Buying Solutions' Total Cost of Ownership (TCO) Calculator

Buying Solutions' Total Cost of Ownership (TCO) Calcul
Buying Solutions' Total Cost of Ownership (TCO) Calculator

Introduction
Welcome to the Buying Solutions' TCO Calculator!
This Calculator aims to give an indication of the Total Cost of Ownership (TCO) for a PC or Laptop that an organisation is c
for purchase.
There are FIVE tabs on this spreadsheet. The content of these are outlined below:
1. Introduction
This is designed as a short introduction to the TCO Calculator. It describes the structure of the calculator and highlights a
points relating to each subsequent tab. It is not, however, a substitute for the full Guidance Notes.
2. Structure & Information

The basic structure of the TCO Calculator is covered in this tab. It lists the areas of cost considered within the Acquisition,
and Disposal sections. It also lists some additional information you might want at hand should you wish to complete certai
areas.
3. Calculator - PCs & Laptops

This tab houses the main TCO Calculator. Be aware of the following points:
* You will not be able to enter values into the orange fields. These contain the formulae for the calculations and have been
* You will see that there are several 'please select' fields - choose an option from the drop down list provided.
* None of the fields within this calculator are mandatory. If you feel that a particular cost area is not relevant to your organi
may simply move on. However, it is suggested that a note of justification is added.
* Most of the cost areas will allow you to input values either as 'totals' or 'per unit'. If entered as a per unit value, the calcul
multiply this by the number of PCs/Laptops being bought eg: 450 x 1000 PCs = 450,000.
* Anywhere where you see 'INSERT' cost or item, you may type in a description of the cost you are accounting for.
* If monitors are selected to be included within the main TCO calculation, fields relating to monitors will appear within the e
area. The calculator will assume that the amount being bought and the refresh cycle is identical to that of the
PCs/Laptops. If you wish to consider the monitors separately, Tab 4 will allow you to do so.
Please remember to refer to the full Guidance when completing this section.
4. Calculator - Monitors
This tab offers a simple calculation to assess Monitor TCO. This tab will allow you to either combine the Monitor TCO tota
the PC/Laptop total or it can simply stand alone.
5.Guidance
These are the full guidance notes for the calculator. These guidance notes are also available as a word document on the B
Solutions' website.
Should you have any comments or feedback regarding this calculator, please let us know by either calling our Cu
Service Desk on 0345 410 2222 and asking for the IT Hardware team or by emailing info@buyingsolutions.gsi.gov.
Go to Structure & Information
Go to the Main Calculator
Go to the Monitor Calculator
Go to Guidance
Buying Solutions' Total Cost of Ownership (TCO) Calcul

Structure of the TCO Calculator
The main TCO calculator is broken down into 4 main sections: Key Reference Questions, Acquisition Costs, Operation Co
Disposal Costs.
This tab outlines the cost areas that have been considered within the calculator and the information a user might need at h
they decide to complete particular sections.
Key Reference Questions

This area asks a few simple questions regarding your potential purchase and has 2 functions:
1) For reference purposes eg: is it a PC or Laptop being bought? Are the monitors included or not? etc.
2) To collect key information regarding the number of PCs/Laptops being bought and the refresh cycle appropriate to your
This will form the basis of some of the later calculations.
Acquisition Costs
Areas included within this section are:
Purchase price
Warranty
Insurance
Delivery
Costs associated with disposal of delivery packaging, if relevant
Set-up (including transition costs)
Hourly rates of technicians responsible for imaging, installation and testing
Service Wrap (free text box)
Any contextual detail you may wish to include
Storage
End-User Familiarisation Training
Average annual salaries for different grades/bands within the organisation
Number of standard working hours per week (appropriate to your organisation)
Number of standard working weeks per year (appropriate to your organisation)
Hourly rate of trainer/technician
Cost of Procurement
Users own calculation relating to the method of procurement to be undertaken eg: OJEU, e-auction, further competition
Cost of invoices/P2P transactions, if relevant

Additional items purchased
Operation Costs
Energy
Power consumption on full power of PC/Laptop in question
Power consumption on standby mode, if relevant
Energy costs paid per kilowatt hour by the organisation in
Average number of working days per year
* Energy Saving Devices
An estimated percentage of how much the energy might be saved on annual basis
Support & Maintenance
Additional staff costs
Accommodation costs for additional staff (desk/computer etc)
*Potential downtime
Average annual salaries for different grades/bands within the organisation
Number of standard working hours per week (appropriate to your organisation)
Number of standard working weeks per year (appropriate to your organisation)
Part 3 - Disposal Costs

Destroy/Recycle
Resell
Money gained from sales per PC/Laptop
Refurbish & Redeploy
Donation
Additional Disposal Costs
Buying Solutions' Total Cost of Ownership (TCO) Calcu
Guidance
Are you buying PCs or laptops?

Are you buying monitors as well?
Guidance
If YES, would you like to calculate this separately, part of the main calculation or exclude?
How many PCs/Laptops do you want to buy?

What is your average PC/Laptop refresh cycle (years)?
Guidance
Guidance
Purchase price:
Fixed price per PC/Laptop OR
Total cost for all PCs/Laptops being bought
Warranty:
What is the standard warranty on the PCs/Laptops intended for purchase?
Will this warranty cover the duration of your refresh cycle?
If NO, do you intend to buy an extended warranty?
Insurance:
Fixed cost per laptop OR
Total cost for all laptops being bought
Guidance
Delivery Costs:
Fixed price per unit OR
Total delivery cost
Disposal of delivery packaging

Does the delivery cost include the cost of disposing of all the packaging?
Guidance
Guidance
Set-up costs (imaging, installation, testing, transition):
Guidance
Guidance
Guidance
Service Wrap
Below is a free text box. You may add any comments relating to the service wrap of the model of PC/L
Guidance
Storage
Are there any storage costs?
Guidance
End-user Familiarisation Training

Use the format below to help estimate the cost of familiarising employees with their new systems:
Standard working hours per week
Standard working weeks per year

How many staff will need training on the purchased PCs/Laptops?
Grade of staff:
Total end-user familiarisation cost

Approximate hourly rate of trainer
Total
Guidance
Cost of Procurement (enter total figures):

OJEU cost
Further Competition cost
E-auction cost
Paper order to invoice cost
P2P cost
Total
Guidance
Additional Items Purchased:
COST OF ITEM 1 - INSERT ITEM NAME

Total
Guidance
Guidance
Energy Costs
Energy consumption per PC/Laptop on full power (watts)
Energy consumption per PC/Laptop on standby (watts)

Energy consumption per monitor on full power (watts)
Energy consumption per monitor on standby (watts)
Hours in use on daily basis
Estimated time spent on full power (percentage)
Number of days in use per year
Price paid for energy (pence per kilowatt hour)
Annual power cost of PC/Laptop

Annual power cost of monitor
Total Energy Cost for PCs/Laptops
Total Energy Cost including monitors
Guidance
Energy Saving Devices

Are you currently using/intend to use any Energy Saving software or devices?
Guidance
Guidance
SUPPORT
Do you have an IT support/help desk?
Can the help desk support these PCs/Laptops within the current cost structure?
Guidance
MAINTENANCE
Is the maintenance for PCs/Laptops managed in-house or by a 3rd party?
Guidance
SECTION A
In-house maintenance
Will the annual maintenance cost increase with the purchase of these new PCs/Laptops?
Guidance
SECTION B
3rd Party maintenance
If YES, are these machines maintained on a fixed cost basis?
Guidance
SECTION C
Are there any other support or maintenance costs to include?
Guidance
Estimating the cost of lost staff productivity

Do staff have to cope without a PC/laptop if their own needs to be repaired/replaced?
Guidance
Total Number of PCs/Laptops

How do you dispose of your end-of-life machines?
Guidance
Destroy - certified
How many units will you destroy?
How much does this cost per PC/Laptop?
Total
Guidance
Resell
How many units do you plan to resell?
How much will it cost to resell each unit?
How much money do you expect to get back per unit sold?
Total Return
Guidance

How many units do you plan to refurbish and redeploy?
How much will this cost you per unit?
Total
Guidance
Donation
How many units do you plan to donate?
Total
Guidance
Additional/other disposal costs

INSERT COST 1
INSERT COST 2
INSERT COST 3
Total

TCO Running Total
0.00
TCO per PC/Laptop purchased
0.00
KEY REFERENCE QUESTIONS:
Are you buying PCs or laptops?
Are you buying monitors as well?
If YES, would you like to calculate this separately, part of the main calculation or exclude?
How many PCs/Laptops do you want to buy?

What is your average PC/Laptop refresh cycle (years)?
ACQUISITION COSTS:
Purchase price:
Fixed price per PC/Laptop OR
Total cost for all PCs/Laptops being bought
Warranty:
What is the standard warranty on the PCs/Laptops intended for purchase?
Will this warranty cover the duration of your refresh cycle?
If NO, do you intend to buy an extended warranty?
If YES, how many years will it cover?

How much will this cost you per year, per PC/Laptop?
Total
Insurance:
Fixed cost per laptop OR
Total cost for all laptops being bought
Delivery Costs:
Fixed price per unit OR
Total delivery cost
Disposal of delivery packaging

Does the delivery cost include the cost of disposing of all the packaging?
If NO, how much will it cost to dispose of the delivery packaging for all the PCs/laptops?
Set-up costs (imaging, installation, testing, transition):
SECTION A
If you know the set-up cost figures for the PC/Laptops, enter them figure into one of the fields below. If not move
I know the estimated total cost for setting-up all these PCs/Laptops, it is: OR
I know the estimated set-up cost per PC/Laptop, it is:
SECTION B
If you do not know your set-up costs, try to estimate them by filling in the relevant fields below:
Set-up factor
1) Create new image
2) Imaging machines
How many machines can be imaged in one operation or batch?
How long will it take to image one batch of PCs/Laptops (hours)?
Time taken to image all new machines:
What is the hourly rate of your technician?
Total for imaging machines
3) Installation (of all PCs/laptops)

4) Testing (of all PCs/Laptops)
Total estimated set-up cost
SECTION C
Are there any other set up costs to account for?
If YES, please give details below for inclusion (as a total figure):
INSERT SET-UP COST 1
Total
Transition Costs
Please give details below of any transition costs for inclusion (as a total figure):
INSERT TRANSITION COST 1
Total
Service Wrap
Below is a free text box. You may add any comments relating to the service wrap of the model of PC/Laptop for potential pu
#INSERT COMMENTS HERE#
Cost of service wrap, if relevant:
Storage
Are there any storage costs?
If YES please enter the storage cost for these PCs/laptops
End-user Familiarisation Training

Use the format below to help estimate the cost of familiarising employees with their new systems:

How many staff will need training on the purchased PCs/Laptops?
Grade of staff:
INSERT GRADE eg:Level 1/Band 1
Total end-user familiarisation cost

Approximate hourly rate of trainer
Total
Cost of Procurement (enter total figures):

OJEU cost
Further Competition cost
E-auction cost
Paper order to invoice cost
P2P cost
Total
Additional Items Purchased:

Total
Total Acquisition Costs
OPERATION COSTS
Energy Costs
Energy consumption per PC/Laptop on full power (watts)
Energy consumption per PC/Laptop on standby (watts)

Number of days in use per year
Annual power cost of PC/Laptop

Total Energy Cost for PCs/Laptops
Total Energy Cost including monitors
Energy Saving Devices

Are you currently using/intend to use any Energy Saving software or devices?
If YES, how much is this projected to save you on an annual basis?

Revised Total Energy Cost

SUPPORT
Do you have an IT support/help desk?
Can the help desk support these PCs/Laptops within the current cost structure?
NO - The IT support/helpdesk cannot support these machines...

If the additional cost of required help desk support is known for the refresh period, enter here:
OR
Use the suggested format below to help estimate the cost of supporting these extra machines over the refresh period:
Extra staffing costs per year
Percentage of staff time spent on hardware related help-desk support per year
Accommodation costs (per year)

Other related costs (per year)
Total
MAINTENANCE
Is the maintenance for PCs/Laptops managed in-house or by a 3rd party?
SECTION A
In-house maintenance
If YES, what additional direct labour will be required?

Enter the annual cost for additional direct labour:
What percentage of their time will be spent on hardware related work per year?
Total
OR
Use the calculation below to estimate the cost of additional direct labour:
Number of additional staff required
Average salary (per annum)
What percentage of their time will be spent on hardware related work per year?
Total
SECTION B
3rd Party maintenance
If YES, are these machines maintained on a fixed cost basis?
If YES, what is the fixed cost per machine per year?

Total
If NO, how will the additional maintenance be costed?
Enter the additional annual cost for maintaining the additional PCs/Laptops
OR
Enter the additional annual cost for maintenance per PC/laptop
SECTION C
Are there any other support or maintenance costs to include?
If YES, please list other support or maintenance costs for inclusion (costs per annum)
SUPPORT/MAINTENANCE COST 1
Total
Estimating the cost of lost staff productivity

Do staff have to cope without a PC/laptop if their own needs to be repaired/replaced?
If YES, use the table below to estimate the cost consequence of this:
Grade of staff:
Total Number of staff
Average annual salary for the organisation
Average hourly rate of the organisation
On average, how long must a member of staff go without a PC/Laptop?
Potential cost
Do you wish to add this cost to the TCO calculation?
Total Operational Costs
RECYCLING AND DISPOSAL COSTS

Total Number of PCs/Laptops
How do you dispose of your end-of-life machines?
Destroy - certified
How many units will you destroy?
How much does this cost per PC/Laptop?
Total
Resell
How many units do you plan to resell?
How much will it cost to resell each unit?
How much money do you expect to get back per unit sold?
Total Return
How many units do you plan to refurbish and redeploy?
Total
Donation
How many units do you plan to donate?
Total
Additional/other disposal costs

INSERT COST 1
INSERT COST 2
INSERT COST 3
Total
Total Disposal Cost
Calculator
Please Select
Please Select
Please Select
See Tab 4 - Monitor TCO
10
PCs/Laptops
years
Total
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years
Total
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Total
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Please Select
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the fields below. If not move onto SECTION B.

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Total
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elds below:
Total time spent

0
hours
1
0
pcs/laptops
hours
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hours
Hourly rate of
technician
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Total
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technician
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Total time spent
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hours
hours
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Please Select
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del of PC/Laptop for potential purchase here.
0.00
Please Select
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36
hours
45
weeks
No. trained
Average salary
Hourly rate
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Cost per item
How many?
Total
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watts
Average no of
training hrs
required
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watts
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watts
watts
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hours
%
working days
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p/kwh
on full power
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on standby
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Please Select
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Please Select
Move onto the 'Maintenance' section
Please Select
Move onto the 'Maintenance' section
Total
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nes over the refresh period:

0.00
0
Total
% per year 0.00
Total
Total
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per year
per year
Please Select
Move onto Section -
Please Select
Move onto Section C
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% per year
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Please Select
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% per year
Move onto Section C
Please Select
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Annual cost
Total
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Per PC/laptop
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Total
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Please Select
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Please Select
Move onto the Disposal Cost section
36
45
hours
weeks
No. staff at
grade
1
0
0
0
0
0
0
1
Average Annual
Salary
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hours
Total
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10
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Cost per
PC/Laptop
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How many
PCs/Laptops?
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Total
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Option lists
Option List 1
Option List 2
Option List 3
Please Select
Please Select
Please Select
PCs
Laptops
Yes
No
Exclude
Include
Separate
Option List 4
Please Select
In-house
3rd Party
Buying Solutions' TCO Calculator
TCO Running Total
0.00
Monitor TCO Total
0.00
Guidance
Monitor TCO:
How many monitors do you want to buy?
What is the monitor refresh cycle?
Purchase price:
What is the fixed price per monitor? OR
What is the total price for all monitors?
Are there any additional delivery costs?
If YES What is the additional delivery cost per monitor bought?

OR
What is the total additional delivery cost for all the monitors?
Energy
Number of days in use

Total Energy Cost
Disposal
Are there any additional disposal costs for the monitors?
How do you dispose of your monitors?
Total number of monitors
Destroy
How many Monitors will you destroy?
How much will this cost per PC/Laptop?
Total cost
Resell
How many Monitors will you resell?
How much will it cost to sell each Monitor?
How much money do you expect to get back per Monitor?
Total Return
How many Monitors do you refurbish and redeploy?
How much does this cost you per Monitor?
Total Cost
Donation
How many Monitors do wish to donate?
How much will it cost you per Monitor?
Total Cost
Additional disposal costs per Monitor
INSERT COST 1
INSERT COST 2
Additional disposal cost total
TOTAL MONITOR TCO
Do you wish to include this in the TCO running total?
10
Monitors
Years
Total
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0.00
0.00
Please Select
Total
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0
0
watts
watts
0
0
0
hours
%
working days
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p/kwh
on full power
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on standby
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0.00
Please Select
10
0
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0
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0
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0
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Per Monitor
0.00
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0.00
Please Select
Total
0.00
0.00
Total
0.00
Option List 2
Please Select
Yes
No
Click to Return to
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Guidance Notes
PCs and Laptops
Contents
1. Background Information
2. Structure of the TCO Calculator
3. Guidance for the Main Calculator: Key Notes
4. Guidance for the Main Calculator: Key Reference Questions
4.1 Monitors - Include or Separate
4.2 Number of PCs/Laptops Bought & Refresh Cycle
5. Guidance for the Main Calculator: Acquisition Costs
5.1 Purchase cost, Warranty & Insurance
5.2 Delivery & Disposal of Delivery Packaging
5.3 Set-up Costs (including transition costs)
5.4 Service Wrap
5.5 Storage
5.6 End-user Familiarisation Training
5.7 Cost of Procurement
5.8 Additional Items Purchased
6. Guidance for the Main Calculator: Operation Costs
6.1 Energy Costs
6.2 Support & Maintenance
6.3 Down Time Estimation
7. Guidance for the Main Calculator: Disposal Costs
7.3 Destroy
7.4 Resell
7.5 Refurbish & Redeploy
7.6 Donation
7.7 Additional Disposal Costs
8. Monitor TCO
9. Feedback & Comments
1.Background Information
1.1. BuyingSolutionspresentsthisTotalCostofOwnership(TCO)calculatorasasuggestedmeansofcalculatingthe
desktopPCsorlaptopcomputersonly.
1.2. ThecalculatorpresentstheuserwithanindicativeTCOvalueforPCsandlaptopsbeingconsideredforpurchase.
calculatorshouldbeviewedasanindicativecomparisonandbudgetingtool.
1.3. The TCO is a structured approach to calculating the costs associated with a PC or laptop purchase over the per
planned deployment. These costs can be direct or indirect, and have been categorised into 3 areas: acquisition, oper
disposalcosts.
1.4.AdvantagesofTCO
TCOisamethodofconsideringthewholelifecostsofanimportantassetbeforepurchase.
It can be used as a tool when making purchase decisions and/or setting budgets as it raises awareness of the full co
purchases,accountingforexpensesthatmightotherwisebeoverlooked.
1.5.LimitationsofTCO
ThereisnoindustrystandardformulaforwhatshouldandshouldnotbeincludedinaTCOcalculator.
TCOmodellingdoesnotaccountforenvironmentalorsocialcostsandbenefits.Nordoesitassessriskorhowwella
technologywillsatisfyanorganisationsstrategicgoalsorneedsortheopportunitycostofinvestinginaparticularPCprod
TCOfocusesonwholelifecostreductionandmaynotbeusefulforthosewhoneedtoimmediatelyreduceorcutcosts
price.
2.Structure of the TCO Calculator

2.1.ThisTCOcalculatorfordesktopPCandlaptopsispresentedasaMSExcel2003spreadsheet.
2.2. Thecalculatorhasbeendesignedtobeasflexibleaspossiblesothatthemajorityofuserscancustomiseittoref
relevanttotheirownorganisation.
2.3.Thereare5tabsatthebottomofthespreadsheet:
TAB 1 Provides an introduction to the tool, highlighting key points for consideration and to cross reference to these
Notes.
TAB 2 Outlines the structure of the tool and items of information that may be useful for a user to have at hand.
TAB 3 Houses the main TCO calculator and is split into:
Keyreferencequestions
Acquisitioncosts
Operationcosts
Disposalcosts
TAB 4 Offers a basic TCO calculation for monitors for those who wish to consider these items separately from the
calculation.
TAB 5 Contains the full set of guidance for the calculator
3.Guidance for the Main Calculator: Key Notes
3.1. Therearetwoboxesatthetopofthemaincalculator(Tab 3).OneshowstherunningTCOtotalandwillchange

areinputintotherelevantfields.TheothergivesaTCOcostperunitwhichtheusercancomparetotheoriginalpurchase
3.2.ThisTCOcalculatordoesnotcontainanymandatoryfields.Ifauserbelievesacertaincostisirrelevanttotheirorg
itshouldbeleftas0.00.Itmaybeusefulifthiscalculatoristobeusedinapurchasingdecisionthatanotebemadeasto
particularcosthasnotbeenincludedforreferencepurposes.
3.3. Mostof thecost areaswill allowthe userto inputvalues eitheras 'totals'or 'perunit'. Ifenteredasaper unitv
calculatorwillmultiplythisbythenumberofunitsbeingbought.
3.4.Thereareseveral'please select'boxeswithinthecalculator.Usethesetochooseanoptionfromthedrop-downlist.
3.5.Anywherewhere'INSERT'costoritemisfound,theusermaytypeinadescriptionofthecosttheywouldliketoac
whereappropriate.
3.6.Thefieldsarecolourcoded:
Yellow Acellinwhichausermayenterappropriatedata.
Orange Thesearelocked,protectedcellsthatcannotbealteredbecausetheycontaincoreformulaeforthecalculatio
cannotenterdataintothesecells.
3.7. Users may find that some of the information needed to complete the TCO calculator may be difficult to obtain
However, most of this information can be uncovered by speaking to colleagues within the users organisation or the
suppliers.
3.8.Itisrecognisedthatsomeinformationisdifficulttoacquirebecauseitisintangibleordifficulttoquantify.Insuch
theuserisadvisedtoenteranestimatedcost,addinganoteexplainingtheirrationale.
3.9. Shouldanycellsshow#####tryextendingthecolumnwidthasitislikelythatthefigurehasbecometoolongto
thecurrentfieldsize.
3.10.Themaincalculator(Tab 3)andmonitorcalculator(Tab 4)containlinkstotheguidancenotesonTab 5.Theselinks

theusertorelevantsectionsoftheguidancenotes.
4.Guidance for the Main Calculator: Key Reference Questions
This section of the tool establishes key information relating the PCs or laptops being bought. It serves as a refer
the user and also those to whom the final results are presented.
4.1MonitorsIncludeorSeparate?
4.1.1.Someusersbuyinbundles,meaningthatamonitorwillaccompanythedesktopPC.OthersmightbuyaPCbase
andthemonitorseparately.Intheinstanceoflaptops,purchaseofamonitormaynotbeappropriateatall.
4.1.2.TheTCOcalculatoraccountsforthesedifferentscenariosastheuserhasthechoicewhethertoincludethemonito
withintheoverallTCOcalculation:
INCLUDE - Bundle: PC + Monitor
4.1.3.BychoosingtoincludethemonitorwithinthemainTCOcalculation(Tab 3),additionalfieldsrelatingtoenergyc
appearwithintheenergysection.Pleasenotethatthecalculatorwillassumethatthenumberofmonitorsbeingboughtise
thenumberofPCs.Itwillalsoassumethatthemonitorshavethesamerefreshcycle.Iftheseassumptionsarenotcorrect
shoulduseTab4totreatmonitorsseparatelyfromthePCbase.
4.1.4.Usersshouldthencompletetherestofthespreadsheet,beingcarefultoincludethecostofdisposingmonitorswit
figureinputtedintothedisposalcostsection.
SEPARATE Monitor alone
4.1.5.Thisisappropriateforuserswhobuytheirmonitorsseparately,whoarebuyingadifferentquantityofmonitorsto
orjustwishtocalculatemonitorTCOalone.Tab 4offersabasicformattocalculatetheTCOforthesemonitors.Pleases
Section8MonitorTCO,formoreinformation.
4.2NumberofPCs/LaptopsBought&RefreshCycle
4.2.1.ThequestionsrelatingtonumberofPCs/Laptopspurchasedandrefreshcycleformthebasisforlatercalculatio
withintheacquisition,operationanddisposalcostsections.
5.Guidance for the Main Calculator: Acquisition Costs
This section generally contains one-off costs that occur at the beginning of a purchase (Year 1). In many case
figures input into this section will be multiplied by the number of PCs or Laptops being bought.
( Some of the costs covered in this area may not be relevant to a users organisation. The user can choose to mo
the next area.)
5.1PurchaseCost,Warranty&Insurance
PurchasePrice
5.1.1. UsersmayentertheperunitpricepaidorquotedfortheirPCorlaptop.Thespreadsheetwillautomaticallycal
totalmoniesspentandthiswillappearintheorangefieldtotheright.
5.1.2.Alternatively,ausermayenterthetotalcostforallthemachines.
Warranty
5.1.3.UserswillbeaskedaboutthestandardwarrantyofferedonthePCs/laptopsbeingbought.
5.1.4. Ifthestandardwarrantyprovideddoesnotcovertherefreshperiodrequired,ausermaychoosetoentercostsr
extendedwarrantyifdesired.
Insurance
5.1.5.ThisisusuallymorerelevanttolaptopsthanPCs.Ifausersorganisationtakesoutinsurancefortheirsystems,th
canbeincludedhere.
5.2Delivery&DisposalofDeliveryPackaging
Delivery
5.2.1Thereare2optionsforinputtingdeliverycosts.Usersshouldchoosebetween:
Enteringthecostsasafixedpriceperunit(whereasuppliermayhavequotedXtodelivereachPC/laptop)
Enteringthecostasatotalfigure(whereasupplierhasquotedXtodeliverallofthePCs/Laptops)
DisposalofDeliveryPackaging
5.2.2MostPCs/Laptopswillbedeliveredinpackaging,requiringdisposal.
5.2.3 Some users may have a facilities contract in place in which disposal of packaging is included. Users sho
apportionacostfromanysuchcontractandenteritintothefieldprovided.
5.2.4Otherrelatedcostssuchasskiphireandmanpowercostsshouldalsobeincludedifapplicable.
5.2.5WhenpurchasingPCs/Laptops,supplierscanbeaskedtoquotefortheremovalofpackagingormayevenoffera
meansofpackagingwhichmayreduceoreliminatethiscosteg:racking.
5.3Set-upcosts(includingtransitioncosts)
5.3.1 Set-upcostshavebeendividedintoseveralsections.UsersshouldcompleteeitherSectionAorB,followedby
andtheTransitioncostsifappropriate.
Set-upcosts-SectionA
5.3.2 Thisareaisforuserswhoknowwhattheirset-upcostswillbe.Theymayenterafigureaset-upcosteitherper
atotalfigure.
Set-upcostsSectionB
5.3.3SectionBhasbeendesignedtohelpusersestimateset-upcostsbyprovidingsuggestedareasofcosttoconsider:
Createnewimage
Imagingmachines
Installation
Testing
5.3.4Eachareaoffersabasiccalculationusingtimetakentoperformeachtaskandthehourlyrateofthetechnician.
5.3.5 However, the calculation for the imaging of machines is slightly different as it accounts for the fact th
organisationschoosetoimagetheirmachinesinbatches.
5.3.6Ifasupplierperformssomeoftheseset-uptasks,ausermayreceiveatotalcost.Thiscanbeenteredbyputting
sumintothehourlyrateofthetechnicianfeildandthenentering1hour.Thiswillenablethewholecosttobeaccounte
OtherSet-upCosts
5.3.7 This section allows a user to input any other set-up costs that they feel are relevant. Users can label these
referenceandareadvisedtodoso.
TransitionCosts
5.3.8 This area relates to any cost that may be incurred as a result of moving from one model or brand of PC or
another.Forexample,theremaybeaneedtointegratethenewmachineswiththecurrentnetworkmanagementSystem.
5.3.9Userscanlistwhatthesetransitioncostsmightbeandentertheircostasatotalfigure.
5.3.10Rememberset-upcostsandtrainingforend-usersarecostareasalreadypresentwithinthecalculator
5.4ServiceWrap
5.4.1 TheTCOCalculatoroffersafreetextboxforinputtinganydetailsrelatingtotheservicewrapoftheparticular
PCorLaptopbeingbought,forexampleinstalltodesk.Thisispurelyfortheusersreferencepurposeswhencompari
differentmodelsofmachine.
5.5Storage
5.5.1Thisfieldshouldonlybecompletedifitisrelevant.
5.6End-userFamiliarisationTraining
5.6.1 ForthepurposesofthisTCOCalculator,familiarisationtrainingreferstothehardwarerelatedtraininggiven
userbyamemberofIT,orothertrainer,asanewPCorlaptopisbeinghandedover.
5.6.2 Thistypeoftrainingmayinvolveaquicktourofthenewsystemorshowingtheend-userwherecertainfilesa
andthateverythinghasbeentransferredfromtheiroldmachine.
5.6.3 This familiarisationtrainingisoften brief,butmaybelongerincertaininstancesie:wherealaptophasremote

capability.
5.6.4Thisareaisnotdesignedtocapturetrainingcostsassociatedwithsoftwareapplications.
5.6.5Notallorganisationswillperformend-userfamiliarisationtrainingandsothiscostshouldonlybeincludedifitis
5.7CostofProcurement
5.7.1Usersshouldinputtheprocurementcostsrelevanttotheirpurchase.
5.7.2 If using a procurement organisation, like Buying Solutions, it is not necessary to input anything into the OJE
However,ifafurthercompetitionprocessisrunthroughtheprocurementorganisation-theremaybeacostassociatedw
Thefurthercompetitionfieldwillallowuserstoaccountforthis.
5.7.3InvoiceandPurchasetoPay(P2P)costsarealsocoveredinthissection.
5.8AdditionalItemsPurchased
5.8.1 Ausermaybuyadditionalitems withtheirPCorlaptop.Examplesofsuchitemsmaybelaptopcases,spare

dockingstations,extrakeyboardsormice.
5.8.2 Ausermayentertheitemdescription,itscostandthequantitytheyintendtobuyasitisrecognisedthatsomec
maynotnecessarilywanttobuy500laptopcasesforthe500laptopsbeingbought.
6Guidance for the Main Calculator: Operation Costs
These costs tend to exist in the first and subsequent years of ownership. The figures input in this section are no
multiplied over the length of the PCs or Laptops refresh cycle.
6.1EnergyCosts
6.1.1 This section offers a simple calculation to give the user an indication of the energy costs associated with a
desktopPCorlaptop.
6.1.2 Usersshouldinputdataspecifictotheirorganisationandworkingpracticeregardingthenumberofhoursinus
andthenumberofworkingdaysperyear.
6.1.3ItisrecognisedthatPCsorlaptopswithinanestatemaynotbeoperatingonfullpowerfortheentireworkingday
6.1.4
For those users who wish to account for this, they can enter the power consumption of the machine on standby
estimatethepercentageoftimethemachinesareonfullpower.
Foruserswhowishtoassumetheworstcasescenario(allmachinesarealwaysonfullpower),then100%shouldb
intotheestimatedtimespentonfullpowerfieldandnofiguresshouldbeinputintothestandbymodefields.
6.1.5 IfmonitorsaretobeincludedwithinthemainbodyoftheTCOcalculation(see4.1),thenthepowerconsumptio
monitorsshouldalsobeadded.
6.1.6 Suppliersshouldbeaskedtoprovideinformationrelatingtothepowerconsumptionoftheirproductsforbothf
andstandbymodes.
EnergySavingDevices
6.1.7 EnergySavinghardwareandsoftwareisreadilyavailable.Thisareaoffersthosewhohavesuchenergysavingd
accountfortheiruseandtheeffecttheymayhaveonpowercosts.
6.1.8 Usersshouldinputapercentagefiguretoreflectthesavingsthosedevicesmightbringonanannualbasis.Byco
thisfield,theTCOcalculatorwillrevisetheinitialtotalpowercosttoreflectwhatisentered.
6.2Support&Maintenance
6.2.1 Boththe supportand maintenancesection assumesthat annualcosts incurredwill remainthe sameforeachy

refreshcycle.Ifthisisnotthecasewithintheusersorganisationthentheymayaccountforanyincrease/decreasewithin
-additionalsupportandmaintenancecosts.
Support
6.2.2 This area relates to support costs, such as the provision of an IT helpdesk facility, aimed at resolving basic
queries.
6.2.3 Themostimportantquestionaskedhereiswhetherthecurrenthelpdesk,ifrelevant,cancopewiththemachi
bought.
Iftheprocurementisasimpleswap-inswap-outexercise,theremaynotbeaneedtoexpandthisfacilityandsothe
notadditionalcostforthis.Ifthisisthecase,usersshouldenteryesandmoveontothenextcostsection.
IftheprocurementinhandwillexpandthecurrentestateofPCsorlaptops,itmaybethecasethatcurrentcoststru
notsupportthem.Inthisinstancethenosectionallowsuserstoeitherputinatotalfigureoruseabasicformattoestim
thiscostmightbe.
Maintenance
6.2.4Maintenanceoptionsaresplittoconsideruserswhomanagetheirmaintenancein-houseorviaa3rdparty.
In-house
6.2.5 The key question here is whether the current in-house team, if applicable, can cope with the maintenance tha
requiredifthesePCsorlaptopsarebought.Thissectionfollowsasimilarformattothesupportsectionsopleasereferto6
3rdPartyMaintenance
6.2.6Aquestionisaskedregardingthecapacityofthe3rdpartymaintenancecontractinplace.
6.2.7 IfthecurrentcontractwillnotcoverthePCs/Laptopsbeingboughtorthereissomekindofadditionalcost,aus
useoneofthetwocostingoptionswithinthissectiontoenterthiscost.
OtherSupport/MaintenanceCosts
6.2.8 Thissection allowsa usertoinputanyother supportormaintenancecosts that theyfeelarerelevant. Thesea
costscanbelabelledforreference.
6.3Downtimeestimation
6.3.1 ThecostofdowntimeformspartofTCO.However,itisextremelytrickytocalculateasabuyerwouldnotn
knowhowoftenanewPCorlaptopmightbreakuntiltheyarerunningthemaspartoftheirestate.
6.3.2 This section provides a simple calculation to account for downtime and will indicate a cost consequence f
inadequatelevelsofsupportandmaintenanceinplace
6.3.3 Users can choose whether to include this cost within the TCO calculation or exclude it whilst keeping the in
withinthetoolforreference.
7 Guidance for the Main Calculator: Disposal Costs
This section helps users consider and budget for the disposal of the PCs or laptops being bought. It is a one off
occurs at the end of a refresh cycle and should not be forgotten.
7.1ThereisanorangeboxatthetopofthissectionwhichwillautomaticallyreflecttheamountofPCsorLaptopsth
buying.Itkeepstrackofhowmanymachinesarelefttodistributeacrossthedifferentdisposal/recyclingmethods.
7.2ForcustomerslookingforaroutetodisposeoftheirITequipment,BuyingSolutionsofferaMemorandumof
Understanding(MOU)arrangementwiththeDisposalServicesAgency(DSA).Furtherinformationrelatingthismanaged
canbefoundwithintheSustainableSolutionsareaoftheBuyingSolutionswebsite.
7.3Destroy
7.3.1 Users should enter the unit cost for the recycling or destruction of the PCs or laptops as well as how many
disposedofinthisway.
7.4Resell
7.4.1ItisrecognisedthatitcanbedifficulttopredictwhattheresalevalueofaparticularmodelofPCorlaptopmigh
endofitslife.
7.4.2 If a user feels unable to provide an indication of this future price, then disposal suppliers should be approach
estimatedfigure.
7.4.3ThissectionwillcreditbackanymoneymadeonthesaleandreducetheoverallTCOfigure.
7.5RefurbishandRedeploy
7.5.1Thissectionisforthosecustomerswhobelievetheymaykeepsomeoftheircomputersfollowingrefurbishment.
7.5.2 User should enter the per unit cost for refurbishing and redeploying the PCs or laptops as well as how many
disposedofinthisway.
7.6Donation
7.6.1Someorganisationschoosetodonatetheirmachinestocharityortheirlocalcommunity
7.6.2 WhilstdonatingITequipmentmaysupporttheorganisationsCorporateSocialResponsibility(CSR)agenda,the
acostfordoingthis,suchasthemachineswillneedtohavedataremovedinlinewithguidelines.
7.6.3 TheusershouldentertheperunitcostfordonatingthePCsorlaptopsaswellashowmanyaretobedisposed
wayintothefieldsprovided.
7.7AdditionalDisposalCosts
7.7.1Thissectionisacatch-allbasketforausertoincludeanyothercostsrelatingtodisposalthathavenotbeencov
example,grindingdownharddisksoradditionaltransportcostsrelatingtodisposal.
8 Monitor TCO
This section is for users who wish to calculate Monitor TCO separately (Tab 4).
8.1 ThetopofthescreenshowstheentireTCOtotal(forthemainPC/laptopcalculator)anddirectlybelowistheTCOc
forthemonitors.
8.2 Thistabisusefulforthosewhobuytheirmonitorsseparatelyorwhosemonitorshaveadifferentrefreshcycleto
laptopbeingbought.
8.3 IfthemonitorrefreshcycleisdifferenttothePC/laptoprefreshcycleusersshouldconsiderwhethertheywishth
TCOtotaltobeincludedinthefinaltotal.Twodifferentrefreshcyclesmayskewthefinalfigure.
8.4ThereisaboxatthebottomofthepagewhichwillallowtheusertoincludeorexcludethemonitorsintheoverallTC
8.5ThemonitorTCOtab(Tab4)isasimplifiedversionofthemainTCOCalculatortool.Itcovers:
PurchasePrice
Additionaldeliverycosts
Energycosts
Disposalcosts
9 Feedback & Comments
9.1BuyingSolutionsarealwayshappytohearyourviewsontheworkwedosothatwemayimproveourservicetoourcu
9.2ShouldyouhaveanyfeedbackyouwouldliketosharewithusregardingtheTCOcalculator,pleasecontacttheITHa
teamthroughtheCustomerCareTeamon03454102222oremailinfo@buyingsolutions.gsi.gov.uk
9.3 Remember there may be amendments/new versions of this calculator in the future so check the Buying Solution
regularlyforanyupdatesand/orimprovements.

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