Assessment 1: Scenario-based Business Case Report

Assessment Overview

This assessment is a high-level Business Case Report analysing the key risks, opportunities, regulatory exposure or other stimulus for change, in the context of a chosen organisation. 

The scenario for this assessment is Arama Photography Limited to help them digitise their photography business. To guide you through the business report you’ll complete four tasks .

The four tasks are: 

1. Develop an IT Strategy and Roadmap
2. Create a Communications Plan
3. Complete a Risk Register
4. Complete a Data Management Plan

Learning Outcomes

This assessment contributes to: 

• LO 1: Analyse technology maturity models that execute technology strategies to enable beneficial outcomes and efficiencies for an organisation.

• LO 2: Evaluate enterprise information management practices used to assess information risk frameworks.

• LO 3: Analyse data governance and privacy frameworks used to construct a data management strategy and align this to business and technology strategies and current laws and regulations.

Conditions

• You must use APA 6 or greater for referencing of borrowed work including tables and diagrams.
• You can access all course materials and any other resources you wish to use as you work on this assessment.

Scenario

You have been contracted as an Information and Communications Technology Manager to join a small technology team that will be involved in developing a computerised booking and ordering system for Arama Photography Limited (APL). Your job will be to analyse the collected data, define the IT strategy and road map, determine risks, develop a robust business case, and prepare a Report.

APL has invited the technology team to a meeting to discuss their requirements. Arama Davies, the founder of APL, and outstanding photographer, started the company in 2015 and has slowly achieved the reputation of being Auckland’s leading portrait photographer. Her profile is such that appointments for her photography sessions must be made at least two months in advance. Arama now employs three office staff, an accountant, and three assistants. The increase in business has forced Arama and her staff to consider implementing an online cloud-based system to manage the photography session bookings, the ordering of photographs by customers, and the dissemination of digital proofs to the customers. The company would like to develop an online platform for APL where bookings for photo sessions and orders for photo prints can be entered. Both bookings and orders will have to be paid at the time of their entry online in order to be accepted. Delivery of the ordered prints is promised within two weeks of ordering. The method of collection of the ordered photographs, whether picked up from the studio, or couriered, will be chosen by the people who place the orders on the online platform.

Instructions

Prepare a single Business Case Report that includes the outputs of each of the following tasks:

Task 1: IT Strategy and Roadmap

LO1: Analyse technology maturity models that execute technology strategies to enable beneficial outcomes and efficiencies for an organisation.

Analyse the current needs at APL to determine where you need to improve the tools and processes to move APL into the digital space. Take some time to research your market, competition and software options.

Once you are done, develop a short IT Digitisation Strategy for Arama and the team by using the Info Tech Strategic Plan Template.Download Info Tech Strategic Plan Templ Include a roadmap at the end of your strategy that indicates how the digitisation project will be achieved over a 24–26-month period.

Task 2: Communications Plan

LO1: Analyse technology maturity models that execute technology strategies to enable beneficial outcomes and efficiencies for an organisation .

Assume that the processes at APL are currently chaotic and ad-hoc. Little is documented, and if an employee was to leave, that information would leave with them. Maturity is low in every regard. Develop a Communications Plan that captures how you will apply and implement ITSM/ITIL over the coming 18 months. Focus on the components that are relevant to your project, making sure you analyse information security management and change management using appropriate models. Use the example below as a guide. Your version does not need to be as detailed or lengthy.

it-Delivering-ITSM-Communication-Plan-ITSM-FinancialServices01-1.pptx

Task 3: Risk Register

LO2: Evaluate enterprise information management practices used to assess information risk frameworks.

Complete the following risk register templaten external sitfor the project, evaluating information management practices and taking into account at least five potential risks that may occur. 

Task 4: Data Management Plan

LO3 : Analyse data governance and privacy frameworks used to construct a data management strategy and align this to business and technology strategies and current laws and regulations.

Thinking about the data that would be captured by APL going digital, analyse data governance and privacy frameworks in order to construct a data management strategy for APL.

Complete a data management plan using the following template Links to an external site.to show how you will manage data to ensure it is being handled safely and security and meets any legislative requirements when it comes to customers accessing their data.

Summary of Assessment Requirements

This assessment requires the preparation of a Business Case Report for Arama Photography Limited (APL), focusing on helping the company transition from a manual photography business to a digitally enabled platform. The student is tasked to complete four key components that form a comprehensive strategy to support APL’s digital transformation:

1. IT Strategy and Roadmap
   Develop a strategic plan analyzing APL’s current technology maturity and recommend a digitisation strategy supported by a detailed 24–26-month roadmap.

2. Communications Plan
   Design a plan that applies ITSM/ITIL principles, focusing on improving chaotic processes, change management, and information security over an 18-month period.

3. Risk Register
   Evaluate and document at least five potential risks, focusing on information management practices and the impact on the organisation’s digital transformation.

4. Data Management Plan
   Analyze data governance and privacy frameworks and develop a plan showing how data will be safely and securely handled while complying with current laws and regulations.

Approach by Academic Mentor: Step-by-Step Process

Clarifying the Assessment Brief

The Academic Mentor began by carefully unpacking the brief, ensuring the student fully understood the scope, purpose, and expected outcomes. The mentor emphasized the business context of APL’s need to move into the digital space and highlighted that this report is more strategic than technical.

Task 1 – IT Strategy and Roadmap Development

• The mentor guided the student to first research APL’s current business challenges: chaotic manual booking systems, paper-based orders, and no online presence.

• Next, the student analyzed the market and competitors, focusing on digital photography business trends.

• Using the Info Tech Strategic Plan Template , the mentor helped the student build a concise strategy that addressed:

  • The need for a cloud-based booking system.

  • Integration of customer payments.

  • Digital proofs delivery and management.

• The mentor assisted in mapping out a 24–26 month roadmap breaking down the stages: research, platform development, testing, training, and launch.

Task 2 – Communications Plan

• The Academic Mentor explained the importance of ITSM (Information Technology Service Management) and ITIL (IT Infrastructure Library) principles in stabilizing chaotic processes.

• The student was guided to focus on:

  • Establishing clear communication channels within APL.

  • Applying change management practices to support staff during the transition.

  • Defining roles, responsibilities, and escalation paths.

  • Implementing information security policies to protect customer data.

• The student created a simple, effective communication plan template to reflect realistic steps for 18 months, focusing on gradual improvement and staff buy-in.

Task 3 – Risk Register Completion

• The mentor explained the purpose of a risk register: identifying and managing key risks.

• The student was asked to brainstorm risks, including:

  • Data breaches.

  • System downtime during implementation.

  • Staff resistance to new technology.

  • Insufficient user training.

  • Regulatory compliance failures.

• For each risk, the mentor helped the student define the likelihood, impact, and mitigation strategies to demonstrate thoughtful risk assessment.

Task 4 – Data Management Plan Development

• The Academic Mentor directed the student to study data governance and privacy frameworks (such as GDPR and Australian Privacy Principles).

• The student analyzed the types of data APL would collect (customer contact details, photo orders, payment info) and considered how to:

  • Store data securely.

  • Manage data access permissions.

  • Allow customers to access and correct their data.

  • Comply with relevant privacy legislation.

• The mentor helped structure the plan into key sections:

  • Data collection and storage.

  • Data usage and access.

  • Data retention and deletion policy.

  • Compliance and accountability.

Final Outcome Achieved

The student successfully prepared a comprehensive Business Case Report including:

• A clear, actionable IT Strategy and Roadmap.

• A practical Communications Plan promoting stability and transparency.

• A well-organized Risk Register with realistic mitigation strategies.

• A robust Data Management Plan aligned to legal frameworks and best practices.

The final report reflected thoughtful research, critical thinking, and application of theoretical frameworks in a real-world scenario.

Learning Objectives Covered

• LO1 : The student analysed technology maturity models to design an IT Strategy and Roadmap, identifying practical steps for digital transformation and efficiency gains for APL.

• LO2: The student evaluated enterprise information management practices through the completion of a structured Risk Register that identified key information security and operational risks.

• LO3 : The student analysed data governance and privacy frameworks by constructing a compliant Data Management Plan aligned with Australian regulations and business strategies.

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