Capacity and full-cost worksheet

Record baseline cost, verified cash savings, extra care investment, recurring technology/operations cost and one-off transition cost. Keep restricted funding streams separate.

Maintainer: Collective editorial desk. Guidance and templates require local review before operational use.

Make the arithmetic visible.

Use one annual funding period. The time estimate assumes 52 weeks at the stated weekly volume. Nothing is uploaded or saved.

Issues per weekCurrent minutes per issue (including rework)Proposed minutes per issue (including review)Loaded hourly staff cost (AUD)Authorised annual funding envelope (AUD)Baseline annual cost (AUD)Verified annual cash savings (AUD)Additional annual care investment (AUD)Additional annual platform / operating cost (AUD)One-off transition cost (AUD)

Annual capacity change: 0.0 hours released
Capacity value (not cash savings): $0
Ongoing annual cost: $0
First-year cost: $0
First-year envelope headroom: $0
Incremental first-year financial benefit: $0
First-year financial ROI: Undefined: no incremental investment

Indicative arithmetic, not a funding entitlement, financial forecast or permission to reduce necessary care. Avoid double-counting capacity as cash savings.

Use the same period

Record baseline cost, verified cash savings, extra care investment, recurring technology/operations cost and one-off transition cost. Keep restricted funding streams separate.

Calculations

Ongoing cost = baseline cost − verified cash savings + extra care investment + recurring cost.

First-period cost = ongoing cost + transition cost.

Headroom = authorised envelope − first-period cost.

Incremental net financial benefit = verified cash savings − extra care investment − recurring cost − transition cost.

ROI = incremental net benefit / incremental investment; if investment is zero, ROI is undefined.

Capacity

Net minutes released = baseline reporting/rework time − new capture, checking, correction and reporting time. Value of time is a capacity estimate, not cash savings. Only enter cash savings when finance can identify an actual expenditure change.

Include

Integration, migration, licensing, monitoring, training, backfill, accessibility, support, governance and evaluation. Record donated time and historic development separately.

Downside

Repeat with lower cash savings and higher implementation cost. Record who receives each benefit and whether it can fund the provider’s recurring costs. An avoided hospital cost may accrue elsewhere.

Interpretation

A positive operating surplus is different from positive incremental ROI. No calculator output authorises a funding transfer or demonstrates that an envelope is adequate.