APPENDIX I-2: Sample Budget Calculator and Gantt Chart (Survey Timeline)

This Excel file includes a budget calculator template along with a sample budget for RDS and a sample Gantt Chart (depicting the survey timeline). This file is a reference as you
prepare a budget and project timeline for a BBS. Please note that this calculator is for preliminary budgeting purposes; the line items should be adjusted accordingly for the
specific budgetary needs of the survey and implementing institution. The categories covered are core components of a budget and are not exhaustive. For example, the budget
includes some point of care (POC) tests and some laboratory tests -- all of these will not necessarily be used in every survey. This template should guide planning for surveys that
may be completely POC. This calculator was not designed to be used as a bookkeeping tool or to track expenses; it is a tool for estimating costs in the budgeting process. Discuss
with your agency how to track the exact costs. For actual pricing, contact each manufacturer for a specific quote. It is important to review the RDS and TLS sections of the
Guidelines to determine the kind and the number of staff needed and related costs. When resources are limited or a survey is on a small scale, one person may perform multiple
tasks.
Although not included in the Budget Calculator, the following two categories may need to be considered when preparing a budget:
Consultant costs This category is appropriate when hiring an individual to give advice or services (e.g. training, expert consultant, etc.) for a fee but not as an employee of the
organization.
Cost sharing A subcontract may be required if a part of the survey effort will be performed by one or more other organizations.

Description of the Budget Calculator

Color scheme Description

Items that may be needed depending on survey type, such as RDS or TLS
Major budget categories
Inputs
Output
Subtotal of each category
Grand total of budget
 Cell number Title Notes and Instructions
Category A combines personnel salaries and fringe benefits. When needed, they can be separated into two entries.
Fringe benefits are any nonwage payment or benefit granted to employees by employers. Examples include pension
plans, profit-sharing programs, vacation pay, and company-paid life, health, and unemployment insurance.
A. Personnel salaries/fringe benefits

A5
B5 Number needed Enter the number of staff needed.
C5 Annual salary Enter annual salary.
Enter the length of the survey in months. Different staff may work for different lengths. For example, a PI works the entire
No. of months
survey, but field staff work only while the survey is conducted in the field.
D5
Enter percentage of time to show the effort contributed during the survey period. For example, a PI may have several
projects and other responsibilities (such as teaching as a professor) at the same time. If the PI will contribute part of
Time (%) her/his time to the current survey, say 4 hours a week (40 hours), her/his percentage of time effort is 4/40=10%.

E5
F5 Salary total Salary = annual salary*No. of Month/12*Time (%). It will be auto-filled.
A fringe benefit rate is the cost of an employee's benefits divided by the wages paid for the hours working on the job.
Some employees may not receive such benefit from their employer.
Fringe rate Enter fringe rate for eligible staff. This can be 0 for non-eligible staff.
G5
Total salary and fringe benefits This is the total of salary+fringe rate*salary. This will be auto-filled.
H5

The staff listed here are some essential personnel. Staff may vary depending on the type and scale of the survey. The list
can be expanded to add a staff for one specific function, or reduced if one staff can perform multiple duties in a smaller
A8 Field staff scaled survey setting.

For RDS, there are additional needs, such as testing counselors, quantitative interviewers, qualitative interviewers,
transcribers and translators in qualitative interview. The list can be expanded based on survey need, such as the object
A16 Additional field staff for RDS distributor during size estimation, cleaner, and security staff.

List staff for data management and data analysis. Some staff, such as a GIS developer, can be added depending on survey
A17 Data management/analysis staff need. Or, in a small budgeted survey, data management and data analysis can be performed by one person.

A20 Laboratory staff For a survey that involves biomarker testing only. The list can be expanded based on survey need.
 Training expenses, including the cost of the conference room, handouts, and other expenses, apply to any type of training
or meeting.
Enter number of participants for handout cost. Enter number days of training for conference room.
For simplicity, the calculator lists only one training example for fieldwork preparation/size estimation. Other
trainings/meetings that may need to be included in the calculator:
Formative assessment training
A28-C28 B. Trainings and meetings Survey implementation training
Data analysis, interpretation, and writing workshop
Community forum
Local/national dissemination meeting

D28 Number of participants Enter the number of participants.

E28 No. of units needed Enter the quantity of handouts needed, including extra copies (e.g. 5 extra for a group of 20 participants).
F28 Number of days Enter number of days for conference room rental.
G28 Cost per unit Enter unit price for handouts, or rent per day.
Use this section to budget expenses for field preparation, formative assessment, and size estimation implementation.
A36-C36
C. Fieldwork preparation, formative
assessment, and size estimation
implementation
A42 Formative assessment preparation
A43 Transportation for key informants and focus
group participants Enter number of participants and key informants, and unit price (cost per person).
A45 Formative assessment supplies Enter costs for maps, coupons, camera, audio recordings, batteries, etc.
A46 Phone vouchers for formative assessment
staff Enter number of assessment staff and unit price.

A47 See above for Formative Assessment. Additional staff for distributing objects may be budgeted here also if they are not
Field work size estimation implementation included in Section A (Personnel).

A44
Unique objects for size estimation Enter unit price for objects and number of participants.
A48 Unique event Enter number of days, and unit cost.
D. Survey implementation Items listed in section D are items regularly used for survey implementation. This list may not include everything. Keep a
D53 detailed checklist for all supplies needed. Subcategories may be added for separate costs for RDS or TLS.
 Complete this section if any biomarkers are used. The estimation of laboratory expenses is very complicated. Working
A74-H74 E. Laboratory expenses with a laboratory professional to develop the budget is strongly recommended.

INPUT box The value for assumed prevalence in this block will help to generate numbers in the "OUTPUT" block (number of
A76-B76
specimens) to calculate cost of consumables.
A77 Number of participants Enter number of participants.
Enter assumed HIV prevalence based on survey population. This is used for budgeting HIV biomarker consumables used to
Assumed HIV prevalence
test blood samples from HIV-positive participants, such as for CD4 and VL.
A78
A79 Assumed syphilis prevalence Enter assumed prevalence for syphilis among survey population to budget for syphilis biomarker consumables.
Assumed STI prevalence
A80 Enter assumed prevalence for other STI to be surveyed, such as HCV, to budget for other STI biomarker consumables.
A81 Number of trainees Enter number of trainees in lab training, which may determine certain equipment needed, such as a timer.
A82 Number of labs performing testing The number of labs determines the number of certain equipment needed.
D76-G76 OUTPUT (Number of specimens)
D77-F77 Expected number of HIV positive Calculated as: Assumed HIV prevalence*Number of participants
D78-F78 Expected number of syphilis positive Calculated as: Assumed syphilis prevalence*Number of participants
D79-F79 Expected number of other STI positive Calculated as: Assumed STI prevalence*Number of participants
A84 Equipment Equipment estimate assumes all required equipment needs to be purchased and therefore reflects a maximum cost. This
calculator does not take into account equipment that may already be in place in individual laboratories. The equipment
items may be expanded depending on the survey need, such as common equipment of plate washer, reagent reservoirs,
etc.
This section may be expanded according to survey needs. For example, for on-site testing and handling, mobile phones,
tables, and chairs may be included.

A93 Consumables for biomarkers testing The consumables for laboratory assays listed can be revised according to survey need, such as HIV genotyping, HIV DR,
TB, chlamydia, HSV, HBV, etc.
A103 Consumables for blood collection The list includes common items, It should be adjusted according to the survey.
A111 Consumables for other specimen collection See above.
Other items that may be considered here are: distilled or de-ionized water, Band-Aids, cotton balls, latex-free gloves, latex
gloves (powdered and powder free), paper towels and absorbent covers for lab benches, marking pens, pads for lab table,
A117 Other consumables hand soap, facemasks, zip lock bags, protective eyewear, bins and liners, paper towels, spray bottles, etc.

Enter brand/name of manufacture, catalog number, and description such as "10/pk, size large" for lab coat.
Manufacture & unit description
D84
E84 Unit dimension Enter number of 1 unit here, such as "10" for 10-piece pack.
F84 No. of units needed
Enter the number of units needed. The number of units for biomarkers are determined by estimated positive participants
in the OUTPUT box, and Unit dimension, then multiplying by 110% for final units neede to account for 10% buffer.

G84 Cost per unit Enter price of unit.

A128 For TLS Please refer to TLS chapter for other costs/items, although only mobile van is listed here.

A129 Mobile van and clinic rentals for HIV testing If survey type is TLS, mobile van and clinc rentals for HIV testing may be needed. Please add any additional costs, such as
gasoline and parking, if they are needed.

Additional notes for point of care

The listed items in this section is not a comprehensive list of health services/care/treatment. Modify the budget as needed
to account for specific point of care acitvities including STI treatment.
A132 F. Travel Cost for travel may be budgeted on an anticipated actual cost basis. The cost for consultant should be included in
Consultant cost only.

A137 G. Other expenses Enter other expenses in this category. Revise accordingly to include items such as software, toner, postage, delivery fees,
etc.
A161 RDS survey sites Refer to the RDS implementation chapter to add items.
A164 Including cleaning and bathroom: toilet cleaning, toilet paper, toilet brush, floor cleaner, mop, bucket, absorbent pad,
Site maintenance washing liquid, dish drainer, sponge, and hand soap.

Description of the Gantt Chart of the Survey Timeline

Gantt charts are used for project management. They are helpful for defining and scheduling tasks and deadlines as well as tracking progress.
 BUDGET CALCULATOR TEMPLATE
NOTE: Please refer to Instructions (first tab) for use of this calculator

Number of Fringe rate (% of Total salary and

A. Personnel salaries/fringe benefits Number needed Annual salary
months
Time (%) Salary total
salary total) fringe benefits
Principal investigator $0 $0
Project coordinator $0 $0
Field staff
Site supervisor $0 $0
Enumerator $0 $0
Coupon manager $0 $0
Interviewer $0 $0
Counselor $0 $0
Community outreach worker $0 $0
Driver $0 $0
Additional field staff $0 $0
Data management/analysis staff $0
Data manager $0 $0
Data analyst $0 $0
Laboratory staff
Laboratory supervisor/coordinator $0 $0
Laboratory technician $0 $0
Phlebotomist $0 $0
Laboratory assistant $0 $0
Driver $0 $0
Subtotal: Personnel salaries and fringe benefits $0.00

Number of Number of Number of

Cost per unit Total
B. Trainings and meetings participants units needed days
Fieldwork preparation/size estimation training
Conference room $0
Handouts $0
Refreshments
Transportation for meeting attendees
Subtotal: Trainings and meetings $0
C. Fieldwork preparation, formative assessment, and size estimation Number of Number of
Units needed Cost per unit Total
implementation participants days
Site selection visits (RDS)
Car Hire + driver $0
Fuel $0
Compensation $0
Communication (Internet/phone calls, Mobile phones, Smart phones, External hard drive, USB $0
8 GB, internet hub)
Formative assessment
Transportation for key informants and focus group participants, and site selection visits $0
Formative assessment supplies $0
Phone vouchers for formative assessment staff $0

Field work size estimation implementation

Unique event $0
Unique objects for size estimation $0
Phone vouchers for size setimation staff $0
Subtotal: Fieldwork preparation $0

Number of Number of
Units needed Cost per unit Total
D. Survey implementation participants days
General supplies and miscellaneous $0
Tablets $0
Fingerprint scanner $0
Software, incl. antivirus $0
Laptops $0
Scanner, printer and toner $0
Participants compensation (incentive) $0
Transport reimbursements for participants $0
Health referral brochure $0
Field team supplies (backpacks, clipboards, etc.) $0
Transportation of DBS cards to central office $0
Shipping and freight cost for lab equipment and consumables $0
Other operational expenses (e.g. utilities, equipment based on security) $0
For RDS
Printing of survey coupons $0
Secondary incentive RDS $0
For TLS
Clicker for enumerator $0
Subtotal: Survey implementation $0
E. Lab expenses

INPUT OUTPUT (Number of specimens)

Number of participants Expected number HIV positive 0

Assumed HIV prevalence Expected number syphilis positive 0
Assumed syphilis prevalence Expected number other STI positive 0
Assumed STI prevalence
Number of trainees
Number of labs performing testing

Manufacturer
Number of
& unit Unit dimension Cost per unit Total
units needed
Equipment description
Incubators $0
Standard mini-centrifuge $0
Countdown timers $0

Pipettes (disposable transfer pipettes, precision pipettes, etc.) $0

UPS Units $0
Power cord extension leads $0
Portable generator $0
Cooler boxes $0
Consumables for biomarker testing
DBS cards #DIV/0! #DIV/0!
Humidity monitoring cards #DIV/0! #DIV/0!
Desiccants #DIV/0! #DIV/0!
Consumables for CD4 testing #DIV/0! #DIV/0!
Consumables for VL testing #DIV/0! #DIV/0!
Consumables for syphilis testing #DIV/0! #DIV/0!
Consumable for HBsAg testing #DIV/0! #DIV/0!
Consumable for MTB testing #DIV/0! #DIV/0!
Other consumables for other STI testing #DIV/0! #DIV/0!
Consumables for blood collection
Needles $0
Tourniquets $0
Alcohol $0
Vacutainer tubes $0
Vacutainer sleeves $0
Vacutainer holder rack $0
Centrifuge tube $0
Consumables for other specimen collection
Vaginal swabs $0
Rectal swabs $0
Oral fluid $0
Sputum cup $0
Urine collection jars $0
Other consumables
Biohazard bags $0
Biohazard bag holder $0
Disinfectant/bleach $0
Sharps containers $0
Lab coats $0
Labels (water- and freeze-proof labels) $0
Gloves $0
Cotton balls $0
Bandages or adhesive tapes $0
Other $0
For TLS Days needed Cost per unit
Mobile van rental for HIV testing #REF!
Subtotal: Lab #REF!

Per diem &

Mileage Rate per mile Total
F. Travel Number of trips lodging
Local transportation (site visit)
Staff travel
Subtotal: Travel $0
G. Other expenses Units needed Cost per unit Total
IRB fees $0
Cell phones $0
Air time $0
Internet $0
Report printing and dissemination $0
Other communication expenses (external hard drive, USB & internet hub)
Stationery $0
Paper per box (white and colored) $0
Pens $0
Highlighters $0
Sticky notes $0
White board $0
White board markers and permanent markers $0
Notebooks $0
Files and tabs for cabinet $0
Filing cabinet (4-drawer) $0
Folders $0
Stapler $0
Staples $0
Tape $0
Staple remover $0
Paper clips $0
Equipment (TV, video players) $0
RDS survey sites
Site facility rental $0
Utilities $0
Site maintenance $0
Furniture $0
Filing cabinet locking $0
Book shelf $0
Refrigerator $0
Subtotal: Other expenses $0

TOTAL BUDGET #REF!

 SAMPLE BUDGET FOR RDS*

NOTE: Amounts are in US$ based on conservative cost estimates in a moderately expensive city. RDS at one site, sample size=400

Number of Fringe rate Total salary and fringe

A. Personnel salaries/fringe benefits Number needed Annual salary Time (%) Salary total
months (% of salary total) benefits

Principal investigator 1 $75,000.00 12 10% $7,500 20% $9,000

Project coordinator 1 $50,000.00 12 100% $50,000 15% $57,500
Field staff
Site supervisor 1 $15,000.00 3 100% $3,750 0% $3,750
Interviewer 2 $8,000.00 3 100% $4,000 0% $4,000
Counselor 3 $8,000.00 6 100% $12,000 0% $12,000
Community outreach worker 1 $6,000.00 3 100% $1,500 0% $1,500
Coupon manager 1 $6,000.00 6 100% $3,000 0% $3,000
Security 1 $6,000.00 3 100% $1,500 0% $1,500
Additional field staff (cleaner, receptionist) 2 $6,000.00 6 100% $6,000 0% $6,000
Data management/analysis staff
Data manager/data analyst 1 $12,000.00 12 100% $12,000 15% $13,800
Laboratory staff
Laboratory coordinator 1 $20,000.00 12 10% $2,000 15% $2,300
Laboratory technician 1 $8,000.00 3 100% $2,000 0% $2,000
Phlebotomist 1 $10,000.00 3 100% $2,500 10% $2,750
Driver 1 $7,000.00 3 100% $1,750 0% $1,750
Subtotal of Personnel Salaries and fringe benefits $120,850.00
Number of Number of units
Number of days Cost per unit Total
B. Trainings and meetings participants needed

Fieldwork preparation/size estimation training (6 participants)

Conference room 1 2 $100.00 $200

Handouts 10 $5.00 $50
Training expenses 10 $25.00 $250
Formative assessment training (8 participants, 5 days)

Conference room 1 5 $100.00 $500

Handouts 12 $10.00 $120
Training expenses 60 $25.00 $1,500
RDS implementation training (10 participants, 10 days)

Conference room 10 $100.00 $1,000

Handouts 14 $10.00 $140
Training expenses 140 $25.00 $3,500
Subtotal: Trainings and meetings $7,260

Number of
C. Fieldwork preparation, formative assessment, and size estimation implementation Units needed Cost per unit Total
participants

Formative assessment
Unique event 1 $2,000 $2,000
Unique objects for size estimation 500 $2 $1,000
Formative assessment supplies 1 $200 $200

$240
Transportation for key informants and focus group participants 60 $4
Phone vouchers for formative assessment staff 18 $20 $360

Field work size estimation implementation

Unique event 1 $2,000 $2,000
Unique objects for size estimation 500 $2 $1,000
Phone vouchers for size estimation staff 18 $20 $360
Subtotal: Fieldwork preparation $7,160

Number of
Units needed Cost per unit Total
D. Survey implementation participants
General supplies and miscellaneous
Notebook 6 $500 $3,000
Laptops 1 $1,200 $1,200
Printing of survey coupons 400 1200 $2 $2,400
Printer and toner 1 $1,000 $1,000
Reproduction/copies (6 months) 6 $100 $600
Participant reimbursements 400 440 $10 $4,400
Participant secondary compensation x 3 400 1320 $4 $5,280
Transport reimbursements for participants 400 440 $4 $1,760
Health referral brochures 400 440 1 $440
Field team supplies (backpacks, clipboards, etc.) 10 40 $400
Transport of DBS cards to central office 12 50 $600
Other operational expenses (e.g. utilities, equipment based on security) 1 1000 $1,000
Subtotal: Survey implementation $22,080
E. Lab expenses

INPUT OUTPUT (Number of specimens)

Number of participants 400 Expected number of HIV positive 100

Assumed HIV prevalence 25.0%
Number of trainees 4
Number of labs performing testing 1

Manufacture & Number of units

Unit dimension Cost per unit Total
unit description needed
Equipment
Incubators Fisher Scientific 1 1 4800 $4,800
Standard mini-centrifuge Fisher 1 1 425 $425
Countdown timers Fisher Scientific 1 4 50 $200
Cooler box 2 50 $100
Consumables for biomarkers
Whatman, Pack
100 5 $4,000
DBS cards of 100 800
Other consumables
All other lab supplies 1 5,000 $5,000
Subtotal: Lab $14,525
`

Per diem & lodging Mileage Rate per mile Total

F. Travel Number of trips
Local transportation (site visit) 1 $2,000.00
Subtotal: Travel $2,000.00

G. Other expenses Unit needed Cost per unit Total

IRB fees 1 $200.00 $200.00
Cell phones 2 $100.00 $200.00
Air time (10 staff, 6 months) 10 $120.00 $1,200.00
Internet 12 $300.00 $3,600.00
RDS survey sites
Site facility rental 6 $1,500.00 $9,000.00
Utilities 6 $100.00 $600.00
Site maintenance 6 $50.00 $300.00
Filing cabinet 2 $100.00 $200.00
Bookshelf 1 $100.00 $100.00
Refrigerator 1 $600.00 $600.00
Subtotal: Other expenses $16,000

TOTAL BUDGET $189,875

*Global Strategic Information. Toolbox for conducting integrated HIV bio-behavioral surveillance (IBBS) in key populations. University of California, San Francisco. 2014. pp. 131 –133.
 SAMPLE GANTT CHART - SURVEY TIMELINE
Proposed Activity Month
2017 2018

May
Mar

Mar
Nov
Aug

Dec
Sep
Apr

Feb

Apr
Oct
Jun

Jan
Jul
Formative Protocol
X
Development
Formative Protocol
X
Approval
Formative Training X

Formative Implementation X X

Formative Assessment
analysis X X

Pre-test tools X
Protocol Development X X X X
SOPs adapted X X X

Submit protocols and

receive approval from all
X X X
IRBs, <Country> Ethics
Committee

Recruit study team X

Development of data
collection systems X X X X X

Study Implementation
Training X

Study Implementation X X X X X
Data cleaning/lab QA/data
merging X X X X X X

Data analysis and

X X
preliminary report
Present preliminary
findings to stakeholders X

Final Report X
National Dissemination
Workshop X