36. Business Case Template

BUSINESS CASE TEMPLATE Provision of Mailing Services to [insert organisation name] 1

Business case - explanation • This document will help postal procurement personnel to detail the potential benefits (financial and non-financial) and costs involved in improving their postal services • It can be used to secure commitment from senior management for changes required to improve performance • It is intended to be a guide and will require completion and tailoring by individual organisations • It draws on the NAO report, “Improving the Efficiency of Postal Services in the Public Sector”, which can be referred to for more information • Note, use of [ ] denotes information that must be completed by the user. Examples have been inserted into this document as a guide to indicate the type of information you may wish to consider inputting. 2

Business case - Contents • Objectives and scope • Summary (including quantified financial and non-financial benefits) • Value levers • Benefits (quantified, where possible, over time) • Implementation tasks and project plan • Key barriers • “Reference” customers • Methodology • Assumptions 3

Business case – Objectives and scope • To reduce spend on postal services • To increase the quality of postal services • This work focuses on postal procurement and management covering mail services • The organisation may wish to take this opportunity to review related areas, such as stationery, printing costs, and use of the Post Office network 4

Business case – Summary • Background: [highlight current spend, volume, suppliers, use of postal services within the organisation] • Potential areas of improvement: [summarise findings from business case analysis] • Potential benefits: [summarise financial and non-financial benefits over time] • Implementation costs and timeline: [summarise implementation activities and costs over time] • Key risks: [overview of risks and mitigating actions to achieving potential benefits] • What next: [detail immediate next steps] 5

Business case – Value levers • [Use NAO postal efficiency improvement tree to highlight primary value levers] 6

Business case – Benefits Year 1 £ • Financial benefits Year 2 £ Year 3 £ • [Methodology for gathering data and assessing benefits]:  Benefits can be measured by taking a baseline figure for the Key Performance Indicator (using data from a Mail Audit) and then re-measuring these at periodic intervals  • For example, savings due to increased use of workshare products (compared with use of standard tariff) can be measured in this way • Non financial benefits:  [summarise key service delivery benefits, eg. reduction in lost mail, quicker delivery times, improved targeting of mail items] 7

Business case – Implementation tasks and project plan Tasks will likely be around the following topics: [customer contact] Processes [applications and forms] [mail generation] [printing] [data cleansing] Technology [sorting] [Key Performance ]Indicators] [integration of systems] [postal requirements] [centralised Organisation [manage post with print, stationery] supplier [centralised print centres] management] 8

Business case – Implementation tasks and project plan • Costs are estimated at: Cost area Cost Technology £ Process change £ New licenses £ • The project will begin in [month, year] and complete in [month, year], with benefits beginning to be realised by [month, year]. Month Month 1 Task 3 Milestone Task Milestone Task Milestone Task Milestone 9

Business case – Key barriers [ e.g.Technology Can be mitigated through [action] barrier] [e.g.Internal resistance Can be mitigated through [action] To change] [Barrier 3] Can be mitigated through [action] 10

Business case – Reference customers Other public and private sector organisations have made similar changes with substantial rewards [reference case examples in NAO report and good practice guide]. For example, [Change, eg. replace first class [HM Revenue & [£1.3m estimated with second class] Customs] savings] [Improve accuracy and [National Savings & [Postage savings of management of customer Investments] £20,000 + processing address data] savings and improved customer satisfaction] [Large Local Authority] [Potential annual [Audit of mail usage] savings of £50,000] [ ] [ ] [ ] 11

Business case – Methodology and assumptions • This business case has been created using the following sources: • [OGCbuying.solutions, postal services team] • [Discussions with existing postal suppliers] • [Discussions with potential new postal suppliers] • [regional procurement group] • [National Audit Office report, “Improving Postal Services Procurement in the Public Sector”] • The main assumptions made for this business case are: • [assumption 1] • [assumption 2] 12

36. Business Case Template

by Earl Stevens

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