DefinitionSelect your preferred training course below:

In project and investment contexts, a business case is a documented rationale for undertaking a course of action. It typically sets out the problemBUSINESS ANALYSIS QUALIFICATIONS or Select your preferred qualification.opportunity , defines measurable objectives, evaluates BCS BUSINESS ANALYSIS COURSESoptions analysis (alternatives)Select your preferred training course below:, and recommends a preferred option supported by evidence. It is commonly used to obtain approval for resources and funding and to establish a baseline for benefits realisationAGILE BUSINESS ANALYSIS COURSES and performance measurement using Select your preferred training course below:key performance indicators (KPIs)

• opportunity cost (what you give up by choosing one option) is material.PRINCE2 COURSES

Many organisations require a business case before progressing from idea to funded delivery, particularly where governance frameworks and portfolio management are in place.Select your preferred training course below:

Who creates and who approves a business case

Ownership and approvals vary by organisation, but a typical model looks like this:APM COURSES

• AuthorSelect your preferred training course below:: a project manager, product manager, business analyst, or subject matter expert drafts the business case with input from finance and operational teams.
• Accountable ownerAGILE PROJECT MANAGEMENT COURSES: the Select your preferred training course below:executive sponsor (often a senior stakeholder) is accountable for the case, ensuring it aligns with strategy and that benefits are owned.PRINCE2 AGILE COURSES
• ReviewersSelect your preferred training course below:: finance teams validate costs and investment appraisal; risk and compliance functions challenge risksBUSINESS CASE COURSES and controls; procurement validates supplier assumptions.Select your preferred training course below:
• Approvers : a steering group, investment committee, portfolio board, or senior leadership approves the recommended option and budget.AGILE COURSES

Clear stakeholder roles reduce rework and ensure that assumptions, constraints, and delivery responsibilities are agreed early.Select your self-paced training course topic.

Key components of a business case

A well-structured business case is easy to scan and trace from problem to recommendation. Most high-performing cases include the following components:

• Problem or opportunityAGILE PROJECT MANAGEMENT COURSES: what is happening now, why it matters, and what will happen if nothing changes (the baseline).Select your preferred training course below:
• Objectives : what success looks like, including measurable targets and timeframes.PRINCE2 AGILE COURSES
• Scope and constraintsSelect your preferred training course below:: what is included and excluded, plus constraints such as time, budget, technical limitations, and regulatory requirements.
• StakeholdersSCRUM COURSES: who is affected, who must contribute, and who will own benefits.Select your preferred training course below:
• Options analysis (alternatives) : a shortlist of credible options, including a do-nothing or do-minimum baseline where appropriate.LEAN SIX SIGMA COURSES
• Recommended optionSelect your preferred training course below:: which option is proposed and why it is preferred.
• BenefitsBUSINESS ANALYST COURSES: quantified and non-quantified benefits, and how they support strategy.Select your self-paced training course topic.
• Costs : one-off and ongoing costs (capital and operational), including training, support, and change management.BCS BUSINESS ANALYST COURSES
• Investment appraisalSelect your preferred training course below:: methods such as return on investment (ROI)CHANGE MANAGEMENT COURSES, Select your self-paced training course topic.net present value (NPV) , APMG CHANGE MANAGEMENT COURSESinternal rate of return (IRR)Select your preferred training course below:, and payback periodPROGRAMME MANAGEMENT COURSES.Select your self-paced training course topic.
• Risks : key risks, mitigations, and residual risk.MSP COURSES
• Assumptions and dependenciesSelect your preferred training course below:: what must be true for the case to succeed and what it relies on (for example, data quality or supplier delivery).
• Implementation planIT QUALIFICATIONS: phases, milestones, resourcing approach, and indicative timeline.Select your preferred qualification.
• Metrics and KPIs : how progress and outcomes will be measured, including benefits tracking.ITIL COURSES
• Governance and approvalSelect your preferred training course below:: decision points, review cadence, and post-implementation review plan.

How to write a business caseIT QUALIFICATIONS

1. Define the decision to be madeSelect your preferred qualification.: state what approval is requested (funding, people, procurement authority) and by when.
2. Describe the current state and baselineITIL COURSES: quantify today’s performance, costs, cycle times, or risks so improvement can be measured.Select your preferred training course below:
3. Set objectives and success criteria : define outcomes and KPIs, including benefits ownership and expected timing.LEARNING LIBRARIES
4. Identify feasible optionsSelect your preferred training course topic.: include at least a baseline option and 1 to 3 credible alternatives; capture key constraints.
5. Estimate benefitsAI QUALIFICATIONS & WORKSHOPS: quantify savings, revenue uplift, risk reduction, or service improvements; link to benefits realisation plans.Select your preferred qualification or workshop.
6. Estimate full costs : include acquisition, implementation, training, transition, and ongoing running costs; note opportunity cost where relevant.AIPGF COURSES
7. Run financial appraisalSelect your preferred training course below:: calculate ROI, NPV, IRR, and payback period; document discount rate and major assumptions.
8. Assess risks, assumptions, and dependenciesBCS AI COURSES: rate likelihood and impact, define mitigations, and identify decision-critical unknowns.Select your preferred training course below:
9. Recommend the preferred option : provide a clear recommendation and explain trade-offs (value, risk, feasibility, timing).AIPGF COURSES
10. Outline the implementation plan and governanceSelect your preferred training course below:: include timeline, milestones, responsibilities, and a post-implementation review to validate outcomes.

A more detailed guide to AI WORKSHOPSwriting a business caseSelect your preferred workshop below: is on our web site.

Financial analysis methodsKnowledge Train is a PRINCE2 Accredited Training Organization.

Estimated annual benefitsFind out more

• Time saving: 40 users x 2 hours/week x 52 weeks x 60% x GBP 35/hour = GBP 87,360 per year.
• Revenue uplift: GBP 60,000 per year.
• Total benefits: GBP 147,360 per year.CONTACT US
• Net annual benefit after licences: GBP 147,360 minus GBP 24,000 = GBP 123,360 per year.

Simple ROI, payback and NPV illustration

• Initial investment (year 0): GBP 55,000.
• Payback period:Name GBP 55,000 divided by GBP 123,360 is about 0.45 years (about 5 to 6 months).
• Simple ROI (year 1): (GBP 123,360 minus GBP 55,000) divided by GBP 55,000 is about 124%.Email
• NPV (3 years, 8% discount, simplified): NPV = -55,000 + 123,360/(1.08) + 123,360/(1.08^2) + 123,360/(1.08^3) = approximately GBP 262,000.

Interpretation:Phone Under the stated assumptions, the business case supports approval because value is positive, payback is short, and risks can be mitigated through adoption and data-quality controls. In practice, include sensitivity analysis (best case, expected, worst case) for decision confidence.

Further business case examplesHow can we help? are available on our web site.

Business case template

Use this template as a starting point. Keep language factual and include sources for material numbers.Submit

Download a business case template

OUR VALUES1. Summary and decision request

• Decision required
• Recommended optionOur 6 core values are everything we do. They include:
• Funding/resources requestedIntegrity
• Target decision dateDiversity

2. Background and contextFairness

• Current situation and baseline performanceQuality
• Problem/opportunity statementInnovation

• Costs (one-off and ongoing)
• Opportunity cost considerationsUnited Kingdom
• ROI
• NPV (discount rate and period)
• IRR
• Payback period

9. Risks and mitigations

• Top risks
• Mitigations and ownersSearch
• Residual risk

10. Implementation plan

• Approach and phases
• High-level timeline and milestones
• Resourcing plan
• Change managementUnited Kingdom

11. Review planAustria

• How KPIs will be trackedBelgium

Governance and lifecycleChange management courses

Business cases commonly follow a lifecycle so that approvals are controlled and benefits are validated:Change management qualifications

• Change management certification: What it is, and how to get certified: initial rationale, early estimates, and a shortlist of options.
• : finance and subject experts challenge costs, benefits, and assumptions; risks and constraints are refined.
• Approval : stakeholders and an executive sponsor endorse the recommendation; funding and authority are granted.Copied!
• Delivery updatesKey takeaways: the implementation plan is tracked; changes that affect benefits or costs are assessed against the approved case.Certification signals credible capability to lead organisational change using recognised methods.
• Post-implementation reviewChoose a provider whose framework and recognition match your role goals, such as Prosci, ACMP, APMG, or CMI.: benefits realisation and KPIs are evaluated against the baseline; lessons learned inform future decision-making.Check entry requirements early, as some credentials require verified experience as well as training.

Strong governance improves transparency and reduces the chance that a business case becomes a one-off document that is never revisited.Complete accredited training, then pass the relevant exam or assessment to qualify.