Executive Briefing Series

Case Study Writing

Best Practice Data
Compilation

1 Introduction June 2010

2 Preparing to write a case study
3 When to collect data
4 What data to collect
About tenderscout

TenderScout is an innovative procurement information service for Small and Medium Enterprises
(SMEs) who have typically found tendering too expensive to pursue with limited opportunities for
success.

TenderScout provides smaller companies with the background research and opportunity analysis
that underpins a proposal. Using our extensive network of business researchers, technology analysts
and domain experts, enables our customers to ‘punch above their weight’. By developing a quality
response, companies will put themselves in a position to compete for new business and present
themselves as a credible partner to the public sector.

For more information, email info@tenderscout.com or visit www.tenderscout.com

Briefing Series: Best Practice - Case Study Data Compilation

Introduction

A case study should be clear, understandable and generate a positive impression of your business. It
should simply state the business challenge and the specific, quantifiable results. The success of a
business case is demonstrated by the number of readers who feel positively disposed towards or who
are motivated to engage with your business.

Preparing to Write A Case Study

Creating Compelling Content

The content of your case study should be interesting and set in motion a series of actions that ultimately
lead to a new customer. Prospective customers will typically want to see several case studies so it is
essential that they are consistent in terms of language, content and style. Consider hiring a writer to
turn dull content into exciting content.

Structuring a Case Study

The published case study has three sections: challenge, solution / approach and result. The printed
and web version should both have the same content. When responding to Requests for Information or
tenders however it is necessary to tailor your case studies so that you are demonstrating the
behaviours, capabilities and results that are being actively sought out. To do this it is absolutely
essential to compile comprehensive repositories of

When to Collect Data

The time to begin collecting case study data is immediately after the completion of the customer
engagement. This is when the team is still together, knowledge is easily available and the experiences
are fresh in the minds of the participants. Business challenges and technical solutions are easily
captured at this stage as are project metrics such as cost and resource.

With a little distance from the engagement more data should be collected such as customer testimonials
and references, return on investments and success measures.

Briefing Series: Best Practice - Case Study Data Compilation

What data should be collected

Overview
Summarise the case study, suitable for a sidebar on a website or publication.

Data Item Description

Country or Region Customer location
Industry Customer industry (and sub-industry)
Contact Details Address, Phone, Email, Website
Customer Profile A 20-30 word customer profile
Business Situation A 20-30 word description of the customer need
Solution A 20-30 word description of your solution
Benefits Three bullet points of 7-10 words each itemising the key
Company Logo benefits.
High Resolution Company Logo

Testimonial
Collect a customer reference, indicating their view of the success of the project and whether this may be
used as a reference study. However ensure that the testimonial is authentic and believable, by using for
example pictures of the customer or the solutions in us. Note it is always a good idea to get a backup
testimonial also as people do leave companies!!

Data Item Description

Customer Name & Title Customer Name & Full Title
Quote A 15-20 word quote
Contact Details Email, Address, Phone
Image A jpg of the customer

Business Need
The business need should be well articulated and generic enough that other customers will empathise
with it. Identify the specific challenges that contribute to the business need

Briefing Series: Best Practice - Case Study Data Compilation

 Data Item Description
Environment Identify any environmental factors that contribute to the business
need (e.g. government legislation, market trends, etc)
Technical Identify any technical issues that contribute to the business need
(e.g. outdated technology, new technology innovations, etc)
Business Identify the business factors that contribute to the business need
(e.g. new working methods, uncompetitive practices, competitive
pressures, etc)

Solution
The solution should be described from a variety of perspectives and illustrated with examples of
the challenges that arose and how they were dealt with. If partners were involved in delivering the
solution, indicate their role and their contribution.

Data Item Description

Business The business solution should identify any business processes that
Solution were impacted. For each process illustrate the ‘before’ and ‘after’
situation with specific reference as to the change. Identify any
difficulties encountered and how they were overcome.
Technical The technical solution should encompass the rationale behind the
Solution technical decisions made and the ultimate technology selections.

Specifically references (including version numbers of products)

should be made to:

 The development environment (list all elements)

 Custom applications developed
 Technical highlights (e.g. innovations)
 Technical challenges, solutions and outcomes
 Types of testing
 Partners and partner technologies
Provide this information in bullet form in so far as possible.

Finally highlight the impact of the technical decisions on the overall

solution
User Solution Identify the role of users and other stakeholders in the project.
Specifically identify how they were included in the process e.g.
surveys, testing, feedback, brainstorming sessions, etc.
Demonstrate that your approach to the solution was inclusive of all
needs and that the final solution was validated by the user
population.

Illustrate with examples of how challenges were overcome, how

market / environment information was sought.

Briefing Series: Best Practice Preparation for Case Study Writing 5

Project Details
Describe the project time line from inception to future plans. Include the major milestones, the
project team, key issues and resolutions.

Data Item Description

Project Timeline Outline the duration of the project and the major phases /
milestones
Project Size Illustrate the size of the project with reference to the number of
resources, partners, project duration, man-days, etc
Resourcing / Identify the key skills utilised by this project team. Identify the key
Skills project roles and responsibilities. Note any specialist skills
employed.
Methodology Describe in detail the methodology employed and why it was
chosen for this project. Indicate specific features of the
methodology that helped address project challenges.
Quality / Risk Indicate how Quality and Risk management plans were
Management implemented. Illustrate with examples of checkpoints, issue
tracking and resolutions.
Budget Identify the budget parameters for the project as how this was
Management tracked to the final cost. Break down the cost by the different
phases.

Outcomes
The outcomes should be expansive and illustrative of the success of your approach.

Data Item Description

Financial Identify any cost savings or revenue enhancements as a result of
Outcomes this project. Illustrate with examples, figures, trend graphs, return
on investment analysis, impact analysis, etc.
Non-Financial Identify the non-financial project outcomes such as customer
Outcomes satisfaction, workflow improvements, improved quality, etc.
Illustrate with before and after scenarios where possible.
Benefits Identify the key benefits of the project. Provide as a list of 5-6
bullet points.
Future Plans Outline the future plans for this project, for example whether there
is an ongoing relationship. Identify any future expectations for your
customer as a result of this project.

Briefing Series: Best Practice - Case Study Data Compilation