Expert answer:IT based company research
Solved by verified expert:Need to choose a IT based company and have to do the documents which are given below.the work is of 25-30 page
2017102104072120171020162953business_case_template__1___2_.doc
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BUSINESS CASE TEMPLATE
This Business Case Template is free for you to copy and use on
your project and within your organization. We hope that you find
this template useful and welcome your comments. Public
distribution of this document is only permitted from the Project
Management Docs official website at:
www.ProjectManagementDocs.com
BUSINESS CASE
COMPANY NAME
STREET ADDRESS
CITY, STATE ZIP CODE
DATE
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TABLE OF CONTENTS
1.
EXECUTIVE SUMMARY ……………………………………………………………………………………………. 2
1.1.
1.2.
1.3.
1.4.
2.
3.
3.1.
3.2.
3.3.
4.
4.1.
4.2.
4.3.
4.4.
4.5.
4.6.
5.
6.
7.
8.
Issue ………………………………………………………………………………………………………………………………………….2
Anticipated Outcomes ………………………………………………………………………………………………………………….2
Recommendation ………………………………………………………………………………………………………………………..3
Justification ………………………………………………………………………………………………………………………………..3
BUSINESS CASE ANALYSIS TEAM …………………………………………………………………………….. 4
PROBLEM DEFINITION …………………………………………………………………………………………….. 4
Problem Statement ………………………………………………………………………………………………………………………4
Organizational Impact ………………………………………………………………………………………………………………….5
Technology Migration ………………………………………………………………………………………………………………….5
PROJECT OVERVIEW ………………………………………………………………………………………………. 6
Project Description ………………………………………………………………………………………………………………………6
Goals and Objectives……………………………………………………………………………………………………………………7
Project Performance …………………………………………………………………………………………………………………….7
Project Assumptions…………………………………………………………………………………………………………………….8
Project Constraints ………………………………………………………………………………………………………………………8
Major Project Milestones ……………………………………………………………………………………………………………..8
STRATEGIC ALIGNMENT …………………………………………………………………………………………. 9
COST BENEFIT ANALYSIS ……………………………………………………………………………………….. 9
ALTERNATIVES ANALYSIS …………………………………………………………………………………….. 10
APPROVALS ………………………………………………………………………………………………………… 11
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1. EXECUTIVE SUMMARY
This section should provide general information on the issues surrounding the business
problem and the proposed project or initiative created to address it. 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.
This business case outlines how the Web Platform (WP) Project will address current business
concerns, the benefits of the project, and recommendations and justification of the project.
The business case also discusses detailed project goals, performance measures, assumptions,
constraints, and alternative options.
1.1. Issue
This section should briefly describe the business problem that the proposed project will
address. This section should not describe how the problem will be addressed, only what
the problem is.
Because of an expanding client base, Smith Consulting has moved to a de-centralized
business model over the last 2 years. As we continue to support more clients in more
locations, the administration of our workforce has become more difficult. Until now,
many of our internal requirements such as reporting, payroll activities, and resource
management have been done via legacy mainframe systems. As our workforce expands
in numbers and area, these legacy mainframe systems have become inadequate to
effectively manage these administrative activities. This inadequacy is manifested in
higher costs and increased employee turnover which we have seen over the last 12
months. In order to more effectively manage our administration, reduce costs, and
improve employee turnover, Smith Consulting must move to a web-based application as
outlined in this business case for the WP Project. By doing so, employees will assume a
greater role in managing their administrative issues, have access to timesheets securely
online, and the company can manage its administration from one central and common
platform.
1.2. Anticipated Outcomes
This section should describe the anticipated outcome if the proposed project or initiative
is implemented. It should include how the project will benefit the business and describe
what the end state of the project should be.
Moving to a centralized web-based administrative platform will enable Smith
Consulting to manage its employee payroll systems and administrative functions in a
seamless and consolidated manner. This technology migration will reduce overhead
costs associated with the large workforce currently required to manage these tasks. Decentralized employees will have more autonomy to manage their payroll elections,
training, reporting, and various other administrative tasks. The company will also
benefit from more timely and accurate financial reporting as a result of our regional
managers’ ability to enter and continuously update their financial metrics. This real time
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access reduces errors, improves cycle time, and is readily available to any authorized
user.
1.3. Recommendation
This section summarizes the approach for how the project will address the business
problem. This section should also describe how desirable results will be achieved by
moving forward with the project.
Various options and alternatives were analyzed to determine the best way to leverage
technology to improve the business processes and reduce the overhead costs within
Smith Consulting. The approach described herein allows us to meet our corporate
objectives of continuously improving efficiency, reducing costs, and capitalizing on
technology. The recommended WP Project will methodically migrate the data and
functions of our current mainframe system to our new web-based platform in order to
preserve data integrity and allow adequate time to train all employees and managers on
their responsibilities and respective administrative functions. The web-based platform is
compatible with all other current IT systems and will improve the efficiency and
accuracy of reporting throughout the company. Some of the ways that this technology
will achieve its desired results are:
• Employees will be able to enter and edit their timesheet data at any time from any
location instead of phoning their data to their regional manager for entry into the
mainframe system
• Timesheet and payroll data will be immediately accessible for quality control and
reporting purposes which will reduce the need for staff in non-billable positions to
gather, analyze and compile data
• Employees will have the ability to register for training which reduces the burden on
managers and training staff
1.4. Justification
This section justifies why the recommended project should be implemented and why it
was selected over other alternatives. Where applicable, quantitative support should be
provided and the impact of not implementing the project should also be stated.
The migration of payroll and other administrative functions from the legacy mainframe
system to the web-based platform will result in greater efficiency with regards to
company resources and business processes. The WP Project is also aligned with
corporate strategy and objectives since it uses technology to improve the way we do
business. While other alternatives and the status quo were analyzed, the WP Project was
selected for proposal in this business case because it provides the best opportunity to
realize benefits in an expedited manner while also allowing for the greatest improvement
in efficiency and cost reduction. Other alternatives assumed greater risk, provided less
benefits, were too difficult to define, or were not suitably aligned with current corporate
strategy and/or objectives.
Initial estimates for the WP Project are:
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•
•
•
•
15% reduction in overhead costs in the first 12 months
10% decrease in employee turnover in the first 12 months
50% immediate decrease in time to generate weekly and monthly financial reports
25% immediate decrease in the amount of time it takes to resolve payroll issues
2. BUSINESS CASE ANALYSIS TEAM
This section describes the roles of the team members who developed the business case. It is
imperative that participants and roles are clearly defined for the business case as well as
throughout the life of the project.
The following individuals comprise the business case analysis team. They are responsible
for the analysis and creation of the WP Project business case.
Role
Description
Name/Title
Executive Sponsor
Provide executive support for the project
John Doe, VP Operations
Technology Support
Provides all technology support for the
project
Jane Smith, VP Information
Technology
Process Improvement
Advises team on process improvement
techniques
Jim Jones, Process Team Lead
Project Manager
Manages the business case and project
team
Steve Smith, Project Manager
Software Support
Provides all software support for the
project
Amy White, Software Group Lead
3. PROBLEM DEFINITION
3.1. Problem Statement
This section describes the business problem that this project was created to address. The
problem may be process, technology, or product/service oriented. This section should
not include any discussion related to the solution.
Since its inception, Smith Consulting has relied upon a mainframe system to manage
payroll and other administrative employee functions. As the number of employees
grows, so does the burden placed upon headquarters to effectively manage the
company’s administration at acceptable levels. In the last two years Smith Consulting
has hired 5 employees into overhead positions to help manage and run the day to day
administration operations. These positions provide little or no return on investment as
they are not billable positions and only maintain the status quo; they do nothing to
improve the management of the company’s administration. Additionally, employees
must currently call their regional managers to enter their work hours and raise any
concerns regarding payroll and administrative tasks. This places a large burden on
managers who much balance these requirements with their day to day billable tasks.
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Reporting is another problem area associated with the legacy mainframe system. All
weekly and monthly financial reports must be generated manually which allows for a
high probability of error and require significant amounts of time. These manual tasks
further add to the burden and expense of the company.
3.2. Organizational Impact
This section describes how the proposed project will modify or affect the organizational
processes, tools, hardware, and/or software. It should also explain any new roles which
would be created or how existing roles may change as a result of the project.
The WP Project will impact Smith Consulting in several ways. The following provides
a high-level explanation of how the organization, tools, processes, and roles and
responsibilities will be affected as a result of the WP Project implementation:
Tools: the existing legacy administration platform will be phased out completely as the
WP Project is stood up and becomes operational. This will require training employees
on the WP tools and their use in support of other organizational tools.
Processes: with the WP Project comes more efficient and streamlined administrative
and payroll processes. This improved efficiency will lessen the burden on managers and
provide autonomy to employees in managing their administrative and payroll tasks and
actions.
Roles and Responsibilities: in addition to the WP Project allowing greater autonomy to
employees and less burden on managers, the manpower required to appropriately staff
human resources and payroll departments will be reduced. While we greatly value our
employees, the reduction of non-billable overhead positions will directly reflect in our
bottom line and provide an immediate return on our investment. The new platform will
be managed by the IT group and we do not anticipate any changes to IT staffing
requirements.
Hardware/Software: in addition to the software and licensing for the project, Smith
Consulting will be required to purchase additional servers to accommodate the platform
and its anticipated growth for the next 10 years.
3.3. Technology Migration
This section provides a high-level overview of how the new technology will be
implemented and how data from the legacy technology will be migrated. This section
should also explain any outstanding technical requirements and obstacles which need to
be addressed.
In order to effectively migrate existing data from our legacy platform to the new Webbased platform, a phased approach has been developed which will result in minimal/no
disruption to day to day operations, administration, and payroll activities. The following
is a high-level overview of the phased approach:
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Phase I: Hardware/Software will be purchased and the WP system will be created in the
web-based environment and tested by the IT development group.
Phase II: IT group will stand up a temporary legacy platform in the technology lab to be
used for day to day operations for payroll and administration activities. This will be
used as a backup system and also to archive all data from the company mainframe.
Phase III: The web-based platform will be populated with all current payroll and
administrative data. This must be done in conjunction with the end of a pay cycle.
Phase IV: All employees will receive training on the new web-based platform.
Phase V: The web-based platform will go live and the legacy mainframe system will be
archived and stood down.
4. PROJECT OVERVIEW
This section describes high-level information about the project to include a description, goals
and objectives, performance criteria, assumptions, constraints, and milestones. This section
consolidates all project-specific information into one chapter and allows for an easy
understanding of the project since the baseline business problem, impacts, and
recommendations have already been established.
The WP Project overview provides detail for how this project will address Smith
Consulting’s business problem. The overview consists of a project description, goals and
objectives for the WP Project, project performance criteria, project assumptions, constraints,
and major milestones. As the project is approved and moves forward, each of these
components will be expanded to include a greater level of detail in working toward the
project plan.
4.1. Project Description
This section describes the approach the project will use to address the business
problem(s). This includes what the project will consist of, a general description of how
it will be executed, and the purpose of it.
The WP Project will review and analyze several potential products to replace Smith
Consulting’s legacy payroll and administration mainframe system with a web-based
platform. This will be done by determining and selecting a product which adequately
replaces our existing system and still allows for growth for the next 10 years. Once
selected, the project will replace our existing system in a phased implementation
approach and be completed once the new system is operational and the legacy system is
archived and no longer in use.
This project will result in greater efficiency of day to day payroll and administrative
operations and reporting, significantly lower overhead costs, and reduced turnover as a
result of providing employees with greater autonomy and flexibility. Additionally,
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managers will once again be focused on billable tasks instead of utilizing a significant
portion of their time on non-billable administrative tasks.
Smith Consulting will issue a Request for Information in order to determine which
products are immediately available to meet our business needs. Once the product is
acquired, all implementation and data population will be conducted with internal
resources.
4.2. Goals and Objectives
This section lists the business goals and objectives which are supported by the project
and how the project will address them.
The WP Project directly supports several of the corporate goals and objectives
established by Smith Consulting. The following table lists the business goals and
objectives that the WP Project supports and how it supports them:
Business Goal/Objective
Description
Timely and accurate reporting
Web based tool will allow real-time and accurate reporting of all
payroll and administrative metrics
Improve staff efficiency
Fewer HR and payroll staff required for managing these activities will
improve efficiency
Reduce employee turnover
Greater autonomy and flexibility will address employee concerns and
allow managers to focus on billable tasks
Reduce overhead costs
Fewer staff required will reduce the company’s overhead
4.3. Project Performance
This section describes the measures that will be used to gauge the project’s performance
and outcomes as they relate to key resources, processes, or services.
The following table lists the key resources, processes, or services and their anticipated
business outcomes in measuring the performance of the project. These performance
measures will be quantified and further defined in the detailed project plan.
Key Resource/Process/Service
Performance Measure
Reporting
The web-based system will reduce reporting discrepancies (duplicates
and gaps) and require reconciliation every 6 months instead of monthly.
Timesheet/Admin data entry
Eliminate managers’ non-billable work by allowing employees to enter
their data directly.
Software and System
Maintenance
Decrease in cost and staff requirements as system maintenance will be
reduced from once every month to once every 6 months with the new
system.
Staff Resources
Elimination of 5 staff positions in HR and payroll which are no longer
required as several functions will now be automated.
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4.4. Project Assumptions
This section lists the preliminary assumptions for …
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