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Cost-Revenue Staff Survey: Instructions and Tips

Cost-Revenue Staff Survey: Instructions and Tips. Cost-Revenue Supplemental Materials. Prepared for:. December 3, 2007. Overview. Cost-Revenue Study

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Cost-Revenue Staff Survey: Instructions and Tips

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  1. Cost-Revenue Staff Survey:Instructions and Tips Cost-Revenue Supplemental Materials Prepared for: December 3, 2007

  2. Overview Cost-Revenue Study The purpose of the Cost-Revenue study is to determine the true costs associated with each of the Foundation’s products and services. The study incorporates all the Foundation’s costs. Foundations use the results to make informed decisions about possible changes to fees, product emphasis, and services to the community. Staff Survey In the Staff Survey, each staff member breaks out his or her time over a matrix of products and activities. The results show how staff resources are spread over the Foundation’s products and how staff time is divided among the activities. Thank you for taking the time to participate in this important project

  3. Completing the Staff Survey We recommend that staff meet to review these instructions together. After reading the instructions and looking over the staff survey spreadsheet, each staff member will complete the spreadsheet, allocating his or her time over the matrix of activities and products. The following slides show the recommended steps to complete the survey, as well as examples for each step. Please be as thorough and accurate as possible: your results help produce a true picture of the Foundation’s cost structure

  4. Step 1: Review the survey to familiarize yourself with the categories of activities and products. Foundation Products Staff Activities Before filling in the survey, we recommend going over the products and activities with a group of staff members

  5. Step 2: Indicate your name and functional area.

  6. Step 3: As you read through the list of activities, begin to considerhow 100% of your time breaks up among the five major categories. ≈ 25% ≈ 10% ≈ 15% ≈ 20% ≈ 30% This provides a rough guideline; these numbers will probably change as you spread your time over individual activities

  7. Step 4: Highlight the activities that you conduct in your role. Your time will be broken out over the highlighted activities

  8. Step 5: In the column titled "Total % of Time per Activity",enter the percent of your total time spent on each highlightedactivity over the past year. If your activities are consistent over extended periods of time, it is helpful to think about how your time is spent over a day, week, or month and allocate percent of time over that period. However, if some of your activities are cyclical, like responsive grantmaking or working on special initiatives, you will need to account for the percent of time spent on these activities annually. Continued on Next Slide

  9. Step 5 Continued: Time Conversions Assumptions • Based on 40 hour work week • 2080 Hours per Year • 175 Hours per Month • 5 Days per Week Do not factor in vacation or sick time.

  10. Step 6: Familiarize yourself with the "Foundation Productsand Services" across the top, thinking about how to allocateyour time across the products and services. The list of products and services has been customized for the Foundation

  11. Step 7: Spread the time in the “Total” column over the"Foundation Products and Services" as relevant. For each activity, try to spread the time completely over the products and services, so that the percentages of time allocated to each product and service add up to the total time spent on that activity.  It’s okay to leave a blank for some products and services, as long as all the products and services add up to the number in the “Total” column for that activity. Continued on Next Slide

  12. Step 7 Continued: Some Activities Cannot beAllocated to Products Spread an activity completely or not at all.  If you do not know how to allocate your time on a particular activity to specific products across the row, or feel it would not make sense to do so, do not enter any numbers under the list of “Foundation Products and Services”.  For example, it may not be possible to assign time spent "Maintaining information systems" or "Creating Annual Report" to specific products.  In that case, leave all the Products and Services columns blank in that row. OK For activities that are not spread over the products, costs will be allocated based on pre-determined allocation rules. Please try to allocate your time if at all possible.

  13. Step 8: Once you have completed this exercise with thepaper copy, open the Excel document and enter your timeallocations into the spreadsheet.

  14. Step 9: Check that the “Total” column sums to 100% and that the product allocations sum to the correct total for each activity. Error messages will appear if the “Total” column or any rows do not add up. 100% If necessary, adjust numbers to fix discrepancies

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