Business transformation method

The University has invested time in designing its own method, drawing on leading research into change management practices and internal lessons learned.  This method is comprised of strategies, processes, templates and tools.

Unless special dispensation has been given by the Business Transformation Portfolio Office (BTPO), all programmes and projects within the business transformation portfolio (BTP) should be managed using the business transformation method.

Only initiatives managed in accordance with this method, or where special dispensation has been pre-agreed, are supported by BTPO. Find out more about the services provided by BTPO.

All initiatives within the BTP are required to meet the business transformation board's (BTB) reporting requirements, irrespective of the management method adopted.

For advice on the business transformation method or for any other assistance (e.g. access to templates, training, tailoring advice), please contact the business transformation helpdesk.

Business transformation lifecycle

The business transformation lifecycle is the process that underpins the method and is used to control and support the delivery of all initiatives within the business transformation portfolio (BTP) and validate their continued business justification at key points via a series of stage gates.  The business transformation lifecycle consists of five consecutive stages, tailored depending on whether a programme or project approach is being taken.

A high-level overview of the stages and the stage gates within the process for projects, including what needs to be submitted to the business transformation board (BTB), is provided within the business transformation lifecycle (BTL) overview section below.

For more detailed information on the activities within each stage and stage gate and for how the stages run for a programme, please download the Business transformation method guide (PDF, 1,183 KB) 

Please also refer to the Business transformation policy (PDF, 251 KB)

 BTL overview

Propose stage purpose

An initial statement of an improvement idea is pulled together as a business transformation proposal, focused in and around a business problem (issue or opportunity) which is perceived to exist.

Stage gate 1

BTB assess the idea outlined in the submitted proposal and decide if it warrants further investment in the appraise stage, subject to BTB prioritisation and availability of resource.

Gate 1 submission requirements:

Appraise stage purpose

The appraise stage has two distinct phases. In the first phase, the proposal is used to guide further work, with senior stakeholders collaborating to analyse the idea from various perspectives and to agree an initial vision for how the University will be improved, alongside estimated costs, benefits and risks within the initiative mandate and initial plan.

In the second phase the mandate is used to guide activities with key stakeholders and subject matter experts (business and technical) as they collaborate to articulate the high level solution requirements alongside expected costs, benefits and risks within the outline business case.

Stage gate 2

BTB assess the outline business case recommended option in terms of business, technical and financial feasibility and decide whether to approve further investment in the define stage, subject to BTB prioritisation and availability of resource.

Gate 2 submission requirements:

  • outline business case
  • outline plan (including full Define stage plan).

Define stage purpose

A wider group of stakeholders and subject matter experts (business and technical) collaborate to articulate the detailed solution requirements alongside confirmed costs, benefits and risks within the full business case.

Stage gate 3

BTB assess the full business case recommended option in terms of business, technical and financial fit and decide whether to approve further investment in the deliver stage, subject to BTB prioritisation and availability of resource.

Gate 3 submission requirements:

  • full business case
  • plan

Deliver stage purpose

The plan to further design, build, test and transition the initiative's new/enhanced/reduced capabilities or services is now executed.

Stage gate 4

BTB assess the delivery stage activities and decide whether the initiative can close and proceed to the benefits stage.

Gate 4 submission requirements:

  • end report, including lessons learned
  • plan for ongoing benefits realisation.

Benefits stage purpose

The plan to embed change, achieve desired outcomes and realise expected benefits is now executed. These activities will ensure legacy working practices are removed and the new operating model is fully established.