System management is usually the biggest cost over the lifetime of an IT system. It includes installation, upgrades, expansion, maintenance, support, training and the time your staff spend dealing with system problems.
It's essential to consider full system lifecycle costs. Saving on purchase costs could result in significant additional costs on an ongoing basis, while cutting back on services could waste a fortune in staff time or lost business.
Initial IT set up costs
Initial costs could include:
- hardware costs
- software licence fees
- software configuration and customisation work
- staff training
- providing the necessary infrastructure, such as network cabling or an electricity supply
- compliance with health and safety law relating to computer use
Ongoing IT maintenance costs
Ongoing management costs could include:
- software support contracts - fees for licence renewals and upgrades
- hardware upgrades
- expansion of memory, disk size, communications capacity
- support - telephone, email, online, on-site
- maintenance and replacements
- compliance with health and safety legislation relating to computer use
- staff training
- costs of consumables, such as printer cartridges, ink and paper
- communications charges - telephone costs, internet access and subscription charges
Agreeing an IT budget and contract with a supplier could take time. Specify every aspect of the project in as much detail as possible. This will help to control costs and highlight any problems you encounter during the project.
When you negotiate a contract for IT systems or services, your supplier will usually expect payment upon delivery of the system. However, it is worthwhile seeking to extend the payment period until the system is actually installed and you're happy with how it works.
See how to negotiate IT supplier contracts and service level agreements.