BUSINESS CASE TEMPLATE Provision of Mailing Services to [insert organisation name]
Business case - explanation
• This document will help postal procurement personnel to detail the potential benefits (financial and non-financial) and costs involved in improving their postal services It can be used to secure commitment from senior management for changes required to improve performance It is intended to be a guide and will require completion and tailoring by individual organisations It draws on the NAO report, “Improving the Efficiency of Postal Services in the Public Sector”, which can be referred to for more information Note, use of [ ] denotes information that must be completed by the user. Examples have been inserted into this document as a guide to indicate the type of information you may wish to consider inputting.
• • • •
Business case - Contents
• • • • • • • • • Objectives and scope Summary (including quantified financial and non-financial benefits) Value levers Benefits (quantified, where possible, over time) Implementation tasks and project plan Key barriers “Reference” customers Methodology Assumptions
Business case – Objectives and scope
• • • • To reduce spend on postal services To increase the quality of postal services This work focuses on postal procurement and management covering mail services The organisation may wish to take this opportunity to review related areas, such as stationery, printing costs, and use of the Post Office network
Business case – Summary
• • • • • • Background: [highlight current spend, volume, suppliers, use of postal services within the organisation] Potential areas of improvement: [summarise findings from business case analysis] Potential benefits: [summarise financial and non-financial benefits over time] Implementation costs and timeline: [summarise implementation activities and costs over time] Key risks: [overview of risks and mitigating actions to achieving potential benefits] What next: [detail immediate next steps]
Business case – Value levers
• [Use NAO postal efficiency improvement tree to highlight primary value levers]
Business case – Benefits
• • Financial benefits Year 1 Year 2 [Methodology for gathering data and assessing benefits]: Year 3 $ $ $
Benefits can be measured by taking a baseline figure for the Key Performance Indicator (using data from a Mail Audit) and then re-measuring these at periodic intervals • For example, savings due to increased use of workshare products (compared with use of standard tariff) can be measured in this way • Non financial benefits:
[summarise key service delivery benefits, eg. reduction in lost mail, quicker delivery times, improved targeting of mail items]
Business case – Implementation tasks and project plan
•
Tasks will likely be around the following topics: Processes
• [customer contact] • [applications and forms] • [mail generation] • [printing] • [data cleansing] • [sorting] • [Key Performance ]Indicators] • [integration of systems]
Technology
Organisation
• [postal requirements] • [manage post with print, stationery] • [centralised print centres]
• [centralised
supplier management]
Business case – Implementation tasks and project plan
• Costs are estimated at: Cost $
Cost area Technology
Process change $ New licenses • $
The project will begin in [month, year] and complete in [month, year], with benefits beginning to be realised by [month, year].
Month 1 Task
Milestone
Month 3
Task
Milestone
Task
Milestone
Task
Milestone
Business case – Key barriers
[ e.g.Technology barrier]
Can be mitigated through
[action]
Can be mitigated through
[e.g.Internal resistance To change]
[action]
[Barrier 3]
Can be mitigated through
[action]
Business case – Reference customers
• •
Other public and private sector organisations have made similar changes with substantial rewards [reference case examples in NAO report and good practice guide]. For example,
[Change, eg. replace first class with second class] [HM Revenue & Customs] [$1.3m estimated savings]
[Improve accuracy and management of customer address data]
[National Savings & Investments]
[Postage savings of $20,000 + processing savings and improved customer satisfaction]
[Audit of mail usage]
[Large Local Authority]
[Potential annual savings of $50,000]
[
]
[
]
[
]
Business case – Methodology and assumptions
• This business case has been created using the following sources: • [OGCbuying.solutions, postal services team] • [Discussions with existing postal suppliers] • [Discussions with potential new postal suppliers] • [regional procurement group] • [National Audit Office report, “Improving Postal Services Procurement in the Public Sector”]
•
The main assumptions made for this business case are: • [assumption 1] • [assumption 2]