cfinsights.org activity-based costing analysis staff time survey instructions sharing knowledge....

CF Insights 2012

cfinsights.org

Activity-Based Costing AnalysisStaff Time Survey Instructions

SHARING KNOWLEDGE. GROWING IMPACT.

Overview

Thank you for taking the time to participate in this important project!

Activity-Based Costing Analysis

The purpose of the Activity-Based Costing Analysis 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.

2 CF Insights 2012

CF Insights 2012

Products

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Product Description

Fee Based Products

UnrestrictedFunds that meet community needs as they arise through the Foundation’s Grants Program and are typically held in perpetuity, producing an annual income

Field of Interest Funds allowing donors to support a broad area of concern

DesignatedFunds created to ensure ongoing assistance to specific non-profit and charitable organizations, monitored to ensure that they fulfill purposes that donors intended to support

Geographic Affiliates Specific fund names

Agency FundsEndowment funds established by individual non-profit organizations to be held and managed by the CF. The CF makes regular reports and distributions to the organization.

Scholarship Funds providing an annual income to be distributed in the form of scholarships

Donor Advised Funds / Endowed

Funds held by the CF where the donor has specified that the fund’s income or assets be used for the benefit of one or more specific public charities or areas of interest, subject to spending policy

Donor Advised Funds/ Non-Endowed

Funds held by the CF where the donor has specified that the fund’s income or assets be used for the benefit of one or more specific public charities or areas of interest

Fee for Service Funds which require a significantly customized set of services, including committee work, event planning

Planned Giving Charitable trusts including Charitable Remainder Trusts and Charitable Lead Trusts

Fundraising Funds Funds requiring an active fund-raising component

Supporting Orgs. Specific fund names

Fiscal Sponsorships Specific fund namesOther

Community Leadership

Special InitiativesSpecific Initiative names

Community LeadershipActivities specific to each foundation, typically resulting from its mission driven priorities. Examples include: activities that support the growth of philanthropy in the community, providing technical assistance to non-profits, convening funders through grant writing workshops and local presentations.

Sample product list and definitions - Update to include your products and

product definitions

Products for Analysis

CF Insights 2012

Completing the Survey

Step 1: Review the survey to familiarize yourself with the categories of activities and products

Review Foundation Products

Staff Activities

Processing gift reports

17

Processing other non-liquid assets

16

Processing real estate gifts

15

Publicly traded stocks, mutual funds, closely held stock, etc.

Processing stock gifts through outside brokerage

14


Processing stock gifts through custodian

13

Includes corporate match

Processing matching gifts or grants

12

Includes MC/Visa gifts

Processing standard gifts, including gift receipt and pledges

11

Conducting an introductory meeting with a new donor

10

Includes preparing new fund checklist, letter of directions, and fund file and mailing welcome letter

Setting up a new fund, including acknowledgement correspondence

9

Including CGAs, Pooled Income Fund, Insurance, CRT, CLT, working with Planned Giving Services, etc.

Establishing deferred gifts

8

Includes brochures, newsletters, white papers, and other mailings (electronic and hard copy)

Creating and sending marketing materials to current donors

7


Creating and sending marketing materials to potential donors

6

Merrill Lynch, etc.

Establishing new investment relationships/alliances

5

Donor services first meeting with a new donor

Conducting seminars for nonprofits and professional advisors

4

Developing professional advisor network through proactive contacts and presentations (EXCLUDING seminars) in order to build trust and educate them about the Foundation. This includes responding to inquires, distributing materials, and providing professional development opportunities through Advisor newsletter, Planned Giving Design Center, etc.

Developing and maintaining relationships with Professional Advisors, including providing information

3

Includes positioning, marketing campaign, advertising, public relations targeted to donors, speaking engagements, press releases; etc. (EXCLUDING seminars)

Building awareness of the Foundation and creating desired perceptions among potential donors

2

Proactive and responsive interaction to develop trust, build relationships, and educate them about the Foundation.

Researching and developing relationships with donor prospects

1

Descriptions

Acquiring /

Establishing a New Fund or

Acquiring a New

Gift

Number

Other

Fund Type or Service:

(Please name)__________

Special Initiatives (e.g. Women's

Fund,

AIDS initiative)

Services to Private Foundations

Nonprofit

Resource Center

Fundraising for Operations

Fundraising /

Fiscal Sponsorship


Unrestricted

Supporting Organizations

Scholarships

Planned Giving

Geographic Component Funds / Affiliates

Field of Interest

Donor

Advised

Designated

Agency

/ Nonprofit

Endowments

Total

Other Products/ServicesFund Types

Foundation Products and Services

Time

Activities

Processing gift reports

17

Processing other non-liquid assets

16

Processing real estate gifts

15


Processing stock gifts through outside brokerage

14


Processing stock gifts through custodian

13

Includes corporate match

Processing matching gifts or grants

12


Processing standard gifts, including gift receipt and pledges

11

Conducting an introductory meeting with a new donor

10


Setting up a new fund, including acknowledgement correspondence

9

Including CGAs, Pooled Income Fund, Insurance, CRT, CLT, working with Planned Giving Services, etc.

Establishing deferred gifts

8


Creating and sending marketing materials to current donors

7


Creating and sending marketing materials to potential donors

6

Merrill Lynch, etc.

Establishing new investment relationships/alliances

5


Conducting seminars for nonprofits and professional advisors

4


Developing and maintaining relationships with Professional Advisors, including providing information

3


Building awareness of the Foundation and creating desired perceptions among potential donors

2


Researching and developing relationships with donor prospects

1

Descriptions

Acquiring /

Establishing a New Fund or

Acquiring a New

Gift

Number

Other

Fund Type or Service:


Special Initiatives (e.g. Women's

Fund,

AIDS initiative)

Services to Private Foundations

Nonprofit

Resource Center


Fundraising /

Fiscal Sponsorship


Unrestricted


Scholarships

Planned Giving

Geographic Component Funds / Affiliates

Field of Interest

Donor

Advised

Designated

Agency

/ Nonprofit

Endowments

Total

Other Products/ServicesFund Types


Time

Activities

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CF Insights 2012


Step 2: Indicate your name, position, and FTE status

Total Cost (salary plus benefits): Functional Area:

Name:

Time Foundation Products and Services

Fund Types

Total Agency / Nonprofit Endowments

Design

NumberAcquiring / Establishing a New Fund

or Acquiring a New Gift

DescriptionsSuggested Allocation

Rule

1Researching and developing relationships with donor prospects


2Building awareness of the Foundation and creating desired perceptions among potential donors


3Developing and maintaining relationships with Professional Advisors, including providing information


4Conducting seminars for nonprofits and professional advisors


5Establishing new investment relationships/alliances

Merrill Lynch, etc.

Activities

FTE:

5

Step 3: Highlight the activities that you conduct in your role

Your time will be broken out over the highlighted activities

NumberAcquiring / Establishing a New Fund or

Acquiring a New GiftDescriptions

1 Researching and developing relationships with donor prospectsProactive and responsive interaction to develop trust, build relationships, and educate them about the Foundation.





4 Conducting seminars for nonprofits and professional advisors Donor services first meeting with a new donor

5 Establishing new investment relationships/alliances Merrill Lynch, etc.

6 Creating and sending marketing materials to potential donors Includes brochures, newsletters, white papers, and other mailings (electronic and hard copy)

7 Creating and sending marketing materials to current donors Includes brochures, newsletters, white papers, and other mailings (electronic and hard copy)

8 Establishing deferred giftsIncluding CGAs, Pooled Income Fund, Insurance, CRT, CLT, working with Planned Giving Services, etc.

9 Setting up a new fund, including acknowledgement correspondenceIncludes preparing new fund checklist, letter of directions, and fund file and mailing welcome letter

Number Maintaining Funds Descriptions

25Responding to donor inquiries / requests regarding current funds (reactive and transactional)

Excludes any responsive maintenance with intent of new gift or donor engagement. Includes changing fund, payout options

26 Proactively maintaining relationships with current donorsProactively providing information regarding additional ways for donors to accomplish their charitable goals while enhancing relationship with the Foundation.

27 Planning and holding events or educational programs for donors or potential donors Includes lunches, award events, educational sessions, donor site visits/ donor tours, etc.

28 Providing support services for planned/deferred gifts Including CRT, CLT, Gift Annuities, Insurance, etc.

29 Producing and sending fund statementsIncludes quarterly fund statements, quarterly donor report, specialized fund statements, audit confirmation replies, etc.

30 Reconciling nonpooled investments Separate trusts, advised funds, and supporting organizations

31 Reconciling pooled investments

32 Conducting asset transfers and annual rebalancing calculations


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Step 4: Consider how 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



Descriptions

1 Researching and developing Proactive and responsive interaction to develop trust, build 2 Building awareness of the Foundation Includes positioning, marketing campaign, advertising, public 3 Developing and maintaining relationships Developing professional advisor network through proactive

…Number Maintaining Funds Descriptions

25 Responding to donor inquiries / requests Excludes any responsive maintenance with intent of new gift 26 Proactively maintaining relationships with Proactively providing information regarding additional ways for 27 Planning and holding events or Includes lunches, award events, educational sessions, donor

…Number Making Grants Descriptions

50 Providing general information to potential Outreach to potential grantees, responding to inquiries, 51 Providing grantmaking consulting or Responding to donors' inquiries or pro-actively providing 52 Partnering with donors Connecting donors to community grantmaking programs

…Number

Providing Non-Grant Services to the Nonprofit Community

Descriptions

53 Holding and attending events or Hosting or attending community events; convening on social 54 Defining and participating in community Includes work both internal and external to the Foundation55 Conducting or producing research

…Number Other Staff Activities Descriptions

56 Providing management and supervision Includes performance reviews, goal setting by supervisors 57 Receiving or providing professional Includes training, annual goal setting, attending external 58 Attending internal staff or committee Includes general staff communications, including all staff

…


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100%

Step 5: In the TOTAL column, enter the percent of your total time spent on each highlighted activity over the past year

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…

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.

NumberAcquiring / Establishing a New Fund or

Acquiring a New GiftDescriptions

1 Researching and developing relationships with donor prospectsProactive and responsive interaction to develop trust, build relationships, and educate them about the Foundation.


Includes positioning, marketing campaign, advertising, public relations targeted to donors, speaking engagements, press releases; etc. (EXCLUDING seminars) 15%



2%

4 Conducting seminars for nonprofits and professional advisors Donor services first meeting with a new donor

5 Establishing new investment relationships/alliances Merrill Lynch, etc.

6 Creating and sending marketing materials to potential donorsIncludes brochures, newsletters, white papers, and other mailings (electronic and hard copy) 8%

7 Creating and sending marketing materials to current donorsIncludes brochures, newsletters, white papers, and other mailings (electronic and hard copy)

8 Establishing deferred giftsIncluding CGAs, Pooled Income Fund, Insurance, CRT, CLT, working with Planned Giving Services, etc. 5%

9 Setting up a new fund, including acknowledgement correspondenceIncludes preparing new fund checklist, letter of directions, and fund file and mailing welcome letter


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Step 5 Continued: Time Conversions

Do not factor in vacation or sick time.

Assumptions

• Based on 40 hour work week

• 2080 Hours per Year

• 175 Hours per Month

• 5 Days per Week

1 Hour per week every week = 2.50% 1 hour per year = 0.05%

2 Hours per week every week = 5.00% 2 hours per year = 0.10%





1 Day per month every month = 4.62% 7 hours per year = 0.34%

2 Days per month every month = 9.23% 8 hours per year = 0.38%

1 Day per week every week = 20.00% 9 hours per year = 0.43%

2 Days per week every week = 40.00% 10 hours per year = 0.48%



1 Day per year = 0.38% 40 hours per year = 1.92%

1 Week per year = 1.92% 50 hours per year = 2.40%

1 Month per year = 8.33%


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Step 6: Familiarize yourself with the "Foundation Products and Services" across the top, thinking about how to allocate your time across the products and

services.

The list of products and services has beencustomized for the Foundation

Time

TotalAgency / Nonprofit

EndowmentsDesignated Donor Advised Field of Interest

Geographic Component

Funds / AffiliatesPlanned Giving Scholarships


UnrestrictedCommunity Leadership

Fundraising / Fiscal

Sponsorship


Nonprofit Resource Center

Services to Private

Foundations

Special Initiatives (e.g. Women's Fund, AIDS initiative)

Other Fund Type or Service:




Descriptions Suggested Allocation Rule







4Conducting seminars for nonprofits and professional advisors


5Establishing new investment relationships/alliances

Merrill Lynch, etc.

6Creating and sending marketing materials to potential donors


7Creating and sending marketing materials to current donors


8 Establishing deferred giftsIncluding CGAs, Pooled Income Fund, Insurance, CRT, CLT, working with Planned Giving Services, etc.

9Setting up a new fund, including acknowledgement correspondence


10Conducting an introductory meeting with a new donor

11Processing standard gifts, including gift receipt and pledges


12 Processing matching gifts or grants Includes corporate match

13 Processing stock gifts through custodian Publicly traded stocks, mutual funds, closely held stock, etc.

14Processing stock gifts through outside brokerage


15 Processing real estate gifts

16 Processing other non-liquid assets

17 Processing gift reports

18 Processing memorials/honorariums Includes preparing letters and other reports

19Creating and maintaining electronic or paper records of gifts

Includes activity not associated with specifics listed above

20Reporting to the Board of Trustees on issues related to gift or fund acquisition

Includes preparation of reports, meeting preparation related to acquiring/establishing new gifts or funds

21Supporting endowment building efforts and planned giving for nonprofit agencies

Services provided to nonprofit agencies to help build planned giving programs and establish a long term funding strategy and planned giving

22Providing fundraising or fiscal agent services

Includes set up, brochures, events, gift receipt, compliance, financial reports, etc.

23 Other Acquiring New Gifts/Funds 1: ______________________________(Please specify) # of new gifts/funds


Number Maintaining Funds Descriptions Suggested Allocation Rule



26Proactively maintaining relationships with current donors

Proactively providing information regarding additional ways for donors to accomplish their charitable goals while enhancing relationship with the Foundation.

Activities


Fund Types Other Products/Services


10

Step 7: Spread the time in the “Total” column over the "Foundation Products and Services" as relevant.

For each activity, try to spread the total 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…

Time

Fund Types

Total

Agency / Nonprofit





Unrestricted

Number Maintaining Funds

25Responding to donor inquiries / requests regarding current funds (reactive and transactional) 10% 0.50% 8% 0.20% 1% 0.30%

26 Proactively maintaining relationships with current donors

27 Planning and holding events or educational programs for donors or potential donors 2%28 Providing support services for planned/deferred gifts

29 Producing and sending fund statements

30 Reconciling nonpooled investments 3% 0.70% 1.5% 0.50% 0.30%31 Reconciling pooled investments


Activities



11

Step 7 Continued: Some Activities Cannot be Allocated to Products

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.

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.

Time

Fund Types






Unrestricted

Number Maintaining Funds

25Responding to donor inquiries / requests regarding current funds (reactive and transactional) 10% 0.50% 8% 0.20% 1% 0.30%

26 Proactively maintaining relationships with current donors

27 Planning and holding events or educational programs for donors or potential donors 2%28 Providing support services for planned/deferred gifts

29 Producing and sending fund statements

30 Reconciling nonpooled investments 3% 0.70% 1.5% 0.50% 0.30%31 Reconciling pooled investments


Activities


OK


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Step 8: Once you have completed this exercise with the paper copy, open the Excel document and enter your time allocations into the spreadsheet

Total Cost (salary plus benefits): $5.00 Functional Area:

Name:

Time








Sponsorship



Services to Private

Foundations



















27Planning and holding events or educational programs for donors or potential donors

Includes lunches, award events, educational sessions, donor site visits/ donor tours, etc.

Number Making Grants Descriptions Suggested Allocation Rule

50 Providing general information to potential grantees

Outreach to potential grantees, responding to inquiries, providing pre-grant technical assistance, sending letters, advertising funding availability, finding potential scholarship recipients, etc. ALL PRE-GRANT

51 Providing grantmaking consulting or advice to donors or potential donors

Responding to donors' inquiries or pro-actively providing information to donors

52 Partnering with donors Connecting donors to community grantmaking programs

NumberProviding Non-Grant Services to the

Nonprofit CommunityDescriptions Suggested Allocation Rule

53Holding and attending events or convening constituencies and funders in the community

Hosting or attending community events; convening on social issues and to leverage funding (not passive)

54Defining and participating in community initiatives

Includes work both internal and external to the Foundation

55 Conducting or producing research

Number Other Staff Activities Descriptions Suggested Allocation Rule

70Providing management and supervision of staff

Includes performance reviews, goal setting by supervisors

71Receiving or providing professional development

Includes training, annual goal setting, attending external workshops, etc.

72Attending internal staff or committee meetings

Includes general staff communications, including all staff meetings, etc.

Total (Must match total above) $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Total check Allocation Under

Activities




13

CF Insights 2012

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.

Total Cost (salary plus benefits): $5.00 Functional Area:

Name:

Time








Sponsorship



Services to Private

Foundations



















27Planning and holding events or educational programs for donors or potential donors

Includes lunches, award events, educational sessions, donor site visits/ donor tours, etc.

Number Making Grants Descriptions Suggested Allocation Rule

50 Providing general information to potential grantees

Outreach to potential grantees, responding to inquiries, providing pre-grant technical assistance, sending letters, advertising funding availability, finding potential scholarship recipients, etc. ALL PRE-GRANT

51 Providing grantmaking consulting or advice to donors or potential donors

Responding to donors' inquiries or pro-actively providing information to donors

52 Partnering with donors Connecting donors to community grantmaking programs

NumberProviding Non-Grant Services to the

Nonprofit CommunityDescriptions Suggested Allocation Rule

53Holding and attending events or convening constituencies and funders in the community

Hosting or attending community events; convening on social issues and to leverage funding (not passive)

54Defining and participating in community initiatives

Includes work both internal and external to the Foundation

55 Conducting or producing research

Number Other Staff Activities Descriptions Suggested Allocation Rule

70Providing management and supervision of staff

Includes performance reviews, goal setting by supervisors

71Receiving or providing professional development

Includes training, annual goal setting, attending external workshops, etc.

72Attending internal staff or committee meetings

Includes general staff communications, including all staff meetings, etc.

Total (Must match total above) $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Total check Allocation Under

Activities



100%

If necessary, adjust numbers to fix discrepancies


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cfinsights.org activity-based costing analysis staff time survey instructions sharing knowledge....

Documents

funds endowed funds

funds income

foundations products

products unrestricted

staff survey

funds nonendowed funds

product definitions

matrix of products