Template for budgeting for ICT systems acquisition

This ICT systems acquisition budget template will help you develop a budget for the complete process of
acquiring a new technology-based system.
This template is not is a primer for systems acquisition or on budgeting in general. But it will prompt you for the
things you need to consider when working out what it will cost to acquire a new technology system.

It is really easy to underestimate the effort and costs involved when preparing your budget. The ICT systems
acquisition budget template has been developed to help you think about all the activities and costs you may need
to consider. The template has been designed to provide a clear way of presenting the processes, what needs to
be purchased, what support is required and for calculating the costs. What you’ll need to include will vary
depending on the nature of the system - for example whether it is for service delivery, financial, email and so on.

The template should be read in conjunction with our resource “How to choose a software package for delivering
services to clients”
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Spreadsheet user guidelines

All totals are calculated using the "subtotal" calculation =subtotal(9,nn:nn) where nn:nn is the cell range to sum.
It’s a lovely calculation as it ignores any other cell within the range nn:nn that also has a
"=subtotal(9,mm:mm)" calculation. This means you don’t have to worry about adding
individual cells to get sub totals and grand totals.
BUT - it cannot be mixed with the more common =sum(nn:nn) calulation without mucking
up all the calculations. So tamper with them with care :)
All fields shaded mild yellow are data entry fields, or calls to named cells.
The "clear" cells/fields are used either for entry of descriptions or for calculations. In the case of the calculations, take
care not to overwrite them

The values such as user numbers, costs of resources, unit travel costs etc are setup as named cells in the "assumptions This makes it easy to globally change values such as user numbers and exchange rates
& unit cost" worksheet. rather than in a number of places in the spreadsheet
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Yellow cells - for direct entry of numerical values or calls to

named cells
Clear cells - where values are calculated or descriptions entered

Description Unit cost

** or whatever external resource types you are using, "named" so they can be easily
ICT consultant (hourly) 150 pulled into the budget worksheets in multiple places
Business Analyst (hourly) 85

Nightly expenses (accom & evening meal) 200

Average return airfare inc taxis (to-from airports) 550 (1 wk notice, worst case)
Average vehicle expenses ($0.62/km @ 300km) 190
Car rental per day 100
Catering - cost per participant/day 35
Venue hire 1,000

User numbers
Total users (CMS) - client management system 15
Total users (email) 20

Contingency & exchange rates

Contingency % 15%
Australian exchange rate 0.80
US exchange rate 0.85

Assumptions
Requirements gathering opex Operational/expenses
System selection capex Capital
System implementation capex Capital
Post implementation review (PIR) opex Operational/expenses
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Yellow cells - for direct entry of numerical values or calls to named cells
Clear cells - where values are calculated or descriptions entered

Tot capex
Capex Opex & opex Ongoing annual expense Ongoing annual capital
Description Qty Unit cost Tot cost Qty Unit cost Tot cost Qty Unit cost Tot cost Qty Unit cost Tot cost Comments

Requirements budget
Project management, BA & staffing
ICT consultant 0 150 0 0 0 0
Business Analyst (BA) 0 85 0 0 0 0
Backfilling staff 0 0 0 0 0
?? 0 0 0 0 0

Total project mgt, BA & staffing 0 0 0 0 0

Travel
Travel - 1 day trips 0 550 0 0 0 0
Travel - 2 day trips 0 750 0 0 0 0
Venue hire 0 1,000 0 0 0 0
?? 0 0 0 0 0

Total travel 0 0 0 0 0

Sundry
Lawyers fees for tender/RFP 0 0 0 0 0
?? 0 0 0 0 0
Incidentals 0 0 0 0 0

Total sundry 0 0 0 0 0

Subtotal ex contingency 0 0 0 0 0

General contingency 0 0 0 0 0

Total requirements budget 0 0 0 0 0

Selection budget
Project management, BA & staffing
ICT consultant 150 0 0 0 0 0
Business Analyst (BA) 85 0 0 0 0 0
Backfilling staff 0 0 0 0 0
?? 0 0 0 0 0

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Total project mgt, BA & staffing 0 0 0 0 0

Travel
Travel - 1 day trips 550 0 0 0 0 0
Travel - 2 day trips 750 0 0 0 0 0
Venue hire 1,000 0 0 0 0 0
?? 0 0 0 0 0

Total travel 0 0 0 0 0

Sundry
Lawyers fees for supplier contracts 0 0 0 0 0
?? 0 0 0 0 0
Incidentals 0 0 0 0 0

Total sundry 0 0 0 0 0

Subtotal ex contingency 0 0 0 0 0

General contingency 0 0 0 0 0

Total selection budget 0 0 0 0 0

Implementation budget
Project management, BA & staffing
ICT consultant 150 0 0 0 0 0
Business Analyst (BA) 85 0 0 0 0 0
Backfilling staff 0 0 0 0 0
?? 0 0 0 0 0

Total project mgt, BA & staffing 0 0 0 0 0

Software, hardware & supplier costs

The user numbers can be in this worksheet or as

named cells in the "assumptions & unit cost"
worksheet. But if in the latter, then this will change
values in all worksheets, which you may not want if
you different versions of the budget worksheets
Number full concurrent licences 11 over the life of the project
Number limited concurrent licences 15
<name of the package> software 0 0 0 0 0
<supplier name> implementation (inc. configuration,
reports, supplier provided training, additional
development costs, etc) 0 0 0 0 0 These costs could be itemised separately
Hardware (servers, discs, etc) 0 0 0 0 0
Server licenses (SQL, Windows, etc) 0 0 0 0 0
Installation of hardware & software 0 0 0 0 0

Include the hardare & software costs. If these are to be

leased, the costs will be in the "Annual expense" rather
than "Capex" columns, though there may be some
User devices (PCs, laptops & tablets) 0 0 0 0 0 setup costs that are captialised
Annual hosting fees 0 0 0 0 0 For cloud based and/or hosted systems & services
Annual software maintenance fees 0 0 0 0 0 To cover ongoing upgrades to the software

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For support from the supplier - this may be a fixed fee

or your estimate of the ad hoc costs you'd expect to
Annual support fees 0 0 0 0 0 pay each year
Integration with other systems (financial, email,etc) 0 0 0 0 0
Ongoing development costs of package or additional
Additional development work each year 0 0 0 0 0 modules, etc

Total software, hardware & supplier costs 0 0 0 0 0

Implementation costs (ex supplier costs)

Travel - PM, BA & trainers - 1 day trips 550 0 0 0 0 0
Travel - PM, BA & trainers - 2 day trips 750 0 0 0 0 0
Venue hire 1,000 0 0 0 0 0
?? 0 0 0 0 0

Total implementation (ex supplier) costs 0 0 0 0 0

Sundry
Lawyers fees for final contract 0 0 0 0 0
?? 0 0 0 0 0
Incidentals 0 0 0 0 0

Total sundry 0 0 0 0 0

Subtotal ex contingency 0 0 0 0 0

General contingency 0 0 0 0 0

Total implementation budget 0 0 0 0 0

Grand total system acquisition 0 0 0 0 0

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