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PM 004 Project Business Plan

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                               Name of Project
                      High Level Business Case



                                 Version 0.A (dd mmm yyyy)


DOCUMENT ACCEPTANCE and RELEASE NOTICE

This is <release/version> <n.n> of the <Project Title> High Level Business Case.

The High Level Business Case is a managed document. For identification of amendments each
page contains a release number and a page number. Changes will only be issued as a complete
replacement document. Recipients should remove superseded versions from circulation. This
document is authorised for release once all signatures have been obtained.



PREPARED:                                                              DATE:___/___/___
(for acceptance)            (<name>, Responsible Officer)


ACCEPTED:                                                              DATE:___/___/___
(for release)                (<name, title>, Project Sponsor)
Table of Contents
1       Executive Summary .................................................................................................... 3
2       Introduction/Background ........................................................................................... 4
3       Overview ...................................................................................................................... 4
        3.1   Vision ................................................................................................................ 4
        3.2   Organisational Objectives ................................................................................. 4
4       The Business Case ....................................................................................................... 4
        4.1   Purpose of the High Level Business Case ......................................................... 4
        4.2   Sponsor .............................................................................................................. 5
        4.3   Intended Audience............................................................................................. 5
5       Assessment of Current Situation ............................................................................... 5
6       Proposed Scope of New Shared Service .................................................................... 6
        6.1   Shared service ................................................................................................... 6
        6.2   Assumptions ...................................................................................................... 7
        6.3   Constraints ......................................................................................................... 7
7       Analysis of Options...................................................................................................... 7
8       Recommendation ......................................................................................................... 8




<Project Title>: Project Business Case – Version 0.A                                                                          Page 2 of 8
                                                       Executive Summary



1     Executive Summary
Brief statement of background
Brief statement of work done
Recommendation and brief reasons




<Project Title>: Project Business Case – Version 0.A          Page 3 of 8
                                                                         Introduction/Background




2     Introduction/Background
Explain the background to the partnership and why shared services are being looked at by the
partnership.

Give details of any work that has happened to date.

Explain why this particular business case is being developed i.e. why is this service
considered appropriate for sharing.

If appropriate, state the minimum legal requirement for delivery of this service by a local
authority.

State briefly the current status of the service in each council i.e. is the service entirely
delivered in-house or are partnerships already in place with 3rd parties.

3     Overview
3.1 Vision

State the vision of the partnership with respect to this particular service.

3.2 Objectives

State the objectives of sharing this service e.g.:

   To improve the quality of service to communities

   To ensure resilience of service delivery

   To contribute to the local and central government efficiency gain programme

   To explore opportunities for trading in the medium to longer term

   To create a stronger voice for the area

   To generate cost savings and efficiencies

   To learn from each other.

4     The Business Case
4.1 Purpose of the High Level Business Case

   Defining the current service and the costs of the service;
   analyse different collaboration models for the service;
   identify costs, benefits and risks; and



<Project Title>: Project Business Case – Version 0.A                                           Page 4 of 8
                                                              Assessment of Current Situation


   to put forward a recommendation to senior management of the proposed models which
    should be investigated further and implementation plans developed for.

4.2 Sponsor

The project sponsor should be a senior officer able to commit time to support the
development of the high level business case, providing feedback that will ensure that the
document meets the requirements of the intended audience.

4.3 Intended Audience

The decision making body that will decide which option will be selected for development of
the detailed business case and implementation plan e.g. steering group of Chief Executives

5     Assessment of Current Situation
This is the main section that explains how the relevant service is provided by each of the
partner authorities. Detailed source information should be included in appendices where
appropriate.

5.1 Service Elements

List the main components of the service provided by each authority, highlighting which
elements are common and which are unique (source of data – departmental objectives,
process maps, interviews). Where possible, state the objectives for each service element for
each authority.

5.2 Customers

List the customers for each service element (process maps, interviews)

5.3 Scale

Quantatively describe the service provided in each authority (number of customers, volume
of transactions etc. from interviews and departmental reports)

5.4 Method

Describe how the service is provided in each authority (with reference to organisation
structures, job descriptions, process maps, supplier contracts and output from interviews).
Include the numbers of different types of staff employed and the locations of these staff. Also
list any IT applications used to deliver the service and mention key 3rd party suppliers who
provide goods and services essential to service delivery. Define what aspect of the service is
core and what is unique.

5.5 Performance Assessment

Identify how performance is measured within each authority and summarise how the current
performance level of the service in each authority based on recent CPA or Best Value audits
or customer feedback. (audit reports, customer surveys). Compare performance with stated
departmental objectives.


<Project Title>: Project Business Case – Version 0.A                                    Page 5 of 8
                                                             Proposed Scope of New Shared Service


5.6 Cost Analysis

Provide a breakdown of the current annual costs incurred by each authority providing the
service as follows:

                           Partner 1                   Partner 2             Partner 3
Staff cost (plus on
cost)
Service contract(s)
Apportioned
overheads (the
portion of council
overheads that covers
the costs of this
service)
Depreciation of
equipment
Others (please
specify)

Eg system and
license for these,
specialised
equipment and its
maintenance
Total


5.7 Strengths & Weaknesses

List the main strengths and weaknesses of the current service provided by each council based
on the information gathered and interviews with officers.

5.8 Future Plans

Give details of any significant future plans individual authorities have for the service
including staff increases or reductions, addition or removal of service elements, expansion of
service to new customers or purchase of new equipment (interviews)

6     Proposed Scope of New Shared Service
6.1 Shared service

Describe the elements of the service that have the potential for sharing, based on interviews
and discussions at the workshop. NB the options proposed in section 7 may include sharing
just some rather than all of these service elements. Consideration should be made to what is
replicable on a larger scale.




<Project Title>: Project Business Case – Version 0.A                                      Page 6 of 8
                                                                            Analysis of Options


6.2 Assumptions

A high level analysis of the assumptions, which influence the options in section 7. The key
assumptions are those used to define which elements of the service can be shared e.g. that a
single policy can replace 3 existing policies, that a shared IT platform is available, that a
single set of forms can be developed, that all customer enquiries can be dealt with centrally,
that local requirements are similar enough to share resources.

Other assumptions will be made to estimate the potential savings e.g. that existing staff can
be retrained and how much this will cost, estimated cost of redundancies, impact on
overheads of moving staff to a single location, reductions in supplier costs resulting from
replacing multiple contracts with a single re-negotiated deal, that existing systems can
integrate smoothly with shared systems or can change within a suitable cost framework that
allows project viability.

6.3 Constraints

Constraints will affect the level to which services can be shared and the cost of implementing
any change e.g. policies that cannot be changed, cultural or political differences between
authorities, contracts that cannot be amended or cancelled.

7     Analysis of Options
Options may include varying the number of service elements which are shared and/or the
extent to which the service is shared i.e. strategic partnership, jointly managed in-house
shared service, fully outsourced service managed by third party

Describe clearly each option then complete the following table. (much of this information
will be estimated and based on assumption listed above and case study information where
available).

         Criteria                   Option 1             Option 2                Option 3
Benefits                       Financial (i.e.
                                potential value of
                                annual savings)
                               Non financial (e.g.
                                improved customer
                                service)
Disadvantages                  Financial (e.g. high
                                capital investment
                                required)
                               Non financial (e.g.
                                reduced flexibility
                                of service)
Costs:                         Capital investment
                                in new equipment,
                                systems or facilities
                               Estimated project



<Project Title>: Project Business Case – Version 0.A                                     Page 7 of 8
                                                         Recommendation


                                management costs
                               Staff retraining or
                                redundancy costs
                               Procurement cost
                                of new contracts
                               Consultancy costs
                               Breaking of
                                existing contracts
                               On going costs pa
                                to deliver and
                                maintain the
                                service
                               Scaling costs
Risks:                         Key risks and, for
                                each risk, the
                                estimated impact
                                on the costs or
                                benefits. Consider
                                risk during and
                                after
                                implementation of
                                the new system e.g.
                                break out cost for
                                contracts and
                                possible incumbent
                                failure
Timeframe                      Estimated
                                implementation
                                timeframe
Comments:



8     Recommendation
Identify the option that is being recommended and why.




<Project Title>: Project Business Case – Version 0.A             Page 8 of 8

				
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