Costing equipment and supplies

The term “equipment and supplies” refers to supporting equipment other than books and classroom consumables. The distinction may be a bit artificial, but serves as a useful means of categorizing cost factors.

This module will help you calculate the cost of the equipment and supplies needed in your literacy program. The equipment and supplies component of your budget will vary greatly depending on the size of the program and the size of the geographical area in which the program is to take place.

Here are some cost factors for equipment and supplies in literacy programs:

• Classroom equipment such as

  • chalkboards, slates, and chalk
  • charts
  • lanterns
  • storage boxes
  • record keeping books and logs, and
  • sports equipment.

• Supervisory equipment such as

  • bicycles and spare parts
  • motorbikes and spare parts
  • log books, and
  • carrying baskets or boxes.

• Miscellaneous equipment such as

  • radios and telephones
  • typewriters and computers
  • printers and copy machines
  • mimeographs, silk-screens, and desktop offset presses
  • office furniture, and
  • other office equipment

• Maintenance and repair costs for equipment such as

  • bicycles, motorcycles, and motor vehicles
  • lanterns
  • chalkboards and bulletin boards
  • furniture and shelving
  • typewriters and computers, and
  • copy machines and printing equipment.

• Judgments about the amount and type of equipment needed for a given program vary greatly from person to person. Factors such as reliability, appearance, supportability, and efficiency must be considered. Money spent on equipment may help assure better program support. To make the best plan, consult with others who have more experience.
• If the program involves more than a few hundred people, include some means of transport for the program supervisors to visit and deliver supplies and materials to the classes. Plan to use available local equipment or animals if possible.
• If motorized vehicles are to be purchased, expect maintenance and repair costs to be two or three times those of a country in the West.
• If electrical or electronic equipment will be included in the program, consider the power needs and vulnerabilities of such equipment, and any need for a special environment for the equipment.

• Ask questions like the following:

  • What distances must be traveled by supervisors?
  • Is public transportation available for travel to program sites and for delivering materials, supplies, and equipment?
  • What does it take to support the needed equipment in the program locale?
  • Will there be importation costs?
  • What amounts will be needed for repair and maintenance of equipment?
  • How rapidly will the consumables be used up?
  • How long does it take to replenish consumables?

Equipment

• Make a list of the equipment and supplies that you will need.
• For each piece of equipment, make a list of the spare parts needed.
• Find out if this equipment and the spare parts can be purchased locally, or must be imported.
• Estimate the costs for each piece of equipment including purchasing, shipping, and importation expenses.
• Estimate the operational costs of each piece of equipment.
• If a depreciation schedule is required, prepare a schedule for each piece of equipment.
• Estimate repair and maintenance costs for each piece of equipment.

Supplies

• Make a list of the other supplies which will be needed.
• Find out it needed supplies can be acquired locally or must be imported.
• Estimate the cost of purchasing and shipping each item.
• Estimate the cost of storing and distributing each item.

• Funding a literacy program
• Preparing a budget for a literacy program
• Costing a literacy program

• Task module: Costing equipment and supplies
• In task module: Determining program costs
• In task module: Costing a literacy program
• In task module: Preparing a budget for a literacy program
• In task module: Funding a literacy program, by Stephen L. Walter and Trudy K. Stewart (general editor)
• In task module: Identifying resources needed for a literacy progra..., by Stephen L. Walter
• In task module: Planning a literacy program, by Stephen L. Walter
• In modular book: Plan a literacy program, by Stephen L. Walter, Barbara K. Trudell (contributor), and Trudy K. Stewart (general editor)
• In bookshelf: Literacy

This page is an extract from the LinguaLinks Library, Version 4.0, published on CD-ROM by SIL International, 1999. [Ordering information.]

Page content last modified: 25 October 1999

© 1999 SIL International