Begin with strategic importance
If the workflow is peripheral, adapting to a capable product is often sensible. If it defines service, control or competitive advantage, ownership may create more value.
Test process maturity
Building around an unstable process can encode confusion. Validate the operating model, users, rules and exceptions before increasing technical commitment.
Calculate total ownership
Include discovery, design, integration, security, support, change and future enhancement — then compare those costs with licence constraints and operational compromise.
Consider a composable answer
The right answer may combine a commercial platform, integration and a focused custom application. Build only the differentiating layer.
Preserve adaptability
The system should support foreseeable change in workflow, data and roles. A custom product that becomes rigid recreates the original problem.
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