SHARING KNOWLEDGE. GROWING IMPACT.
Activity-Based Costing Analysis
Staff Time Survey Instructions
cfinsights.org
CF Insights 2012
Overview
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.
Thank you for taking the time to participate in this important project!
2
CF Insights 2012
Products
Products for Analysis
Product
Description
Fee Based Products
Unrestricted
Field of Interest
Designated
Geographic Affiliates
Agency Funds
Scholarship
Funds that meet community needs as they arise through the Foundation’s Grants Program and are typically held in
perpetuity, producing an annual income
Funds allowing donors to support a broad area of concern
Funds created to ensure ongoing assistance to specific non-profit and charitable organizations, monitored to
ensure that they fulfill purposes that donors intended to support
Sample product list and definitions Update
to include
your
products
and
Endowment
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.
product definitions
Funds providing an annual income to be distributed in the form of scholarships
Specific fund names
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
Fee for Service
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
Planned Giving
Fundraising Funds
Supporting Orgs.
Fiscal Sponsorships
Other
Funds which require a significantly customized set of services, including committee work, event planning
Charitable trusts including Charitable Remainder Trusts and Charitable Lead Trusts
Funds requiring an active fund-raising component
Specific fund names
Specific fund names
Community Leadership
Special Initiatives
Community Leadership
Specific Initiative names
Activities 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.
3
CF Insights 2012
Completing the Survey
Step 1: Review the survey to familiarize yourself with the categories of
activities and products
Review Foundation Products
T
i
m
e
Foundation
Fund
A
g
e
n
c
y
Activities
T
o
t
a
l
/
N
o
n
p
r
o
f
i
t
De
si
gn
at
ed
E
n
d
o
w
m
e
n
t
s
N
u
m
b
e
r
1
2
Staff
Activities
3
4
5
6
7
8
9
1
0
1
1
1
2
1
3
1
4
1
5
1
6
1
7
Acquiring
/
Establishi
ng
a
New
Fund
or
Acquiring
a
New
Gift
Do
no
r
Ad
vis
ed
Fi
el
d
of
Int
er
es
t
Products
and
Services
Types
Ge
og
ra
ph
ic
Co
m
po
ne
nt
Fu
nd
s
/
Aff
ilia
te
s
Pl
an
ne
d
Gi
vi
ng
Other
Sc
ho
lar
shi
ps
Su
pp
orti
ng
Or
ga
niz
ati
on
s
Un
re
str
ict
ed
Co
m
m
un
ity
Le
ad
er
sh
ip
Fu
nd
rai
si
ng
/
Fi
sc
al
Sp
on
so
rs
hi
p
Products/Services
Fu
nd
rai
si
ng
for
Op
er
ati
on
s
No
np
rof
it
Re
so
ur
ce
Ce
nt
er
Se
rvi
ce
s
to
Pri
va
te
Fo
un
da
tio
ns
Sp
eci
al
Ini
tia
tiv
es
(e.
g.
W
o
m
en'
s
Fu
nd
,
AI
DS
ini
tia
tiv
e)
Ot
he
r
Fu
nd
Ty
pe
or
Se
rvi
ce
:
(Pl
ea
se
na
m
e)
__
__
__
__
__
Des cr iptions
Researchi
ng
and
developing
relationshi
ps
with
donor
prospects
Proactive
and
responsive
interaction
to
develop
trust,
build
relationships,
and
educate
them
about
the
Foundation.
Building
awareness
of
the
Foundatio
n
and
creating
desired
perception
s
am ong
potential
donors
Includes
positioning,
marketing
campaign,
advertising,
public
relations
targeted
to
donors,
speaking
engagements,
press
releases;
etc.
(EXCLUDING
seminars)
Developin
g
and
m aintainin
g
relationshi
ps
with
Profession
al
Advisors,
including
providing
inform atio
n
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.
Conductin
g
sem inars
for
nonprofits
and
profession
al
advisors
Donor
services
first
meeting
with
a
new
donor
Establishin
g
new
investm ent
relationshi
ps/alliance
s
Merrill
Creating
and
sending
m arketing
m aterials
to
potential
donors
Includes
brochures,
newsletters,
white
papers,
and
other
mailings
(electronic
and
hard
copy)
Creating
and
sending
m arketing
m aterials
to
current
donors
Includes
brochures,
newsletters,
white
papers,
and
other
mailings
(electronic
and
hard
copy)
Establishin
g
deferred
gifts
Including
CGAs,
Pooled
Income
Fund,
Insurance,
CRT,
CLT,
working
with
Planned
Giving
Services,
etc.
Setting
up
a
new
fund,
including
ack nowled
gem ent
correspon
dence
Includes
preparing
new
fund
checklist,
letter
of
directions,
and
fund
file
and
mailing
welcome
letter
Lynch,
etc.
Conductin
g
an
introductor
y
m eeting
with
a
new
donor
Processin
g
standard
gifts,
including
gift
receipt
and
pledges
Includes
gifts
Processin
g
m atching
gifts
or
grants
Includes
corporate
Processin
g
stock
gifts
through
custodian
Public ly
traded
stocks,
mutual
funds,
closely
held
stock,
etc.
Processin
g
stock
gifts
through
outside
brok erage
Public ly
traded
stocks,
mutual
funds,
closely
held
stock,
etc.
MC/Visa
match
Processin
g
real
estate
gifts
Processin
g
other
non-liquid
assets
Processin
g
gift
reports
4
CF Insights 2012
Completing the Survey
Step 2: Indicate your name, position, and FTE status
FTE: Area:
Functional
Total Cost (salary plus benefits):
Name:
Time
Foundation Products and Services
Fund Types
Activities
Total
Number
Acquiring / Establishing a New Fund
or
Acquiring a New Gift
Suggested Allocation
Rule
Descriptions
Proactive and responsive interaction to develop trust, build
relationships, and educate them about the Foundation.
1
Researching and developing
relationships with donor prospects
2
Includes positioning, marketing campaign, advertising, public
Building awareness of the Foundation
and creating desired perceptions among relations targeted to donors, speaking engagements, press
potential donors
releases; etc. (EXCLUDING seminars)
3
Developing professional advisor network through proactive
contacts and presentations (EXCLUDING seminars) in order
Developing and maintaining
to build trust and educate them about the Foundation. This
relationships with Professional Advisors,
includes responding to inquires, distributing materials, and
including providing information
providing professional development opportunities through
Advisor newsletter, Planned Giving Design Center, etc.
4
5
Agency / Nonprofit Endowments
Conducting seminars for nonprofits and
Donor services first meeting with a new donor
professional advisors
Establishing new investment
Merrill Lynch, etc.
relationships/alliances
5
CF Insights 2012
D
e
s
i
g
n
Completing the Survey
Step 3: Highlight the activities that you conduct in your role
Number
Acquiring / Establishing a New Fund or
Acquiring a New Gift
Descriptions
Proactive and responsive interaction to develop trust, build relationships, and educate them
about the Foundation.
1
Researching and developing relationships with donor prospects
2
Building awareness of the Foundation and creating desired perceptions among potential Includes positioning, marketing campaign, advertising, public relations targeted to donors,
donors
speaking engagements, press releases; etc. (EXCLUDING seminars)
3
Developing professional advisor network through proactive contacts and presentations
Developing and maintaining relationships with Professional Advisors, including providing (EXCLUDING seminars) in order to build trust and educate them about the Foundation. This
information
includes responding to inquires, distributing materials, and providing professional development
opportunities through Advisor newsletter, Planned Giving Design Center, etc.
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 gifts
9
Setting up a new fund, including acknowledgement correspondence
Number
Including CGAs, Pooled Income Fund, Insurance, CRT, CLT, working with Planned Giving
Services, etc.
Includes preparing new fund checklist, letter of directions, and fund file and mailing welcome
letter
Maintaining Funds
Descriptions
25
Responding 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 donors
Proactively 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 statements
Includes 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
32
Reconciling pooled investments
Conducting asset transfers and annual rebalancing calculations
Your time will be broken out over the highlighted activities
6
Completing the Survey
Step 4: Consider how 100% of your time breaks up among the
five major categories
Number
≈ 25%
1
2
3
Number
≈ 10%
25
26
27
Number
≈ 15%
50
51
52
Number
≈ 20%
53
54
55
…
Maintaining Funds
Descriptions
Responding to donor inquiries / requests Excludes any responsive maintenance with intent of new gift
Proactively maintaining relationships with Proactively providing information regarding additional ways for
Includes lunches, award events, educational sessions, donor
Planning and holding events or
…
Making Grants
Descriptions
Providing general information to potential Outreach to potential grantees, responding to inquiries,
Responding to donors' inquiries or pro-actively providing
Providing grantmaking consulting or
Connecting donors to community grantmaking programs
Partnering with donors
…
Providing Non-Grant Services to the
Nonprofit Community
Holding and attending events or
Defining and participating in community
Conducting or producing research
Descriptions
Hosting or attending community events; convening on social
Includes work both internal and external to the Foundation
…
Number
≈ 30%
Acquiring / Establishing a New Fund
or
Descriptions
Acquiring a New Gift
Proactive and responsive interaction to develop trust, build
Researching and developing
Includes positioning, marketing campaign, advertising, public
Building awareness of the Foundation
Developing and maintaining relationships Developing professional advisor network through proactive
56
57
58
Other Staff Activities
Providing management and supervision
Receiving or providing professional
Attending internal staff or committee
Descriptions
Includes performance reviews, goal setting by supervisors
Includes training, annual goal setting, attending external
Includes general staff communications, including all staff
…
100%
This provides a rough guideline; these numbers will probably change as you
spread your time over individual activities
7
Completing the Survey
Step 5: In the TOTAL column, enter the percent of your total time
spent on each highlighted activity over the past year
Number
Acquiring / Establishing a New Fund or
Acquiring a New Gift
Descriptions
1
Researching and developing relationships with donor prospects
Proactive and responsive interaction to develop trust, build relationships, and educate
them about the Foundation.
2
Building awareness of the Foundation and creating desired perceptions among potential
donors
Includes positioning, marketing campaign, advertising, public relations targeted to donors,
speaking engagements, press releases; etc. (EXCLUDING seminars)
15%
3
Developing and maintaining relationships with Professional Advisors, including providing
information
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.
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 donors
7
Creating and sending marketing materials to current donors
8
Establishing deferred gifts
9
Setting up a new fund, including acknowledgement correspondence
Includes brochures, newsletters, white papers, and other mailings (electronic and hard
copy)
Includes brochures, newsletters, white papers, and other mailings (electronic and hard
copy)
Including CGAs, Pooled Income Fund, Insurance, CRT, CLT, working with Planned Giving
Services, etc.
Includes preparing new fund checklist, letter of directions, and fund file and mailing
welcome letter
8%
5%
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.
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…
8
Completing the Survey
Step 5 Continued: Time Conversions
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%
3 Hours per week every week =
7.50%
3 hours per year =
0.14%
4 Hours per week every week =
10.00%
4 hours per year =
0.19%
5 Hours per week every week =
12.50%
5 hours per year =
0.24%
6 Hours per week every week =
15.00%
6 hours per year =
0.29%
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%
3 Days per week every week =
60.00%
20 hours per year =
0.96%
4 Days per week every week =
80.00%
30 hours per year =
1.44%
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%
Assumptions
Do not factor in vacation or sick time.
• Based on 40 hour work week
• 2080 Hours per Year
• 175 Hours per Month
• 5 Days per Week
9
Completing the Survey
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.
Foundation Products and Services
Time
Fund Types
Other Products/Services
Activities
Total
Number
Acquiring / Establishing a New Fund
or
Acquiring a New Gift
Descriptions
2
Includes positioning, marketing campaign, advertising, public
Building awareness of the Foundation
and creating desired perceptions among relations targeted to donors, speaking engagements, press
potential donors
releases; etc. (EXCLUDING seminars)
3
Developing professional advisor network through proactive
contacts and presentations (EXCLUDING seminars) in order
Developing and maintaining relationships
to build trust and educate them about the Foundation. This
with Professional Advisors, including
includes responding to inquires, distributing materials, and
providing information
providing professional development opportunities through
Advisor newsletter, Planned Giving Design Center, etc.
5
6
7
8
Conducting seminars for nonprofits and
professional advisors
Establishing new investment
relationships/alliances
Creating and sending marketing
materials to potential donors
Creating and sending marketing
materials to current donors
Establishing deferred gifts
Processing stock gifts through custodian Publicly traded stocks, mutual funds, closely held stock, etc.
15
16
17
Processing stock gifts through outside
brokerage
Processing real estate gifts
Processing other non-liquid assets
Processing gift reports
18
Processing memorials/honorariums
Includes preparing letters and other reports
19
Creating and maintaining electronic or
paper records of gifts
Includes activity not associated with specifics listed above
20
Reporting 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
Supporting endowment building efforts
and planned giving for nonprofit
agencies
Providing fundraising or fiscal agent
services
Other Acquiring New Gifts/Funds 1:
Other Acquiring New Gifts/Funds 2:
Services provided to nonprofit agencies to help build planned
giving programs and establish a long term funding strategy
and planned giving
Includes set up, brochures, events, gift receipt, compliance,
financial reports, etc.
______________________________(Please specify)
______________________________(Please specify)
14
21
22
23
24
Number
25
26
Maintaining Funds
Unrestricted
Suggested Allocation Rule
Includes brochures, newsletters, white papers, and other
mailings (electronic and hard copy)
Includes brochures, newsletters, white papers, and other
mailings (electronic and hard copy)
Including CGAs, Pooled Income Fund, Insurance, CRT, CLT,
working with Planned Giving Services, etc.
Includes preparing new fund checklist, letter of directions, and
fund file and mailing welcome letter
13
11
Scholarships
Community
Leadership
Merrill Lynch, etc.
12
10
Donor Advised
Supporting
Organizations
Donor services first meeting with a new donor
Setting up a new fund, including
acknowledgement correspondence
Conducting an introductory meeting with
a new donor
Processing standard gifts, including gift
Includes MC/Visa gifts
receipt and pledges
Includes corporate match
Processing matching gifts or grants
9
Designated
Geographic
Field of Interest
Component
Planned Giving
Funds / Affiliates
Proactive and responsive interaction to develop trust, build
relationships, and educate them about the Foundation.
1
Researching and developing
relationships with donor prospects
4
Agency /
Nonprofit
Endowments
Publicly traded stocks, mutual funds, closely held stock, etc.
Descriptions
# of new gifts/funds
# of new gifts/funds
Suggested Allocation Rule
Responding to donor inquiries / requests Excludes any responsive maintenance with intent of new gift
regarding current funds (reactive and
or donor engagement. Includes changing fund, payout
transactional)
options
Proactively providing information regarding additional ways for
Proactively maintaining relationships with
donors to accomplish their charitable goals while enhancing
current donors
relationship with the Foundation.
The list of products and services has been
customized for the Foundation
10
Fundraising /
Fiscal
Sponsorship
Fundraising for
Nonprofit
Operations
Resource Center
Services to
Private
Foundations
Special
Other Fund Type
Initiatives (e.g.
or Service:
Women's Fund, (Please name)
AIDS initiative)
__________
Completing the Survey
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.
Foundation Products and Services
Time
Fund Types
Activities
Total
Number
Agency /
Nonprofit
Endowments
Designated
Donor Advised Field of Interest
Geographic
Component
Planned Giving
Funds / Affiliates
Scholarships
Maintaining Funds
25
Responding to donor inquiries / requests regarding current funds (reactive and
transactional)
26
Proactively maintaining relationships with current donors
27
Planning and holding events or educational programs for donors or potential donors
28
Providing support services for planned/deferred gifts
29
Producing and sending fund statements
30
Reconciling nonpooled investments
31
Reconciling pooled investments
32
Conducting asset transfers and annual rebalancing calculations
10%
0.50%
8%
0.70%
1.5%
0.20%
1%
0.30%
0.50%
0.30%
2%
3%
Continued on Next Slide…
11
Supporting
Organizations
Unrestricted
Completing the Survey
Step 7 Continued: Some Activities Cannot be Allocated to Products
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.
Foundation Products and Services
Time
Fund Types
Activities
Total
Number
Agency /
Nonprofit
Endowments
Designated
Donor Advised
Field of Interest
0.50%
8%
0.20%
0.70%
1.5%
Geographic
Component
Planned Giving
Funds / Affiliates
Scholarships
Supporting
Organizations
Unrestricted
Maintaining Funds
25
Responding to donor inquiries / requests regarding current funds (reactive and
transactional)
26
Proactively maintaining relationships with current donors
27
Planning and holding events or educational programs for donors or potential donors
28
Providing support services for planned/deferred gifts
29
Producing and sending fund statements
30
Reconciling nonpooled investments
31
Reconciling pooled investments
32
Conducting asset transfers and annual rebalancing calculations
10%
1%
0.30%
0.50%
0.30%
2%
3%
OK
For activities that are not spread over the products, costs will be allocated based on predetermined allocation rules. Please try to allocate your time if at all possible.
12
Completing the Survey
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:
Foundation Products and Services
Time
Fund Types
Other Products/Services
Activities
Total
Number
Acquiring / Establishing a New Fund
or
Acquiring a New Gift
Descriptions
Researching and developing
relationships with donor prospects
2
Includes positioning, marketing campaign, advertising, public
Building awareness of the Foundation
and creating desired perceptions among relations targeted to donors, speaking engagements, press
potential donors
releases; etc. (EXCLUDING seminars)
3
Developing professional advisor network through proactive
contacts and presentations (EXCLUDING seminars) in order
Developing and maintaining relationships
to build trust and educate them about the Foundation. This
with Professional Advisors, including
includes responding to inquires, distributing materials, and
providing information
providing professional development opportunities through
Advisor newsletter, Planned Giving Design Center, etc.
24
Other Acquiring New Gifts/Funds 2:
25
26
27
Number
50
51
52
Number
53
54
55
Number
70
71
72
Maintaining Funds
Designated
Donor Advised
$0.00
$0.00
$0.00
Geographic
Field of Interest
Component
Planned Giving
Funds / Affiliates
Scholarships
Supporting
Organizations
$0.00
$0.00
Unrestricted
Community
Leadership
Fundraising /
Fiscal
Sponsorship
$0.00
$0.00
$0.00
Fundraising for
Nonprofit
Operations
Resource Center
Services to
Private
Foundations
Special
Other Fund Type
Initiatives (e.g.
or Service:
Women's Fund, (Please name)
AIDS initiative)
__________
Suggested Allocation Rule
Proactive and responsive interaction to develop trust, build
relationships, and educate them about the Foundation.
1
Number
Agency /
Nonprofit
Endowments
______________________________(Please specify)
# of new gifts/funds
Descriptions
Suggested Allocation Rule
Responding to donor inquiries / requests Excludes any responsive maintenance with intent of new gift
regarding current funds (reactive and
or donor engagement. Includes changing fund, payout
transactional)
options
Proactively providing information regarding additional ways for
Proactively maintaining relationships with
donors to accomplish their charitable goals while enhancing
current donors
relationship with the Foundation.
Planning and holding events or
Includes lunches, award events, educational sessions, donor
educational programs for donors or
site visits/ donor tours, etc.
potential donors
Making Grants
Descriptions
Suggested Allocation Rule
Outreach to potential grantees, responding to inquiries,
Providing general information to potential providing pre-grant technical assistance, sending letters,
grantees
advertising funding availability, finding potential scholarship
recipients, etc. ALL PRE-GRANT
Responding to donors' inquiries or pro-actively providing
Providing grantmaking consulting or
advice to donors or potential donors
information to donors
Partnering with donors
Providing Non-Grant Services to the
Nonprofit Community
Connecting donors to community grantmaking programs
Descriptions
Suggested Allocation Rule
Holding and attending events or
Hosting or attending community events; convening on social
convening constituencies and funders in
issues and to leverage funding (not passive)
the community
Defining and participating in community
Includes work both internal and external to the Foundation
initiatives
Conducting or producing research
Other Staff Activities
Providing management and supervision
of staff
Receiving or providing professional
development
Attending internal staff or committee
meetings
Descriptions
Suggested Allocation Rule
Includes performance reviews, goal setting by supervisors
Includes training, annual goal setting, attending external
workshops, etc.
Includes general staff communications, including all staff
meetings, etc.
Total (Must match total above)
Total check
$0.00
Allocation Under
13
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Completing the Survey
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:
Foundation Products and Services
Time
Fund Types
Other Products/Services
Activities
Total
Number
Acquiring / Establishing a New Fund
or
Acquiring a New Gift
Descriptions
2
Includes positioning, marketing campaign, advertising, public
Building awareness of the Foundation
and creating desired perceptions among relations targeted to donors, speaking engagements, press
potential donors
releases; etc. (EXCLUDING seminars)
3
Developing professional advisor network through proactive
contacts and presentations (EXCLUDING seminars) in order
Developing and maintaining relationships
to build trust and educate them about the Foundation. This
with Professional Advisors, including
includes responding to inquires, distributing materials, and
providing information
providing professional development opportunities through
Advisor newsletter, Planned Giving Design Center, etc.
24
Other Acquiring New Gifts/Funds 2:
25
26
27
Number
50
51
52
Number
53
54
55
Number
70
71
72
Donor Advised
Field of Interest
$0.00
$0.00
$0.00
$0.00
Geographic
Component
Planned Giving
Funds / Affiliates
Scholarships
Supporting
Organizations
Unrestricted
Community
Leadership
Fundraising /
Fiscal
Sponsorship
$0.00
$0.00
$0.00
$0.00
$0.00
Fundraising for
Nonprofit
Operations
Resource Center
Services to
Private
Foundations
Special
Other Fund Type
Initiatives (e.g.
or Service:
Women's Fund, (Please name)
AIDS initiative)
__________
Suggested Allocation Rule
Researching and developing
relationships with donor prospects
Maintaining Funds
Designated
Proactive and responsive interaction to develop trust, build
relationships, and educate them about the Foundation.
1
Number
Agency /
Nonprofit
Endowments
______________________________(Please specify)
# of new gifts/funds
Descriptions
Suggested Allocation Rule
Responding to donor inquiries / requests Excludes any responsive maintenance with intent of new gift
regarding current funds (reactive and
or donor engagement. Includes changing fund, payout
transactional)
options
Proactively providing information regarding additional ways for
Proactively maintaining relationships with
donors to accomplish their charitable goals while enhancing
current donors
relationship with the Foundation.
Planning and holding events or
Includes lunches, award events, educational sessions, donor
educational programs for donors or
site visits/ donor tours, etc.
potential donors
Making Grants
Descriptions
Suggested Allocation Rule
Outreach to potential grantees, responding to inquiries,
Providing general information to potential providing pre-grant technical assistance, sending letters,
grantees
advertising funding availability, finding potential scholarship
recipients, etc. ALL PRE-GRANT
Responding to donors' inquiries or pro-actively providing
Providing grantmaking consulting or
advice to donors or potential donors
information to donors
Partnering with donors
Providing Non-Grant Services to the
Nonprofit Community
Connecting donors to community grantmaking programs
Descriptions
Suggested Allocation Rule
Holding and attending events or
Hosting or attending community events; convening on social
convening constituencies and funders in
issues and to leverage funding (not passive)
the community
Defining and participating in community
Includes work both internal and external to the Foundation
initiatives
Conducting or producing research
Other Staff Activities
Providing management and supervision
of staff
Receiving or providing professional
development
Attending internal staff or committee
meetings
Descriptions
Suggested Allocation Rule
Includes performance reviews, goal setting by supervisors
Includes training, annual goal setting, attending external
workshops, etc.
Includes general staff communications, including all staff
meetings, etc.
Total (Must match total above)
Total check
$0.00
Allocation Under
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
100%
If necessary, adjust numbers to fix discrepancies
14
CF Insights 2012
$0.00