It’s budget time again, and for many forensic units, this means preparing a solid budget justification to ask for and justify critical needs—more people, better equipment, and essential training. But if you’ve been through this process before, you know how frustrating it can be when your requests seem to fall on deaf ears while other departments receive funding for new tools, training, and personnel.
It’s easy to assume that forensic units are simply not a priority, but the reality is more nuanced. At the end of the day, budget decisions often come down to perceived need and value. If your chain of command doesn’t fully understand why your request is essential—or what value it brings to the agency—they are far more likely to direct funding elsewhere.
So, how do you effectively justify your needs and demonstrate the value of investing in your forensic unit? The best way is with hard numbers and clear data.
What is a Budget Justification?
A budget justification is a detailed explanation that outlines why specific resources are needed and how they will benefit the agency. It provides decision-makers with a clear, evidence-based rationale for approving funding requests. A well-crafted budget justification answers the following questions:
- The problem (e.g., backlog issues, outdated equipment, understaffing)
- The proposed solution (e.g., hiring, new equipment, specialized training)
- Supporting data (e.g., caseload trends, turnaround times, industry standards)
- The expected impact on forensic operations (e.g., reduced case backlogs, improved forensic accuracy)
Without solid data to back up your claims, budget requests can seem arbitrary. That’s why tracking key performance metrics is essential.
How to Write a Budget Justification
Crafting a strong budget justification requires more than just stating what you need; it must be backed by data and framed in terms of agency-wide impact. Here’s a step-by-step approach:
1. Define the Need Clearly
- What challenge is your forensic unit facing?
- How does it impact efficiency, case resolution, or accreditation compliance?
Example: “The forensic unit is currently processing an average of 300 cases per examiner annually, exceeding the industry recommendation of 250 cases per examiner. Without additional staff, backlog and case turnaround times will continue to increase.”
2. Present Supporting Data
- Use laboratory information management systems (LIMS) to collect metrics.
- Look at caseload increases, backlog growth, or outdated technology impacts.
Example: “Case submissions have increased by 15% over the past three years, while staffing levels have remained the same. This has resulted in a backlog of 500 cases, delaying investigative outcomes.”
3. Detail the Cost
- Provide an itemized breakdown of costs.
- See how your costs compare to similar forensic units if possible.
Example: “Hiring one additional forensic analyst at $55,000/year will allow us to reduce backlog by 30% and maintain a 45-day turnaround time. Comparable agencies maintain a 45-day turnaround with one examiner per 250 cases annually, while our current examiners are handling 300 cases each. Aligning with forensic industry standards requires additional staffing to maintain efficiency.”
4. Explain the Operational Impact
- Will this funding reduce backlog? Improve accuracy? Speed up case processing?
- Provide a clear return on investment (ROI) explanation.
Example: “Without additional personnel, the backlog is projected to reach 750 cases within the next fiscal year, negatively impacting investigations and court proceedings.”
5. Connect to Agency Goals
- How does this request align with your agency’s mission and priorities?
- Will it improve public safety, efficiency, or compliance with written standards?
Example: “Hiring an additional forensic examiner supports our agency’s mission to provide timely and accurate investigative support, ensuring efficient case processing and maintaining accreditation standards. This aligns with our goals of enhancing public safety, improving case resolution, and upholding high-quality forensic services for our cases.”
Want a step-by-step guide to writing justifications that get approved? Check out our Budget Management for Forensic Units eCourse, which includes worksheets, templates, and a full module on writing effective justifications.
Using Laboratory Information Management Systems (LIMS) for Budget Justifications
Forensic case management systems are designed to track every part of a forensic case, from the evidence intake to the analytical results. But beyond managing casework, one of its most powerful capabilities is data tracking—allowing you to pull the numbers you need to support your budget requests.
If your unit isn’t already using a Laboratory Information Management System (LIMS) to collect this information, you may be missing a critical opportunity to advocate for necessary resources. With the right LIMS, you can justify key forensic unit needs:
- Track caseload trends to justify staffing increases
- Identify equipment bottlenecks to support funding requests for new tools
- Measure training impact to demonstrate its value in improving efficiency
1. Need More People? Prove It with Caseload Data.
One of the most common requests forensic units make is for additional personnel—but without numbers to back up the request, it’s easy for leadership to dismiss it.
A good LIMS can easily track:
- How many cases your team processes each year
- The backlog of pending cases
- Trends in case volume over time
By presenting this data, you can clearly show how your team is managing its workload and what the future impact will be if additional staff aren’t added. Instead of just saying, “We’re overwhelmed,” you can show exactly how your unit is struggling—and how staffing shortages are affecting case turnaround times and overall efficiency.
2. Need New or Additional Equipment? Identify Bottlenecks.
Forensic tools and equipment are expensive, and getting approval for new purchases can be challenging. But by tracking equipment usage trends with a great LIMS, you can:
- Identify high-demand equipment that creates bottlenecks
- Justify the need for duplicate or upgraded tools
- Track wear and tear on frequently used equipment to predict replacement needs
Rather than making a vague request for “new lab equipment,” you can present hard data showing how delays in case processing are directly tied to limited access to critical tools—which makes for a much stronger argument.
3. Need More Training? Show the Impact on Performance.
Training requests are often among the first to be cut when budgets are tight. But what if you could prove that training leads to increased efficiency and accuracy?
Make sure your LIMS allows you to:
- Track training attendance for each team member
- Compare training frequency to productivity levels
- Correlate training with performance improvements
This means you can present clear data showing that regular training leads to faster case processing times, fewer errors, and improved overall unit efficiency. When your leadership sees the direct impact of training, they’ll be far more likely to approve additional professional development opportunities.
Ready to Strengthen Your Budget Justifications with Data-Driven Insights?
If your current LIMS isn’t giving you the data you need to build a solid case for resources, it might be time for an upgrade. Versaterm’s JusticeTrax LIMS-Plus empowers forensic units with the tools to track, analyze, and present the precise data needed to support budget requests. From streamlining case management to enhancing communication and quality control, JusticeTrax LIMS-Plus gives you the metrics that speak volumes.
Learn how Versaterm’s JusticeTrax LIMS-Plus can help you make your budget requests impossible to ignore. Discover More Today
Get More Budgeting Support
For a deeper dive into budget management strategies tailored to forensic units, check out our Budget Management for Forensic Units eCourse. With expert-led modules, worksheets, and tracking tools, you’ll learn how to build justifications that get approved. Enroll today!
