Create a Transparent and Defensible IT Budget

Build in approvability from the start.

The Situation

IT struggles to gain budget approval year after year, largely driven by a few key factors:
- For a long time, IT has been viewed as a cost center whose efficiency needs to be increasingly optimized over time. IT’s relationship to strategy is not yet understood or established in many organizations.
- IT is one of the biggest areas of cost for many organizations. Often, executives don’t understand or even believe that all that IT spending is necessary to advance the organization’s objectives, let alone keep it up and running.

Create a Transparent and Defensible IT Budget visualization

CIOs need a straightforward way to create and present an approval-ready budget.
- Info-Tech recognizes that connecting the dots to demonstrate value is key to budgetary approval.
- Info-Tech also recognizes that key stakeholders require different perspectives on the IT budget.
- This blueprint provides a framework, method, and templated exemplars for creating and presenting an IT budget to stakeholders that will speed up the approval process and ensure more of it is approved.

Blueprint Contents

Create a Transparent and Defensible IT Budget Storyboard
IT Cost Forecasting and Budgeting Workbook
Sample: IT Cost Forecasting and Budgeting Workbook
IT Budget Executive Presentation

Member Testimonials

After each Info-Tech experience, we ask our members to quantify the real-time savings, monetary impact, and project improvements our research helped them achieve. See our top member experiences for this blueprint and what our clients have to say.

9.3/10

Overall Impact

$32,286

Average $ Saved

Average Days Saved

Member Testimonials
Client	PG Group
Experience	Guided Implementation
Impact	10/10
$ Saved	N/A
Days Saved	20
Testimonial

Member Testimonials
Client	Corium, LLC
Experience	Guided Implementation
Impact	10/10
$ Saved	$31,960
Days Saved	9
Testimonial

Member Testimonials
Client	University Of Alaska
Experience	Guided Implementation
Impact	10/10
$ Saved	N/A
Days Saved	N/A
Testimonial	While I hesitate to equate the value in terms of time and money, I found the exchange to extremely valuable. Jennifer Perrier is knowledgeable and ... While I hesitate to equate the value in terms of time and money, I found the exchange to extremely valuable. Jennifer Perrier is knowledgeable and super personable. She helped me see a way forward and her followup email contained links to the resources I need. Thank you.

Member Testimonials
Client	Kansas Public Employees Retirement System
Experience	Workshop
Impact	10/10
$ Saved	N/A
Days Saved	N/A
Testimonial	Areez helped us hone in on the specifics of the defensible budget, which is huge for us. I like the approach and thoroughness of the workshop. Areez helped us hone in on the specifics of the defensible budget, which is huge for us. I like the approach and thoroughness of the workshop.

Member Testimonials
Client	Canadian Defence Academy
Experience	Guided Implementation
Impact	7/10
$ Saved	N/A
Days Saved	N/A
Testimonial	This is an excellent, important topic for organizations aspiring to "Create a Transparent and Defensible IT Budget" Eight months into my new rol... This is an excellent, important topic for organizations aspiring to "Create a Transparent and Defensible IT Budget" Eight months into my new role, with a deeper understanding of our current situation, compared to the beginning of this blueprint (June/July 2024), aspirational goals are now much more in focus.

Member Testimonials
Client	Oregon Public Defense Services Commission
Experience	Guided Implementation
Impact	10/10
$ Saved	$13,600
Days Saved	20
Testimonial	Not applicable. Not applicable.

Member Testimonials
Client	The City of Winchester
Experience	Guided Implementation
Impact	9/10
$ Saved	$2,720
Days Saved	2
Testimonial	speaking with someone that has/had previous experience as a CIO. That's relevant. It allows me to "walk in the shoes" of someone performing the fun... speaking with someone that has/had previous experience as a CIO. That's relevant. It allows me to "walk in the shoes" of someone performing the function that I am currently in now. Simple stuff like processes, nomenclature, and lessons learned go a long toward expanding my horizon.

Member Testimonials
Client	City of Bloomington, IL
Experience	Guided Implementation
Impact	9/10
$ Saved	$13,600
Days Saved	10
Testimonial	Jennifer exhibited excellent attentiveness and comprehension of our goals. She was highly responsive to our customization requests for the IT Spend... Jennifer exhibited excellent attentiveness and comprehension of our goals. She was highly responsive to our customization requests for the IT Spend Transparency Workbook, ensuring it aligned with our specific needs. With the limited amount of data we have entered, we are already seeing positive returns on this effort.

Member Testimonials
Client	Champaign Residential Services Inc
Experience	Guided Implementation
Impact	10/10
$ Saved	N/A
Days Saved	N/A
Testimonial	Thank you for kicking around a few ideas Jennifer! We may not have any immediate action items but now I'm more aware of what to ask for in the futu... Thank you for kicking around a few ideas Jennifer! We may not have any immediate action items but now I'm more aware of what to ask for in the future :-)

Member Testimonials
Client	Experience Grand Rapids
Experience	Guided Implementation
Impact	9/10
$ Saved	$13,700
Days Saved	5
Testimonial	Jennifer clearly explained how to use the spreadsheet for budgeting and as a tool. Her explanations of each section will prepare me with thought ou... Jennifer clearly explained how to use the spreadsheet for budgeting and as a tool. Her explanations of each section will prepare me with thought out information on variables, historical performance and expenditures, impacts of projects and events, and more. She also went through how to use the spreadsheet to impact my budgetary request to my CEO and CFO. The discussions we had will assist me in reviewing possible scenarios that would impact my budget each year. At first glance, I wondered "Where do I start?" but she clearly outlined the process for me. I appreciated her willingness to answer the questions I threw at it.

Member Testimonials
Client	Pyxus International, Inc.
Experience	Guided Implementation
Impact	10/10
$ Saved	N/A
Days Saved	N/A
Testimonial	No negative. Just getting started and at this point I am not in a position to measure time or cost savings. No negative. Just getting started and at this point I am not in a position to measure time or cost savings.

Member Testimonials
Client	GENESIS CANCER CARE UK LIMITED
Experience	Guided Implementation
Impact	9/10
$ Saved	N/A
Days Saved	2
Testimonial	Enjoyed the time with Benoit, well structured session and very informative. I didn't feel there was a worst part. Enjoyed the time with Benoit, well structured session and very informative. I didn't feel there was a worst part.

Member Testimonials
Client	Hogan
Experience	Guided Implementation
Impact	10/10
$ Saved	$137K
Days Saved	120
Testimonial	Monica was great to work with. She took the time to understand where I was at in my budget journey and helped me through the entire process from cr... Monica was great to work with. She took the time to understand where I was at in my budget journey and helped me through the entire process from creating a tracking spreadsheet to helping tailor that for my environment. Most importantly, she understood the size of our organization and what our needs were.

Member Testimonials
Client	Job and Family Services
Experience	Guided Implementation
Impact	8/10
$ Saved	N/A
Days Saved	N/A
Testimonial	Benoit was very knowledgeable and understood the factors we are dealing with. He helped us come to the conclusion that we did not need assistance c... Benoit was very knowledgeable and understood the factors we are dealing with. He helped us come to the conclusion that we did not need assistance creating a budget, however, he encouraged us to consider seeking assistance to guide our resource management. Overall, we had a good discussion and I would recommend Benoit as a consultant to anyone looking to create a defensible budget.

Member Testimonials
Client	Champaign Residential Services Inc
Experience	Guided Implementation
Impact	10/10
$ Saved	N/A
Days Saved	N/A
Testimonial	I can't say that this saved any time or money, but it made me think about my budget in a different way. Now I'll be prepared with better data if I'... I can't say that this saved any time or money, but it made me think about my budget in a different way. Now I'll be prepared with better data if I'm ever asked for detailed breakdowns of the numbers.

Member Testimonials
Client	Tomago Aluminium Company
Experience	Guided Implementation
Impact	10/10
$ Saved	N/A
Days Saved	2
Testimonial

Member Testimonials
Client	Nu Skin International
Experience	Guided Implementation
Impact	7/10
$ Saved	$12,999
Days Saved	5
Testimonial	The best was going through the financial review process and the results of the various views. The hard part is that Nu Skin doesn't fit nicely with... The best was going through the financial review process and the results of the various views. The hard part is that Nu Skin doesn't fit nicely within any of the categories of companies to benchmark with. the worst part is being so different from the other companies.

Member Testimonials
Client	MicroPort Orthopedics
Experience	Guided Implementation
Impact	9/10
$ Saved	N/A
Days Saved	10
Testimonial	Monica delivered a summary of the IT Spend Study on our recent IT Steering Committee meeting. Her findings and assessment were thorough, direct, an... Monica delivered a summary of the IT Spend Study on our recent IT Steering Committee meeting. Her findings and assessment were thorough, direct, and insightful. Many good questions were raised during and after the presentation. I would be glad to recommend ITRG's Spend Study to others.

Member Testimonials
Client	Soaring Eagle Casino & Resort
Experience	Guided Implementation
Impact	10/10
$ Saved	$32,499
Days Saved	5
Testimonial

Member Testimonials
Client	Providence Care
Experience	Guided Implementation
Impact	9/10
$ Saved	N/A
Days Saved	2
Testimonial	Great to benchmark where we sit against peers to validate where we have made investments and where we need to continue to make investments. No cos... Great to benchmark where we sit against peers to validate where we have made investments and where we need to continue to make investments. No cost savings coming out but big help in redirecting dollars.

Member Testimonials
Client	University of Kansas Hospital Authority
Experience	Guided Implementation
Impact	10/10
$ Saved	$32,499
Days Saved	5
Testimonial	the worse part was gathering the data, but the team as patient. The best part was getting the results and all the hard work paying off with excell... the worse part was gathering the data, but the team as patient. The best part was getting the results and all the hard work paying off with excellent data and good graphics we will use for the next year.

Member Testimonials
Client	Renown Health
Experience	Guided Implementation
Impact	9/10
$ Saved	N/A
Days Saved	2
Testimonial	We are excited to see the final outcome of the study and how Renown compares to others in our industry. Monica and Kennedy were great to work with,... We are excited to see the final outcome of the study and how Renown compares to others in our industry. Monica and Kennedy were great to work with, very knowledgeable and thorough.

Member Testimonials
Client	Chief Industries, Inc.
Experience	Guided Implementation
Impact	10/10
$ Saved	N/A
Days Saved	N/A
Testimonial

Member Testimonials
Client	CGIAR
Experience	Guided Implementation
Impact	9/10
$ Saved	N/A
Days Saved	20
Testimonial	Precise information and no waste of time. Precise information and no waste of time.

Member Testimonials
Client	City of Bloomington, IL
Experience	Guided Implementation
Impact	10/10
$ Saved	$32,499
Days Saved	10
Testimonial

Member Testimonials
Client	Brother International Corporation
Experience	Guided Implementation
Impact	9/10
$ Saved	$2,599
Days Saved	2
Testimonial	Best - Being able to collaborate with resources outside of Brother to review our IT budget distribution and trends. The opportunity to get another... Best - Being able to collaborate with resources outside of Brother to review our IT budget distribution and trends. The opportunity to get another view is helpful to understand how we compare to other companies in similar industries and to serve as a sanity check for our internal process and review. The tools also provided a helpful way to summarize and present the IT budget to our new CIO/VP. Worst - While I have a large amount of respect for the amount of effort that went into building the worksheets that we used to analyze our budget data some additional flexibility to add more expense categories would have been helpful. While it is likely a positive result to prevent us from adding too many categories, there were one or two other categories that we would have preferred to create as we were having discussions about the summarization and review of the data. We were hesitant to make any changes to add more categories without possibly affecting the formulas in the worksheet that summarize the data. It is difficult to estimate the time and financial impact that the tools were able to save us as Brother has its regular budget and forecast process that we follow but the summarization of the data is helpful to have as we go through similar internal exercises.

Member Testimonials
Client	Omaha Public Power District
Experience	Guided Implementation
Impact	10/10
$ Saved	$64,999
Days Saved	50
Testimonial	Kennedy and Dave were great to work with - knowledgeable, responsive. We anticipate utilizing results of the study for multiple efforts, including ... Kennedy and Dave were great to work with - knowledgeable, responsive. We anticipate utilizing results of the study for multiple efforts, including performance management. This benchmarking effort will allow us to review our current KPI’s/CIO scorecard and determine where our current inputs may need to reflect industry benchmarks going forward.

Member Testimonials
Client	Experience	Impact	$ Saved	Days Saved	Testimonial
PG Group	Guided Implementation	10/10	N/A	20
Corium, LLC	Guided Implementation	10/10	$31,960	9
University Of Alaska	Guided Implementation	10/10	N/A	N/A	While I hesitate to equate the value in terms of time and money, I found the exchange to extremely valuable. Jennifer Perrier is knowledgeable and ... While I hesitate to equate the value in terms of time and money, I found the exchange to extremely valuable. Jennifer Perrier is knowledgeable and super personable. She helped me see a way forward and her followup email contained links to the resources I need. Thank you.
Kansas Public Employees Retirement System	Workshop	10/10	N/A	N/A	Areez helped us hone in on the specifics of the defensible budget, which is huge for us. I like the approach and thoroughness of the workshop. Areez helped us hone in on the specifics of the defensible budget, which is huge for us. I like the approach and thoroughness of the workshop.
Canadian Defence Academy	Guided Implementation	7/10	N/A	N/A	This is an excellent, important topic for organizations aspiring to "Create a Transparent and Defensible IT Budget" Eight months into my new rol... This is an excellent, important topic for organizations aspiring to "Create a Transparent and Defensible IT Budget" Eight months into my new role, with a deeper understanding of our current situation, compared to the beginning of this blueprint (June/July 2024), aspirational goals are now much more in focus.
Oregon Public Defense Services Commission	Guided Implementation	10/10	$13,600	20	Not applicable. Not applicable.
The City of Winchester	Guided Implementation	9/10	$2,720	2	speaking with someone that has/had previous experience as a CIO. That's relevant. It allows me to "walk in the shoes" of someone performing the fun... speaking with someone that has/had previous experience as a CIO. That's relevant. It allows me to "walk in the shoes" of someone performing the function that I am currently in now. Simple stuff like processes, nomenclature, and lessons learned go a long toward expanding my horizon.
City of Bloomington, IL	Guided Implementation	9/10	$13,600	10	Jennifer exhibited excellent attentiveness and comprehension of our goals. She was highly responsive to our customization requests for the IT Spend... Jennifer exhibited excellent attentiveness and comprehension of our goals. She was highly responsive to our customization requests for the IT Spend Transparency Workbook, ensuring it aligned with our specific needs. With the limited amount of data we have entered, we are already seeing positive returns on this effort.
Champaign Residential Services Inc	Guided Implementation	10/10	N/A	N/A	Thank you for kicking around a few ideas Jennifer! We may not have any immediate action items but now I'm more aware of what to ask for in the futu... Thank you for kicking around a few ideas Jennifer! We may not have any immediate action items but now I'm more aware of what to ask for in the future :-)
Experience Grand Rapids	Guided Implementation	9/10	$13,700	5	Jennifer clearly explained how to use the spreadsheet for budgeting and as a tool. Her explanations of each section will prepare me with thought ou... Jennifer clearly explained how to use the spreadsheet for budgeting and as a tool. Her explanations of each section will prepare me with thought out information on variables, historical performance and expenditures, impacts of projects and events, and more. She also went through how to use the spreadsheet to impact my budgetary request to my CEO and CFO. The discussions we had will assist me in reviewing possible scenarios that would impact my budget each year. At first glance, I wondered "Where do I start?" but she clearly outlined the process for me. I appreciated her willingness to answer the questions I threw at it.
Pyxus International, Inc.	Guided Implementation	10/10	N/A	N/A	No negative. Just getting started and at this point I am not in a position to measure time or cost savings. No negative. Just getting started and at this point I am not in a position to measure time or cost savings.
GENESIS CANCER CARE UK LIMITED	Guided Implementation	9/10	N/A	2	Enjoyed the time with Benoit, well structured session and very informative. I didn't feel there was a worst part. Enjoyed the time with Benoit, well structured session and very informative. I didn't feel there was a worst part.
Hogan	Guided Implementation	10/10	$137K	120	Monica was great to work with. She took the time to understand where I was at in my budget journey and helped me through the entire process from cr... Monica was great to work with. She took the time to understand where I was at in my budget journey and helped me through the entire process from creating a tracking spreadsheet to helping tailor that for my environment. Most importantly, she understood the size of our organization and what our needs were.
Job and Family Services	Guided Implementation	8/10	N/A	N/A	Benoit was very knowledgeable and understood the factors we are dealing with. He helped us come to the conclusion that we did not need assistance c... Benoit was very knowledgeable and understood the factors we are dealing with. He helped us come to the conclusion that we did not need assistance creating a budget, however, he encouraged us to consider seeking assistance to guide our resource management. Overall, we had a good discussion and I would recommend Benoit as a consultant to anyone looking to create a defensible budget.
Champaign Residential Services Inc	Guided Implementation	10/10	N/A	N/A	I can't say that this saved any time or money, but it made me think about my budget in a different way. Now I'll be prepared with better data if I'... I can't say that this saved any time or money, but it made me think about my budget in a different way. Now I'll be prepared with better data if I'm ever asked for detailed breakdowns of the numbers.
Tomago Aluminium Company	Guided Implementation	10/10	N/A	2
Nu Skin International	Guided Implementation	7/10	$12,999	5	The best was going through the financial review process and the results of the various views. The hard part is that Nu Skin doesn't fit nicely with... The best was going through the financial review process and the results of the various views. The hard part is that Nu Skin doesn't fit nicely within any of the categories of companies to benchmark with. the worst part is being so different from the other companies.
MicroPort Orthopedics	Guided Implementation	9/10	N/A	10	Monica delivered a summary of the IT Spend Study on our recent IT Steering Committee meeting. Her findings and assessment were thorough, direct, an... Monica delivered a summary of the IT Spend Study on our recent IT Steering Committee meeting. Her findings and assessment were thorough, direct, and insightful. Many good questions were raised during and after the presentation. I would be glad to recommend ITRG's Spend Study to others.
Soaring Eagle Casino & Resort	Guided Implementation	10/10	$32,499	5
Providence Care	Guided Implementation	9/10	N/A	2	Great to benchmark where we sit against peers to validate where we have made investments and where we need to continue to make investments. No cos... Great to benchmark where we sit against peers to validate where we have made investments and where we need to continue to make investments. No cost savings coming out but big help in redirecting dollars.
University of Kansas Hospital Authority	Guided Implementation	10/10	$32,499	5	the worse part was gathering the data, but the team as patient. The best part was getting the results and all the hard work paying off with excell... the worse part was gathering the data, but the team as patient. The best part was getting the results and all the hard work paying off with excellent data and good graphics we will use for the next year.
Renown Health	Guided Implementation	9/10	N/A	2	We are excited to see the final outcome of the study and how Renown compares to others in our industry. Monica and Kennedy were great to work with,... We are excited to see the final outcome of the study and how Renown compares to others in our industry. Monica and Kennedy were great to work with, very knowledgeable and thorough.
Chief Industries, Inc.	Guided Implementation	10/10	N/A	N/A
CGIAR	Guided Implementation	9/10	N/A	20	Precise information and no waste of time. Precise information and no waste of time.
City of Bloomington, IL	Guided Implementation	10/10	$32,499	10
Brother International Corporation	Guided Implementation	9/10	$2,599	2	Best - Being able to collaborate with resources outside of Brother to review our IT budget distribution and trends. The opportunity to get another... Best - Being able to collaborate with resources outside of Brother to review our IT budget distribution and trends. The opportunity to get another view is helpful to understand how we compare to other companies in similar industries and to serve as a sanity check for our internal process and review. The tools also provided a helpful way to summarize and present the IT budget to our new CIO/VP. Worst - While I have a large amount of respect for the amount of effort that went into building the worksheets that we used to analyze our budget data some additional flexibility to add more expense categories would have been helpful. While it is likely a positive result to prevent us from adding too many categories, there were one or two other categories that we would have preferred to create as we were having discussions about the summarization and review of the data. We were hesitant to make any changes to add more categories without possibly affecting the formulas in the worksheet that summarize the data. It is difficult to estimate the time and financial impact that the tools were able to save us as Brother has its regular budget and forecast process that we follow but the summarization of the data is helpful to have as we go through similar internal exercises.
Omaha Public Power District	Guided Implementation	10/10	$64,999	50	Kennedy and Dave were great to work with - knowledgeable, responsive. We anticipate utilizing results of the study for multiple efforts, including ... Kennedy and Dave were great to work with - knowledgeable, responsive. We anticipate utilizing results of the study for multiple efforts, including performance management. This benchmarking effort will allow us to review our current KPI’s/CIO scorecard and determine where our current inputs may need to reflect industry benchmarks going forward.

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30,000+

ITRG members spanning the Global 2000

$400M+

Cut from IT costs with our pricing intelligence and advisory support

+8%

Increase in stakeholder satisfaction where IT leaders used Info-Tech services

9.5/10

Member-related value across +50,000 analyst calls, workshops and projects

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