Get Instant Access
to This Blueprint

Project Portfolio Management icon

Build a Comprehensive Business Case

Help decision makers understand the ROI for large, complex projects using cash flow projections.

Determining project ROI is difficult because:

  • Many ideas are half baked
  • No one defined what they meant by project ROI
  • The requestor expects the PMO to come up with the business case for their project

Trying to develop ROI for projects without input and guidance from your leadership team and finance department is a sure-fire way to fail.

Our Advice

Critical Insight

Financial analysis is not the business case, but it makes your business case defensible. The outputs of various calculations are critical to standardize a business case process. However, finance is part science and part art. The business case should transparently represent the assumptions built into the analysis and should overtly explain what those numbers mean, and what the implications of the numbers are, to the audience reviewing the documentation.

Impact and Result

  • Collaborate to define the necessary KPIs and calculations for the business case standard.
  • Have a clear and agreed upon RACI for the business case process.
  • Determine when it makes sense to invest the resource time and money to develop a comprehensive business case.

Build a Comprehensive Business Case Research & Tools

1. Build a Comprehensive Business Case Storyboard – A step-by-step document that walks you through how to properly develop a defensible business case.

Use this research to understand the finance basics, determine business case governance and when a business case is necessary, complete business case analysis, and build a comprehensive executive business case presentation.

2. Business Case Classification Matrix – An excel tool to help you determine the right criteria to evaluate the rigor necessary around the business case process.

Use this tool to classify your projects to help determine the appropriate queue for business case development.

3. Comprehensive Business Case Analysis Tool – An excel tool to complete your business case financial analysis.

Use this tool to help develop steering-committee-ready deliverables for your projects with business case needs.
Features of the Comprehensive Business Case Analysis Tool include: a configurable calendar and cost/benefit allocation cadence (e.g., months, quarters, or years), the ability to develop a cost-benefit analysis from one-to-four options, and a robust set of graphs and reports that can go into a presentation template.

4. Executive Business Case Presentation – A PowerPoint template to aggregate your business case analysis into a consumable and concise format.

Use this template to put your analysis into a consumable and concise format. Bring the requestor, sponsor, and BA or BRM together to craft the presentation you will be articulating to the leadership team.

Onsite Workshop: Build a Comprehensive Business Case

Onsite workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn't enough, we offer low-cost onsite delivery of our project workshops. We take you through every phase of your project and ensure that you have a roadmap in place to complete your project successfully.

Module 1: Define the Current State

The Purpose

  • Align stakeholders on terminology and goals

Key Benefits Achieved

  • Develop stakeholder buy-in for the process rationale




Review the business context


Identify the current pain points around business case development

  • SWOT Analysis

Become familiar with business and finance terminology

  • Business Case Process Start-Stop-Continue

Understand the key elements of a business case

  • Goals for the business case process

Module 2: Develop Business Case Framework and Governance

The Purpose

  • To clarify roles and responsibilities

Key Benefits Achieved

  • Develop a repeatable and enforceable business case process




Develop a Business Case Classification Matrix

  • Business Case Classification Matrix

Determine responsibility, accountability for the business case, as well as who should be consulted and informed

  • Business Case Process RACI

Draft a workflow to detail the business case development and approval process

  • Business Case Development Workflow

Module 3: Pilot the Comprehensive Business Case Analysis Tool

The Purpose

  • Pilot a project for the business case development process

Key Benefits Achieved

  • Get familiar with Info-Tech’s Comprehensive Business Case Analysis Tool




Brainstorm a candidate to pilot

  • Comprehensive Business Case Analysis

Set up the comprehensive business case analysis tool


Populate the project costs


Populate the ongoing maintenance costs


Review the results of the analysis

Module 4: Develop an Executive Business Case Presentation

The Purpose

  • Articulate the analysis and benefits of your pilot project to the leadership team

Key Benefits Achieved

  • Get familiar with Info-Tech’s Executive Business Case Presentation




Determine the appropriate audience and forum for the business case presentation

  • Executive Business Case Presentation

Craft a presentation using the Executive Business Case Presentation template and make the final recommendation


Develop a roadmap to operationalize the process for business case development

  • Process Implementation Roadmap

About Info-Tech

Info-Tech Research Group is the world’s fastest-growing information technology research and advisory company, proudly serving over 30,000 IT professionals.

We produce unbiased and highly relevant research to help CIOs and IT leaders make strategic, timely, and well-informed decisions. We partner closely with IT teams to provide everything they need, from actionable tools to analyst guidance, ensuring they deliver measurable results for their organizations.

What Is a Blueprint?

A blueprint is designed to be a roadmap, containing a methodology and the tools and templates you need to solve your IT problems.

Each blueprint can be accompanied by a Guided Implementation that provides you access to our world-class analysts to help you get through the project.

Need Extra Help?
Speak With An Analyst

Get the help you need in this 3-phase advisory process. You'll receive 5 touchpoints with our researchers, all included in your membership.

Guided Implementation #1 - Speak the language of the business
  • Call #1 - Scope requirements, objectives, and your specific challenges.
  • Call #2 - Review the language of the business and unpack the hype around ROI.

Guided Implementation #2 - Customize business case framework and governance
  • Call #1 - Customize your business case framework and governance.

Guided Implementation #3 - Leverage the Info-Tech tools and templates to develop your comprehensive business case
  • Call #1 - Learn to use the Comprehensive Business Case Analysis Tool.
  • Call #2 - Craft your Executive Business Case Presentation. 


Travis Duncan

Teodora Siman

Barry Cousins


  • 10 anonymous contributors
Visit our COVID-19 Resource Center and our Cost Management Center
Over 100 analysts waiting to take your call right now: 1-519-432-3550 x2019