Business Case Request

 Business Case Request – for proposed projects “above threshold”

The business case for any proposed project should clearly describe the business need for the request, including the expected benefits.

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The business case has two iterations –

  • a preliminary version for management within the requestor’s workgroup; if that group approves; then this same version is reviewed by the CFT to determine whether it is in their realm

2)  a more thorough/expanded version for the group (either the functional Steering group or CFT’s full review) that will decide whether the proposed project is approved or is recommended for approval.

 

Definitions:

As-Is Cost: the quantifiable ($) cost of the current way of performing this work/operation

Business Case: a description of the proposed project with justification/reason to approve it. As a proposed project progresses through the evaluation process the business case will become more detailed.

Proposed System Cost: the cost of the proposed new system, including the initial implementation costs as well as costs associated with the operation, maintenance, and upgrade of the existing system or service over its expected useful life or the next 5 years whichever is less.

Risk(s): factors that have the potential to cause the project to fail or become a liability to the Council. Examples might include, but are not limited to: security concerns, lack of resilience, schedule issues, insufficient internal resources, etc.

 

 

 

Preliminary Business Case Request (stage 1 – idea/concept)

Required Elements

  1. Project name (what would you probably call this if it were implemented?) Realtime Viewing of Bus Video at TCC and RCC
  1. Requestor name (person who initiated the idea/project request) Chad LeVasseur and Josh Alswager
  1. Manager name (who the Requestor reports to) Joe Reichstadt and Jim Dykstra
  2. Division Metro Transit and Information Services
  3. Business need – What problems will this solve and/or what new capabilities will it provide? What are the goals of the project? What are the business benefits? Is this issue or opportunity aligned to the business strategy and Thrive goals? Be as descriptive as possible. This is a key factor in the evaluation.   The capability to live view bus video cameras that are out in the field already exists but in a limited fashion. Currently technicians at the Radio Shop are able to connect to buses over the secure network connection we have across Verizon’s cellular network, this secure connection is referred to as the Verizon FES (Fixed-end System). In its current configuration there is very limited bandwidth across FES. In order to meet the request of the stake holders we will need to either increase the capacity/bandwidth of the existing FES, or find and implement another type of secure connection in order to facilitate this request.
  4. Will this system or service have a direct effect on external customers/metro area residents?
    1. If yes, who (categories of and quantities of people) would be affected? No, not directly.
  5. What internal business capabilities and stakeholders could be impacted? What change(s) might the proposed system or service bring about in the way we work now (business processes or workflows)? For example, the proposal might reduce the number of steps it takes to open, update and close a work order.  Please describe all anticipated changes of this sort. Hint: you might use some of this same information in describing the expected benefits of this proposal. Security cameras on buses would be viewable from the TCC and RTIC locations for the purpose of supporting and securing operations.
  6. Which existing systems might this proposed project/system need to connect to – get data from or send data to? (i.e., WAM, TXbase, etc.) Please include outside (non-Met Council) systems, too. Verint, Apollo, and any other security video systems currently in use in our vehicles. The Verizon FES along with other potential network connection options will need to be considered and then any necessary changes will need to be made. As an example, if we use the Verizon FES, we will need to increase the capacity of this connection which will require new hardware and additionally monthly recurring costs with Verizon.
  7. Expected benefits
    1. Non-quantifiable (soft) benefits – such as a better customer experience, reduction in risk, improved employee morale, better decision making, etc. One intended result would be increased security for our bus drivers and police officers by bus video being accessible to the TCC and RTIC where staff is on hand to monitor and support them.
    2. Who (customers, divisions, departments and/or workgroups) would experience these be
    3. nefits?
  8. Potential risks – factors that have the potential to cause the project to fail or become a liability to the Council. Identify the consequences of not addressing these issues. Examples might include, but are not limited to: regulatory, security concerns, lack of resilience, schedule issues, insufficient internal resources, financial, safety, political, operational, strategic, performance, technical, social, resources risks.  What are the most challenging elements or aspects of this potential project? The costs to implement a solution, new monthly recurring costs, and properly securing access are three risks to keep in mind.
  9. Expected useful lifetime – or length of contract. [g., 1 year, 2 years, 3 years, 4 years, 5 years, Other] Hardware will need to be refreshed on at least a 5 year basis, the Verizon, or other carrier contracts should be revisited on a regular basis as well.
  10. To what extent would this system or service require changes to our existing technology infrastructure? Does this opportunity require a change to existing hardware and software platforms? The current Verizon FES has been in place for several years, it should be evaluated on if it meets the needs of this request in which case if would need to be expanded, otherwise there might be other options that require investigation. So, at a minimum our current technology would need to be updated and increased, but another option could present itself which would still require changes to our current technology.
  11. Rough Cost Estimate (plus or minus 40%): for the new system or service, including both initial implementation and ongoing costs. Upgrading the Verizon FES would require an estimated $150,000 for network hardware and the addition of a $1,900 monthly recurring cost. The cost of alternatives is not currently known.

 

Expanded Business Case (stage 2 – after initial go-ahead is received)

Required Elements

  1. Project Lead (person who will carry this through the proposal process)
  2. Funding (will be separate tabs – by division)
    1. Funding source(s) available now and for future operation/use. If uncertain/unknown, state that.
    2. Funding amount ($) available (as applicable)
  3. Options considered – describe the possibilities that were reviewed to meet the business need, and the reasons some were rejected or not pursued.
  4. Proposed solution – describe the recommended/proposed option in as much detail as possible (include specific website links). For example, would this be an in-house or a hosted solution; what new or different connectivity would be needed, etc.?
  5. Cost Benefit Analysis Information [from the Cost Calculation spreadsheet tool]
  6. Source(s) of Cost Estimate: where did you obtain the costs included in the dollar estimate? From:
  7. Preferred or mandatory timing for this system or service to be ready for production If there is a mandatory timeframe, describe in as much detail as possible.

Provide a way to attach documents (e.g., vendor quotes)

 

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