QHSE Software Vendor Shortlist Template — 10-Dimension Rubric
Most QHSE buys go sideways for the same reason: too many vendors, too many demos, no shared rubric. The 10-dimension weighted scoring matrix below — refined across 200+ QHSE evaluations — keeps a 5-vendor shortlist on track to a confident decision in under 10 weeks.
At a Glance
- Dimensions
- 10
- Vendors in scope
- 5 → 3 → 1
- Scoring
- 1–5 weighted
- Timeline
- 6–10 weeks
The 10 evaluation dimensions (weights sum to 100)
Industry fit
Pre-built modules and reference customers for your industry (construction, pharma, F&B, etc.).
Module coverage
Depth across incidents, audits, risk, PTW, documents, training, contractor and ESG vs your top 5 use cases.
Mobile / offline UX
Field-grade iOS/Android apps with offline capture, QR codes and photo evidence.
Configurability
Forms, workflows and dashboards configurable by admins without vendor services.
Integrations
SAP, MES, HRIS, SSO (SAML/OIDC), telematics, IoT and webhooks / REST API quality.
Implementation timeline
Vendor's typical time-to-value and the rollout playbook they provide.
Security & compliance
SOC 2 Type II, ISO 27001, GDPR, regional data residency and SSO/SCIM support.
Reporting / BI
Native dashboards, scheduled exports and BI connectors (Power BI, Looker, Snowflake).
Customer success
Onboarding model, named CSM, training assets and user community.
Total cost of ownership
All-in 3-year TCO: licences, implementation, training, integrations, premium support.
How to run the evaluation
- Weeks 1–2 — Shortlist: Use this site to filter by industry, size and modules. Land on 5 vendors with proven references in your sector.
- Weeks 3–4 — Scripted demos: Send each vendor the same 5 use-case scenarios. Score against the 10 dimensions live during the demo, not after.
- Weeks 5–6 — References + security: Two reference calls per finalist (one happy, one churned), and SOC 2 / ISO 27001 / DPA review. Drop to 3 finalists.
- Weeks 7–10 — Pilot scoping & commercials: Negotiate a paid 6–12 week pilot with the top 1–2 vendors. Lock TCO and exit terms before signing the main contract.
Copyable scoring matrix
Paste into Sheets or Excel. Score each vendor 1–5 per dimension, then multiply by weight for a weighted total out of 500.
| Dimension | Weight | Vendor A | Vendor B | Vendor C |
|---|---|---|---|---|
| Industry fit | 15 | __ | __ | __ |
| Module coverage | 15 | __ | __ | __ |
| Mobile / offline UX | 10 | __ | __ | __ |
| Configurability | 10 | __ | __ | __ |
| Integrations | 10 | __ | __ | __ |
| Implementation timeline | 8 | __ | __ | __ |
| Security & compliance | 10 | __ | __ | __ |
| Reporting / BI | 8 | __ | __ | __ |
| Customer success | 7 | __ | __ | __ |
| Total cost of ownership | 7 | __ | __ | __ |
Related buyer resources
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