Business Case Exercise
EMAIL: From Chief Information Officer
To: YOU
Ref: New Servers
The desktop systems are running on a WinXP architecture and have 4 GB of RAM or less and only have
120GB Hard drive storage. These older systems are slowing down the entire operation of the business
as multiple departments are complaining the connection to our servers is either hampered by these
slow desktops or they cannot connect at all. This will slow down production, manufacturing, software
development, and logistics. This slow down is impacting our business strategy by increasing costs which
we have to pass on to our customers.
New computers may be needed, but other options such as using thin clients or starting a bring your own
device (BYOD). A Thin client is a server-based environment and the desktop is just a monitor, mouse,
and keyboard. There are some issues with using a thin client, we would have to purchase new servers
and some departments need access to USB and DVD drives. There are security concerns with a BYOD
and we will have to run regular security scans, deal with multiple operating systems, and manufacturer
updates, it may be an IT nightmare if not handled right.
If we do go with new computers we will need to ensure they have at least an i7 processor with a
minimum of 16GB of RAM and a 1TB SSD. Laptops may be a good portable option to look at. We have
1500 employees and we need an extra 10% of the computers to cover any new employees and bad
systems. However, we must stay within a budget of $999,999 the first year and a total of $10.5million
over 4 years. We will need to prove a Return on Investment of at least .64 or 64%. There will be
multiple risks, such as hardware arriving on time, security, software compatibility, data transfer to the
computers are a few of the risks, but there may be more, I am sure you will add to this list.
New computers will cause some changes to restrict the administrative privileges to each machine, the
software will need may have to incorporate financial and personal health information data. Currently,
the company does not have a project manager to run this project and we should hire one.
I have already reached out to the various departments to gather their requirements for this project,
see their email responses attached. You will need to figure out if we can comply with each of their
requests.
NOTE: The TCO and financial benefits have been provided for you in this exercise.
EMAIL: From:– Accounting
To:
Ref: New Servers
Hi ,
Great! It is about time we updated our computers. My financial analyst here in accounting have been
having trouble with their systems locking up because the system is just too old. We need to have our at
least 32GB of RAM handle the financial data processes. Our systems will stay in the office and do not
need to be mobile at all. Also, please know that we have to remain compliant with Sarsbanes Oxley Act
of 2002.
EMAIL: From:– Operations
To: Ref: New Servers
Hey,
Thanks for including us in providing information about the Computers. We are in desperate need of
several items. Our inventory database software has been running using 2TB external hard drives
because the software has a large footprint, 16GB of RAM is fine for us. Because we are introducing two
new products next year, I can see our database growing to at least 20TB just for Operations alone.
With these two new products we are going to need a DVD drive to load the Computer Aided Design
(CAD) specifications from our supplier, who send them on DVDs.
I was also thinking if we can get our own sever, we could build a mini-internal network where we can
work on the robotics program for the manufacturing floor without bothering any other systems. I know
the senior leadership has not approved this program, but if you could give me the server it would go a
long way in convincing them. I know it would be costly up front because we would have to spend about
$500,000 to get the additional server but even if we did not use it for the robotics program you could
use the server for future growth.
EMAIL: From– Product Management
To:
Ref: New Servers
Mr. …,
Product Management just needs to ensure access to SaleForce and Office 365 products are not impeded
in any way. The last time IT upgraded it was a disaster and Product Management cannot function
without our tools. I am sure you will do EVERYTHING required of your position to make sure your
people do not mess up our section.
On another note, we are going to be adding ten outside contractors to assist with our marketing plan for
to expand into Europe. They will be starting soon and will need computers. They are going to be
located off site and will need a mobile solution. Five in the U.S. and the five two in Europe. I am sure
you will have to provide them with your silly security access protocols to our servers so they can only
access Product Management’s material. I know you will get them set up as fast as you can so we can
move forward with Product Management’s work as we keep this company successful.
If you have any questions please forward them onto my secretary.
Email: From– Human Resources
Ken,
I know this project has been brought up to the Senior Management Level a few times. Each time I have
voted against it. The funds used for this project could be better spent on pay raises and recruiting new
employees. Just know that if you are able to get this approved, whatever system you add must comply
with the HIPPA regulations as many of our employee’s medical records are on our current computers we
have now, which, in my opinion are just fine.
BUSINESS CASE
FOR
New Computers
Preparation Date
Document #
Revision #
Approved by
Prepared by
Contents
Contents ........................................................................................................................................................................2
1
Executive Summary .............................................................................................................................................3
1.1
Executive Summary Purpose ............................................................................................................................3
1.2
Solution Overview ............................................................................................................................................3
1.3
Stakeholder Analysis ........................................................................................................................................3
1.4
Assumptions .....................................................................................................................................................3
1.5
Constraints ........................................................................................................................................................3
1.6
Requirements ....................................................................................................................................................3
1.7
Alternative Analysis .........................................................................................................................................4
2
Project Recommendation ....................................................................................................................................4
2.1
Schedule/Milestones .........................................................................................................................................4
2.2
Risks .................................................................................................................................................................4
3
3.1
4
Justification ..........................................................................................................................................................5
Benefits .............................................................................................................................................................5
Organizational Impact ........................................................................................................................................5
4.1
Impact ...............................................................................................................................................................5
4.2
Personnel Requirements ...................................................................................................................................5
5
5.1
6
Cost Benefit Analysis ...........................................................................................................................................6
TCO ..................................................................................................................................................................6
Conclusion & Recommendation .........................................................................................................................7
Information contained within this document is proprietary. The information may not be copied, reproduced or
disclosed, in any manner, whole or in part, without prior written permission.
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1 Executive Summary
1.1 Executive Summary Purpose
1.1.1
(Remove all this text to put your information in) The Executive Summary provides high level view of the
situation and its impact on the organization and overview of Business strategy. – The greater the detail on
this an every other section the better the grade on this assignment – if you provide basic information you
will get a basic grade. You may (should) conduct some research into the product and requirements)
1.2 Solution Overview
1.2.1
(Remove all this text to put your information in) Provide a brief overview of the CHOSEN solution and
what it will do for the organization and how it will align with the Business Strategy
1.3 Stakeholder Analysis
Name
Role in Org.
Chris P. Bacon
CIO
Level of Impact/Influence
Attitude about Project
High or Low
For or Against
High/High
For
1.4 Assumptions
1.4.1
(Remove all this text to put your information in) List any assumptions for the project – Assumptions are
supposed to be true, but may not always end up true (Examples: Equipment will be delivered by a certain
date or Electrical Power and Ethernet capabilities will be in place before project begins- remember,
assumptions are risks if it is found they are not true)
1.5 Constraints
1.5.1
(Remove all this text to put your information in) List any limitations that may constrain this project- DO
NOT put Non-Functional Requirements here. (Examples: Budge is X amount of $, or you only have so
many hours that personnel can work on the project, any other roadblocks that constrain the project -which
may also be risks)
1.6 Requirements
1.6.1
Functional Requirements:
1.6.1.1
(Remove all this text to put your information in) List out all Functional requirements – Anything that
effects HOW the system BEHAVES (Remember they shall have the word shall, they should conform to
the “Good Requirement” listed on the course slide presentation (examples given below-yes you can
keep these if they fit but you need to add more)
1.6.1.2
EXAMPLE: The system shall have query the database and provide a response within 3ms
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1.6.1.3
1.6.2
The system shall…
Non-Functional Requirements:
1.6.2.1
(Remove all this text to put your information in) List out all Non-Functional requirements, anything that
does not impact the functionality, such as security, again use the words shall
1.6.2.2
EXMPLE: The system shall have an easy to use common user interface for ease of access and familiarity
in usage when switching between programs
1.6.3
The system shall….
1.7 Alternative Analysis
No Project (Status Quo)
Reasons for Not Selecting Alternative
Keep the current system
Alternative Option
Reasons for Not Selecting Alternative
Solution #2
Alternative Option
Reasons for Not Selecting Alternative
Solution #3
Chosen Solution
2 Project Recommendation
2.1 Schedule/Milestones
2.1.1
(Insert a screen shot of MS Project schedule)
2.2 Risks
2.2.1
(Risk score is Frequency multiplied (Do NOT touch this table; Entries are in the next table)
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Frequency
Numeric
Description
Severity
Numeric
Description
Frequent
5
Happens most of the time
Catastrophic
5
Failure of project
Probable
4
Will probably happen
Critical
4
Potential for severe delay
Occasional
3
May happen in some form
Moderate
3
Potential for moderate delay
Remote
2
Possible but unlikely
Minor
2
Potential for minor delay
Improbable
1
Very unlikely to happen
Negligible
1
No significant delay
2.2.2
(What are the risks that can keep the project from being completed? Risk score= Frequency x Severity)
Risk
#
Risk Name
Description
Factors
Effect
Freq
Sev
Risk
Score
Trigger
Mitigation
Contingency
1
Hardware
Hardware
may not
show up on
time
Using
new
vendor
May
cause
schedule
delay
3
3
9
Vendor
provides
receive date
later than
required
Contact
vendor to
find out lead
time for early
ordering
Order from
Secondary
Vendor and pay
for overnight
shipping
3 Justification
3.1 Benefits
3.1.1
(Remove all this text to put your information in) What are the benefits of this project such as Financial
(how), Morale, Competitive Advantage, Innovation (What is the return on investment)
4 Organizational Impact
4.1 Impact
4.1.1
(Remove all this text to put your information in) Are there any policy, governance, or employee changes
(hiring/layoffs)
4.2 Personnel Requirements
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4.2.1
(How many individuals are proposed for this project and what are their skill sets (best to insert a two
column table (Type of person (engineer, project manager, etc) and their cost… Labor cost is hourly not
annually)
Type of Personnel
Burdened Labor Cost = hourly cost plus 50%
Project Manager
$100
Desktop Support
$80
Sever maintenance
$120
Trainer
$50
Security Analyst
$90
Customer Support
$50
5 Cost Benefit Analysis
5.1 TCO
5.1.1
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6 Conclusion & Recommendation
6.1.1
(Remove all this text to put your information in) Provide your conclusion & recommendation here.. Brief
overview of situation, chosen solution, costs, benefits, changes to org and any other reason you are
recommending this project) (AND Cite any websites, articles you used for research during the building of
this business case)
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