5 Year Summary

Sample Technology Budget for a Nonprofit with 30 Staff

Expense Categories
Categories Hardware Software Network Equip. Services Staffing Training Yearly Subtotals
Year1 $370,000 $64,800 $12,300 $6,100 $230,000 $48,000 $731,200
Year2 $13,700 $644 $460 $4,900 $236,900 $48,000 $304,604
Years Year3 $13,700 $3,900 $160 $4,900 $244,007 $48,000 $314,667
Year4 $176,250 $45,000 $12,010 $4,900 $251,327 $48,000 $537,487
Year5 $203,750 $3,300 $160 $4,900 $258,867 $48,000 $518,977
5 Year Category Subtotals $777,400 $117,644 $25,090 $25,700 $1,221,101 $240,000 $2,406,935

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 5 Year IT Estimate

5 Year Technology Budget Detail (Supporting 120 Staff)

Year 1 Year 2 Year 3 Year 4 Year 5
Life (in years) Unit $/Unit Subtotal Quantity $/Unit Subtotal Quantity $/Unit Subtotal Quantity $/Unit Subtotal Quantity
Computer Hardware
Servers 3 to 5 10 $5,000 $50,000 1 $5,000 $5,000 1 $5,000 $5,000 5 $5,000 $25,000 7
Desktops 3 to 5 100 $1,700 $170,000 2 $1,700 $3,400 2 $1,700 $3,400 50 $1,700 $85,000 50
Laptops 3 to 5 50 $2,300 $115,000 2 $2,300 $4,600 2 $2,300 $4,600 25 $2,300 $57,500 25
Phones 3 to 5 100 $350 $35,000 2 $350 $700 2 $350 $700 25 $350 $8,750 75
Hardware Subtotal $370,000 $13,700 $13,700 $176,250

Software
Operating System 3 150 $200 $30,000 1 $200 $200 1 $200 $200 150 $200 $30,000 0
Anti-Virus 2 150 $22 $3,300 2 $22 $44 150 $22 $3,300 0 $22 $0 150
EmailClient 3 150 $100 $15,000 2 $100 $200 2 $100 $200 150 $100 $15,000
Email Server 3 1 $1,500 $1,500 0 $1,500 $0 0 $1,500 $0 $1,500 $0
Office Productivity 3 150 $40 $6,000 2 $40 $80 2 $40 $80 $40 $0
CRM Varies 150 $60 $9,000 2 $60 $120 2 $60 $120 $60 $0
Software Subtotal $64,800 $644 $3,900 $45,000

Network Equipment
Switches/Hubs 3 to 5 6 $400 $2,400 0 $400 $0 0 $400 $0 8 $400 $3,200 0
Network Cables 3 to 5 200 $8 $1,600 20 $8 $160 20 $8 $160 20 $8 $160 20
Network Cards (laptop) 3 to 5 50 $40 $2,000 0 $40 $0 0 $40 $0 50 $40 $2,000 0
Network Cards (desktop) 3 to 5 100 $40 $4,000 0 $40 $0 0 $40 $0 100 $40 $4,000 0
Firewall 3 to 5 1 $2,000 $2,000 0 $2,000 $0 0 $2,000 $0 1 $2,000 $2,000 0
Firewall firmware 1 to 2 1 $300 $300 1 $300 $300 0 $300 $0 1 $300 $300 0
DSL router 3 1 $0 $0 0 $0 $0 0 $0 $0 1 $350 $350 0
Network Equipment $12,300 $460 $160 $12,010

Services
Electrical Expansion 5 1 $1,200 $1,200
Electrical Repair 1 1 $900 $900 1 $900 $900 1 $900 $900 1 $900 $900 1
T1 line NA 1 $500 $500 1 $500 $500 1 $500 $500 1 $500 $500 1
ISP services NA 1 $500 $500 1 $500 $500 1 $500 $500 1 $500 $500 1
Computer Vendor Tech Support NA 1 $500 $500 1 $500 $500 1 $500 $500 1 $500 $500 1
Software Vendor Tech Support NA 1 $2,000 $2,000 1 $2,000 $2,000 1 $2,000 $2,000 1 $2,000 $2,000 1
Phone Vendor Tech Support NA 1 $500 $500 1 $500 $500 1 $500 $500 1 $500 $500 1
Services Subtotal $6,100 $4,900 $4,900 $4,900

Technical Staffing
Network Systems Manager (CIO) NA 1 $70,000 $70,000 1 $72,100 $72,100 1 $74,263 $74,263 1 $76,491 $76,491 1
Network Systems Assistant NA 2 $40,000 $80,000 2 $41,200 $82,400 2 $42,436 $84,872 2 $43,709 $87,418 2
Website Editor NA 1 $40,000 $40,000 1 $41,200 $41,200 1 $42,436 $42,436 1 $43,709 $43,709 1
Database Administrator/Analyst NA 1 $40,000 $40,000 1 $41,200 $41,200 1 $42,436 $42,436 1 $43,709 $43,709 1

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 5 Year IT Estimate

Staffing Subtotal $230,000 $236,900 $244,007 $251,327

Training
IT Staff Training 1 10 $2,000 $20,000 10 $2,000 $20,000 10 $2,000 $20,000 10 $2,000 $20,000 10
End User Training 1 140 $200 $28,000 140 $200 $28,000 140 $200 $28,000 140 $200 $28,000 140
Training Subtotal $48,000 $48,000 $48,000 $48,000

Year 1 Year 2 Year 3 Year 4

Annual Totals $731,200 $304,604 $314,667 $537,487

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 5 Year IT Estimate

Year 5
$/Unit Subtotal

$5,000 $35,000
$1,700 $85,000
$2,300 $57,500
$350 $26,250
$203,750

$200 $0
$22 $3,300
$100 $0
$1,500 $0
$40 $0
$60 $0
$3,300

$400 $0
$8 $160
$40 $0
$40 $0
$2,000 $0
$300 $0
$350 $0
$160

$900 $900
$500 $500
$500 $500
$500 $500
$2,000 $2,000
$500 $500
$4,900

$78,786 $78,786
$45,020 $90,041
$45,020 $45,020
$45,020 $45,020

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 5 Year IT Estimate

$258,867

$2,000 $20,000
$200 $28,000
$48,000

Year 5
$518,977

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 Comments

A21: NPower:
Each switch/hub typically contains between 4 and 24 ports. Estimate how many switches/hubs you need based on the rate of one port per computer

A22: NPower:
Typically you will need twice as many cables as you have computers, plus a few extra.

A23: NPower:
One per networked laptop

A24: NPower:
One per networked desktop

A25: NPower:
The cost of a firewall will depend on how many concurrent connections you have to the internet. The more connections you have, the more expensive it will be.

A40: NPower:
Look at the nonprofit salary guidelines for your community when setting the salary for IT staff

A48: NPower:
If your organization grows to include a staff person that has technology responsibilities, be sure to give that person training. Technology training can be more expensive than other training,
so research and budget accordingly.

A49: NPower:
Make sure your staff are productive with the technology tools you provide. Training can be the difference between frustration and productivity!

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