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Creating a Business Case

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The highlighted information on this page refers to functionality not yet generally available. It is available only in the Preview Sandbox environment.

You can use the Business Case to request a project. The Portfolio Manager or Project Sponsor uses the information from the Business Case to analyze and prioritize the project before they approve it.

Your system administrator must enable the sections of the Business Case before they appear on your project. 
For more information about enabling the sections in the Business Case at the system level, see "Setting Project Preferences."

Any user with Manage permissions to the project can approve the Business Case.
For more information about approving a Business Case, see "Approving a Business Case."

You must complete all areas of the Business Case except for the Goals area if you want your project to receive a Score in the Portfolio Optimizer. Completing the Goals area is optional. The project will receive a Score in the Portfolio Optimizer, even if this area is not completed. 
For more information about working with Scorecards and with the Portfolio Optimizer, see "Applying a Scorecard to a Project and Generating an Alignment Score."

Creating and Submitting a Business Case

To create a Business Case of a project request:

  1. Click Projects in the Global Navigation Bar.
  2. Click New Project and select Request Project.
    By default, the project is placed in the Idea status. 
    idea_project.png
  3. Specify a name for your project, then click Enter.
  4. (Optional) Click Project Actions, then Attach Template, to create the Work Breakdown Structure of your project.
  5. Select the Project Details tab, then select the Business Case sub-tab.
  6. (Optional) Click Edit Project Info
    For more information about editing the Project Info section of the Business Case, see "Project Info."
  7. (Optional) Click Edit Goals.
    For more information about editing the Goals section of the Business Case, see "Goals."
  8. (Optional) Click Edit Expenses.
    For more information about editing the Expenses section of the Business Case, see "Expenses."
  9. (Optional) Click Edit Legacy Resource Estimates.
    For more information about editing the Legacy Resource Estimates section of the Business Case, see "Legacy Resource Estimates."
  10. (Optional) Review the Resource Budgeting area to understand the Budgeted Labor Cost associated with your job roles on the project. This area displays the budgeted hours on the project, as they are specified in the Resource Planner.
    For more information about budgeting resources in the Resource Planner, see the "Budgeting Resources in the Resource Planner" section in "Planning in the Resource Planner."
  11. (Optional) Select a Scorecard in the Add a Scorecard to this Project drop-down menu.
    Scorecards must be created before they can be attached to projects.
    For more information about scorecards, see "Scorecard."
  12. (Optional) Select a Custom Form in the Custom Forms drop-down menu. 
    Custom Forms must be created before they can be attached to projects.
    For more information about Custom Forms, see "Custom Forms."
  13. Click Submit.
    The project status is changed to Requested and your project is submitted to have the Business Case approved.
    For more information about approving a Business Case, see "Approving a Business Case."
  14. (Optional) After completing the Business Case, you can export a copy of it to a .pdf file. 
    For more information about exporting the Business Case to a .pdf file, see "Exporting the Business Case."

Understanding the Areas of the Business Case

Your system administrator must enable all the sections in the Business Case except for the Project Info section so that they are available to be edited or viewed. 

For more information about enabling the areas of the Business Case, see the "Business Cases" section in "Setting Project Preferences."

When you are building the Business Case of a project, consider editing or viewing the following sections:

Project Info

The Project Info area of the Business Case is not configurable by the system administrator. All projects have a Project Info area in the Business Case. 

The Project Info section of the Business Case includes the basic information of a project, before the project has actually started.

Consider editing the following fields:

  • Description: Specify a description for your project.
  • Project Owner
  • Project Sponsor
    By default, the user creating the Business Case is also the Project Owner and the Project Sponsor.
    You might want to consider adding someone else as the Sponsor of the project. They will receive the approval of the Business Case. 
  • Portfolio: Specify a Portfolio for the project. You must create the Portfolio and place it in the status of Active before it is available to select in this drop-down menu. 
    For more information about portfolios, see "Understanding Portfolios."
    For more information about creating Portfolios, see "Creating Portfolios."
  • Planned Benefit: A manual entry where you estimate what the monetary benefit is planned to be for your organization when this project is completed.
  • Status: By default, the Status for a project request is set to Idea.
    If you change the Status to anything other than Idea or Planning, the Submit button disappears from the Business Case Summary area, and you can no longer submit the Business Case for approval. 
  • Fixed Start Date: Specify a date when you would like for the project to start.
  • Fixed End Date: Specify a date when you would like for the project to end.
    NOTE The Fixed Start and End Date on the Business Case do not impact the timeline of the project. These represent the dates requested by the project creator for when the project would ideally develop. Instead, the Planned Start and Planned Completion Dates of the project show the planned timeline for the project.

Goals

Goals define the objectives for the project. This area is enabled by default in the Business Case, but the system administrator might choose to not display it. This field displays the goals in order of priority. The priority level is entered when the goal is created.

Defining the goals is optional for the project to receive a Score in the Portfolio Optimizer. This section is the only optional section in the Business Case. All other sections of the Business Case must be completed before the project is scored in the Portfolio Optimizer. 

For more information about goals, see “Creating Goals.” 

Expenses

Expenses represent the non-labor costs that might be incurred during the life of a project. This area is enabled by default in the Business Case, but the system administrator might choose to not display it. 

Any expenses that you enter on the Business Case are also entered on the Expenses tab of the project, as Planned Expenses.

Expenses affect the Budgeted Cost of the Project, as well as the Net Value. 
For more information about Budgeted Cost and Net Value, see "Understanding Financial Fields in the Business Case."

For more information about expenses, see “Managing Expenses.” 

Your system administrator can set up custom Expense Types. 
For more information about creating custom Expense Types, see "Creating Custom Expense Types." 

Legacy Resource Estimates

Using the Legacy Resource Estimates area of the Business Case, you can estimate the cost of the resources working on your project. This area is enabled by default in the Business Case, but the system administrator might choose to not display it.

Legacy Resource Estimates display anticipated labor resources needed to complete your project. You can view your requested labor resources by FTE, Hours, or Cost. The information displayed here is also displayed in the Capacity Planner. 

For more information about Legacy Resource Estimates, see "Estimating Project Resources by Applying Legacy Resource Pools to the Business Case."

For more information about the Capacity Planner, see "Working in the Capacity Planner."

The cost of your resources represents the Labor Cost of the project. The Planned Cost of the Legacy Resource Estimates affects the Budgeted Cost and the Net Value of the project. 

For more information about Budgeted Cost and Net Value, see "Understanding Financial Fields in the Business Case."

Resource Budgeting

The hours budgeted for your resources in the Resource Planner are displayed in the Resource Budgeting area of the Business Case. This area of the Business Case is enabled by default.

You can review the Budgeted Hours and the cost associated with them in this area.

You cannot edit this section of the Business Case. (edit this when this changes, with future iterations)

business_case___RP_info_with_user_and_budgeted_cost__1_.png

Consider the following when viewing the Resource Budgeting section of the Business Case:

  • The information displayed here is also displayed in the Resource Planner. 
    For more information about budgeting in the Resource Planner, see the "Budgeting Resources in the Resource Planner" section in "Planning in the Resource Planner." 
  • By default, the first 20 job roles associated with this project are listed in the Resource Budgeting section in alphabetical order.  
  • (Optional and conditional) Expand the job roles to see the users associated with them.
    NOTE Active users are displayed under the job roles associated with them only if they meet the following criteria:
    • They belong to one of the Resource Pools of the project.
    • They have Budgeted Hours assigned to them in the Resource Planner.
    • They are associated with one of the job roles of the project.
  • If the job roles or users associated with the project have a Cost per Hour rate, Workfront calculates the Budgeted Labor Cost of the job role, the user, and of the project. 
    The Budgeted Labor Cost is also displayed in the Resource Budgeting area of the Business Case. 
    For more information about creating job roles and associating Cost per Hour rates with them, see "Creating and Managing Job Roles."
    For more information about adding Cost per Hour rates to users, see "Editing User Accounts."
    For more information about Budgeted Labor Cost, see "Understanding Financial Fields in the Business Case." 
    NOTE The sum of all Budgeted Labor Costs for the users may or may not equal the Budgeted Labor Cost of the job role associated with the users. 

Risks

Risks are factors that might prevent a project from finishing on time or on budget. Defining these factors is important for the Portfolio Manager or Project Sponsor to make an educated decision on the approval of the project. This area is enabled by default in the Business Case, but the system administrator might choose to not display it.

You can associate a potential cost with the risks you are defining in case they should occur. The cost of the risks on a project affect the Net Value of the project. 
For more information about the project Net Value, see "Understanding Financial Fields in the Business Case."

For more information about creating risks, see “Creating Risks on a Project.”

Your system administrator can set up custom Risk Types.

For more information about creating and editing custom Risk Types, see "Editing and Creating Risk Types."

Scorecard

Scorecards measure the Alignment of the project. This area is enabled by default in the Business Case, but the system administrator might choose to not display it.

For more information about applying a scorecard to a project and generating an alignment score, see "Applying a Scorecard to a Project and Generating an Alignment Score."

To apply a scorecard, your system administrator must create one. The Scorecard area of the Business Case does not display unless a scorecard is created.
For more information about creating a scorecard, see “Creating a Scorecard.”

Custom Forms

You can attach Custom Forms to a project, when defining a Business Case. This area is not enabled by default in the Business Case. The system administrator must enable it to display it in the Business Case. 
For more information about enabling the areas of the Business Case, see the "Business Cases" section in "Setting Project Preferences."

To apply a custom form, your system administrator must first create a custom form.
For more information about creating a custom form, see “Creating Custom Forms.” 

You can use custom forms to collect additional information that is not displayed in the other fields of the Business Case.
For more information about applying a custom form, see "Attaching a Custom Form to a Business Case." 

Business Case Summary

Understanding the Business Case Summary

You can see a summary of the main project finances and whether a project is aligned or not with a Scorecard in the Business Case Summary panel, in the upper-right corner of the Business Case sub-tab.

You cannot edit the Business Case Summary. This is only a quick view of the state of the project as it relates to financial fields and the Scorecard. 

business_case_summary_with_RP_information__1_.png 

The following fields display in the Business Case Summary:

  • The Project Net Value
  • The Project Legacy Net Value
  • The Project Budgeted Cost
  • The Project Legacy Budgeted Cost
  • The Potential Risk Cost
  • The Planned Benefit
  • The Alignment Score

For more information about these fields, see "Understanding Financial Fields in the Business Case."

Exporting the Business Case

You can export the Business Case to a .pdf file, in case you need to print it or attach it to an email in a more condensed format. 

The file contains all areas of the Business Case in an easy to read format. 
business_case_summary_sample__1_.png

To export a Business Case:

  1. Navigate to the Business Case sub-tab of a project.
  2. In the Business Case Summary area, click Export.
    A .pdf file is downloaded to your computer. 
    (Optional) Attach the .pdf file to an email, or print it. 
    NOTE In the Preview Sandbox environment, the fields associated with information from the Resource Planner are not exported to the pdf file. (this will change with future releases. Update.)

Understanding Financial Fields in the Business Case

The Business Case sub-tab includes financial fields for the project. In order for some of the financial fields to have values, corresponding areas of the Business Case must be completed.  

The following project financial fields display in the Business Case:

Name of Field Description
Aligned 

Displays the alignment of the project according to its scorecard. A high percentage value indicates that the project is well-aligned with the purpose and goals of the organization.
For more information about using scorecards, see "Creating a Scorecard."

This field displays in the Business Case Summary area. 

Budgeted Cost

The total cost estimated to be associated with the project when the project launches.

The Budgeted Cost for the project is calculated by the following formula:

Budgeted Cost = Budgeted Expense Cost + Budgeted Labor Cost

Budgeted Cost is calculated differently in the Production and the Preview Sandbox environments, depending on whether the Budgeted Hours from the Capacity Planner or the Resource Planner are used to calculate the Budgeted Labor Cost. 
In the Production environment, Workfront uses the Budgeted Hours from the Capacity Planner to calculate the Budgeted Labor Cost. In the Preview Sandbox environment, it uses the Budgeted Hours from the Resource Planner. 
For more information about calculating Budgeted Cost, see "Calculating Budgeted Cost." 

This field displays in the Business Case Summary area.

Budgeted Expense Cost

The budgeted cost of all the expenses on the project. 

This is calculated by the following formula:

Budgeted Expense Cost = SUM(Planned Amount of Expenses on the project)

For more information about calculating expenses, see "Managing Expenses."

This field displays in the Expenses area.

Budgeted Labor Cost

The cost associated with the resources assigned to complete the work on the project.

The Budgeted Labor Cost for the project is calculated by the following formula:

Budgeted Labor Cost = SUM(Estimated/ Budgeted hours for each job role on the project * Cost per Hour rate of each job role on the project)

Budgeted Labor Cost is calculated differently in the Production and the Preview Sandbox environments, depending on whether the Budgeted Hours from the Capacity Planner or the Resource Planner are used. 
In the Production environment, Workfront uses the Budgeted Hours from the Capacity Planner to calculate the Budgeted Labor Cost. In the Preview Sandbox environment, it uses the Budgeted Hours from the Resource Planner. 
For more information about calculating Budgeted Labor Cost, see "Calculating Budgeted Labor Cost."  

In the Production environment, this field displays in the Resource Estimates area of the Business Case. In the Preview Sandbox environment, it displays in the Resource Budgeting area of the Business Case. 

Expenses Planned Cost

This is the same as Budgeted Expense Cost. 

NOTE The Expenses Planned Cost is different than the Planned Cost for the Project. The Expenses Planned Cost is calculated the Planned Amount of the expenses on the project, whereas the Planned Cost is calculated using the Planned Hours on the project. 

This field displays in the Expenses area, for each expense.

Legacy Budgeted Cost

This is calculated using the following formula:

Legacy Budgeted Cost = Budgeted Expense Cost + Legacy Budgeted Labor Cost

This value is an estimated Total Cost for the project when using the Labor Cost of the Legacy Resource Estimates. 
For more information about calculating Budgeted Cost, see "Calculating Budgeted Cost."

This field displays in the Business Case Summary area.

Legacy Budgeted Labor Cost

The Budgeted Cost of all the labor estimated for the project as specified in the Legacy Resource Estimates area of the Business Case.

The Legacy Budgeted Labor Cost comes from estimating your resources on the project, in the Legacy Resource Estimates area of the Business Case or in the Capacity Planner.

The Legacy Budgeted Labor Cost is calculated by the following formula:

Legacy Budgeted Labor Cost = SUM(Role Cost per Hour Rate * Budgeted Hours per Role)

For more information about estimating resources on a project, see "Estimating Project Resources by Applying Legacy Resource Pools to the Business Case."

This field displays in the Legacy Resource Estimates area.

The Legacy Budgeted Labor Cost for each job role is displayed in the Legacy Resource Estimates column in the Legacy Resource Estimates area. 

Legacy Net Value

This is the total expected value of the project after calculating its benefit and removing the costs. To calculate the Legacy Net Value, The Budgeted Labor Cost used to calculate the Budgeted Cost is associated with the budgeting of the resources in the Legacy Resource Estimates area of the project or in the Capacity Planner. 

The Legacy Net Value is calculated using the following formula:

Legacy Net Value = Planned Benefit - Legacy Budgeted Cost - Potential Risk.

For more information about calculating Net Value, see "Calculating Net Value."

This field displays in the Business Case Summary area. 

Net Value

This is the total expected value of the project after calculating its benefit and removing the costs.

The Net Value for the project is calculated by the following formula:

Net Value = Planned Benefit - Budgeted Cost - Potential Risk.

The Net Value is calculated differently in the Production and the Preview Sandbox environments, depending on whether the Budgeted Hours from the Capacity Planner or the Resource Planner are used to calculate the Budgeted Labor Cost of the Budgeted Cost of the project. 
For more information about calculating Net Value, see "Calculating Net Value."

This field displays in the Business Case Summary area.

Planned Benefit

A manual estimate of the monetary benefit for your organization when this project is completed. 

This field displays in the Business Case Summary area and it can be edited in the Project Info area of the Business Case. 

Potential Risk

This is the Potential Cost of all the risks on the project.

This is calculated using the following formula:

Potential Risk = SUM(Potential Cost * Probability of Risk)

For more information about risks on the project, see "Creating and Editing Risks on a Project."

This field displays in the Business Case Summary area.

Resource Estimates Planned Cost

This is not visible in the Preview Sandbox environment. 

This is the budgeted cost of the labor estimated for this project for each job role associated with the project. The Resource Estimates Planned Cost comes from estimating your resources on the project, in the Resource Estimates area of the Business Case or in the Capacity Planner.

This is calculated by the following formula:

Resource Estimates Planned Cost = Estimated Hours per Job Role * Job Role Cost Rate

For more information about estimating resources on a project, see "Estimating Project Resources by Applying Legacy Resource Pools to the Business Case."

This field displays in the Resource Estimates area.

NOTE The Resource Estimates Planned Cost is different than the Planned Cost for the Project. The Resource Estimates Planned Cost is calculated using the Estimated Hours, whereas the Planned Cost is calculated using the Planned Hours on the project. 

Risk Mitigation Cost

The cost of the mitigation plan for the risks you are estimating might occur on the project. 
For more information about risks on the project, see "Creating and Editing Risks on a Project."

This field displays in the Risks area for each risk specified on the project.

Risk Potential Cost

The estimated financial cost when the risks defined on the project actually occur. 

This is a manually updated field which displays on each risk in the Risks area of the Business Case.  

Risks Total Potential Cost

This is the total estimated financial cost of all the risks defined on the project when they actually have occurred. 

This is calculated by the following formula:

Risks Total Potential Cost = SUM(Potential Cost of all risks on the project)

It displays as a currency number in the Risks area of the Business Case.

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Linked to MANY articles - don't change. 

***When 18.1 releases: Take this out of the table: Resource Estimates Planned Cost - because this was replaced with the Legacy Budgeted Labor Cost which is also defined. 

***Take the "in the preview environment" piece from exporting a pdf section out when the resource planner fields will be exportable in the pdf. 

*** As more functionality is added, step 10 must be updated in creating a business case.