Instructions: Fill in the shaded cells with your organization's data. Subtotals and grand totals will help you track budget allocation. Print this template or copy values to your spreadsheet software.
Organization Information
| Organization Name: |
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Fiscal Year: |
2025 |
| Department: |
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Prepared By: |
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| Total Employees: |
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Date: |
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1. Infrastructure & Hardware
| Line Item |
Description |
Qty |
Unit Cost |
Annual Cost |
Notes |
| Physical Servers |
On-premise server hardware |
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| Storage Systems |
SAN/NAS storage |
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| Network Equipment |
Switches, routers, firewalls |
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| Backup Systems |
Backup hardware/appliances |
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| Laptops |
Employee laptops |
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| Desktops |
Desktop workstations |
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| Monitors |
Display monitors |
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| Mobile Devices |
Phones, tablets |
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| Infrastructure Subtotal |
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2. Cloud & Hosting Services
| Service |
Provider |
Monthly Cost |
Annual Cost |
Contract End |
Notes |
| Cloud Infrastructure (IaaS) |
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| Cloud Platform (PaaS) |
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| Web Hosting |
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| CDN Services |
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| Disaster Recovery |
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| Cloud Services Subtotal |
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3. Software & Licensing
| Software |
Type |
Licenses |
Cost/License |
Annual Cost |
Renewal Date |
| Operating Systems |
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| Office Productivity Suite |
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| Email & Collaboration |
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| Security Software |
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| Database Licenses |
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| Development Tools |
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| Business Applications |
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| Software Subtotal |
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4. Services & Support
| Service Type |
Provider |
Monthly Cost |
Annual Cost |
SLA Level |
| Managed IT Services |
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| Help Desk Support |
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| Maintenance Contracts |
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| Consulting Services |
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| Training & Certifications |
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| Services Subtotal |
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5. Security & Compliance
| Item |
Description |
Annual Cost |
| Security Assessments |
Penetration testing, vulnerability scans |
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| Compliance Audits |
SOC2, HIPAA, PCI-DSS audits |
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| Security Tools |
SIEM, EDR, threat monitoring |
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| Cyber Insurance |
Data breach insurance premium |
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| Security Subtotal |
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Budget Summary
| 1. Infrastructure & Hardware |
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| 2. Cloud & Hosting Services |
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| 3. Software & Licensing |
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| 4. Services & Support |
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| 5. Security & Compliance |
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| TOTAL IT BUDGET |
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ROI Calculations
| Metric |
Calculation |
Your Value |
| IT Spend per Employee |
Total Budget ÷ Total Employees |
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| IT as % of Revenue |
Total Budget ÷ Annual Revenue × 100 |
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| Cloud vs On-Prem Ratio |
Cloud Costs ÷ Infrastructure Costs |
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| Security Investment % |
Security Costs ÷ Total Budget × 100 |
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Industry Benchmarks (2025):
• IT Spend per Employee: $8,000 - $15,000
• IT as % of Revenue: 3% - 7%
• Cloud vs On-Prem: 60/40 to 80/20
• Security Investment: 10% - 15% of IT budget
Notes & Assumptions