Writing a ringi for a system or SaaS tool

Connect the current problem to the candidate tool

Describe the current process and its problems, rather than saying the tool looks useful. For duplicate data entry, identify the work where it occurs. If frequency or time spent has not been measured, retain that limitation. Explain how the candidate features address the problem only to the extent verified.

Define users, scope and costs

Separate forecast benefits from measured ones. You do not need to invent a payback period or ROI before there is evidence for time savings.

• Identify departments, user numbers, work covered and data involved.
• Separate a trial from a company-wide rollout and state which stage needs approval now.
• Separate monthly or annual charges, per-user pricing, setup costs and migration costs.
• Keep the contract period and renewal or termination terms marked as unverified when they are still being checked.

Show the status of security and operational checks

Organize concerns relevant to the use case: access management, sending data outside the organization, storage, exporting data and continuity during outages. Not every service needs identical conditions. Identify what is verified and unverified against your internal rules and intended use.

State only agreed arrangements for administration and support after adoption. Do not assign an unconfirmed owner or claim that security is satisfactory before it has been checked.

Include alternatives and conditions for proceeding

Alternatives may include changing an existing tool’s settings, improving a process, choosing another product or limiting the trial. Make prerequisites explicit. If there are several conditions, say whether all are required or any one is sufficient.

A Japanese example to adapt

This fictional trial proposal keeps unverified costs, security checks, timing and ownership visible. Edit it to reflect what has actually been confirmed in your case.

件名：営業部向け案件管理SaaSの試行導入案
背景：案件情報を複数の表へ入力しています。重複作業の時間は未集計です。
目的・対象：営業部10名の案件共有を整理したいと考えています。全社展開は今回の対象外です。
提案：候補サービスの試行導入を検討します。
費用：月額10万円の見込みです。正式見積、税の扱い、初期費用は確認中です。
期待する効果：二重入力の減少を期待しています。削減時間は未測定です。
懸念：権限管理とデータの保存先は確認中です。確認前は顧客データを投入しません。
代替案：既存の表の運用整理も比較対象です。
実施条件・予定：社内の利用条件を満たせることが試行の前提です。開始日と管理担当は未定です。