Crafting a Compelling Business Case for Grant Proposals

1. You can’t always get what you want…with the right business case/grant proposal you might

2. What is a Business Case? • It is a multi-purpose document that generates the support and participation needed to turn an idea into reality • It is an argument, usually documented, that is intended to convince a decision maker to approve some kind of action • It explains what the idea, problem, or opportunity is about, and how it can be addressed

3. Why is a Business Case needed? • Management is charged with making decisions on effective use of corporate resources - a business case helps by presenting costs and benefits of different efforts in addressing a specific problem and achieving a particular result. • It is intended to convince key decision-makers of allocating resources toward a particular course of action.

4. When is a Business Case Required? • In general terms, any initiative that will have a significant impact on either internal processes or the delivery of services to clients, particularly if it requires significant allocation or reallocation of resources, should be justified by means of a business case

5. The business case framework • Background • Project Description • Alternatives and Impacts • Risk Assessment • Costs and Benefits • Recommendation • Executive Summary

6. 1. Background • Introduce the subject of the business case • Briefly describe the problem or opportunity • Summarize the current state Things to Ask: • Is the business opportunity clearly defined? • Are the facts clearly outlined? • Has the relevant history and situational context been provided to the reader?

7. 1. Background • Introduce the subject of the business case • Briefly describe the problem or opportunity • Summarize the current state Things to Ask: • Is the business opportunity clearly defined? • Are the facts clearly outlined? • Has the relevant history and situational context been provided to the reader?

8. 1. Background • VCH needs Wireless connectivity to support the Clinical Systems Transformation project • The current deployment of wireless (Wi-Fi) across VCH sites is inadequate and fragmented. • Wi-Fi will enable clinicians to access patient information at the point of care from a variety of mobile devices • The public’s also expects to have Wi-Fi internet access within our facilities, as they can at coffee shops, malls, grocery stores, hotels and airports.

9. 2. Project Description • How will the project address the business problem • Focus on the goals • Clarify what is “in” or “out” of scope • Describe the timeframe of the project • Identify stakeholders Things to Ask: • Are the outcomes of the project clearly stated? • Is the scope clearly articulated? • Are the timelines clearly laid out • Do we know who is involved in the project?

10. 2. Project Description • This project will implement a wireless service across 74 VCH facilities with 99.99% uptime for our key patient systems. • The project team will work collaboratively with stakeholders all (clinical and technical subject matter experts) from our Hospitals and Community Sites, Health Shared Services BC Technical Services, Lower Mainland Information Management and Information Technology Services as well as any vendors who may be engaged to support the project. • The project will focus on solution design considering site specific requirements with a focus on site specific configuration, testing and activation as well as provide support for training and support toward transition to new service

11. 3. Alternatives and Impacts • Outline viable solutions to address the problem • Explain key features of each viable solution • Discuss the impacts of each viable solution to allow for delineation between options Things to Ask: • Have all viable options been identified? • Are the alternatives truly distinguishable? • Have the impacts been described in sufficient detail?

12. 3. Alternatives and Impacts

13. 4. Risk Assessment • Identify risks and mitigating factors, such as: • Lack of management support • Legislative issues • Insufficient resources/capacity/skill • Conflicting priorities • For each risk identify: • probability of occurrence (highly likely/likely/will not occur) • impact it may have (significant impact/some impact/no impact) Things to Ask: • Have all risks been listed? • Are all risks mitigated?

14. 4. Risk Assessment

15. 5. Cost & Benefits • Provide full cost analysis for each alternative • Direct & Indirect • One time & On going • Capital & Operating • List quantifiable benefits for each alternative • when will they be achieved • who will be recipient • Identify project timeframe over which costs and benefits will be analyzed • Look at cost and benefits from a net present value perspective (dollar today not worth the same as five years from now)

16. 5. Cost & Benefits Things to Ask: • Have all quantifiable costs and benefits been captured? • Is the timeframe appropriate? • Can any non-financial items be converted to financial items? • Are all assumptions clearly stated? • Have common assumptions been applied consistently to each alternative? • Have assumptions been reviewed? • Have benchmarks or industry data been used to validate costs and benefits?

17. 5. Cost

18. 6. Recommendation • Present the selected alternative based on the results of the overall evaluation of all other alternatives • Maximizes the effectiveness or efficiency while minimizing impact of risk and cost to the organization • Will make specific recommendation on proceeding with project

19. 6. Recommendation Key points • Vendor is a recognized name brand in the area of Wi-Fi management. • Vendor has strategic alignment with Province through the Provincial contract • Revenue opportunity for Health Authorities to fund wireless expansion across VPP facilities for inpatient entertainment • Ability to roll out all sites in an 18-month period if required for CST or other initiatives • VCH and PHC are recommended to select the Vendor onboarding option for managed Wi-Fi services

20. Executive Summary • Describes the objective of the project, the current state of the problem and the resulting opportunity. • Outlines the scope in general terms • Provides a brief description of the business impact, and the risks of undertaking the project. • Concludes with recommendations and the financial impact of the project. • Should also be written with the media in mind as it is also often used to prepare a press release • The summary should be a maximum of 2 pages in length

21. Things to Keep in mind

22. Leadership support is the key • When we think of leadership we need to think of in context of the layers within the organization • Senior Leadership • Project Leadership • Front Line Leadership

23. The Communication Process • Start early • Listen • Message to all levels • Be sure to include clinical and operational teams • Ensure that planning team members report back to their areas • Speak the same language; avoid jargon

24. Work together • Goals have to resonate with the team • Acknowledge and recognize team effort • Share successes • Be transparent