You have done the research. You know which service fits your project. You understand what the deliverables will look like and how your team will use them. You may even have a pilot project in mind. Now the challenge is the internal conversation , the meeting where you present the investment case to operations leadership, finance, or senior management and need them to say yes.
That conversation goes better when you arrive with structured, professional materials rather than a verbal summary of what you read online. This article is a guided catalogue of the tools GDS has built to support exactly that conversation: business case frameworks, ROI calculators, checklist tools, scope worksheets, and management presentation decks , available as supporting materials when published or provided by GDS in the GDS GDS Resource Library.
Why Advocacy Tools Matter
The technical case for laser scanning is straightforward. The internal political case is where many projects stall. Decision-makers who have not worked with scan data before face a simple cognitive problem: they are being asked to approve spending on a technology they do not have personal experience with, for a benefit that is partly defined by problems that have not yet happened.
The most effective advocacy tools bridge that gap. They translate technical capability into financial and operational language. They pre-answer the standard objections. They provide a structured framework for the approver to evaluate the investment on their own terms , cost, risk, schedule, and strategic alignment , rather than requiring them to take the technical case on faith.
GDS has built these tools based on more than a decade of experience helping clients navigate exactly this conversation. They may be available through the GDS Resource Library or provided during a project-specific consultation.
What Resources Are Available and When to Use Each
1. Scanning Business Case Template
What it is: A structured one-page Word document with a fill-in framework for building an internal investment justification. Includes sections for: problem statement, scan scope description, estimated cost of scanning, cost of the problem without scanning (rework, return visits, design risk), ROI calculation, and a recommended next step.
When to use it: Before any internal approval meeting. Complete the template with your organization's specific numbers , not industry averages , and submit it alongside or ahead of any verbal presentation.
Where to get it: the Resource Library , GDS Resource Library
2. ROI Calculator , Avoided Rework and Return Visits
What it is: An Excel workbook that calculates scanning ROI based on your organization's specific input data. Input fields include: typical rework cost per event, probability of rework without scan data, number of site mobilizations avoided, mobilization cost per visit, scan project cost, and data reuse multiplier.
When to use it: When preparing the financial justification for finance or budget holders who will want to see a calculation, not an assertion. The calculator can help produce a one-page summary table for budget discussions when the inputs and assumptions are clearly stated.
Where to get it: the Resource Library , GDS Resource Library
3. Pre-Scan Site Preparation Checklist
What it is: A two-page PDF checklist covering all site preparation requirements for a professional scanning project , access and permits, HSE requirements, site conditions, existing documentation, and stakeholder notifications. Formatted as a print-ready sign-off sheet.
When to use it: When preparing for a scheduled scan project. Share with the site contact and operations team four to six weeks before scan day to confirm that all preparation items will be in place before mobilization.
Where to get it: the Resource Library , GDS Resource Library
4. Scope Definition Worksheet
What it is: A structured Word document that guides you through defining the scope for a laser scanning project. Includes fields for: project identification, scan area boundaries, included and excluded systems, required deliverables, delivery format, accuracy requirements, coordinate system specification, and access constraints.
When to use it: Before requesting a quote from GDS or any scanning provider. A completed scope worksheet helps GDS prepare a more complete quote and reduces the scope ambiguity that can create scanning project problems.
Where to get it: the Resource Library , GDS Resource Library
5. Management Presentation Deck , Laser Scanning for [Industry]
What it is: A PowerPoint presentation template, available in industry-specific versions (process, industrial, manufacturing, facilities), structured for a 15-minute management briefing. Slide sequence: current problem → why traditional methods are insufficient → how scanning works (non-technical) → what the deliverables look like → project cost vs. cost avoidance → recommended next step.
When to use it: For any internal presentation to leadership, finance, or a capital projects committee. Customise the slides with your facility type, specific problem statement, and numbers from the ROI calculator before presenting.
Where to get it: the Resource Library , GDS Resource Library
6. Technology Comparison Guide
What it is: A two-page PDF summarising the five major scanning technologies , Terrestrial Laser Scanning, Structured Light, Photogrammetry, Mobile Mapping, and Handheld Scanning , with a side-by-side comparison of accuracy, coverage speed, ideal application, and limitations. Complements the detail in Article 32.
When to use it: When the internal conversation includes questions about technology choice , "why this type of scanner?" or "can you scan from a drone?" Having a visual comparison on hand is more effective than a verbal explanation for non-technical audiences.
Where to get it: the Resource Library , GDS Resource Library
7. Deliverable Quick Reference Card
What it is: A single-page laminate-format PDF showing the five core GDS deliverable types , Point Cloud, 2D Drawings, 3D CAD Model, BIM Model, Inspection Report , with a thumbnail example of each, the file formats available, and the primary use case for each. Complements the full detail in Article 34.
When to use it: As a leave-behind or printed reference after any internal briefing. Gives decision-makers and future project teams a concrete visual reference for what scan deliverables look like before they have seen them on a real project.
Where to get it: the Resource Library , GDS Resource Library
How to Use These Resources Together for a Management Presentation
The resources in the GDS Resource Library are designed to work as a coordinated toolkit, not as standalone documents. Here is the recommended sequence for building a complete management advocacy package:
Step 1: Complete the Scope Definition Worksheet to crystallise exactly what you are proposing , area, deliverables, accuracy, format. This disciplines your own thinking before you ask for budget.
Step 2: Request an indicative quote from GDS using the completed scope worksheet. This gives you a real cost figure for the ROI calculation.
Step 3: Run the ROI Calculator with your organization's specific cost data. Document the inputs and the output clearly , this is the financial foundation of your case.
Step 4: Complete the Business Case Template using the ROI calculator output and the scope worksheet.
Step 5: Customise the Management Presentation Deck , add your facility details, insert the ROI calculation results, and tailor the problem statement slide to reflect your specific situation.
Step 6: Print the Deliverable Quick Reference Card as a leave-behind.
Step 7: Bring the Pre-Scan Site Preparation Checklist to the meeting to demonstrate that you have already thought through the operational implications , this addresses the operations leadership question before it is asked.
This sequence takes a typical advocate from idea to approval-ready presentation in two to four hours of structured work.
What If You Need More Than Templates?
For significant scanning investments , first-time organizational adoption, programme-level commitments, or facilities where the specific access and operational constraints are complex , GDS can support the advocacy process directly:
- Technical briefing: A GDS representative joins your internal meeting (in person or virtually) to present the technical case, answer engineering and operations questions, and provide facility-specific project references.
- Project-specific business case: GDS develops a customised business case document for your specific facility, scope, and organizational context , drawing on project data from analogous completed projects.
- Pilot project planning: GDS works with you to select, scope, and price a pilot project designed to generate the internal proof of concept your organization needs before committing to broader scanning investment.
These services are available at no charge as part of GDS's pre-project consultation process. Schedule time with the GDS team using the consultation link below.
Quick Facts
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The next best article depends on where you are in the project. These suggested reads connect this topic to the next practical decision your team is likely to face.
FAQ
Where can I download all GDS advocacy and scanning resources?
GDS may provide planning resources such as business case templates, ROI worksheets, scope worksheets, presentation aids, technology comparison guides, and deliverable reference cards. Contact GDS to confirm which resources are currently available and appropriate for your project.
Are the GDS resources free to download?
Availability, file format, and access requirements may vary by resource. Some planning resources may be available as PDF, DOCX, XLSX, or presentation files. Confirm the current resource set with GDS before promising a specific download format internally.
Can I customise the management presentation template for my organization?
Yes. The management presentation deck is provided as an editable PowerPoint file. You can add your organization's logo, update the facility photographs, replace placeholder cost figures with your actual ROI calculator output, and adjust the problem statement slide to reflect your specific situation. GDS branding is included in the template but you are welcome to adapt the content for internal use.
What if I cannot find a resource that addresses my specific situation?
Contact GDS directly. If your situation requires a customized business case, facility-specific ROI discussion, or a resource type not currently available, GDS can discuss whether that support should be handled as part of discovery, consulting, or a project-specific scope. Schedule a consultation using the link on this page.
How often are the resources in the Resource Library updated?
Resource content should be treated as planning guidance, not as a substitute for a current quote, proposal, or compliance review. Pricing, technology capability, safety requirements, and project standards should be confirmed for the specific project before internal approval.
Connect this resource to the right GDS workflow
These resource pages are intended to help teams make better planning decisions before a scope is finalized. GDS can help confirm whether the work should start with 3D laser scanning, continue into 3D modeling, require reverse engineering, or benefit from early consulting before budget, schedule, and deliverables are locked in.
GDS lists nationwide service coverage on its locations page, including posted major metropolitan areas such as Houston, Dallas, San Antonio, Austin, Los Angeles, San Diego, San Jose, Long Beach, Fort Worth, Irvine, Riverside, New Orleans, Baton Rouge, Shreveport, Las Vegas, and Beverly Hills.