A business use case is a written description of the interaction between a person, or “actor,” and a business process to achieve a specific outcome. For instance, a use case could detail the steps a customer takes to order a product or how an employee submits an expense report. The document focuses on the business need and the sequence of actions required to fulfill that need from a business perspective. It intentionally avoids technical jargon, centering on what the business must do rather than how a specific system will implement the solution.
The Purpose of a Business Use Case
A primary function of a business use case is to align all stakeholders, from business managers to technical teams. By outlining the interactions required to achieve a goal, it creates a shared understanding of the project’s objective. This clarity helps bridge the gap between business needs and technical solutions, minimizing misunderstandings that can lead to delays or budget overruns.
The document also plays an important role in defining and managing a project’s scope. It establishes clear boundaries by detailing exactly what processes are included. This helps prevent “scope creep,” where unplanned features are added to a project over time. By tying development efforts to the use case, teams can ensure their work delivers business value and meets the agreed-upon requirements.
Components of a Business Use Case
Actor
The actor is the person or entity that initiates an interaction with the business to achieve a goal. This is not always a human user; it can also be another system or an organization. For example, in an e-commerce transaction, the actor is the customer, while in a payroll process, the actor might be an employee. Identifying the actor defines who the use case is for and sets the perspective for the process.
Goal or Objective
The goal represents the successful outcome the actor wants to achieve and is the reason for the interaction. For a customer on a retail website, the goal is to purchase a product. For a user of a mobile banking app, a goal could be to transfer funds or check an account balance. A clear goal keeps the use case focused and ensures all steps align with producing a valuable result.
Preconditions
Preconditions are the conditions that must be true before the use case can begin. For instance, a precondition for a customer to “place an online order” might be that the customer is logged into their account. For an employee to “submit a weekly timesheet,” a precondition would be that the pay period has ended. These prerequisites set the stage for the main sequence of events.
Basic Flow (or Main Success Scenario)
The basic flow, also called the main success scenario or “happy path,” outlines the step-by-step sequence of interactions when everything goes as planned. It describes the most direct path to achieving the actor’s goal with no errors or deviations. This flow details each action taken by the actor and the corresponding response from the business, forming the core narrative of the use case.
Alternative Flows and Exceptions
Alternative flows and exceptions account for what happens when things deviate from the basic flow. Alternative flows are normal variations in the process, such as a user choosing to pay with a different credit card. Exceptions are error conditions, like an item being out of stock or a payment being declined. Documenting these variations ensures the business is prepared for different scenarios.
Postconditions
Postconditions describe the state of the business or system after the use case has been successfully completed. For example, after a customer places an order, postconditions would include the inventory being updated and a confirmation email being sent. The order status would also change to “processing.” These outcomes confirm the successful conclusion of the use case.
Business Use Case vs System Use Case
The primary difference between a business use case and a system use case is their scope and level of detail. A business use case is technology-agnostic, describing a business process without mentioning specific software. It focuses on the sequence of actions the business performs to provide value to an actor, such as “Process a Customer Return,” using high-level, operational language.
A system use case is technology-specific, detailing how an actor interacts with a particular IT system to accomplish a task. For example, it would describe the steps a warehouse employee takes within inventory management software to process a customer return. This includes actions like scanning a barcode and entering a reason code. While a business use case describes the “what” from a business perspective, a system use case defines the “how” from a software interaction standpoint.
A related concept is the user story, which is more granular than a system use case. It is a short description of a feature from the perspective of the person who desires the new capability. User stories follow a simple template: “As a [type of user], I want [some goal] so that [some reason].” These are smaller pieces of work that, when combined, can fulfill the process described in a use case.
How to Create a Business Use Case
Creating a business use case starts with identifying the primary actors and defining their goals, which often becomes the title of the use case. Next, establish the scope of the process by determining its start and end points. With the boundaries set, detail the basic flow of events, or the “happy path,” as a sequence of steps.
After documenting the ideal scenario, brainstorm and outline any alternative flows and exceptions that might occur. Specify the preconditions that must be met for the use case to begin and the postconditions that describe the state after its successful completion. The completed document should then be reviewed by all stakeholders for accuracy.
A Practical Business Use Case Example
Use Case Name: Customer Purchases an Item Online
Actor: Online Shopper
Goal or Objective: The online shopper wants to successfully purchase a specific item from the e-commerce website and receive a confirmation of the order.
Preconditions:
The shopper is on the product detail page for the item they wish to buy, is logged into their account, and has a valid shipping address and payment method stored in their profile.
Basic Flow (Main Success Scenario):
- The shopper selects their desired quantity and clicks the “Add to Cart” button.
- The business system confirms the item is in stock and adds it to the shopper’s virtual cart.
- The shopper navigates to the shopping cart page and clicks “Proceed to Checkout.”
- The system displays the order summary, including the default shipping address and payment method.
- The shopper reviews the details and clicks “Place Your Order.”
- The system validates the payment information and processes the transaction.
- The system confirms the order, reduces the item’s inventory level, and displays an order confirmation page with an order number.
- The system sends an order confirmation email to the shopper’s registered email address.
Alternative Flows and Exceptions:
Alternative Flow 1: Item is Out of Stock. If the shopper clicks “Add to Cart” and the item is out of stock, the system displays a message indicating the item is unavailable and suggests similar products.
Alternative Flow 2: Shopper Changes Shipping Address. At the checkout screen, the shopper chooses to enter a new shipping address instead of using the default. The system prompts for the new address details, validates them, and updates the shipping cost accordingly before the shopper proceeds.
Exception: Payment Declined. When the shopper clicks “Place Your Order,” if the payment method is declined, the system displays an error message. It prompts the shopper to provide a different payment method to complete the purchase.
Postconditions:
The order is recorded in the business’s order management system with a status of “Processing,” the inventory count for the purchased item is reduced, and a confirmation email has been sent to the online shopper.