NFT 2010/1 : NFT 2010/1 Budget Building - Methodology Virtual Trainings – 2010/1
Training Objectives : Training Objectives Present and review the Budget Building Methodology;
Present benefits of using different budget scenarios;
Budget Building : Budget Building
Budget Importance and Role : Budget Importance and Role Define the revenues and expenses for the next term;
Allocate revenues and expenses strategically along the term, keeping the cash flow at a secure level and making the right investments in the right time to achieve the goals;
Specify the amount available for investments and how much we need to fundraise (in cash and in kind partnerships);
Budget Importance and Role : Budget Importance and Role Plan and control the LC’s priority activities (investments);
Do viability analysis and prioritizing, as you know in advance the expenses planned for each activity, endorsing their implementation;
Measure the responsibilities fulfillment, plan goals achievement, discipline in expenses and return on investments;
Support the Executive Board in the decision making process.
Budget Flow : Budget Flow
But we have lot of revenues and expenses. How to build it to be an effective tool? : But we have lot of revenues and expenses. How to build it to be an effective tool?
Budget Building Methodology : Budget Building Methodology Step 1 - Budget Scenarios
Step 2 - Financial Goal
Step 3 - Investments
Why to work with the scenarios? : Why to work with the scenarios? Continuously growth in number of exhanges;
Propensity to exchange “fuck-ups” that could prejudice the financial plan;
Too high goals;
Membership rotativity;
Facilitate the decision making process.
The 3 Budget Scenarios : The 3 Budget Scenarios Pessimistic Scenario:
Same value of revenues of the last term Budget;
Revenues based on pessimistic scenario of exchange goals plan.
Realistic Scenario:
20% of growth in revenues comparing to last term Budget;
% based on the relation between goals achieved and goals planned in the last term;
Revenues bases on realistic scenario of exchange goals plan.
Optimistic Scenario:
Revenues based on the LC Plan output (optimistic scenario of exchange goals plan).
Scenarios Building : Scenarios Building In this first step we won’t consider yet the LC investments;
You are supposed to build it on the @BAZI official Budget File.
Scenarios Building : Scenarios Building Step 1 – Revenues & Expenses
Step 1 - Optimistic Scenario : Step 1 - Optimistic Scenario Revenues
From the plan output, calculate and fill:
Exchange Revenues = Exchange goals x LC Pricing;
Psel Revenues;
Other revenues that can be predicted.
Step 1 - Optimistic Scenario : Step 1 - Optimistic Scenario Expenses
From the plan output, calculate and fill:
Expenses related to Exchange revenues;
Psel expenses;
Basic expenses that can be predicted;
Step 1 - Realistic Scenario : Step 1 - Realistic Scenario Revenues
There are 3 possibilities to define revenues in this scenario:
Step 1 - Realistic Scenario : Step 1 - Realistic Scenario Revenues
Possibility 1 – 20% of growth:
20% of growth of the last term budget;
Psel Revenues;
Other revenues that can be predicted.
Step 1 - Realistic Scenario : Step 1 - Realistic Scenario Revenues
Possibility 2 – based on last term goals achievement:
Calculate a “%” per quarter based on the relation:
Goals achieved Quarter “x” last term
Goals planned Quarter “x” last term
=
% of performance per quarter
Step 1 - Realistic Scenario : Step 1 - Realistic Scenario Revenues
Possibility 2 – based on last term goals achievement:
b) Calculate the total of revenues of each quarter of the next term using the % of performance per quarter:
% of performance per quarter X next term exchange goals
=
Total of revenues in Quarter “x” next term
Step 1 - Realistic Scenario : Step 1 - Realistic Scenario Revenues
Possibility 2 – based on last term goals achievement:
Numerical example:
- EP RA goals planned Q1 2009 = 10
- EP RA goals achieved Q1 2009 = 6
6/10 = 60%
Then:
% performance EP RA Q1 = 60%
Step 1 - Realistic Scenario : Step 1 - Realistic Scenario Revenues
Possibility 2 – based on last term goals achievement:
Numerical example:
- % performance EP RA Q1 = 60%
- EP RA goals Q1 2010 (optimistic scenario) = 20
60% X 20 = 12
Then:
EPs RA in Q1 2010 to be considered to calculate the budget = 12
Step 1 - Realistic Scenario : Step 1 - Realistic Scenario Revenues
Possibility 3 – based on realistic scenario of X goals:
Calculate revenues considering the X goals planned in the realistic scenario;
Psel Revenues;
Other revenues that can be predicted.
Step 1 - Realistic Scenario : Step 1 - Realistic Scenario Expenses
From the methodology chosen output, calculate and fill:
Expenses related to Exchange revenues;
Psel expenses;
Basic expenses that can be predicted;
Step 1 - Pessimistic Scenario : Step 1 - Pessimistic Scenario Revenues
There are 2 possibilities to define revenues in this scenario
Step 1 - Pessimistic Scenario : Step 1 - Pessimistic Scenario Revenues
Possibility 1 – same revenues of the last term budget:
Simply use the total of revenues of the last term;
Step 1 - Pessimistic Scenario : Step 1 - Pessimistic Scenario Revenues
Possibility 2 – based on pessimistic scenario of X goals:
Calculate revenues considering the X goals planned in the pessimistic scenario;
Psel Revenues;
Other revenues that can be predicted.
Step 1 - Pessimistic Scenario : Step 1 - Pessimistic Scenario Expenses
From the methodology chosen output, calculate and fill:
Expenses related to Exchange revenues;
PSEL expenses;
Basic expenses that can be predicted.
*if you choose the possibility 1, the expenses will be potentially the same of the last term budget
Step 1 - Wrap-up : Step 1 - Wrap-up After the expenses cutting of the pessimistic scenario, you finish the first step of the Budget Building process;
It’s important to remember that we didn’t put yet the LC investments. We have until now just the LC revenues and the basic expenses, in the 3 scenarios.
Scenarios Building : Scenarios Building Step 2 – Financial Goal
Step 2 - Financial Goal : Step 2 - Financial Goal This goal will guide the LCVPF on tracking the Budget and help him to make decisions about financial investments during the whole term;
The LCVPF must NOT be passive in this whole process, just accepting what is happening in the LC.
Step 2 - Financial Goal : Step 2 - Financial Goal Examples of Financial Goal;
Months of reserve;
Superavit.
Step 2 – Calculating the Financial Goal : Step 2 – Calculating the Financial Goal Get the total of expenses of the previous Budget (without exchange expenses);
Calculating 20% of growth on this value we have a good estimative of the value equivalent to 12 months of reserve for the next term;
Considering your Financial Goal, calculate the amount of money you need to have in the end of the term;
Slide 32 : Practical Example
Previous Budget expenses (without exchange) = $11.000,00;
20% of expenses growth = $13.200,00 (12 months of reserves);
- LC Financial Goal = 10 months of reserves;
Final amount of money the LC needs to have = R$9.900,00; Step 2 - Calculating the Financial Goal
Scenarios Building : Scenarios Building Step 3 – Investments
Step 3 - Final Budget Scenarios : Step 3 - Final Budget Scenarios Now that the total of Revenues and Expenses were defined, we can check the term’s result, which is simply calculated like this:
Current amount of money + Revenues – Expenses
=
Result without investments*
*result MUST be positive
Step 3 - Final Budget Scenarios : Step 3 - Final Budget Scenarios Note that the Result is the amount of money the LC will have in the end of the term, then it has to be similar to your financial goal:
Result > Financial Goal
Step 3 - Final Budget Scenarios : Step 3 - Final Budget Scenarios The Financial Goal converted in money gives to the LCVPF how much money he needs to have in the end of his term to reach the LC financial goal;
Considering it - the current LC reserves (the amount of money the LC has today) and the planned financial term result without investments in each one of the 3 scenarios - it is easy to conclude how much money the LC can invest in each scenario.
Step 3 - Final Budget Scenarios : Step 3 - Final Budget Scenarios Investments
Step 3 - Final Budget Scenarios : Step 3 - Final Budget Scenarios Local Investment Policies – decision process
Investments Types
Exchange
Members
Reserves
Infrastructure
Step 3 - Investments Decision : Step 3 - Investments Decision Knowing how much money the LC can invest in each scenario and taking into consideration the Local Investment Policy and the value of the different investments, the LCVPF must allocate the possible investments in the scenarios, until the maximum value allowed in each scenario. This way the LCVPF guarantees that the LC Financial goal will be achieved in any of the 3 scenarios.
Working with the 3 scenarios : Working with the 3 scenarios You will only have to use and fill (realized part from SIG), in a first moment*, the realistic scenario;
The pessimistic and the optimistic ones, again in a first moment, you will build and just use them to check through comparison with the values planned – for that, use the sheet “Cenários” in the budget file;
This will be really important to check your investments in the monthly tracking process.
*if you realize in a determined period that the LC is closer to another scenario, you must change the budget you are current using for the one that is closer to the reality
Some practical tips : Some practical tips Always insert comments in all cells to explain and specify the revenues and expenses – this will support your analysis;
Since we work with Cash-Flow, all the transferences events must appear into the Budget (TCS, fees, DD);
In kind revenues doesn`t appear in the Budget;
NEVER plan a loss, if you do it for sure you will have it;
When finished, check your Budget.