3. > ESTABLISHING A BUSINESS CASE

Define the Problem

Before entering into the implementation of an IT solution, it is essential that the problem to be solved is clearly defined. There may be many reasons for moving from a traditional paper-based process to an electronic one or updating an existing electronic process. Reasons include improved access, efficiency, reliability, and accountability.

Link Project Objectives with Objectives of the Organisation

Problem definitions and proposed solutions should form part of a business case. The objectives of the proposed IT solution should be directly linked with the wider objectives of your organisation. Examine the organisation's mission, objectives, and strategic business plans to determine whether current practices are helping to meet these objectives or hindering them. For example, if your organisation has identified knowledge sharing as an important objective, it will be appropriate to determine whether the basic principles of good recordkeeping and information management practice are in place to allow this to happen.

Develop the Project with Organisational Change as the Paramount Goal

Avoid the trap of treating the project as an IT project only. The IT aspects are often the easy part. Establishing good records management practices, whether for physical or digital records, is more about changing organisational culture than anything else. Many organisations have implemented perfectly good technical solutions that have not been successful due to a lack of buy-in by the intended users of the system. A robust change management plan that covers why records are important to the organisation, how the business classification system works and what the business policies are is essential. Only then should training in actual use of the technology solution occur.

Develop the Business Case to Fit with the Organisation's Information and Technology Strategies

Many organisations have Information Management and Information Technology Strategic Plans. If these exist the business case should fit with the direction outlined in these plans. If no strategic plan exists, it may be useful to formulate one at this time. This will ensure that any proposed and future solutions can be made within the context of long term objectives.

Identify Wider Public Sector Considerations

As well as considering the needs of the individual organisation, the business case should consider how the problems and proposed solutions fit with the objectives and priorities of the wider public sector. In particular, refer to the e-Government Strategy and consult with the e-Government Unit.