Solution Options Document

The Solution Options document helps you evaluate different approaches to solving a technology challenge. This document is essential when you need to present alternative solutions to stakeholders and gain approval to move forward with a formal buying process.

Rather than defaulting to purchasing new technology, this template helps you consider multiple approaches including:

• Staying with the status quo (with improvements)
• Customizing technology your organization already owns
• Changing processes or applying people differently
• Working with external consulting firms
• Purchasing new technology solutions
• Hybrid approaches combining multiple strategies

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When to Use This Template

Use the Solution Options document when:

• Senior leadership has requested a rigorous evaluation of different approaches
• You need to justify technology spending against alternative solutions
• You want to demonstrate thorough due diligence in the problem-solving process
• Multiple stakeholders have different opinions about the best approach
• You need to present options with clear, comparable criteria for decision-making

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Template Structure

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1. Executive Summary

A concise overview of:

• The problem being addressed
• Key solution options considered
• High-level comparison of options
• The recommended approach with brief justification

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2. Problem Statement Review

A recap of the problem definition including:

• Core business challenge
• Current state and its limitations
• Quantified impact of the problem (e.g., cost, time, quality issues)
• Expected benefits of addressing the problem

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3. Solution Options Analysis

For each viable option (typically 3-4 options), provide:

Description and Approach

• Clear definition of the solution
• How it addresses the core problem
• Key components or requirements

Quantitative Analysis

• Implementation costs
• Ongoing operational costs
• Expected ROI and payback period
• Time to value

Qualitative Factors

• User experience impacts
• Strategic alignment
• Organizational fit
• Competitive advantages

Implementation Considerations

• Timeline and major milestones
• Change management needs
• Training requirements

Resource Requirements

• Internal staff commitments
• External resources needed
• Skills and expertise required

Dependencies

• Systems or processes that must be in place
• Organizational changes required
• Other project dependencies

Risks and Mitigation Strategies

• Key risks for each option
• Probability and impact assessment
• Mitigation approaches

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4. Comparison Matrix

A color-coded table comparing all options across key decision criteria:

• 🟢 Green: Meets or exceeds requirements
• 🟡 Amber: Partially meets requirements or has notable concerns
• 🔴 Red: Does not meet requirements or has significant risks

Example criteria might include:

• Cost (implementation and ongoing)
• Implementation timeline
• User adoption likelihood
• Feature coverage
• Integration complexity
• Scalability
• Support requirements
• Strategic alignment

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5. Recommendation and Rationale

A clear recommendation supported by:

• Summary of why the recommended option is superior
• Key decision factors that influenced the recommendation
• Acknowledgment of trade-offs made
• Next steps to move forward

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Best Practices

1. Be comprehensive but concise: Include enough detail to support decision-making without overwhelming readers.

2. Use objective criteria: Ensure your comparison criteria are clear, measurable, and consistently applied across all options.

3. Include the status quo: Always include the option of maintaining current systems (potentially with improvements) as a baseline for comparison.

4. Consider hybrid approaches: Sometimes the best solution combines elements from multiple approaches.

5. Quantify where possible: Use data and metrics to support your analysis rather than relying solely on subjective assessments.

6. Acknowledge uncertainty: Where precise data isn’t available, provide ranges or estimates and note assumptions made.

7. Align with organizational priorities: Ensure your evaluation criteria reflect your organization’s strategic priorities and constraints.

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Example Solution Categories

When developing your options, consider these common solution categories:

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Internal Development Solutions

• Pure internal development
• Hybrid internal/external development
• Internal capability enhancement

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Technology Purchase Solutions

• Off-the-shelf software
• Customized vendor solutions
• Platform-based approaches
• Multi-vendor integration

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Partner-Based Solutions

• System integrator engagement
• Consulting firm collaboration
• Vendor professional services
• Multiple partner coordination

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Process/People Solutions

• Workflow optimization
• Team restructuring
• Training and upskilling
• Managed services

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Hybrid Approaches

• Combinations of above approaches
• Phased implementation strategies
• Pilot programs
• Proof of concept approaches

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Example: AI Data Preparation and Integration Solution

Below is an example of a Solution Options document for an enterprise looking to improve their AI data preparation and integration capabilities:

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Related Templates

• Problem Statement - Define the challenge you’re trying to solve
• Requirements Document - Document detailed requirements once a solution approach is selected
• Vendor Selection Matrix - Compare specific vendors once you’ve decided to purchase technology