Total Cost of Ownership (TCO) Calculator Hardware & Software Management Support Implementation Communications fees Direct Costs The capital expenditures and lease fees for servers, client computers, peripherals, network components, and software. The costs associated with network, system and storage management, including labor staffing, maintenance contracts, and professional services or outsourcing fees. The support staff labor hours and costs, training labor and fees, travel, support contracts and management overhead. Cost associated with the implementation of the application. These usually include development (customization and integration), testing, training, and consulting. The inter-computer communication expenses for leased lines, remote access, and allocated WAN expenses. End user IS Downtime Indirect Costs The cost of formal end-user training, casual learning, informal support outside recognized IT support channels, selfdevelopment of applications, and local file maintenance. The lost productivity due to planned and unplanned network, system, and application unavailability.
TCO Calculator Fill in the appropriate values for each cost category. Please note that this calculator does not take the depreciation of capital assets into account. Capital costs are recorded at the time of purchase, rather than as an annual depreciation cost. Once all the values are entered, go to the third tab "TCO Summary Sheet" to view the summarized results. Direct Costs Year 1 Year 2 Year 3 Total ($) % of Total Cost Hardware Servers $ - $ - $ - $ - Client computers $ - $ - $ - $ - Peripehrals $ - $ - $ - $ - Network components $ - $ - $ - $ - Maintenance fees $ - $ - $ - $ - Total Hardware Costs $ - $ - $ - $ - Software License $ - $ - $ - $ - Maintenance fees $ - $ - $ - $ - Total Software Costs $ - $ - $ - $ - Management Network $ - $ - $ - $ - Systems $ - $ - $ - $ - Storage $ - $ - $ - $ - Total Management Costs $ - $ - $ - $ - Support Support staff $ - $ - $ - $ - Training fees $ - $ - $ - $ - Procurement procedures $ - $ - $ - $ - Travel $ - $ - $ - $ - Support contracts $ - $ - $ - $ - Overhead labor $ - $ - $ - $ - Total Support Costs $ - $ - $ - $ - Implementation Development/customization/integration $ - $ - $ - $ - Training $ - $ - $ - $ - Consulting/system integration $ - $ - $ - $ - Other $ - $ - $ - $ - Total Development Costs $ - $ - $ - $ - Communication Fees Local Area Network $ - $ - $ - $ - Wide Area Network $ - $ - $ - $ - Remote Access $ - $ - $ - $ - Total Communication Fees $ - $ - $ - $ - Total Direct Costs $ - $ - $ - $ - Indirect Costs Year 1 Year 2 Year 3 Total ($) % of Total Costs End User IS Formal end-user training $ - $ - $ - $ - Informal end-user training $ - $ - $ - $ - Self development of applications $ - $ - $ - $ - Local file maintenance $ - $ - $ - $ - Total End User IS costs $ - $ - $ - $ - Downtime Planned downtime $ - $ - $ - $ - Unplanned downtime $ - $ - $ - $ - Total Downtime costs $ - $ - $ - $ - Total Indirect Costs $ - $ - $ - $ - Total Costs $ - $ - $ - $ -
TCO Summary Sheet After filling in the necessary values, the spreadsheet automically generates two TCO summary graphs. The first graph illustrates the total difference between the project's direct and indirect costs. The second graph depicts the total direct and indirect costs per year. Direct Costs % of Total Cost Year 1 Year 2 Year 3 Total Hardware Costs Total Direct Costs $ - $ - $ - Total Software Costs Total Indirect Costs $ - $ - $ - Total Management Costs Total Support Costs Total Development Costs Total Communication Fees Total Direct Costs Indirect Costs Total End User IS costs Total Downtime costs Total Indirect Costs % of Total Cost 3-Year TCO Cost Allocation - Direct versus Indirect Direct Costs, 78.4% Indirect Costs, 21.6% 3-Year TCO Yearly Costs Total Cost ($) $1.00 $0.90 $0.80 $0.70 $0.60 $0.50 $0.40 $0.30 $0.20 $0.10 $- $- $- $- $- $- $- Year 1 Year 2 Year 3 Total Direct Costs Total Indirect Costs
Description of Service/Product Application and Associated Tool License Fees License Pricing Method - select one: License price is driven by the number of users License price is driven by the hardware or platform License price is driven by the number of servers and/or customer profile (e.g., revenue-based) License price is driven by any other basis (please clearly explain): Total cost of proposal including all application modules, recommended tools, products, source code, licensing, support and annual maintenance for five years. 2018-19 2019-20 2020-21 2021-22 2022-23 Cost of application modules and tools - quote each as separate line item, then total: Total cost of all proposed application modules (if different than the sum of the individual $0.00 $0.00 $0.00 $0.00 $0.00 prices, please explain in proposal) Cost of Additional Vendor and Third-Party Tools Development tools 2018-19 2019-20 2020-21 2021-22 2022-23 Query and reporting tools Third party desktop software components
Database products Forms generation tools Other products (middleware, operating system software, etc.) the vendor believes is required to successfully implement and operate the proposed integrated software solution. Cost of source code Other related costs (i.e., shipping, site preparation, documentation, etc.) Enterprise Licensing Provide the cost of an enterprise-wide site license, if available, that has no constraints on number of users, number of servers, or any other deployment option. Maintenance and Technical Support Fees Product Installation and License Support Maintenance and support to be provided to the University during initial installation and through the implementation phase of the project (e.g., before the product migrates to a production environment). 2018-19 2019-20 2020-21 2021-22 2022-23 Maintenance and support included in initial license fee Travel expense if not included in the initial license fee. Other services and options (e.g., professional services) during implementation. Indicate time and cost for each service. Annual Maintenance and Support Maintenance and support services covered under annual technical and maintenance agreements. Hourly rate for technical support and maintenance outside the standard technical support and maintenance agreements.
Cost summary of the highest recommended maintenance and support for the proposed integrated software solution for the next five years. Training Costs Application Modules Recommended courses and cost per course 2018-19 2019-20 2020-21 2021-22 2022-23 Train-the-trainer Training Total cost of training $0.00 $0.00 $0.00 $0.00 $0.00 Modifications Hourly rate for custom modifications