What is a business case?
A business case is a document or presentation that outlines the justification for undertaking a project, initiative, or investment. It typically includes an analysis of expected benefits, potential costs, risks, and how the effort aligns with institutional goals or strategic priorities.
In higher education, business cases are often used to secure approval or funding for new programs, technology purchases, staffing changes, or cross-campus initiatives. A strong business case provides decision-makers with the data and context they need to make informed choices, and demonstrates that the team proposing the initiative has done its homework.
What are the benefits of using a business case?
A thoughtfully prepared business case can provide several key advantages for project management in higher education:
- Clarity and alignment: business cases help articulate why a project is needed and how it supports institutional priorities.
- Informed decision-making: a business case equips leadership with relevant information to assess feasibility and impact.
- Transparency: a business case lays out anticipated costs, benefits, risks, and alternatives for broader review and input.
- Accountability: a business case can establish a shared understanding of intended outcomes, which supports project tracking and evaluation later on.
- Funding support: business cases can also be a necessary step for obtaining budgetary approval or grant funding.
Where might you see a business case in higher education?
Business cases show up in a variety of academic and administrative contexts, such as:
- New program development, such as proposing a new academic major, certificate, or online course offering.
- Technology investment, including justifying the adoption of a new learning management system or advising platform.
- Facilities projects, including supporting renovation of a classroom building or creation of a student hub.
- Strategic initiatives, where you might make the case for change management training, new student success models, or academic reorganization.
- Staffing proposals, such as dvocating for the creation of a new role or department, with data to support the need.
In each of these cases, a well-crafted business case can move an idea from conversation to action.
A step-by-step guide to developing a business case
- Start by clearly articulating the issue you’re trying to address or the opportunity you want to pursue. Use data and narratives that resonate with institutional values.
- Explain what success would look like and how this effort aligns with broader goals or strategic plans.
- Outline your recommended approach and any relevant alternatives that were considered. Be specific about what the project or initiative would involve.
- Include both quantitative and qualitative factors. Consider initial and ongoing costs, as well as direct and indirect benefits (e.g., improved student retention, enhanced staff efficiency).
- Identify potential risks (such as resistance to change, budget limitations, or resource constraints) and suggest how you’ll address them.
- Share a high-level project schedule, required resources, and any dependencies. Identify who would be responsible for key components.
- End with a concise statement of recommendation, emphasizing why this investment makes sense now and what the next steps would be if approved.
Reflective questions
- When was the last time you created or reviewed a business case? What made it compelling (or not)?
- How does your institution currently evaluate the merits of a new project or investment?
- What types of data would strengthen the business case for your current work?
- What internal or external audiences would need to see and support your business case?
- How could developing a business case improve collaboration across departments?
- What’s one initiative you’re working on that could benefit from a clearer business case?