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Contents
Sheet 1 Content and Options Summary Page
Instructions
1. This spreadsheet can be modified according to the requirements of your particular business case and the number of options involved.
1st Pass Costs
2. These are initial estimates of potential options. For more information please refer to the ICT Business Case Guide.
3. Only the Summary sheet for each option must be completed.
4. Users may find the additional worksheets helpful in completing the 1st pass costing and work to 2nd pass costing.
Work to 2nd Pass Costs
5. These are costs associated with developing the 2nd Pass business case for final funding consideration by government. For further
information please refer to the ICT Business Case Guide.
6. Only the Summary sheet for each option must to be completed (but with robust and accurate costs).
2nd Pass Costs
7. All sheets in the workbook must be completed for each option and provided with the detailed business case.
8. Remove the work to 2nd pass column from the Summary sheet when completing the detailed costing at 2nd Pass.
General
9. Additional options can be included in the workbook by copying and pasting the relevant sheets.
10. Additional line items for cost elements should be inserted as required.
11. Use the total cost tables in the detail sheets to attribute the costs to the year in which they occur.
12. If an option does not include a particular cost element then leave it blank. Do not delete the cost element.
13. APS and Non APS staff costs and oncost assumptions must recorded in the data sheet.
14. Ensure that the logic and assumptions for the cost drivers and risks for each option are summarised in the ICT Business Case Template.
15. Net Present Value (NPV) may be extended beyond 5 years if required in the Cost Benefits Sheet. The discount rate should be obtained from the relevant
Agency Advice Unit in the Department of Finance and Deregulation.
16. Workbook sheets should be printed in A3 for ease of reading.
ICT Business Case Spreadsheet
Work to 2nd
Capital Costs Initial Cost of Project Total Pass
Fin Year 1 Fin Year 2 Fin Year 3 Fin Year 4 Fin Year 5
Hardware
Servers 0 0 0 0 0 0
Storage 0 0 0 0 0 0
Peripherals 0 0 0 0 0 0
Desktops / Mobile Computers 0 0 0 0 0 0
Network Infrastructure 0 0 0 0 0 0
Other Hardware Expense 0 0 0 0 0 0
Systems Integration / Development
Project Management
APS Salary Including Oncosts 0 0 0 0 0 0
Non APS Cost 0 0 0 0 0 0
Architect
APS Salary Including Oncosts 0 0 0 0 0 0
Non APS Cost 0 0 0 0 0 0
Design and Configure
APS Salary Including Oncosts 0 0 0 0 0 0
Non APS Cost 0 0 0 0 0 0
Programming
APS Salary Including Oncosts 0 0 0 0 0 0
Non APS Cost 0 0 0 0 0 0
Testing
APS Salary Including Oncosts 0 0 0 0 0 0
Non APS Cost 0 0 0 0 0 0
Technical
APS Salary Including Oncosts 0 0 0 0 0 0
Non APS Cost 0 0 0 0 0 0
Security
APS Salary Including Oncosts 0 0 0 0 0 0
Non APS Cost 0 0 0 0 0 0
Other Systems Integration / Development Expense 0 0 0 0 0 0
Fit Out
Fit Out Employee Cost 0 0 0 0 0 0
Other Fit Out Expense 0 0 0 0 0 0
Other Capital Costs
Other Capital Costs 0 0 0 0 0 0
System Refresh/Upgrade Cost 0 0 0 0 0 0
Decommissioning Cost 0 0 0 0 0 0
Contingency %
Total Capital Costs 0 0 0 0 0 0 0
Employee Expenses
Salary Costs including On-Costs 0 0 0 0 0 0
Other Employee Expenses 0 0 0 0 0 0
Property Operating Expenses
Property Operating Expense 0 0 0 0 0 0
Specific Supplier Expenses
Financing 0 0 0 0 0 0
Insurance 0 0 0 0 0 0
Legal 0 0 0 0 0 0
Marketing 0 0 0 0 0 0
Research 0 0 0 0 0 0
Training Delivery 0 0 0 0 0 0
Other Specific Supplier Expenses 0 0 0 0 0 0
General Supplier Expenses
General Supplier Expense 0 0 0 0 0 0
Corporate Support Expense
Corporate Support Expense 0 0 0 0 0 0
Software Licensing
Applications Software 0 0 0 0 0 0
Development and Deployment Tools 0 0 0 0 0 0
System Infrastructure Software 0 0 0 0 0 0
Other Software Licensing Expense 0 0 0 0 0 0
System maintenance and Support
Hardware Maintenance 0 0 0 0 0 0
Software Maintenance 0 0 0 0 0 0
Support 0 0 0 0 0 0
Other System Maintenance and Support Expense 0 0 0 0 0 0
Other Operating Expenses
Other Operating Expenses 0 0 0 0 0 0
System Refresh/Upgrade Cost 0 0 0 0 0 0
Decommissioning Cost 0 0 0 0 0 0
Contingency %
Total Operating Costs 0 0 0 0 0 0 0
Total Costs 0 0 0 0 0 0 0
Offsets
Total Offsets 0 0 0 0 0 0 0
Cost Benefits
NPV (Add additional years as required) 0.00 0.00 0.00 0.00 0.00 0.00
NPV per $ of Capital Investment #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0!
Hardware - Servers
Total Cost
$'000's
Item Name Description Stage Number of Items Unit Cost Total Cost Fin Year Purchased Useful Life (Years) Contingency F/Y 1 F/Y 2 F/Y 3 F/Y 4 F/Y 5
[Enter Server Item] [Enter Description/Assumption] [1st Pass] 0.0
Hardware - Storage
Total Cost
$'000's
Item Name Description Stage Number of Items Unit Cost Total Cost Fin Year Purchased Useful Life (Years) Contingency F/Y 1 F/Y 2 F/Y 3 F/Y 4 F/Y 5
[Enter Storage Item Name] [Enter Description/Assumption] [1st Pass] 0.0
Hardware - Peripherals
Total Cost
$'000's
Item Name Description Stage Number of Items Unit Cost Total Cost Fin Year Purchased Useful Life (Years) Contingency F/Y 1 F/Y 2 F/Y 3 F/Y 4 F/Y 5
[Enter Peripherals Item] [Enter Description/Assumption] [1st Pass] 0.0
Hardware - Desktops
Total Cost
$'000's
Item Name Description Stage Number of Items Unit Cost Total Cost Fin Year Purchased Useful Life (Years) Contingency F/Y 1 F/Y 2 F/Y 3 F/Y 4 F/Y 5
[Enter Desktop Item] [Enter Description/Assumption] [1st Pass] 0.0
Hardware - Other
Total Cost
$'000's
Item Name Description Stage Number of Items Unit Cost Total Cost Fin Year Purchased Useful Life (Years) Contingency F/Y 1 F/Y 2 F/Y 3 F/Y 4 F/Y 5
[Enter Item] [Enter Description/Assumption] [1st Pass] 0.0
Architect [Enter Description/Assumption] [1st Pass] APS [Employee Type 1] Architect - Bottom Tier
Design and Configure [Enter Description/Assumption] [1st Pass] APS [Employee Type 1] Architect - Bottom Tier
Programming [Enter Description/Assumption] [1st Pass] APS [Employee Type 1] Architect - Bottom Tier
Testing [Enter Description/Assumption] [1st Pass] APS [Employee Type 1] Architect - Bottom Tier
Technical [Enter Description/Assumption] [1st Pass] APS [Employee Type 1] Architect - Bottom Tier
Security [Enter Description/Assumption] [1st Pass] APS [Employee Type 1] Architect - Bottom Tier
Other Systems Integration / Development Description Stage Year Total Cost Fin Year after which cost is to be capitalised Useful Life (Years) Contingency F/Y 1 F/Y 2 F/Y 3 F/Y 4 F/Y 5
[Enter Other Systems Integration Expense [Enter Description/Assumption] [1st Pass]
Description Stage Number Needed Year Fin Year after which cost is to be capitalised Useful Life (Years) Contingency F/Y 1 F/Y 2 F/Y 3 F/Y 4 F/Y 5
[Employee Type 4] [Enter Description/Assumption] [1st Pass]
Description Stage Year Cost Fin Year after which cost is to be capitalised Useful Life (Years) Contingency F/Y 1 F/Y 2 F/Y 3 F/Y 4 F/Y 5
[Enter Other Fit Out Expense 1] [Enter Description/Assumption] [1st Pass]
Description Stage Year Total Cost Fin Year after which cost is to be capitalised Useful Life (Years) Contingency F/Y 1 F/Y 2 F/Y 3 F/Y 4 F/Y 5
[Enter Other Capital Expense 1] [Enter Description/Assumption] [1st Pass]
Step 2 - Enter system refresh/upgrade costs for product life Total Cost
$'000's
Description Stage Year Total Cost Fin Year after which cost is to be capitalised Useful Life (Years) Contingency F/Y 1 F/Y 2 F/Y 3 F/Y 4 F/Y 5
[Enter Other Capital Expense 1] [Enter Description/Assumption] [1st Pass]
Description Stage Year Total Cost Fin Year after which cost is to be capitalised Useful Life (Years) Contingency F/Y 1 F/Y 2 F/Y 3 F/Y 4 F/Y 5
[Enter Other Capital Expense 1] [Enter Description/Assumption] [1st Pass]
ICT Business Case Spreadsheet
Before entering Option specific information, enter Employee Expense details in the Data Sheet
Employee Expenses
Step 1 - Input function and employee details associated with each function for salary Number of FTE per Year Salary Costs including On-Costs
$'000's
Description Stage Employee Category Contingency Fin Year 1 Fin Year 2 Fin Year 3 Fin Year 4 Fin Year 5 F/Y 1 F/Y 2 F/Y 3 F/Y 4 F/Y 5
Function 1 [Enter Description/Assumption] [1st Pass] [Employee Type 1]
Corporate Support
Step 2 - Enter Other Corporate Support Expenses Corporate Support Expenses
$'000's
Description Stage Start Fin Year Start Month End Fin Year End Month Yearly Cost Contingency F/Y 1 F/Y 2 F/Y 3 F/Y 4 F/Y 5
[Enter Corporate Support Expense 1] [Enter Description/Assumption] [1st Pass]
Software Licensing
Step 1 - Enter Software Licensing Expenses Software Licensing Expenses
$'000's
Description Stage Start Fin Year Start Month End Fin Year End Month Yearly Cost Contingency F/Y 1 F/Y 2 F/Y 3 F/Y 4 F/Y 5
Applications Software Cost [Enter Description/Assumption] [1st Pass]
Step 2 - Input Other Software Licensing Expenses Other Software Licensing Expenses
$'000's
Other Software Licensing Expenses Description Stage Start Fin Year Start Month End Fin Year End Month Yearly Cost Contingency F/Y 1 F/Y 2 F/Y 3 F/Y 4 F/Y 5
[Enter Other Software Licensing Expense 1[Enter Description/Assumption] [1st Pass]
Step 2 - Input Other System Maintenance Costs Other Maintenance and Support Expenses
$'000's
Description Stage Start Fin Year Total Cost Contingency F/Y 1 F/Y 2 F/Y 3 F/Y 4 F/Y 5
[Enter Other System Maintenance Cost] [Enter Description/Assumption] [1st Pass]
Step 2 - Enter system refresh/upgrade costs for product life System Refresh/Upgrade Expenses
$'000's
Description Stage Fin Year Total Cost Contingency F/Y 1 F/Y 2 F/Y 3 F/Y 4 F/Y 5
[Enter Other Operating Expense 1] [Enter Description/Assumption] [1st Pass]
Increased User Benefits Description Fin Year 1 Fin Year 2 Fin Year 3 Fin Year 4 Fin Year 5 Fin Year 6 Fin Year 7 Fin Year 8 Fin Year 9 Fin Year 10
[Enter Benefit] [Enter Description/Assumption] Incidence (No.)
Value
Total 0 0 0 0 0 0 0 0 0 0
Increased User Cost Description Fin Year 1 Fin Year 2 Fin Year 3 Fin Year 4 Fin Year 5 Fin Year 6 Fin Year 7 Fin Year 8 Fin Year 9 Fin Year 10
[Enter Cost] [Enter Description/Assumption] Incidence (No.)
Value
Total 0 0 0 0 0 0 0 0 0 0
Increased Agency Benefits Description Fin Year 1 Fin Year 2 Fin Year 3 Fin Year 4 Fin Year 5 Fin Year 6 Fin Year 7 Fin Year 8 Fin Year 9 Fin Year 10
[Enter Benefit] [Enter Description/Assumption] Incidence (No.)
Value
Total 0 0 0 0 0 0 0 0 0 0
End Fin
Description Stage Start Fin Year Start Month Year End Month Yearly Offset F/Y 1 F/Y 2 F/Y 3 F/Y 4 F/Y 5
Existing Funding for the Proposal [Enter Description/Assumption] 0.0 0.0 0.0 0.0 0.0
Yearly Offset
Identified Cost Savings/Revenue [Enter Description/Assumption] 0.0 0.0 0.0 0.0 0.0
Yearly Offset
Use of Cash Reserves [Enter Description/Assumption] 0.0 0.0 0.0 0.0 0.0
ICT Business Case Spreadsheet
Salary Input
Employee Category Fin Year 1 Fin Year 2 Fin Year 3 Fin Year 4 Fin Year 5
[Employee Type 1] 000's
[Employee Type 2] 000's
[Employee Type 3] 000's
[Employee Type 4] 000's
[Employee Type 5] 000's
[Employee Type 6] 000's
[Employee Type 7] 000's
[Employee Type 8] 000's
[Employee Type 9] 000's
[Employee Type 10] 000's
[Employee Type 11] 000's
[Employee Type 12] 000's
[Employee Type 13] 000's
[Employee Type 14] 000's
[Employee Type 15] 000's
On-Cost Input
Superannuation Work Compensation Long Service Leave Overtime
[Employee Type 1] % 5.00% 5.00% 5.00% 5.00%
[Employee Type 2] % 0.00% 0.00% 0.00% 0.00%
[Employee Type 3] % 0.00% 0.00% 0.00% 0.00%
[Employee Type 4] % 0.00% 0.00% 0.00% 0.00%
[Employee Type 5] % 0.00% 0.00% 0.00% 0.00%
[Employee Type 6] % 0.00% 0.00% 0.00% 0.00%
[Employee Type 7] % 0.00% 0.00% 0.00% 0.00%
[Employee Type 8] % 0.00% 0.00% 0.00% 0.00%
[Employee Type 9] % 0.00% 0.00% 0.00% 0.00%
[Employee Type 10] % 0.00% 0.00% 0.00% 0.00%
[Employee Type 11] % 0.00% 0.00% 0.00% 0.00%
[Employee Type 12] % 0.00% 0.00% 0.00% 0.00%
[Employee Type 13] % 0.00% 0.00% 0.00% 0.00%
[Employee Type 14] % 0.00% 0.00% 0.00% 0.00%
[Employee Type 15] % 0.00% 0.00% 0.00% 0.00%
Non-Salary Benefits Training and Assistance
% %
Choose method of calculation: Cost per FTE Cost per FTE
[Employee Type 1] 5.00% 5.0 5.00% 5.0
[Employee Type 2] 0.00% 0.0 0.00% 0.0
[Employee Type 3] 0.00% 0.0 0.00% 0.0
[Employee Type 4] 0.00% 0.0 0.00% 0.0
[Employee Type 5] 0.00% 0.0 0.00% 0.0
[Employee Type 6] 0.00% 0.0 0.00% 0.0
[Employee Type 7] 0.00% 0.0 0.00% 0.0
[Employee Type 8] 0.00% 0.0 0.00% 0.0
[Employee Type 9] 0.00% 0.0 0.00% 0.0
[Employee Type 10] 0.00% 0.0 0.00% 0.0
[Employee Type 11] 0.00% 0.0 0.00% 0.0
[Employee Type 12] 0.00% 0.0 0.00% 0.0
[Employee Type 13] 0.00% 0.0 0.00% 0.0
[Employee Type 14] 0.00% 0.0 0.00% 0.0
[Employee Type 15] 0.00% 0.0 0.00% 0.0
Hourly Rate
Fit Out
End of Sheet