Chapter 8 - Administrative Tips

Introduction

This chapter looks at the management control aspects of the developing business case, i.e. normal project management practice. This document does not provide guidance at the operational level for this task. Many other formal texts describe this function, and there are in-house rules for each agency. The purpose of this chapter is to provide a few additional prompts.

Management, Construction and Format

Standard rules

The standard rules about documents apply to business case preparation and processes, i.e.:

• It is a living document and needs to be kept up-to-date via a document history table.
• Document administration information is important, i.e. the detail of referencing, created by, document number, copyright, etc. Separate documentation should provide this type of information and record things like:
• • the ‘holder of the pen’ for the document, and who controls versioning
  • a list of who is doing what in the context of business case preparation
  • who is required to sign off parts of the business case
  • who is the sponsor for the proposal
  • what is the timescale for such sign-offs to be achieved
  • where the consultation process is up to, and
  • links to related documents, e.g. the associated Cabinet Paper, CAB100, Ministerial briefing notes, research papers, web references, etc.
• Apply ‘a commonsense test’ in completing the document i.e. look beyond the obvious when including or excluding information.

Detail to Assist Readers

Administrative detail

Take care in constructing your document by providing administrative detail to assist others, for example:

• Ensure that the document will print properly if double sided, e.g. make sure that the first page of each section will appear on the top or front of the document as it is viewed.
• Use hyperlinks to cross reference related paragraphs within the document.
• Use footnotes to record hyperlinks to websites where appropriate – show the web address as well as the webpage title.
• Be aware of the possible need to produce a ‘restricted’ copy of the document for Official Information Act purposes, i.e. bear in mind what may or may not be withheld, for example ‘commercially sensitive’ information.

Feedback

We would welcome your feedback on these Guidelines, including your experience in applying them, any gaps you may have identified, and any examples that could help illustrate the content.

Please provide any comments to the Information and Communication Technologies Branch, State Services Commission.