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Insert Company Name xxxxxxxxxxxxx

Project Name xxxxxxxxxxxx Project Business Case

Prepared by: xxxxxxxxxx Version: 4.0 Issue Date: xx/xx/xx

This document is confidential and is distributed under the terms of agreement and non-disclosure between xxxxxxxx Plc and xxxxxx Plc. It may not be distributed in any form without prior consultation with xxxxxx Plc.

Project Sponsor: xxxxxx xxxxxx Project Manager: xxxxxx xxxxxx

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Revision History
Revision Date Author Version Change Reference & Summary

Distribution
This document has been distributed to:
Name Date of issue Version

Project Sponsor: xxxxxx xxxxxx Project Manager: xxxxxx xxxxxx

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Contents
1 2.
2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8

APPROVALS EXECUTIVE SUMMARY

Background Problem /Opportunity Key Benefits Sanction Authorisation Request Project Definition and Deliverables Top 10 Risks & Issues Key Working Assumptions Recommendation

4 9
9 9 9 10 10 10 11 11

3. 4. 5. 6.
6.1 6.2

VISION STATEMENT BUSINESS OBJECTIVES CRITICAL SUCCESS FACTORS BENEFITS

Benefits Catalogue Benefits Realisation Approach

12 12 12 12
12 13

7.
7.1 7.2 7.3 7.4 7.5 7.6 7.7 7.8 7.9 7.10 7.11 7.12 7.13

PROJECT DEFINITION
Project Objectives Project Scope Project Prerequisites Project Constraints Milestone Dates Resources Risk Profile Issue Profile Assumptions Governance Project controls Operational Impacts Dependencies & Interdependencies

14
14 14 14 14 14 15 16 16 16 16 18 19 19

8.
8.1 8.2

FINANCIAL APPRAISAL
Detailed Appraisal Financial Assumptions

19
20 21

9.

APPENDICES

22

Project Sponsor: xxxxxx xxxxxx Project Manager: xxxxxx xxxxxx

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APPROVALS
??????? Project ?????? ???? Bus Case Status SAP Code Full /Part ?????

Project Name: Project Code: Implementing cost centre :

Total Capital cost of project New Sanction Amount: (internal labour + external expenditure) Company

??,????k ??,????k SAP Budget (external expenditure) ?,???k

??? ????? Plc

SPONSORSHIP APPROVALS:
I request authorisation as above to proceed to completion gate and will deliver the Conditions of Satisfaction set out in Section 2.3

Summary Investment Appraisal

Pessimistic

Forecast Performance
Most Likely
Benefits Reduction Factor 0%

Optimistic
Benefits Reduction Factor +50%

Evaluation Period = 5 Years

Capital Discount Rate Net Present Value Rate of Return on Investment Pay Back Period Signe d Signe d Signe d Signe d -------------------------------------------------------------------------------------------------------------------------------------------------

Benefits Reduction Factor - 50%

Programme SRO Project Sponsor

Name: Name:

xxxxxxx xxxxxxx xxxxxxx xxxxxxx xxxxxxx xxxxxx xxxxxxx xxxxxx

Date Date Date Date

xx/xx/xx xx/xx/xx xx/xx/xx xx/xx/xx

Prog Chge Manager Name: Prog Manager Name:

BOARD AUTHORISATION (for completion by the authorising body): This project/programme is authorised and resources are committed to proceed to the xxxxxxxxxxxxxx gate: Signature For Capital Review Board Finance Director --------------------------------------------Name of Individual xxxxxxx xxxxxx xxxxxxx xxxxxx Date xx/xx/xx xx/xx/xx

Project Sponsor: xxxxxx xxxxxx Project Manager: xxxxxx xxxxxx

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Please Click Gateway Review for information on the Process

FINANCE & LEGAL APPROVALS

BOTTOM LINE FINANCIAL PERFORMANCE as at DD/MM/YYYY:
Capital Expenditure Expenditure Categories
Authorised

Original Budget 2,000.00 2,000.00 0.00 4,000.00 3,000.00 500.00 0.00 3,500.00 4,000.00 1,000.00 0.00 5,000.00

Budget Cumulative 2,000.00 2,000.00 0.00 4,000.00 3,000.00 500.00 0.00 3,500.00 4,000.00 1,000.00 0.00 5,000.00

Actuals Cumulative 3,000.00 2,500.00 0.00 5,500.00 2,600.00 700.00 0.00 3,300.00 5,000.00 6,000.00 0.00 11,000.00

Budget Less Actuals Cumulative -1,000.00 -500.00 0.00 -1,500.00 400.00 -200.00 0.00 200.00 -1,000.00 -5,000.00 0.00 -6,000.00 0.00 0.00

% Deviation Cum -50.00% -25.00% 0.00% -37.50% 13.33% -40.00% 0.00% 5.71% -25.00% -500.00% 0.00% -120.00% 0.00% 0.00% 0.00% 0.00%

Internal Labour Suppliers Costs External Expenditure

Gateway 0 Stage 1 Strategic Assessment

Authorised Authorised

Internal Labour Suppliers Costs External Expenditure

Gateway 1 Business Justification

Gateway 2 Delivery Strategy

Internal Labour Suppliers Costs External Expenditure

Gateway 3 Investment Decision Authorisation Required

Internal Labour
Approval Required

3,000,000.00 4,000,000.00 0.00 7,000,000.00 0.00 0.00 0.00 0.00

Suppliers Costs External Expenditure

0.00 0.00

Not Authorised Not Authorised

Gateway 4 Readiness For Service

Internal Labour Suppliers Costs External Expenditure

110,000.00 22,000.00 0.00 132,000.00 10,000.00 10,000.00 0.00 20,000.00 7,164,500.00 0.00 12,500.00 0.00 19,800.00 0.00 -7,300.00 0.00% -58.40% 0.00 0.00 0.00 0.00%

Gateway 5 Operations Review and Benefits Realisation Totals

Internal Labour Suppliers Costs External Expenditure

For source spreadsheet for above please click Project Cost Monitoring Template. EARNED VALUE PERFORMANCE ANALYSIS (DD/MM/YYYY):
Base Data Original Project Budget BCWS - Budgeted Cost of Work Scheduled) ACWP - Actual Cost of Work Performed) BCWP - Budgeted Cost of Work Performed Forecasts EAC (Estimate at Completion) ETC (Estimate to Complete) 500,000 90,000 100,000 65,000 Performance Analysis CV (Cost Variance) SV (Schedule Variance) CPI (Cost Performance Index) SPI (Schedule Performance Index) -35,000 -25,000 0.65 0.72

769,230.77 669,230.77

Project Sponsor: xxxxxx xxxxxx Project Manager: xxxxxx xxxxxx

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For source spreadsheet for above please click FREE Earned Value Project Profile Template FINANCIAL EVALUATION (from Section 5.1):

Summary Investment Appraisal

Pessimistic

Forecast Performance
Most Likely
Benefits Reduction Factor 0%

Optimistic
Benefits Reduction Factor +50%

Evaluation Period = 5 Years

Capital Discount Rate Net Present Value Rate of Return on Investment Pay Back Period

Benefits Reduction Factor - 50%

This takes into financial performance updates from Gateway Reviews (Bottom Line Accounting and Earned Value Analysis) The investment appraisal is sound and meets company guidelines. Signed Signed --------------------------------------------------------------Finance Controller Head of Legals Name: Name: xxxxxxx xxxxxx xxxxxxx xxxxxx Date: Date: dd/mm/yy dd/mm/yy

Project Sponsor: xxxxxx xxxxxx Project Manager: xxxxxx xxxxxx

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PROJECT MANAGER & STAKEHOLDER APPROVALS PROJECT MANAGERS CHARTER: The scope of work, resource estimates and time plans set out in this business case are realistic and have been agreed with the stakeholders listed on the next page. The business case and the following milestones (Section 3.4) are achievable: Milestone Definition . . . . . . . . . . Signed Signed ------------------------------------------------------------------Project Manager Project Change Manager Name: Name: xxxxxxx xxxxxxx xxxxxxx xxxxxxx Date Date Target Dates dd/mm/yy dd/mm/yy dd/mm/yy dd/mm/yy dd/mm/yy dd/mm/yy dd/mm/yy dd/mm/yy dd/mm/yy dd/mm/yy dd/mm/yy dd/mm/yy

Project Sponsor: xxxxxx xxxxxx Project Manager: xxxxxx xxxxxx

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STAKEHOLDERS Function/domain Programme Sponsor Client Management Business Planning xxxxxxx xxxxxxx xxxxxxx xxxxxxx xxxxxxx xxxxxxx xxxxxxx xxxxxxx xxxxxxx xxxxxxx xxxxxxx xxxxxxx xxxxxxx xxxxxxx Name of Individual Date dd/mm/yy dd/mm/yy dd/mm/yy

Project Sponsor: xxxxxx xxxxxx Project Manager: xxxxxx xxxxxx

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2.

EXECUTIVE SUMMARY

This document sets out the background, benefits, deliverables and funding requirements for the xxxxxxxxxxxxxxx Project in the financial year YYYY. 2.1 Background

It is important to detail hear a little history and context behind the genesis of this business case. 2.2 Problem /Opportunity

Vision Statement Detail the corporate /programme /project vision statement Business Objective Detail what are the business objectives which this project hopes to satisfy Critical Success Factors (CSFs) These are derived from the vision and the associated business objectives and are areas of activity that should receive constant and careful attention from those responsible for management of the programme. 2.3 Key Benefits

Explain for each one the value of these benefits in total.

Source Profile No 101 Business Impact Key Operational

Benefit Title Improved Call Centre Morale

Benefit Category Workforce Motivation

Success Criteria Reduce Staff Turnover Rates

Target Value 5,000,000

Totals

5,000,000

For source spreadsheet for above please click MSP Benefits Log Template.

Common examples: Increase sales volumes Improve customer profitability Increase customer satisfaction Improve sales effectiveness Improve sales conversion Reduce cost of sales Reduce operating costs

Project Sponsor: xxxxxx xxxxxx Project Manager: xxxxxx xxxxxx

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2.4

Sanction Authorisation Request

This is a Project Business Case and as such requests overall authorisation for the full project cost of XXXXXXXX. This project is; Carrying sunk costs of xxxxxxx Requesting an immediate release of xxxxxxx of capital specifically covering the proposed work programme from dd/mm/yy until dd/mm/yy or the next Gateway Review which ever happens sooner. Undertaking to manage the subsequent costs of xxxxxxxx through Project drawdowns within the agreed gateway governance process. 2.5 Project Definition and Deliverables
Target Dates dd/mm/yy dd/mm/yy dd/mm/yy dd/mm/yy dd/mm/yy dd/mm/yy dd/mm/yy dd/mm/yy dd/mm/yy dd/mm/yy

Milestone Definition . . . . . . . . . .

2.6

Top 10 Risks & Issues

Issues
Originator Importanc e Date Identified Date Closed Owner Status

Type

No.

Description

Progress KB xx/xx/xx meeting with Big Asia Plc

KB

dd-mm-yy

KB

Project Sponsor: xxxxxx xxxxxx Project Manager: xxxxxx xxxxxx

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Risks

Date Identified

Severity

Author

Owner

Description H

Countermeasures

KB

16-06-04

BM

For templates and explanations of how to make risk and issue management works please click the following:Free Risk & Issue Logs How to Make Risk & Issue Management Work Free Programme Risk & Issue Management Tool 2.7 Key Working Assumptions
Narrative Description

Log No . . . . . . . . . .

2.8

Recommendation

Summarize why the capital sum requested in this business case should be agreed

Project Sponsor: xxxxxx xxxxxx Project Manager: xxxxxx xxxxxx

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Status

Type

No.

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3.

VISION STATEMENT

Detail the corporate /programme or project vision statement in order to provide a picture of the future. It is the basis for the capability being delivered by your projects in order to certain outcomes and benefits possible. The advantages of a vision statement are: Vital focus and enabler for buy-in, motivation and activity-alignment of the people involved with the project. The vision communicates the end goal in a simple way which can be understood by the broadest group of stakeholders. It is vital tool for engaging and gaining commitment from as many stakeholders as possible.

4.

BUSINESS OBJECTIVES

Once a business has derived a simple but effective mission statement it is often important to translate this into a number of business objectives which projects /programmes of work are put in place to achieve. The common generic ones stated are: Increase Productivity by 20%. Decrease costs by 10% Increase market share by 20% Improve Product Quality

5.

CRITICAL SUCCESS FACTORS

Once you have a list of business objectives you can now pull out of that list the objective/s which your project is trying to achieve and develop this into a list of critical success factors you must achieve before your project can be said to have been a success. Objective this project is aiming to support is Increasing Productivity. CSFs Deliver a new web sales and order management system Deliver new production line robots Improved working practices and training

6. 6.1

BENEFITS Benefits Catalogue

Full list of identified Business Benefits and their value to XYX Plc over the next 5 years :Business Impact Key Operational Cumulative Target Value 5,000,000

Log No 101

Benefit Title Improved Call Centre Morale

Benefit Category Workforce Motivation

Success Criteria Reduce Staff Turnover Rates

Owner CD

Totals

5,000,000

For a copy of this log please click FREE Project Benefits Logs
Project Sponsor: xxxxxx xxxxxx Project Manager: xxxxxx xxxxxx Page 12 Date of issue: Day Month Year Project Code: xxxxx

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6.2 Benefits Realisation Approach 6.2.1 Methodology

I de n tif y o b jec t ive s o f c ha n g e in e ac h c u sto m e r f ac in g a re a Th e s o lu tio n c an b e d e fin e d as a c h a n g e i n a n y o r a ll o f : P ro c es s T ec h n o lo g y O r g an is a tio n P ro d u c ts s u p po rte d C u s to m e r c h an n e ls Id e n tif y re q u ire d f u n ct io na lit y o f so lu t i o n t o ac h ie v e o b je ct ive s in e ac h a re a

Me a s ur e b e n e fit to t he b u sin e s s o f e a c h ar ea o f fu n c tio n ali ty

Me a s ur ed a g ai ns t ta n g ib le c rite ri a o f: R e ve n u e e nh a n c e m e n t/ p ro te c tio n M ar g in im p ro v e m e n t O p e ra tin g c o st e ff ic ien c y An d i nt an g ib le c r i t er ia o f: E nh a n c e d Cu s to m e r Sa tis fa ct io n S t ra te gi c P latf o rm fo r fu tu re b e n ef its C lo si n g t he s al es / se rv ic e / m a rk e tin g lo o p

F o r tan g ib le b e n e fits , id e n tif y as s um p t i o ns re q u ire d to m e a su re b u si ne s s b e n e fit

Id e nt ify m e a su re m e n t m e tr ics a nd K P I s f o r p r o vi ng a c h ie v em e n t o f e a c h b e n e fit

Planning Reviewing Measurement 6.2.2 Benefit Review Timetable Detail Review check points and business case updates in relation to Gateway Reviews 6.2.3 Benefits Measurement Detail the different ways in which benefits will be measured.

Project Sponsor: xxxxxx xxxxxx Project Manager: xxxxxx xxxxxx

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7. 7.1

PROJECT DEFINITION Project Objectives

Detail the objectives of the project in terms of what outputs and outcomes it is required to deliver. It can also include benefits which are directly derived from these outcomes. The objectives should be obtained from the Programmes Dossier of Projects, Blueprint and Programme Business Case. 7.2 Project Scope

Need to detail the boundaries of the project and a high level definition of what the project is required to deliver in terms of : Outputs Capability Outcomes

Also detail what is out of scope. 7.3 Project Prerequisites

Detail the project prerequisite which need to be in place before the project can start. 7.4 Project Constraints

All projects have constraints and these need to be listed below. Time /Cost / Quality and Scope Drivers are typical areas where constraints can be found. It is important to make sure that once you have listed your constraints it is important to put the project drivers in priority order so that the project manager and his team know that the project is time driven or quality driven as a good example.

7.5

Milestone Dates

Extracted from the programme plan a detailed list of expected milestones the project is expected to achieve in terms of its outputs /outcomes and handing over of the resultant new capability to the customer.

Milestone Definition . . . . . . . . . .

Target Dates dd/mm/yy dd/mm/yy dd/mm/yy dd/mm/yy dd/mm/yy dd/mm/yy dd/mm/yy dd/mm/yy dd/mm/yy dd/mm/yy

Project Sponsor: xxxxxx xxxxxx Project Manager: xxxxxx xxxxxx

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7.6

Resources

7.6.1 Core Management team Project Sponsor Project Manager Project Change Manager Programme Manager 7.6.2 Internal resources Project Resources
Business Unit Cost centre Code Name of cost centre Heads reallocated from existing resource New heads required Duration (days/weeks/ months)

- xxxxxxxxxxxx - xxxxxxxxxxxx - xxxxxxxxxxxx - xxxxxxxxxxxx

Business Resources
Business Unit Cost centre Code Name of cost centre* Heads reallocated from existing resource New heads required Duration (days/weeks/ months)

* Individual cost centres will be identified during further tranche scoping

7.6.3 External resources

Supplier Cost centre Code Name of cost centre* Heads reallocated from existing resource New heads required Duration (days/weeks/ months)

For a copy of our resource budgeting tool please click Resource Budgeting Template

Project Sponsor: xxxxxx xxxxxx Project Manager: xxxxxx xxxxxx

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7.7

Risk Profile

Full list of project risks :-

Date Identified

Severity

Author

Owner

Description H

Countermeasures

KB

16-0604

BM

7.8

Issue Profile

Full list of project issues:Originator Importanc e Date Identified

Description

Progress KB xx/xx/xx meeting with Big Asia Plc

KB

xx-xx-xx

KB

7.9

Assumptions

List the assumptions profile for the project.

Log No . . . . . . . . . .

Narrative Description

7.10 Governance 7.10.1 Project Organisation Structure The roles, responsibilities, job definitions and lines of authority outlined in this section represent the people involved in directing the project, day-to-day management of the project, team management, and the work to create the products. The diagram below presents an overview of the project organisation structure.

Project Sponsor: xxxxxx xxxxxx Project Manager: xxxxxx xxxxxx

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Date Closed

Owner

Status

Type

No.

Status

Type

No.

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Example Org Map

P S r o j e c t O r g a n i s a t i o n t r u c t u r e T e c h n ic a l J o h n C P o n s u lt a n t : e t e r s X Y Z P L c

T e c h n ic a l L e a d & r c h it e c t : M i R o d g e r s

C P r o je c t B o a r d : T im R o d g e r s P e t e r S m it h A n d r e w W h it e h e a d

I n t e r w o v e n o n s u lt a n t T B

W e b & J S P D e v e lo p e r s : S

S r D e v e lo p e r s : L e ig n E d w a r d s t e p h e n H e w e t t

W e b S p h e r e o n s u lt a n t : T B

L e a d W J im W e b D

e b D A c r e

e v :

e v e lo p e r s : T B C

r o je c t M a n a g e r : J im B u t c h e r

r o d u c e r : L o v e

a t e

r o je c t A s s is t a n t : J o h n S t r o n g

e b S r D e s ig n e r : C o li n H o w a r d

e b

D e s ig n e r s : T B C

T L

r D e s ig n e r : T B C

T L

e s ig n e r s : T B C

I n f o r m a t io n A r c h it e c t : J a m H u n t

e s

D e s ig n o n s u lt a n t : S W h it e l

im

o n

K e y : A r r o w s i n d ic a t e lin e s o f r e p o r t a n d d ir e c t io n . B r a c k e t s in d ic a t e r e s p o n s ib i l i t y f o r d a y - t o d a y w o r k m a n a g e m e n t . Z P Y P l c

I n t e r a c t iv e O p s & I n f r a s t r u c t u r e M g r : K e v in N e t t le s

e b R

h a n n e l M i c k B r ic k

g r : M

iD T V g r : K

C h a n n e l a t e K ip p e r

e s e a r c h M g r : D a n ie l F le e t

o n t e n t M S o p h ie

a n a g e r : P a in

T e c h n ic a l Q A T o p T e s C o m

E d w a r d W o o d w a r d p e r a t io n s & S e r v ic e s M a n a g e r

I n t e r a c t iv e A r c h it e c t u r e & S e c u r it y M g r : ic h a r d H a r r is o n

M o b ile C h a n n e l M g r & G r o u p M k t g L ia s o n : R i c k M a y

7.10.2 Project Board On the Project Board the Executive is the key decision maker, with advice & commitments from others. To ensure effective decision making, the project board should consists of three people. People with appropriate skills should fill these roles so it may be necessary for a role to be shared to ensure skill sets are satisfactory. The Project Board manages by exception to ensure minimum demands on members time while enabling them to fulfill their responsibilities to the project. 7.10.3 Project Board Responsibilities Overview of Project Board Responsibilities Provide overall direction and management. Accountable for success of project Project voice to outside world disseminate information from and convey external information to project. Approves all major plans and authorises changes and major deviations outside of tolerances. Ensures required resources are available. Ownership of one or more of the identified risks (i.e. monitor the risks and keep the project manager informed). Ultimate escalation point for key unresolved project issues which have not been able to be resolved through the normal process of dialogue and investigation between interested parties. Assurance that product meets acceptance criteria.

Project Sponsor: xxxxxx xxxxxx Project Manager: xxxxxx xxxxxx

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7.10.4 Project Board Roles

Role Responsibility Job Description

Needs to identify key programme governance figures if necessary: SRO(Senior Responsible Owner) (if appropriate) Programme (& Sub-Programme) Manager Programme Director Project SROs/Directors and Managers

7.11 Project controls 7.11.1 Review and Approval Points Detail the gateway review point and project audits which will occur during the lifetime of the project. 7.11.2Change Control Detail the change control procedures. 7.11.3 Progress Reporting Performance reports should be produced for review at a number of levels. The length and frequency of reporting should be appropriate to the audience and platform the report is produced for. Table below gives an outline of reporting structure and contents:
Report Level Frequency Monthly Fortnightly Monthly Fortnightly Fortnightly Monthly Contents Format

Project Sponsor: xxxxxx xxxxxx Project Manager: xxxxxx xxxxxx

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7.12 Operational Impacts The following table outlines the areas where the XXX Project will have operational impact, which secures benefits within this business case.
Operational Area Benefit A Benefit B Benefit C XXXXXXXXX XXXXXXXXX XXXXXXXXX XXXXXXXXX XXXXXXXXX XXXXXXXXX XXXXXXXXX XXXXXXXXX
Direct Impact Indirect Impact
xxxxxx xxxxxx xxxxxx xxxxxx xxxxxx xxxxxx xxxxxx

7.13 Dependencies & Interdependencies The XXX project has a number of critical dependencies that will be managed by the project team. The dependencies identified below will be tracked and, where appropriate, escalated to the portfolio /programme board.
Log No 123

Description

Start Date dd/mm/yy

Finish Date dd/mm/yy

Importance High

Progress

Status GREEN

Owner PB

For an excel copy of this log please click FREE Project Cross Dependency log Template 8. FINANCIAL APPRAISAL

Detailed analysis of the whole project taking into account benefits already realised and those expected to be realised. For a fully working ROI template of the table shown below ready for cutting and pasting into this document click the following:FREE ROI Project Calculation Template

Project Sponsor: xxxxxx xxxxxx Project Manager: xxxxxx xxxxxx

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8.1

Detailed Appraisal
BENEFIT DRIVERS 0 1 YEAR 2 3 4 5

Total annual benefits Benefit Reduction Factor Total benefits realized

Costs Total

Year 0

Year 1

Year 2

Year 3

Year 4

Year 5

Benefits Annual benefit flow Cumulative benefit flow

Year 0

Year 1

Year 2

Year 3

Year 4

Year 5

Discounted benefit flow Discounted costs Discounted benefits Total discounted benefit flow Total cumulative discounted benefit flow

Year 0

Year 1

Year 2

Year 3

Year 4

Year 5

Initial investment Initial investment Implementation costs Ongoing support costs Training costs Other costs Total costs

Year 0

Year 1

Year 2

Year 3

Year 4

Year 5

ROI measures Cost of capital Net present value ROI Payback (in years)

Project Sponsor: xxxxxx xxxxxx Project Manager: xxxxxx xxxxxx

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8.2

Financial Assumptions

Key Assumptions
Log No . . . . . . . . . . Narrative Description

Project Sponsor: xxxxxx xxxxxx Project Manager: xxxxxx xxxxxx

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9.

APPENDICES

Project Sponsor: xxxxxx xxxxxx Project Manager: xxxxxx xxxxxx

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