IT Project ROI Tool

IT Project ROI Calculator and Business Case Toolkit

New! The new Web-based version of the tool is now available here:  It requires a registered/verified account to use it.

The Excel-based version is currently not available (it is being upgraded).

Rapidly develop comprehensive business cases (investment justifications) for most IT initiatives. 

This free Web- or Excel-based tool helps organizations to assess, quantify, and communicate the costs, benefits, business value, and ROI of most types of enterprise-scale technology-based initiatives.  It also helps to assess the organization’s current (as-is) and expected (to-be) IT spending (TCO) levels and the solution’s impact on a variety of key performance indicators (KPIs).  It produces quality, highly customized, and editable Microsoft Word business case reports that can be presented to decision-makers and customers.

IT Project ROI Tool
Author Hall Consulting & Research
IT Project ROI and Business Case Toolkit Overview
Sample IT Project ROI Business Case Report
IT Project ROI Tool - Components and Capabilities
Profile and Rapid ROI Worksheet
IT Project Implementation Deployment Costs
IT Project Cost Savings Benefits
IT Project Productivity Benefits Assessment
IT Project Revenue Growth Benefits
Project KPI Key Performance Indicator Assessment
IT Project Summary and ROI Financial Analysis
IT Spending TCO (Total Cost of Ownership) Analysis
Tool Details:


IT Project ROI and Business Case Toolkit

Enables rapid development of comprehensive business cases for most IT projects.

The IT Project ROI and Business Case Toolkit enables rapid development of comprehensive business cases (investment justifications) for IT projects.  It helps organizations to assess, quantify, and communicate the costs, benefits, business value, and ROI of most types of enterprise-scale technology-based initiatives.  It also helps to assess the organization’s current (as-is) and expected (to-be) IT spending (TCO) levels and the solution’s impact on a variety of key performance indicators (KPIs).  It produces high quality, customized, and editable business case reports that can be presented to decision-makers and customers.

The tool estimates the costs required to implement the new capabilities/solution, including hardware, software, IT labor, services, and user labor. It simulates benefits (user productivity, IT TCO savings, business cost savings, revenue growth, and KPI improvements) enabled by the solutions selected. 

It supports both rapid (30 minute) and highly detailed assessments.  The tool uses robust industry best-practice methods and extensive research to assist the organization in rapidly assessing the costs and benefits of investing in the IT initiative.  However, this tool cannot accurately/credibly estimate costs/benefits without review, validation, and adjustment of key data inputs.  These inputs should be customized to each particular organization and scenario.

The toolkit is powered by (hosted on) the platform and was developed by Hall Consulting & Research LLC (  The tool supports key AnalysisPlace capabilities such as currency and language switching, collaboration/sharing, scenario analysis, and change tracking.

This toolkit can be used as a standard corporate business case template.  It can also be used by consultants and technology vendors to articulate the business value of their products and solutions.

Basic registration (ID, e-mail, password) at is required to use the tool.  Registration credentials are required to log into the tool after being downloaded.


Summary of Key Tool Features

  • Supports most types of enterprise-scale technology initiatives.  Includes sample cost and benefit data for 18 common initiative types

Infrastructure/Platform Technology Initiatives

Business Technology Initiatives

PC Hardware & Operating System Upgrades

Server Hardware & Software Upgrades

Infrastructure Management / Networking



Application Development / Architecture

Compliance, Governance, & Risk


Wireless / Mobile

Office Productivity Software

Messaging / Collaboration

Content Management

E-commerce / Internet

Business Process Mgmt / Integration

Business Intelligence / Data Mgmt

Business Applications (Vertical, Line-of-Business)


ERP / Supply Chain

  • Comprehensive assessment of initiative costs and benefits
    • Costs:  hardware; software; IT labor, training, and services; and user labor and training. All direct and indirect, one-time and on-going costs needed to implement and support the initiative.
    • Benefits:  IT labor TCO savings, other direct cost savings, user productivity benefits, revenue growth, and non-financial key performance indicators
  • Calculates annual on-going IT spending (TCO - total cost of ownership), including hardware, software, internal IT personnel, external service providers, and telecommunications
  • Comprehensive financial analysis. Calculates project cash flow, cost-benefit analysis, ROI, NPV, IRR, and payback period
  • Supports rapid (30 minute) or detailed assessments. This model was designed to provide either a rapid assessment (by just entering/selecting basic organizational profile and initiative information) or a very detailed assessment by modifying hundreds of detailed inputs.
  • Supports most common scenarios
  • Protected, yet customizable:  Essentially all input values can be modified.  Many custom cost and benefit items can be added.  Formulas and other areas of the model that should not be modified are protected (locked) to maintain intended functionality.  HCR can provide additional fee-based customization, if desired. 
  • Research-based - Methods, calculations, and default values are based on extensive research.  Research sources (including excerpts/statistics) are included where appropriate.  Research sources can include: case studies, analyst research, subject matter experts, detailed customer ROI studies, scholarly articles, white papers, etc.  It is as transparent as possible so the user is able to understand how the costs and benefits are calculated. 
  • Provides research-based default/sample values.  Default values (labor costs, user type mix, financial information, TCO, benefits, etc.) are provided based on selected industry, geography, organization size and initiative type to enable more rapid assessments.  Extensive research was conducted to find highly reputation sources for these.  Data/estimate sources are listed.  You may overwrite any of the pre-populated defaults.
  • User-friendly.  The workbook contains instructions, descriptions, and references.  Results are updated real-time and are displayed graphically throughout the model.  Although the model is user-friendly, we recommend users have at least a moderately-advanced understanding of business value concepts to develop a credible business case.
  • Free download.  Basic registration is required.


Tool Components and Capabilities

The key capabilities and components of the tool are summarized below.

Costs (the investment)

Estimates all costs (direct and indirect) needed to implement, fully adopt, and support the solution.  Cost categories include: hardware, software, IT labor, and user labor, including one-time and annual on-going costs.



IT Labor, Services, & Training

End-User Labor & Training

PCs (new/upgraded)


Mobile devices


Networking equipment

Client/server applications

Client/server operating systems

Client access licenses (CALs)



Planning, Evaluation and Project Management



Lab Testing

Pilot Testing


Performance Tuning


Implementation User Support


External Services

Maintenance/ support

IT training (formal external, formal internal, self-study)

Solution planning & testing

Downtime (Unable to be productive); e.g. during implementation of the solution

Resolution of issues related to the new solution

System configuration

Data entry

End-user training and ramp-up


 IT Spending / TCO (Total Cost of Ownership) Assessment

Estimates annual on-going/recurring labor and services required to support and maintain the "as-is" (current or status quo) and "to-be" (after the solution is deployed) environment.    This sheet can support basic TCO benchmarking analysis.




Internal IT Personnel

External IT Services

Telecom / Networking





Desktop / Productivity Applications

Enterprise Applications

Engineering, Vertical-Specific, & Other Applications

System/Infrastructure Software

Application development

Application support

Data center

Desktop / Client

Help desk

Voice Network

Data Network

Management & Administration


Application Development

IT Management / Operations

Business Process Management / Outsourcing

Network/Communication Equipment

Mobile Devices

Fixed Network Services

Wireless/Mobile Telecom Services


Benefits Analysis

Estimates direct and indirect benefits enabled by the initiative -- the "return" part of ROI.  Includes direct cost savings, user productivity benefits, and revenue (margin on) impacts.

IT Labor/Services TCO Savings

Other Direct Cost Savings

User Productivity Benefits

Revenue Growth

PC Management Services

Help Desk (Tech Support)

Server & Network Mgmt Services

Application Development

Administration & Other

IT Savings

Software - Clients

Software - Servers


IT Services

Power/Electricity Usage

Business Savings

Travel Expenses

Business Services

Operating Expenses

Individual Computing

Document Creation

Data & Information Access/Analysis

Email, Calendar, Contact, & Task Mgmt

LOB Application-Related Activities

Collaborative Computing

Document Collaboration

Workflow (routing)

Coordination / Project Mgmt

PC Systems Management

Support, Self-Help, & Learning


Mobility & Remote Connectivity

Security & Privacy

System UI Navigation

Availability & Reliability

Improved Sales Effectiveness

Improved Marketing Effectiveness

Improved Customer Service

New/Expanded Channels/Geographies

New/Enhanced Products/Services

Improved Product Availability (fill rate, up-time)


KPIs (Key Performance Indicators) Assessment

Assessment of how the solution may impact a variety of business KPIs.  In this model, these KPI changes are not converted into financial benefits.  There are 4-7 specific metrics/KPIs in each category:


Sales/Marketing Performance

Business Management Effectiveness

Supply/Operations Performance

Technology Effectiveness

Customer Acquisition

Customer Retention

Customer Satisfaction

Sales-based document collaboration Efficiency


Decision-Making Speed / Reaction Time to Market Event/Opportunity

Business Visibility

Business Alignment

Decision-Making Effectiveness

Information Availability

Information Quality

Analysis/reporting Time

Quality of Products/Services

Defect rate

Forecast Accuracy

Supply Chain Effectiveness

Cash Cycle Time


Project management effectiveness


Records Compliance (centralized content control)

Service Level Agreement Performance

Maturity Level

System response time

Application delivery agility

User computing experience satisfaction




Financial Analysis (ROI)

This worksheet contains tables and charts that summarize the results of the tool.  It consolidates results from all of the other worksheets and analyzes the results (compares costs to benefits).  It includes:  a summary of the costs & benefits by type; cash flow analysis; the impact to key performance indicators; and calculation of ROI, payback period, NPV, and IRR.


Description of Initiative Types Included In the Model

NOTE: Sample data should not be used for making investment decisions. Sample data is not meant to represent average/typical project results and is not based on research. It should only be used as a starting place for assessing the business value of your project. Initiative costs and benefits may differ substantially from one organization to another.

Infrastructure/Platform Technology Initiatives

Initiative Type

Key Features, Capabilities, Benefits

Sample Vendors And Products

PC Hardware & Operating System Upgrades

• Improved performance, reliability, security, manageability, productivity
• Notebook, desktop, thin-client, tablet

• Microsoft Windows 7, Linux, Red Hat, Novell, Apple
• Dell, HP, Apple, Toshiba, Lenovo, Fujitsu, Acer, Sony, Gateway
• Intel, AMD

Server Hardware & Software Upgrades

• Virtualization, consolidation, clustering, real-time infrastructure, self-service provisioning, power and cooling
• Improved performance, reliability, manageability, security
• Multi-core, 64-bit, RISC/Itanium, x86
• Web servers, application servers, DBMS servers, data warehouse servers, infrastructure servers, high performance computing servers

• Microsoft Windows Server, Novell SUSE, Red hat, Unix, Solaris, IBM AIX, HP–UX
• IBM, HP, Dell, Sun, Fujitsu, Bull

Infrastructure Management / Networking

• Asset inventory/management, OS management, configuration management, change management, systems management, software distribution, application packaging
• Directory services, group policy objects
• IPV6, LAN, WAN, bandwidth upgrades, mobile and wireless
• VOIP – voice over Internet protocol

• Microsoft System Center Configuration Manager, IBM Tivoli, BMC Software, CA Unicenter, HP, LANDesk, Novell ZENworks, Symantec Altiris, Cisco Systems


• Digital storage of business data and documents
• Archival, records management, tape backup, SAN, NAS, disk arrays, iSCSI, fibre channel
• Capacity management, performance analysis, storage provisioning, quota management, event management

• EMC, HP, IBM, Sun, Hitachi, EDS, Network Appliance
• IBM DB2, Microsoft Exchange, Microsoft SQL Server, Oracle, SAP


• Security planning, assessment, incident/breach management
• Identity and access management, encryption, smartcards, authentication, authorization, patch management
• Firewalls, antivirus, anti-malware, anti-spyware, network access control, information and data rights management

• McAfee, Symantec, CA, Trend Micro
• Cisco Systems, NetIQ
• VeriSign, IBM, Unisys

Application Development / Architecture

• Improved software quality, integration, usability
• Custom developed software
• Rapid application development
• Middleware, application server
• Web services, Service-Oriented Architecture, SaaS (software as a service)
• Enterprise architecture (EA)

• Microsoft .NET, Visual Studio
• IBM WebSphere, Rational
• Sun Microsystems Java
• Java/J2EE/EE, Ruby on Rails, PHP, Python, Perl
• Oracle Fusion Middleware, Application Server
• BEA Systems WebLogic, JBoss (Red Hat), SAP NetWeaver

Compliance, Governance, Risk

• Methods and software to ease compliance with regulations such as HIPPA, Sarbanes-Oxley, Basel II
• ITIL, COBIT, Six Sigma, CMM, ISO 17799/9000, PMBOK
• Maturity / capability models
• Portfolio management, IT-business alignment, balanced scorecard, service level management, risk management, data security, sustainability
• Business continuity – disaster planning / recovery
• IT governance, policies, internal audit, monitoring

• Accenture, BearingPoint, CSC, Deloitte, Ernst & Young, IBM, Infosys, KPMG, PricewaterhouseCoopers, Wipro
• BWise, IBM OpenPages, Thomson Reuters, Oracle, MetricStream, SAP, SAS


• Outsource IT and business processes, applications, infrastructure, or initiatives to reduce costs and improve results
• Infrastructure management: helpdesk, on-site support, desktop management, data center services
• BPO – business process outsourcing
• Offshore services
• Application outsourcing, web hosting, cloud computing

• Accenture, Capgemini, Cognizant, CSC, EDS, IBM, HP, Siemens, CompuCom, Infosys, Keane, Perot Systems, Satyam, TCS, Wipro, Getronics, Unisys
• AT&T, IBM, MCI-Digex, Qwest, Rackspace, Verio


• Wireless e-mail, mobile access to line-of-business applications, unified communications,
• VPN, mobile remote access, telecommuting
• Handheld devices, smartphone, PDAs
• Wireless LAN/WAN, 802.11n, WiMAX, CDMA, UMTS, GPRS, EDGE

• Microsoft Windows Phone, Palm, Symbian
• RIM BlackBerry, Nokia, Apple iPhone, Sharp, Motorola/Symbol, Fujitsu,
• 3Com, Cisco Systems, Nortel Networks, Siemens
• Equant, AT&T, MCI, BT, Sprint, Verizon


Business Technology Initiatives

Initiative Type

Key Features, Capabilities, Benefits

Sample Vendors And Products

Office Productivity Software

• Word processing, spreadsheets, personal databases, presentation graphics software, personal information management, note-taking, task and project management, document creation and publishing

• Microsoft Office
• Sun StarOffice
• Google Apps

Messaging / Collaboration

• E-mail, calendaring/scheduling, task management, unified communications
• Real-time collaboration, presence, instant messaging, web conferencing
• Social computing, blogs, wikis
• Team workspaces, project management, discussion threads, document workflow

• Microsoft SharePoint, Exchange, Live Meeting
• IBM Domino / Lotus Notes
• Oracle Collaboration Suite
• Sun Java Enterprise System
• Novell GroupWise
• WebEx Communications

Content Management

• Document management, web content management, document imaging, records management, digital asset management
• Knowledge management, information management
• Intranets, Extranets, Portals

• Microsoft SharePoint, EMC Documentum, FileNet, Hummingbird, IBM Content Management, Interwoven, Mobius Management Systems, Open Text, Oracle Content Services, Stellent, and Vignette

E-commerce / Internet

• Web sites for external business information dissemination, marketing, sales transactions, etc.
• Web storefronts, shopping cart management, taxation, personalization, transaction management, settlement and product visualization
• B2B, B2C, AJAX, mashups

• LAMP, Microsoft, ATG, Escalate Retail, Comergent, Oracle, SAP

Business Process Mgmt / Integration

• Process modeling, monitoring and management
• Workflow, business rules, automation, electronic forms
• BAM (business activity monitoring)
• EAI (enterprise application integration)

• Microsoft BizTalk Server, Captaris Workflow, EMC Documentum, Global 360, IBM FileNet, Open Text
• Pegasystems, Oracle, SAP, TIBCO, webMethods, BEA Systems, SeeBeyond, GXS, Sterling Commerce

Business Intelligence / Data Mgmt

• Database management systems (DBMS), data warehousing, data marts, online transaction processing (OLTP)
• Master data management, data quality, metadata
• Financial planning, corporate performance management, reporting, analytics, dashboards, scorecards, enterprise search, ETL, OLAP, query

• Microsoft SQL Server, Teradata, IBM, Oracle, MySQL, Ingres, PostgreSQL, Sybase
• Oracle Hyperion, Business Objects, Informatica, Cognos, Information Builders, MicroStrategy, SAS

Business Applications (Vertical, LOB)

• Wide variety of specialized software that helps organizations streamline business processes and improve results

• Various products/vendors by business function and industry


• Customer Relationship Management
• Sales force automation (account, contact and opportunity management), marketing campaign management, customer information management, order entry, customer service management, customer analytics, product configurators, proposal generation
• Hosted CRM

• Oracle Siebel, PeopleSoft
• Onyx, Sage, NetSuite, SAP CRM,, Amdocs, Microsoft Dynamics CRM, SugarCRM

ERP / Supply Chain

• Enterprise resource planning:  supply chain management, operations/production management, inventory management, planning/scheduling,, finance/accounting, human resource management, product management, warehouse management, logistics, purchasing, order entry, CAD, etc.

• Oracle Fusion (E-Business Suite, J.D. Edwards, PeopleSoft)
• Lawson, Intentia, Infor, Sage, Ariba, Microsoft Dynamics



Tool Reports

Most tools can produce Microsoft Word and PowerPoint reports.  The report templates are embedded in the Excel xlsm file.  Report templates use a special compressed format to minimize tool size.  Microsoft Word/PowerPoint 2003, 2007, or 2010 is required to create the reports.

The reports are highly customized based on tool results.  The reports can be edited; however, copyright and other notices must be included in all copies or substantial portions of the report document. 

Reports can also be opened in a format that allows content to be updated as changes are made to the tool (data/charts are linked to the workbook).  The reports can optionally be saved as a pdf to restrict editing by the recipient.


View a sample report


Reports available in this tool:

Report title


# of Pages / Slides


Business Case Report

Microsoft Word


This Word report contains the summary Business Case.  It contains the following sections:

-Executive Summary

-Tool Description and Methodology

-Company Overview

-Current Environment

-Overview of Solutions

-Solution Selected for this Analysis

-Solution Costs

-Best Practices Assessment

-Solution Benefits

-Financial Analysis

-Next Steps



Supported AnalysisPlace Platform Features

The table below summarizes key capabilities of the AnalysisPlace platform and support for the capabilities in this tool.

AnalysisPlace Platform Feature


Support in the Tool

Data sync

Data entered into the tool will be uploaded to a secure remote server enabling features such as collaboration with other users.

Yes – data syncing automatically occurs during saves and prior to report creation

Strong Privacy protections

Information and data entered into the tool will not be shared without the user’s explicit permission

Tools are designed to minimize entry/collection of personal information



Synchronized/uploaded data (entered by the user) is stored in a secure database


Sharing and collaboration

Users can invite others to collaborate on a tool assessment.  For example, a sales professional can invite a prospect to view and modify an assessment.

This feature can also be used to provide user support.

Yes – users must be registered


Tools can produce Microsoft Word and PowerPoint reports

The reports are customized based on tool results, can be edited, and can be saved as a pdf to restrict editing by the recipient.

Yes – 13 page Microsoft Word “Business Case Report”


Currency can be changed in the contol panel.  Includes integrated currency converter; exchange rates can be updated each time the workbook is opened

Yes – 30 common currencies

Multi-lingual (Language switching)

Tool language can easily be switched from the control panel.

Partial support - Languages available: English, Spanish, French, German, Japanese

Non-English language content is based on machine translation and is for demonstration purposes only.

Online or offline flexibility

Users must be online (connected to the internet) during first login to verify credentials, but can then work offline. 


Control Panel

User controls many tool features via the Control Panel:  load assessments, create reports, change the language/currency, manage scenarios, restore default values, share with others, etc.


Assessment flexibility

Each Excel xlsm file is typically a separate assessment

Users can load and save assessments from and to their hard drives and/or from the servers

Assessment data (data users enter into the tools) can be synchronized with the server

The user can conduct multiple assessments with each tool (may depend on licensing)

Assessments can be made from other assessments.  For example, a sales rep could start with the “Banking Industry” template when preparing a business case for a prospect in the banking industry.

Yes – up to 5 assessments

Scenario analysis

Each assessment can contain up to 10 scenarios.  Switching between scenarios is easy.


Change Tracking

Indicates which cells have been modified (displays username and date)

Tool tracks user changes and allows the user to restore prior entries

User can reset default values and formulas


Saving/loading/sharing flexibility

Assessments can be saved to and opened from your harddrive or from storage. 

Assessments can be shared with colleagues by emailing the Excel file or via the collaboration features.


Single Microsoft Excel XLSM file

No software to install – simply download an Excel file (macros must be enabled)

Extends Excel’s features/capabilities

Microsoft Word and PowerPoint reports are embedded in the Excel file


Easy to upgrade to new version releases

User assessments will almost always be compatible with new tool versions and will automatically be upgraded when the user downloads the upgraded tool

Tool indicates if a new version is available



Terms of Use

By using the software/document, you accept these terms. If you do not accept them, do not use the software.

  • You may use, copy, redistribute, display, print, and reproduce this software/document
  • You may NOT sell, rent, lease, or lend this software/document or portions/derivations of it
  • You may NOT create derivative works from this software/document
  • You may NOT "reverse-engineer" the software/document
  • You may only modify portions of the software/document designated as "Input" cells (light yellow cells with double-outline and blue text).
  • You must maintain all copyright and other notices contained in this software/document.
  • You may incorporate only static (e.g. values, graphics) portions of this software/document within other documents (e.g. a business case report) as long as the dynamic (e.g. equations, macros) functionality of the workbook is not also incorporated or duplicated.


This tool is intended to help guide organizations in better understanding approximate/potential costs and benefits. Due to limitations of simulation tools, actual results may differ significantly than results estimated in this tool. Investment decisions should not be based on the results of this model alone -- it is not intended to be a substitute for professional advice.

This information is provided to you as a tool "as is" with the understanding that there are no representations or warranties of any kind either express or implied.

In no event shall HCR or suppliers be liable for any damages, including those arising as a result of HCR or supplier negligence, whether those damages are direct, consequential, incidental, or special, flowing from your use of or inability to use the tool, or information provided herewith, or results of the tool's use, even if HCR or suppliers has been advised of the possibility of such damages.


Model Support

HCR cannot guarantee support for free downloads.  However, we do encourage you to provide comments, suggestions, and feedback.


HCR can provide fee-based services, including telephonic support, workbook customizations, development of tools (e.g. ROI-based selling tools), and comprehensive consulting engagements to assist with business case development and validation.


f6 says...
Very comprehensive tool for creating credible business cases The Word reports are very nice. And its free.


How to Download

After purchasing*, the download link will appear in "My Account" >> "My Orders" >> "Order Details"
Do not "Open" the tool from the link. You must "Save" it to your harddrive first, then "Open" it. After enabling macros in Excel, the tool will then request your Username and Password.

*For free tools, you must "Checkout", although there is no purchase process.


The tool requires both Microsoft Excel and Microsoft Word (for reports)

Microsoft Office versions supported:  Office 2010, 2007, 2003 (partial)*,

Operating System:  Windows 7, Vista, XP


*Excel 2003 Compatibility:

              Some users have reported issues when opening and creating reports.


How to open in Excel 2003

  • Save the file to your hard drive, then open it.  “File Conversion in Progress”
  • At the “This file was created in the newer version of Microsoft Excel…” message, click “OK”
  • "Microsoft Office Excel is waiting for another application to complete an OLE action."  Click OK
  • At the Security Warning, enable macros
  • The Login window should appear.  Login with your credentials
  • At the "Query Refresh" message, optionally click "Enable automatic refresh".  This enables updating of exchange rates.
  • The tool is opened in "Read-only" mode.  Save the file as a different file name to enable some features, such as reporting.
  • Note that the opening/saving operations can take several minutes because of the Conversion process.  We recommend that you do not save the Excel file in .xls format because it will be extremely large.