Budget for implementing a case management system

This checklist is designed to help you think through the major elements of the budget in case management system projects but could also be useful in other situations. Note that the list is not exhaustive, but is a checklist of items that are sometimes overlooked. It’s grouped by project stage, but many organisations will have costs in the first four areas that occur across many (or all) of the stages listed further down.

  1. Project Management
  2. Backfill – to cover the costs of backfilling staff who are dedicated part or full time to the project
  3. Travel – to develop requirements, bring people together for the vendor demonstrations, decide on the system, etc.
  4. Contingency to cover unforeseen expenses such as functionality, reports or training that weren’t identified in the early stages of the project but which are critical for the organisation.

Developing requirements

  • Requirements development – e.g. identifying what you need, key processes, reports and data. Costs may include a mix of external consultant/business analysts and/or internal staff.

System selection

  • Advice – such as external consultants, business analysts
  • Legal advice on the contracts

System implementation – vendor costs

  • Software licence fees – for main system and ancillary systems such as separate report writers (costs may be ongoing, and/or there may be on-off charges)
  • Vendor implementation – e.g. system configuration, customisation, setting up reports, testing, data migration, training. Ensure you include integration with other systems and development/enhancement costs if required
  • Infrastructure and hosting setup – for main system and ancillary systems such as report writers

System implementation – internal costs

  • Implementation support – to load information about your clients into the system, support the setup of key forms and reports, assist with training, etc.

Ongoing costs

  • Software licence, and maintenance fees – for main and ancillary systems
  • System support – for main system and ancillary systems
  • Hosting – for main system and ancillary systems (especially if hosted on your infrastructure)
  • System development and enhancement – if you may require additional new features
  • Additional licenses – if you anticipate growth
  • System specialist – a staff member or external person dedicated part or full time supporting the system to configure reports, train and support users, and so on