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Cadet Staff Duty Analysis Program

Sample Cadet Activity Budget

All revenue is recorded. Here, wehave five sources of income.

Starting cash was perhapsremaining from last year.

Tuition is broken-out into two lines,one line for those paying full price,and another for those paying areduced rate.

Aggregates are broken out in thenotes. Here, we see that $5,850 represents tuitionfrom 45 cadets.

Expenses are grouped into 5 categories that make sense forcadet activities. If we were manufacturing computers, the categories would be different.

As presented, this budget is not scalable. A duplicate budget shouldbe copy-and-pasted into a new sheet, and then refigured for differentscenarios. What if only 20 cadets attend? Will we need to cut backon certain variable costs? If certain costs are fixed, costing the sameno matter how many people show up, such as that guest speaker honorarium, we might learn that the math requires us to eliminatediscretionary expenses in order to pay those fixed costs.

Next page

Spreadsheets make it easy tocompute totals accurately,thanks to the auto-sum feature,usually displayed by the Greekletter Sigma

Responsible leaders know thatunexpected expenses can arise.At a minimum, a cadet activityshould keep 3% of revenue inreserve. With other projects,that figure could be a lot more.

This budget “balances.” Expensesare less than revenue. Here, wehave a couple hundred left over.

All debits (expenses) go in one column. Allcredits (revenue) goes in a separate column.

!"#$%&'( )$*&'( %'!#$&'( %#+&'( ,-+&'( %#.!-!'/ #+*!01-%! !-!'/01-%!

,2'/0+22&%

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Subsistence worksheet

Figuring the costs of meals and rooms involves a lot ofvariables. Some members of the senior staff arrive aday early. Some cadet cadre arrive a few hours early.The activity is charged per room, and each cadet roomholds 2 cadets, although sometimes a cadet gets luckyand isn’t assigned a roommate.

Unit Cost means how much it costs to obtain just 1 item of that type.

Total cost means how much will be spent on that type of item. Total cost is quantity multiplied by unit cost.

Again, thanks to auto-sum and forumula features, youcan easily refigure costs if the number of peoplechange. With cadet activities, rooms and meals tend to account

for the vast majority of expenses.

The total meal costs and total lodging costs are enteredon the main budget (page 1).

This worksheet explains where the meal and lodging costsshown on page 1 came from. Anytime you have several smallitems being grouped together into a single, big total -- as we didwith the meals figure on page 1 -- you should show how that bigfigure was derived. That meals cost includes hundreds of break-fasts, lunches, and dinners.