- In addition to the standard RACI matrix, there are several variations and alternatives that can be used for specific project needs. Here are a few examples:Compare realistic options, including doing nothing, and clearly justify the preferred choice.Knowledge Train
- Separate project costs and timescales from ongoing operational costs and benefit realisation timescales.RASCI (adding the ‘supportive’ role)19 Feb 2026
- Define benefits in measurable terms and distinguish outcomes from benefits so performance can be tracked.Supportive
- Include known dis-benefits and major risks, plus mitigations, to avoid one-sided decisions.: People who support the Responsible person in completing the task.Our comprehensive guide provides insights into construction project management. Discover ten top UK university courses that will boost your career in this vital industry sector.
- Use an investment appraisal, such as net benefits and break-even timing, to test viability.This could be useful for
IntroductionPRINCE2 stagesContributor
This article explains how to write a business case. It includes 2 business case examples and a free business case template for you to : The people who provide input and expertise (similar to Consulted)downloadSimon BuehringInformed.19 Feb 2026: Same as in RACI.
You’re probably reading this article because you want to know how to write a business case. Perhaps your organisation is embarking on a major project to develop a new product. Or, perhaps you’re thinking of moving house so your family can enjoy a better life. In either case, you write a DACI works well for projects where decision-making is complicated.business caseExplore the rationale behind the 'manage by stages' principle in PRINCE2 and its benefits for project management. Learn more by scrolling down.Choosing the right model for your project to ensure the investment is worthwhile. When choosing a RACI matrix model for your project, there are several factors to consider. Here are some key ones:
In this article we’ll give you 2 business case examples, provide you with a simple business case template for you to use, and explain how to write a business case. The complexity and size of the project
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Let’s now look at this example business case., and the Swirl logo are registered trademarks of the PeopleCert group. Used under licence from PeopleCert. All rights reserved. AgilePM
Executive summary®
This sample business case contains an executive summary. This section briefly describes the selected option and the key benefits it will bring. and AgileBASelf-paced
Reasons®PRINCE2 Agile Practitioner (with Foundation) self-paced online
The reasons for the project are clearly spelled out when describing the 3 current problems which the company faces. are registered trademarks of Agile Business Consortium Limited. All rights reserved. The APMG International AgilePM and Swirl Device logo, APMG International AgileBA and Swirl Device Logo, APMG International Change Management and APMG International Better Business Cases and Swirl Device logo are trademarks of The APM Group Limited, used under permission of The APM Group Limited. All rights reserved. Better Business Cases™ is a trademark of Her Majesty’s Treasury. All rights reserved. DevOps Foundation
Options®£1,399 +vat
In this example, there are 2 options (other than do nothing) which have been examined. Each option is summarized and the reason why option 3 is the preferred option has been stated. is a registered mark of the DevOps Institute. “PMI”, “PMBOK
Benefits®
The expected benefits of reduced overheads are clearly stated. Benefits should be measurable and quantifiable. That means that the benefits can be measured later. But what about the reduced errors, rescheduled appointments and customer contract cancellations? Aren’t they benefits? Guide”, “PMP” and “CAPM” are registered marks of Project Management Institute, Inc. Knowledge Train Scrum Essentials™, Business Learning Library (BLL)™, Business Analysis Learning Library (BALL)™, Agile Learning Library (ALL)™, IT Learning Library (ITLL)™, and Compliance Learning Library (CLL)™ are trademarks of Knowledge Train Limited. All rights reserved.
Well, these are in fact something else – they’re called outcomes. Outcomes are the results of the changes which come about by using the new handheld devices. The ways you measure the improvements resulting from these outcomes are known as benefits.Knowledge Train Ltd is an Introducer Appointed Representative of NewDay Cards Ltd for the Newpay finance product provided by NewDay Ltd. NewDay Cards Ltd acts as a credit broker, not a lender. We will introduce you exclusively to Newpay finance products provided by NewDay Limited under this Introducer Appointed Representative arrangement. Finance available from other lenders is not covered by this arrangement. NewDay Ltd and Newday Cards Ltd are authorised and regulated by the Financial Conduct Authority (ref nos 690292 and 682417 respectively).Self-paced
Dis-benefits AgilePM Practitioner (with Foundation) self-paced online
This example also contains a dis-benefit which is that the back-office staff morale will be lower due to reduced overtime payments. A dis-benefit, if you’re wondering, is a negative consequence of a project. It’s not the same as a risk which implies something uncertain. A dis-benefit is something which you know will happen because of the project and it has negative consequences for the organisation. It’s the opposite of a benefit!
Timescales £1,299 +vat
Just as we saw in the previous example, the business case contains 2 timescales – the project timescales (i.e. the time it will take to complete the project) and the benefits realization timescales (i.e. the time over which benefits are expected to be realized). FAQs
Costs What is the difference between ‘Responsible’ and ‘Accountable’ in a RACI matrix?
Again, there are 2 costs – project costs and the ongoing operational costs over the benefits realization timescale. When the decision is taken whether to invest in this project, the total costs (i.e. project costs and ongoing operational costs) are weighed against the expected benefits over the same time period.SearchIn a RACI matrix, the individual or individuals who do the task are marked as Responsible. On the other hand, the person who is ultimately answerable for the task’s completion is marked as
Risks Accountable
One major risk has been identified in this example, but on your project, there could be many risks. . This means that the Accountable person must sign off on the work of the Responsible parties, and is often the one who delegates the work.
Investment appraisal How often should a RACI matrix be updated during a project?
The final section is the investment appraisal. The investment technique used in this example is called net benefits. As you can see from the table, the project and operational costs are recorded for each year of the investment. A RACI matrix should be updated whenever there are significant changes to the project team or the project itself. This may include changes in team members, tasks, or the overall scope of the project. Additionally, it’s a good practice to review the RACI matrix at regular intervals, such as monthly, to ensure it’s still accurate.
The project lasts 1 year which is why the project costs are zero after year 1. Of course, the benefits won’t be realized until the solution is in place and the company starts to use the handheld devices. Can a RACI matrix be used for small projects or teams?
The net benefits are simply the total benefits minus the total costs. This shows that the company will start to get a return on its investment sometime towards the end of year 2. This knowledge is vital if the decision-makers are to take a sensible decision about whether to invest in the project. Yes, a RACI matrix can be used for any project or team size. It’s particularly helpful for small teams or projects, as it clearly defines roles and responsibilities, which can sometimes be overlooked or become unclear in smaller settings. For smaller projects, a simplified RACI matrix may be appropriate.
Business case template What are the key indicators that a project needs a RACI matrix?
This simple The key indicators that a project might benefit from a RACI matrix include: role confusion, unclear decision making processes, involvement of multiple departments or teams, overlapping responsibilities among team members, and frequent communication breakdowns.business case template How does RACI differ from other project management tools like Gantt charts? is free to download.Request a quoteRACI and Gantt charts serve different purposes. While a Gantt chart visually represents the
Summary project schedule
A business case is the most important document on any project. That’s because it justifies the investment. , a RACI matrix clarifies roles and responsibilities for each task. They can be used together for more effective project management.
It helps an organisation be clear about why a project is needed, and what the results of the investment will be. This is crucial because no organisation has unlimited funds to spend on an unlimited number of projects. Therefore, a business case gives confidence to senior managers when deciding to invest in one project rather than another. Is it possible to have multiple people ‘Responsible’ for a single task?
However, as you have seen in this article, a business case is something which you can find useful when taking major decisions in your own personal life. Remember – a business case doesn’t need to be a lengthy document. It could easily be a few notes scribbled on the back of something or even sent in an email. Yes, multiple people can be assigned the ‘Responsible’ role for a task. However, it’s important to ensure there’s a clear division of work to prevent confusion or duplication of effort.
Whatever form your business case takes, remember one thing – it will help you or your organisation take sensible decisions about committing time and resources to a project or activity. How can I introduce RACI to a team that’s resistant to change?
Remember, if you want to learn more about developing a business case, and learn many of the techniques useful for assessing business problems, consider attending a classroom Introducing RACI to a resistant team can be a challenge. Start by clearly communicating the benefits of RACI, emphasising how it can streamline work and reduce misunderstandings. Implement RACI gradually, perhaps on a small project or task, to demonstrate its value without overwhelming the team. Involve the team in creating the RACI matrix. This gives them a sense of ownership and allows them to provide input. Provide adequate training and support to ensure everyone understands the system. Once the team sees the benefits of RACI, resistance should decrease.business analyst course What software or tools are best for creating and managing RACI matrices?.Manage ConsentThere are several software and tools that can be used to create and manage RACI matrices. These include spreadsheet software like Microsoft Excel or Google Sheets, project management platforms like Asana or Trello, or dedicated RACI tools like TeamGantt or Lucidchart. The best tool depends on your specific needs and the software your team is already using.
Business case FAQs
Who approves a business case?Preferences
Usually on a project, the project sponsor (the person or people who are committing the funds) will approve a business case. Before approving it, they need to have confidence that the problems have been addressed and the right solution has been selected, that the benefits are achievable and realistic, when the investment will pay off, and how big will the return on investment be.
What makes a good business case?
As you have seen in this article, there’s several important bits of information which goes into a business case. Don’t spend unnecessary time though adding information which isn’t required. Your project sponsor will have to read your business case before they approve it, and you don’t want to make their job any harder than it already is!
There are several things you can use to check whether your business case is adequate or not. Here’s a checklist of 13 questions to ask yourself before you submit your business case to your sponsor for approval: Preferences
- Are the reasons for the project consistent with the corporate, portfolio or Project management vs product management programme management strategies?Knowledge Train
- Is the 19 Feb 2026 project plan aligned with the business case? (e.g. are the costs and timescales in the project plan correctly reflected in the business case?)Get insights on how project management and product management differ, and how these two skills impact each other. Understanding their importance in the business landscape is fundamental for achieving success. Read this article to learn about the key differences and similarities.The technical storage or access is necessary for the legitimate purpose of storing preferences that are not requested by the subscriber or user.
- Are the benefits clearly identified and justified?
- Is it clear how the benefits will be realized?
- Is it clearly defined what will judged a successful outcome?
- Is the preferred business option clearly stated, along with the reasons why?
- If the project requires external procurement, is the preferred sourcing option stated, and why? Statistics
- Is it clearly stated how any necessary funding will be obtained?
- Does the business case include non-financial, as well as financial criteria?
- Does the business case include operations and maintenance costs and risks?Project management KPIs
- Does the business case include project costs and risks? Statistics
- Does the business case conform to organisational accounting standards (e.g. break-even analysis and cash-flow conventions)?Knowledge Train
- Are the major risks faced by the project explicitly stated, together with any proposed responses?19 Feb 2026
How do you write a good business case?
A good business case must contain certain key information including:Discover the most important KPIs in project management. Check out our project management KPIs guide and learn how to use them.