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:

Requirements Document Template

Ready to document your requirements list? Use our Requirements Document template to clarify what you need this solution to do.