{"id":"lead-build-vs-buy-decision-record-fields","audience":"product-managers","category":"leadership-work","track":"leadership","level":"advanced","technique":"verification","title":"Write a decision record for build versus buy with checked numbers","free":false,"task":"Write a decision record in plain text with these fields on separate lines in order: Decision, Options considered, Why, Cost over 3 years, Risks, Review date. Cost over 3 years must show the calculation for the chosen option, using the final quote. Options considered lists exactly two options. Risks lists exactly two risks from the notes. Do not claim certainty about estimates; label estimates as estimates.","materialLabel":"Evaluation notes (attached to your prompt automatically)","material":"Search feature for the app: build or buy.\n\nOption BUILD: 3 engineers for 4 months (loaded cost $14,000 per engineer-month = $168,000), then 1 engineer part-time for maintenance, about $4,000 a month. Our estimate; engineering says 4 months could become 6.\n\nOption BUY (SearchPro): $2,400 per month. First quote was $1,900 per month; the final quote after adding the 24/7 support tier is $2,400. One-time integration: 3 weeks of 1 engineer, about $10,500. Contract: 36 months.\n\nDecision made by the product council on Nov 18: BUY SearchPro. Reason: faster (live in 6 weeks instead of at least 4 months) and engineers stay on the checkout project.\nRisks discussed: vendor price changes after 36 months (no cap yet); limited control over ranking customization.\nReview date: Nov 18 next year.","rules":[{"type":"maxWords","max":150},{"type":"plainText"}],"mistakes":[{"title":"Old quote","why":"The AI uses $1,900.","fix":"Say: \"Use the final $2,400 quote.\"","checks":["r1"]},{"title":"Skipping the calculation","why":"The AI writes 'about $97k'.","fix":"Say: \"Show the calculation.\"","checks":["r1"]},{"title":"Missing labels","why":"The AI writes a narrative.","fix":"Say: \"Six labels in order.\"","checks":["r0"]},{"title":"Extra risks or options","why":"The AI lists four risks.","fix":"Say: \"Exactly two options and two risks.\"","checks":["r2"]},{"title":"Markdown","why":"The AI bolds labels.","fix":"Say: \"Plain text.\"","checks":["plainText"]},{"title":"Trusting the AI to count words","why":"AI is bad at counting. Ask for a total word limit and it often lands over it.","fix":"Cap each line: \"each field under 30 words.\"","checks":["maxWords"]},{"title":"Trusting the AI to count words","why":"AI is bad at counting. Ask for a total word limit and it often lands over it.","fix":"Cap each part instead, for example: \"each line under 12 words.\"","checks":["maxWords"]}],"promptHints":[{"label":"Labels","patterns":["decision","options considered","why","cost over 3 years","risks","review date"]},{"label":"Calculation","patterns":["calculation","x 36"]},{"label":"Final quote","patterns":["final","2,400"]},{"label":"Exactly two","patterns":["exactly two","two options"]},{"label":"Plain","patterns":["plain text"]}],"hint":"List the six labels, ask for the calculation with the final quote, and limit options and risks.","rubricLabels":["Has the six labels Decision, Options considered, Why, Cost over 3 years, Risks and Review date on separate lines in that order","Cost over 3 years shows $2,400 x 36 = $86,400 plus $10,500 = $96,900 (using the final quote, not $1,900), and Decision is to buy SearchPro","Options considered lists exactly build and buy, Why gives faster delivery (6 weeks versus at least 4 months) and engineers staying on checkout, Risks lists the uncapped vendor price changes and limited ranking control, and Review date is Nov 18 next year"]}