ICT Two Pass Review
First Pass Business Case Template
<Business Case Name>
<Responsible Agency>
<Date>
(The agency Chief Information Officer, Chief Financial Officer and Business Area program
Lead must sign-off the completed business case)
Signed: _________________________
Date: _________________________
<<Print Name>>
Chief Information Officer
Signed: _________________________
Date: _________________________
<<Print Name>>
Chief Financial Officer
Signed: _________________________
Date: _________________________
<<Print Name>>
Business Area/Program Lead
Supporting Agencies
Estimated cost
$XX million over n years
Estimated ICT cost
$XX million over n years
Risk assessment
Authority for the Proposal
Purpose
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ICT Two Pass Review
1.
2.
3.
First Pass Business Case Template
Executive Summary ....................................................................................................... 4
1.1
Summary of Options ............................................................................................... 4
1.2
Financial Summary ................................................................................................. 5
Current Situation ............................................................................................................ 5
2.1
Policy/Agency Context ............................................................................................ 5
2.2
Current Technical Environment ............................................................................... 5
2.3
Business Problem ................................................................................................... 5
2.4
Stakeholder Impact ................................................................................................. 5
2.5
Current Risks .......................................................................................................... 6
Proposed Response ...................................................................................................... 6
3.1
Strategic Alignment ................................................................................................. 6
3.2
Technical Environment ........................................................................................... 6
3.3
Business Environment ............................................................................................ 6
3.4
Benefits................................................................................................................... 7
4.
Proposal Summary ........................................................................................................ 7
5.
Solution Options............................................................................................................. 7
6.
5.1
Design Criteria ........................................................................................................ 7
5.2
Identified Options .................................................................................................... 7
5.3
Options Analysis ..................................................................................................... 8
Option Details ................................................................................................................ 9
6.1
Option One Details.................................................................................................. 9
6.1.1
Description ....................................................................................................... 9
6.1.2
Stakeholder Impact .......................................................................................... 9
6.1.3
Cost ................................................................................................................. 9
6.1.4
Benefits............................................................................................................ 9
6.1.5
Cost-Benefit Analysis ....................................................................................... 9
6.1.6
Risk ................................................................................................................. 9
6.1.7
Schedule.......................................................................................................... 9
6.2
Option Two Details.................................................................................................. 9
6.2.1
Description ....................................................................................................... 9
6.2.2
Stakeholder Impact .......................................................................................... 9
6.2.3
Cost ................................................................................................................. 9
6.2.4
Benefits............................................................................................................ 9
6.2.5
Cost-Benefit Analysis ....................................................................................... 9
6.2.6
Risk ................................................................................................................. 9
6.2.7
Schedule.......................................................................................................... 9
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ICT Two Pass Review
6.3
First Pass Business Case Template
Option Three Details ............................................................................................... 9
6.3.1
Description ....................................................................................................... 9
6.3.2
Stakeholder Impact .......................................................................................... 9
6.3.3
Cost ................................................................................................................. 9
6.3.4
Benefits............................................................................................................ 9
6.3.5
Cost-Benefit Analysis ....................................................................................... 9
6.3.6
Risk ................................................................................................................. 9
6.3.7
Schedule.......................................................................................................... 9
7.
Implementation Approach ............................................................................................ 10
8.
Organisational Capability ............................................................................................. 10
9.
Work to Second Pass................................................................................................... 11
10.
Supporting Documentation ....................................................................................... 13
10.1
Project Management Plan ..................................................................................... 13
10.2
Risk Management Plan ......................................................................................... 13
10.3
Risk Register ........................................................................................................ 13
10.4
Benefits Management Plan ................................................................................... 13
10.5
Solution (Architecture) Design .............................................................................. 13
10.6
Requirements Specification (Business Process Model) ........................................ 13
10.7
P3M3® Assessment ............................................................................................. 13
10.8
P3M3® Capability Improvement Plan ................................................................... 13
10.9
Independent Validation of Agency Capability ........................................................ 13
10.10
Quality Plan ....................................................................................................... 13
10.11
Procurement Strategy........................................................................................ 13
10.12
Governance Plan............................................................................................... 13
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ICT Two Pass Review
First Pass Business Case Template
Use the Executive Summary to provide an immediate high level summary of the options considered –
including the expected costs for the option – and a recommendation about the value of further
investigation into the option.
1. Executive Summary
1.1 Summary of Options
The table below summarises the practical options considered, initial cost estimates,
strengths, weaknesses and recommendation to Government.
Table 1 - Summary of Options
Option One –
Total Cost: $XXM
Funding Required: $XXM
Option Lifespan Strengths
Weaknesses
Recommendation Preferred/Not preferred
Weaknesses
Recommendation Preferred/Not preferred
Weaknesses
Recommendation Preferred/Not preferred
Option Two –
Total Cost: $XXM
Funding Required: $XXM
Option Lifespan –
Strengths
Option n Total Cost: $XXM
Funding Required: $XXM
Option Lifespan:
Strengths
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ICT Two Pass Review
First Pass Business Case Template
1.2 Financial Summary
Table 2 - Financial Summary
Year One
(000)
Option One
NPV: $XXm
Year Two
(000)
Year Three
(000)
Year Four
(000)
Total
(000)
Capital
Operational
Total
Option Two
NPV: $XXm
Capital
Operational
Total
Option n
NPV: $XXm
Capital
Operational
Total
2. Current Situation
2.1 Policy/Agency Context
The Proposal Context sets out the problem that the Proposal is responding to, or the opportunity. Use
graphs, reference material, images – tell the story of the current situation.
2.2 Current Technical Environment
For ICT Enabled Business Cases - Describe the current situation not only from a business
perspective – but also from a current technical perspective. High level environment and architecture
diagrams can be helpful, but keep in mind the audience for the document when thinking about the
degree of technical detail to include.
2.3 Business Problem
2.4 Stakeholder Impact
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ICT Two Pass Review
First Pass Business Case Template
2.5 Current Risks
3. Proposed Response
Having identified the “Why” of the Business Case, the Proposed Response starts to articulate the
“What” is being proposed to be done in response.
This is about identifying the desired end state or destination, rather
than the detail of “How” to get there.
Consider the inclusion of a proposed ICT architecture diagram to demonstrate the technical
dimension of the proposal.
3.1
Strategic Alignment
Consider how the proposal aligns with the strategic goals of the organisation, and take the opportunity
to identify how the proposal fits with whole-of-government policies, like the Data Centre Strategy, the
Open Source Software Policy, Cloud Computing Strategy, the Australian Government Architecture,
the Cyber Security Policy etc.
Information on these and other Whole-of Government policies is available from the Finance Website.
Table 3 - Strategic Alignment
Source
3.2
Stated Strategy
Technical Environment
For ICT Enabled Business Cases - Describe the proposed future state from a technical perspective.
High level environment and architecture diagrams can be helpful, but keep in mind the audience for
the document when thinking about the degree of technical detail to include.
3.3
Business Environment
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ICT Two Pass Review
3.4
First Pass Business Case Template
Benefits
4. Proposal Summary
Consider providing a single page summary of the proposal in the form of an Investment Logic Map or
similar.
5. Solution Options
5.1 Design Criteria
Include where possible the high level requirements that any viable solution will be expected to deliver
against. These will be examined in greater detail in Second Pass.
5.2 Identified Options
There are a number of ways to present the options considered – tables such as the one below are
useful as they provide a brief description and a high level evaluation of the merits of each. Provide a
similar level of detail for all options considered.
Table 4 - Options
Option 1 – Base Case – Do Nothing
Description
Costs
Risks
Barriers
Strengths
Weaknesses
Having provided a high level view, an assessment of each option against the criteria
should be included – a table format can be useful in this regard. The level of detail provided should be
sufficient to support the recommendation made.
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ICT Two Pass Review
First Pass Business Case Template
5.3 Options Analysis
The following table details the assessment of these options.
Table 5 - Options Analysis
Requirement
Option 1 –
Option 2 –
Option n –
Benefits
Total costs (over 5
years)
Implementation costs
Ongoing costs (per
year)
Implementation
timeframe
Fit to Requirement 1
Fit to Requirement 2
Fit to Requirement 3
Fit to Requirement 4
Fit to Requirement 5
Implementation risk
Conclusion
The recommended option based on this assessment is....
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ICT Two Pass Review
First Pass Business Case Template
6. Option Details
6.1 Option One Details
6.1.1
Description
6.1.2
Stakeholder Impact
6.1.3
Cost
6.1.4
Benefits
6.1.5
Cost-Benefit Analysis
6.1.6
Risk
6.1.7
Schedule
6.2 Option Two Details
6.2.1
Description
6.2.2
Stakeholder Impact
6.2.3
Cost
6.2.4
Benefits
6.2.5
Cost-Benefit Analysis
6.2.6
Risk
6.2.7
Schedule
6.3 Option Three Details
6.3.1
Description
6.3.2
Stakeholder Impact
6.3.3
Cost
6.3.4
Benefits
6.3.5
Cost-Benefit Analysis
6.3.6
Risk
6.3.7
Schedule
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ICT Two Pass Review
First Pass Business Case Template
7. Implementation Approach
Having identified the problem to be solved and the options to be explored in response, this section of
the Business Case is about confirming the Agencies capability and capacity to deliver the solution.
The focus should be primarily on confirming the agencies capacity to deliver an effective Second
Pass Business Case.
8. Organisational Capability
Table 6 – P3M3® Assessment Result
P3M3® Process
Perspective
Portfolio
Management
(PfM3)
A
B
Program
Management
(PgM3)
A
B
Project
Management
(PjM3)
A
B
Management Control
Benefits Management
Financial Management
Stakeholder Engagement
Organisational Governance
Risk Management
Resource Management
Generic Attributes
Overall
A - Levels at most recent validated assessment
B - Target levels in Capability Improvement Plan
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ICT Two Pass Review
First Pass Business Case Template
9. Work to Second Pass
Costs involved in developing this proposal to Second Pass are estimated at $XX million.
The expected costs to Second Pass are detailed in the table below.
Table 7 - Costs to Second Pass
Item
Indicative Cost (‘000)
Phase One
Phase 1 Total
Item
Indicative Cost (‘000)
Phase Two
Phase 2 Total
Work to Second Pass Total
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ICT Two Pass Review
First Pass Business Case Template
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ICT Two Pass Review
10.
First Pass Business Case
Supporting Documentation
10.1 Project Management Plan
10.2 Risk Management Plan
10.3 Risk Register
10.4 Benefits Management Plan
10.5 Solution (Architecture) Design
10.6 Requirements Specification (Business Process
Model)
10.7 P3M3® Assessment
10.8 P3M3® Capability Improvement Plan
10.9 Independent Validation of Agency Capability
10.10 Quality Plan
10.11 Procurement Strategy
10.12 Governance Plan
Refer to the ICT Two Pass Documentation Guide for descriptions of these.
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