Strategic Projects Office - Business Case Documentation v24

Purpose of this document:

This document provides information about preparing a Business Case for the Systems and Process Investment Board. It comprises of two
sections, the first lists background information and the second provides detailed information about the contents of the Business Case.
1. Background Information:
Before you start preparing a Business Case please refer to the following documents within H:\strategic-projects\BA Procedures and
Templates for guidance.
Document Title
Purpose
Process and System Initiative Approval
To outline the process for determining whether the proposed project is a small scale initiative or
Routes
large scale initiative. This document is key to deciding whether a Stage 0 and/or a Stage 1
Business Case will be required.
Financial Template Guidance Nov
Guidance on filling out the Financial Template that must accompany every Business Case
2013
document
Business Cases Costing of staff using
Guidance on agreed method for costing staff within Business Cases.
fEC Tool
1.1
Key People to consult with:
Name/Role
IT Services - initial contact Luke Taylor, Assistant Director, Systems
Development
Caroline Bardrick, Deputy Finance Controller for Support Services, Finance
Services (and John Hay where software licence costs are involved)
Public Relations Office initial contact Urfan Ali, Web and New Media
Manager (where content will be delivered via the web)
Change Management Initial contact Naomi Logan, OD Manager (Change),
Human Resources
Project Management - Claire Nuttall, Head of Strategic Projects Office
Any other Resource Manager providing resources to the project or ongoing
service, e.g. Business Intelligence service Manager Jo Cape

Deliverable
Technical Appraisal, Hardware costs and
budget
Finance Template
Web Appraisal

Prepared
by
Luke
Taylor
Business
Analyst
Urfan Ali

Estimates of Change Management resources

Estimates of Project Management resources
Estimates of other project and operational
resources

1.2
What you need to submit:
Templates are located in H:\strategic-projects\BA Procedures and Templates.
Completed
Document
Executive

Requirement
Required when submitting either Stage 0 or a Stage 1 Business Case.

Last updated: 3rd July 2014 (by Martin Fey, Senior Business Analyst, Strategic Projects Office) V24
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Summary and
Checklist
Stage 0 Business
Case
Stage 1 Business
Case
Finance Template

If the Process Owner is requesting Strategic Projects Office resources to develop a Stage 1 Business Case for a large
scale project/initiative then a Stage 0 Business Case will be required. It is not required for small scale initiatives
(value less than 25k, no Business Analysis required).
Required for either large or small scale initiatives.
Required when submitting either Stage 0 or a Stage 1 Business Case.

1.3
Who to submit final version to (large scale initiatives only):
Name/Role
When
Head of Strategic Projects Office and Senior
Prior to CRAB and Portfolio Management Group meetings that precede the Systems and
Business Analyst
Process Investment Board. Meeting schedule in H:\strategic-projects\Business Cases\01
Business Case Guidance\Meeting Schedules
Secretary to Systems and Process
At least 7 days prior to the Systems and Process Investment Board Meeting
Investment Board (in Planning)
Note: Caroline Bardrick should always be sent the final Excel spreadsheet for the Financial
Cc to Caroline Bardrick, John Hay
Template.
John Hay must be consulted on any additional ongoing software licensing costs well in
advance of the SPIB meeting where the case is to be discussed.
2.
Business Case Documentation
The Systems and Process Investment Board requires either a stage 0 or stage 1 business case depending on the type of funding you are
requesting.
Stage 0
Purpose

Content

Deliverables

Last updated: 3rd July 2014 (by Martin Fey, Senior Business Analyst, Strategic Projects Office) V24
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Describes the justification for setting up

and continuing a large scale project.
Lists the resources required to develop a
Stage 1.
Provide the mandate for resources (i.e.
Business Analyst) to be used on the
preparation of a Stage 1 Business Case
Outlines the issue the project will try to
resolve.
This is a high level document and should
not be lengthy.

Roles and Responsibilities

Sponsor (e.g. Process Owner) will support

and endorse the setting up of the project.
Project lead (e.g. department head,
systems manager) or Business Analyst
could prepare this document.
The Business Case will be prepared by a
member of staff from the Business Area
with assistance, guidance and QA from the
Senior Business Analyst and/or the Head of
the Strategic Projects Office

Details of project sponsor, project lead, project structure

and the key stakeholders.
Overall project objectives.
Background project drivers and current issues.
High level metrics, if available.
Scope, including deliverables for the overall project.
Strategic benefits of investment.
The resources required to produce a Stage 1 Business case
would normally include resources for:
o Business Analysis
o Technical Appraisal (amount of time required to be
discussed with Assistant Director, Systems
Development)
o Web Appraisal (if required, i.e. On Line Outputs
involved default is Yes, amount of time to be
discussed with Head of Web Editor Team)
Completed Finance Template.
Where possible, approximate resource requirements,
estimated capital investment and anticipated timescales
for duration of project post Stage 1 approval (high level at
this stage).
Risks and drawbacks of not progressing the project.
Constraints/Dependencies.

If the Business Case is

approved, resources will
be allocated, normally a
Business Analyst.

The Business
Analyst/Project Manager
will develop a Work Plan
and Terms of Reference
for their work. This will
be signed off by the
project lead.

If required, the project

board structure will be
agreed.

The review/project will

commence.

Last updated: 3rd July 2014 (by Martin Fey, Senior Business Analyst, Strategic Projects Office) V24
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Stage 1

Purpose
Describes the resources (staff and funding)
required to develop either an in house or
commercial solution for either a large or small
scale initiative.
Identifies resources required to implement the
project and recurrent resources once the project is
completed.
Outlines the options explored with cost benefits.
Roles and Responsibilities

Sponsor will provide statement of support.

Project lead will sign off this document and
ensure stakeholder support.
Business Analyst provide analysis and prepare
the Stage 1 Business Case document (with
Executive Summary and Financial Template) and
will own the document during preparation, prior to
approval.
Head of Strategic Projects Office - Advise level of
Project Management resource required
Assistant Director, Systems Development
responsible for the preparation of the technical
options appraisal and estimates of IT Services
resource required for recommended option.
Deputy Finance Controller for Support Services
review Financial Template.
Head of PRO Web Editor Team Web Development
required
IT Training Manager Level of Training resource
required
Human Resources Change Team Advise level of

Content
The content of the Stage 1 will be similar to the
Stage 0, with the addition of:
Equality Risk Assessment1 statement if
relevant.
Detailed information about the objectives,
scope of the project, level of support, how
success will be measured and detailed
metrics.
Options appraisal and proposed process
improvements.
For in house development- detail full
cost/benefit/risk analysis for the preferred
option, as well as timescales for
development. There should be costs for both
the following where applicable:
Development by ADT
Web Design and
Development by (or
overseen by) Web Editor
team
For commercial product, indicative
cost/benefit/risk analysis for the preferred
option. If there is an element of integration
with the University web system, then the Web
Editor Team should be consulted.
The benefits above should include Service
Level Benefits if identified
Timing2, risks, dependencies and sensitivities
of the project.
Change Management implications
Service Level Assumptions In particular

Deliverables
In addition to the Stage 1
Business Case the following
are likely to be developed:

The as is and to be
(where applicable)
process maps.

For in house
development, detailed
Statement of
Requirements document
with Technical Appraisal.

For commercial product,

Prioritised Statement of
Requirements document
with technical appraisal
and indicative costs from
suppliers. On approval of
funds an invitation to
tender will be developed.

Service Level
Requirements document
(to be signed off by
Service Owner and
Technical Services
Owner)

If the Business Case is

Equality risk assessment is a full consideration of how an existing or proposed policy is likely to affect people from diverse backgrounds and circumstances. It is a review of
our policies to ensure that they are not discriminating and that they are making a positive contribution to equality of opportunity. More information:
http://www.bristol.ac.uk/equalityanddiversity/era
2

The current threshold for Goods and Services is 156,442. Any one-off spend, or combined spend over a 4 year period by the University that exceeds this must go through
a formal tender process governed by the EU Public Procurement Regulations. This process is managed by Procurement and will on average take 3 - 6 months depending on
the complexity of the contract

Last updated: 3rd July 2014 (by Martin Fey, Senior Business Analyst, Strategic Projects Office) V24
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Change Management resource required to assist

with the project
Project Manager check of Stage 1 Business Case
document prior to submission to ensure that it is a
coherent and complete case that the PM will be
able to successfully deliver

those that have influenced the IT costs in the

Business Case
A completed finance template must be
included as an appendix. All other appendices
are optional. The completed Finance Template
must be reviewed by Finance (Caroline
Bardrick) prior to approval and submission.

approved, resources will be

allocated to implement the
project.

Last updated: 3rd July 2014 (by Martin Fey, Senior Business Analyst, Strategic Projects Office) V24
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