Stage 2: Definition

  • Assessing why it is worth doing

    The Project Manager now develops the project from concept into a formal Business Case.  The Business Case shows the justification for the undertaking of the project by presenting the project's value as a genuine business need and its strategic value to Brookes on a sound and informed basis. This returned value is presented against both the costed effort needed to achieve the change and to sustain it in the longer term. 

    The Project Manager works with stakeholders to appraise options that may provide the solution to the project deliverables. Each option is assessed for viability, best value for money and best fit for purpose and detailed within the Business Case, supported by the project's recommendation.  It is good practice to appraise a number of solutions for the Project Board to consider and approve. Project Managers should talk to their Management Accountant for advice and support in costing and options appraisal..

    The Business Case also presents the value of the anticipated benefits and how they map to the the relevant strategic objectives.  In stand alone projects The Project Manager will begin the Benefits Management process and conduct benefits identification and mapping work to do this.  Project Managers within strategic change programmes should talk to their Programme Manager for a copy of the relevant Benefits Map and Benefits Profiles.  Talk to the VPO for support and facilitation with benefits mapping workshops.

    The Project Manager puts together requirements for the core project team, set roles and responsibilities, and identifies any knowledge and skills gaps that will need development.

  • Key actions

    • Engage team on project with emphasis on roles and responsibilities, vision, deliverables, challenges, benefits and opportunities
    • Involve stakeholders in definition and requirements specification
    • Engage with internal suppliers and Procurement Team to ensure that supply options are realistic
    • Engage your Management Accountant to ensure costings are sound
    • Engage with VPO to develop Benefits Map
    • Complete document templates: Business Case and Terms of Reference

    Key outcomes

    • Decision enabled on whether project investment justified given costs against the anticipated benefits to be gained and overall assessment of risk
    • An engaged project team that clearly understand their own, and others, roles and responsibilities
    • Business Case approved by the Sponsor
    • Terms of Reference for Project Governance going forward approved by Sponsor
    • Business Case and ToR ready to presented to appointed Board for decision at Gateway 2