ERP Migration & SelectionFree calculatorPDF, Excel, Word exportSAP S/4HANA

SAP Migration Project Team Cost Calculator

Most S/4HANA budgets undercount internal effort and schedule slip. This calculator builds the people cost from the ground up and shows how fast the total grows with every added month.

Your numbers

FTE
$ per day

Average across onshore, nearshore and offshore mix.

FTE

Business process owners, key users, IT and testers allocated to the program.

$ per month
40 %

Proportion of released staff whose normal work must be covered by contractors or overtime.

18 months
$
15 %

Your results

Total program people and tooling cost
$9,992,580
Average monthly cost
$555,143
Partner cost
$4,762,800
Assumes 21 billable days per month.
Internal team cost
$2,376,000
Backfill cost
$950,400
Additional cost to cover released staff.
Subtotal
$8,689,200
Contingency amount
$1,303,380

Excludes software licences, subscription fees and hardware. Rates and effort are inputs; use your own contracts and quotes.

Save results:

Total cost vs program duration

Sweeps Program duration from 6 to 48, holding your other inputs fixed.

Budget benchmark chat

Optional: compare your team and duration assumptions with typical patterns.

Optional. The tool and every export work without this. No spam.

How to use it

Enter the partner team size and blended day rate, the internal team and their loaded monthly cost, the share of internal time that needs backfill, and the program duration. Add tooling, environments and training. Choose a contingency. The tool outputs partner, internal and backfill cost, a subtotal, the contingency and the total, plus the average monthly cost. The chart shows how total cost changes if the duration slips.

  • Use a blended rate, not the headline rate
  • Count business time, not just IT
  • Be explicit about backfill
  • Test a six month slip on the chart

The math

Partner cost is FTE times day rate times 21 billable days times months. Internal cost is FTE times monthly loaded cost times months. Backfill is a share of internal cost. The subtotal adds tooling and environments. Contingency is a percentage of the subtotal. All terms scale linearly with duration, which is why a six month slip on a team of this size costs far more than most steering committees expect. The chart makes this visible.

Common mistakes

Budgets often exclude business users, testing effort, data cleansing, training and post go-live support. They also assume constant team size, while real programs peak during testing and cutover. If you use fixed-price contracts, put the change-request allowance in contingency. For a rough range, run the calculator with low, medium and high team sizes rather than relying on a single scenario.

Frequently Asked Questions

Why 21 days a month?

It is a common planning value for billable days after weekends and typical holidays. Change the day rate or FTE to reflect your contract, for example if you pay for fewer days during holidays.

Does this include licences?

No. It covers people, tooling, environments and training. Software licences, subscriptions and hosting differ by contract and belong in a separate line of the business case.

How much contingency is sensible?

Many programs hold 10 to 20 percent, and higher where data quality or custom code is unknown. Use the PERT calculator to tie contingency to schedule uncertainty.

How do I treat part-time internal staff?

Convert to full-time equivalents. Ten people at 50 percent allocation is five FTE. Also decide how much of that time needs backfill.

Netray can help automate parts of the effort, such as analysing custom code or documenting current processes, using private AI over your own systems.

Talk to an ExpertExplore More Free Tools

Related Tools

ERP Migration & Selection

S/4HANA Migration Business Case NPV Calculator

Test whether your S/4HANA investment pays back, and how sensitive it is to benefit realisation.

ERP Migration & Selection

SAP Migration Schedule Risk PERT Calculator

Turn optimistic, likely and pessimistic durations into a commitment date at the confidence level you choose.

SAP

S/4HANA User Licence Cost Estimator

Model the effect of cleaning up dormant users and re-mapping user types on your annual SAP licence spend.

ERP Migration & Selection

S/4HANA Steering Committee Status Report Template

A one-to-two page status report for S/4HANA steering meetings with status, milestones, risks and decisions needed.

More ERP Migration & Selection tools

See all
Back to All Tools