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Conduct a Cost Analysis of Your Home Visiting Program

Organizing Your Data

What data do you have or plan to collect?

In the list below, check the boxes to indicate the specific budget, staffing, and service delivery information that you have available or plan to collect (this information should coincide with the fiscal year of the budget information you are using). Note that calculating certain program costs can be done either by estimating staff time spent on various activities (e.g., total for the year, month, week, or day) or by using the budget and the number of completed service events (e.g., total number of home visits, number of screenings).The list below is also available in PDF format.

Data You Have or Plan to Collect (All data are for the budgetary fiscal year unless otherwise noted)

Check if available

Overall Program Costs

1.   Total program expenditures for the most recently completed fiscal year

2.   Salaries and fringe benefit amounts for all program staff

3.   Administrative costs (management, supervision, and clerical staff costs)

4.   Indirect costs (travel, training, trainer fees, supplies, materials, utilities, office rent, office services)

Numbers Served

5.   Unduplicated number of children served

6.   Unduplicated number of families served

7.   Unduplicated number of adults served

Screening CostsNote that this tool will calculate the cost of screenings—as well as other program components such as volunteer costs, outreach costs, home visit costs, and other service component costs –without including any indirect costs. For example, the cost per home visit includes only the hours and the direct salary and benefits of the staff performing the home visit. All indirect costs for the program are separated out into the indirect cost category. If you are able to calculate your indirect cost rate and would like to include indirect costs in a particular category such as home visits, you would simply tack on the indirect rate percentage to the cost per home visit calculated by this tool. For example, if the cost per home visit is $100 and your indirect cost rate is 15%, your home visit cost (including indirect costs) would be $115.

8.   Budget line item for eligibility screening/ assessments

9.   Number of eligibility screening/ assessments conducted

10. Number of staff hours spent performing eligibility screening/assessments

Volunteer Costs

11. Hourly rate associated with value of volunteer time

12. Number of hours of volunteer time contributed

Outreach Costs

13. Number of staff hours spent on client outreach/ engagement

Home Visit Costs

14. Number of home visits provided

15. Number of hours spent by staff performing home visits

Other Service Component Costs

16. Number of other site-specific service component you wish to analyze (i.e., developmental screenings conducted)

17. Number of hours spent by staff conducting other site-specific service component (developmental screenings such as ASQ/ASQ-SE, etc.)

Your data will affect the usefulness of your cost analysis

If you have the majority of the information listed above, (program budget and service data), you will be able to conduct a basic investment cost analysis and cost-allocation analysis. This will inform you of the cost per unit of service (cost per screening, cost of home visits, etc.). Not all items are required, but the more items you have the more detailed and informative your cost-allocation analysis will be. Note that the items in the previous list are not all-inclusive—there may be other program components you wish to include in your analysis that do not appear here, so feel free to include one or more additional components in the "other service component costs" section (numbers 16-17 above).