Project Name - Executive Summary and Checklist

Checklist for Business Case Review

Business Case Name / Note: Ensure also included in document header
Submission Date
Submitted By
Submitted To / Ways of Working Portfolio Board (WoWPB)
Supported By / Pro Vice-Chancellor (Education)
Pro Vice-Chancellor (Research and Enterprise)
Pro Vice-Chancellor (International)
Deputy Registrar*
(*for student-facing and education-related services)
Delete above as appropriate. The onus is on the author to approach the relevant Pro Vice-Chancellor and/or Deputy Registrar.
Is a Mandatory External Requirement / Y/N / e.g. UK Research Councils have stipulated that Universities need to put systems in place to enable sharing of research equipment.
Fits the Strategic Objectives of UoB / Y/N / Please enter up to 3 strategic objectives that the project contributes to from the 2016 Vision and Strategy – can be seen at
Total Cost of Project Implementation / e.g. The total cost of the project implementation (excluding core staff cost) is £332k [Section 5] (mention if any of the cost is covered by external funding).
Post Implementation Financial Implications / e.g. Expected benefits that have been financially quantified amount to £640k over 3 years from 2015/16 [Section 7]
There are the following indicative additional ongoing costs needed to support the recommended solution as a service:
Additional Core Salary Costs - £55-60k per annum amounting to £146k by the end of 2017/18 [Section 8]
Additional Core Non-Salary Costs - £15-20k per annum amounting to £64k by the end of 2017/18 [Section 9]
Funding Request to WoWPB / Amount of funding being requested - must be in this format:
Funding for implementation: £133k [total of sections 1+2 in Financial Template]
Dependency Projects
Change Management Staff Types/Impact / High
Medium
Low / One or more of key Staff Types or operational areas – e.g. Staff, Students, Researchers, Finance, Estates, IT Services
Constraints / e.g. Availability of key staff/development resources (ADT or Web) or quality of existing data
Anticipated Start Date / e.g. specified date, or The start date will depend on the availability of resources from Strategic Programmes & Projects andIT Services.
Anticipated End Date

Business Case Executive Summary Template

(should be no longer than 2 sides of A4)

Purpose

What is the proposal? What is the business case asking for?
Who is sponsoring the business case?
What is the purpose of the executive summary and who is it intended for?

Background & Reasons for the Project

Why is this development/project needed?
What the drivers for the development/project?
What are the key issues
How has the proposal been reached? E.g. analysis
Include high level metrics
Does the initiative support the vision of Support Process Review (SPR) of removing duplication and inefficiencies and developing universally adopted processes and systems across the University? For example:
removing duplication
streamlining processes
use of corporate not local systems
promote efficiency
Does the initiative support other strategic objectives in relation to education, research, IT

Project Outcomes

What does the institution want to achieve by this development?
Scope - What will the project include and not include?

Option

What is the preferred option?

Benefits and costs

Non-quantifiable
Quantifiable
Details of request for funding e.g. staffing, software, consultancy, licensing

Timing

If approved, what are the anticipated timescales of the project? E.g phased over 3 years

Risks of not doing project

What are the implications if the development is not approved? E.g. cost, reputation, staff/user satisfaction, impact on other projects

Change Management

Which stakeholders will be most impacted by the project?
What will be the nature and level of impact of the change?

Equality and Diversity

Only include this section if there are some significant equality and diversity issues prompted by the project, i.e. ways in which specific groups will be treated differently from others. Include details if they are significant enough to mention within the two pages available.

Privacy and Information Security

Only include this section if there are some significant privacy and/or information security issues prompted by the project. Include details if they are significant enough to mention within the two pages available.

Sustainability

Only include this section if there are some significant sustainability issues prompted by the project. Include details if they are significant enough to mention within the two pages available. If there is room then the results of any sustainability assessment could be mentioned.

Appendix: Financial Summary

Project Implementation Costs – Recommended Option

The table below shows the (new and additional) costs of implementing the recommended option. To be copied in from the Financial Template.

Total project implementation costs
2013/4 / 2014/5 / 2015/6 / 2016/7 / 2017/18 / Total
£000 / £000 / £000 / £000 / £000 / £000
1 / Project Salary Requirement (implementation) / 173 / 127 / 20 / 0 / 0 / 320
2 / Project Non-Salary Requirement (implementation) / 138 / 52 / 0 / 0 / 0 / 190
4 / TOTAL FUNDING REQUEST TO WoWPB / 311 / 179 / 20 / 0 / 0 / 510
3 / HARDWARE FUNDING REQUIREMENT (ICT CAPITAL) / 12 / 0 / 0 / 0 / 0 / 12
5 / TOTAL NEW PROJECT IMPLEMENTATION COSTS / 323 / 179 / 20 / 0 / 0 / 522
Core costs for project - memorandum no additional funding requirement
2013/4 / 2014/5 / 2015/6 / 2016/7 / 2017/18 / Total
£000 / £000 / £000 / £000 / £000 / £000
Existing Core Staffing (no additional cost)
Recharged to the project
Project Manager (K) / 25 / 20 / 0 / 0 / 0 / 45
Business Analyst (K) / 20 / 10 / 0 / 0 / 0 / 30
Systems Developer (J) / 5 / 0 / 0 / 0 / 0 / 5
Not recharged to the project / 0
IT Sys Ops (J) / 4 / 2 / 0 / 0 / 0 / 6
0
0
6 / Total Core staffing cost for project implementation / 54 / 32 / 0 / 0 / 0 / 86

Summary Cost/benefit analysis – Recommended Option

The table below provides outlines the viability of the project. It includes a summary of ongoing costs to support the recommended option against anticipated benefits. Again, to be copied in from the finance template. Not required for Stage 0 business cases.

PROJECT - POST IMPLEMENTATION FINANCIAL IMPLICATIONS
2013/4 / 2014/5 / 2015/6 / 2016/7 / 2017/8 / Total
£000 / £000 / £000 / £000 / £000 / £000
7 / Gross identifiable benefits / 0 / 0 / 120 / 230 / 290 / 640
8 / Additional core salary (permanent staff on-going) / 0 / 0 / 35 / 55 / 56 / 146
9 / Additional Core Non-Salary (on-going requirement) / 0 / 15 / 15 / 17 / 17 / 64
10 / Total additional ongoing costs / 0 / 15 / 50 / 72 / 73 / 210
11 / Net Spend Inflow/ (Outflow) / 0 / -15 / 70 / 158 / 217 / 430
Cumulative Net Spend Inflow/ (Outflow) / 0 / -15 / 55 / 213 / 430 / 430
Estimated core staff costs for ongoing operational/service support - memorandum only
2013/4 / 2014/5 / 2015/6 / 2016/7 / 2017/18 / Total
£000 / £000 / £000 / £000 / £000 / £000
Existing Core Staffing (no additional cost)
IT Services - ongoing system support / 0 / 5 / 5 / 5 / 5 / 20
Operational Systems Team, 0.25 FTE / 0 / 10 / 12 / 12 / 12 / 46
0
0
13 / Total Core staffing cost for ongoing service support / 0 / 15 / 17 / 17 / 17 / 66