Total Cost of Ownership (TCO) Summary Sheet Template

Cumulative Costs
Year 1 Year 2 Year 3 Year 4 Year 5
Data System Implementation $ 5,901,432.00 $ 8,021,329.00 $ 9,655,748.00 $ 11,338,297.50 $ 12,974,404.63

Data System Implementation % of Total

Year 1 Year 2 Year 3 Year 4 Year 5 Total ($)
Cost
0. Business Process & Cost Allocation Documentation
Total Business Process Documentation $20,000.00 $20,000.00 $10,000.00 $10,000.00 $10,000.00 $70,000.00 0.5%
1. Personnel--Initial Development and Deployment
Total Project Management Costs $671,999.00 $671,999.00 $671,999.00 $693,577.00 $693,577.00 $3,403,151.00 26.2%
2a. Case Management Software (includes license fees and development costs)
Total Case Management Software Costs $75,395.00 $49,010.00 $38,470.00 $21,020.00 $20,320.00 $204,215.00 1.6%
2b. Hardware/Infrastructure
Total Hardware/Infrastructure Costs $3,615,000 $355,000 $355,000 $355,000 $355,000 $5,035,000.00 38.8%
3a. End User Training
Total End User Training Costs $753,950.00 $282,300.00 $73,350.00 $74,452.50 $71,610.13 $1,255,662.63 9.7%
3b. Personnel Operational Support Staff Training
Total Operational Support Training Costs $204,940.00 $204,940.00 $117,580.00 $117,580.00 $117,580.00 $762,620.00 5.9%
4. Maintenance (includes Help Desk, network admin, security, legal costs)
Total Maintenance Costs $159,300.00 $139,300.00 $159,300.00 $139,300.00 $159,300.00 $756,500.00 5.8%
5. Change--Post-Implementation Operational Support
Total Post-Implementation Operational Support Costs $400,848.00 $397,348.00 $208,720.00 $271,620.00 $208,720.00 $1,487,256.00 11.5%

Total Costs Per Year $5,901,432.00 $2,119,897.00 $1,634,419.00 $1,682,549.50 $1,636,107.13 $12,974,404.63 100.0%

Total 5 Year Implementation Costs by Category Total Yearly Implementation Costs

Total Post-Implementation Total Business Process
Operational Support Costs, Documentation, $70,000.00
$1,487,256.00

Total Project Management $7,000,000.00

Costs, $3,403,151.00
Total Maintenance Costs,
$756,500.00
$6,000,000.00 $5,901,432.00

Total Operational Support

Training Costs, $762,620.00 $5,000,000.00

$4,000,000.00

Total Case Management

Software Costs, $204,215.00
$3,000,000.00
Total End User Training Costs,
$1,802,450.00 $2,119,897.00
$1,682,549.50
$2,000,000.00

$1,634,419.00 $1,636,107.13
$1,000,000.00

$0.00
Total Hardware/Infrastructure
Costs, $5,035,000.00 YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5
3a. End User Training Year 1 Year 2 Year 3 Year 4 Year 5 Total $ % of Total

Creation of training for staff members accessing the information

Creation of training materials $ 83,200 $ 5,000 $ 5,000 $ 5,000 $ 5,000 $ 103,200 8.2%
system
Printing training literature and shipping literature to relevant
Printing/shipping of training materials $ 8,250 $ 800 $ 800 $ 800 $ 800 $ 11,450 0.9%
employees
Maintain training materials Continuous updating and refresh of training materials $ - $ 10,000 $ 8,000 $ 8,000 $ 4,000 $ 30,000 2.4%
Training staff on the integration of new systems into daily work
Conduct reorganization training $ 156,000 $ 52,000 $ - $ - $ - $ 208,000 16.6%
practices and tasks
Training super user administrators to manage and maintain the
Conduct super user / admin training $ 104,000 $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ 112,000 8.9%
information system at their locations
Training staff on the use and applications of new information
Conduct software training at deployment $ 260,000 $ 156,000 $ - $ - $ - $ 416,000 33.1%
system software
Advising on operating proceedures and use of the system
Internal User Support $ 104,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 184,000 14.7%
according to internal policies
Long-term follow-up training sessions to ensure employees are
Conduct yearly refreshers $ - $ 15,000 $ 15,000 $ 15,000 $ 15,000 $ 60,000 4.8%
consistently using the IT system effectively
Staff travel for training Staff travel to the vendor for training by the developing company $ 18,000 $ - $ - $ - $ - $ 18,000 1.4%

Contracting the vendor for providing phone support to department

Online end-user assistance contract $ 20,000 $ 21,000 $ 22,050 $ 23,153 $ 24,310 $ 110,513 8.8%
staff
Conduct annual survey for integration feedback Produce, administer, analyze, and determine process adjustments $ 500 $ 500 $ 500 $ 500 $ 500 $ 2,500 0.2%

Total End User Training Costs $ 753,950 $ 282,300 $ 73,350 $ 74,453 $ 71,610 $ 1,255,663 100.0%

Yearly End User Training Costs

Five Year Projection
$800,000
$753,950

$700,000

$600,000

$500,000

$400,000

$282,300
$300,000

$200,000

$73,350 $74,453 $71,610

$100,000

$-
YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5

End User Training Costs by Category

Conduct annual survey for
Online end-user assistance integration feedback
contract $2,500 Creation of training materials
$110,513 $103,200

Printing/shipping of training
Staff travel for training materials
$18,000 $11,450

Conduct yearly refreshers Maintain training materials

$60,000 $30,000

Conduct reorganization
Internal User Support
training
$184,000
$208,000

Conduct super user / admin

training
$112,000

Conduct software training at

deployment
$416,000