02 IT Cost Forecasting and Budgeting Workbook

IT Cost Forecasting and Budgeting Workbook
This workbook is intended to be used with Info-Tech's Create a Transparent and Approvable IT Budget blueprint. Its purpo
for the next fiscal year and beyond, as well as set a final IT budget within the context of past expenditure and current priorit
This Workbook offers expenditure categories based on Info-Tech's ITFM Cost Model. This model features four differe
primary stakeholder groups – CFO expense view, CIO service view, CXO business view, and CEO innovation view. You do
order to generate useful graphical outputs.
This workbook contains the following tabs:

Planning Variables: Document your budget teams, business context assessment, and budget targets and metrics.
Data & Information Sources: List your sources of forecasting and budget-building data so you can keep track of them and
1. Historical Events & Projects: List cost-driving events, cost-saving events, and capital/strategic project work that impac
2. Historical Expenditure: Enter last fiscal year's budgeted and actuals, as well as high-level actuals for the previous five
3. Historical Analysis: View graphs that visually depict your historical expenditure values.
4. Business as Usual Forecast: Enter forecasted non-project CapEx and non-project OpEx amounts for next fiscal year a
5. Project CapEx Forecast: Enter planned costs for ongoing and new capital and strategic projects for next fiscal year.
6. Vendor Worksheet: Identify your organization’s top IT vendors in terms of total expenditure for last fiscal year and next
7. Proposed Budget: See a summary of your proposed budget for next fiscal year.
8. Proposed Budget Analysis: View graphs that visually depict your projects budget for next fiscal year in the context of h
9. Alternative Scenarios: Document possible scenarios other than the primary one upon which you based your forecasts
Tips for using this workbook successfully:

• Pre-reading: Use this Workbook in conjunction with Info-Tech's Create a Transparency and Approvable IT Budget bluep
used here as well as guidance on approaches and considerations.
• Data preparation: Ensure that the data you're entering is clean and prepared.
• Rows/columns: Add rows and columns with care to avoid breaking formulas and ensure that any formulas in the neighbo
column’s cells, as this may not be done automatically.
• Copying and pasting charts: If pasting a chart into another document, we recommend doing so as an image to preserve
For acceptable use of this tool, refer to Info-Tech's Terms of Use. These documents are intended to supply general informa
advice, and are not intended to be used as a substitute for any kind of professional advice. Use this document either in who
creation. To customize this document with corporate marks and titles, simply replace the Info-Tech information in the Head
ble IT Budget blueprint. Its purpose is to support you in forecasting your IT costs
st expenditure and current priorities.
. This model features four different views of your expenditure data based on IT's
nd CEO innovation view. You do not have to enter data for all four views in
dget targets and metrics.

o you can keep track of them and re-access them in the future.
strategic project work that impacted past expenditure.
evel actuals for the previous five years.
Ex amounts for next fiscal year and two more years into the future.
c projects for next fiscal year.
ture for last fiscal year and next fiscal year.
ext fiscal year in the context of historical expenditure.

which you based your forecasts and their impact on costs.
and Approvable IT Budget blueprint to get a full examination of the concepts
that any formulas in the neighboring cells are extended into the new row or
doing so as an image to preserve formatting and data values.
tended to supply general information only, not specific professional or personal

Use this document either in whole or in part as a basis and guide for document
nfo-Tech information in the Header and Footer fields of this document.
Planning Variables
This tab is where you will document high-level information about your IT budgeting process in the form of a project, inclu
1. Business Units: The business units in your organization that you will map expenditure against. We've provided spac
using general roll-up categories for non-core business and industry functions in order to keep the forecasting exercise m
2. Budget Team: The budgeting team and each member's respective responsibilities.
3. Business Context Assessment: Details around the business context within which IT is operating.
4. Budget Targets and Metrics: General targets for next fiscal year's project CapEx and non-project CapEx and OpEx
Business Units
Human Resources
Finance
IT
Sales & Customer Service
Other business functions

[Industry Function 1]
Other industry functions
Budget Team
Name Title/Department Responsibilities
Liaise with CFO, CEO,

business-unit leaders, and
Jose Sanchez CIO, IT
PMO. Guide, review, and
approve final IT budget.
Business Context Assessment
Factor Assessment Rationale

Global recession appears imminent. Effects will be felt by the
State of economy Slowdown
organization indirectly in the mid-term.
Primary organizational
objective
Primary IT objective
IT budget impact
Budget Targets and Metrics
Last Fiscal Year Next Fiscal Year

Metric
Actual Values Target Value
Overall actuals $19,800,220.00 $19,600,000.00
Non-project OpEx actuals
Non-project CapEx actuals
Project CapEx actuals
Percent of spend directly

tied to an organizational
goal
Number of changes to
budget prior to final
acceptance
Percent variance between

budgeted vs. actuals
Percent of budget
approved after first
presentation
ting process in the form of a project, including:
xpenditure against. We've provided space for 10 business units in this Workbook and these will auto-populate throughout. We recomm
n order to keep the forecasting exercise manageable.
bilities.
n which IT is operating.
CapEx and non-project CapEx and OpEx amounts, with rationales, as well as high-level budget process effectiveness goals and metrics
Deliverables Due Dates Progress Status
Final draft budget. 1-Nov-23 In progress
Considerations
pears imminent. Effects will be felt by the Need to examine how to flexibly activate moderate reductions
ly in the mid-term. at short notice.
Next Fiscal Year Last Fiscal to Next

Last Fiscal to Next
Proposed Value Based Fiscal Proposed
Fiscal Target Variance
on Forecast Variance
-1.0% $0.00 -100.0%
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
0.0%
0.0%
0.0%
auto-populate throughout. We recommend
rocess effectiveness goals and metrics.
Notes
Rationale
Overall net decrease projected due to large reduction in non-

project CapEx.
Budgeting Data and Information Sources
Document all sources of data and information used in your IT cost forecasting and budgeting effort in order to keep track of
Data/Information Description File/Document Name/Link File/Document Format
General list of IT expenditure General ledger. Excel

ng effort in order to keep track of them and readily access them in the future.
Data/Information Holder IT Data/Information Gathering

Location/Application
(Person/Department) Owner
Maureen Lee (CFO)/Finance AccPac Terry Amherst (CIO)

Notes
Over 20,000 line items. Develop

method with Finance to pre-
consolidate.
Historical Events and Projects
This tab serves two purposes:
1. To document significant cost-driving and cost-saving events that affected IT expenditure in the last fiscal year (first two ta
2. To document the expenditure last year and to-date as well as status of started capital, strategic, or other major projects fo
Cost-Driving Events Tracker
Event Areas of IT Impact
COVID-19 pandemic Staff 100% laptop-based - desktops eliminated. Increased

volume of service desk tickets. Investment in
communication/collaboration technology. Increased IT staff
illness/loss.
Cost-Saving Events Tracker
Event Areas of IT Impact
Discovery of shadow applications Unknown costs were being incurred. These applications
were discovered and discontinued. Fees are no longer
being paid.
Capital/Strategic Projects Work Summary
Project Name/Number Activities
Production platform Large-scale modernization of the production management

modernization (#31003) system. Completed core of implementation, integration and
customization. Fully live.
penditure in the last fiscal year (first two tables).
capital, strategic, or other major projects for easy reference.
Financial Impact Last

Magnitude of Impact Current Status
Fiscal Year
Large $645,020.00 Resolved - permanent impact
Financial Impact Last

Magnitude of Impact Current Status
Fiscal Year
Small -$113,400.00 Resolved - temporary impact
Expenditure Last Year Expenditure to Date Status
$1,785,100.00 $2,145,995.00 Completed

Analysis of Previous Years' Expenditure
The purpose of this tab is to document and analyze the previous fiscal year's budget versus actual expenditure as well a
1. In columns D-H, enter the previous fiscal year's budgeted expenditure versus actual expenditure for the four views of
2. In column K, document probable causes of variance in the previous fiscal year's budgeted versus actual expenditure.
3. In columns L-P, note high-level expenditure amounts in the fiscal years preceding the previous fiscal year (up to five y
4. In columns R-AA, rows 32-45, enter FTEs over the past five years by business unit to calculate spend per FTE.
We've provided expenditure categories by the views represented in Info-Tech's ITFM Cost Model. Each view reflects tot
reference number in row 8 will appear as red; however, exact matches may be difficult to produce, so aim to be within 0
Note: Enter values in white cells only - all shaded cells contain formulas.
Total FY2023
Budgeted
Enter known totals in the white cells here as a reference.
ITFM Cost Model View Expenditure Category FY[Year] Budgeted
CFO expense view Workforce - employees
CFO expense view Workforce - contractors
CFO expense view Hardware (on-premises)
CFO expense view Hardware (cloud)
CFO expense view Software (on-premises)
CFO expense view Software (cloud)
CFO expense view Contract services - managed services
CFO expense view Contract services - consulting & advisory
Values in this row turn black when they match entries in row 8. $0.00
Total CapEx vs. OpEx allocations
CIO service view Applications - development
CIO service view Applications - maintenance

CIO service view Infrastructure - hosting & networks
CIO service view Infrastructure - end user
CIO service view Data & BI
CIO service view Security
CIO service view IT management - PPM & projects
CIO service view IT management - strategy & governance
CIO service view IT management - financial management
CIO service view IT management - people & resources
CIO service view IT management - service planning & architecture
Total CapEx vs. OpEx allocations
CXO business view Human Resources
CXO business view Finance
CXO business view IT
CXO business view Sales & Customer Service
CXO business view Other business functions
CXO business view [Industry Function 1]
CXO business view Other industry functions
Values in this row turn black when they match entries in row 8 $0.00
Total CapEx vs. OpEx allocations.
CEO innovation view Keeping the lights on (KTLO)
CEO innovation view Business growth
CEO innovation view Business innovation
Total CapEx vs. OpEx allocations.

us actual expenditure as well as do an overview review of expenditure for the past five years.
penditure for the four views of the ITFM Cost Model.

ted versus actual expenditure.
previous fiscal year (up to five years) to identify overall patterns and trends.
alculate spend per FTE.
t Model. Each view reflects total IT expenditure. If you populate all four views, total IT expenditure will be represented four times. Totals
produce, so aim to be within 0.5% for working purposes.
Fiscal Year 2023 - Last Year's IT Expenditure
Total FY2023 Actual

Total FY2023 Actual Total FY2023 Actual
Total FY2023 Actual Depreciation & Non-
Project CapEx Non-Project OpEx
Project CapEx
$19,800,220.00 $0.00 $0.00 $0.00
Actual %
Actual % Actual %
FY[Year] Actual Depreciation & Non-
Project CapEx Non-Project OpEx
Project CapEx
$0.00 $0.00 $0.00 $0.00
CapEx vs. OpEx allocations. #DIV/0! #DIV/0! #DIV/0!

$0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00

s.
nditure will be represented four times. Totals that do not exactly match the
T Expenditure Fiscal Years 2019 to 2023 - P
Total FY2023 Total FY2023 FY2019

Variance ($) Variance (%) Total
$19,800,220.00 #DIV/0! Enter org.

revenue for
the year
FY2019
Variance ($) Variance (%) Variance Rationale
Actual
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0! $0.00
Change from previous fiscal year.
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0! $0.00
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0! $0.00
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0! $0.00

Fiscal Years 2019 to 2023 - Previous Years' IT Expenditure
FY2020 FY2021 FY2022 FY2023

Total Actual Total Actual Total Actual Total Actual
$19,800,220.00
FY2020 FY2021 FY2022 FY2023

Actual Actual Actual Actual
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00 $0.00 $0.00 $0.00
#DIV/0! #DIV/0! #DIV/0! #DIV/0!
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00 $0.00 $0.00 $0.00
#DIV/0! #DIV/0! #DIV/0! #DIV/0!
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00 $0.00 $0.00 $0.00
#DIV/0! #DIV/0! #DIV/0! #DIV/0!
$0.00
$0.00
$0.00
$0.00 $0.00 $0.00 $0.00
#DIV/0! #DIV/0! #DIV/0! #DIV/0!

Fiscal Ye
FY2019 FY2019 IT Spend FY2020
FTEs per FTE FTEs
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
Spend per FTE. 0 #DIV/0! 0
Change from previous fiscal year. #DIV/0!

Fiscal Years 2019 to 2023 - Previous Years' FTEs
FY2020 IT Spend FY2021 FY2021 IT Spend FY2022
per FTE FTEs per FTE Headcount
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! 0 #DIV/0! 0
#DIV/0! #DIV/0! #DIV/0! #DIV/0!

FY2022 IT Spend FY2023 FY2023 IT Spend
per FTE FTEs per FTE
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! 0 #DIV/0!
#DIV/0! #DIV/0! #DIV/0!

Historical Analysis
The purpose of this tab is to visually represent the data shown on tab "1. Historical Expenditure". The graphs and tables
Note: When copying graphs and tables into another file, it's recommended to paste them as images to preserve formatt
Last Fiscal Year: Total Budgeted vs. Actuals Summary
Metric
Total FY2023 Budgeted
Total FY2023 Actual
Total FY2023 Actual Project CapEx
Total FY2023 Actual Depreciation & Non-Project CapEx
Total FY2023 Actual Non-Project OpEx
Total FY2023 Variance ($)
Total FY2023 Variance (%)
Previous Five Years: Actuals Summary

Metric
FY2019
Total
FY2020
Total Actual
FY2021
Total Actual
FY2022
Total Actual
FY2023
Total Actual
Previous Five Years: IT Spend % of Organizational Revenue

Metric
FY2019
Total
FY2020
Total Actual
FY2021
Total Actual
FY2022
Total Actual
FY2023
Total Actual
Last Fiscal Year: Budgeted vs. Actuals by Cost Category - CFO Expense View
View
CFO expense view
CFO expense view
CFO expense view
CFO expense view
CFO expense view
CFO expense view
CFO expense view
CFO expense view
Last Fiscal Year: Budgeted vs. Actuals by Cost Category - CIO Service View
View
CIO service view
CIO service view
CIO service view
CIO service view
CIO service view
CIO service view
CIO service view
CIO service view
CIO service view
CIO service view
CIO service view
Last Fiscal Year: Budgeted vs. Actuals by Cost Category - CXO Business View
View
CXO business view
CXO business view
CXO business view
CXO business view
CXO business view
CXO business view
CXO business view
CXO business view
CXO business view
CXO business view
Last Fiscal Year: Budgeted vs. Actuals by Cost Category - CIO Innovation View
View
CEO innovation view
CEO innovation view
CEO innovation view
Previous Fiscal Years' IT Expenditure by FTE

Business Unit
Human Resources
Finance
IT
Sales & Customer Service
Other business functions
Other industry functions
TOTAL
Previous Fiscal Years' IT Expenditure by FTE
Metric
FY2019 IT Spend per FTE
data shown on tab "1. Historical Expenditure". The graphs and tables will not be complete until your data input is complete.
er file, it's recommended to paste them as images to preserve formatting.
tuals Summary
Value FY2023: Total Budgeted vs. To

$0.00 $1
$0.00
$0.00
$0.00
$0.00 $1
$0.00
#DIV/0!
$0
$0
Total FY2023 Budgeted
Variance from
Expenditure
Previous Year Previ
$0.00 0.00% $1
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0!
$0.00 #DIV/0!
$1
$0 $0
$0
FY2019 FY20
Total Total A
anizational Revenue
Value
Previous Five Years: IT Actuals a
#DIV/0!
5.00%
#DIV/0!
#DIV/0!
4.00%
#DIV/0!
3.00%
2.00%
5.00%
4.00%
#DIV/0! 3.00%
2.00%
1.00%
0.00%
FY2019 FY2020 FY
Total Total Actual Tot
by Cost Category - CFO Expense View

Metric Budgeted Value Actuals Value
Workforce - employees $0.00 $0.00
Workforce - contractors $0.00 $0.00
Hardware (on-premises) $0.00 $0.00
Hardware (cloud) $0.00 $0.00
Software (on-premises) $0.00 $0.00
Software (cloud) $0.00 $0.00
Contract services - managed services $0.00 $0.00
Contract services - consulting & advisory $0.00 $0.00
by Cost Category - CIO Service View

Applications - development $0.00 $0.00
Applications - maintenance $0.00 $0.00
Infrastructure - hosting & networks $0.00 $0.00
Infrastructure - end user $0.00 $0.00
Data & BI $0.00 $0.00
Security $0.00 $0.00
IT management - PPM & projects $0.00 $0.00
IT management - strategy & governance $0.00 $0.00
IT management - financial management $0.00 $0.00
IT management - people & resources $0.00 $0.00
IT management - service planning & architecture $0.00 $0.00
by Cost Category - CXO Business View

Human Resources $0.00 $0.00
Finance $0.00 $0.00
IT $0.00 $0.00
Sales & Customer Service $0.00 $0.00
Other business functions $0.00 $0.00
[Industry Function 1] $0.00 $0.00
Other industry functions $0.00 $0.00
by Cost Category - CIO Innovation View

Keeping the lights on (KTLO) $0.00 $0.00
Business growth $0.00 $0.00
Business innovation $0.00 $0.00
FY2023 IT Spend per FTE FY2023 IT Spe

#DIV/0!
$12.00
#DIV/0!
$10.00
#DIV/0!
$8.00
#DIV/0!
$6.00
#DIV/0!
$4.00
#DIV/0!
$2.00
#DIV/0! $0.00
#DIV/0! ce
s
nc
e IT ice ns
our ina erv ctio
#DIV/0! s F S un
Re m
er sf
#DIV/0! an to es
um s in str
H Cu bus du
#DIV/0! & er [In
les th
Sa O
Variance from
Expenditure
Previous Year
#DIV/0! 0.00% $12.00
#DIV/0! #DIV/0!
$10.00
#DIV/0! #DIV/0!
#DIV/0! #DIV/0! $8.00
#DIV/0! #DIV/0!
$6.00
$4.00
$2.00
$0.00
FY2019 IT Spend per FTE F
nput is complete.
Total Budgeted vs. Total Actuals FY2023: Total Actuals by Expendi-

ture Type
Total FY202
Project CapE
Total FY202
Depreciation
Project CapE
Total FY202
Non-Project
$0
ed Total FY2023 Actual
Previous Five Years: Actuals Summary Previous F

$1
$1
$0 $0 $0 $0 $0
FY2019 FY2020 FY2021 FY2022 FY2023
Total Total Actual Total Actual Total Actual Total Actual $0
FY2019
Total
ve Years: IT Actuals as % of Organizational Revenue

FY2020 FY2021 FY2022 FY2023
Total Actual Total Actual Total Actual Total Actual
Vendor Total
Last Fiscal Year: Budgeted vs. Actuals
Expenses View
Workforce - employees $0
$0
Workforce - contractors $0
$0
Hardware (on-premises) $0
$0
Hardware (cloud) $0
$0
Software (on-premises) $0
$0
Software (cloud) $0
$0
Contract services - managed services $0

$0
Contract services - consulting & advisory $0

$0
$0 $1
Actuals Value Budgeted Value

IT Services View
Applications - development $0
$0
Applications - maintenance $0
$0
Infrastructure - hosting & networks $0

$0
Infrastructure - end user $0

$0
Data & BI $0
$0
Applications - maintenance $0
$0
Infrastructure - hosting & networks $0

$0
Infrastructure - end user $0

$0
Data & BI $0
$0
Security $0
$0
IT management - PPM & projects $0

$0
IT management - strategy & governance $0

$0
IT management - financial management $0

$0
IT management - people & resources $0

$0
IT management - service planning & architecture $0

$0
$0 $1,000,000 $2,000,000 $3,000,000 $4,000,000 $5,000,000 $6,00

Business Function View
Human Resources $0
$0
Finance $0
$0
IT $0
$0
Sales & Customer Service $0

$0
Other business functions $0

$0
[Industry Function 1] $0
$0
$0
$0
$0
Other industry functions $0

$0
$0 $1

Innovation View
$0
Keeping the lights on (KTLO)
$0
Innovation View
$0
Keeping the lights on (KTLO)
$0
$0
Business growth
$0
$0
Business innovation
$0
$0 $1
IT ice ns 1] 2] 3] 4] ns
erv ctio on on on on ctio
S un cti cti cti cti fu
n
er sf un un un un
to
m es y
F
y
F
y
F
y
F try
s sin str str str str us
Cu bu d u d u d u d u in
d
s& er [In [In [In [In er
th th
ale O O
Previous Five Years: IT Expenditure per FTE

2.00 100.00%
90.00%
0.00
80.00%
70.00%
8.00
60.00%
6.00 50.00%
40.00%
4.00
30.00%
20.00%
2.00
10.00%
0.00 0.00%
FY2019 IT Spend per FTE FY2020 IT Spend per FTE FY2021 IT Spend per FTE FY2022 IT Spend per FTE FY2023 IT Spend per FTE
Expenditure Variance from Previous Year

Total Actuals by Expendi-
ture Type
Total FY2023 Actual

Project CapEx
Total FY2023 Actual
Depreciation & Non-
Project CapEx
Total FY2023 Actual
Non-Project OpEx
Previous Five Years: IT Expenditure Year-over-Year

$1 0.50%
0.00%
-0.50%
-1.00%
-1.50%
$1
-2.00%
-2.50%
-3.00%
-3.50%
$0 -4.00%
FY2019 FY2020 FY2021 FY2022 FY2023
Total Total Actual Total Actual Total Actual Total Actual

vs. Actuals
$1 $1
alue
udgeted vs. Actuals

ces View
$4,000,000 $5,000,000 $6,000,000 $7,000,000 $8,000,000 $9,000,000
Budgeted Value
vs. Actuals
View
$1
alue
vs. Actuals
vs. Actuals
$1 $1
alue
100.00%
90.00%
80.00%
70.00%
60.00%
50.00%
40.00%
30.00%
20.00%
10.00%
0.00%
Y2023 IT Spend per FTE
Business as Usual Forecast for Next Fiscal Year
The purpose of this tab is to document anticipated costs for non-project CapEx and ongoing non-project OpEx ("busines
expenditure separately and apply approximate percentage increases or decreases for the factors listed to account for th
1. in columns E-I, enter the percentage increases (positive values) or decreases (negative values) for next fiscal year ov
column K for any year-over-year percent changes. Cells where a percent change is irrelevant have been greyed out, bu
2. In the "Depreciation" column I, indicate if a new depreciation amount is being added or a pre-existing one ended bein
year's actuals and will be embedded in the totals for next year's forecast (i.e. 0% change), so do not account for them in
3. In columns M and N, note the allocation of expenditure to non-project CapEx (including depreciation) and non-project
4. In column O, rows 29-38, enter forecasted FTEs per business function.
5. If you choose to do so, you can enter high-level, projected percentage increases/decreases and rationales for the two
Last Year's Actuals

ITFM Cost Model View Expenditure Category
(OpEx)
CFO expense view Workforce - employees $0.00
CFO expense view Workforce - contractors $0.00
CFO expense view Hardware (on-premises) $0.00
CFO expense view Hardware (cloud) $0.00
CFO expense view Software (on-premises) $0.00
CFO expense view Software (cloud) $0.00
CFO expense view Contract services - managed services $0.00
CFO expense view Contract services - consulting & advisory $0.00
Total last year non-project CapEx/OpEx. #DIV/0!
CIO service view Applications - development $0.00
CIO service view Applications - maintenance $0.00
CIO service view Infrastructure - hosting & networks $0.00
CIO service view Infrastructure - end user $0.00
CIO service view Data & BI $0.00
CIO service view Security $0.00

CIO service view IT management - PPM & projects $0.00
CIO service view IT management - strategy & governance $0.00
CIO service view IT management - financial management $0.00
CIO service view IT management - people & resources $0.00
CIO service view IT management - service planning & architecture $0.00
CXO business view Human Resources $0.00
CXO business view Finance $0.00
CXO business view IT $0.00
CXO business view Sales & Customer Service $0.00
CXO business view Other business functions $0.00
CXO business view [Industry Function 1] $0.00
CXO business view Other industry functions $0.00
CEO innovation view Keeping the lights on (KTLO) $0.00
CEO innovation view Business growth $0.00
CEO innovation view Business innovation $0.00

ng non-project OpEx ("business as usual" costs). This tab assumes an incremental approach is being used. If using a zero-based appro
factors listed to account for the overall year-over-year variance.
e values) for next fiscal year over the previous fiscal year. Variables include inflation, vendor pricing, labor costs, service levels, and dep
vant have been greyed out, but you can enter values if you wish.
a pre-existing one ended being removed from the overall cost base). Continuing depreciation amounts from the previous year are emb
, so do not account for them in under depreciation.
depreciation) and non-project OpEx as relative percentages.
ases and rationales for the two fiscal years following next fiscal year in columns P-U.
t Model. Each view reflects total IT expenditure; therefore, if you populate all four views, total IT expenditure will be represented four tim
Anticipated Increases/Decreases from Last Fiscal Year to Next Fiscal Yea
Inflation Vendor Pricing Labor Costs Service Levels Depreciation
Total forecasted non-project CapEx/OpEx.
% change from previous fiscal year.

% change from previous fiscal

year.

is being used. If using a zero-based approach, calculate your anticipated
ricing, labor costs, service levels, and depreciation. Enter rationales in
n amounts from the previous year are embedded in the total for last
IT expenditure will be represented four times.
ast Fiscal Year to Next Fiscal Year
Next Fiscal Year Depreciation &

Total % Change Rationale Business-as-Usual Non-project
Forecast CapEx (%)
0.00% $0.00
0.00% $0.00
0.00% $0.00
0.00% $0.00
0.00% $0.00
0.00% $0.00
0.00% $0.00
0.00% $0.00
forecasted non-project CapEx/OpEx. $0.00 $0.00
ange from previous fiscal year. #DIV/0! #DIV/0!
0.00% $0.00
0.00% $0.00
0.00% $0.00
0.00% $0.00
0.00% $0.00
0.00% $0.00
0.00% $0.00
0.00% $0.00
0.00% $0.00
0.00% $0.00
0.00% $0.00
ange from previous fiscal

#DIV/0! #DIV/0!
0.00% $0.00
0.00% $0.00
0.00% $0.00
0.00% $0.00
0.00% $0.00
0.00% $0.00
0.00% $0.00
0.00% $0.00
0.00% $0.00
0.00% $0.00
ange from previous fiscal year. #DIV/0! #DIV/0!
0.00% $0.00
0.00% $0.00
0.00% $0.00
hange from previous fiscal year. #DIV/0! #DIV/0!

Longer-term Forecasted Increase
Non-project
FY2025 (%) FY2025 ($)
OpEx (%)
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00 $0.00
#DIV/0! #DIV/0!
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Enter forecasted
FTEs by $0.00
business
$0.00 function. $0.00
FY2024
#DIV/0! #DIV/0!
Forecasted FTEs
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00 0 $0.00
#DIV/0! #DIV/0!
Total forecasted
FTEs. $0.00
$0.00
$0.00
$0.00 $0.00
#DIV/0! #DIV/0!
Longer-term Forecasted Increases/Decreases to Previous Years
Rationale FY2026 FY2026 ($) Rationale
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
#DIV/0!
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
#DIV/0!
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
#DIV/0!
$0.00
$0.00
$0.00
$0.00
#DIV/0!
Project CapEx
The purpose of this tab is to forecast anticipated costs for project-based capital expenditure, including in-progress projec
1. In row 5, enter the name and/or unique identifier for the project.
2. In row 6, enter the start and anticipated end dates for the project.
3. For each project, enter forecasted costs for each project against each of the four ITFM Cost Model views.
4. Add more columns as needed to reflect all projects.
All OpEx costs associated with a project should be documented as non-project OpEx on Tab 4 "Business as Us
Project name/reference number.
Project start/end timeframe.
CFO expense view Workforce - employees
CFO expense view Workforce - contractors
CFO expense view Hardware (on-premises)
CFO expense view Hardware (cloud)
CFO expense view Software (on-premises)
CFO expense view Software (cloud)
CFO expense view Contract services - managed services
CFO expense view Contract services - consulting & advisory
Total project CapEx (OpEx excluded).
CIO service view Applications - development
CIO service view Applications - maintenance
CIO service view Infrastructure - hosting & networks
CIO service view Infrastructure - end user

CIO service view Data & BI
CIO service view Security
CIO service view IT management - PPM & projects
CIO service view IT management - strategy & governance
CIO service view IT management - financial management
CIO service view IT management - people & resources
CIO service view IT management - service planning & architecture
CXO business view Human Resources
CXO business view Finance
CXO business view IT
CXO business view Sales & Customer Service
CXO business view Other business functions
CXO business view Other industry functions
CEO innovation view Keeping the lights on (KTLO)
CEO innovation view Business growth
CEO innovation view Business innovation

ased capital expenditure, including in-progress projects, as well as those committed to start or in proposal to start next fiscal year. Ideal
.
each of the four ITFM Cost Model views.
ed as non-project OpEx on Tab 4 "Business as Usual Forecast" since project and non-project OpEx are often indistinguishable
mulas.
n Info-Tech's ITFM Cost Model. Each view reflects total IT expenditure; therefore, if you populate all four views, total IT expenditure will
[Project Name/ [Project Name/ [Project Name/

Reference #] Reference #] Reference #]
Start: [Date] Start: [Date] Start: [Date]

End: [Date] End: [Date] End: [Date]
Running Total for All

Projects
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00 $0.00 $0.00 $0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00 $0.00 $0.00 $0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00 $0.00 $0.00 $0.00
$0.00
$0.00
$0.00
$0.00 $0.00 $0.00 $0.00

r in proposal to start next fiscal year. Ideally, this information will be drawn from existing project plans.
project OpEx are often indistinguishable.
ate all four views, total IT expenditure will be represented four times.
Projects in Execution FY2024
[Project Name/ [Project Name/ [Project Name/ [Project Name/ [Project Name/
Reference #] Reference #] Reference #] Reference #] Reference #]
Start: [Date] Start: [Date] Start: [Date] Start: [Date] Start: [Date]
End: [Date] End: [Date] End: [Date] End: [Date] End: [Date]
$0.00 $0.00 $0.00 $0.00 $0.00

$0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00

[Project Name/ [Project Name/ [Project Name/
Reference #] Reference #] Reference #]
Start: [Date] Start: [Date] Start: [Date]

End: [Date] End: [Date] End: [Date]
$0.00 $0.00 $0.00

$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00

Vendor Worksheet
The purpose of this tab is to document the vendors with whom your organization spends the most money in order to identify
appear at the top as references.
1. In the "Vendor Expenditure" table, enter vendors in column B. Your top vendors from last fiscal year many not be the sam
document all relevant vendors for both fiscal years.
2. Next, enter last year's actual and next year's proposed total expenditure for each vendor in columns C and E respectively
the relevant year will be calculated for you.
3. Sort columns C and E respectively to arrange vendors in order of expenditure for the year in question.
The values immediately below are drawn from Tab 7 "Proposed Budget."
Use these as a reference.
Last Year's Vendor

$0.00
Actuals
Next Year's Proposed
$0.00
Vendor Budget
The values immediately below will change depending on how the

"Vendor Expenditure" table is sorted. Calculations are based on what
appears in the vendor-named rows and assume the vendor expenditure
columns for each year are sorted largest to smallest.
Last Year's Top 20

$0.00 #DIV/0!
Vendors
Last Year's Top 10
$0.00 #DIV/0!
Vendors
$0.00 #DIV/0!
Top 20 Vendors
$0.00 #DIV/0!
Top 10 Vendors
Vendor Expenditure
Next Year's
Last Year's Total Last Year's % of Total
Vendor Proposed Total
Vendor Expenditure Vendor Expenditure
Vendor Expenditure
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
Miscellaneous Vendors #DIV/0!

ost money in order to identify areas of large IT expenditure. Two tables
cal year many not be the same as those projected for next fiscal year, so
columns C and E respectively. The overall percent of total IT expenditure for
question.
Next Year's
Proposed % of Total Description
Vendor Expenditure
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
Proposed Budget
The purpose of this tab is to summarize your proposed budget for next fiscal year. No data entry is required.
Proposed expenditure per FTE calculations are located in columns O-R, rows 24-37.
FY2023 - Histori
Non-Project
OpEx
$0.00

CIO service view IT management - service planning & architecture $0.00

ntry is required.
FY2023 - Historical Expenditure FY2024 - Forecasted Expenditure
Depreciation & Depreciation &

Project FY2023 Total Non-Project Project
Non-Project Non-Project
CapEx Actual OpEx CapEx
CapEx CapEx
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Expenditure
FY2024 Total Last Year to Next Last Year to Next

Proposed Year Variance ($) Year Variance (%)
$0.00 $0.00 #DIV/0!
$0.00 $0.00 #DIV/0!
$0.00 $0.00 #DIV/0!
$0.00 $0.00 #DIV/0!
$0.00 $0.00 #DIV/0!
$0.00 $0.00 #DIV/0!
$0.00 $0.00 #DIV/0!
$0.00 $0.00 #DIV/0!
$0.00 $0.00 #DIV/0!
$0.00 $0.00 #DIV/0!
$0.00 $0.00 #DIV/0!
$0.00 $0.00 #DIV/0!
$0.00 $0.00 #DIV/0!
$0.00 $0.00 #DIV/0!
$0.00 $0.00 #DIV/0!
$0.00 $0.00 #DIV/0!
$0.00 $0.00 #DIV/0!
$0.00 $0.00 #DIV/0!
$0.00 $0.00 #DIV/0! Last vs. Next Fiscal Year

FY2023
$0.00 $0.00 #DIV/0!
FTEs
$0.00 $0.00 #DIV/0! 0
$0.00 $0.00 #DIV/0! 0
$0.00 $0.00 #DIV/0! 0
$0.00 $0.00 #DIV/0! 0
$0.00 $0.00 #DIV/0! 0
$0.00 $0.00 #DIV/0! 0
$0.00 $0.00 #DIV/0! 0
$0.00 $0.00 #DIV/0! 0
$0.00 $0.00 #DIV/0! 0
$0.00 $0.00 #DIV/0! 0
$0.00 $0.00 #DIV/0! Spend per FTE. 0
$0.00 $0.00 #DIV/0! Change from previous fiscal year.
$0.00 $0.00 #DIV/0!

Last vs. Next Fiscal Year: Total Expenditure per FTE
FY2023 IT Spend FY2024 FY2024 Projected IT
per FTE Projected FTEs Spend per FTE
#DIV/0! 0 #DIV/0!
#DIV/0! 0 #DIV/0!
#DIV/0! 0 #DIV/0!
#DIV/0! 0 #DIV/0!
#DIV/0! 0 #DIV/0!
#DIV/0! 0 #DIV/0!
#DIV/0! 0 #DIV/0!
#DIV/0! 0 #DIV/0!
#DIV/0! 0 #DIV/0!
#DIV/0! 0 #DIV/0!
#DIV/0! 0 #DIV/0!
year. #DIV/0! #DIV/0!

Proposed Budget Analysis
The purpose of this tab is to visually represent the data shown on tab "4. Business as Usual Forecast", "5. Project CapEx Fo
other named tabs.
Note: When copying graphs and tables into another file, it's recommended to paste them as images to preserve formatting.
Last Fiscal Year vs. Next Fiscal Year

Metric Last Year's Actuals Next Year's Forecast
Total $0.00 $0.00
Business-as-Usual $0.00 $0.00
Non-Project OpEx $0.00 $0.00
Non-Project CapEx $0.00 $0.00
Project CapEx $0.00 $0.00
Five-Year Historical Trends vs. Next Fiscal Year

Variance from
Metric Expenditure
Previous Year
FY2019
$0.00 0.00%
Total
FY2020
$0.00 #DIV/0!
Total Actual
FY2021
$0.00 #DIV/0!
Total Actual
FY2022
$0.00 #DIV/0!
Total Actual
FY2023
$0.00 #DIV/0!
Total Actual
FY2024 Total Proposed $0.00 #DIV/0!
Expenditure per FTE: Last Fiscal Year vs. Next Fiscal Years
Metric Expenditure
FY2023 IT Spend per FTE #DIV/0! IT Exp
FY2024 Projected IT Spend per FTE #DIV/0! $14,000.00
$12,000.00
$10,000.00
$8,000.00
$6,000.00
$4,000.00
$2,000.00
$0.00
FY2023 IT Spend pe
Next Fiscal Year Proposed: CFO Expense View
View Category Non-Project OpEx

Total workforce expenditure $0.00
Total hardware expenditure $0.00
Total software expenditure $0.00
Total contract services expenditure $0.00
Total cloud expenditure $0.00
Total on-premises expenditure $0.00
Proposed Budget:
Cloud vs. On-premises Vendor Expen
$1
$1
$0 $0 $0 $0 $0
$0
Non-Project OpEx Depreciation & Non-Project CapEx Project Ca
Total cloud expenditure Total on-premises expendit
Next Fiscal Year Proposed: CIO Service View

CIO service view IT management - service planning & architec $0.00
Next Fiscal Year Proposed: CXO Business View


Next Fiscal Year Proposed: CEO Innovation View

st", "5. Project CapEx Forecast", and "7. Proposed Budget". The graphs and tables will not be complete until your data input is complete on
s to preserve formatting.
Last Year's Total Actuals vs.

Next Year's Total Forecast
$20,000,000
$19,000,000
$18,000,000
$17,000,000
$16,000,000
$15,000,000
$14,000,000
$13,000,000
$12,000,000
$11,000,000
$10,000,000
Proposed Budget in Context: Year-over-Year IT Expenditure

$1
$1
$0
FY2019 FY2020 FY2021 FY2022 FY2023 FY2024 Total
Total Total Actual Total Actual Total Actual Total Actual Proposed

$0
FY2019 FY2020 FY2021 FY2022 FY2023 FY2024 Total
Total Total Actual Total Actual Total Actual Total Actual Proposed
IT Expenditure per FTE
FY2023 IT Spend per FTE FY2024 Projected IT Spend per FTE
Depreciation &
Non-Project Project CapEx Total Total Proposed Budget: Workforce
CapEx
$1
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $1
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0
es rs s) ud
$0.00 $0.00 $0.00
oye acto ise clo
pl n tr r em e (
$0.00 $0.00 $0.00 em co -p ar
e- e - (on dw
rc rc e ar
$0.00 $0.00 $0.00 fo fo ar H
o rk o rk dw
$0.00 $0.00 $0.00 W W ar
H
pl tra re e(
c
m on -p ar
-e - c n
ce ce e(
o dw
or or ar ar
f f H
o rk o rk dw
W W ar
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$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
Non-Project OpEx Depreciat

ed Budget:
ses Vendor Expenditure
$0 $0 $0 $0
x Project CapEx Total
Total on-premises expenditure
Depreciation &
Non-Project Project CapEx Total Propos
CapEx $1
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $1
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0
$0.00 $0.00 $0.00 t
en ce ks
$0.00 $0.00 $0.00 m an or
p et n tw d
elo ain ne - en
$0.00 $0.00 $0.00 ev & re
-d -m ng tc u
$0.00 $0.00 $0.00 ns ns sti u
tio atio h o str
lic
a
lic - fra
pp pp re In
A A tc u
u
str
fra
In
Non-
Depreciation &
Non-Project Project CapEx Total Proposed
CapEx
$1
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $1
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0
Human Resources Finance IT Sales
S
Non-
Depreciation &
Non-Project Project CapEx Total Proposed Budget: Business Focu
CapEx $1
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$0.00 $0.00 $0.00
$1
$0
Keeping the lights on (KTLO) Business grow
Non-Project OpEx Depreciation & Non-P

ot be complete until your data input is complete on the
Last Year's Actuals vs. Next Year's Proposed by Expenditure Ty

$14,000,000
$12,000,000
$10,000,000
$8,000,000
$6,000,000
$4,000,000
$2,000,000
$0 $0 $0 $0 $
$0
Non-Project OpEx Non-Project CapEx
Last Year's Actuals Next Year's Forecast
r-over-Year IT Expenditure
0.50%
0.00%
-0.50%
-1.00%
-1.50%
-2.00%
-2.50%
-3.00%
-3.50%
-4.00%
FY2022 FY2023 FY2024 Total
otal Actual Total Actual Proposed
nce from Previous Year

-2.50%
-3.00%
-3.50%
-4.00%
FY2022 FY2023 FY2024 Total
otal Actual Total Actual Proposed
nce from Previous Year
Proposed Budget: Workforce and Vendors by Expenditure Type
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Non-Project OpEx Depreciation & Non-Project CapEx Project CapEx
Proposed Budget: IT Services by Expenditure Type

$1
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str m em
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In an m IT en
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ag
an
m
IT

Proposed Budget: Business Units by Expenditure Type
man Resources Finance IT Sales & Customer Other business [Industry Function [Industry Function [Industry Function [Industry Functi
Service functions 1] 2] 3] 4]
Proposed Budget: Business Focus by Expenditure Type
eeping the lights on (KTLO) Business growth Business innovation

s Proposed by Expenditure Type
$0 $0 $0
Project CapEx Project CapEx
als Next Year's Forecast
ry
iso
v
ad
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ng
lti
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ad
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ture Type
e t s re
nc en ce tu
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en m ce
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IT em
ag
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ject CapEx
iture Type
try Function [Industry Function [Industry Function Other industry

2] 3] 4] functions
ject CapEx
Alternative Scenarios
The purpose of this tab is to document alternatives to the primary scenario you used to build your cost forecasts for next fisc
1. For reference, list your non-negotiable and negotiable constraints that will affect what can and cannot by altered in your f
2. Document your alternative scenarios in the tables provided below, focusing on areas of expenditure that are different from
Non-Negotiable Basic business continuity. Security and data protection.

Constraints
Negotiable Selection of on-premises versus Degree of capital project

Constraints outsourced/cloud solutions. investment.
Scenario Name Description & Assumptions Major Opportunities
Create a fully dynamic IT

Economic prospect very positive, environment that is immediately
Scenario 1: [Name]
facilitating growth opportunities. responsive to changing business
needs.
Scenario 2: [Name]
Scenario 3: [Name]
Scenario 4: [Name]
ild your cost forecasts for next fiscal year.
an and cannot by altered in your forecast in rows 4 and 5 respectively.

expenditure that are different from those in your primary scenario.
Legal and regulatory compliance Cloud-only solutions offered by key

mandates. vendors.
IT service levels. IT capability/maturity development.
Impact on Non-Project CapEx &

Impact on Non-Project OpEx Impact on Project CapEx
Depreciation
Bring advanced enterprise/data

architecture capabilities in house. Accelerate reduction of on-
Accelerate asset modernization and
Retrain/redeploy in-house staff to premises, depreciable infrastructure
data analytics initiatives.
strategic work only. Extend service assets and move to OpEx cloud.
levels.
Net cost impact, new estimated budget, and % change from last year's actuals.
Budget Impact Details
Enterprise architect: $210,000

Data architect: $185,000
Asset modernization: $1,300,000
Data analytics: $1,060,000
Cloud infra: $350,000
Service level extension: $675,000
Efficiencies/offsets: $635,000
Approximately $3,145,000 in additional spending ($22,045,000 or 15.9% over previous
fiscal).
$3,145,000.00 $22,945,220.00 15.88%
$19,800,220.00 0.00%
$19,800,220.00 0.00%
$19,800,220.00 0.00%

02 IT Cost Forecasting and Budgeting Workbook

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02 IT Cost Forecasting and Budgeting Workbook

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IT Cost Forecasting and Budgeting Workbook

This workbook contains the following tabs:

Tips for using this workbook successfully:

dget targets and metrics.

ext fiscal year in the context of historical expenditure.

and Approvable IT Budget blueprint to get a full examination of the concepts

doing so as an image to preserve formatting and data values.

tended to supply general information only, not specific professional or personal

Sales & Customer Service

Other business functions

Name Title/Department Responsibilities

Liaise with CFO, CEO,

Business Context Assessment

Factor Assessment Rationale

Budget Targets and Metrics

Last Fiscal Year Next Fiscal Year

Overall actuals $19,800,220.00 $19,600,000.00

Non-project OpEx actuals

Non-project CapEx actuals

Project CapEx actuals

Percent of spend directly

Percent variance between

Deliverables Due Dates Progress Status

Final draft budget. 1-Nov-23 In progress

Next Fiscal Year Last Fiscal to Next

-1.0% $0.00 -100.0%

rocess effectiveness goals and metrics.

Overall net decrease projected due to large reduction in non-

Data/Information Description File/Document Name/Link File/Document Format

General list of IT expenditure General ledger. Excel

Data/Information Holder IT Data/Information Gathering

Maureen Lee (CFO)/Finance AccPac Terry Amherst (CIO)

Over 20,000 line items. Develop

Cost-Driving Events Tracker

Event Areas of IT Impact

COVID-19 pandemic Staff 100% laptop-based - desktops eliminated. Increased

Cost-Saving Events Tracker

Event Areas of IT Impact

Project Name/Number Activities

Production platform Large-scale modernization of the production management

Financial Impact Last

Financial Impact Last

$1,785,100.00 $2,145,995.00 Completed

Enter known totals in the white cells here as a reference.

ITFM Cost Model View Expenditure Category FY[Year] Budgeted

CFO expense view Workforce - employees

CFO expense view Workforce - contractors

CFO expense view Hardware (on-premises)

CFO expense view Hardware (cloud)

CFO expense view Software (on-premises)

CFO expense view Software (cloud)

CFO expense view Contract services - managed services

CFO expense view Contract services - consulting & advisory

Total CapEx vs. OpEx allocations

CIO service view Applications - development

CIO service view Applications - maintenance

CIO service view Infrastructure - end user

CIO service view Data & BI

CIO service view Security

CIO service view IT management - PPM & projects

CIO service view IT management - strategy & governance

CIO service view IT management - financial management

CIO service view IT management - people & resources