# Thology | The workflow business case

Use this worksheet for one proposed improvement. Separate observed evidence from assumptions. This is a planning aid, not a financial forecast or a delivery commitment.

## 1. Name the decision
- Workflow and business owner:
- Start and completion point:
- Problem to address:
- Decision this case supports (assess / first release / expansion):
- Sponsor and decision date:

## 2. Establish the current baseline
| Measure | Current value | Source / sample | Confidence and limitations |
| --- | --- | --- | --- |
| Monthly volume | | | |
| Active handling minutes per case | | | |
| Elapsed time to completion | | | |
| Cases requiring correction | | | |
| Exception or escalation volume | | | |
| Other business measure | | | |

Include ordinary cases, hard cases, and different users. Separate time spent working from time waiting between steps.

## 3. Describe the proposed change
- Steps removed or simplified:
- Tasks handled by software or AI:
- Decisions retained by people:
- Expected eligible share of cases:
- Review and exception effort after the change:
- Systems and access required:

## 4. Estimate usable capacity
Gross hours released per month = monthly eligible cases x minutes reduced per case / 60.

Subtract new review, exception handling, and operating effort that is not already included in the reduced handling time. Avoid counting the same effort twice.

Illustrative calculation only: 600 cases x 70% eligibility x 3 minutes = 21 gross hours. If additional review and exception work requires 7 hours, potential net capacity is 14 hours. These are sample figures, not Thology results or a performance promise.

- Conservative / expected / optimistic capacity:
- How that time would actually be used:
- Any cash saving supported by a specific operating change:
- Service, quality, or revenue benefit to assess separately:

Capacity is not automatically cash. Do not count the same released hours both as cost savings and as additional productive output.

## 5. Include the full cost
- Discovery / activation / implementation:
- Recurring managed service:
- Infrastructure and third-party tools:
- Model or agent usage:
- Staff training, review, and process ownership:
- Other dependencies or transition costs:

## 6. Make the assumptions testable
| Assumption | Evidence needed | Owner | Decision if it is false |
| --- | --- | --- | --- |
| | | | |

## 7. Agree the review
- Baseline collection method:
- Quality criteria:
- Measures and measurement owner:
- First review point:
- Conditions for expansion:
- Conditions to pause, simplify, or stop:

Prepared by Thology. Validate the inputs and commercial scope for your business.