ROI and Business Case

[YourCompany.com] · IT Department · Prepared by FullSpec · [Today's Date]

This document sets out the financial case for automating your New Tool Evaluation and Rollout process. It translates the time your IT Manager currently spends across 11 manual steps into a dollar cost, shows what that cost drops to after the three-agent automation is live, and gives you a clear payback calculation so you can make an informed decision. The numbers are based on your confirmed process details and FullSpec benchmarks. Where an estimate was used rather than a confirmed figure, it is flagged in the Assumptions Log at the end.

01What the current process is costing you

The three highest-friction steps in your current process are the steps where time disappears and errors compound. Each one is named below with its typical time cost and the failure mode it creates.

• Clarify Requirements with Requestor (Step 2) — 30 minutes per evaluation, often stretching to several days of back-and-forth over Slack and email. Failure mode: incomplete information delays every downstream step, and the requestor loses confidence in the process.
• Conduct Initial Security and Compliance Review (Step 4) — 45 minutes per evaluation when it happens. Failure mode: the review is frequently skipped or deferred until after a purchase decision is made, creating compliance and audit risk.
• Route for Management Approval (Step 7) — 15 minutes to draft and send, but approval decisions stall for days with no automated follow-up. Failure mode: requests sit unactioned in a manager's inbox, approved tools are delayed, and IT has no visibility on where the hold-up is.

02What changes after automation

Once the three-agent automation is live, the Request Intake Agent handles logging, duplicate checking, and requestor acknowledgement the moment a form is submitted. The Evaluation and Approval Agent generates the security checklist and scorecard in Notion automatically, then sends the approval request and chases it every 48 hours until a decision is recorded. The Procurement and Rollout Agent triggers the DocuSign envelope on approval, updates the software register when the agreement is signed, and notifies users in Slack. Your IT Manager retains one hands-on step: licence provisioning and SSO configuration, which requires direct system access and environment-specific judgement. Everything else runs without manual input.

03Before and after comparison

04Tool costs

05Net ROI summary

06Assumptions log

All figures in this document are based on the process as it runs today at your confirmed volumes. If evaluation volume increases from the current 3 to 6 per month to 8 or more, the staff time saving scales proportionally: each additional evaluation avoided costs approximately $40 in IT Manager time under the manual process, and the automation handles the additional load without any change to the tool or build cost. Similarly, if your IT Manager's fully-loaded hourly rate is higher than $40, the annual saving increases directly. A rate of $55/hour would push the annual staff cost saving above $12,000 and bring the payback period under three months. The FullSpec team can re-run these figures against any updated inputs at any point before or after the build. Contact us at support@gofullspec.com with any revised numbers.