Build a Winning Business Case

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1 Build a Winning Business Case hello@accessacloud.com accessacloud.com/teamseer

2 2 Building a business case can feel like a daunting task, but it needn t be. We ve created an easy to use guide that will help to ensure you create a winning business case. We ve also put together a few hints and tips on building a business case for your absence management software. TeamSeer top tips for building a winning business case Think Smart Think about your audience and what will really motivate them to approve your business case. Get Support Have you got at least one senior stakeholder who is supportive of your recommendations? Having someone at a senior level on your side can help you influence a wider audience. Demonstrate the Financial Benefits Be clear about the financial benefits and demonstrate the value of the software to your organisation. TeamSeer is proven in saving organisations significant sums of money, typically a 400% Return on Investment (ROI). Be Brief Keep it short and sweet. Finding time to read through a business case can be a challenge in itself. Making it easy to read will help ensure more engagement from your audience. Be Clear Be clear about your recommendation and back this up with supporting evidence. Influence and help the approver make a decision.

3 3 Before you start The temptation can be to start crafting a business case before really putting ourselves into the shoes of the intended readers and approvers. Take some time to think about your audience and ensure you highlight the benefit according to their individual priorities. For example: A Finance Director is most likely to be interested in the numbers and ROI, whereas a HR Director may be interested in the reports and how the software can be used to manage and improve sickness rates. TIP: Think about what prompted you to find an absence management system. What business issue are you trying to resolve? 1. Executive Summary Use this section to provide an overview of the document. Keep it simple. Outline the business issue the system will resolve, main considerations, projected ROI and timescales for when this can be achieved. Summarise the key business benefits and any other information required to support the audience in making the decision. Highlight the date you require a decision by. Keep it short and concise. You should be able to understand this section without reading the whole document. Using graphics and bullet points can help. TIP: Create this section last to ensure you have a clear picture in your mind of what you want to say.

4 4 2. Business Requirements Identify the business issue that you are looking to resolve and that needs to be addressed Are you currently using paper forms which require a lot of resource and administration? Do you currently use an absence management system but it s not meeting your organisational requirements? Is your organisation using an in-house system that requires significant ongoing cost and resource to build, develop and maintain? We have a great blog that helps highlight some of the issues with in-house solutions. It may help to identify the impact of continuing with the status quo. 3. Solution Options Present a shortlist of options, link these back to the outlined business requirements Provide background on each provider, i.e. length of time in business and number of clients. About Teamseer: Launched in 2005 TeamSeer is a leading provider of absence and holiday management software. We continuously develop our software, ensuring we provide a best in class product and level of service. We are proud of our enviable client list covering businesses of all sizes, from a range of industries, including Finance, Media, Legal and IT.

5 5 What Our Clients Say About Us We ve had excellent feedback from users and enjoyed a strong working relationship with TeamSeer. Jean Carney, European Compensation and Benefits, Hitachi Europe TeamSeer s cost and ease of implementation were key factors in my decision-making process. Jeremy Tutt, Finance Director, The Commtech Group TeamSeer is a powerful and valuable tool which has helped us manage attendance. Having used it I wouldn t want to revert back to paper based systems. Steffan Roberts, Services and Human Resources Director, Garden Court Chambers Teamseer has taken away all the stresses and confusion of managing sickness and holidays. Teamseer is extremely easy to use, reports are available at a click of a button and our staff have commented on how easy it is to book holiday. Nick Mead, Director, Eden Caterers

6 6 Summarise key functions of the software, it may help to do this in tabular or graphical format. We have created a summary of TeamSeer key features and points of difference to help you with this. Single calendar view of team whereabouts: Centralised holiday and absence information, allowing employees to effectively and efficiently manage time. One click holiday request and approval, with alerts and triggers: Improve administration efficiency, saving employees and managers time processing and requesting leave. Quick and easy set-up: Web-based system, requires no software installation. Requires little or no input from IT department. In-built/automated return to work processes: Support managers and HR teams in managing sickness and adopting correct procedures. Outlook and Google integration: True integration where holiday and leave dates are automatically entered into Outlook or Google calendars. Automatic and accurate holiday calculations: Ensure correct leave allocations for all staff including complex shift patterns, part-timers, midyear joiners, leavers and those on maternity leave. Significant product adoption and usage: Employee engagement opportunities with 65,000 users and 8,000 log-ins a day. Powerful on-page and exportable reporting: Gain valuable data and insight into sickness and absence, helping to improve people and business management. Absence reason reporting: Identify any recurring issues and manage them through to resolution. Comprehensive after sales support: Consultancy style advice for managing and maximising the system across your organisation, reducing impact on HR teams. Cost savings: Deliver significant cost saving to your organisation, with reduced impact on resource and improved ability to manage sickness. On average clients report a 400% ROI. Robust security and data protection: Giving you peace of mind that all data is stored safely and securely. Roll-over functionality: Effortless holiday year-end roll-over calculations. Mobile functionality Android, Blackberry and iphone: Supports office and non-office based employees with remote, 24/7 access to the system. Global solutions: Currently used in over 60 countries worldwide. Great functionality to support multi-national clients.

7 7 4. Cost Benefit Analysis Evaluate the cost and benefit for the proposed solution Financial Benefit Reduction in administration costs to calculate holiday allowances and associated queries For the example listed below we have used a company with 100 employees and an average cost per employee of 100 per day. Example calculation: Number of employees x 7 (the average number of holiday occasions per year) x 20 (average number of minutes to manage each holiday occasion) = number of minutes spent per year managing holiday. 100x7x20 = 14,000 minutes Divide by 60 to calculate hours: 14,000/60 = 233 hours Divide by 7.5 to calculate number of days: 233/7.5 = 31 days per year spent managing holiday Multiply by 100 to get a cost to the business spent on managing holiday: 100x31 = 3,100 On average clients using TeamSeer will see an 85% reduction in administration time: 3100x0.85 = 2,635 Reduction in sickness levels For the example listed below we have used a company with 100 employees, an average annual cost per employee of 20,000 per annum and a current absence rate of 3.5%. Example calculation: Number of employees x average annual salary = total salary cost 100x20,000 = 2,000,000 Total salary cost/100x3.5(current absence rate) = 70,000 (current cost of absence) The average reduction in sickness seen by TeamSeer clients is 25%: 70,000x0.25 = 17,500 Cost saving 2,635 17,500

8 Absence Management 8 Financial Benefit Manpower savings at peak times such as holiday year-end roll-over: Cost saving 1,000 Average number of days spent managing roll-over = 8 Average cost per day for HR resource = 125 Total cost at roll-over = 1,000 You could also include the cost of any temporary/contractor resource you use at peak-times. You may also want to consider The cost of mis-calculations, which could result in people receiving extra holiday per year The cost of administration time to support managing absence Total cost savings 21,135 Cost of TeamSeer for 100 employees 20.35x100 2,035 Net saving 19,100 19,100 Return on Investment (ROI) 939% 939% TIP: Use the teamseer absence cost calculator, a quick and easy way to calculate the current cost of absence to your organisation. We are more than happy to help you with your cost benefit calculations, we even have an easy to use cost benefit spreadsheet. Call us today on and we can send it over to you.

9 9 5. Go Live Requirements Getting started with TeamSeer is really straightforward, but you might want to consider some of the following: Who will be the main point of contact within your organisation? What training might be required? TeamSeer provides comprehensive training, included in set-up costs. IT support/data requirements. Note: As TeamSeer is web-based software there is little or no involvement from IT. For many clients this is a big plus and can really help getting the go-ahead. Consider how you will upload your employee information into any system. TeamSeer set-up includes the upload of employee information and your company holiday rules 6. Recommendations Make your recommendations for an absence management software provider Clearly set out your rationale for the proposed solution by aligning with your business requirements as set out in section two. Provide a compelling argument by briefly restating the cost benefit of the proposed solution. Finally. Take some time to step away from your document and read it with a fresh pair of eyes the following day. This will help you spot any spelling or grammar errors and check the flow of the document. Good luck! Book a free trial today If you haven t already done so, why not book a free teamseer trial? It s a great way to see and experience our system. You can also invite other colleagues to view teamseer first hand. Call us today on to book your free trial or visit

10 What is Access acloud? Access acloud is a suite of integrated cloud-based applications developed and provided by the Access Group. We have over 10,000 UK business customers spanning various sectors, including well-known brands such as Sainsbury s, Legal & General and KPMG. Founded in 1991, Access has over 20 years experience in providing vertically focused industry specific software solutions. Proud recipients of The Sunday Times Best Companies to Work For 2016 award, our team of over 1000 employees provide an outstanding service with a personal touch. REQUEST A DEMO hello@accessacloud.com accessacloud.com/teamseer 2016 The Access Group