Managingbenefits Guidance

Managing Benefits from Projects and
Programmes: Guide for Practitioners
April 2016
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Foreword from Gabriel Makhlouf
Secretary to the Treasury and Chief Executive
Im pleased that the Treasury and government agencies are dedicating attention and
resources to improve benefits management practices, capability and performance.
All Government investment needs to be sustainable over time. We invest to optimise the
benefits and public value that are created as a result of our collective investment
interventions.
This updated benefits management guidance is a good first step at supporting improvements
in benefits management.
Owning the right assets, managing them well, funding them sustainably and managing risks
to the Crown balance sheet, are all critical ingredients to the ongoing provision of high-quality
and cost-effective public services that New Zealanders value. That means that the quality of
investment management and benefits management in particular is vital to maintaining
New Zealanders living standards now and in the future.
I look forward to both greater visibility of and an improvement in the level of benefits the
New Zealand Governments investments are achieving.
Gabriel Makhlouf
March 2016
Managing Benefits from Projects and Programmes: Guide for Practitioners | i

Contents
Foreword from Gabriel Makhlouf Secretary to the Treasury and Chief Executive ............ i
1 Why is benefits management important? .................................................................... 1
2 Benefits management expectations in the State Services ......................................... 2
2.1 National economy perspective ........................................................................... 2
2.2 Cabinet office circular CO (15)5 expectations .................................................... 2
2.3 Other expectations ............................................................................................ 3
2.4 Legislation ......................................................................................................... 4
2.5 ICT assurance framework .................................................................................. 4
2.6 Industry guidance on benefits management ...................................................... 5
3 About this guidance ...................................................................................................... 6
3.1 Symbols used in this Guidance .......................................................................... 6
3.2 Questions and feedback .................................................................................... 6
3.3 Further information ............................................................................................ 7
4 What is benefits management? .................................................................................... 8
4.1 Benefits management framework ...................................................................... 9
4.2 Benefits management strategy ........................................................................ 10
4.3 Benefits management and investment cycle alignment.................................... 10
4.4 Alignment of Benefits Management Lifecycle to BBC ...................................... 11
4.5 Benefits management in the wider context ...................................................... 12
4.6 Benefits management for Agile ........................................................................ 12
5 Benefits management principles ............................................................................... 14
6 Main activities at each stage of the Benefits Management Life Cycle ..................... 15
7 Process flow for benefits activities ............................................................................ 16
8 Benefits identification ................................................................................................. 17
8.1 Benefits map ................................................................................................... 17
8.2 Benefits profiles ............................................................................................... 18
8.3 Benefits strategic alignment ............................................................................. 18
8.4 Benefits categorisation .................................................................................... 19
8.5 Benefits measures ........................................................................................... 19
8.6 Benefits dependencies .................................................................................... 21
8.7 Risks ............................................................................................................... 21
8.8 Benefits realisation plan (BRP) ........................................................................ 21
ii | Managing Benefits from Projects and Programmes: Guide for Practitioners

8.9 Stakeholders ................................................................................................... 22
8.10 Other considerations........................................................................................ 22
9 Benefits analysis ......................................................................................................... 23
9.1 Monetary and non-monetary benefits .............................................................. 23
9.2 Benefits attribution ........................................................................................... 26
9.3 Measures......................................................................................................... 27
10 Benefits planning ........................................................................................................ 28
10.1 Benefits register............................................................................................... 28
10.2 Benefits realisation schedule ........................................................................... 29
11 Benefit realisation and reporting ............................................................................... 30
11.1 Monitoring and reporting .................................................................................. 30
11.2 Identifying emerging benefits ........................................................................... 31
11.3 Change management and embedding into BAU .............................................. 31
11.4 Lessons learned .............................................................................................. 32
Annex A Glossary ............................................................................................................. 33
Annex B Benefits management principles ...................................................................... 39
Annex C Benefits management suggested minimum requirements ............................. 42
Annex D Links ................................................................................................................... 43
Annex E Typical benefits management roles .................................................................. 45
Annex F P3M3 benefits management maturity ................................................................ 46
Managing Benefits from Projects and Programmes: Guide for Practitioners | iii
1 Why is benefits management important?
Improving benefits management is important for the NZ government to:
optimise the value generated from existing resources and new investments
increase the efficiency and effectiveness of the investment management system
enable investments to achieve their intended investment objectives
manage within its fiscal strategy and priorities 1.
It is especially important due to the poor track record of change initiatives

demonstrating that the benefits they were established to deliver have been realised.
International studies have shown that organisations with high benefits management
maturity have greater success with their projects and programmes. 2
At the time of writing, the New Zealand Government Departments benefits

management maturity are mostly low, although there are growing pockets of
excellence.
Raising benefits management maturity will increase the value obtained from change
investments and enable the government to invest more in critical areas.
1 http://www.treasury.govt.nz/government/fiscalstrategy
2 http://www.pmi.org/~/media/PDF/learning/identify-benefits-strategic-impact-2016.ashx
Managing Benefits from Projects and Programmes: Guide for Practitioners | 1

2 Benefits management expectations in the
State Services
In todays environment the Treasury expects Chief Executives to ensure that finances
of significant projects and programmes are managed, value is optimised, the objectives
of the projects and programmes are achieved, and the benefits realised.
Amendments to the State Sector Act, and Public Finance Act in 2013 reinforce taking a
longer term perspective and not just managing current financial performance. This is
strongly aligned with the concept of benefits management.
The Treasury as lead for the investment management system has responsibility for
leading benefits management across government.
2.1 National economy perspective

The Treasury Cost Benefit and Better Business Case guidance has a preference (for
State Sector expenditure) to analyse benefits from a national economy perspective
rather than a narrower all-of-government, agency, programme or project perspective.
It is helpful to keep this in mind when identifying benefits as it will assist later on in the
process.
Although benefits will fulfil agency or sector strategies, there should ultimately be an
explanation of the linkages from these organisational level benefits, to the national
economy perspective effectively answering the so what? question.
2.2 Cabinet office circular CO (15)5 expectations

3
Cabinet Office circular CO(15)5 (Investment Management and Asset Performance in
the State Services) sets out the expectations Cabinet has for agencies in regard to
benefits management. It:
Defines investments as the commitment of capital or balance sheet resources to

the delivery of government services with the expectation of receiving future
benefits. Investment more generally is the commitment of any resources with the
expectation of receiving future benefits
Has a strong focus on benefits management throughout the investment

management lifecycle of Think, Plan, Do and Review.
Requires that for any Cabinet-approved investment, unless otherwise agreed by

Cabinet, agencies must:
3 http://www.dpmc.govt.nz/cabinet/circulars/
2 | Managing Benefits from Projects and Programmes: Guide for Practitioners

- report back to Cabinet within 12 months after the in-service date on the
actual level of benefits achieved compared with those outlined in the Cabinet-
approved investment; and
- post copies of any benefits realisation reports generated on the Public

Sector Intranet (PSI) taking account of grounds for withholding information
under the Official Information Act (OIA).
Requires an additional or revised authority be sought where there is a proposed

change to the financial authority, scope or timing of the investment, or the nature
and scale of benefits.
Requires the Treasury to develop an annual report on the performance of all

significant investments that have obtained or will require Cabinet approval that
includes the status of all current significant investment intentions; and a summary
of benefits achieved.
Also requires that in addition to reporting back to Cabinet, agencies must provide
information to Treasury at agreed intervals, on the actual level of benefits
achieved compared with those outlined in any significant investment eg, via the
Government Project Portfolio dataset 4 and for investment-intensive agencies via the
Investor Confidence Rating 5.
2.3 Other expectations

In addition to the circular expectations:
A Treasury circular requires all Better Business Cases (BBC) to have some form of
Cost Benefit Analysis (CBA) completed
Benefits management is recognised good practice in portfolio, programme and

project management 6; and
Benefits capability and performance are assessed in the Investor Confidence

Rating.
4 http://www.treasury.govt.nz/statesector/investmentmanagement/think/datacollection
5 http://www.treasury.govt.nz/statesector/investmentmanagement/statesector/investment
management/review/icr
6 http://search.pmi.org (white papers and Pulse of the Profession magazine)

2.4 Legislation
The following legislation provides a framework within which all government agencies
should operate their benefits management practices.
The Public Finance Act (2013) where section 34 of this Act states that the Chief
Executive of a Department is responsible to the Responsible Minister for the
financial management, financial performance and financial sustainability of the
department. Section 35 of this Act states, inter alia, that the Chief Executive of a
Department is responsible for the financial management of, and financial reporting
on, assets, liabilities, and revenue managed by the department on behalf of the
Crown , as well as advising the Minister responsible on performance for these items.
The Crown Entities Act (2004), where section 51 requires Boards of statutory
entities to operate in a financially responsible manner (including prudently managing
its assets and liabilities to ensure it long-term financial). Similar, responsibilities for
Crown entity companies are implicit in the board duties under this Act and the
Companies Act (eg, directors must act honestly in what they believe to be the best
interests of the company and with such care as may reasonably be expected of
them in all circumstances).
The State Sector Amendment Act requires public service Chief Executives to take a
stewardship 7 role in relation to their department or departmental agency (including
its medium to long-term sustainability, organisational health, capability etc), and the
assets and liabilities that are used by and relate to the department or departmental
agency (s.32). The Act also has requirements of Chief Executives (s.32) that
include their departments responsiveness on matters relating to the collective
interests of government.
The Treasury also has wide powers to obtain information from departments under
sections 79 and 80 of the Public Finance Act in relation to their financial management,
financial performance, banking activities and management of the Crown assets and
liabilities.
2.5 ICT assurance framework

The Government Chief Information Officers (GCIO) All-of-Government ICT Projects
and Programmes Assurance Framework requires that an assurance plan be developed
for all ICT enabled projects and programmes that are assessed as either high or
moderate risk / value (as part of the costed and resourced project plan).
7 The Act defines stewardship as active planning and management of medium-and-long-term

interests, along with associated advice (s.2)

2.6 Industry guidance on benefits management
There are many sources for benefits management guidance including but not limited to
Axelos 8, the UK Office of Government Commerce (OGC), Investment Logic Mapping
(ILM) 9 process developed by the Victoria State Government, and Managing Benefits by
APMG 10. These sources offer advice and practical examples.
8 https://www.axelos.com Overview of suite of products including Projects In a Controlled

Environment (PRINCE2), Managing Successful Programmes (MSP), and Management of
Portfolios (MoP).
9 Investment Logic Mapping
http://www.treasury.govt.nz/statesector/investmentmanagement/plan/bbc/methods/investme
ntlogicmapping
10 APMG are a global accreditation agency whose services include the accreditation of
PRINCE2 and MSP. They also provide Benefits Management training in NZ through CC
Learning and published the book, Managing Benefits by Steve Jenner.

3 About this guidance
This document provides guidance for benefits management practices and processes
throughout the State sector. It is based on industry good practice, Better Business
11
Case (BBC) guidelines , and is aligned to Cabinets expectations in Cabinet Office
circular CO (15)5, which requires a greater emphasis on benefits management across
government agencies. This guidance can:
be applied to programmes and projects in the wider public and private sectors, and
be used to assist benefits management for BBC initiatives and those outside the
scope of BBC.
This guidance document is aimed at practitioners and those within an organisation who
are involved with any aspect of benefits management and who are looking for a
framework to tie it together.
This version has been updated in 2015/16 by a Treasury facilitated, cross agency
working group of benefits management practitioners, and will be validated with the
Treasury convened Benefits Management Community of Interest.
3.1 Symbols used in this Guidance

Some documents are discussed several times within the guidance at different stages of
the benefit life cycle.
Indicates a document such as a benefit profile is created.
Used where alignment to BBC is discussed.
Important notes
3.2 Questions and feedback

General enquiries about the information contained in this guidance, not addressed in
this guidance, or about how to improve the guidance, can be directed to
[email protected]
For Government agencies, any agency-specific questions should be addressed to your

Treasury Vote team.
11 http://www.treasury.govt.nz/statesector/investmentmanagement/plan/bbc

3.3 Further information
The information contained in this document is a guide, and has been produced in
response to requests for coherent information on how all the parts of benefits
management work together. Benefits management is an area of focus that the
Treasury as owner of the governments investment system is seeking capability and
performance improvements in.
This document can be used in conjunction with the BBC suite of guidance available on
the Treasury website. 12
Agencies can use this guide and templates to adapt and tailor it to their own
organisation.
12 http://www.treasury.govt.nz/statesector/investmentmanagement/plan/bbc

4 What is benefits management?
In the context of an investment proposal, a benefit may be defined as: A measurable
gain from an investment which is perceived to be advantageous by a stakeholder. A
successful investment in change by an organisation can result in both winners and
losers, can be affected by external factors, and can result in gains that may not be
measurable. Measures are required to demonstrate that a benefit has been delivered.
Benefits have the following four attributes:
there is a beneficiary (eg, society, a group or an individual)
there is a gain
it is attributable, and
it is discernible.
The process of managing benefits is defined as the practice of identification, analysis,

planning, realisation and reporting of benefits.
Managing benefits is iterative by nature and is not a fixed series of staged practices.
Plans should be live documents and updated throughout the initiative cycle.
To be effective benefits management should be integrated into strategic planning,

project, programme and portfolio approaches, performance management and reporting
systems.
Benefits management can be applied to any initiative.
Effective benefits management helps organisations to:
Ensure an investments benefits and costs are analysed, are worthwhile and add value
Demonstrate investment success
Ensure benefits are realistic, achievable, and ultimately realised, and
Embed lessons learned in order to continually improve.
Managing benefits extends beyond the lifecycle of a project or programme. It requires

a structure that survives into business as usual, long after the project/programme team
has disbanded.
Benefits management appears throughout the BBC guidance, starting at the Point of Entry
Document, and continuing through to the Implementation Business Case.
Benefits are identified and defined in the strategic and economic cases
And the approach for managing and monitoring the delivery of the benefits is outlined in the
commercial and management cases

To demonstrate value benefits should be:
Measurable monetary and non-monetary.
Meaningful, in that there is a direct relationship between the achievement of the

measure/s and the achievement of the benefit.
Attributable, where it can be reasonably claimed that the benefit measure/s results
are due to the investment and not any other.
Aligned to strategic outcomes and targets.
Benefits should not be limited to financial benefits. Although many benefits can be
quantified financially, there are others where it is difficult, undesirable, or insensitive to
attribute a financial value. These benefits are called non-monetary.
Treasurys Living Standards Framework 13 covers financial, physical, human, social and
natural impacts and could be considered as a way to help categorise benefits.
The practice of benefits management covers all changes whether positive (benefits) or
negative (dis-benefits). When taken together they provide a true representation of the
value from initiatives.
Agencies embarking on benefits management could consider using the suggested

minimum requirements in Annex C.
All benefits, including benefits that are unable to be expressed in monetary terms, are analysed
in the Economic case (using assessment techniques such as cost-benefit and multi-criteria
decision analyses).
4.1 Benefits management framework

At a high level, the framework for benefits management has four phases:
Identification identifies, defines measures and identifies owners of benefits.
Analysis quantifies the scale of benefits, compares options, assesses attribution,

proves identified measurements will work via analysis such as a cost benefit
analysis or benefit-cost ratio.
Planning schedules how much of the benefits will be realised, by whom, and by
when.
13 Available from the Treasury website at

http://www.treasury.govt.nz/abouttreasury/higherlivingstandards

Realisation & Reporting tracks, monitors, reports on and optimally realises
planned benefits, including:
- reporting on both benefit realisation and risks to benefits not being realised
- lessons learned (ensuring any lessons are actively incorporated in benefits

realisation and as inputs to future benefits analysis to increase accuracy); and a
feedback loop to inform the organisations benefits management performance
system and its strategy when this is refreshed.
4.2 Benefits management strategy

A Benefits Management Strategy describes the organisations portfolio approach to
benefits management, or one may be developed by programmes. The Strategy sets
out how, and the processes by which the benefits will be identified, managed and
successfully realised. A Benefits Management Strategy includes but is not limited to:
The organisational benefits governance processes.
The expected organisational standards.
Accountabilities and responsibilities.
4.3 Benefits management and investment cycle

alignment
Figure 1 Benefits Management and Investment Cycle alignment
The benefits management lifecycle stages can also be linked to the stages in the BBC
framework, as shown on the following page.

4.4 Alignment of Benefits Management Lifecycle to BBC
Figure 2: Alignment of benefits management lifecycle and BBC framework
Identification
Analysis
Planning Realisation and Reporting
Pre-project Start-up Initiate Implement & Close BAU Review
Strategic Indicative Business Detailed Business Implementation Implementation Benefits realisation Assess Strategy
Assessment Case Case Business Case and Reporting Progress
Strategic case: the Strategic case: Agree Strategic and Strategic Case: revisit Monitor and report Monitor and report Identify strategy gaps
case for change strategic context Economic cases: the case for change benefits realisation benefits realisation Realign strategy
Strategic case: revisit IBC and Economic case: revisit
determine benefits, confirm short list the detailed business
risks constraints and Economic case: case options
dependencies economic assessment Management Case:
of the short listed finalise benefit
Economic case Identify
options management
the long list of options Economic case: arrangements
Intangible benefits Management case:
and undertake initial and costs Finalise post-project
evaluation
assessment Economic case:
arrangements
preferred option and
sensitivity analysis
Management case:
Benefits management
planning
Techniques Techniques Techniques Techniques Techniques Techniques Techniques
Investment logic Benefits profiles and Benefits profiles and Benefits profiles and Benefits realisation Benefits tracking and Benefits tracking and
mapping (ILM) (incl mapping (ILM and mapping mapping plan reporting (MSP, MoP) reporting (MSP, MoP)
benefits profiles and Managing Successful Cost benefit analysis Benefits plan and Benefits tracking and Review Strategic
maps) Programmes (MSP)) (Treasury, BBC) strategy (ILM, MSP, reporting (MSP, MoP) Plans (SOI, ISSP,
Benefits Logic Categorisation (Better Multi-criteria decision Management of Long Term
Mapping (MSP) Business Cases analysis (Treasury, Portfolio (MoP)) Investment Plan, Four
Value Chain Analysis (BBC)) BBC) Benefits mapping Year Plan)
or other proven Multi-criteria decision Benefits plan and (ILM and MSP)
methodology analysis (Treasury, strategy (ILM, MSP)
BBC) MoP)
Options assessment

4.5 Benefits management in the wider context
Benefits management portfolios
Whilst this guide focuses on projects and programmes, this section covers at a high
level benefits management for portfolios.
A portfolio is described as the totality of an organisations investment (or segment

thereof) in changes required to achieve its strategic objectives 14. Portfolios comprise
initiatives and are sometimes segmented to allow for more effective prioritisation
decision making and management in line with organisational structures and
accountabilities.
For large portfolios, the process may include a Portfolio Benefits Realisation Plan,
which is managed in accordance with the organisational Benefits Management
Strategy and/or benefits framework.
The Treasury intends to develop separate more detailed guidance on benefits

management for portfolios in 2016/17.
Benefits management programmes

Programmes are designed to achieve a strategic outcome; the scale of which often
requires amalgamation of a number of projects to achieve benefits.
Usually this will require the creation of a programme benefit management realisation
plan. Detailed benefit measures are contained within individual initiatives.
Sizable programmes may require a benefits management strategy to set out the
organisation approach to benefits for a particular programme.
4.6 Benefits management for Agile

The benefits management practices in this guidance are applicable to Agile, Waterfall
and hybrid project development methodologies 15. There are some minor differences in
how benefits are managed for Agile which are predominantly:
as releases of minimum viable product happen earlier, the timeframe for benefit
realisation starts earlier
specific benefits owner role eg, product owner
benefits realisation informs future planned releases to optimise benefits.
At the start of an Agile project, possible outcomes are considered in a value discussion,
which considers the likely benefit from the project.
14 Management of Portfolios, Section 2.3, 2011 Edition published by Axelos

15 Refer glossary Annex A for definitions of Agile and Waterfall

The consideration produces a number of potential deliverables that are analysed,
defined and prioritised by the business unit based on the value they are expected to
produce.
Agile projects, as with Waterfall, can have a capped budget, known start and end
dates, and fixed scope. They require the benefits to be documented in the business
case, and as with any initiative the benefits should be updated on a regular basis.
Agile projects should produce the same artefacts as waterfall projects (Benefits map,
Benefits Profile and Benefits Realisation Plan).
Care should be taken during the handover to the operation at the completion of Agile
projects to ensure benefits realisation continues to further optimise the possible value.
The benefits realisation plan should specify the roles and responsibilities of the
operational team to ensure this is achieved.

5 Benefits management principles
The Corporate Centre has developed a set of principles to help guide organisations
embarking on the benefits management journey. Applying these principles
systematically to your own organisations processes will help raise your agencys
understanding of benefits management and provide the foundation to raise value from
good benefits management practice. Refer to Annex B for more information about the
benefits management principles, including rationale and implications.
Principles about how benefits are governed

Benefits need to be part of the organisation culture. Benefits management adds
value for organisations, with executive management taking a lead role.
Executive management are accountable for benefit realisation. Executives

ultimately direct, monitor and controls benefits through governance bodies.
Defined benefit roles are necessary. People who understand and practice their
benefit accountabilities will improve benefit processes and results.
Using benefits subject matter experts (SME) will grow the organisations
capability. Benefits expertise ensures repeatable processes are followed and raises
the organisations maturity.
Principles about benefits change

Benefits documents should be living artefacts throughout the benefit life
cycle. Documents are updated to reflect target, forecast, actual and changes
throughout the investment.
Benefits are not static. Rarely are the approved benefits delivered as planned. It
is important to expect change and follow robust change control processes.
Active change management is encouraged. Change management optimises the

value of the investment by ensuring the organisation is able to take full advantage of
the products/outcomes.
Principles about benefits practice

Scrutinise benefit measures to demonstrate they can be achieved and are
relevant. At least one measure per benefit is necessary.
Benefits should be small in number and easy to understand. It is important that

everyone involved in the investment can grasp the logic of the benefit design
measure the right things.
Measure benefits maturity16. Taking action following maturity assessment results

will raise the organisational capability.
16 eg, Portfolio Programme and Project Management Maturity Model refer https://www.axelos.com/best-
practice-solutions/p3m3

6 Main activities at each stage of the Benefits Management Life Cycle
Benefits Realisation and
Benefits Identification Benefits Analysis Benefits Planning
Reporting
Identifies the benefits and relationships Confirms assumptions remain valid, Confirms assumptions remain valid, Review / compare achievements /
Benefits Map update with emerging benefits update with emerging benefits monitor gaps
Establish how benefits align to strategy Test to ensure earlier assumptions Confirm
Strategic Alignment remain
Create initial profiles for each known Challenge and add more detail to the Create any emerging benefit profiles Validate benefit is being realised as
Benefits Profiles benefit, including measures benefits Finalise BRP planned
Draft descriptions of the measures, Analyse, test and demonstrate benefit Confirm Ensure measures remain measurable,
mechanisms, targets and measures are SMART and achievable meaningful, attributable, aligned and
Benefits Measures responsibilities for each benefit managed.
Classification of the benefits Review and confirm

Classification
Analyse benefits in financial terms
Cost benefit analysis
First draft outline prepared Validated and modified Compete and approve Frequently review
Benefits Realisation Plan (with business case)
Identify and notify Assess impact and notify Managed Managed
Dependencies
Identify risk to each benefit Confirms and identifies any additional Managed Managed
Risks achievement risks
Determine attribution of benefits using
Attribution driver modelling techniques
Identify stakeholders and define roles Modify if required Ensure stakeholder commitment Ensure post project roles are effective
Stakeholders
Create and confirm Maintain realisation schedule
Realisation Schedule
Create and confirm Maintain benefit register
Benefits Register
Monitor and report on benefit realisation
Monitoring and Reporting performance against the profile
measures
Identify new potential benefits / dis- Identify new potential benefits / dis- Identify new potential benefits / dis-
Identify emerging benefits benefits benefits benefits
Create, authorise and implement
Change requests
Document, communicate and apply Document, communicate and apply Document, communicate and actively Post implementation review.
Lessons learned apply Communicate strategic
recommendations to governance body

7 Process flow for benefits activities
The steps in the process flow illustrate the main activities at each stage of the benefits
management life cycle. The activities are done at the most relevant time which may
also occur outside that stage of the life cycle. For example lessons learned should be
captured and applied at any stage, however most activity is likely to occur in the
Benefits Realisation and Reporting stage.
Benefits Realisation
Benefits Identification Benefits Analysis Benefits Planning
& Reporting
Benefits map Update benefits

Analyse benefits Maintain register
workshop map
Draft benefit Update benefits Update benefits

Monitor & Report
profiles profiles profiles
Draft benefits Update benefits Update benefits

Change control
realisation plan realisation plan realisation plan
Change Mgmt &

Prepare register Embedding into
BAU
Review benefits
Lessons learned
Strategic feedback
Business case alignment

Indicative Detailed
business case business case

8 Benefits identification
Benefits Identification defines measures and identifies owners of benefits.
What Identify and define the expected benefits from the initiative, including their
possible measures and targets.
Why To understand the possible value from any initiative.
When Initially during the Thinking Phase and validated during the Planning
Phase of the Investment Cycle.
How Conduct workshops to prepare a benefits map (e.g ILM) and high level
analysis.
Outputs Benefits map, draft benefits profiles, and a draft benefits realisation plan.
8.1 Benefits map

The BBC guidance recommends (but is not mandatory) Investment Logic Mapping (ILM) 17
which is a useful technique to draw out initial benefits statements, as part of developing the
Strategic Assessment.
Identifying benefits requires engagement with an appropriate cross-section of

stakeholders. Whilst some individual pre-thinking on benefits is useful, a benefits
workshop is highly recommended to ensure the key stakeholders thinking is aligned.
The workshop should look to answer questions such as:
What are the project/programme outcomes?
What are the benefits and how will they be measured?
What problems are likely, how can they be overcome?
Optional at this early stage what are the likely start and finish dates for realising
the benefits?
Probable accountabilities and responsibilities
This should have the relevant SMEs, benefit owner, sponsor, SRO, project or
programme manager attend.
While recommended, ILM is not the only method able to represent the relationship
between problems and benefits; there are many methodologies which will create a
benefits map. Other options are Benefits Logic Mapping (MSP) and Value Chain
Analysis.
17 http://www.treasury.govt.nz/statesector/investmentmanagement/plan/bbc/methods/
investmentlogicmapping

8.2 Benefits profiles
During the benefits identification stage the process of documenting the benefits begins.
A Benefits Profile document is created to capture key information that will be used
throughout the benefits management process. Benefits profiles are descriptions of the
measures and responsibilities for each benefit. A link to a benefits profile can be found
in Annex D.
The benefits profiles should be developed through the Benefits Identification stage and
refined through the Benefits Analysis and Planning stages. They are finalised and
approved at the end of the benefits planning stage.
For projects/programmes using the ILM methodology, the second ILM workshop
generates early detail on the benefits in the form of benefits profiles.
Tolerances can be specified in the benefits profiles if the level of certainty is low or the
amount of change cannot be reasonably anticipated. This can be applied to the profile
and explained in greater detail in the benefits realisation plan. This is useful when
determining the case for further investment during early benefits planning, but
tolerances should be eliminated by the end of the analysis stage.
8.3 Benefits strategic alignment

A short expression of how the benefit aligns or contributes to strategic goals and
objectives is critical for the benefits profile.
This alignment/contribution should be targeted primarily at
the highest level of strategy, for example, the NZ governments Investment

Strategy 18, Better Public Services or Targeting Serious Crime, or
for internally focussed work, the strategies of the particular agency the benefit will
contribute to, or
both, ie, align to government strategy wherever possible, and also to the
organisations strategic objectives.
This strategic alignment is unlikely to change throughout the various stages of benefit
management, but should be reviewed with changes to organisational strategies and
priorities.
18 http://www.treasury.govt.nz/statesector/investmentmanagement/publications

8.4 Benefits categorisation
Categorisation of the benefit is useful for parts of the organisation to clarify the type of
benefit an investor can expect, and enables an organisation to understand their
benefits exposure.
When reporting, categorisations provide a snapshot of where the investments are

being directed. This is useful for governing bodies to make prioritisation decisions.
This guidance recommends categorisation is used and should be aligned to the

agencies own schema (eg, Monetary / Non-monetary, Quantifiable / Non-quantifiable,
Qualitative / Quantitative, beneficiary, strategic alignment).
8.5 Benefits measures

The term measures or key performance indicators (KPIs) may be used
interchangeably. In this guidance measures are used.
An important component of Benefits Identification is establishing and agreeing the

metrics for measuring benefits.
Measures should be established as early as possible in the benefits lifecycle to

determine the initiative baseline. Identifying benefits (including targets and measures)
early has the advantage of helping remove complexity from the benefits monitoring and
realisation process and may also help reduce optimism bias 19.
Importantly, the benefits should be agreed by stakeholders and supported by measures

that provide collective and substantiated evidence for achieving each benefit.
The importance of alignment of measures with Strategic Objectives is shown in the

figure below. Multiple measures can contribute to one benefit and strategic objective.
19 Tendency for people to be over-optimistic about key project parameters.

Figure 4: Strategic alignment of measures
Strategic Example
Strategic Objectives S1. Provide a safe transportation network
The strategic objectives the benefit is aligned
to and contributes towards
Benefit Description B1 Improve Road Safety

The meaningful improvement that
will be created
Benefit Measures M1. Reduce the number of vehicle accidents

The measure that provides from x to y per annum
evidence that the improvement
has been delivered M2. Saving $xM per annum by reducing the
number of fatalities from vehicle accidents from
x to y per annum
Objectives refers to the organisational objectives the benefit is aligned to and/or

contributes towards. Strategic objectives provide insight into the wider benefits to
society and the organisation.
Benefit Description describes the positive contributions an initiative is expected to

provide an organisation.
Benefit Measures include the data used as evidence to confirm that the benefits are
achievable 20. Measures allow progress towards strategic objectives to be assessed as
the benefits are realised and help to establish a sense of magnitude. Measures also
help to inform the initiatives alignment with, and level of contribution towards, strategic
objectives.
The Treasury has developed a library of potential benefits measures to consider when
planning benefits. It is found in the Benefits Measures Library 21.
Benefits metrics are the base units measurements are assessed against. For
example a measure may be a reduction in wave height of 1.75m, where the metric is
the meter unit.
Benefits targets: The current state measure is often referred to as baseline and the
desired future state measure defined as the target.
It is possible to have multiple measures to support a single benefit, and it is crucial to

ensure that the measures are appropriate to support that benefit.
20 Note: Once measures are identified; if a baseline measure is not available and is required,
the process to establish the baseline should be incorporated into the Benefits Realisation
Plan.
21 http://benefits-institute.com.au/wp-content/uploads/2012/11/2-BenefitsMeasurements.pdf to
Benefits Measures Library (TBD)

8.6 Benefits dependencies
Identifying dependencies highlights where a benefit is reliant on an action or task to be
completed outside of the immediate project or programme. This may be another
project/programme or a business as usual activity.
Dependencies should be focused on the dependencies for the benefit, which can be
different from the dependencies for the project delivery itself.
Dependencies may also evolve and change over the projects life and need to be
reviewed regularly against the benefits map.
8.7 Risks
The focus is on identifying the risks that may impact on the successful achievement of
the benefits. Benefit risks should be included in the benefits realisation plan and
managed in the project / programme risk register.
Benefit risks will change throughout the projects life and should be reviewed regularly.
Mitigations should be identified, ownership of mitigations assigned and action taken.
8.8 Benefits realisation plan (BRP)

The benefits realisation plan is a complete view of all the benefits, their
dependencies and expected timing for benefits realisation. It sets out what
stakeholders can expect from the project or programme and is used as the basis for
tracking against what is actually realised. It is useful to include complete benefits
profiles for each benefit within the plan, to enable them to be monitored beyond the life
of the project or programme. A suggested format for a benefits realisation plan can be
found the links in Annex D.
At this stage of the benefits management lifecycle, an initial BRP will be created in an
outline form, and updated more fully during the Benefits Planning stage (see Benefits
planning section).
A completed benefits realisation plan should be appended to any completed Detailed or

Implementation business case.

8.9 Stakeholders
Stakeholders are identified at every level of the benefits process to ensure they are all
aware of their accountabilities and responsibilities. The RASCI 22 model is often used
to support this identification phase. These stakeholders are not only direct recipients of
benefits and dis-benefits but also to those accountable or responsible for:
Governance and project change management
Delivering dependencies
Ownership of the benefit (benefit owner)
Measuring change and reporting realisation
Risk management
Training and communications, and
Business change management.
Different stakeholder groups can derive different benefits or dis-benefits from a

proposal (a dis-benefit is a negative impact that might occur as a direct consequence of
implementing a particular solution). Dis-benefits should be considered to determine if
the overall benefits of the proposal to the key stakeholders are still worthwhile.
8.10 Other considerations

Care should be taken not to claim the same benefits as other projects / programmes,
commonly known as double counting. It is important to understand all the work
currently underway that may impact on the project/programme outcomes. This is to
gain visibility of, and agree how, benefits will be accounted for across these
projects/programmes (where an EPMO exists they could assist with this activity).
Additional care should be taken for initiatives that span multiple agencies. In such
cases the benefits and dis-benefits may be shared or owned by different agencies.
Each agency is made accountable for the initiatives benefits that will be realised at that
agency and there is an overall owner for benefits across agencies, as well as cross-
agency governance. Any benefit realisation and reporting should be coordinated within
that agency and to the lead agency.
22 RASCI A method of allocating stakeholders to decide who is or should be Responsible,

Accountable, Support, Consulted, Informed

9 Benefits analysis
Benefits Analysis quantifies the scale of benefits, compares options, assesses
attribution and proves identified measurements will work.
What For each initiative, establish the expected level of benefits associated with
each potential investment option/solution.
Why Analysis is necessary to test for the achievability and measurability of each
benefit.
When During the Thinking and Planning phases
How Quantitative analysis of the data that underlies the proposed measures
and targets, along with testing of the assumptions and validation by
stakeholders.
There are a range of tools available for this analysis which should be
tailored for particular organisation, refer the Cost Benefit Analysis (CBA)
section below.
Outputs Updated benefits map, BRP, and profiles.
Benefits analysis can be undertaken throughout the initiatives lifecycle. During the
Benefits Analysis phase the level of benefits from any proposal will be formally or
informally assessed to see if it is worthwhile pursuing. If the benefits have reduced or
eroded though analysis, then the investment should be reconsidered.
It is also important to identify the source of data for measuring change and who will be
responsible for this function beyond the life of the project to ensure realisation
reporting.
9.1 Monetary and non-monetary benefits

Monetary benefits
It is possible to monetise most benefits; this can be achieved using the CBA
guidance 23 to demonstrate attractiveness of the project and provide comparability
across business cases. It is important to use a sound, broadly accepted method to
quantify the benefits.
Non-monetary benefits
Non-monetary (or non-financial) benefits can be as important, if not more so, than
monetary benefits, depending on the desired outcomes from the project or programme.
23 http://www.treasury.govt.nz/publications/guidance/planning/costbenefitanalysis

They can include improvements in areas such as risk exposure, social, cultural,
heritage, and the quality of services provided to New Zealanders.
The same principles and level of rigour applied to monetary benefits should be applied
to non-monetary benefits (see Benefits Management Principles chapter).
Often non-monetary benefits can be monetised using CBA techniques such as those in
the CBA guidance. While this is an excellent technique for being able to compare
projects across varying outcomes to aid decision makers, this monetised outcome
should not be used for benefit realisation purposes as there is usually no associated
cash flow impact.
Cost benefit analysis

Costs and benefits can be compared when they are expressed in the same
measurement units but cant easily be compared when they do follow the same rules.
During the business case preparation, the investment is couched in financial terms and
analysis and justification is made using CBA to provide a financial value for all the
outputs and outcomes. The purpose of CBA is to organise information in a consistent
and systematic way so that options can be compared, and to help reduce the degree of
uncertainty that would otherwise exist around benefit estimates.
Example 1
An example of identifying non-monetary measures is in reducing the level of risk

exposure through privacy breaches. An individual privacy breachs value can be
determined, however the need is to reduce risk exposure and the impact of a particular
potential breach being realised is subjective. For example media exposure is variable
depending on public appetite for news worthiness at a point in time and because of its
subjectivity is too hard to measure. However it is important to capture it as a qualitative
benefit because it covers the perceived importance that media interest could generate
and it can be used to support any quantitative benefits that are identified.
In this example it is far easier to count the physical reduction in the number of breaches.
These then become a proxy measure for the value that is gained from reducing privacy
breaches. The count is quantifiable and easy to measure.
Example 2
A road known as a black spot for injury and fatal road accidents requires visibility,
cornering and evenness of the road issues addressed.
For prioritisation/assessment purposes, a monetary value is assigned for a reduction in

accidents, injuries and fatalities. For benefit purposes, these projects shouldnt measure
realisation against a monetary figure. Realisation instead should be measured against
a reduced accident rate, reduced injuries, reduced fatalities, and decreased emergency
call-outs; being all non-monetary measures that have a secondary monetary impact.

The key to identifying the appropriate non-monetary metric is to ask; What is the
change the project will initiate, and how will we observe and measure this change?
Understanding the opening or baseline position is as important for non-monetary

benefits as they are for monetary; a clear view of current state and future state, and the
measures to evidence improvement is recommended for any benefit.
As with all benefits, whether monetary or non-monetary, there are limits as to what can
be measured. It is not always cost effective or worthwhile to track every benefit of a
project. If monitoring a benefit requires the creation of a recording system that out-
weighs the benefit expected, then the project needs to be transparent regarding the
inability to measure rather than persevere with raising a benefit expectation for a
benefit it will ultimately never monitor. Simple proxies are useful.
The Government Project Portfolio (GPP) 24 guidance provides explanatory notes on

non-monetary benefits to help estimate the level of non-monetary benefit levels from a
proposed project. This takes non-monetary benefits from a national economy
perspective. The table in the GPP guide shows some indicators that can be used to
assist agencies in identifying the level of non-monetary benefits early on in the project
lifecycle (using the Economic Welfare impact for the assessment).
Cost Benefit Analysis takes place in the preparation of Economic and Financial cases
in the BBC process.
Formalised analysis begins when considering either programme choices in the Programme
Business case and/or the long list of options in the Indicative Business Case, when reducing it
to a short list. Potential value for money is one of the factors to be considered (expressed in
terms of net benefits (less costs) and allowing for risks), along with others such as strategic fit,
provider capacity, affordability, and potential achievability. The comparative difference between
these factors is what differentiates options, and informs decision makers.
More detailed analysis of short list options is required in the Detailed Business Case.
Cost/benefit analysis includes methodologies to monetarise benefits typically considered non-

financial for realisation purposes by assigning economic values. The Treasurys Cost Benefit
Analysis Guide (2015) is a good source of information on a range of tools and techniques to
assist in analysis and elaborates on the BBC guidance:
http://www.treasury.govt.nz/publications/guidance/planning/costbenefitanalysis/guide
The Treasury also provides a cost benefit analysis tool to support social sector investment
decisions: http://www.treasury.govt.nz/publications/guidance/planning/costbenefitanalysis/cbax
Note that, depending on scale and risk, one option for analysis for comparing non-monetary
benefits and costs is multi-criteria decision analysis (MCDA).
24 GPP http://www.treasury.govt.nz/statesector/investmentmanagement/think/
governmentprojectportfolio

9.2 Benefits attribution
Benefits measures need to be attributable to an outcome or strategic objective. It is
very important to understand and identify the relative contribution that an initiative or
project makes to the achievement of a benefit target.
The benefits within a programme or project may have different weightings agreed.
Recognising the higher weightings helps agencies to prioritise effort to the higher
weighted benefits.
Considering attribution
During the benefits planning process the contributions to the agreed measures and
targets are identified.
To determine if the benefit target is achieved as a direct result of the investment, ask
the questions:
would the benefit target result have been achieved without the investment?
were there any other reasons outside the investment that the benefit target result
was achieved?
Value or driver modelling

Attribution can be aided through techniques like value or driver modelling. Driver trees
and value modelling allow each target to be broken down into contributing components
(drivers), and to use this to identify the changes that will impact on each driver. For
each benefit target, there are likely to be multiple benefit drivers, ie, those specific
things that have a material impact on achieving the targets.
For example if a programme benefit is a reduction of operating costs, the drivers for
operating costs could be identified as staff effort and overhead costs. By focusing on
an individual driver through a project, the associated benefit can be isolated and can be
rolled up as a contributor to the programme level benefit where required.

Figure 6 Value Tree - Operating cost driver model example
Driver modelling can be usefully applied when assessing non-financial benefits and
informing attribution judgements. For example, it is well known that there is a positive
correlation between employee satisfaction and client satisfaction 25. If drivers of
employee satisfaction are focused on for project level improvements (eg, providing the
right tools for people to do their jobs) there will be benefits in terms of the resulting level
of customer service and client satisfaction.
A full set of strategic benefits, benefit drivers and measures provides a meaningful,
quantifiable link between programme benefit targets and its component projects
benefits. This enables:
successful implementation planning, by attributing change activity to benefit targets
clear and on-going traceability
on-going management of benefits realisation.
9.3 Measures
After the analysis stage is completed, measures should be fully formed and
understood. They can be tested for sensitivity and risks pertaining to each measure
should be understood, with mitigation plans in place. It is important to ensure that the
measures remain appropriate to support the benefit and are supported by the analysis.
25 Management of Portfolios, p34 ref Heintzman and Marsons public sector service value chain

10 Benefits planning
The Benefits Planning schedules how much of the benefits will be realised, by whom,
and by when.
What Describe the approach to manage the benefits, describe the benefits
expected and any associated management considerations (such as risks,
issues and dependencies), and describe how benefits realisation will be
monitored and reported (who, what, when).
Why Guide the benefit management activities to be undertaken, provide

assurance the benefits are realistic and achievable, and agree the
processes that will be undertaken to manage and report their realisation.
When Initially during the Pre-project stage and updated / refined during the Start-
up, and Initiate stages.
How Complete the Benefits Management Strategy and BRP.
Outputs Benefits Management Strategy and BRP.
Benefits planning is finalised during the development of the Detailed Business Case, profiles,
maps, and economic case cost/benefit analysis) is used to document what is to be expected. It
is further refined and defined in the Implementation Business Case and ongoing.
The Benefits Realisation Plan and the Benefits Register are part of planning for successful
delivery. They can inform the Detailed Business Case and form part of the Implementation
Business Case.
10.1 Benefits register

The Benefits Register is used to track the relevant summary benefits information. It is
a useful tool both at the organisation level, where it is used to consolidate benefit
information across a portfolio, and at the project/programme level to summarise in a
clear simple way the benefits plan and status. The register can be a simple
spreadsheet that shows expected benefits against benefits realisation. It may be
appended to the Benefits Realisation Plan. An example Benefits Realisation Workbook
that may be used a register is contained in Annex D Links.
Tracking of benefits begins according to the forecast realisation schedule, and

continues after the project has completed to the timeframe indicated in the Benefits
Realisation Plan. The Benefits Register should be the source of benefits realisation
reporting information.

10.2 Benefits realisation schedule
The Benefits Realisation Schedule is normally specified within the Benefits
Realisation Plan. It shows the expected schedule of when benefits are planned to be
realised. This is very helpful to have where benefit realisation is non-linear.

11 Benefit realisation and reporting
Benefit Realisation and Reporting tracks, monitors, reports on and optimally realises
planned benefits, including:
reporting on both benefit realisation and managing risks to benefits not being
realised
lessons learned (ensuring any lessons are actively incorporated in benefits

realisation and as inputs to future benefits analysis to increase accuracy); and a
feedback loop to inform the organisations benefits management performance
system and its strategy when this is refreshed.
What Report the benefits realised to date vs. plan, including the status of the
results achieved, identify lessons learned and ensure the business is
prepared to accept the change and continue realising the planned benefits.
Why Managing and promptly attending to any changes ensures benefits

realisation is optimised. It also ensures the business units are prepared to
operate the changes and continue realising the benefits.
When During the Delivery and Reviewing phases
How Report benefit realisation results according to the Benefits Realisation

Plan.
Outputs Benefits Realisation Reporting.
Revisiting the benefits whenever there are changes in scope, timing or cost as these
may have an impact on the authorised benefits. This may be managed through a
formal change request process, or an EPMO/PMO triggering the review of benefits.
Changes are reflected in the Benefits Realisation Plan.
Ensuring appropriate transition of benefit realisation activities from the project /

programme to the business group that will be responsible for the ongoing realisation of
benefits during and after the project / programme has closed.
Appropriate monitoring and reporting is established for benefits realisation, including

defining for stakeholders how and when they will report, and to whom.
11.1 Monitoring and reporting

Each organisation will have its own arrangements for monitoring actual versus planned
performance information (using the measures) to indicate if benefits have been realised
or not. This may be, for example, be part of an Enterprise Portfolio Management Office
(EPMO), Finance or Planning and Reporting function. As described earlier a RASCI
tool is an effective way to identify all the stakeholders and their roles in realising,
reporting and ultimately optimising the benefits.

The structure for any benefits realisation reporting arrangements should be sustainable
long after the project or programme has closed.
The reporting on benefits should be timed to align with the benefits realisation plan and
any other reporting requirements. When reporting, it is useful to indicate early if
benefits are at risk of not being realised. This is where the tolerance levels, set in the
benefits plan, can act as a trigger for when the risk of non-realisation of benefits should
be highlighted and escalated. A simple reporting approach, integrated with other
reports, may be used.
Any proposed changes to the levels of expected benefits should be formally notified
and discussed with any relevant monitoring agencies, as the changes could impact on
the ongoing validity of the business case or wider work. Changes should be agreed by
the relevant authority that originally approved the project and funding.
Monitoring agencies should receive updates on benefits realised and risks to the
realisation of benefits, and monitor these against the levels identified in the projects
benefits plan.
11.2 Identifying emerging benefits

Identifying emerging benefits should include the current initiative and the impact on
other initiatives whether active or in their early planning stages. If sufficient information
is known a new benefits profile may be created.
Within the current initiative, the purpose is about optimising the emergent benefit, and
minimising any emergent dis-benefits. New benefits opportunities can be triggered
through many circumstances including from outside the current initiative.
Once the project is closed, it is preferable to work with the benefit owner and the
function reporting on the project/programme benefits to undertake the analysis,
planning and delivery of the benefit. Special care should be taken to ensure the benefit
is not double counted and in checking to make sure its impact on other benefits is
considered.
11.3 Change management and embedding into BAU

Change management ensures the business is prepared to accept the change and
continue managing, optimising and ultimately realising the planned benefits.
Throughout the benefit management life cycle the focus for change management
should be on optimising the value through ensuring the right balance of human
engagement, understanding and skills.
Change Management provides the bridge between project / programme execution

and the successful embedding of the resulting change into BAU. An important aspect
of the transition is ensuring the focus on benefits realisation is maintained especially
when different people become involved. The change manager ensures that the BAU

team have the necessary equipment, resources and capability to successfully adapt to
the change.
During the planning stage, the change manager considers interventions and necessary
activities that will be needed during the benefits realisation stage and works with the
project/programme teams to ensure these are planned into the benefits realisation
plan.
11.4 Lessons learned

Work to identify and apply the lessons happens throughout the benefits realisation
lifecycle.
Wherever possible the lessons should be applied as soon as possible in the life of the
initiative and not wait to the final lessons learned review. This is important because it
helps to optimise the value of the benefits by removing obstacles that diminish them.
The final review of the lessons learned considers adjustment to practices that help the
business continue to optimise its benefits. The final review also considers the impact
of the benefits to achieving the strategy how successful was it? What things had an
impact that was unexpected?

Annex A Glossary
Note, if using APMG Internationals (APM Group) book Managing Benefits Second
Edition 2014 26, please be aware that there are some differences in the NZ context.
For example, they use the term outcomes in the everyday sense (as in outcomes are
a consequence of an action), whereas the term Outcomes are used in NZ
Government Agencies to describe the future state they are aspiring to (these equate to
corporate objectives in the Managing Benefits guidance).
Agile
An iterative, incremental method of managing the design and build activities for
engineering, information technology, and other business areas that aims to provide
new product or service development in a highly flexible and interactive manner.
APMG
APMG are a global accreditation agency whose services include the accreditation of
best practices, including PRINCE2 and MSP.
Assumption
A statement of the current understanding that could inhibit or simplify an approach. It is
used to help provide context for planning. It is usually reserved for matters of
significance that, if they change or turn out not to be true, there will need to be re-
planning.
BBC
Refers to Better Business Case (BBC) Five Case model developed by the UK Office of
Government Commerce (OGC), and recommended by NZ Treasury, for the
preparation of business cases. A number of agencies assisted with the adaption of the
BBC materials to suit the NZ State sector. The BBC materials include the Investment
Logic Map (ILM) process developed by the Victoria State Government.
Benefit
A measurable gain from an investment which is perceived to be advantageous by a
stakeholder.
Benefit cost ratio

Benefit cost ratio is an alternative decision criterion. The benefit-cost ratio is given by
the present value of benefits (cash inflows) over the analysis period divided by the Net
Present Cost (NPC).
26 https://www.apmg-businessbooks.com/books/project-programme-management/managing-
benefits-second-edition-2014

Benefit owner
The benefit owner is the individual accountable to the Senior User for the realisation of
specified benefits within projects.
Benefit KPI
BBC definition (Implementation Plan): Refers to a Key Performance Indicator (KPI)
A measure that has been selected to demonstrate that a benefit expected from an
investment has been delivered. The KPIs must be directly attributable to the
investment.
OGC definition (MoV): A metric that is used to set and measure progress towards an
organisational objective.
Benefits Realisation Plan

A short document that defines the pre-requisites for delivering each expected benefit,
how the delivery of each benefit will be measured, and who will be responsible for
measuring and realising each benefit.
Business case
A business case is the vehicle to demonstrate that a proposed investment is
strategically aligned, represents value for money, and is achievable. A business case
turns an idea (think) into a proposal (plan). It enables decision makers to invest with
confidence knowing that they have the best information available at a point in time. It is
also a reference point during the Do phase to support delivery, and used in the
Review phase to determine whether the benefits in the business case were realised.
It considers alternative solutions, and identifies assumptions, benefits, costs and risks.
Business change manager

The role responsible for benefits management from identification through to realisation.
(MSP).
Cost Benefit Analysis (CBA)

A systematic process for identifying and assessing costs and benefits of a proposal. All
costs and benefits are assigned a monetary value, allowing the calculation of the net
benefits of different proposals as a basis for evaluating alternative options. (Intangible
costs and benefits can be weighted and scored using Multi-Criteria Analysis (MCA).)
Dependency
Benefits realisation is dependent on actions beyond the scope of the current initiative.

Dis-benefit
A negative impact that might occur as a direct consequence of implementing a
particular solution.
Economic categorisation
A financial improvement (doing the same things, more cheaply or with fewer
resources), resulting in increased income or savings that release cash from the
business unit costs.
Effectiveness categorisation
Doing things better or to a higher standard (for example, higher compliance, fewer
failures or more satisfied customers), resulting in a benefit that cannot be released as
cash.
Efficiency categorisation
Doing more for the same or the same with less (for example, processing more
enquiries but with the same number of people), resulting in increased income or
savings that release cash from the business unit costs.
Five case model

OGC definition (Implementation Plan): The decision-making tool standard
recommended by the UK Office of Government Commerce (OGC) for the preparation
of business cases. The model ensures that each of the key aspects of a robust
investment proposal is explicitly and systematically addressed as part of the business
case process.
Initiative
An initiative is generally a programme or a project. It can also include a BAU activity.
Intangibles
BBC definition (Implementation Plan): Costs or benefits that are not easily quantified in
monetary terms.
Investment
An asset or item that is purchased with the hope that it will generate income or
appreciate in value in the future. In an economic sense, an investment is the purchase
of goods that are not consumed today but are used in the future to create wealth. In
finance, an investment is a monetary asset purchased with the idea that the asset will
provide income in the future or appreciate and be sold at a higher price.

Investment Logic Mapping (ILM)
A technique to ensure that robust discussion and thinking is done up-front, resulting in
a sound problem definition, before solutions are identified and before any investment
decision is made.
Measures
Measures are used to express the benefit in quantifiable terms. These can be called
Key Performance Indicators (KPIs).
Monetary benefit
The benefit is directly measurable in financial terms.
MSP
Refers to Managing Successful Programmes (MSP) - which are guidelines developed
by OGC for managing successful programmes.
Non-monetary benefit
Benefit expressed in measures other than financial eg, reduction in travel time.
Objective
The intended outcome or goal of a programme, project, or organisation.
OGC
UK Office of Government and Commerce (OGC).
Outcome
OGC definition (MoV): The result of change, normally affecting real world behaviour
and or circumstances.
NZ Public Finance Act definition: The impact or consequence from outputs or activities
of the Government.
Output
Outputs are goods and services purchased by the Crown from departments and other
entities. Outputs range from policy advice to the administration of contracts and grants
through to the provision of specific services.
Optimism bias
The demonstrated systematic tendency for people to be over-optimistic about key
project parameters, including capital costs, operating costs, works duration and
benefits delivery.

Payback period
A method that determines the point in time at which cumulative net cashflows exceed
zero. This method involves dividing the annual returns from a proposal by the initial
investment amount. This identifies the number of years it will take for an investment to
pay for itself. Under the method, projects with a shorter payback period are preferred.
Portfolio
The totality of an organisations investment in change put in place to achieve its
strategic objectives.
Post-implementation Review
Reviews whether the planned outputs were delivered and benefits were achieved.
Similar to a Close out Review when it is established how well the project was handed
over to operations as business as usual.
Programme
A temporary flexible organisation structure created to coordinate, direct and oversee
the implementation of a set of related projects and activities in order to deliver
outcomes and benefits related to an organisations strategic objectives.
Project
A temporary organisation created for the purpose of delivering one or more business
products according to an agreed business case.
Proxy
A substitute benefit measure used to simplify measurement and monitoring of benefits.
Qualitative (intangible) categorisation

Benefits expressed in descriptive terms eg, satisfaction rating.
Quantifiable (tangible) categorisation

Measures expressed in numerical terms eg, hours saved, income generated etc.
Senior Responsible Owner (SRO)

Act as the Chairs on programme leadership board with the overall accountability for
ensuring initiatives meet their objectives and deliver their projected benefits.
Sensitivity analysis
This is an examination of how the results of a calculation or model vary as individual
assumptions are changed.

SME
Subject matter expert
Strategic objective
A measurable outcome to demonstrate progress in relation to an organisation's mission
and to which the benefit must contribute.
Value
Value is the benefits delivered in proportion to the resources put in to acquiring them.
This provides a measurable amount in monetary terms where the benefits exceed the
sum of the investment. In the economic context, value is the optimum combination of
whole of life costs and quality.
Waterfall
The waterfall model is a sequential design process in which progress is seen as flowing
steadily downwards (like a waterfall) through the phases of conception, initiation,
analysis, design, construction, testing, production/implementation and maintenance.

Annex B Benefits management principles
Central Agencies have developed a set of principles to help guide organisations embarking
on the benefits management journey. Applying these principles systematically to your own
organisations processes will help raise your agencys understanding of benefits
management and provide the foundation to raise value from good benefits management
practice.
Principles about how benefits are governed
Benefits need to be part Rationale

of the organisation
Without a cultural shift, organisations will not achieve the maximum
culture. Benefits
value from their investments. This shift is ideally led from the top of the
management adds value
organisation.
for organisations, with
executive management Implications
taking a lead role.
To be truly effective, benefits management requires the commitment of
the whole organisation. If it is practiced in pockets, then the lack of
collective effort will reduce the overall impact significantly.
Executive management Rationale

are accountable for
Governance is critical for organisations to make key decisions.
benefit realisation.
Executive management have the delegated authority to approve and
Executives ultimately
direct benefits plans and changes.
direct, monitor and
control benefits through Having senior managers accountable ensures benefits are closely
governance bodies. watched and if needed help resolve issues.
Implications
Without sound governance benefits realisation will fail to deliver its
plans. Organisational commitment to, and senior management
accountability for achieving value are critical in driving benefits success.
Defined benefit roles Rationale

are necessary. People
When people are clear about their role boundaries, they can operate to
who understand and
their potential. Clearly defined benefits roles ensure work is focussed
practice benefit
on achieving maximum value.
management
accountabilities will Implications
improve benefit
processes and results. There is an overhead associated with providing expertise that has to be
accommodated in the project or programme budget. However the
value-add can be greater than any additional costs.
Using benefits subject Rationale

matter experts SMEs
As with any discipline, growing capability within an organisation will
will grow the
enable the achievement of greater outputs. Having benefits expertise
organisations
challenges the thinking about benefits in a consistent way and shows
capability. Benefits
commitment to successfully delivering benefits management.
expertise ensures
repeatable processes are Implications
followed and raises the
organisation maturity. Application of benefits management expertise will dramatically improve
knowledge and understanding, bringing greater confidence in benefit
realisation. Additional cost associated with the benefits SME can be
offset by the expected increase in value and related growth in capability
and maturity.

Principles about benefits change
Benefits documents Rationale

should be living
artefacts throughout Planned benefits need to be regularly reviewed and maintained.
the benefit life cycle. Unplanned changes to projects and programmes impact the benefits
Documents are updated and they need to be assessed, documented and any changes approved.
to reflect target, forecast This emphasises the importance of the benefits and helps focus effort
and actual. around achieving them.
Implication
If the documents are not maintained, changes in the project or

programme will not be reflected and the planned benefits are unlikely be
achieved. It also discourages staff from taking an active interest in
benefits achievement which may restrict the value that could be
achieved.
Benefits are not static. Rationale

Rarely are the approved
benefits delivered as Circumstances outside the project or programme control will impact
planned. It is important to benefits realisation during the benefits management lifecycle. Change
expect change and to processes ensure benefit plans are adjusted to enable the best possible
follow robust change outcome, and Governance bodies are better prepared for any impact on
control processes. benefit realisation.
Implications
It is important to regularly assess the impact and reflect any changes in

the benefits realisation plan for re-approval by the governing body. If the
benefits are no longer sufficient the project should be stopped.
Active change Rationale

management is critical.
Change management Actively involving change management in projects and programmes
optimises the value of the helps to drive value by ensuring the design best meets end user
investment by ensuring requirements. Change management ensures the handover from project
the organisation is able to to BAU is well managed and that staff capability is sufficient to optimise
take full advantage of the the gains from the products/outcomes.
product/outcomes.
Implications
Without change management, end-user requirements are less likely to

be met, creating inferior products and the need for expensive design
changes which may result in loss of value. Failure to successfully
transition to BAU as a result of poor change management will have
similar effects on benefits realisation.

Principles about Benefits Practice
Scrutinise benefit Rationale

measures to
demonstrate they can All assumptions about how the benefits will be realised should be
be achieved and are analysed and proven to ensure the benefits are achievable and can be
relevant. At least one measured throughout their life. It also confirms that the benefit can be
measure per benefit is attributed to the relevant project or programme and is aligned to the
necessary. strategy.
Implications
Poorly defined benefit measures are difficult to measure and may collect
incorrect or misleading information. A lack of robust measures may
contribute to failing to achieve the planned potential benefits as delivery
progress cannot be accurately monitored. Benefits that are not aligned
to the strategy are wasteful of scarce resources.
Benefits should be Rationale

small in number and
easy to understand. It is A small number of benefits that are easy to understand will save time
important that everyone and effort because people quickly grasp the concepts and can work with
involved in the investment them more easily. Any variations are evident and are likely to be much
can grasp the logic of the easier to develop and approve.
benefit design - measure
Implications
the right things.
By choosing a lower number of benefits for a project, (where possible
four or less), benefits management effort is focussed on the benefits
that produce the greatest value. This increases the likelihood of
successful project delivery and effective benefits management.
Measure benefits Rationale

maturity. Taking action
following maturity There are tools that provide robust maturity frameworks that help
assessment results will agencies assess current capability against recognised best practice.
raise the organisational Growing capability leverages improved benefits performance by
capability. increasing capacity across the agency.
Implications
Improvements in benefits practice can be more readily achieved by

developing and implementing a maturity plan. Resources supported by
senior leadership will be required to support growth and monitor the
capability development.

Annex C Benefits management suggested
minimum requirements
The following outlines the suggested minimum requirements agencys should consider to
successfully implement benefits management.
Suggested Action Purpose

Adequately resource the benefits Agencies should apply the same standards of
management system. management and resourcing to benefits management as
it would to any other element of the project or programme
methodology (such as scheduling, risk management,
quality assurance, etc.).
Establish or leverage a governing This ensures that the tasks and activities in relation to
body eg, A steering committee with benefits management are progressed and that any major
a clear mandate for monitoring roadblocks or issues are identified and resolved.
benefit realisation that is integrated
with portfolio governance.
Establish a change control All changes should be fully assessed through the change
procedure which includes an control process to determine the impact on the expected
assessment of impact on benefits. benefits or benefit assumptions, prior to being approved
by the relevant Authority to ensure that benefits are not
compromised.
Assign a single point of Once the Business Case is approved, having Benefit
accountability for realisation of Owners appointed helps ensure benefits are realised and
each anticipated benefit. optimised.
Baseline measures should be The baseline provides an independent and credible
taken for all tangible benefits at the position with assumptions to both set targets and
earliest opportunity. demonstrate that benefits have been delivered as
proposed.
Develop Benefit Profiles for each This will ensure that the agency undertakes an
individual benefit identified using assessment of the benefits and is clear on how the
benefit profile template. benefit will be measured, monitored and realised.
Develop a consolidated Benefits This will ensure that all the tasks and actions are
Realisation Plan outlining how and considered and recorded.
when benefits will be realised.
Establish a Benefit Register and The progressive achievement of benefits should be
update it on a regular basis. tracked throughout the initiative and beyond completion.
(Note: in many cases benefits are realised after the
initiative is complete)
Participate in the Benefits The sharing of lessons learned and experiences will
Management Community of enable the capability across government to continually
Interest. develop and improve.

Annex D Links
APMG
http://www.apmg-international.com/
Axelos global best practice

https://www.axelos.com/
Benefits Profile
http://www.treasury.govt.nz/statesector/investmentmanagement/plan/benefits
Benefits Realisation Plan

Benefits Realisation Workbook

Cabinet Office Circulars

http://www.dpmc.govt.nz/cabinet/circulars/ Cabinet Office Circular CO(15)5
Example benefit measures Australian Benefits Institute

http://benefits-institute.com.au/wp-content/uploads/2012/11/2-BenefitsMeasurements.pdf
PMI Pulse publications

http://www.pmi.org/learning/pulse.aspx
http://www.pmi.org/~/media/PDF/learning/identify-benefits-strategic-impact-2016.ashx
Portfolio Programme and Project Management Maturity Model (P3M3)

https://www.axelos.com/best-practice-solutions/p3m3
Public Finance Act

http://www.treasury.govt.nz/publications/guidance/publicfinance/pfaguide/01.htm
State Sector Amendment Act

http://www.legislation.govt.nz/act/public/2013/0049/latest/DLM4598805.html
Treasury Better Business Case

http://www.treasury.govt.nz/statesector/investmentmanagement/plan/bbc
Treasury Data Collection Process

http://www.treasury.govt.nz/statesector/investmentmanagement/think/datacollection
Treasury Government Project Portfolio

http://www.treasury.govt.nz/statesector/investmentmanagement/think/governmentprojectportf
olio
Treasury Guide to Cost Benefit Analysis

http://www.treasury.govt.nz/publications/guidance/planning/costbenefitanalysis
Treasury Crown Entities

http://www.treasury.govt.nz/statesector/crownentities

Treasury Financial responsibility of Chief Executives
http://www.treasury.govt.nz/publications/guidance/instructions/2012/trsy-instruc-12.pdf
Treasury Fiscal Strategy

http://www.treasury.govt.nz/government/fiscalstrategy
Treasury Investment Logic Mapping

http://www.treasury.govt.nz/statesector/investmentmanagement/plan/bbc/methods/investmen
tlogicmapping
Treasury Living Standards Framework

http://www.treasury.govt.nz/abouttreasury/higherlivingstandards
Treasury Investment Confidence Rating

http://www.treasury.govt.nz/statesector/investmentmanagement/statesector/investmentmana
gement/review/icr
Treasury - Working towards higher living standards

http://www.treasury.govt.nz/publications/research-policy/tp/higherlivingstandards

Annex E Typical benefits management roles
Depending on an agencies resource management, the typical benefits management roles
are:
Role Responsibility
SRO / Project Executive Accountable for ensuring projects and programmes realise planned
/ Sponsor The person benefits
with overall responsibility
for ensuring a project or
programme outcomes
delivers the planned
benefits
Benefits Owner The Agrees the benefit profile

person responsible for Agrees the benefits realisation plan
the realisation of a Monitors the delivery of the benefits and business changes
particular benefit Collects and reports data to evidence benefits realisation
Business Change
Defines the benefits of the programme
Manager The person
responsible for benefits Embeds the capability into the business operations
management from Ensures business ownership, understanding, commitment and
identification to realisation adoption
Programme / Project Responsible for developing the benefits realisation plan in

Manager The person consultation with the benefits stakeholders
responsible for the setup, Responsible for maintaining the benefits realisation plan during the
delivery and management programme / project life
of a programme or project Ensures benefits realisation is adequately planned for following hand
over to the benefits owner at project completion
Scrum Master / Team / Develops the benefits realisation plan in consultation with the
benefits stakeholders
Product Owner Drives the progress of the benefits realisation during the initiative life
Ensures benefits realisation is adequately planned for following hand
over to the benefits owner at project completion
Benefits Manager / Supports other benefits roles with benefits subject matter expertise
Subject Matter Expert Mentors staff in best practice of benefits management
Provides benefits support Reviews and facilitates agreement of benefits profiles and benefits
services and expertise realisation plans
Conducts and documents benefits map workshops
Ensures alignment of benefits to the business case
Investment Governing Accountable for decision making of organisations investments

Body Sets the benefits Ensures effective and appropriate systems are in place for delivery
for the agency and realisation of benefits
Authorises the business case and benefits realisation plan and any
subsequent changes

Annex F P3M3 benefits management maturity
This table provides a high level summary and should not be used without the necessary detail contained in the P3M3 assessment tools.
Level 1 Awareness Level 2 Repeatable Level 3 Defined Level 4 Managed Level 5 Optimized
Portfolio There is a recognition that The development of the There is a centrally managed The benefits realization and Benefits realization is
management initiatives may exist within the investment cycle is increasing framework used for defining management process is well maximized to provide the
organizational and divisional the awareness and importance and tracking the delivery of established, measurable and is greatest return (in terms of
portfolio to enable the of identifying benefits and portfolio-level benefits across integrated into how the strategic contribution and
achievement of benefits for the subsequently tracking their the business operations. organization manages itself. efficiency) from the investment
organization. achievement. made.
Programme Where benefits management Benefits management is Programmes consistently The programmes benefits The programmes benefits
management approaches exist, they have recognized as a key deploy benefits management to management approach is management is embedded
been developed in isolation by component for programme define and track their integrated with the within the organizational
individual programmes. success, with localized realization from the delivery of organizations performance change and performance
approaches in place. operational capability to align management and uses the management approach,
with a centrally defined measurement and analysis of focusing on outcomes to
approach. performance to verify and achieve the strategic aims and
refine the programmes objectives of the organization,
effectiveness across the with continual improvement
organization. across the organization.
Project Where benefits management Benefits management is Projects consistently establish The projects benefits The projects benefits
management approaches exist, they have recognized as a key benefits management to define management approach is management is embedded
been developed in isolation by component for project success, and track their realization from integrated with the within the organizational
individual projects. with localized approaches in the delivery of operational organizations performance change and performance
place for groups of projects. capability to a centrally defined management and uses management approach,
approach. measurement and analysis of focusing on outcomes to
performance to verify and achieve the strategic aims and
refine project effectiveness objectives of the organization,
across the organization. with continual improvement
across the organization.
Copyright AXELOS Limited 2015. Reproduced under licence from AXELOS Limited. All rights reserved.

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Managing Benefits from Projects and

Programmes: Guide for Practitioners

To view a copy of this licence, visit http://creativecommons.org/licenses/by/3.0/nz/. Please note that no

ISBN 978-0-947519-00-1 (Online)

The Persistent URL for this document is http://purl.oclc.org/nzt/g-mbpp

Managing Benefits from Projects and Programmes: Guide for Practitioners | i

ii | Managing Benefits from Projects and Programmes: Guide for Practitioners

increase the efficiency and effectiveness of the investment management system

enable investments to achieve their intended investment objectives

manage within its fiscal strategy and priorities 1.

It is especially important due to the poor track record of change initiatives

At the time of writing, the New Zealand Government Departments benefits

Managing Benefits from Projects and Programmes: Guide for Practitioners | 1

2.1 National economy perspective

2.2 Cabinet office circular CO (15)5 expectations

Defines investments as the commitment of capital or balance sheet resources to

Has a strong focus on benefits management throughout the investment

Requires that for any Cabinet-approved investment, unless otherwise agreed by

2 | Managing Benefits from Projects and Programmes: Guide for Practitioners

- post copies of any benefits realisation reports generated on the Public

Requires an additional or revised authority be sought where there is a proposed

Requires the Treasury to develop an annual report on the performance of all

2.3 Other expectations

Benefits management is recognised good practice in portfolio, programme and

Benefits capability and performance are assessed in the Investor Confidence

Managing Benefits from Projects and Programmes: Guide for Practitioners | 3

2.5 ICT assurance framework

7 The Act defines stewardship as active planning and management of medium-and-long-term

4 | Managing Benefits from Projects and Programmes: Guide for Practitioners

8 https://www.axelos.com Overview of suite of products including Projects In a Controlled

Managing Benefits from Projects and Programmes: Guide for Practitioners | 5

3.1 Symbols used in this Guidance

Indicates a document such as a benefit profile is created.

Used where alignment to BBC is discussed.

3.2 Questions and feedback

For Government agencies, any agency-specific questions should be addressed to your

6 | Managing Benefits from Projects and Programmes: Guide for Practitioners

Managing Benefits from Projects and Programmes: Guide for Practitioners | 7

Benefits have the following four attributes:

there is a beneficiary (eg, society, a group or an individual)

The process of managing benefits is defined as the practice of identification, analysis,

To be effective benefits management should be integrated into strategic planning,

Benefits management can be applied to any initiative.

Effective benefits management helps organisations to:

Demonstrate investment success

Ensure benefits are realistic, achievable, and ultimately realised, and

Embed lessons learned in order to continually improve.

Managing benefits extends beyond the lifecycle of a project or programme. It requires

8 | Managing Benefits from Projects and Programmes: Guide for Practitioners

Measurable monetary and non-monetary.

Meaningful, in that there is a direct relationship between the achievement of the

Aligned to strategic outcomes and targets.

Agencies embarking on benefits management could consider using the suggested

4.1 Benefits management framework

Identification identifies, defines measures and identifies owners of benefits.

Analysis quantifies the scale of benefits, compares options, assesses attribution,

13 Available from the Treasury website at

Managing Benefits from Projects and Programmes: Guide for Practitioners | 9

- lessons learned (ensuring any lessons are actively incorporated in benefits

4.2 Benefits management strategy