Chapter 6: Data Collection Sheets

Costing Guidelines for HIV/AIDS Prevention Strategies (UNAIDS, 143 p.)

		Foreword
		Preface and acknowledgements
		INTRODUCTION
		Chapter 1: HIV/AIDS PREVENTION STRATEGIES
		Chapter 2: CONCEPTS OF COST ANALYSIS
		Chapter 3: PLANNING THE COSTING EXERCISE
		Chapter 4: COLLECTION OF COST DATA
		Chapter 5: ANALYSIS OF COST DATA
		Chapter 6: Data Collection Sheets
		REFERENCES AND FURTHER READING

CONTINUE?

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Chapter 6: Data Collection Sheets

This annex contains the data collection sheets. These sheets are arranged as follows:

1. Background data sheet

2. Form A - Project Summary sheet - presents costs by input and level.
This is a collation of all Form B summary sheets.
3. Form B - Summary of costs at each level.
This is a collation of all Forms C1-C10.
4. Forms C1-C10 provide the basis for data collection by input category:

C1	- capital costs: buildings
C2	- capital costs: equipment
C3	- capital costs: vehicles
C4	- capital costs: consultancies
C5a	- recurrent costs: personnel
C5b	- example of personnel time allocation form
C6	- recurrent costs: supplies
C7	- recurrent costs: vehicles operating and maintenance
C8	- recurrent costs: building operating and maintenance
C9	- recurrent costs: consultancies
C10	- recurrent costs: other
C11	- cost recovery - private costs

5. Form D - collection of output/outcome data

BACKGROUND DATA SHEET

Country	________________________________________
Project	________________________________________
Local Currency	________________________________________
Discount Rate (for base year)______________		Source:_________

Consumer Price Indices (CPI) for years spanned by data collection:

		CPI	______
Year	19_ _		______
	19_ _		______
	19_ _		______
	19_ _		______

Market Exchange Rates for years spanned by data collection:

		$	Other
Year	19_ _	______	______
	19_ _	______	______
	19_ _	______	______
	19_ _	______	______

Official Exchange Rates for years spanned by data collection:

		$	Other
Year	19_ _	______	______
	19_ _	______	______
	19_ _	______	______
	19_ _	______	______

Local Market Interest Rates for years spanned by data collection:

Year	19_ _	______
	19_ _	______
	19_ _	______
	19_ _	______

Local Official Interest Rates for years spanned by data collection

Year	19_ _	______
	19_ _	______
	19_ _	______
	19_ _	______

FORM A	PROJECT SUMMARY SHEET
	(Collation of all Form 'B' Summary sheets)

Country	________________________________________
Project	________________________________________
Local Currency	________________________________________
Costs for Base Year 19_ _
Financial costs/economic costs (delete as applicable)

Cost Category	Level _____	Level _____	Level _____	Total cost (%)
Capital
Buildings
Equipment
Vehicles
Consultancies (non-recurrent)
Total Capital Costs
Recurrent
Personnel
Supplies
Vehicle operating and maintenance
Building operating and
maintenance
Consultancies (recurrent)
Other
Total Recurrent Costs
TOTAL COSTS

FORM B	SUMMARY OF COSTS AT EACH LEVEL
	(Collation of Forms C1-C10)

Country		__________________
Project		__________________
Project Level		__________________
Local Currency		__________________
Costs for Base Year 19_ _

Cost Category	Financial costs	Economic costs
Capital
Buildings
Equipment
Vehicles
Consultancies (non-recurrent)
Total capital costs
Recurrent
Personnel
Supplies
Vehicle operating and maintenance
Building operating and maintenance
Consultancies (recurrent)
Other
Total recurrent costs
TOTAL COSTS

Once all the component costs have been collected, then the data need to be aggregated or collated. Sheets C1-C10 allowed you to collect costs at different levels. Form B is thus a summary of costs at each level. Once this is done, all the levels can be added up and Form A is the project Summary sheet.

FORM C1 CAPITAL COSTS: BUILDINGS

Country	________________	Cost data collected from months	____________
Project	________________	Source of data	____________
Project Level	________________	Chosen Base Year 19__
Local Currency	________________

(1) Buildings (list)	(2) Funded by	Annual rent/hire		(5) Furnishing @ 10%	Total cost		(% allocation) Cost
		(3) Fin.	(4) Ec.		(6) Fin. (3+5)	(7) Ec. (4+5)	(8) Fin.	(9) Ec.	(10) Fin.	(11) Ec.












Total

FORM C2 CAPITAL COSTS: EQUIPMENT

Country	________________	Cost data collected from months	____________
Project	________________	Source of data	____________
Project Level	________________	Chosen Base Year 19__
Local Currency	________________

(1) Equipment (list)	(2) Funded by	Cost		Life expectancy or working life	Annual cost		(%allocation) Cost		Base Year Cost
		(3) Fin.	(4) Ec.		(6) Fin.	(7) Ec.	(8) Fin.	(9) Ec.	(10) Fin.	(11) Ec.













Total

FORM C3 CAPITAL COSTS: VEHICLES

Country	________________	Cost data collected from months	____________
Project	________________	Source of data	____________
Project Level	________________	Chosen Base Year 19__
Local Currency	________________

(1) Vehicles (list)	(2) Funded by	Cost		Life expectancy or working life	Annual cost		(%allocation) Cost		Base Year Cost
		(3) Fin.	(4) Ec.		(6) Fin.	(7) Ec.	(8) Fin.	(9) Ec.	(10) Fin.	(11) Ec.













Total

FORM C4 CAPITAL COSTS: CONSULTANCIES

Country	________________	Cost data collected from months	____________
Project	________________	Source of data	____________
Project Level	________________	Chosen Base Year 19__
Local Currency	________________

(1) Consultancy detail

(2) Funded by

(3) Fees

(4) Travel

(5) Subsistence + misc

Total cost
(3) +
(4) +
(5)

(8) Life of effect

Annual cost

(%allocation) Cost

Base Year Cost

(6) Fin

(7) Ec

(9) Fin

(10) Ec

(11) Fin

(12) Ec

(13) Fin

(14) Ec

TOTAL

FORM C5a RECURRENT COSTS: PERSONNEL

Country	________________	Cost data collected from months	____________
Project	________________	Source of data	____________
Project Level	________________	Chosen Base Year 19__
Local Currency	________________

(1) Category of personnel (list with grade where appropriate)	(2) Funded by	Gross annual salary		Cost of annual allowances (specify)		Total annual cost		(%allocation) Cost		Base Year Cost
		(3) Fin	(4) Ec	(5) Fin	(6) Ec	(7) Fin (3) + (5)	(8) Ec (4) + (6)	(9) Fin	(10) Ec	(11) Fin	(12) Ec














TOTAL

FORM C5b EXAMPLE OF PERSONNEL TIME ALLOCATION FORM

Country	________________
Project	________________
Project Level	________________
Personnel name and grade	________________	Data from week beginning:	____________

Time/Day

Total strategy hours

Mon

Tues

Wed

Thur

Fri

Sat

Sun

Total hours

Percentage of hours

List time allocation by arrows as indicated:

______	HIV/AIDS prevention strategy work
----------	Non-HIV/AIDS prevention strategy work

FORM C6 RECURRENT COST: SUPPLIES

Country	________________	Cost data collected from months	____________
Project	________________	Source of data	____________
Project Level	________________	Chosen Base Year 19__
Local Currency	________________

(1) Supplies (list)	(2) Funded by	(3) Quantity consumed (including loss and wastage)	Unit cost		Cost		(% allocation) Cost		Base Year Cost
			(4) Fin.	(5) Ec.	(6) Fin. (3) x (4)	(7) Ec.	(8) Fin.	(9) Ec.	(10) Fin.	(11) Ec.















Total

FORM C7 RECURRENT COSTS: VEHICLE OPERATING AND MAINTENANCE

Country	________________	Cost data collected from months	____________
Project	________________	Source of data	____________
Project Level	________________	Chosen Base Year 19__
Local Currency	________________

(1) Supplies (list)	(2) Funded by	Cost		(% allocation) Cost		Base Year Cost
		(4) Fin.	(5) Ec.	(6) Fin.	(7) Ec.	(8) Fin.	(9) Ec.

Petrol/diesel
Oil
Maintenance
Insurance
Registration
Repairs
Spare parts




Total

FORM C8 RECURRENT COSTS: BUILDING OPERATING AND MAINTENANCE

Country	________________	Cost data collected from months	____________
Project	________________	Source of data	____________
Project Level	________________	Chosen Base Year 19__
Local Currency	________________

(1) Utility	Telephone/fax	Insurance	Maint./repair	Other
(2) Source of funds
(3) January
(4) February
(5) March
(6) April
(7) May
(8) June
(9) July
(10) August
(11) September
(12) October
(13) November
(14) December
(15) Annual cost
(16) Total annual cost
(17) (% allocation) Cost
(18) Base Year cost

FORM C9 RECURRENT COSTS: CONSULTANCIES

Country	________________	Cost data collected from months	____________
Project	________________	Source of data	____________
Project Level	________________	Chosen Base Year 19__
Local Currency	________________