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Program Budgetary Needs Assessment

The document provides an example of a budget report for a band program at a junior high school, outlining the program's expenses, revenue sources, and non-budgetary resources. It analyzes the budget expenditures and revenue to demonstrate the needs of the program and its ability to accomplish its goals. The budget is monitored through an Excel spreadsheet that is updated throughout the year to track actual expenditures versus anticipated costs and ensure surplus funds are carried over.

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2K views2 pages

Program Budgetary Needs Assessment

The document provides an example of a budget report for a band program at a junior high school, outlining the program's expenses, revenue sources, and non-budgetary resources. It analyzes the budget expenditures and revenue to demonstrate the needs of the program and its ability to accomplish its goals. The budget is monitored through an Excel spreadsheet that is updated throughout the year to track actual expenditures versus anticipated costs and ensure surplus funds are carried over.

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api-545672189
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Gabriel Gonzalez

April 20, 2021


EAD-510
Program Budgetary Needs Assessment

Part 1: Budget Summary


An administrator oversees a multitude of tasks within the school. One such duty is the
monitoring of the school budget and allocation of funds to various programs and activities. This
requires the administrator to gain as much information about the program in question in order to
make an informed and fair decision. The program coordinator can help in this by presenting the
administrator with a detailed budget report, which will help develop a clear picture of how the
program fits into the school’s continuous improvement plan.

When completing this budget review, the administrator needs to be able to pull key
information. Here is an example using the “Small Group Sample Budget”.

Analysis Focus Comments:

Program Overview This budgetary report belongs to the band at Smith Junior High
- Purpose School. The purpose of this program is to train young musicians.
- Structure This is completed by providing access to instruments as well as
- Participants performance opportunities including concerts, festivals, and
contests. This structure allows the young musicians to gain authentic
experience in the craft. The participants in this club include both
middle and high school students.

Budget Expenditures In the budgetary report, several expenses are included. Some of
- Expected these expenses are “expected” or somewhat of a guaranteed
Expensed expense. This includes the music library ($500.00), travel
- Unexpected ($2,920.00), awards ($950.00), printing/publicity ($300.00),
Expenses contest/festival fees ($1,500.00) and contractual services
($1,225.00). This totaled 63% of the total anticipated expenses
($7,395 of the $11,745). The other 37% of the anticipated expenses
are comprised of “unexpected” expenses. These are things that may
not happen but need to be accounted for just in case. This includes
replacement equipment ($ 2150.00), repair and maintenance
($1,500) and contingency ($ 1,000.00). These anticipated expenses
for year two were derived from the actual expenses in year one.
Many are overestimations with any surplus rolling over into the next
year. This is important in the administrators budget analysis because
it clearly demonstrates the NEEDS of the program.

Budget Revenue The other section of the budget resort includes expected revenue.
Revenue involves any money coming in. The various revenue
sources for this budget report include anticipated funds from the
school budget, membership and rental fees, store income, booster
money, fundraiser income, and rollover from past year(s). This
budget report includes several anticipated revenue sources, which
total an expected revenue of $13,053. This is 111% of the budgeted
expenses, which is important in the administrator analysis of the
budget because it demonstrates the groups ability to successfully
Gabriel Gonzalez
April 20, 2021
EAD-510
Program Budgetary Needs Assessment
accomplish its goals.

Non Budgetary Being a band program, this group will require several “non-
Resources budgetary” resources. These are resources that will not take money,
but are still required for the program to function. The band will
require volunteers to help oversee contests and festivals, which
would require students to travel. In addition to providing supervision,
additional volunteers may be needed to help with setting equipment
up for performances. Additionally, the group would require access to
the facilities for practice and performance as well as equipment such
as chairs, speakers, etc. for certain events.

Budget Monitoring This budget is monitored by utilizing an excel spreadsheet which is


Process updated as the year passes to reflect actual expenditures rather than
anticipated. This can be seen in year one where the dollar values are
more precise and we are left with a budget surplus which is shown in
year two’s budget. By showing both revenue and expenses, the
administrator can easily track where the money went. If unexpected
adjustments must be made, these can easily be added as another
category. For example, the year two budget leaves a blank category
for concert wear maintenance. If this were to come up, the director
would simply add the expense and it would be reduced from the
overall surplus.

Part 2: Program Budgetary Needs Assessment Survey

As administrators, we are responsible for overseeing these groups. In order to expedite


this, a survey can be used to gather the basics of a group's needs in a simple manner. Below is
an example of a universal survey which can gather this information:

https://forms.gle/FqTwtKqis39drcuk7

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