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Once you know Managed Print Services is right for your business, a solid business case is intrinsic to getting Managed Print Services (MPS) implemented.

The main purpose of the business case is to demonstrate to C-suite and decision-makers that the risks are mitigated and the benefits of MPS have been explored ahead of the procurement stage. When done successfully, a business case must contain all the information necessary to make an informed judgement on whether MPS is a viable investment.

The Business Case can be a number of formats, including a word document, spreadsheet or a presentation – whichever way you think it will be best received.

Download our editable business case template here  


A simple Business Case template would cover the following topics: 

Executive Summary

Often written last, this is an overview of the key points the business case covers. It is recommended that you flag the benefits and ROI as soon as possible. 

Current Status 

Give a snapshot of what the current printing landscape in your business looks like. Include any standout figures such as findings from any audits or reports to demonstrate a need for change through tangible results. The purpose of this section is to provide context ahead of the recommendation section. 

Objectives 

This section outlines the reasons for the transition and highlight the desired objectives in undertaking MPS. 

Recommendations and benefits 

With the context of the current landscape in mind, this section pinpoints recommendations and explains how MPS will enable the business to achieve long and short-term objectives. This section should also include preferred suppliers, solutions and recommended products. Benefits should be qualitative and quantitative and should be explicitly aligned with corporate objectives and printing goals. 

Limitations 

This section should account for any outcomes perceived to be negative by decision-makers. For example, cost, time, resource and end-user experience. Each of these limitations should have an action point or proposed solution to demonstrate forward-thinking mitigation tactics. 

Risk assessment 

This, like the limitations, should account for any risks that might arise when implementing MPS. It should include projected timescales, as well as potential long-term risks such as impacts on productivity and sustainability. Here you should look to create an action plan that demonstrates a strategy is in place should any of the risks occur. 

Implementation plan 

The implementation plan section endeavours to answer the following questions: 
- How long do you see the roll-out plan lasting? 
- How do you suggest the implementation be managed? i.e., how many sites/floors and what products are set to be installed? 
- If it is on a large scale, do you plan to do a soft launch/trial installation? Which site will you start with and on how many floors? 

Cost 

A summary of the expected costs. This should include soft costs such as resource and maintenance, as well as initial hardware and costs of the solution forecasted for the next 12 months. 

Investment appraisal 

This should outline how MPS will be funded and define the value of the project as an investment. This section should aim to include the return on investment, cash flow statement, net present value, internal rate of return and the payback period.


Once you have fulfilled the recommended contents above, you’ll be in a really strong position to present back to decision-makers. Here are some extra tips to consider when creating your business case:  

  • Keep in mind which stakeholder you’re communicating to and ensure their priorities and concerns are accounted for 
  • Ensure that the business case is in line with business objectives, as well as the project plan 
  • Be explicit about which business option is preferred 
  • The business case should be ‘warts and all’, so make sure any risks are explicit and mitigated alongside action points and recommendations  
  • Consider any economies of scale and consolidation of suppliers 

Creating a robust business case is a really important tool in demonstrating that your decision to implement MPS is well-founded and legitimately researched. By following the above process, your business case will be an invaluable compendium to guide you through MPS implementation. Should you need any further support, Brother experts are available to steer you through every aspect of the process.

For guidance on putting together an effective Request for Proposal (RFP) read our 'How to develop an RFP for IT suppliers' guide here. 

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