Selecting a Project Management Tool

The Challenge

The Information Technology (IT) department at a national senior living corporation found themselves struggling to deliver projects on time and within scope. This created several issues for the executive team because, without understanding the feasibility or timelines of individual projects,  broader strategic planning was nearly impossible.

Our Approach

crankfrog identified internal stakeholders and conducted interviews to understand the current landscape, key projects, challenges, and risks. Based on these interviews, we leveraged our PMO expertise to create detailed business requirements for a Project Management (PM) tool. Input from key stakeholders informed the prioritization of each requirement, while scoring criteria was developed to evaluate each vendor being considered.  Five vendors were selected to provide detailed demonstrations against the requirements. Implementation scenario options were then identified and modeled considering various licensing fees. Finally, we conducted pre-negotiations to obtain total cost of ownership (TCO) estimates.


The IT team was able to stay focused on current projects while crankfrog completed the PM tool selection.  As an unbiased third-party, we provided recommendations for PM tools based on business needs and desired outcomes.

Because of this initiative, the CIO was able to quickly identify:

  • The highest priority use cases
  • Which vendors most closely met their business requirements
  • The implementation scenario options
  • The TCO for each vendor in each implementation scenario

These efforts ensure the selection of the right vendor which, in turn, enabled the client to deliver projects on-time, aligned with business objectives and within scope.