When preparing a budget for a drug court MIS, you'll want to include
expenditures for development, implementation, and maintenance activities.
For each activity, you should consider:
costs (in-house and/or contracted/consultants);
- fringe benefits
(employer paid taxes, retirement and other benefits to employees);
and travel expenses;
and other significant expenses by pointing out specifically what benefit
(e.g., stronger case management) will come to the drug court if the
item is purchased or what dire consequences (e.g., server crashes) will
occur if it is not purchased. You can attach this information to your
budget as detail.
List the development activities involved in building an information
system. Remember that you'll also want to account for personnel hours
associated with each activity. Development activities include:
a design document;
hardware and software;
the architecture of the database;
any scripts or codes necessary for database development; and
with existing MIS systems.
Document expenses associated with routine testing at different stages
of production. An initial rollout followed by a second revised rollout
is a standard test approach. Testing expenses include:
the system on a staging server;
the site on a live server;
all the database or programming links, both internal and external;
outreach materials; and
List costs involved in promoting or announcing the information system
to key stakeholders (e.g., court staff, drug court partners, treatment
providers). Some of these costs might include:
- moving the
information system from a stand alone PC to the server; and
and postage for sending out information about the launch.
Figure out how much it will cost to teach people how to use the new
user training manuals/informational materials; and
on-going user-training sessions.
Itemize expenses for monitoring day-to-day operations and responding
to questions from programmers, court staff and other users. Some maintenance
costs may include:
any bugs, bad programming script/code or broken links;
to user feedback;
modifying or upgrading the information system; and
for general and administrative costs.
It's a good
idea to review the budget with an accountant or your court's fiscal
director to flag potential budgetary problems, inconsistencies, and
here to download a PDF version of a drug court MIS budget template.