Cost-benefit analysis

Cost-benefit analysis

What is the cost-benefit analysis?

Hello there! Word of the day – cost-benefit analysis. BABOK® v3 defines it as “an analysis which compares and quantifies the financial and non-financial costs of making a change or implementing a solution compared to the benefits gained.”

For the IT business analyst role, one of the most critical tasks is to evaluate potential solutions and make informed decisions. To do so, it is essential to understand the costs and benefits associated with any proposed change or solution. This is where cost-benefit analysis comes into play.

The cost-benefit analysis evaluates a proposed change or solution’s financial and non-financial costs and benefits. By quantifying and comparing the costs and benefits, we can determine whether it is worth pursuing and identify potential risks or drawbacks. In IT projects, cost-benefit analysis is vital for making informed decisions, prioritizing initiatives, and ensuring the organization gets the best possible return on investment.

This article will provide an overview of cost-benefit analysis, including the process, factors to consider, benefits, and challenges. By the end of this article, you will better understand how to perform a cost-benefit analysis and how it can benefit your IT projects.

The Cost-Benefit Analysis Process


Performing a cost-benefit analysis involves the following steps:

  • Identify. Define all proposed change or solution costs, including direct and indirect fees. After that, identify all benefits of the proposed change or solution, including financial and non-financial benefits;
  • Quantify. Assign a monetary value to each cost and benefit. Use relevant data and assumptions to estimate the economic value of each cost and benefit;
  • Compare. Calculate the net present value (NPV) of the costs and benefits. Compare the NPV of the costs and benefits to determine whether the benefits outweigh the costs;
  • Evaluate the Results. Interpret the results of the cost-benefit analysis. Consider the findings in the context of the organization’s goals and objectives. Finally, use the results to inform decision-making.

As you see, the process is pretty straightforward. Meanwhile, I want to focus on Net present value (NPV). It is a way to determine the value of a project based on the current value of its future cash flows. Because money loses value over time, we must discount future cash flows to determine their present value. This helps us understand a project’s actual value by calculating the current value of all future cash flows and adding them up. To calculate NPV, we discount each future cash flow to get its present value and then add the present values for each period.

Example of a cost-benefit analysis

Let’s consider an example to illustrate the cost-benefit analysis process. Imagine your organization is considering implementing a new customer relationship management (CRM) system. The proposed solution would cost $100,000 to implement, but it is expected to save the organization $50,000 per year in operational costs. The expected life of the system is five years.

First, you define costs and benefits. It’s clear from the situation: costs are $100,000, and benefits are $50,000 per year for five years. You may want to quantify with a simple equation: 50,000 x 5 – 100,000 = $150,000 in profit and define that you will do great. But it’s not easy, as you need to apply the discount rate – the minimum interest rate set by the national bank for lending to other banks – to calculate NPV. Here is the NPV formula:


In this formula:

  • R = Cash Flow at time t;
  • i = discount rate expressed as a decimal;
  • t = period.

This means that at, for example, a 10% rate, your $150,000 converts to an amount close to $89,500. Which is still great but not exactly what you thought it would be at first glance. From here, you see that the NPV of the benefits exceeds the NPV of the costs (which is still $100,000 as you don’t need to discount one-time spending), indicating that the proposed solution is financially viable. Now you can consider the findings in the context of the organization’s goals and objectives and use the results to inform decision-making.

Factors to Consider During Analysis

  • Discount Rate. A higher discount rate will reduce the NPV of benefits, making a proposed solution less financially viable. The discount rate should reflect the organization’s cost of capital and the risk associated with the proposed solution;
  • Risk and Uncertainty. The cost-benefit analysis involves some degree of risk and uncertainty. It is essential to identify and evaluate the risks and uncertainties associated with the proposed solution and factor them into the analysis;
  • Opportunity Cost. It refers to the benefits foregone by choosing one option over another. It is essential to consider the opportunity cost of not pursuing alternative solutions.
  • Non-Financial Costs and Benefits. In addition to financial costs and benefits, there may be non-financial costs and benefits to consider, such as improved customer satisfaction or reduced employee turnover. These factors should be evaluated and considered alongside financial aspects.

Benefits of Analysis

Cost-benefit analysis provides several benefits to IT business analysts, including:

  • Informed Decision-Making. It provides a structured framework for evaluating potential solutions and making informed decisions. It also enables analysts to identify and compare the costs and benefits of different options, allowing them to choose the best solution for the organization;
  • Prioritization. With many initiatives in mind, it helps prioritize them based on their potential value. This enables organizations to allocate resources more efficiently and effectively;
  • Risk Assessment. It enables organizations to identify and evaluate the risks associated with proposed solutions, which helps make more informed decisions and mitigate potential risks.

Challenges of Cost-Benefit Analysis

While cost-benefit analysis provides significant benefits, there are also several challenges to consider, including:

  • Data Availability. The cost-benefit analysis relies on accurate and comprehensive data to be effective. The analysis will likely produce inaccurate results if the data is incomplete and unreliable.
  • Subjectivity. Assigning monetary values to non-financial factors, such as improved customer satisfaction, is subjective and may vary from person to person. This subjectivity can impact the accuracy and reliability of the analysis.
  • Uncertainty and Risk. The cost-benefit analysis involves some degree of uncertainty and risk. It is essential to acknowledge and evaluate these risks when performing the analysis.

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