
| Tab | Purpose |
|---|---|
| Legal, Read Me & Playbook Terms | Copyright, Read Me, & Playbook Terms & Conditions |
| Instructions | Step-by-step guidance for setting up consensus scoring, copying questions, and finalizing scores. |
| Create Vendor Score Consensus | Main working tab. Users review calculated mean, final score, standard deviation, and "Must Discuss" status. Supports up to 1,000 questions and 10 scorers. |
Key Workflow: Paste vendor questions → Enter scorer scores → Compare standard deviation to the threshold → Resolve rows marked "Must Discuss."
Excel Functions and Features Used
-
Functions:
COUNTIF,IF,IFERROR,ROUND,STDEV.P,SUM,COUNTA. - Features: Excel Table (ScoreConsensusTable), data validation dropdowns, protected worksheet, conditional formatting for text-based outcomes.
Scoresheet Workbook Summary
This workbook is a vendor evaluation Scoresheet Workbook used to score vendors by evaluation stage, vendor, and scorer. It provides two scoring templates: a standard scoresheet and an optional proposal-stage version with vendor response text.
Tab Summaries
| Tab | Purpose |
|---|---|
| Legal, Read Me & Playbook Terms | Copyright, Read Me, & Playbook Terms & Conditions |
| Instructions | Explains how to use Scoresheet V1 and V2. |
| Scoresheet V1 | Standard scoring template with Topic, Sub-topic, Question, Score, and Notes fields. |
| Scoresheet V2 | Proposal-stage template that adds a Vendor Response column before the Score. |
DVScorecard Workbook Summary
This workbook is a Dynamic Vendor Scorecard for evaluating multiple vendor options against weighted requirements. It supports structured scoring, normalized score calculations, vendor comparison, completion tracking, and dashboard reporting.
Sheet-by-Sheet Summary
| Sheet | Description |
|---|---|
| Legal, Read Me & Playbook Terms | Copyright, Read Me, & Playbook Terms & Conditions |
| DV_Instructions | User guidance for maintaining vendors, score entry, and workbook checks. |
| DV_Vendors | Source table tblVendors listing vendor IDs, names, and delta comparison inclusion.
|
| DV_Requirements | Source table tblRequirements containing sections, categories, text, and weights.
|
| DV_Score Entry | Main scoring input sheet. Users enter 0–4 scores by vendor for active requirements. |
| DV_Scores | Normalized scoring table tblScores converting columns into one row per vendor–requirement.
|
| DV_Summary | Aggregates scores by vendor, category, rank, and completion percentage. |
| DV_Dashboard | Executive dashboard showing vendor totals, delta analysis, setup checks, and charts. |
| DV_Lists | Supporting list sheet for validation values such as score options and statuses. |
Excel Capabilities Used
-
Excel Tables:
tblVendors,tblRequirements,tblScoreEntry,tblScores. - Data validation: Dropdowns for score entry and requirement configuration.
- Formulas: Lookups, counts, averages, rankings, completion %, and setup checks.
- Dashboard charts: Bar charts, radar charts, and completion charts.
- Normalized data design: Highly scalable for extensive vendor/requirement analysis.
Scorecard Comparison
Here's a comparison of the two scorecards in the workbook, with guidance on which to use.
Considerations
| Area | dv-scorecard.xlsx | scorecard.xlsx |
|---|---|---|
| Scoring Approach | Requirement-level scoring: Score × Weight, then average by vendor/category. | Full RFP/playbook approach: decision factors, question weights, 0–5 ratings, staged scoring. |
| Vendor Comparison | Ranks vendors by average weighted score; includes delta/tie-breaker. | Compares total weighted points and weighted rating scale across stages. |
| Flexibility | Cleaner normalized model; easier to add requirements/vendors with care. | More configurable process, but more rigid columns/templates. |
| Usability | Simpler, dashboard-driven, easier day-to-day. | Richer but more complex; many sheets and process steps. |
| Functionality | Good for quick/dynamic vendor comparison. | Better for formal selection: minimum needs, consensus, proposal/demo/field visit stages, SPRONTO™ narrative. |
| Excel Expertise | Basic to use; intermediate to maintain. | Intermediate to use; advanced to maintain/customize. |
Bottom line:
- Use dv-scorecard.xlsx for an agile, requirement-by-requirement comparison. Optionally layer in other scoring methods, e.g., Minimum Vendor Requirements, from the Project workbook. Add categories to represent staged scoring.
- Use scorecard.xlsx for a traditional software selection where formal vendor winnowing, team consensus, staged evaluation, and final recommendation support matter most.
