This Business Case template is the input document to obtain approval of a Solution Request. Instructions
in blue italics are included for each section. They may be removed prior to document submission.
Indicate whether it is a software or hardware business case.
<SOFTWARE>, <HARDWARE> OR <BUSINESS PROCESS> BUSINESS CASE
<REQUEST TITLE>
Rev. 07/14/15
TABLE OF CONTENTS
After document is completed, go to References > Update Table > Update page numbers only.
EXECUTIVE SUMMARY .............................................................................................................................................................................2
1.
Problem Definition ....................................................................................................................................................................2
2.
Addressing Problem with CWU existing tools and products (i.e. PeopleSoft) .............................................................................2
3.
Organizational Impact................................................................................................................................................................2
4.
CWU Benefits .............................................................................................................................................................................3
5.
Strategic Alignment ...................................................................................................................................................................3
6.
Cost and Budget Projections ......................................................................................................................................................3
7.
Alternatives (add lines as necessary) .........................................................................................................................................4
8.
Timing / Schedule (add lines as necessary) ................................................................................................................................4
9.
Technology Migration ................................................................................................................................................................4
11.
Product Life/Application Sunsetting or Decommissioning ......................................................................................................5
12.
References .............................................................................................................................................................................5
13.
Approvals ...............................................................................................................................................................................6
Business Case Evaluation Rubric ........................................................................................................................................................7
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EXECUTIVE SUMMARY
This section should state the purpose of the business case, a high level summary of the problem and state the main
benefits of the recommended solution. Usually, this section is completed last after all other sections of the business
case have been written. This is because the executive summary is exactly that, a summary of the detail that is
provided in subsequent sections of the document.
Complete the following information:
Sponsoring Department(s):
Date of Business Case Preparation:
Contact Person Name/Phone:
New Product/Service
If there is a draft or sample contract, please provide a copy.
Renewal of Existing Product/Service – if checked, include background information.
If there is a site license agreement, existing contract or new contract draft, please provide a copy.
Change to a Business Process.
1. Problem Definition
This section should briefly describe the business problem that the proposed product/service request will
address. This section should not describe how the problem will be addressed, only what the problem is.
2.
Addressing Problem with CWU existing tools, services and products (i.e. PeopleSoft)
This section should include an explanation of what existing CWU tools/products were reviewed as potential
solutions and the results of that review.
3. Organizational Impact
This section should describe:
-research done to determine what other departments, divisions, units have similar needs and/or have any
existing solutions.
-identify and consult all stakeholders
-who will be the primary users of the product/service
-if/how this will impact or benefit students
-contributors to requirements for this business case
-impacts that this product/service will have on the organization in terms of staff, resources, role changes,
work flow
-if training will be required
-changes that may be required to existing IS systems
-other effects that may result from implementation of this product/service
2

All Stakeholders

Potential Partners/Primary Users

RFP Requirements Contributors (add lines as necessary) – This section may or may not be required
Department
Name
4. CWU Benefits
This section should describe the benefits that will result from the acquisition/implementation of this
product/service. It should include addressing the issues that were stated in the Problem Definition section.
Benefits may be realized in the following areas:

Business advantages, for example, reduction of staff turnover

Costs benefits, for example, cash flow increases

Process benefits, for example, consolidating multiple processes

Resources benefits, for example, reduced training requirements

Technical benefits, for example, few software licenses required
5. Strategic Alignment
This section should include how this proposed product/service request ties to CWU’s Strategic Plan. Specific
references should be cited with added detail about how this product aligns with the plan. In addition,
analysis tools can be used for looking at social, technological, economic or political considerations, in order
to identify risks, provide additional details, and/or emphasize opportunities associated with the project.
Links to some analysis tools:
SWAT Analysis: http://www.mindtools.com/pages/article/newTMC_05.htm
PEST Analysis: http://www.mindtools.com/pages/article/newTMC_09.htm
Link to CWU Strategic Plan:
http://www.cwu.edu/strategic-planning/sites/cts.cwu.edu.strategicplanning/files/documents/2014%20Strategic%20Plan%20-%20Final.docx
6. Cost and Budget Projections
This section needs to include Source of Funding (Speedkey) and a Description of the Source of Funding and
the Cost Breakdown. Cost breakdown should include the one-time cost, recurring costs and a five year
ownership cost for the applicable cost types (consulting, hardware, and application software)

Source of Funding (Speedtype) and Description of the Source of Funding.
3

Cost Breakdown
7. Alternatives (add lines as necessary)
All business problems may be addressed by any number of alternative solutions. While the business case is
the result of having selected one such option, a brief summary of considered alternatives should also be
included—one of which should be the status quo, or doing nothing. The reasons for not selecting the
alternatives should also be included.
Alternative
Reasons For Not Selecting Alternative
8. Timing / Schedule (add lines as necessary)
This section should provide a proposed timeline for the product/service that is being requested. It should
include the major steps to achieve the goal of this product/service request.
Task
Target Date
9. Technology Migration
This section should provide a high level overview of how new technology will be implemented and how data
from any legacy systems will be migrated. It should also include outstanding technical requirements/staffing
requirements, training plans and obstacles which need to be addressed.
10. Project Resource Identification/Ongoing Ownership of Product
Resource Identification Resource Loading Chart
Use a chart to illustrate the estimated hours required by month for each resource on the project.
Project Resource Chart - Estimated Time Commitment
Resource
Jan
Feb
Mar
Apr
May
4
June
July
Aug
Sept
Oct
Nov
Dec
Examples:
Database Admin
Project Manager
Admin Assist
Secretary Senior
Security Services
Total Hours
Identify the total number of resources (e.g., personnel, equipment, and facilities) that will be needed for the
project. For personnel, identify each type of role and describe the skill-set requirements when appropriate.
Identify the estimated timeframe (start to finish) for project commitment.
Resource
Requirements
Timeframe
Personnel
Equipment
Facilities
Ongoing Support/Ownership of the product
Identify the data owner and data steward, as defined in the data governance structure detailed in CWUP 270-010. In addition, provide information regarding ongoing licensing costs, system administration, and
maintenance.
Upon Completion of the Project the following will Resource(s) Department
apply:
Data Owner
Data Steward
Ongoing Costs
(licensing, etc.)
Administrator for the Product/Software
(updates, maintenance, etc)
11. Product Life/Application Sunsetting or Decommissioning
This section needs to include information about the expected life of the product/service and provisions for
sunsetting or decommissioning of the product/service.
12. References
This section needs to include information gathered from other users, institutions or other organizations who
provided information about the solution being recommended.
5
-------------------------------------------------------------------------------------13. Approvals
This section should be left blank.
Business Case shared with Security Services for compliance and audit review information
Business Case shared with IS Network and Operations
Business Case shared with IS Enterprise Applications
The following actions have been taken by the appropriate Sub-Council (ATAC or BTAC) and Enterprise
Information System Committee (EISC):
Date
Action
By
Upon secured funding and approval by the Enterprise Information System Committee (EISC), Enterprise
Facilities Committee, or one of the two Sub-Councils (Academic or Business) CWU procurement policies and
procedures will be used to initiate a purchase.
6
Business Case Evaluation Rubric
Name:
Date:
CRITERIA
Full Disclosure of Costs
Includes implementation and maintenance
costs.
Strategic Alignment
Aligns with Strategic Plan
RUBRIC VALUES
1, 4, 7, 10
1: lots of unknown or hidden costs
4: some costs are known
7 : many costs are known
10: all costs, direct & indirect, are known and tabulated
1: no alignment
4: low
7: medium
10: high
Value/Benefit to "Customer"
Customers are consumers or users of
the product or service could be students,
staff, faculty, other campuses, external
partners and even other services
1: little value/benefit to the customer(s)
4: some value/benefit
7: a lot of value/benefit to customer
10: essential/critical to customer(s)
Importance to Risk Mitigation
Would the campus or customer be exposed
to a risk or impact if the product or service
is not offered?
1: little risk to campus or customer if not offered
4: some risk to campus or customer if not offered
7: much risk to campus or customer if not offered
10: high risk to the campus or customer if not offered
Leverage Potential
Multiplier effect: product or service can
be leveraged for other users/customers on
campus or within CWU system; and/or adds
value for external partners
1: little leverage potential, isolated service
4: some leverage
7: much leverage
10: service could be leveraged by many
Client Service
Can this project be completed in the time
frame requested? If yes, how much will
additional resources be needed?
Required System/Service
Legal compliance requirement. Potential
impact to core University services. Other
services/projects depend on it.
Organizational Impact to Users/Customer
Base
Project
Values
1: highly questionable
4: partial completion – substantial additional resources required
7: substantial completion – some additional resources required
10: complete – no additional resources required
1: does not affect other services
4: other services/projects depend on it
7: other services/projects depend on it and potential impact to core
University services
10: other services/projects depend on it, and/or
potential impact to core University services,
and/or legal compliance requirement.
1: low impact, low number of users
4: low impact, high number of users
7: high impact, low number of users
10: high impact, high number of users
NAME OF PROJECT:
RUBRIC TOTAL:
Revision Date:5/4/2015
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