Business Case - « Lite » Version Template

Project Name

Branch

National Project Management System
Business Projects-IT-Enabled
Analysis Phase

Instructions

Purpose of this Document

This document is your template for producing a « Lite » version of the NPMS Business Projects-IT-Enabled Business Case. A business case is typically a presentation or a proposal to an authority by an organization seeking funding, approval, or both for an activity, initiative, or project.

Using this Template

To create a business case from this template, simply do the following:

  1. Replace the title on the cover page with "the name of the organization, the name of your project, and the document type: Business Case" and delete the brackets.
  2. Save your document with a file name that is in accordance with current branch document naming standards.
  3. Update the file name in the document footer by right-clicking and selecting Update Field.
  4. Complete the entire template. Each section contains brief instructions, shown in italics, which can be removed once your document is finalized. The template's companion document, Business Case Guide, provides sample tables as suggested layout for some of the information required.
  5. Update the table of contents by right-clicking and selecting Update Field, then update entire table.
  6. After completing this draft template, delete this page and any italicized guidance text that is not incorporated into the content of your document.

NOTE: Consult the Treasury Board Business Case Guide if you would like more information about a particular section of your business case or information about business cases in general.

Revision History

Table Summary

The table describes the revision history of the Business case with version number, description, date modified and author.

Version Number Description Date Modified Author
1.0      
       
       
       
       

Authority Signatures

This section contains the signatures of key stakeholders, indicating that they agree with the presentation or proposal as it appears in the business case.

Edit the signature blocks to reflect the organizations involved; for approval authorities, refer to Annex A of the NPMS for Business Projects-IT-Enabled

Full name:
Title: Business Case Owner
Date:

Full name:
Title: Delivery Organization
Date:

Full name:
Title:
Date:

Full name:
Title:
Date:

Table of Contents

1. The Strategic Context

1.1 Organizational Overview

Provide a one paragraph organizational overview of the sponsoring department, agency, or organization, including its:

  • mission;
  • strategic vision, goals, and service objectives;
  • current activities and services, including key stakeholders and clients; and,
  • existing capacity—financial and human resources.

1.2 Problem/Opportunity Statement

Provide a clear articulation of the business need in the form of a well-structured statement that addresses the problem or opportunity. This statement should be no more than one or two sentences.

Identify the drivers that have triggered the investment proposal in two or three lines. Both internal and external drivers of change should be identified and clearly linked to the business need.

1.3 Business Outcomes

Describe in two or three lines the expected business outcomes (high-level benefits). A business outcome is the expected result or benefit that the organization is to achieve at the end of an intervention or change. To make a robust case for change, the business case should demonstrate how the proposed investment fits within the organization's broader strategic context and contributes toward its goals and objectives.

1.4 Prioritized Requirements

Specify the key requirements to address the business need. Keep to a level of detail that allows for their comparison against the options.

1.5 Assumptions and Constraints

List and describe the assumptions associated with the ability to address the key requirements—and the potential impact of those assumptions if they are not addressed. Assumptions are factors that, for planning purposes, are considered to be true, real, or certain.

List and describe the specific constraints. Constraints are factors that place limits or conditions on the investment. They can come from external or internal factors.

1.6 Dependencies

Identify any dependencies related to the overall business need, requirements, or a solution.

1.7 Scope Boundaries

Identify what is to be included within the scope of the investment and explicitly state what is excluded.

2. Analysis and Recommendation

2.1 Preliminary Options Analysis

2.1.1 Evaluation Criteria

Define the evaluation criteria used for screening and analyzing the options that will ultimately be used to determine an overall recommendation. Include a scoring protocol for the criteria. The protocol may include a weighting formula, if this is deemed appropriate.

2.2 Viable Options Analysis

2.2.1 List and Describe the Viable Options

Identify and describe the viable options that can address the business need. The list should demonstrate due diligence in exploring options.

NOTE from TBS Guide: If no options are deemed viable, consideration should be given to the effect of maintaining the status quo or revisiting the business need and desired outcomes. In a case where there is only one viable option aside from the status quo option, ensure that the supporting evidence discounting all other options is sound and can withstand scrutiny.

In table format, assess each viable option against the seven criteria presented in the table below. There should be one table for each option.

Table Summary

The table identifies and describes the viable options against the seven criteria, that can address the business need.

Option Strategic Alignment Alignment
with Desired Business Outcomes
Costs Cost Benefit Analysis Impact Risk Advantage
/Disad-
vantage
Overall
Risk Rating
Name                
2.2.2 Strategic Alignment

Describe how the viable option supports the organization's current business architecture and planned program results and strategic outcomes (if applicable).

2.2.3 Alignment with Desired Business Outcomes

Prepare an option outcome analysis and present a summary of the findings for each business outcome in section 1.3.

2.2.4 Costs

Provide a description of the costs. Projected costing estimates should be based on total cost of ownership, which includes ongoing costs over the course of the investment's lifecycle as well as potential compliance costs for stakeholder groups.

2.2.5 Cost-Benefit Analysis

Based on the costs established, describe how those costs are weighed against the benefits. Conduct the cost-benefit analysis for each option, taking into account costs, benefits, and risks. Refer to the TBS Business Case Guide for further instruction on conducting the cost benefit analysis.

2.2.6 Impact

Provide a high-level impact assessment from both internal and external perspectives.

2.2.7 Risks

In a separate table: identify the risks, conduct a risk assessment and provide a risk response for each option. Limit the identified risks to the top five.

The option risk summary table should include risk, probability, impact, response and contingency, outcome, tolerance, and a risk assessment summary rating.

In the viable option analysis table (2.2.1 above), insert the overall risk rating from the risk table below.

Table Summary

The table identifies the risks, conduct a risk assessment and provide a risk response for each option. The option risk summary table should include risk, probability, impact, response and contingency, outcome, tolerance, and a risk assessment summary rating.

# Risk
Description
Probabi-
lity
(H/M/L)
Impact
(H/M/L)
Planned
Response
Outcome Tolerance Rating
1              
2              
2.2.8 Advantages and Disadvantages

Determine whether the option's measurement against the aforementioned criteria is found to be either an advantage or a disadvantage (financial and non-financial).

2.2.9 Scoring Summary Table
Table Summary

The scoring summary table examines criteria, criteria weight as well as different options.

Criteria Criteria Weight Option 1
Status
Quo
Option 2
X
Option 3
Y
Insert Criteria 1   Insert score Insert score Insert score
Total - option
total score
option
total score
option
total score
2.2.10 The Preferred Option
2.2.10.1 Recommendation

Present the recommendation in a straightforward manner, clearly stating why the organization will benefit by focussing its investment on the preferred option.

2.2.10.2 Deciding Factors

Identify the deciding factors (financial and strategic) for selecting the preferred option.

2.2.10.3 Costs

Provide a cost estimate summary of the preferred option, linked with the work stream components.

2.2.10.4 Risk Acceptance

Illustrate why the identified risks are acceptable. Narrative may be included to contextualize the overall risk assessment, including impact, probability, outcomes, and so forth.

2.2.10.5 Implementation Plan

Identify the core work streams and associated milestones. Outline how the project will be implemented. Provide an implementation/strategic work plan demonstrating that the proposed investment has been thought through.

2.2.10.6 Contracting and Procurement

Provide information concerning the procurement vehicle, and precisely how it will be utilized.

2.2.10.7 Organizational Capacity

Describe the sponsoring organization's capability to manage the investment.

2.3 Managing the Project

This project will be conducted in accordance with the National Project Management System.

Insert a statement that this business case document will be accompanied by a project charter providing information for each of the following:

  • Governance and Oversight
  • Project Management Strategy
  • Outcome Management
  • Risk Management
  • Change Management
  • Performance Management

Appendix A - References

References - This is where you describe and identify the location of key documents that define and establish the project, such as the business case, the departmental investment plan, departmental long-term strategy, outcome management plan, outcome map, the Speech From the Throne, Cabinet directions, horizontal government initiatives, etc.

Table Summary

The table describes and identifies the location of key documents that define and establish the project, such as the business case, the departmental investment plan, departmental long-term strategy, outcome management plan, outcome map, the Speech From the Throne, Cabinet directions, horizontal government initiatives.

No. Reference Document Name Location
e.g. File No.: E-DRM No. Web Address etc
File Volume No.
1      
2      
3      
Etc      

Appendix B - Glossary

Glossary - Define all terms and acronyms required to interpret the business case properly. Delete this page if a glossary is not required.

Table Summary

The table defines all terms and acronyms required to interpret the business case properly by providing the name in full.

Term Definition
Acronym Name in Full