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A Step-by-Step Guide: The Next Generation Business Case for Emerging Human Resource Technology

Bennett Sung
on January 23, 2024

The integration of AI Human Resource Technology is no longer an option—it’s a necessity for organizational success. At the core of this transformative journey lies the construction of a robust business case. This guide is tailored to support HR / IT professionals in creating a business case that’s both comprehensive and accessible.

Importance of Emerging Human Resource Technology Business Case

Creating a business case serves multiple crucial purposes that should not be underestimated. It acts as a navigational tool, making sure unanimity among stakeholders on the identified problem and its proposed solution. The business case also plays a pivotal role in project management. Defining project team members and the business owner, establishing accountability, and laying the groundwork for success.

Furthermore, the business case formalizes budget approval, providing a documented basis for fund allocation. It involves a thorough analysis of problems, potential solutions, and associated risks, essential for informed decision-making throughout the project lifecycle. Lastly, the business case functions as a guiding light, ensuring sustained alignment with the project’s original intent from initiation to completion.

Business Case Framework: Build, Document, and Communicate

A business case acts as a gap analysis, defining the current state, the desired outcome, and an action plan for achieving organizational goals. Capturing all research and analysis within a comprehensive business case is essential, starting with a compelling problem statement.

Employing storytelling tactics, articulate why addressing this specific problem or need with the proposed software or technology is crucial for organizational success. Clearly outline the activities slated for optimization through the solution, emphasizing those directly impacting key performance indicators and overall outcomes. Tailor your narrative to resonate with your audience or stakeholders, avoiding excessive technical jargon while ensuring relevance.

Furthermore, acknowledge the pivotal role of people and processes in ensuring the success of the implementation, emphasizing the collaborative effort required for seamless integration and positive outcomes.

(1) Understanding Stakeholder Needs: Connecting with Real Challenges

Empathizing with the organization’s people is the first crucial step. Utilizing qualitative and quantitative data, uncover stakeholder pain points to form a powerful narrative that connects the business case to real challenges.

(2) Capability With Current HR System/Tech Stack: Bridging Gaps for Efficiency

Thoroughly scrutinize the existing HR system/tech stack to identify cracks hindering seamless operations. Pinpoint limitations and showcase how an AI HR system can bridge these gaps, providing a clear roadmap for improvement. Also, verify — and be ready to communicate as part of the ultimate business case — how the technology will operate within existing infrastructure.

(3) Using Business Needs to Build the Case: Strategic Alignment Matters

Leverage insights to construct a robust business case aligned with organizational goals. Articulate how AI HR technology addresses pain points and aligns with the overall business strategy, using data and feedback as compelling justifications.

(4) Identifying and Calculating Benefits: Turning Insights into Numbers

Quantify AI HR benefits, emphasizing reduced data rekeying, enhanced reporting, streamlined processes, and improved employee experience. Calculate tangible time and cost savings, presenting these benefits in a compelling manner.

(5) Focusing on ROI: Balancing Investment, Returns, and HR & Finance Alignment

Navigate questions on costs, savings, and demonstrated impact within your business case. Shed light on implementation costs, licensing fees, training investments, and integration time. Consult with your stakeholders to know which metrics matter most to them so you can evaluate and articulate the value of the proposed investment in terms of their priorities and the organization’s mission or strategy.

As discussed in our Breaking Down HR & Finance Silos Webinar, Ashley Womack, a Finance expert, underscores the importance of aligning HR and Finance metrics. Firstly, she deems employee retention a critical financial KPI, emphasizing metrics related to satisfaction, turnover rates, and the costs of hiring and training. Secondly, Ashley delves into HR Expense Ratio, emphasizing efficient cost management by optimizing expenses relative to the number of employees. Lastly, she explores the dichotomy of cost avoidance and cost-benefit improvement, illustrating through MeBeBot’s example how strategic investments can lead to tangible benefits, serving as a robust tool for substantiating innovation investments.

(6) Knowing Your Audience: Tailoring Messages for Impact

Building a business case for employee experience technology requires collaboration. Partner with IT, Finance/Accounting, Operations, and HR teams. Tailor messages for diverse stakeholders, understanding their priorities, concerns, and preferences. Engage with executives, finance, legal, IT, payroll, and HR teams individually, infusing their feedback into a personalized and compelling narrative. This tailored approach ensures that each stakeholder sees the relevance and benefits of the AI HR system from their perspective.

(7) Comparing Software Options: Navigating the AI Landscape

Enrich your business case with a thorough comparison of AI HR software options. Dive into research, evaluate vendors, read reviews, and consider long-term value. This comprehensive evaluation not only helps in making an informed decision but also provides a well-supported rationale for the chosen technology. It ensures that stakeholders are confident in the selection process.

Navigating Problems & Solutions With Next-Generation Human Resource Technology Business Cases

Addressing poorly identified business problems involves seeking external opinions, performing thorough calculations, and presenting the case informally to gauge management opinions. For challenges in estimating qualitative data, ensure consistent units of measurement tied to specific cost units. When grappling with inaccuracies in project cost estimation, collaborate with internal experts to reevaluate costs, risks, ramp-up time, training costs, and potential delays.

Additiona key considersations include fostering connections in the finance department, understanding audience expectations, and simplifying communication while ensuring factual accuracy.,

Risks of Neglecting an AI HR Technology Business Case

Failing to develop a robust business case poses significant risks. Let’s delve into the potential challenges that may arise in the absence of a well-structured business case.

Unclear Goals and Direction

Without a meticulously crafted business case, the investment lacks clearly defined and agreed-upon goals. This ambiguity complicates the process of gathering requirements and selecting an appropriate vendor. Leading to project stalling or choosing unsuitable solutions.

Limited Stakeholder Buy-In

Securing support from stakeholders across the business becomes a formidable task without a compelling business case. The absence of a robust rationale for the investment may result in opposition months after implementation. Making it challenging to justify ongoing costs. A solid business case serves as an ongoing reference point, measuring the success and impact of the new software.

These risks underscore the critical importance of a well-prepared business case in guiding your HR AI integration project. And ensuring its alignment with organizational goals. It not only facilitates decision-making but also lays the foundation for successful implementation and long-term success.

Getting Started: Download HR Technology Business Case Template

In conclusion, constructing a business case for HR AI integration is a strategic imperative. By understanding stakeholder needs, quantifying benefits, focusing on ROI, tailoring messages, and comparing software options, HR professionals can navigate the evolving workplace landscape and secure stakeholder buy-in for transformative technology solutions. A well-crafted business case is not just a formality but a strategic tool that aligns HR initiatives with financial metrics, ensuring a holistic approach to organizational success.

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Bennett Sung

Working in HR / Work / and Recruiting Tech for 17+ years. Bennett collaborates with leading solution providers including ADP/VirtualEdge, Bullhorn/Jobscience, Koru/Cappfinity, AllyO/HireVue, Humanly, and now MeBeBot).

Mindy Honcoop

Mindy Honcoop is an experienced People Leader and HR advisor for, Spiceworks Ziff Davis,, Blackbaud, and Expedia.