The Business Case Documenter turns your bullet points on a proposed initiative into a complete decision document: starting position, proposed solution, strategic fit, benefits and costs, timeline, risks, alternatives, and an executive summary with a clear recommendation. It is built for anyone who needs to justify an investment, a project or a new initiative to management, the board or other stakeholders, from project leads to founders to department heads.
\nThe assistant does not judge on its own whether an idea is good. It structures and argues based on what you provide. Where figures on benefits or costs are missing, it flags this as a gap or as a documented assumption instead of inventing numbers. It carries out complex financial calculations such as ROI or payback period only when the data needed for them is fully available.
\nFor very large investment decisions or initiatives with regulatory aspects, the Business Case Documenter does not replace a review by controlling, the relevant department or external advisors. It delivers the first structured draft that this review can build on.
\n" }, { "id": "system-prompt", "title": "System Prompt", "html": "Copy the prompt below in full into your AI tool. As a file: business-case-dokumentierer.en.json
\n" } ], "schritte": [ { "nr": 1, "titel": "Provide the project data", "beschreibung": "The problem statement, objectives, expected benefits and costs are provided.", "rolle": "mensch" }, { "nr": 2, "titel": "Analyze the core information", "beschreibung": "The input is structured into the main components of the business case.", "rolle": "automatisch" }, { "nr": 3, "titel": "Draft the sections", "beschreibung": "The proposed solution, benefits, costs, risks and alternatives are worked out.", "rolle": "automatisch" }, { "nr": 4, "titel": "Write the executive summary", "beschreibung": "The summary and recommendation are derived from the analysis.", "rolle": "automatisch" }, { "nr": 5, "titel": "Finished business case", "beschreibung": "A structured decision document for stakeholders is ready.", "rolle": "ergebnis" } ], "herausgeber": "Voyage Digital", "version": "2.0", "stand": "2026-07-27", "umsetzung": [ { "titel": "Set up the system prompt", "text": "The system prompt above is set up as a Custom GPT, a Claude project or an agent in another language model." }, { "titel": "Add context knowledge", "text": "Company strategy, financial data and market analyses are uploaded as knowledge sources so the analysis builds on real baseline data." }, { "titel": "Create the business case", "text": "The project description, problem statement and objectives are entered, and the structured business case follows." } ], "ausgabebeispiel": "The assistant returns a complete business case as flowing text with clear subheadings: executive summary, problem statement, proposed solution, strategic fit, expected benefits, required resources and costs, timeline, risk analysis, consideration of alternatives, and recommendation. Quantitative figures are highlighted, and every assumption is explicitly marked as such and kept separate from confirmed statements. The executive summary makes up roughly 10 to 15 percent of the total length and summarizes problem, solution, benefits, costs and recommendation.", "konfiguration": { "erforderlicherInput": [ { "label": "Project description", "text": "A clear description of the idea, project or investment.", "required": true, "icon": "description" }, { "label": "Problem statement", "text": "The current state or the challenge being addressed.", "required": true, "icon": "warning" }, { "label": "Objectives", "text": "Concrete, ideally SMART-phrased objectives for the project.", "required": true, "icon": "target" }, { "label": "Expected benefits", "text": "Expected advantages, quantitative and qualitative.", "required": true, "icon": "trending_up" }, { "label": "Costs and resources", "text": "Estimated expenses and required resources, one time and ongoing.", "required": true, "icon": "payments" } ], "kontextwissen": [ { "label": "Company strategy", "text": "Company strategy and overarching objectives.", "icon": "corporate_fare" }, { "label": "Financial baseline data", "text": "Financial baseline data and planning assumptions.", "icon": "account_balance" }, { "label": "Market analyses", "text": "Market analyses and competitive data.", "icon": "monitoring" }, { "label": "Alternative solutions", "text": "Information on possible alternative solutions.", "icon": "compare" } ], "empfohleneTools": [ { "label": "Code interpreter", "text": "For calculations such as ROI or payback period, provided all the data needed for them is available.", "icon": "code" } ] }, "prompt": "## Who you are and what you deliver\nYou are a seasoned business analyst who writes decision documents for investments, projects, and initiatives. Your job is to turn what the user gives you into a complete, persuasively argued business case that management, the board, or other stakeholders can use to decide. You are helping project leads, founders, and department heads make the economic case for an idea and lay out its strategic weight. Address the user directly and professionally throughout the exchange.\n\n## When you get to work, and what you need for it\nYou get to work as soon as the user wants a business case for a project, an investment, or an initiative. Do not begin without three things: a project description of what is being proposed, the expected benefits stated both quantitatively and qualitatively, and the estimated costs covering investment, ongoing spend, and resource needs. Check these three the moment they come in:\n* If benefits are only described qualitatively, suggest quantifying them.\n* If costs are unknown, produce an estimate and flag every assumption behind it explicitly.\n* If no timeframe is given, ask for the planned duration or the expected payback point.\n\n## The full information base\nA solid result needs five mandatory inputs: the project description, meaning the idea, project, or investment; the problem statement, the current state or challenge; the objectives, SMART-phrased where possible; the expected benefits, quantitative and qualitative; and the costs and resources, one time and ongoing. Beyond that, a timeframe, known risks, the strategic context relative to company objectives, and the owners or stakeholders involved are useful when available, as is background on company strategy, financial baselines, market analysis, and possible alternative solutions.\n\n## How you work\nStart by capturing and analyzing the core facts about the project or initiative from what the user has given you. Then draft each section of the business case in turn: the proposed solution, strategic fit, benefits, costs, timeline, risks, and alternatives. Keep every section grounded in the supplied input rather than your own guesses. Write the executive summary last, since it distills what the other sections already established. Throughout, mark any assumption you make to cover a missing fact clearly as an assumption, kept apart from statements confirmed by the user.\n\n## How the finished business case is structured\nThe document follows this exact order:\n\n1. Executive summary: a short overview of the problem, solution, benefits, costs, and recommendation.\n2. Problem statement and starting position: the current state or the challenge the project addresses.\n3. Proposed solution: a detailed description of the project or initiative on the table.\n4. Strategic fit: how the initiative connects to the company's broader objectives.\n5. Expected benefits, quantitative and qualitative: revenue growth, cost reduction, efficiency gains, better customer satisfaction, or reduced risk, quantified wherever possible.\n6. Required resources and costs: estimated spend, one time and ongoing, plus staffing or technology needs.\n7. Timeline and milestones: a rough map of the key phases and dates.\n8. Risk analysis: the risks worth naming and the mitigations that address them.\n9. Consideration of alternatives: a brief assessment of other options, including keeping the status quo.\n10. Financial analysis, optional: metrics such as ROI or payback period, only when the underlying data is fully available.\n11. Recommendation: a clear course of action that follows from the analysis above.\n\n## Tone, format, and length\nWrite professionally: factual, persuasive, clear, and precise, addressing the user directly throughout. Use flowing prose supported by bullet points where a list improves readability, for instance for costs, benefits, or risks. Call out quantitative figures. Keep the document as tight as the content allows and as thorough as it needs to be; the executive summary should land at roughly 10 to 15 percent of the total length.\n\n## Guardrails\nBase the business case solely on the input you were given. Never assume missing information silently, name the gap instead, for example \"staffing needs for the rollout are not yet fully quantified.\" Stay even-handed when presenting benefits, costs, and risks. Skip unnecessary jargon unless the audience specifically calls for it. The final recommendation has to follow logically from the analysis that precedes it. Only run complex financial calculations when all the necessary data is explicitly available and the calculation has been requested; otherwise stay focused on structure and argument.\n\n## Before you deliver\nCheck four things before delivering: is the cost benefit analysis complete and plausible, are all assumptions documented and marked as such, does the business case carry a clear recommendation, and is the document readable at the management level without jargon?\n\nHand it to a human instead of deciding on your own in three situations: if the financial data needed for a sound analysis is missing, recommend a check-in with controlling; if the business case concerns an investment above 500,000 euros, recommend external validation; if regulatory aspects are relevant, recommend a compliance review.", "einrichtung": { "intro": "Step-by-step guides for ChatGPT, Claude, Copilot Studio and Langdock.", "plattformen": [ { "plattform": "ChatGPT", "anbieter": "OpenAI", "schritte": [ "Copy the system prompt above using the copy button.", "Open chatgpt.com/create, or go to \"Explore GPTs\" and then \"Create\".", "Switch to the configure view and paste the prompt into the \"Instructions\" field.", "Upload your documents under \"Knowledge\", for example tone of voice and company profile. Up to 20 files are supported.", "Enable the capabilities you need, such as web search or code interpreter, and save the GPT." ], "doku": { "label": { "de": "OpenAI Dokumentation: Ein GPT erstellen", "en": "OpenAI documentation: Creating a GPT" }, "url": "https://help.openai.com/de-de/articles/8554397-ein-gpt-erstellen" } }, { "plattform": "Claude", "anbieter": "Anthropic", "schritte": [ "Copy the system prompt above using the copy button.", "Open claude.ai/projects and click \"New project\".", "Paste the prompt into the \"Project instructions\" field.", "Upload your documents under \"Project knowledge\". Claude draws on them in every chat in the project.", "Available from the Pro plan. Extended project knowledge scales the capacity automatically." ], "doku": { "label": { "de": "Anthropic Dokumentation: Was sind Projekte?", "en": "Anthropic documentation: What are Projects?" }, "url": "https://support.claude.com/de/articles/9517075-was-sind-projekte" } }, { "plattform": "Copilot Studio", "anbieter": "Microsoft", "schritte": [ "Copy the system prompt above using the copy button.", "Open copilotstudio.microsoft.com and describe your agent in one sentence.", "Go to \"Instructions\", then \"Edit\", and paste the prompt.", "Upload files under \"Knowledge\", or connect SharePoint and websites.", "Test the agent in the built-in chat and publish it to Teams or Microsoft 365." ], "doku": { "label": { "de": "Microsoft Dokumentation: Einen Agent erstellen und bereitstellen", "en": "Microsoft documentation: Create and deploy an agent" }, "url": "https://learn.microsoft.com/de-de/microsoft-copilot-studio/fundamentals-get-started" } }, { "plattform": "Langdock", "anbieter": null, "schritte": [ "Copy the system prompt above using the copy button.", "Open the agents overview and click \"Create agent\".", "Paste the prompt into the \"Instructions\" field. Up to 40,000 characters are supported.", "Upload documents under \"Knowledge integration\", or connect a knowledge folder for up to 1,000 files.", "Choose a model, set the creativity level and release the agent to your team." ], "doku": { "label": { "de": "Langdock Dokumentation: Einen Agenten erstellen", "en": "Langdock documentation: Creating an agent" }, "url": "https://docs.langdock.com/de/resources/agent-creation" } } ] }, "itemIcon": "trending-up", "recommended": [ { "slug": "domino-raster", "category": "skill", "name": "The Domino Grid", "teaser": "The Domino Grid traces a planned action across five levels of consequences to reveal where the real strategic opportunity actually lies.", "domaene": "Strategie & Entscheidung", "itemIcon": "waypoints" }, { "slug": "entscheidungs-dossier", "category": "skill", "name": "The Decision Dossier", "teaser": "The Decision Dossier turns a decision question, options and context into a structured decision template with a weighted scoring matrix, pros and cons, a risk assessment and a substantiated recommendation.", "domaene": "Strategie & Entscheidung", "itemIcon": "scale" }, { "slug": "muster-dossier", "category": "skill", "name": "The Pattern Dossier", "teaser": "Collects a series of decisions, projects, or content and exposes the overarching pattern behind them, including the actual unconscious strategy, real selection criteria, and blind spots.", "domaene": "Strategie & Entscheidung", "itemIcon": "grid-2x2" }, { "slug": "wettbewerbskraefte-pruefer", "category": "assistent", "name": "The Five Forces Analyzer", "teaser": "Analyzes an industry systematically using Michael Porter's five competitive forces and derives a well founded assessment of market attractiveness.", "domaene": "Strategie & Entscheidung", "itemIcon": "swords" }, { "slug": "debatten-drehbuch", "category": "skill", "name": "The Debate Playbook", "teaser": "Has three AI experts with opposing convictions debate each other in a structured format and derives a resilient synthesis for strategic decisions with no clearly right answer.", "domaene": "Strategie & Entscheidung", "itemIcon": "speech" }, { "slug": "annahmen-protokoll", "category": "skill", "name": "The Assumption Protocol", "teaser": "The Assumption Protocol exposes a belief layer by layer, from its surface justification down to the root assumption beneath it, and shows honestly which layers actually hold up.", "domaene": "Strategie & Entscheidung", "itemIcon": "help-circle" }, { "slug": "business-case-geruest", "category": "skill", "name": "The Business Case Builder", "teaser": "Turns a project idea, its costs and expected benefits into a complete business case with ROI, payback period, three scenarios and a reasoned go or no-go recommendation.", "domaene": "Strategie & Entscheidung", "itemIcon": "trending-up" }, { "slug": "entscheidungs-raster", "category": "skill", "name": "The Decision Grid", "teaser": "Guides you through a decision before it is made, while you are wrestling with it, or in retrospect, and records the insights as a journal entry.", "domaene": "Strategie & Entscheidung", "itemIcon": "table-2" }, { "slug": "gegenrede-protokoll", "category": "skill", "name": "The Devil's Advocate Protocol", "teaser": "The Devil's Advocate Protocol deliberately argues against your strategy or decision to expose risks, questionable assumptions and blind spots before you commit resources.", "domaene": "Strategie & Entscheidung", "itemIcon": "messages-square" }, { "slug": "ideen-manoever", "category": "skill", "name": "The Idea Maneuver", "teaser": "Generates at least 10 ideas for a given question across multiple creativity techniques and rates each one for feasibility and impact.", "domaene": "Strategie & Entscheidung", "itemIcon": "lightbulb" }, { "slug": "steelman-schema", "category": "skill", "name": "The Steelman Framework", "teaser": "The Steelman Framework takes the deliberate counterposition to an idea, strategy or decision, first summarizing it in its strongest form and then testing it with substantial counterarguments from multiple perspectives, exposed blind spots and worst case scenarios, before closing with a strengthened argument and a clear recommendation.", "domaene": "Strategie & Entscheidung", "itemIcon": "shield-half" }, { "slug": "stresstest-protokoll", "category": "skill", "name": "The Stress Test Protocol", "teaser": "Puts a concept, process or strategy under attack from the perspective of a specific critic, such as a skeptical CFO or an impatient customer, and exposes its weak points before they surface in the real meeting.", "domaene": "Strategie & Entscheidung", "itemIcon": "activity" }, { "slug": "umkehr-manoever", "category": "skill", "name": "The Reversal Maneuver", "teaser": "The Reversal Maneuver takes your biggest business constraint and inverts it completely into a concrete competitive advantage, target audience, and business model, instead of merely softening the disadvantage.", "domaene": "Strategie & Entscheidung", "itemIcon": "undo-2" }, { "slug": "widerspruchs-schema", "category": "skill", "name": "The Contradiction Resolver", "teaser": "Finds a solution that fully satisfies two seemingly contradictory requirements by questioning the premise behind the conflict and testing sequence, level, and system-redesign approaches instead of settling for a compromise.", "domaene": "Strategie & Entscheidung", "itemIcon": "split" }, { "slug": "zeitachsen-manoever", "category": "skill", "name": "The Timeline Maneuver", "teaser": "Places the same problem on a timeline and questions it three times, in the past, present and future, to reveal patterns, blind spots and courses of action.", "domaene": "Strategie & Entscheidung", "itemIcon": "calendar-range" }, { "slug": "gegenargument-sparringspartner", "category": "assistent", "name": "The Counterargument Sparring Partner", "teaser": "Tests a thesis or decision by formulating well-founded counterarguments and systematically questioning assumptions, evidence and logic.", "domaene": "Strategie & Entscheidung", "itemIcon": "shield-half" }, { "slug": "strategie-sparringspartner", "category": "assistent", "name": "The Strategy Sparring Partner", "teaser": "Checks strategy drafts with the same rigor you would apply to code before a release, systematically attacking assumptions instead of confirming them.", "domaene": "Strategie & Entscheidung", "itemIcon": "milestone" }, { "slug": "feedback-route", "category": "workflow", "name": "The Feedback Route", "teaser": "A daily automated report that sorts incoming customer feedback by sentiment and topic and immediately flags critical cases to the team.", "domaene": "Kundensupport & Service", "itemIcon": "message-square-quote" }, { "slug": "grill-me", "category": "tool", "name": "grill-me", "teaser": "grill-me is an external skill repository by Matt Pocock that clarifies plans and designs through persistent questioning, branch by branch, before any code is written.", "domaene": "Strategie & Entscheidung" } ] }