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Create a Transparent and Defensible IT Budget

Build in approvability from the start.

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Taking a traditional approach to developing an IT budget could result in:

  • The need to continually defend core IT expenditures, particularly OpEx.
  • The absorption of technology costs via sacrifice of existing budget items due to unknown and unplanned business initiatives.
  • Numerous, time-consuming redrafts of the proposed IT budget to get to final approval.
  • Significant cuts to the spending required for IT to meet core business needs, resulting in IT underperformance.

Developing a transparent and defensible IT budget will allow you to:

  • Better educate the business about IT, how it works, and the value it delivers.
  • Engage stakeholders in meaningful dialogue about IT investment decisions.
  • Eliminate nasty financial surprises for both IT and the business.
  • Create a living budgetary tool that will improve IT financial governance overall.

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Onsite Workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn’t enough, we offer low-cost onsite delivery of our Project Workshops. We take you through every phase of your project and ensure that you have a road map in place to complete your project successfully.

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Module 1: Get into budget-starting position

The Purpose

Understand your IT budget in the context of your organization and key stakeholders, as well as gather your budgeting data and review previous years’ financial performance.

Key Benefits Achieved

  • Understand your organization’s budget process and culture.
  • Understand your stakeholders’ priorities and perspectives regarding your IT budget.
  • Gain insight into your historical IT expenditure.
  • Set next fiscal year’s IT budget targets.

Activities: Outputs:
1.1 Review budget purpose. 
  • Budget process and culture assessment.
1.2 Understand stakeholders and approvers.
  • Stakeholder alignment assessment and pre-selling strategy.
1.3 Gather your data.
  • Data prepared for next steps.
1.4 Map and review historical financial performance.
  • Mapped historical expenditure.
1.5 Rationalize last year’s variances and set next year's budget targets.
  • Next fiscal year’s budget targets.

Module 2: Forecast project CapEx

The Purpose

Develop a forecast of next fiscal year’s proposed capital IT expenditure driven by your organization’s strategic projects.

Key Benefits Achieved

  • Develop project CapEx forecast according to the four different stakeholder views of Info-Tech’s ITFM Cost Model.
  • Ensure that no business projects that have IT implications (and their true costs) are missed.

Activities: Outputs:
2.1 Review the ITFM cost model
  • Confirmed ITFM cost mdel.
2.2 List projects.
  • A list of projects.
2.3 Review project proposals and costs.
  • Confirmed list of project proposals and costs.
2.4 Map and tally total project CapEx.
  • Forecasted project-based capital expenditure mapped against the four views of the ITFM Cost Model.
2.5 Develop and/or confirm project-business alignment, ROI, and cost-benefit statements.
  • Projects financials in line.

Module 3: Forecast non-project CapEx and OpEx

The Purpose

Develop a forecast of next fiscal year’s proposed “business as usual” non-project capital and operating IT expenditure.

Key Benefits Achieved

  • Develop non-project CapEx and non-project OpEx forecasts according to the four different stakeholder views of Info-Tech’s ITFM Cost Model.
  • Make “business as usual” costs fully transparent and rationalized.

Activities: Outputs:
3.1 Review non-project capital and costs. 
  • Confirmation of non-project capital and costs.
3.2 Review non-project operations and costs.
  • Confirmation of non-project operations and costs.
3.3 Map and tally total non-project CapEx and OpEx.
  • Forecasted non-project-based capital expenditure and operating expenditure against the four views of the ITFM Cost Model.
3.4 Develop and/or confirm proposed expenditure rationales.
  • Proposed expenditure rationales.

Module 4: Finalize budget and develop presentation

The Purpose

Aggregate and sanity-check your forecasts, harden your rationales, and plan/develop the content for your IT budget executive presentation.

Key Benefits Achieved

  • Create a finalized proposed IT budget for next fiscal year that offers different views on your budget for different stakeholders.
  • Select content for your IT budget executive presentation that will resonate with your stakeholders and streamline approval.

Activities: Outputs:
4.1 Aggregate forecast totals and sanity check.
  • Final proposed IT budget for next fiscal year.
4.2 Generate graphical outputs and select content to include in presentation.
  • Graphic outputs selected for presentation.
4.3 Fine-tune rationales.
  • Rationales for budget.
4.4 Develop presentation and write commentary.
  • Content for IT Budget Executive Presentation.

Module 5: Next steps and wrap-up (offsite)

The Purpose

Finalize and polish the IT budget executive presentation.

Key Benefits Achieved

An approval-ready presentation that showcases your business-aligned proposed IT budget backed up with rigorous rationales.

Activities: Outputs:
5.1 Complete in-progress deliverables from previous four days.
  • Completed IT Budget Executive Presentation.
5.2 Set up review time for workshop deliverables and to discuss next steps.
  • Review scheduled.
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