Base case
What you expect
- Savings
- Your most likely figure
- Example NPV
- 1,544
- Example payback
- 2.4 years
Tender and procurement · Free Excel template
Business case for adding MDVR, DSM and ADAS cameras to tracked vehicles
Your vehicles already have trackers. Put the camera upgrade into NPV and payback, in three cases: MDVR units, cameras per vehicle, storage and SIM data on the cost side, accident and claim lines from your own records on the benefit side.
Free: enter your name and email and we send you the file. Works in Excel, Microsoft 365, Google Sheets and LibreOffice Calc. No macros.
- NPV, ROI and payback
- Base, optimistic, pessimistic
- No prices inside
What's inside
What is inside the business case template?
Type your figures on one sheet. The others calculate and write the case for you.
01
Start hereWhat the file does, how to fill it and what the colors mean.
02
InputsVehicles, period, discount rate, eleven cost lines and seven benefit lines. Your figures sit beside grey examples.
03
SummaryNPV, total costs and benefits, ROI, payback, benefit-cost ratio and break-even level for each case, with a chart.
04
CasesThe working: year-by-year cash flow, discount factors and payback test for the three cases.
05
OutlineNine prompts that answer what management asks, with the key numbers filled in.
06
Risks and planA risk table with ratings, a pilot and rollout plan, and the measures to follow after launch.
07
ListsThe drop-down lists the other sheets use.
Three cases
One workbook, three answers for management
Management trusts a case that shows its downside. The file calculates all three from one set of inputs.
Optimistic case
If alerts are acted on
- Savings
- Higher on each line
- Example NPV
- 25,540
- Example payback
- 1.3 years
Pessimistic case
If adoption is slow
- Savings and costs
- Lower savings, costs above plan
- Example NPV
- -17,732
- Example payback
- Not within the period
| Measure | Base | Optimistic | Pessimistic |
|---|---|---|---|
| Net present value (NPV) | 1,544 | 25,540 | -17,732 |
| Total costs, all years | 27,940 | 27,940 | 32,131 |
| Total benefits, all years | 32,125 | 60,500 | 13,875 |
| Payback (years) | 2.4 | 1.3 | Not within the period |
| Break-even benefit level | 94% | 50% | 251% |
What does an IVMS or MDVR business case need?
Management approves a budget when it can see the problem, the cost, the return and the risk on one page. For IVMS and MDVR with DSM and ADAS cameras, that means your incidents and violations today, what the system costs over the years you will keep it, the savings you expect, and what could stop them.
This template keeps those parts together. It does not contain prices or savings from any company. You enter quotes from your suppliers and figures from your own records.
How to use the business case template
- Open Inputs. The grey cells show example figures so every result appears at once.
- Enter your costs. Use supplier quotes. Add data plans, storage and the staff time needed to review alerts.
- Enter what each line costs you today for the vehicles in scope, and the share you expect to save in each case.
- Set Use example figures to No. Read the Summary sheet.
- Complete the Outline and the Risks and plan sheets. Print them or paste them into your own slides.
How NPV is calculated
Net cash flow in year t = benefits − one-off costs − recurring costs
Discount factor = 1 ÷ (1 + discount rate) ^ t
NPV = sum of (net cash flow × discount factor), years 0 to NExample, base case: NPV = 1,544One-off costs fall in year 0. Recurring costs and benefits fall in years 1 to N. Year 1 benefits are reduced by the share you set for the first year.
Typical values: 8% discount rate and 50% of benefits in year 1. Replace them with your finance team's rate and your own ramp-up.
Payback and the break-even level
Payback = last year with a negative running total + (shortfall ÷ net cash flow of the next year)
Break-even benefit level = present value of costs ÷ present value of benefitsExample: payback = 2.4 yearsA break-even level of 94% means the benefits can fall 6% short of the plan before NPV turns negative.
Where the savings figures come from
Savings must come from your own records: fuel invoices, repair and claims files, fines, overtime and turnover. Do not copy percentages that other companies publish. They describe other fleets, other roads and other habits.
Run a pilot to replace the guess
Fit a few vehicles, record events for a few weeks, and use the measured change as the base-case saving. The device logs give you a baseline for fuel, idling and harsh events.
Limits of this template
It is a planning tool, not financial advice. Costs are straight-line, benefits are yearly averages, and the Cases sheet does not model tax or inflation. A PowerPoint is not included: paste the Summary and Outline into your own slides.
Related Tracom solution
Get the evidence for each savings line from the device
A business case is only as strong as its baseline. Tracom devices record the events that your savings lines depend on, so the pilot gives you numbers instead of guesses.
- Second-by-second data. A detailed record of speed, stops and events for the baseline.
- Driver behavior monitoring. Voice alerts in the cab, and events you can count before and after.
- Tracom M1N MDVR. Camera options such as DSM/ADAS are confirmed with the Tracom team.
- Live fleet insights. Position and status for the vehicles in the pilot.
- SCMS portal. Manage devices and configuration files in one place.
What is NPV?
Net present value: all future costs and savings brought back to today's money at your discount rate. Above zero means the investment returns more than that rate.
How is payback calculated?
The file adds up net cash flow year by year and finds when the running total turns positive. It interpolates inside the year, so you get a figure such as 2.4 years.
Does the file include prices?
No. The grey example figures are round placeholders. Enter quotes from your suppliers.
Can I use it for IVMS without cameras?
Yes. Leave the camera and storage lines at zero and set the savings you expect from tracking alone.
Which numbers must come from my own records?
The cost per year today for each benefit line, and the share you expect to save. Those drive the result more than any other input.
What is Tracom's role here?
Tracom makes the devices. This template is a neutral planning tool. It holds no Tracom prices and makes no promise about savings.
Next step
Bring your quote to Tracom
Share the vehicle count and the cameras you need. We will walk through the device lines of your business case with you.
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