ERP Selection Steering Committee Decision Memo Template
At the end of an ERP selection, the steering committee needs a short document it can decide on. This template structures that memo: the decision requested, the options, the scoring, the cost, the risks and a clear recommendation with conditions. Fill in the fields, and export it to Word or PDF.
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ERP Selection Steering Committee Decision Memo Template
ERP Selection Decision Memo
Company: Acme Precision Ltd Project: ERP Replacement Program Date: 2026-10-20 Prepared by: ERP Project Lead
Decision requested
Approve selection of Vendor B as the preferred ERP platform and authorize contract negotiation up to the approved budget.
Business problem
The current ERP is out of vendor support in 2028, requires manual workarounds in quoting and inventory, and cannot support planned growth in two additional plants.
Options considered
Vendor A (cloud subscription), Vendor B (cloud subscription with manufacturing add-on), Vendor C (perpetual license, hosted privately). Five vendors were screened and three were scored.
Evaluation and scoring
Weighted scores out of 100: Vendor A 71, Vendor B 82, Vendor C 76. Scoring covered functional fit, integration, vendor viability, implementation approach, and references.
Cost summary
Five year total cost: Vendor A 2.1M, Vendor B 2.3M, Vendor C 2.4M, including internal backfill and a 15 percent contingency.
Risks and mitigations
Data migration quality: early cleansing sprints. Customization creep: fixed scope and change board. Key person dependency: named backups and partner support.
Recommendation
Recommendation: Proceed with conditions
Conditions and next steps: Cap annual price uplift, fix services scope, complete reference calls with two discrete manufacturers, and confirm integration approach for the shop floor system.
Decision record
| Committee member | Role | Decision | Comments |
|---|---|---|---|
| Executive sponsor | |||
| Finance | |||
| Operations | |||
| IT |
Approvals
A starting point for internal governance, not legal or procurement advice. Attach the scoring sheet, the normalized price comparison and reference call notes as appendices. Keep it to two pages so the committee reads it.
Selection evidence review
Optional: an expert read of your decision memo and its supporting evidence.
Optional. The tool and every export work without this. No spam.
How to use it
Start with the decision requested in a single sentence, because everything else supports it. Fill the business problem in terms the executives care about: end of support, lost margin, growth limits, compliance gaps. Summarize the scoring and five year cost from your selection scorecard and price comparison. List the top risks with a mitigation each, and finish with the recommendation and the conditions that come with it.
What a good memo contains
A strong memo is short and specific. It names the options, states why the finalists scored the way they did, shows total cost on a like for like basis and does not hide unresolved risks. It also separates the recommendation from the conditions: for example, proceed provided the price uplift is capped and a reference call with a similar manufacturer is positive. Committees can then approve with clear guardrails.
- One decision, stated first
- Like for like cost
- Risks with owners
- Conditions that can be checked
Using the sample data
The sample content describes a mid sized discrete manufacturer choosing between three finalists. Replace each field with your own facts. If you are recommending a proof of concept or a deferral, say what questions it answers and by when. The decision record table lets each committee member record a position and comments, which helps later when someone asks why a particular platform was chosen.
Common mistakes
Memos often bury the ask on page three, present vendor claims as findings, or show a single price without assumptions. Another frequent problem is skipping dissent: if a department disagrees, record it and the mitigation. Finally, avoid presenting the memo as the end of diligence; contract terms, data migration plans and implementation partner commitments still need to be nailed down.
Frequently Asked Questions
How long should an ERP decision memo be?
Two pages plus appendices is a good target. The committee should be able to read the memo in a few minutes and refer to the scoring, price comparison and reference notes for detail.
Who should sign the memo?
The executive sponsor, finance and IT leadership are typical, along with operations leaders who own the processes the ERP will run. Use the roles that match your governance.
Should the memo name a single vendor?
Usually yes, with conditions. If the evidence is not strong enough, recommend a paid proof of concept or a limited further step with a date, rather than a vague deferral.
What attachments should I include?
The weighted scorecard, a normalized five year price comparison, reference call notes, a risk register and the proposed contract terms that you want to secure before signature.
If you want help preparing the evidence behind your recommendation, or an outside challenge of the assumptions, our team can support that. The template is free and works on its own.
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