Business Case for
Section Business Case for Funding ApprovalPURPOSEThe Business Case is an initiating document used to establish and assess the business justification for the project, based on the estimated cost measured against the anticipated benefits and offset by any associated risk(s). Put simply, the Business Case is used to confirm that the project is worthwhile from a business perspective.A key principle underlying the PMM methodology is that projects must continue to be viable and worthwhile; that is, the project must have a continued business justification. As the Business Case is the primary document articulating the justification for the project, the document is regularly reviewed (and, if necessary, updated) throughout the life of the project.This Business Case template should be used where approval of a project business case is a prerequisite to the development of the Project Plan. In other cases, the business case can be included as part of the introduction to the Project Plan.What should the Business Case cover?The key areas that the Business Case should cover are:the reason why the project is being proposed, in terms of the problem, issue or opportunity that will be addressed by the project;why the proposed solution has been selected over other options; andan assessment of the recommended option in terms of benefits, side-effects and risk.Key considerations in developing the Business CaseWhen developing the Business Case, the following should be observed:the benefits of the project must be clearly identified and justifiedthe preferred option, and the reasons why it is recommended, should be clearly identifiedwhere external procurement is required, the preferred sourcing option (eg Commercial off the Shelf (COTS)) should be identified and clear reasons given as to why this is preferredthe key risks that should be kept in mind when undertaking the project must be articulated.How to use this templateReplace all text in blue with standard black text. Normal text should be retained in the document wherever possible. VERSION controlPlease ensure all documents use version control.Section Business Case – Project NameTo:From:Date: DATE \@ "d MMMM yyyy" 12 December 2013Subject:Business Case for Project NameRECOMMENDATIONUse this section to detail what the recommendations are in terms of financial approval required and the period of time over which the project will be implemented.proposal SUMMARYUse this section to provide a brief summary of the intent and reason for completing the project.Purpose Of ProposalBackgroundUse this section to provide a brief introduction to the project. In no more than two or three short paragraphs, provide a brief history outlining why the project is being undertaken in terms of the issue, problem or opportunity it is intended to address, how the project has come into being, and from where the authority and drive for it comes (this will include details of the Project Sponsor). Also provide details of linkages with other projects – specifically, how this initiative supports other projects or how other project(s) rely on the benefits or outputs of this project.ProposalUse this section to detail the key intent of the project and what the expected deliverables of the project are.Lessons LearntFrom previous projects that need to be considered in this project.Data Quality and Integrity (Optional)For IT projects, use this section to detail the exposure over data quality and integrity that may eventuate or inhibit the project.Alignment To Vision and StrategyDetail how the project aligns with the University strategy and where the elements of this project support the strategic vision of the University.Business benefits/valueDetail the key benefits that the project is expected to deliver. This does not need to be an exhaustive analysis but should be limited to the major benefits anticipated from the project.Benefits should be expressed in measurable terms against the situation as it exists prior to the project. If applicable explain how the benefit(s) will support University or budget centre strategic goals.Financial DetailsThe long-term forecast expenditure for ….. This proposal is seeking approval for up to $xx primarily to validate scope, expected deliverables and any pre-requisites such as roles, governance related to data and project, tool-sets as well as low-risk/high value data providersCapital CostsHardwareSoftwareImplementation CostsConsultingOperating CostsNo change post upgrade*Note: long-term operating cost increases are likely to be in the form of software licences onlyTotal Cost$xx5 year Project NPV$xxThe summary table above is high-level and only provided as an overview. The detail of the 5 year Project NPV can be found in the detailed financial modelling workbook, which must be attached to the business case. This workbook can be modified based on the project. For assistance in completing the financial modelling workbook contact Financial Services: Jane.Botica@utas.edu.au.Funding SourceDetail where the source of funding will come from for the project.Options AnalysisProvide a brief overview (no more than three to four sentences) of the options that were considered to achieve the intended project outcomes and explain why the selected option was preferred.Option 1:Option 2:Assumptions and ConStraintsUse this section to list the specific assumptions and constraints to a project.Assumptions are a statement that is taken as being true for the purposes of planning, but which could change later. An assumption is made where some facts are not yet known or decided, and is usually reserved for matters of such significance that if they change, or turn out not to be true, then there will need to be considerable re-planning.Constraints are restrictions or limitation that the project is bound by.Assumptions:Constraints:IssuesProvide a summary of any outcomes which may be perceived as negative by one or more project stakeholders. Again, this does not need to be an exhaustive analysis but should be limited to those issues considered major. Unlike risks (where there is some uncertainty as to whether the outcome will eventuate), issues are actual consequences of an activity. For example, an issue arising from a decision to merge two elements of an organisation on a new site may be a drop in productivity during the merger.Also consider if there are any other UTAS projects underway that will be impacted by this Business Case (eg a proposal to restructure a faculty / schools will impact course structure and hence may impact the SLIMS project).RisksHighlight the key risks to the project, together with the likelihood of, and strategies for mitigating, each risk. This does not need to be an exhaustive analysis but should instead be limited to the key or major risks (no more than six) that must be kept in mind when undertaking the project. Provide a link to the project risk register if one is already in ernanceList the proposed governance structure: Project Manager, Sponsor, Steering Committee etcCHANGE MANAGEMENTThe change management plan would identify:The main organisational impacts or potential impacts of the project and how these will be addressedCrucial project stages and assess the risk, likelihood and type of changes which may ariseConsultation requirementsProcesses for managing and communicating the impact of changes to the project team and key stakeholdersResponsibilities within the project team for oversight of change management issues including a change of sponsorHow change management issues and their resolution are communicated to the steering committee / sponsorTraining of end users/staff who are impacted by the projectATTACHMENTSFinancial Modelling WorkbookOthers(Section) RESPONSIBLE OFFICERName:Title:Phone:Email:FEEDBACKService and Project Delivery are committed to continuously improving and enhancing all UTAS Project Management templates. Please email service.delivery@utas.edu.au with any feedback. ................
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