FRESH IDEAS FOR BUDGETING
1. Teams should receive copies of all budget requests to give their members a balanced big picture view of the overall financial picture of the budget year. This will help each team to understand the financial implications and impact of their budget request on other teams (hopefully creating a fertile environment for compromise and cooperation).
2. The two separate forms for maintenance budget items and for new budget items are good worksheets to help the organization both track and classify team budget changes. The budget summary report handout condenses the two types of budget requests into one worksheet.
3. The Decision/Action Impact Analysis form can be used to help teams systematically analyze new goals being considered in light of their potential impact on other ministries.
4. Teams should include a Team Contributions form along with their budget request for accountability purposes.
5. An overall budget discussion session should be held to make it possible for teams to “trade and swap” financial requests.
6. Perhaps a 2-year budget cycle could be considered.
TEAM MAINTENANCE GOALS
Name of team: ___________________________ Contact person: ___________________
MAINTENANCE GOAL #
_____
What
Why
How
Estimated direct team financial support needed for 2003: $________
versus
Financial support
received in
2002:
$________
Estimated indirect financial expenses (supplies, equipment, etc.) needed for 2003: $________
versus
Indirect financial
expenses received in
2002:
$________
Estimated volunteer
and staff time needs for 2003:
versus
Volunteer and
staff needs used in 2002:
NEW TEAM GOALS
Name of team:
___________________________ Contact person: ___________________
NEW GOAL # _____
What
Why
How
Estimated direct
team financial support needed for 2003: $________
Estimated indirect
financial expenses (supplies, equipment, etc.) needed for 2003: $________
Estimated
volunteer and staff time needs for 2003:
BUDGET REQUEST SUMMARY FORM
(Total of
estimated direct and indirect financial support needs)
Maintenance Goal #1 total: $__________
Maintenance Goal #2 total: $__________
Maintenance Goal #3 total: $__________
Maintenance Goal #4 total: $__________
Maintenance Goal #5 total: $__________
Maintenance Goal #6 total: $__________
Maintenance Goal #7 total: $__________
MAINTENANCE GOALS
TOTAL
$__________
New Goal #1 total: $__________
New Goal #2 total: $__________
New Goal #3 total: $__________
New Goal #4 total: $__________
New Goal #5 total: $__________
New Goal #6 total: $__________
New Goal #7 total: $__________
NEW GOALS
TOTAL
$__________
GRAND TOTAL TEAM BUDGET REQUEST:
$__________
DECISION/ACTION IMPACT ANALYSIS
Name of team: _____________________________ Contact person: ___________________
Is this analysis
for:
____ A first time decision/action
____ A change/revision in a
previous decision/action
Summary of the
decision/action and relevant information relating to it:
Please use a
10-point scale to assess the potential of this action to:
_____ Impact our clients
_____ Impact the overall organization
_____ Build the professional
capabilities of team members
_____ Enhance the organization and its
clients
_____ Build a partnership with other
organizations
_____ Improve the overall effectiveness
and contributions of this team
_____ Enhance or help other teams in
the organization
Use a 10-point
scale to assess the impact of this action on:
_____ Financial needs of the team
_____ Administrative demands placed on
existing staff
_____ Need for additional volunteers
_____ Need for new or improved
facilities and equipment
_____ Need for team members to develop
new skills or receive training
Use a 10-point
scale to assess how supportive the environment is for this action:
_____ Support and enthusiasm for this
action among team members
_____ Support and enthusiasm for this
proposal on the board
_____ How well staff understand the
requirements and challenges of this action
_____ How well the board understands
the requirements and challenges of this action
_____ How well equipped the
organization is to implement the action effectively
TOTAL OF ALL
NUMBERS ABOVE: ______
TEAM CONTRIBUTIONS
REPORT
Name of team: ______________________________
Specific program or activity being assessed: _____________________________________
________________________________________________________________________________
Time period of
teams contributions: _________________________________
Which
contributions made by this teams in the past were repeated (“maintenance
contributions”) during the time period above?
1.
2.
3.
4.
5.
Use the 3-point
scale below to rate the effectiveness of the “maintenance” contributions above:
3 = Contributions exceeded our
expectations
2 = Contributions met our expectations
1 = Contributions were below our
expectations
Rating and reason for rating:
___ Contribution 1:
___ Contribution 2:
___ Contribution 3:
___ Contribution 4:
___ Contribution 5:
What new, first
time contributions did the team make during the time period?
1.
2.
3.
4.
5.
Rate the
effectiveness of these new, first time contributions using the 3 point scale:
3 = Contributions exceeded our
expectations
2 = Contributions met our
expectations
1 = Contributions were below our
expectations
Rating and reason for rating:
___ Contribution 1:
___ Contribution 2:
___ Contribution 3:
___ Contribution 4:
___ Contribution 5:
What lessons did
team members learn in making the maintenance contributions?
1.
2.
3.
4.
5.
What lessons did
team members learn in making the new, first time contributions?
1.
2.
3.
4.
5.
What additional
new contributions do team members want to make in the future?
1.
2.
3.
4.
5.
Based on lessons
learned, how will team members strive to do things differently in the future?
1.
2.
3.
4.
5.