Renew only after documenting the capability retained, the alternatives tested and the unresolved risks accepted. Our recommended decision set is: retain, add, replace, consolidate, build, defer or buy nothing.
Use this checklist before the contractual notice deadline:
- Confirm the correct contract, renewal date and notice requirements.
- Reconcile paid entitlements with the current user and competition requirements.
- Inspect use by task, not just log-ins.
- Identify essential capabilities that are used infrequently.
- Review missing evidence and support incidents.
- Test whether existing features can close the gap.
- Run the same-shortlist trial for material alternatives.
- Complete technical, rights and security reviews.
- Compare full-year and transition costs.
- Test export, retention and migration arrangements.
- Assign an owner to every unresolved condition.
Package changes make this worth repeating rather than recycling last year’s comparison. The documented Wyscout–Statsbomb video integration and Hudl’s current tracking offer are examples of changes that can alter the boundary between an incumbent package and a proposed addition. (hudl.com)
What belongs in the final decision memo?
Keep the executive page short:
| Field | Required answer |
|---|---|
| Decision | What is being approved or rejected? |
| Recruitment need | Which task and market does it serve? |
| Baseline | What can the existing stack already do? |
| Incremental result | What additional supported evidence or workflow was demonstrated? |
| Cost | Cash, internal effort and transition requirements |
| Conditions | Rights, integration or coverage issues still to resolve |
| Lost capability | What disappears if an incumbent is removed? |
| Accountability | Implementation owner and review date |
Do not attribute a future signing’s success to the subscription. Evaluate procurement usefulness through supported findings, usable coverage, answer time, error handling and adoption.
Sources cited on this page
- hudl.comwww.hudl.com