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Business Use Case CU

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BUSINESS USE CASE CU

Parties

This Business Use Case Agreement (the Agreement) is entered into as of (Effective Date) between , a business organized as , with principal place of business at (Provider), and , located at (Client).

Recitals

WHEREAS, Provider possesses experience and capabilities in developing, documenting, and implementing business use cases, workflows and related technical and operational requirements applicable to Client's business operations; and

WHEREAS, Client desires to retain Provider to prepare and deliver a Business Use Case and supporting materials described herein for the purposes of evaluating, piloting, or implementing the use case within Client's operations; and

WHEREAS, Provider agrees to perform such services under the terms and conditions set forth in this Agreement.

Scope of Work

Provider will deliver the deliverables described above, including a written use case document, process flow diagrams, a high-level data model, a risk and controls assessment, and an implementation considerations memorandum (Deliverables). Timeframes, milestones and acceptance criteria for each Deliverable shall be set forth in writing and agreed by both Parties prior to commencement of work.

Payment Terms

Client shall pay Provider for the Services in accordance with the following terms.

Any amount not paid when due shall accrue interest at the lesser of one percent (1%) per month or the maximum rate permitted by applicable law, calculated daily and compounded monthly. Client shall also be responsible for Provider's reasonable collection costs and attorneys' fees incurred in collecting overdue amounts.

Term and Termination

This Agreement commences on the Effective Date and shall continue in effect until , unless earlier terminated under this Section.

Either Party may terminate this Agreement for convenience upon providing written notice to the other Party as set forth above. Either Party may also terminate immediately for material breach by the other Party if such breach is not cured within thirty (30) days after receipt of written notice specifying the breach. Termination shall not relieve Client of the obligation to pay for Services performed and accepted prior to termination.

Confidentiality

Each Party shall treat as confidential and shall not disclose to any third party nor use for any purpose other than performance under this Agreement any non-public information disclosed by the other Party that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information ("Confidential Information"). Confidential Information does not include information that: (a) is or becomes generally available to the public through no act or omission of the receiving Party; (b) was in the receiving Party's lawful possession prior to the disclosure and had not been obtained directly or indirectly from the disclosing Party; (c) is lawfully disclosed to the receiving Party by a third party without restriction on disclosure; or (d) is independently developed by the receiving Party without use of or reference to the disclosing Party's Confidential Information.

The receiving Party shall protect Confidential Information of the disclosing Party with at least the same degree of care it uses to protect its own confidential information, but in no event less than reasonable care. The Parties agree that monetary damages may be insufficient to remedy a breach of this Section and that the disclosing Party shall be entitled to seek injunctive relief in addition to any other remedies available at law or in equity.

Warranties and Liability

Provider warrants that the Services will be performed in a professional and workmanlike manner in accordance with generally accepted industry standards. EXCEPT FOR THE EXPRESS WARRANTY SET FORTH IN THIS PARAGRAPH, PROVIDER MAKES NO WARRANTIES, EXPRESS OR IMPLIED, INCLUDING ANY WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT SHALL EITHER PARTY BE LIABLE FOR CONSEQUENTIAL, INCIDENTAL, EXEMPLARY, OR PUNITIVE DAMAGES, AND THE AGGREGATE LIABILITY OF PROVIDER SHALL NOT EXCEED THE AMOUNTS PAID BY CLIENT TO PROVIDER UNDER THIS AGREEMENT IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of , without regard to its conflict of laws principles.

Entire Agreement; Amendments

This Agreement, together with any exhibits or statements of work executed by the Parties, constitutes the entire agreement between the Parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, and communications, whether oral or written. Any amendment or modification of this Agreement must be in writing and signed by authorized representatives of both Parties.

Miscellaneous

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect. Neither Party may assign this Agreement without the other Party's prior written consent, except that Provider may assign to an affiliate or in connection with a merger or sale of substantially all of its assets. Notices shall be in writing and delivered to the addresses set forth above or such other addresses as a Party designates in writing.

Client Name:

By:

Date:

Provider Name:

By:

Date:

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What the Business Use Case CU Is and why it matters

The Business Use Case CU is a structured document that captures a proposed initiative's objectives, scope, stakeholders, process steps, expected benefits, and measurable success criteria. It standardizes how teams present requirements, assumptions, constraints, and acceptance criteria so reviewers can evaluate feasibility, cost, and risk. Typical Use Case CUs serve as the basis for budgeting, prioritization, and formal approval before development or procurement. A well-composed CU reduces ambiguity, speeds decision cycles, and preserves a clear record of decisions and accountability for future audits or post-implementation reviews.

Why prepare a Business Use Case CU

A concise Business Use Case CU aligns stakeholders on scope, costs, and success metrics, enabling consistent approvals and measurable project tracking while reducing rework and approval delays.

Why prepare a Business Use Case CU

Who prepares and reviews a Business Use Case CU

This document is most useful to cross-functional teams that plan, approve, or fund business changes.

  • Project managers and program leads who draft scope, timelines, and resource needs.
  • Business analysts who define requirements, acceptance criteria, and process changes.
  • Finance, legal, or executive approvers who evaluate cost, compliance, and organizational impact.

Use the CU as a reviewable artifact during gate reviews, budget cycles, or contract negotiations.

Core sections every Business Use Case CU should include

A professional CU is organized into discrete sections so reviewers can quickly locate objectives, scope, costs, and success measures.

Executive Summary

A 1–2 paragraph overview stating purpose, expected business value, estimated cost range, and a single-line recommendation for decision makers.

Objectives

Clear, measurable objectives tied to business KPIs. Each objective should include a measurement method and target value for validation.

Scope

Explicit in-scope and out-of-scope items, functional boundaries, affected systems, and a short list of excluded activities to prevent scope creep.

Stakeholders

Primary sponsors, process owners, delivery leads, and approvers listed with roles and decision authority for the initiative.

Success Metrics

Quantitative and qualitative acceptance criteria, baseline measurements, and the reporting cadence used to validate outcomes.

Assumptions & Risks

Key assumptions, risk descriptions, mitigation plans, and estimated impact with residual risk owners identified.

Step-by-step: preparing and submitting the Business Use Case CU

Follow these sequential steps to prepare a complete CU, circulate for feedback, obtain approvals, and archive the final record.

  • 01
    Draft the CU: Populate template sections with clear objectives and estimated costs.
  • 02
    Internal review: Share with stakeholders, collect comments, and resolve open questions.
  • 03
    Approval routing: Route to finance, legal, and the sponsor for formal sign-off.
  • 04
    Archive final version: Store signed CU with version history and retention metadata.

Configuring an online workflow for the Business Use Case CU

Common workflow settings streamline review, approval order, and reminders when completing the CU electronically.

Field Configuration
Signer Order Sequential or parallel routing
Authentication Email or SMS code
Conditional Fields Show fields based on previous answers
Notifications Email reminders and escalation

How to send, sign, and submit the completed CU

A typical digital submission moves the document from draft to signers to archival and provides an auditable completion record.

  • Prepare Document: Upload the CU and place fillable fields.
  • Add Signers: Enter signer emails and set authentication.
  • Send for Signature: Distribute via email link or embedded signing.
  • Finalize & Store: Capture audit trail and save the signed file.

Digital signing and delivery considerations

Ensure the platform supports required authentication, audit trails, and the file formats used by your organization.

  • Integrations: Salesforce, NetSuite, Microsoft 365 compatibility
  • File formats: Accepts PDF, DOCX, and HTML
  • Authentication: Email, SMS code, or advanced options

Choose settings that preserve an auditable trail (timestamps, IPs, signer attribution) and comply with applicable internal policies.

Essential information fields and security flags

Confidentiality Level: Internal
PII Present: Yes/No
HIPAA Data: Yes/No
Retention Category: Financial/Operational
Approval Status: Draft/Approved
Version ID: v1.0, v2.0

Common mistakes when preparing the Business Use Case CU

  • Leaving acceptance criteria vague or qualitative makes success validation and sign-off difficult and delays project start.
  • Omitting the authorized approver or contact person leads to routing errors and prolonged review cycles.
  • Using inconsistent budget formats or not stating whether figures are estimates can block finance approval.
  • Failing to record assumptions and dependencies increases change requests and scope disputes later in the project.

Risks and consequences of incomplete or inaccurate CUs

Decision Delay: Missed approvals
Budget Overrun: Unidentified costs
Contract Risk: Ambiguous obligations
Regulatory Exposure: Noncompliance risk
Audit Findings: Insufficient records
Reputational Harm: Stakeholder distrust

Typical timelines and deadlines for Business Use Case CU processing

Timelines vary by organization size and governance cadence; the following are common checkpoints and recommended windows for each stage.

Draft Completion:

1–2 weeks depending on complexity

Internal Review:

3–7 business days for stakeholder feedback

Formal Approval:

1–2 weeks including finance/legal review

Execution Planning:

2–4 weeks to schedule resources

Archival:

Store signed CU immediately after approval

Comparing eSignature vendor pricing and core capabilities

Basic pricing and common capability differences across vendors. Place vendor selection in the context of required features such as HIPAA, bulk send, and envelope limits.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Free trial Free trial Free plan available Free plan available
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No envelope cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Frequently asked questions about the Business Use Case CU

Answers to common questions about eSigning, notarization, retention, and correcting submitted CUs.


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