A business case captures the reasoning for initiating a project or task.[1] Many projects, but not all, are initiated by using a business case.[2] It is often presented in a well-structured written document,[3] but may also come in the form of a short verbal agreement or presentation. The logic of the business case is that, whenever resources such as money or effort are consumed, they should be in support of a specific business need.[2] An example could be that a software upgrade might improve system performance, but the "business case" is that better performance would improve customer satisfaction, require less task processing time, or reduce system maintenance costs. A compelling business case adequately captures both the quantifiable and non-quantifiable characteristics of a proposed project. According to the Project Management Institute, a business case is a "value proposition for a proposed project that may include financial and nonfinancial benefit."[4]
Business cases can range from comprehensive and highly structured, as required by formal project management methodologies, to informal and brief. Information included in a formal business case could be the background of the project, the expected business benefits,[5] the options considered (with reasons for rejecting or carrying forward each option), the expected costs of the project, a gap analysis and the expected risks. Consideration should also be given to the option of doing nothing including the costs and risks of inactivity. From this information, the justification for the project is derived.
^Project Management Institute 2021, §Appendix X3.2 The PMO Value Proposition - Why have one?.
^ abProject Management Institute 2021, §3.4 Focus on Value.
^Project Management Institute 2021, §2.6.1 Delivery of Value.
^Project Management Institute 2021, §Glossary Section 3. Definitions.
^Project Management Institute 2021, §4.6.1 Strategy Artifacts.
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