UC Berkeley IT Project Budget Template
General
Form Line Number
Funding Model
Sources
1 and 2: Dept./Unit
3: Loan and Payback
4: Grant or Other
5: Temporary funding
Request from other campus
sources
6: Other (specify)
7: Total Funding
Expense Budget
8: Salaries
9: Benefits
10: Supply & Expense
11: Infrastructure Services
12: Software The cost of purchasing software licenses or upgrades as well as annual support Indicate the software and/or the type of software and whether or not it is
licenses/upgrades/maintenan and maintenance costs.
ce
13: Hardware purchase and
refresh
14: Hardware maintenance
15: Contract/consulting
services
16: Office space
17: Training & Travel
18: Other Costs
19: Total Expenses
Funds Less Expense
20: Funds Less Expense
21. Carryforward
7/1/2013
The goal is to have both a sustainable funding model and a budget that reflects all appropriate expenses.
Complete the two worksheets contained in this workbook using the instructions below.
Insert budget and funding model numbers into "Part 1: Multi-Year Sustainable IT Funding Model and Budget"
worksheet.
Add brief line item descriptions to "Part 2: Line Item Description of Multi-Year Sustainable IT Funding Model and
Budget" worksheet.
Fill out funding and expenses for the duration of the IT funding request
period. If there will be ongoing incremental expenses, fill out one additional
year to demonstrate the sustainable funding model.
Example: For a two-year project with ongoing incremental funding needs, fill
out FY 16-17 and FY 17-18, with FY 18-19 showing the sustainable ongoing
funding sources and no temporary project funding.
If development exceeds 3 years, it is optional to add columns beyond FY 18-19.
However, in all cases, the application narrative should discuss the ongoing
funding model.
Replace [Project Name] with the actual name of the project . All numbers can be entered as positive numbers. A negative number in
the "balance" cells is a deficit.
Section V.E. Part 1: Multi-Year Sustainable IT Funding Section V.E. Part 2: Line Item Description of Multi-Year
Model and Budget Sustainable IT Funding Model and Budget
Add the name of the unit, e.g., " Astronomy Dept." Fill out known and Explain this source of matching funds, e.g., "Administration Control Unit is
expected sources of funding, as applicable. committing $50K in anticipated salary savings in FY 13-14 and $25K in
anticipated carryforward surplus funds in FY 14-15."
Fill in actual and/or requested loan amounts, as applicable. Fill in loan payback Include brief explanation of how the loan will be paid back.
(with opposite sign) in future years. Cumulative total should zero out, i.e., loan
is offset by the payback.
Specify the source of funding and amounts in each respective fiscal year. Explain this source of matching funds, e.g., " FY 12-13: Comcast
contributed $25K equipment."
Fill out the funding request from campus source such as dept, unit, or central
campus. Include actual and requests as applicable.
Specify other expected funding sources and fill in expected amount. Include any desired annotation.
.The sum of all expected and/or requested funding for each fiscal year Include any desired annotation.
These are salaries paid through the UC Berkeley payroll system. Indicate FTE and staff titles as well as any changes between fiscal years,
e.g., "2.0 FTE Applications Developer 3 for development in FY13-14, then
1.0 FTE Applications Developer 3 needed on ongoing basis."
All requests for salary funding must include employee benefits. Please use 46%
or current rate (includes GAEL) as the rate for FY16-17 and FY17-18.
This row is for staff expenses for items such as telephones, office supplies, non- Itemize what expenses are covered by this line item, e.g., "$1,000 per
inventorial equipment (<$5K), and reference materials. It does not include FTE/year for phone and office supplies."
training.
Include expenses for services such as desktop support, storage, backup, co- Itemize the services included, e.g., "UC Backup: 100GB @ $360/year."
location, network node, etc. For current campus recharge rates, see
http://budget.berkeley.edu/recharge-information. For a listing of central IST
services, see http://ist.berkeley.edu/services/.
an initial purchase or upgrade, e.g., "Purchase of security scanning
software license in FY 16-17 and anticipated upgrade in FY 17-18."
Explain maintenance costs, e.g.., "Ongoing annual maintenance costs for
security scanning software, with 5% increase in cost each year."
The cost of new equipment and replacement/upgrades with a value of more Specify the equipment and refresh cycle, e.g., "Initial purchase of blade
than $5,000. Replacement cycle should be in accordance with published UCOP server in FY16-17, with upgrade/replacement every three years."
useful life (http://eulid.ucop.edu/index.php) or with the useful life supported by
the unit's actual experience.
Annual maintenance costs for computing equipment. Explain annual maintenance costs, e.g., "Annual server maintenance at
15% per year, increasing to 17% per year in FY16-17."
Costs of contract or consulting services such as project management, technical Explain the services, e.g., "Project management contract at $200K/year
consulting, project definition. Project management costs are often calculated at for two years."
10-15% of the project cost.
Cost of rented space, associated utilities, and any other related expenses. Explain, e.g., "Estimate based on the need to rent 1,000 square feet at
$50/square foot/year."
Cost of travel and group or individual training in relation to the initiative. Explain the travel needs. Indicate the type of training and number of
people involved, e.g., "One-time project management training in FY16-17
for two groups of 20 people at $8K/group."
Any cost that doesn't fit into other categories or that is desirable to list Explain the other costs.
separately. Additional rows may be added if necessary.
Automatically calculated to add up total expenses.
This line calculates the Total Funding less the Total Expenses. This balance If this is not a zero balance, explain why.
should net out to zero, i.e., anticipated and requested funding should cover
expenses.
The balance (Funds Less Expense) from the previous fiscal year. Explain reasons for the carryforward.
Page 1 of 3
 UC Berkeley IT Project Budget Template

A negative balance reflects a deficit.

[Project Name]
Funding Model: Sources PROJECTED ACTUAL
(round to the nearest $1,000)

FY 18-19 FY 18-19
FY 16-17 FY 17-18 FY 16-17 FY 17-18
Line (Ongoing) (Ongoing) Cumulative
# Total
1 Dept./Unit 0

2 Dept./Unit 0

3 IT Loan and payback (project) 0

4 Grant or other (specify) 0

5 Central Campus Funding (project) 0

6 Other (specify) 0

7 Total funding 0 0 0 0 0 0 0

PROJECTED ACTUAL
Expenses FY 18-19 FY 18-19 Cumulative
(round to nearest $1,000) FY 16-17 FY 17-18 FY 16-17 FY 17-18
(Ongoing) (Ongoing) Total
8 Salaries 0
9 Benefits @ 46% or actual rate 0 0 0 0 0 0 0
10 Supply & Expense 0
Infrastructure services (backup,
storage, co-location, network nodes,
11 desktop
Softwaresupport, etc.) 0
12 licenses/upgrades/maintenance 0
13 Hardware purchase and refresh 0
14 Hardware maintenance 0

Contract/consulting services (project

management, development
15 consultants, etc.)(non-salary) 0
16 Office space 0
17 Training & Travel 0
18 Other costs: specify 0

19 Total expenses 0 0 0 0 0 0 0

20 FUNDING LESS EXPENSES 0 0 0 0 0 0 0

21 Carryforward 0 0 0 0 0
22 Cumulative Total 0 0 0 0 0 0

7/1/13 Page 2 of 3
UC Berkeley - FY 2016-19 IT Project Budget Template

Section V.E. Part 2: Line Item Description of Multi-Year Sustainable IT Funding Model and Budget
Briefly describe the sources and uses specified below. Explain significant changes over time. Reference examples in Instruction worksheet or
sample IT Funding Request.

Title of Initiative
Title Description
Line
# Funding Model Sources
1 Dept./Unit
2 Dept./Unit
3 Loan and payback (project)
4 Grant or other (specify)
6 Central Campus Funding (project)
7 Other (specify)
Total Funding

8 Expense Budget
9 Salaries (including Project Manager, if
applicable)
Benefits at 46% or current rate
10
11 Supply & Expense
Infrastructure services (backup, storage, co-
12 location, network nodes, desktop support,
13 etc.)
Software licenses/upgrades/maintenance
14 Hardware purchase and refresh
15 Hardware maintenance
Contract/consulting services (project
16 management, development consultants, etc.)
17 Office space
18 Training & Travel
19 Other costs (specify)
Total Expenses
20 Funds Less Expenses
Funds Less Expenses
21
22 Carryforward
Cumulative Total

03//28/13 Page 3 of 3