Initiation & Vision
Business Case
MyPMP
QMS Template
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About the Business Case template
A Business Case is the reasoned justification for starting a project, setting out the problem or opportunity, the options considered, and the expected costs, benefits, and risks. It gives sponsors and steering boards the evidence to approve, defer, or reject an investment. Kept current, it becomes the reference point for whether the project still makes sense to continue.
It's part of My QMS, MyPMP's Quality Management System: fill it in online, personalize it with your name and logo, then export a clean, branded PDF. Your work auto-saves in your browser.
When to use a Business Case
- βΈSeeking funding or executive sign-off before a project is authorised
- βΈComparing several delivery options or a do-nothing baseline
- βΈAt stage gates or phase reviews to confirm continued viability
- βΈPrioritising competing initiatives in portfolio planning
What a good Business Case includes
- βProblem or opportunity statement and strategic alignment
- βOptions appraisal, including the do-nothing option
- βCosts: capital, operational, and whole-life estimates
- βExpected benefits, both financial (ROI, NPV, payback) and non-financial
- βKey risks, assumptions, dependencies, and constraints
- βRecommendation with implementation timeline and success measures
What's inside this template
The interactive form above gives you:
Purpose / summaryScope / detailsApproach / bodyDeliverables / outcomesNotes & sign-off
Tips & common mistakes
- π‘Always include a do-nothing baseline so decision-makers can see the cost of inaction
- π‘Quantify benefits with owners and target dates; vague benefits get challenged and cut
- π‘Revisit the case at each stage gate rather than filing it away after approval
How it works
- 1. Fill it in β type directly into the fields, tables and sections above.
- 2. Brand it β add your organization name and logo with the Branding button.
- 3. Export β print to PDF, or become a member to white-label and sync across devices.
FAQ
What is the difference between a business case and a project charter?οΌ
A business case justifies why the investment should be made and is used to gain approval; a project charter comes after approval and formally authorises the project, naming the manager and high-level scope.
Who is responsible for writing the business case?οΌ
The project sponsor or senior responsible owner owns it, though a business analyst or project manager often drafts the content and financial analysis.
What makes a business case get rejected?οΌ
Common reasons are unquantified or inflated benefits, missing option comparisons, understated costs and risks, and weak alignment to organisational strategy.
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