Resource Management Toolkit

Projecting Requirements

Attendance Projections

Estimating attendance for a Yellow Ribbon event is an important task that impacts many aspects including event planning, budgeting, and contracting. Attendance projections must be as accurate as possible while still leaving room for flexibility for variables such as changing mobilization, demobilization, return from active duty dates, and Family Member attendance. The Attendance Projections element provides a helpful guide to projecting attendance at events and includes an attendance spreadsheet that can be used as a template.

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    Attendance Projections Guide
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    Attendance Projections Guide

    The Attendance Projections guide presents best practices for estimating attendance, including a projections formula. States exhibiting best practices for estimating attendance work closely with the units, the State Mobilization (MOB) Readiness Officer, and rear detachment to estimate how many Service Members will be attending a Yellow Ribbon event. To gather numbers for Family Member attendees, high levels of Service Member involvement is a best practice. Service Members inform the unit or the YRRP team which Family Members will be attending. Historical attendance data, combined with information received from the unit or the DEERS system, can give a picture of attendance numbers as well. Knowing the number of dependents for the Service Members in the unit and typical attendance rates from past events can help provide an estimate.

    Last updated: 9/22/10

    File type: MS Word

    File size: 219KB


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    Attendance Projections and Actuals Template
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    Attendance Projections and Actuals Template

    The Attendance Projections template, adapted from YRRP site visits in 2010, can be customized by programs as a working document to first project attendance and then go back in and replace projections with actual numbers. The spreadsheet represents two months of projections, the first for a co-located 30/60-Day event and the second for two separate events: a 30-Day and a 90-Day. Formulas are in place within the spreadsheet to calculate subtotals, if applicable, and totals for Service Member and Family Member attendance at events. The information is intended to show the use of the template, but does not reflect actual numbers.

    Last updated: 10/4/10

    File type: MS Excel

    File size: 61KB


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Expense Projections

A vital part of every well-run business, program, or event is managing expenses effectively, and a large part of YRRP fiscal responsibility lies in projecting expenses accurately. Precise projections of program and staffing expenditures allows for proper allotments and annual funding. The Expense Projections element includes a guide to Excel and Quicken samples, as well as templates and samples for projecting staffing expenses, tracking expenditures, and managing the budget.

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    Expense Projections Guide
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    Expense Projections Guide

    The Expense Projections guide presents aspects of estimating expenses, including the use of Excel and Quicken, for tracking expenditures such as staff travel and pay, and event fiscal needs like catering, childcare, lodging, venue, and Family Member travel. Excel is widely used across YRRP for tracking expenditures. Quicken is one example of many commercially available money management tools. It provides users with the ability to track expenditures and receipts all in one place. Both models are included to allow for greatest flexibility and use among YRRP programs and are not required.

    Last updated: 9/22/10

    File type: MS Word

    File size: 74KB


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    Budgeting Template
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    Budgeting Template

    The Budgeting template, adapted from Ohio, can be used for recording projections versus actuals for staffing and event expenses. You can customize the template by filling in your program-specific information within the grayed-out columns. The 2060 FY10 and 2060 FY11 tabs are projections for staffing expenses for existing staff members and for available positions to be filled. The 2065 FY10 tab is a spreadsheet for projections versus actuals for event expenses, including travel, catering, childcare, lodging, and venue. For all spreadsheets, formulas are in place to calculate projections, actuals, and totals. The information is intended to show the use of the template, but does not reflect actual numbers.

    Last updated: 9/13/10

    File type: MS Excel

    File size: 75KB


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    Sample Budgeting Spreadsheet
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    Sample Budgeting Spreadsheet

    The sample Budgeting Spreadsheet, adapted from Florida, is an example of expense tracking in Quicken. The screenshots depict the tracking of expenses and receipts all in one place, which is a major benefit of using this budgeting software for the purposes of auditing. When using Quicken you can scan receipts directly into the software, which allows for easy access when tracking and recalling expenses. The sample is intended to show the capabilities of Quicken, but do not reflect actual numbers or receipts. Quicken is one example of many commercially available money management tools and is not required.

    Last updated: 9/13/10

    File type: Adobe PDF Reader

    File size: 324KB


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