Conventions used in the Cost Benefit Analysis (CBA) Toolkit:

1. The CBA Toolkit is an Excel Workbook containing three worksheets:

a. TangibleChanges_1
b. ProjectCosts_2
c. InvestmentSummary_3
2. Some worksheets contain locked cells and hidden/locked rows. Those cells in blue text
are unlocked and indicate where data input is required. Cells with black text indicate
those cells that are locked and cannot be edited.
3. Data entered into the first two worksheets (TangibleChanges_1 and ProjectCosts_2) are
used for calculations in the third worksheet, InvestmentSummary_3.

Instructions for Completing CBA Calculations:

1. Go to the spreadsheet tab TangibleChanges_1:

Step 1 - Enter the division or office name, project title, program(s) name(s) that this
project is intended to benefit, and the name of the project sponsor. This information is
carried forward to the headers of the other two CBA worksheets ( ProjectCosts_2,
InvestmentSummary_3 ).

Step 2 - Enter the estimates for the expected tangible changes (expressed as positive or
negative costs) resulting from the project implementation over the next five fiscal years.
Refer to the tangible benefits identified in the Benefits Realization Table in the DEP
Business Case. This will assist you in determining the changes to the program or
programs that will be recorded in this form. Enter the tangible changes in the appropriate
category listed in sections A – E (e.g., Personnel, Plant & Facility, External Service
Providers, Data Processing and Others.)

For example: if the project is expected to reduce the number of staff augmentation
contractor FTEs required to support the program by two in FY 2009-10, then in FY
2008-09 the value for change in baseline cost and number of contractor FTEs will be
zero. However, in FY 2009-10 enter (-2) FTEs and a negative value to indicate the
cost that will be saved. If these two contractor FTEs are to be permanently
deleted from the program, the same (-2) FTEs and negative value for salary
should be carried forward into each subsequent year to reflect the expected
reductions from current baseline costs.

Tangible changes may include anticipated reductions in program staff and operational
costs, increased revenue and quantifiable (tangible) public benefits. Negative values
would correspond to improved or reduced program operation costs. Do not include any
intangible changes in this spreadsheet. Intangible changes (benefits) are only documented
in the Benefits Realization Table in the DEP Business Case document.

53420290.xlsx
Instructions
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 DEP
IT Project Cost-Benefit Analysis
Tangible Changes
DEP Division/Office: Division of X Project: Project X

Program(s) Title: Program Y Project Sponsor: Jane Doe

Tangible Changes in Program Operations resulting from Project Implementation

Program Operational Cost Elements FY FY FY FY FY
Changes in Program Operational Costs (Negative Values = Decreased Costs) 2010-11 2011-12 2012-13 2013-14 2014-15 TOTAL
A. Personnel -- Operational Costs $0 $0 $0 $0 $0 $0
A-1.a. State FTEs (Salaries & Benefits) $0 $0 $0 $0 $0 $0
A-1.b. State FTEs (# FTEs) 0.00 0.00 0.00 0.00 0.00 0.00
A-2.a. OPS FTEs (Salaries) $0 $0 $0 $0 $0 $0
A-2.b. OPS FTEs (# FTEs) 0.00 0.00 0.00 0.00 0.00 0.00
A-3.a. Staff Augmentation (Contract Cost) $0 $0 $0 $0 $0 $0
A-3.b. Staff Augmentation (# of Contract FTEs) 0.00 0.00 0.00 0.00 0.00 0.00
B. Plant & Facility -- Operational Costs $0 $0 $0 $0 $0 $0
C. External Service Provider -- Operational Costs $0 $0 $0 $0 $0 $0
C-1. Contractor Services $0 $0 $0 $0 $0 $0
C-2. Maintenance & Support Services $0 $0 $0 $0 $0 $0
C-3. Network / Hosting Services $0 $0 $0 $0 $0 $0
C-4. Data Communications Services $0 $0 $0 $0 $0 $0
C-5. Other Specify $0 $0 $0 $0 $0 $0
D. Data Processing -- Operational Costs $0 $0 $0 $0 $0 $0
D-1. Hardware $0 $0 $0 $0 $0 $0
D-2. Software $0 $0 $0 $0 $0 $0
D-3. Other Specify $0 $0 $0 $0 $0 $0
E. Others -- Operational Costs $0 $0 $0 $0 $0 $0
E-1. Training $0 $0 $0 $0 $0 $0
E-2. Travel $0 $0 $0 $0 $0 $0
E-3. Other Specify $0 $0 $0 $0 $0 $0
Subtotal of Operational Costs ( Rows A through E) $0 $0 $0 $0 $0 $0

F. Revenues / External Contribution / Fiscal Offsets $0 $0 $0 $0 $0 $0

F-1. Revenues Specify $0 $0 $0 $0 $0 $0
F-2. Federal Participation Specify $0 $0 $0 $0 $0 $0
F-3. Grants Specify $0 $0 $0 $0 $0 $0
Total Changes in Program Operational Costs (Sum of Rows A through E minus Row F) $0 $0 $0 $0 $0 $0
Cumulative Change $0 $0 $0 $0 $0
Negative Values indicate decreased Costs (i.e., Tangible Benefits). Positive values indicate increased operational costs outside of those specified in the ProjectCosts spreadsheet. FY Totals are carried forward to the
InvesmentSummary sheet for investment summary calculations

Character of Program Cost Change Estimate

Choose Type Level of Uncertainty - Enter % (+/-)
Detailed/Rigorous
Not to Exceed
Order of Magnitude

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TangibleChanges_1 Page 2 of 4
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 DEP
IT Project Cost-Benefit Analysis

DEP Division/Office: Division of X Division of X Project: Project X 0

Program(s) Title: Program Y Program Y Project Sponsor: Jane Doe

Project Cost Elements Project Cost Table Character of Project Costs Estimate
(Project Planning,Development & Implementation Only - FY FY FY FY FY TOTAL Choose Type Level of Uncertainty - Enter % (+/-)
No Operational Costs) 2010-11 2011-12 2012-13 2013-14 2014-15 Detailed/Rigorous
State FTEs (Salaries & Benefits) $0 $0 $0 $0 $0 $0 Not to Exceed
OPS FTEs (Salaries) $0 $0 $0 $0 $0 $0 Order of Magnitude
Staff Augmentation (Contract Cost) $0 $0 $0 $0 $0 $0
Consultant Services $0 $0 $0 $0 $0 $0
Hardware $0 $0 $0 $0 $0 $0
Software $0 $0 $0 $0 $0 $0
Network Infrastructure $0 $0 $0 $0 $0 $0
Training $0 $0 $0 $0 $0 $0
Travel $0 $0 $0 $0 $0 $0
Other Specify $0 $0 $0 $0 $0 $0
Total Project Costs (*) $0 $0 $0 $0 $0 $0
Cumulative Project Costs $0 $0 $0 $0 $0
Total Project Costs are carried forward to the InvestmentSummary form

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ProjectCosts_2 Page 3 of 4
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 DEP
IT Project Cost-Benefit Analysis

Project Investment Summary 0

Agency: Division of X Project: Project X

Program(s) Title: Program Y Project Sponsor: Jane Doe

Investment Summary

FY FY FY FY FY
2010-11 2011-12 2012-13 2013-14 2014-15 TOTAL
Cost of Capital (as published by State CFO) 5.35% 5.38% 5.38% 5.38% 5.38%
Cost Benefit Analysis
Net Savings Resulting from the Project
I $0 $0 $0 $0 $0 $0
(TangibleChanges Form)

II Total Project Cost (ProjectCosts Form) $0 $0 $0 $0 $0 $0

Return on Investment Analysis

III Return on Investment (Row I minus Row II) $0 $0 $0 $0 $0 $0

IV Payback Period (years) NO PAYBACK Payback Period is the time required to recover the investment costs of the project.
V Breakeven Fiscal Year NO PAYBACK Fiscal Year during which the project's investment costs are recovered.
VI Net Present Value (NPV) $0 NPV is the present-day value of the project's benefits less costs over the project's lifecycle.
VII Internal Rate of Return (IRR) NO IRR IRR is the project's rate of return.

Proposed Funding Sources for Project Costs by Fiscal Year

Prospective Source(s) of Project Funding
FY FY FY FY FY
Investment Summary TOTAL
2010-11 2011-12 2012-13 2013-14 2014-15
VIII General Revenue $0 $0 $0 $0 $0 $0
IX Trust Fund Specify $0 $0 $0 $0 $0 $0
X Federal Match Specify $0 $0 $0 $0 $0 $0
XII Grants Specify $0 $0 $0 $0 $0 $0
XII Other Specify $0 $0 $0 $0 $0 $0
Project Funding Totals $0 $0 $0 $0 $0 $0

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