Standard PMO Documentation Template - DOC by gigi12

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									 Department or Program Name

[ SYSTEM/APPLICATION NAME ]
        TEMPLATE
     Business Case and
     Proposed Solution
SYSTEM/APPLICATION NAME                                   BUSINESS CASE AND PROPOSED SOLUTION


Business Case
Template Guideline
Follow this template guideline when completing a Business Case document.

Purpose/Value      A business case is a high level and persuasive document that describes why a
Statement          project needs to be done. It defines an existing business need and a proposed
                   solution to meet the defined need. The business case provides the information
                   necessary to determine whether or not to commit the resources to launch a
                   project. This is the first step in the project origination process.
                   The logic of the business case is that any time resources such as money or
                   effort are consumed; they should be in support of the business. For example,
                   a software upgrade might improve system performance, but the "business
                   case" is that better performance would improve customer satisfaction. The
                   amount of detail required in the business case is based on the sponsor’s need
                   to be convinced or compelled that resources should be expended as described
                   to achieve the desired solution.

Ownership          Anyone in University Services can propose a project; however, the department
                   sponsor has ownership of the business case. Typically, a project will be
                   initiated by a Business Manager who will work with IT and a Sponsor to create
                   the high level business case for why a project needs to be done. It is the
                   responsibility of the person who initiates the proposal to complete the
                   document and route for approval and review. The Business Case must be
                   approved before funding and resources can be assigned.

When               In University Services, a business case is required for all IT projects that are
                   classified as medium or large ($75K and above), or if a project introduces a
Origination
                   new technology or a new vendor.

Template           1. Do not include the Template Guidelines in your final document.
Completion         2. Enter the project information under each numbered section in the business
                      case and delete the template instructions shown in blue italic font. The
                      purpose of the instructions is to provide guidance for completing the
                      document or to list options that must be selected to complete the section of
                      the business case.
                   3. Each numbered section in this document will be expanded on in more
                      detail in the Project Charter or Project Plan.
                   4. Submit the business case for review by the U Services Program
                      Management Office:
                        Sign on to the PMO Web Site @ www.uservices.umn.edu/pmo
                        Select the Project Proposals link in the lower right hand corner.
SYSTEM/APPLICATION NAME                             BUSINESS CASE AND PROPOSED SOLUTION




               5. Click the New Item button to enter your project proposal.




               6. Complete the fields on the project proposal.
               7. Click the Attach File button to attach the Business Case document.
               8. Click Save and Close to submit your proposal.
               Review Criteria:
               Business cases will be reviewed and approved at the originating department
               level. A Central U Services review will be required if:
                     The proposed project cost estimate is greater than $250,000
                     The proposed project impacts multiple RRC’s
                     The proposed project needs funding assistance from University Services
                      central budget or is the project a potential enterprise-wide solution for
                      the University of Minnesota
                     The proposed project involves a high business or technical risk
                      (determined by an IT Technical Architecture Review Committee
                      comprised of the U Services CIO, PMO director, appropriate IT
                      manager, and subject matter experts as appropriate)
SYSTEM/APPLICATION NAME                             BUSINESS CASE AND PROPOSED SOLUTION



                After review, the organization should have reasonable assurance that:
                     the proposed investment has value
                     the resulting project will be properly managed
                     the organization has the capability to deliver the benefits
                     the organization’s dedicated resources are working on the highest value
                                                       opportunities
                     proposals with inter-dependencies are undertaken in the optimum
                                                       sequence.




Empowerment     This template includes the minimum basic information needed to successfully
& Scalability   complete a Business Case document. The amount of detail included in the
                template will depend on the size and complexity of the proposal. Consult the
                USPMO with any questions via the PMO Website @
                www.uservices.umn.edu/pmo

Important       As this template may change, it is highly recommended that you check the
Notices         PMO Website @ www.uservices.umn.edu/pmo each time you need develop a
                new business case.
SYSTEM/APPLICATION NAME                                      BUSINESS CASE AND PROPOSED SOLUTION


DOCUMENT INFORMATION AND APPROVALS



Version #       Date                Revised By                 Reason for change
1.0             9/18/08             Aaron Demenge              PMO Review




Approver Name             Project Role              Signature/Electronic Approval   Date
SYSTEM/APPLICATION NAME                                                                BUSINESS CASE AND PROPOSED SOLUTION


TABLE OF CONTENTS
 1.    Business Issue/Opportunity ............................................................................................................. 2
 2.    Proposed Solution Objectives/Project Approach ............................................................................. 2
 3.    Business Drivers .............................................................................................................................. 2
 4.    Support for University Services Strategic Goals .............................................................................. 2
 7.    Key Goals ......................................................................................................................................... 3
 8.    Impacted Groups .............................................................................................................................. 3
 9.    Anticipated Benefits ......................................................................................................................... 3
 10.   Preliminary Timeline and Effort Estimate ......................................................................................... 3
 11.   Preliminary Cost/Benefit Analysis .................................................................................................... 4
 12.   Funding Sources .............................................................................................................................. 4
 13.   Alternative Solutions ........................................................................................................................ 4
 14.   Risks/Assumptions/Dependencies ................................................................................................... 5
SYSTEM/APPLICATION NAME                                              BUSINESS CASE AND PROPOSED SOLUTION


BUSINESS CASE AND PROPOSED SOLUTION TEMPLATE

Business Case Identification:

Business Case/Proposal Name:                                 Date:

Department/Business Area:

Sponsor:                                                     Prepared by:


1.     Business Issue/Opportunity

       Describe the business need that would be addressed by this proposal and the reasoning behind recommending
       this as a proposed project. (Remove this comment section from the final document.)

2.     Proposed Solution Objectives/Project Approach

       Provide a high-level statement that addresses the overall context for what the proposal would accomplish and
       the general strategy that would be used to deliver the solution. Touch on what would be expected and what
       should be excluded. The Project Charter will expand this section into specific activities or deliverables.
       (Remove this comment section from the final document.)

3.     Business Drivers

       List the primary business drivers of this proposed proposal. Drivers may be: Compliance, Cost/Expense
       Reduction, Increased Revenue, Regulatory Mandate, Risk Reduction, or Service Improvement. (Remove this
       comment section from the final document.)

          List item #1

4.     Support for University Services Strategic Goals

       Select one of the University Services‟ Administrative Strategic Goals that this proposal supports:

       1. Provide the right services, at the right level, at the right time, at the right cost through continuous
          improvement and innovation.
       2. Provide a well-maintained, attractive, and highly functional campus.
       3. Promote and advance a safe and secure environment for the University Community.
       4. Engage and partner with the units and people we serve.
       5. Maximize opportunities for the people of the U to develop and contribute.
       6. Foster a University Services enterprise culture.

       (Remove this comment section from the final document.)




33a9c52d-3c25-40de-bab7-8baeff37213c.doc                                                                            Page 2
SYSTEM/APPLICATION NAME                                            BUSINESS CASE AND PROPOSED SOLUTION


   7. Key Goals

       List SMART goals - Specific, Measurable, Attainable, Realistic, and Time-based – known or expected
       that will fulfill the proposed solution objectives. Also list any known or expected key Critical Success Factors
       sponsorship would expect to use to gauge success. A critical success factor is not a key performance indicator
       (KPI). Critical success factors are elements that are vital for a strategy to be successful. KPIs are measures
       that quantify objectives and enable the measurement of strategic performance. For example:

          KPI = Cost per Incident/Event
          CSF = To have established a process to define activity-based cost accounting to capture and summarize
           all costs attributable to an incident or event.

       (Remove this comment section from the final document.)

          List goal #1

   8. Impacted Groups

       Describe the organizational impact – processes or resources – of the implementation of the proposal. Include
       beneficiaries of the resulting product or service or subject mater expertise that would be expected to be drawn
       upon. (Remove this comment section from the final document).

     Organization/Name                          Type of Impact




   9. Anticipated Benefits
      List all known and expected benefits - both qualitative and quantitative – of the proposed solution and how
      it would enhance the business. (Remove this comment section from the final document.)
       List benefit #1

   10. Preliminary Timeline and Effort Estimate
       The anticipated duration of the proposal. (Remove this comment section from the final document.)
     Deliverable/Milestone                              Date/Timeline             Comment




33a9c52d-3c25-40de-bab7-8baeff37213c.doc                                                                        Page 3
SYSTEM/APPLICATION NAME                                           BUSINESS CASE AND PROPOSED SOLUTION




   11. Preliminary Cost/Benefit Analysis
       Describe any benefit or cost estimates that are known or expected at this time. See Proposal Budget
       Worksheet for the information to be included. May attach as an appendix. (Remove this comment section
       from the final document.)
     Description                                        Cost ($)                 Comment



         TOTAL COST ESTIMATE                            $00,000



     Description                                        Benefit ($)              Comment



         TOTAL BENEFIT ESTIMATE                         $00,000

   12. Funding Sources
       List the funding source for this proposal (e.g., departmental funds, charge back to customers, central U of M
       funded, etc.)
     %             Area or Department                          Comments



     100%

   13. Alternative Solutions
       List all alternatives and explanations for why chosen or not chosen. “Do nothing” should be an alternative
       that would be considered. Considerations would be pros or cons that need to be understood (“Tried approach
       3 years ago, and was not successful”, etc. (Remove this comment section from the final document.)
     Alternative Solutions                                  Considerations




33a9c52d-3c25-40de-bab7-8baeff37213c.doc                                                                      Page 4
SYSTEM/APPLICATION NAME                                            BUSINESS CASE AND PROPOSED SOLUTION


   14. Risks/Assumptions/Dependencies
       Describe risks and key assumptions known or expected at this time:
       A risk is an uncertain event or condition that, if it occurs, has a positive or a negative effect on a proposal
       project objective. A risk has a cause and, if it occurs, a consequence
       An assumption is where there may be external circumstances or events that are to be considered to occur for
       the proposed project to be successful. If you believe these external events are likely to happen, then you have
       an assumption. If you have an external event that must occur, but you are uncertain that it will, it is a risk.
       A dependency is a situation where some part of the proposed project requires some other event, activity, or
       effort to be completed before the proposed project can be successful. You may also „assume‟ that such an event
       will happen, but tracking as a dependency calls out with more emphasis that the chain of events must be
       completed correctly.
       The Risk Assessment Worksheet can be used to quantify risks or identify risk areas that will be explored
       during the project SDLC phases. Use R, A, or D to categorize Risk, Assumption, or Dependency.
       (Remove this comment section from the final document.)
     R, A, D Description                                            Comment




Additional Comments:




33a9c52d-3c25-40de-bab7-8baeff37213c.doc                                                                       Page 5
                                Appendix 1 – [Project] Impact Summary Form
                                           Cost/Benefit Analysis
                                           Start Up   2009   2010   2011   2012   2013   TOTAL
Benefits/Improvements

[Benefit description]




   Subtotal:

Costs
[Cost description]




   Subtotal:

University Net




Improvements Notes:



33a9c52d-3c25-40de-bab7-8baeff37213c.doc                                                   Page 6
1. [Improvement/benefit notes and source. Use specifics – rates, quantities, frequency, etc.].



2.




3.


Cost Notes:

1. [Cost notes and source. Use specifics – rates, quantities, frequency, etc.].

2.

3.




33a9c52d-3c25-40de-bab7-8baeff37213c.doc                                                         Page 7

								
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