Business Case for University Projects

A business case is a foundational document that explains the value of a project by detailing its benefits, costs, and risks. Its primary purpose is to secure necessary approval and funding, and it serves as a road map for the project, ensuring all stakeholders understand the goals.

The central IT organization responsible for technology projects across the university community is University Technology Services (UTS) at Oakland University.

Overview

Key Elements of a Business Case

A robust business case document includes several essential components to fully justify a project. Based on general business practices and the UTS template, these elements typically include:

Element

Description

Project Information

Details about the Project such as the title, project manager(s), clients, and duration.

Executive Summary

A concise overview of the entire business case, highlighting the problem, proposed solution, and expected benefits. (Note: This is typically written last.)

Problem Statement

A clear definition of the business problem or opportunity the project is intended to address.

Alternatives – Analysis of Options

An evaluation of different potential solutions, including a "do nothing" option, to show why the proposed solution is the best choice.

Recommendation

Make a recommendation based upon the options provided with reason for the choice.

Recommended Vendor Detail 

Provide information regarding the recommendation if it involves a vendor and/or product.

Financial Appraisal

A breakdown of the project's costs, benefits, and a calculation of the potential Return on Investment (ROI).  Add this to the Business Case if known.

Strategic Alignment

Indicate which UTS or University specific goals this project directly supports.

Project Timing  Plan

A high-level plan outlining the key steps, time lines, and resources required to carry out the project.

Risk Assessment

An identification of potential risks associated with the project and strategies to mitigate them.

Call to Action

Clearly state what needs to happen next to move the Project forward, including responsibilities and deadlines for the next steps.

Business Case Process 

The process for initiating a technology project at Oakland University through a business case is managed by the IT Project Management Office (PMO) within UTS:

  1. Obtain Template: Acquire the Business Case Template from the Support Center Home Page (a template, the  Business Case  is designed for justifying projects to Oakland University stakeholders).
    • Go to “Support Center” Home
    • Select “Services”
    • Select “Technology Services”
    • Select “Technology Project Consultation”
    • Select “Business Case”
    • Select “Business Case Template”

  2. Write the Business Case: Complete the Business Case using the template. Assistance is available by contacting the IT Project Management Office (PMO) UTS-PMO-group@oakland.edu

  3. Obtain Approvals: Secure approvals from the initiating organization's management for the Business Plan.

  4. Submission: Send the approved Business Plan to the PMO via email: UTS-PMO-group@oakland.edu.

  5. PMO Review: The PMO reviews the Business Case and provides feedback: 

    • Review for “completeness”.
    • Project set-up in TeamDynamix (TDX) to begin the project process.

  6. IT Governance Review: If the Business Case involves technology spending, the PMO includes it for IT Governance Committee review to authorize proceeding with the project.  

  7. Project Creation: The PMO creates a project in TeamDynamix (TDX), using the business case as the foundation for the content.

  8. Vendor Quoting (If Required): Fill out the RFQ/RFP template if a vendor quoting process is required to acquire technology service and software.

    • The Business Case information is used to complete the RFQ/RFP template
    • Additional information for the RFQ/RFP filled in by the business team as necessary.
    • RFQ/RFP sent to Purchasing to initiate the process.

  9. Project Set-Up:

    • Project templates applied to projects to establish timing, detail project deliverable.
    • Communication plans created to be used throughout the project.
    • Coordination with other Projects (if necessary).
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