ICT303 – Capstone Project 1

Learning Objectives

  1. Discuss the business case structure you must complete for assessment
  2. Present a sample business
  3. Discuss the initiation process that follows the business

What is a business case?

1. Introduction/Background

  • Briefly describe what has happened in the past to address the problem
  • Describe the current status at the time of writing the Business Case
    • Set the scene for the rationale or reason(s) for developing the Business Case at this particular time

Think about your capstone project. Write an introduction/background for it.

2. Overview

1.1  Vision

  • What is the goal of the project, what is it expected to deliver?
    • A high level description of the objective(s) of the recommended option contained in this Business Case.
    • The “Why” of the project. This is the higher purpose, or the reason for the project’s existence.

2.2 Organisational Objective

  • All projects should relate to and produce results that relate to a pre- defined organisational goal(s). This should be included
    • The relationship between this initiative and the Corporate/Strategic plan should be described.

3. The Business Case

  • Why is the Business Case being produced?

Generally it is to:

  • Define the business need or problem in detail
  • Analyse options (where resources have already been allocated this may involve determining what can be delivered with those resources)
  • Identify costs, benefits and risks
  • Present proposal to senior management for approval/source project funding.

3.2 Business Case Sponsor

  • Who is sponsoring the development of the Business Case?

4. Situational Assessment and Problem Statement

Establish the benefit to the organisation for proceeding with the proposed project. It should contain:

  • A description of the relevant environmental conditions
  • An assessment of how the business needs are currently being met or not met
  • An analysis of the gap between the current situation and the stated objective(s)

5. Assumptions and Constraints

  • Assumptions made during the planning process must be recognised and recorded.
  • Any requirements for specialist resources or skills should be identified and any dependencies that might exist with other projects or initiatives.

6. Identification and Analysis of Options

A high level analysis of possible alternatives to bridge the gap between the current situation and what is proposed, as outlined in Section 4.

  • Identification of Options

List the options identified for analysis. Potential options include

  • Option 1- Do nothing
  • Option 2 – An option that would achieve the same result as the preferred option
  • Option 3 – The preferred option

Discuss the options in your case

For each option, the following information should be provided:

  • Benefits
  • Costs
  • Risks
  • Stakeholder impact
  • Issues

NB: For many initiatives, the benefits are not directly quantifiable (e.g. service delivery improvement, achievement of Government policy objectives.

  • Comparison of Options

Compare the options by summarising the benefits, dis-benefits, costs, risks and issues.

  • Recommended Option Recommended option from the previous analysis should be


7. Implementation Strategy

  • Based on the information outlined in Section 6 for the option that was recommended, begin to scope the project that will implement the recommended option and describe how the project will be
  • The information in the following sub-sections are important, as they will form the basis of a Project Business Plan if the project/initiative It defines the project scope.


7.1 Project Title

    • (XYZ) – Abbreviation and Long

7.2 Target Outcomes/Benefits

    • List the target outcomes/benefits, the measures which will be used to measure their success, the dates for achievement and who is
      • These should be derived from the table in section 2.

7.3 Outputs

    • List the project These are new or modified products, services, businesses, or management practices that need to be implemented to meet each identified outcome. Identify who will utilise each output to generate the target benefits.

7.4 Work Plan

    • Outline of project phases, major areas of work and key

7.5 Budget

    • Summarise the project’s budget and expected

7.6 Other Resources

    • List other resourcing requirements, for example human resources, accommodation, IT equipment, information requirements.


8. Project Management Framework

8.1 Governance

Determine what parties will form the governance structure for the project and identify who may be approached to fulfil each role.

As a minimum you will need in your governance structure a:

  • Project Sponsor
  • Project Manager

You may have one or more of the following parties in your governance structure.

  • Project Team
  • Reference Groups
  • Working Groups
  • Quality Consultants

8.2 Quality Management

Briefly describe the approach to quality management, which may include:

  • methodologies and standards
  • change, issue, and problem management
  • review and acceptance

8.3 Organisational Change Management

Briefly describe the approach to managing organisational change throughout the project.

8.4 Post Project Review

Briefly describe the approach to capturing the lessons learnt throughout the project and what review will be done to assess whether the initiative delivered the intended benefits.

How do you plan to manage quality?


9. Appendices

Appendices can help the document flow better, especially during the analysis and justification sections. For example, the following may be useful:

  • A detailed cost/benefit/risk analysis for each option
  • A risk analysis

Business Case Sample


Project Management Process Groups in a Nutshell




  • Process of Initiating helps to set the vision of what is to be accomplished
  • This is where the project is formally authorised by the sponsor
  • Initial scope defined
  • Stakeholders identified

Developing a Project Charter cont.

  • A project charter is the statement of scope, objectives and people who are participating in a project
  • Defines the roles and responsibilities of those participants and outlines the objectives and goals of the project
  • The charter also identifies the main stakeholders and defines the authority of the project manger.





  • A business case is a key document to demonstrates the value that could be achieved from solving a particular
  • Key project initiation outputs are produced following the business case which include the project charter and stakeholder

Any Questions?

Your Tasks For The Week

  • Review the webinar’s content and the notes taken
  • Enter the details of your project/contact on the below spreadsheet by Sunday at 6PM
    • https://aaegaustralia- sharepoint.com/:x:/g/personal/fadi_k_sistc_nsw_edu_au/ETz6I_NrHMZLsNjaUFq wYigBnu_aw0pc8Ie8m0iWe9SeZw?e=opvIAk
  • Continue working on assessment 1 (Individual Assessment), Scenario Business Case The assessment is due in week 4.