Planning and Budget Development in the Financial Management Process. Pete McLoughlin, MBA, Financial Management Section Head, Nutrition Programs

Transcription

1 Planning and Budget Development in the Financial Management Process Pete McLoughlin, MBA, Financial Management Section Head, Nutrition Programs

2 What is Financial Management as it Relates to Nutrition Programs? The process of defining the program objectives and financial goals for the school nutrition programs, and Implementing activities to attain those goals through the effective use of resources Critical component of a Food Service Director s Responsibilities 2

3 Financial Management Competencies A school nutrition director competent in financial management develops financial management guidelines that support school nutrition program operational goals and comply with regulations, and establishes cost control goals to effectively manage the school nutrition program. 3

4 What are the Roles of the School Nutrition Director in Managing Finances? Management of financial resources Maintain financial accountability Involve district administrators, school board members, school nutrition managers, and school nutrition staff to identify goals 4

5 What are the Key Activities for More Effective Financial Management? School nutrition programs should plan through the budget process, apply efficient cost control measures, increase productivity, and identify ways to increase resources. 5

6 Financial Planning and Budget Development Objective: Utilize forecasted operational revenues and expenditures to develop a financial plan and budget for school nutrition programs. 6

7 What are the Financial Management Questions You Should be Asking? Main sources of revenue? Percentage of total revenue attributed to each source? Expenditure categories? Costs to produce a meal? Percentage of revenue spent for labor or food? 7

8 More Financial Management Questions Labor productivity index (Meals Per Labor Hour)? Net gain or loss over the past 3 years? Do employees understand the importance of cost controls to the success of the program? What does a comparison of Average Daily Participation for the past 3 years tell me? 8

9 Developing and Analyzing a School Nutrition Budget Why So Important?... Budgets help you to analyze and control revenues and expenditures and can help get everyone on the same page 9

10 The Budget as a Management Tool Assists in managing the school nutrition program by forecasting revenue, identifying how revenue will be allocated for expenditures, and predicting how much money will be in the fund balance at year s end. 10

11 Steps To Building A Budget Forecast Revenue for each category Forecast Expenditures for each category Analyze whether goals and objectives are being met Make Changes 11

12 Budget Input School district business officials can provide guidance in accounting and business functions. They can also provide details such as school openings and closings, changes in enrollment, etc. Site level managers can provide information concerning participation trends, changes in student eating habits, equipment and labor needs, and other factors that will influence the budget process. 12

13 Methods of Budgeting Incremental (baseline) Previous year s budget is the starting point. Adjustments made to each line item to reflect expected changes. Zero-Based Start with zero for each line item and build according to expectations. Combination Uses zero for some items and incremental for other items. 13

14 Financial Planning and Budgeting: Categories for Consideration 1. Customer Satisfaction 2. Internal Organization 3. Financial Aspects 4. Innovation 5. Trends 14

15 Factors Affecting Customer Satisfaction Delivery - Process of providing healthy, appealing meals and other food items at the peak of freshness and right temperature Environment - Where the customer experiences service; areas should be clean, sanitary, and customer-friendly Informational - Takes into account what the customer needs to know about the product they are purchasing Interpersonal - Interactions experienced by the customer, including friendliness, helpfulness, physical appearance, and competence Sensory - Sights, sounds, aromas, emotional reactions, aesthetic features, and the psychological ambience Procedural - All the things the customer has to do such as complete meal applications, stand in line, return trays, keep money in his or her account 15

16 Internal Organization 16

17 Financial Aspects Some changes that could result in a positive and/or negative financial impact: Meal price increases due to loss to school nutrition program Increase in federal and state reimbursement rates Increased costs to the program due to uncontrollable events such as the rise in fuel prices or increase in salaries or benefits Significant decrease or increase in student enrollment (e.g. economic upturns or downturns resulting in population shifts.) Changes in USDA regulations mandated by Congress such as the HHFKA Changes in participation due to a poor economy 17

18 Annual grocery store inflation by metropolitan statistical area, 2013 Metropolitan area Annual 2013 Percent Atlanta 2.0 Boston 1.0 Chicago -0.1 Cincinnati 0.5 Cleveland 0.4 Dallas-Fort Worth 1.4 Denver -0.1 Detroit 0.3 Houston 0.2 Kansas City 1.0 Miami 0.2 Milwaukee 1.9 Minneapolis 0.4 New York City 1.1 Philadelphia 0.3 Pittsburgh 0.6 Portland, OR 1.4 San Diego -0.6 San Francisco 1.2 Seattle 0.5 St. Louis 2.2 Washington, D.C. 0.3 Source: Calculated by ERS, USDA using Bureau of Labor Statistics (BLS) data. 18

19 Changes in Food Price Indexes, 2013 through 2015 Item Relative importance 1 Trend Line Mar 2014 to Feb 2015 Month-to- Month Jan 2015 to Feb 2015 Year-over- Annual Annual 20-Year Forecast Year Historical Feb 2014 to Average 2015 Feb 2015 Percent change Consum er Pric Percent All food to 3.0 Food aw ay fro to 3.0 Food at home to 3.0 Meats, poult to 4.0 Meats to 4.0 Beef an to 6.0 Pork to 1.0 Other m to 3.5 Poultry to 3.5 Fish and to 3.5 Eggs to 3.5 Dairy produc to 3.0 Fats and oils to 1.0 Fruits and v to 3.5 Fresh fru to 3.5 Fresh fr to 3.5 Fresh ve to 3.0 Processe * 2.5 to 3.5 Sugar and s to 2.5 Cereals and to 1.5 Nonalcoholic to 3.0 Other foods to 2.5 Orange indicates an adjustment dow nw ard, and black no change from last month's forecast. 1 BLS estimated expenditure shares, December Food prices represent approximately 14 percent of the total CPI. 2 The most recent forecast w as published on March 27, 2015 and is usually updated by the 25 th of each month. 19 *Annual data for processed fruits and vegetables are only available from This is a 15-year historical average. Source: Bureau of Labor Statistics. Forecasts by Economic Research Service.

20 Innovation Look beyond the current program to keep the organization fresh and in tune with new and emerging innovations: Innovation is happening at an accelerated pace. New brands, new concepts, new products, and new services are flooding the marketplace. The needs of student customers change as they become exposed to innovation in food items, delivery, service, and technology. Improved automation and software. Increased access to the Internet that allows school nutrition programs immediate entry into state and national databases, cooperative/other purchasing systems, USDA and state agency guidance; online services for parents such as meal payments, applications, and monitoring student purchases; and social media that gives increased opportunities for communication to and from students and parents. 20

21 Trends What are the general tendencies or directions in which a market or industry is moving. Identifying trends accurately leads to better forecasting of revenue and expenditures. Scratch Cooking Non-program Foods Special Diets Wellness Initiatives Changing Technology Green Issues Food Safety 21

22 Tools to Analyze the Financial Status of School Nutrition Programs Objective: Identify appropriate tools and resources to analyze and communicate the school nutrition program s financial status. 22

23 Expenditure Analysis Total Revenue $2,890,292 Expenditures Dollar Amount Meal Costs Costs % of Revenue % Rounded Salaries 1,250, % Benefits 207, % Purchased Food 1,185, % Supplies 205, % Capital Assets 62, % Indirect Cost 85, % Total 2,995, % 23

24 Bar Chart Costs as % of Revenue Costs % of Revenue Costs % of Revenue Salaries Benefits Purchased Food Supplies Capital Assets Indirect Cost Total 24

25 Bar Chart - Expenditures Dollar Amount Total Indirect Cost Capital Assets Supplies Dollar Amount Purchased Food Benefits Salaries ,000 1,000,000 1,500,000 2,000,000 2,500,000 3,000,000 3,500,000

26 Pie Chart Dollar Amount Dollar Amount Salaries Benefits Purchased Food Supplies Capital Assets Indirect Cost Total 26

27 Internet Resources for Child Nutrition Programs United States Department of Agriculture (USDA) School Nutrition Association (SNA) National Food Service Management Institute (NFSMI) 27

28 USDA Food and Nutrition Service(FNS) 28

29 School Nutrition Association 29

30 National Food Service Management Institute (NFSMI) 30

31 Questions???? 31