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Becoming Independent
Master Budget Report
By
Marieshka Barton
Cora Fontana
Carrie Gault
Michael Miscio
Alison Mokski
Jingmei Su
Managerial Accounting Seminar
MBA 535
Professor Bean
Department of Business and Economics
Sonoma State University
May 12, 2015
1
Executive Summary
We suggest Becoming Independent (BI) maintain its premium paper-shredding price and continue targeting
clients aligned with its mission. The segment of businesses willing to pay a premium is small, but it does exist
and being a cost leader is not a strategy that BI could support. To be competitive, BI would need to charge
below the market rate of $0.19 per pound, resulting in net operating losses. Annual sales of $55,800.00 and a
client base of 50 accounts have remained steady over several years with no sales or marketing efforts. BI is
currently only utilizing an estimated 30% of their shredding capacity and has the room to grow.
All recommendations are based on BI operating within the niche premium market.
Our strategic plan is to allocate $5,000 towards an annual traceable marketing budget. The in-house marketing
staff, whose salary is a common cost, will drive targeted marketing efforts to bring in better-qualified leads. In
addition, the new Business Development Director’s (BDD) time will exclusively focus on obtaining new
accounts. The BDD will have a monthly volume goal of 3,000 lbs and will track lead generation and closing
ratios. We also suggest BI establish customer management processes through customer data collection and
customer follow-up. Surveying customers will gage customer satisfaction and establish a clear baseline.
Labor is fairly inexpensive and available, but BI does experience high turnover rates for supervisors and
training can be time consuming. Proactively cross-training and starting a management certification program will
address these issues.
If BI doubles its sales volume at a growth rate of 40%, low cost capital improvements can be supported. If
volume drops by 20%, BI can temporarily maintain break-even. But, if a volume drop coincides with the
shredder breaking down, it is advised to exit the segment and shift to the opportunity cost segment of document
collation.
Background
BI provides job skill training and job placement services to 1,300 special needs adults. It employs 300 people
and operates on a $14.5 million dollar annual revenue. BI depends on government grants for 99% of the
revenues that make up this budget, making BI financially vulnerable to government budget cuts. In order to
augment government grants, BI has developed several micro-businesses employing their special needs adult
clients. BI’s paper-shredding business represents the organization’s most viable micro-business segment. BI has
asked us to analyze the financial potential of this segment. Our analysis of the paper-shredding business is
framed within the understanding that BI is a mission-driven nonprofit and there is a customer segment willing
2
to pay premium rates for shredding as a means of supporting BI. BI’s shredding client relationships result from
customers’ 1) charitable values 2) personal experience with disabled adults and / or 3) family members
receiving BI services. Previously, we suggested BI maintain its premium price while incrementally increasing
advertising in order to gain market recognition and market share. This analysis continues to assume the mission-
driven framework, and forecasts a master budget as well as a flexible budgeted income statement under various
profit scenarios.
Status Quo
The cost volume profit analysis showed that BI earns a per pound price premium of approximately 37% ($0.31
per pound versus the market rate of $0.19 per pound) for the shredding process. Total revenue per pound
averages $0.31 cents because shredded paper is sold to recyclers for $0.05 per lbs BI could temporarily
withstand lowering its price to $0.26 per lbs and operate at break-even. However, BI has been charging a
premium price while serving the same 50 customers with approximate annual revenues of $55,000 for the past
several years. The 50 customers are small business owners producing an average of 300 to 500 lbs of paper per
month. These small business customers were acquired through word-of-mouth marketing from friends and
family of BI participants, with no sales efforts or marketing efforts. BI currently processes 180,000 pounds per
year with a capacity to process 576,000 pounds per year. Special needs employees can only work 20 hours per
week. Two special needs laborers can processes 375 pounds of paper per hour or 15,000 pounds per month. If
processing paper reaches seasonal volumes of 25,000 per month, BI would need additional trained labor.
Master Budget/Most Likely Scenario
The Master Budget is also our most likely scenario and is based on a conservative sales forecast. This scenario
includes the addition of new accounts generating approximately 3,000 lbs per month. This increase is due to the
recently hired Business Development Director (BDD) and a new $5,000 annual traceable marketing budget
resulting in a projected 20% annual increase in sales. This growth rate is reasonable because BI 1) has a strong
brand recognition 2) operates in a niche market of business owners valuing goodwill donations as well as
services performed 3) the BDD has an existing pipeline of large municipal leads to leverage and lastly 4) as a
governmental grant recipient, receives preferential treatment in contract awards. An annual 20% growth will
result in $66,960 estimated annual revenue but a $1,530 decrease in net operating income (see figure 1).
3
Budgeted Most Likely Scenario
20% Volume Increase Status Quo
Pounds shredded 216,000 180,000
Revenue Per Pound 0.31 0.31
Total Revenue $66,960.00 $55,800.00
VC $46,140.00 $38,450.00
CM $20,820.00 $17,350.00
Fixed $10,000.00 $5,000.00
NOI $10,820.00 $12,350.00
Figure 1. Most likely scenario versus status quo contribution margin
Assumptions:
Risks:
Customers might go to the low cost competitor. The paper-shredding market is competitive with an average rate
of $0.19 per lbs. And, compared to competitors, BI’s paper-shredding services lack sophistication. BI does not
shred onsite or offer secured totes. And, some clients might not be comfortable around disabled adults, despite
sympathy for BI’s mission. Another challenge is the time needed to train disabled adult employees, which could
disrupt the flow of reliable services.
Labor
 Maintain the present supervisory work force at
$12.50 per hour.
 Maintain same level of trained disabled adult
workforce at $7.75 per hour
 Participants can only work 5 days per week at 4
hours per day
 Participants continue to be highly functional and
that no new laws pass for increase in wage
Machinery/ Capital
 Shredding machine does not break down and
only needs regular maintenance
 BI continues using the same workspace
 Mechanical shredding is not replaced by new
technology
Vehicle Fleet
 Gas prices hold below $5.00 per gallon for the
next five years
 Transportation vehicles do not need replacing
within the next five years
Operating Structure
 Simple cost model using easily identifiable
direct and indirect costs
 Cash collections of 50% in the month of the
shredding service and 50% in the month after
the collections based on experience with
services
 Cash disbursements: wages and liabilities are
paid immediately
Market
 Maintain premium market price range $0.26
to $0.31 per lb
Price
 Common cost: maintain part time marketing
personnel
 $5,000 traceable annual budget
Sales Force
 BDD’s time is freed to be more involved in
acquiring new business contracts.
 BDD is able to secure at least 20%
increase in volume
4
Conclusions:
By acquiring premium paying accounts at approximately 36,000 lbs per year, BI could realize a 20% growth
rate reaching capacity within 5 years. Due to the additional fixed advertising budget, there will be a decrease of
$1,530 net operating income in year one (see figure 1). However, BI can absorb this decrease in the short-term
as an investment to seed future growth. The additional volume will not reach BI’s labor constraint. Nonetheless,
it is prudent for BI to forecast year two’s additional labor demands during the tax season.
Recommendations for Most Likely, Best Case, and Worst Case Scenarios:
1. Marketing Spend Recommendation
The following list represents possible low cost marketing options:
 Run a December through February ad in
the Press Democrat and or The
Bohemian
 Print flyers and have BI clients
distribute to downtown businesses
 Public service announcements (free
radio ads)
 Social media: Facebook Page
2. Networking
In addition to BI’s BDD door-to-door sales efforts, we recommend the following networking channels:
 Use the North Coast Business Journal 2015 Book List to target local companies aligned with BI’s
mission and services
 Target other non-profit business with community related missions
 Target family members of special needs adults and their companies
3. Customer Survey
BDD will survey customer’s experiences and report results to the CFO for Balance Scorecard evaluation.
Customers should be surveyed:
 “How likely is it that you would recommend us to a friend or colleague?”
 “How did you hear about us?”
 “Did anyone refer you to us?”
4. Plan, Monitor, and Control (see Appendix E for Flexible Income Statement)
 Plan activity forecast for direct labor that can potential be a constraint
 Monitor success of advertising and business development through collection of customer engagement
information
 Track planning budget versus actual data and analyze activity, revenue, and spending variances to plan
and control paper shredding business activities
5. Dashboard / Balanced Score Card (see Appendix F for Dashboard)
In order to drive behavior and hold people accountable to strategic goals, the following metrics should be
tracked:
 Measure customer surveys
 Leads generated and number of touch points per lead
5
 Closing ratio
 Monthly volume goal (3,000 monthly / 36 ,000 annually)
Best Case Scenario
Securing Sonoma State University (SSU), Santa Rosa Junior College (SRJC), and Piner High School contracts
in addition to the most-likely scenario represents BI’s best-case scenario. SSU, SRJC and Piner together
produce 3,000 lbs per month. The additional 72,000 lbs of annual volume will increase BI’s volume from
180,000 lbs 252,000 lbs resulting in a 40% revenue increase (see figure 2).
Figure 2. Best-case scenario contribution margin
Assumptions:
Assumptions are consistent with the Master Budget with the addition of:
 The paper-shredding machine does not need replacing with the additional 40% increase.
 BI’s BDD can acquire the SSU, SRJC, and Piner High School contracts or similar contracts.
Risks:
BI’s paper-shredding business is still new, and market relationships are still forming. Contracts will likely not
be linear in acquisition. And, BI has only one sales person with limited time to develop the paper-shredding
business due to the shared responsibility of promoting BI’s other micro-business and general public relations.
BI also risks its BDD not producing results, becoming ill, being poached by other companies, etc. At these
volumes, there will be labor constraints due to special needs laborers four-hour workday limits. Another risk is
retaining qualified supervisors at $12.50 per hour whose low pay results in a high turnover.
Conclusions:
Securing the three large municipal contracts in addition to the most likely will increase volume by 40% and net
income by $1,940. School contracts are ideal for BI due to their consistently high volume of shredding needs
compared to small businesses. Also, these contracts have low security needs compared to other government
contracts, so BI will be able to serve them with their existing equipment and facility adding a projected 72,000
lbs without increasing fixed costs. The additional volume does not exceed BI’s space capacity (324,000 tons of
Budgeted Best Case Scenario
40% Volume Increase
Pounds shredded 252,000
Revenue Per Pound 0.31
Total Revenue $78,120.00
VC $53,830.00
CM $24,290.00
Fixed $10,000.00
NOI $14,290.00
6
capacity remains). Labor capacity will need to be addressed. Currently, BI is staffed to process 15,000 pounds
per month; the additional contracts will yield an average of 21,000 pounds per month. And, sales forecasts show
paper-shredding spikes such as the tax season between February and April. Beyond labor variable costs, BI
should not invest in fixed costs until the BDD has a proven record of acquiring large volume long-term
contracts.
Recommendations:
1. Administration Assistant
Contract with Piner High School to place honor students needing community service hours for graduation in
part-time administration assistant roles. The assistant can support BDD in paperwork and customer surveys
while earning valuable work experience and graduation credits.
2. Increase labor Flexibility
Cross train additional special-needs clients at $7.75 per hour to process volume increases especially during tax
season. Each special-needs laborer takes one week to train. After training, a special-needs laborer can process
7,500 lbs per month. Laborers can rotate tasks for greater job satisfaction and performance.
3. Management Certificates for Supervisors
Partner with SRJC to offer internships and independent work-study credits towards a Management Certificate.
Systematically developing and recognizing transferable management skills would make a paid internship with
BI more attractive while increasing supervisor professionalism and retention.
4. Capital Improvements (if BI doubles the volume)
Capital improvements will only be made if contracts are secured. We recommend investing in equipment that is
visible to the customer such as clean standardized totes with contact information. We recommend the following
low cost purchases:
 Invest in rolling totes that could be rolled in and out of the warehouse to efficiently utilize existing space,
delaying the need to build out or move.
 Invest in smaller 32-gallon totes at $55 each. Smaller totes are easier to lift improving process efficiency
and limiting workman compensation liabilities (see figure 3).
 Invest in lockable totes (an additional $5 per lock) to more easily secure large municipal contracts with
higher security standards.
7
Figure 3. Best-case scenario with capital improvements
Worst Case Scenario
The functional worst-case scenario results from a 20% volume decrease. In this scenario, the premium price is
maintained but sales drop resulting in a low annual net operating income of $3,880 (see figure 4). In the non-
functional worst-case scenario, the 20% volume decrease is coupled with the paper shredder malfunctioning
requiring a new machine lease agreement. This scenario results in a negative net operation income of $9,120
(see figure 5).
Figure 4. Worst-case scenario contribution margin Figure 5. Worst-case scenario with lease cost
Assumptions:
 The increased Marketing Budget and BDD’s additional time has no effect on sales
 BI holds its premium price at $0.31
 Customers go to the low-cost provider
 BI is not able to maintain its volume
 The shredder machine breaks down
Budgeted Best Case Scenario
Capital Improvement (10 totes)
Pounds shredded 252,000
Revenue Per Pound 0.31
Total Revenue $78,120.00
VC $53,830.00
CM $24,290.00
Fixed $10,600.00
NOI $13,690.00
Budgeted Worst Case Scenario
20% Volume Decrease
Pounds shredded 144,000
Revenue Per Pound 0.31
Total Revenue $44,640.00
VC $30,760.00
CM $13,880.00
Fixed $10,000.00
NOI $3,880.00
Budgeted Worst Case Scenario
20% Volume Decrease and
Shredder Failure
Pounds shredded 144,000
Revenue Per Pound 0.31
Total Revenue $44,640.00
VC $30,760.00
CM $13,880.00
Fixed $23,000.00
NOI ($9,120.00)
8
Risks:
 If volume and price per pound continue to decrease over several years, it may be too late to change
course.
 If the machine needs to be replaced in the next year (instead of in 5 to 10 years) before revenues
increase, BI would not be able to recover. This exposes BI to too much risk over the long term.
Conclusions:
BI could temporarily withstand a drop in volume and maintain break-even (see figure 4). However, if BI had to
replace the shredding machine under worst-case conditions, net operating income would be negative. The price
to replace (not to repair) the shredding machine unit (hopper, conveyor, and shredder) is approximately $50,000
to $55,000 necessitating a lease agreement. The lease payment per year, including an interest rate of 7% over 5
years, would be approximately $13,000 for five years. A decrease in volume coupled with a lease agreement
would result in a negative $9,120 annual net operating income making the paper-shredding segment grossly
unprofitable (see figure 5).
Recommendations:
 Under the worst-case scenario, we recommend BI re-examine its budget and change course. Do not wait
until year’s end to change direction if volume drops 20%.
 Consider charging the break-even price of $0.26
 If the shredder needs to be replaced in addition to a 20% decrease in volume, we recommend that BI 1)
salvage the paper-shredding unit and 2) cease the paper-shredding business and shift to its opportunity
cost segment of contracts services: assembly and document collating.
9
Appendix A
SALES and CASH COLLECTIONS BUDGET
Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Year Total
0.8% 3.3% 1.3% 1.3% 1.9% 1.2% 3.6% 5.8% 6.6% 17.9% -4.3% -11.8%
Unit 15,300 15,800 16,000 16,200 16,500 16,700 17,300 18,300 19,500 23,000 22,000 19,400 216,000.00
Shredding 0.310 4,743.00 4,898.00 4,960.00 5,022.00 5,115.00 5,177.00 5,363.00 5,673.00 6,045.00 7,130.00 6,820.00 6,014.00 66,960.00
Total Sales 4,743.00 4,898.00 4,960.00 5,022.00 5,115.00 5,177.00 5,363.00 5,673.00 6,045.00 7,130.00 6,820.00 6,014.00 66,960.00
Percentage of sales collected in the period of the sale0.50
Percentage of sales collected in the period after the sale0.50
Beginning Receivable2,500.00 2,500.00
Jul-15 2,371.50 2,371.50 4,743.00
Aug-15 2,449.00 2,449.00 4,898.00
Sep-15 2,480.00 2,480.00 4,960.00
Oct-15 2,511.00 2,511.00 5,022.00
Nov-15 2,557.50 2,557.50 5,115.00
Dec-15 2,588.50 2,588.50 5,177.00
Jan-16 2,681.50 2,681.50 5,363.00
Feb-16 2,836.50 2,836.50 5,673.00
Mar-16 3,022.50 3,022.50 6,045.00
Apr-16 3,565.00 3,565.00 7,130.00
May-16 3,410.00 3,410.00 6,820.00
Jun-16 3,007.00 3,007.00
Total Cash Collections4,871.50 4,820.50 4,929.00 4,991.00 5,068.50 5,146.00 5,270.00 5,518.00 5,859.00 6,587.50 6,975.00 6,417.00 66,453.00
Schedule of Cash Collections
July 1, 2015 through June 30, 2016
Sales Schedule
10
Appendix B
CASH DISBURSEMENTS BUDGET
Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Year Total
Account Payable, beginning
Direct Materials 229.50 237.00 240.00 243.00 247.50 250.50 259.50 274.50 292.50 345.00 330.00 291.00 3,240.00
Direct Labor 3,040.11 3,139.46 3,179.20 3,218.94 3,278.55 3,318.29 3,437.51 3,636.21 3,874.65 4,570.10 4,371.40 3,854.78 42,919.20
MOH - - 1,250.00 - - 1,250.00 - - 1,250.00 - - 1,250.00 5,000.00
SG&A - - 1,250.00 - - 1,250.00 - - 1,250.00 - - 1,250.00 5,000.00
Capital Purchases - - - - -
Total Estimated Disbursements 3,269.61 3,376.46 5,919.20 3,461.94 3,526.05 6,068.79 3,697.01 3,910.71 6,667.15 4,915.10 4,701.40 6,645.78 56,159.20
July 1, 2015 through June 30, 2016
Cash Disbursement Schedule
11
Appendix C
CASH TOTAL BUDGET
Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Year Total
Cash balance, beginning 2,000.00 3,601.89 5,045.93 4,055.73 5,584.79 7,127.24 6,204.45 7,777.44 9,384.73 8,576.58 10,248.98 12,522.58
Estimated Cash Collections 4,871.50 4,820.50 4,929.00 4,991.00 5,068.50 5,146.00 5,270.00 5,518.00 5,859.00 6,587.50 6,975.00 6,417.00 66,453.00
Total Cash available 6,871.50 8,422.39 9,974.93 9,046.73 10,653.29 12,273.24 11,474.45 13,295.44 15,243.73 15,164.08 17,223.98 18,939.58 148,583.34
Estimated Disbursements
Direct Materials 229.50 237.00 240.00 243.00 247.50 250.50 259.50 274.50 292.50 345.00 330.00 291.00 3,240.00
Direct Labor 3,040.11 3,139.46 3,179.20 3,218.94 3,278.55 3,318.29 3,437.51 3,636.21 3,874.65 4,570.10 4,371.40 3,854.78 42,919.20
MOH - - 1,250.00 - - 1,250.00 - - 1,250.00 - - 1,250.00 5,000.00
SG&A - - 1,250.00 - - 1,250.00 - - 1,250.00 - - 1,250.00 5,000.00
Capital Purchases - - - - -
Total Estimated Disbursements 3,269.61 3,376.46 5,919.20 3,461.94 3,526.05 6,068.79 3,697.01 3,910.71 6,667.15 4,915.10 4,701.40 6,645.78 56,159.20
Cash balance, ending 3,601.89 5,045.93 4,055.73 5,584.79 7,127.24 6,204.45 7,777.44 9,384.73 8,576.58 10,248.98 12,522.58 12,293.80
July 1, 2015 through June 30, 2016
Cash Schedule
12
Appendix D
NET INCOME STATEMENT
Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Year End
Schedule
Shredding Revenue 1 4,743.00 4,898.00 4,960.00 5,022.00 5,115.00 5,177.00 5,363.00 5,673.00 6,045.00 7,130.00 6,820.00 6,014.00 66,960.00
Cost of Service 2,3 3,269.61 3,376.46 3,419.20 3,461.94 3,526.05 3,568.79 3,697.01 3,910.71 4,167.15 4,915.10 4,701.40 4,145.78 46,159.20
Gross Margin 1,473.39 1,521.54 1,540.80 1,560.06 1,588.95 1,608.21 1,665.99 1,762.29 1,877.85 2,214.90 2,118.60 1,868.22 20,800.80
Operating Expenses 4,5 - - 2,500.00 - - 2,500.00 - - 2,500.00 - - 2,500.00 10,000.00
Net Operating Income 1,473.39 1,521.54 (959.20) 1,560.06 1,588.95 (891.79) 1,665.99 1,762.29 (622.15) 2,214.90 2,118.60 (631.78) 10,800.80
Budgeted Monthly Income Statement July 1, 2015 to June 30, 2016
13
Appendix E
Flexible Income Statement
Use the monthly revenue and spending variance to track price per pound. Do not analyze fixed costs because they are not
distributed evenly throughout the year.
Appendix F
Monthly Performance Budget fixed variable
Planned
Budget
Activity
Variance
Flexible
Budget
Percentage
Difference
Revenue
and
Spending
Variance
Actual
Budget
Unit Revenue 0.31 0.31 0% 0.32
lbs processed 15,300 18,000 18% 18,000
Total Revenue 4,743 837 u 5,580 18% 180 f 5,760
Variable Expenses
FTE Mgt (i.e. Paula) 0.067 1,020 180 u 1,200 18% - 1,200
FTE Driver(s) 0.042 638 113 u 750 18% - 750
Gas - total miles @ 10 mpg x $3/gal 0.010 153 27 u 180 18% - 180
FTE Instr / Sup 0.049 744 131 u 875 18% - 875
FTE Participants 0.042 638 113 u 750 18% - 750
Direct Supplies 0.005 77 14 u 90 18% - 90
Fixed Expenses
Advertising 417 417 - 417 0% - 417
Box Truck, Maintenance/Insurance 250 250 - 250 0% - 250
Shredder, Maintenance 125 125 - 125 0% - 125
Forklift, Maintenance 42 42 - 42 0% - 42
Total Expenses 4,102 577 4,678 14% - 4,678
Net Operating Income 641 260 f 902 41% 180 f 1,082
Flexible Budget and Performance Analysis by Month
14
KPI to be tracked monthly
Appendix G
ORIGINAL CVP ANALYSIS
0%
5%
10%
15%
20%
25%
30%
0
5
10
15
20
25
30
35
40
Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16Mar-16 Apr-16 May-
16
Jun-16
AquaLine:ClosingRatio
CustomerEngagements
Closing Ratio and Volume of
Closed Sales and Leads Generated: Advertising, BDD, Referral
Closed Sales Leads Generated -A
Leads Generated -BDD Leads Generated -R
Closing Ratio
15,000
20,000
25,000
30,000
Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16
PoundsShredded
Budgeted vs Actual Volume
Budget Sales Actual Activity
-50.0%
0.0%
50.0%
Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16
PercentageChange
Monthly Sales Volume Rate of Change: Blue Budgeted vs Red
Actuals
Rate of Change Budgeted Sales Rate of Change Actual Sale
15
Fixed Yearly
Common Traceable Pounds shredded 180,000.00
Advertising Revenue Per Pound 0.31
Box Truck, Maintenance/Insurance 3,000 Total Revenue 55,800.00
Lease/Rent 2nd Box Truck VC 38,450.00
Shredder, Maintenance 1,500
Lease/Rent/Buy
Business Development CM 17,350.00
Forklift, Maintenance 500 Fixed 5,000.00
Facilities ($1 per sq ft rent) 1,000
Fixed Costs 5,000 NOI 12,350.00
Costs
Contribution Margin Income
Statement
Capacity (lbs) 576,000
Space sq ft 1,000 Pounds 51,873.20 Shredding per lb 0.26
Number of Customers 50 Dollars 16,081 Recycling per lb 0.05
Average Revenue per customer $1,116 Total unit revenue 0.31
Pounds 128,127
Dollars $39,719 Variable unit cost per lb 0.21
Unused Capacity Percentage 71%
Current estimate lbs per year Change Unit CM 0.10
180,000 1.00 CM/NOI 1.40 CM Ratio 31.1%
Operating Leverage
Assumptions Unit Price/Cost Per Pound
Breakeven
Margin of Safety
CVP Analysis
Unit CM Income

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BI_Master_May_12_3pm

  • 1. Becoming Independent Master Budget Report By Marieshka Barton Cora Fontana Carrie Gault Michael Miscio Alison Mokski Jingmei Su Managerial Accounting Seminar MBA 535 Professor Bean Department of Business and Economics Sonoma State University May 12, 2015
  • 2. 1 Executive Summary We suggest Becoming Independent (BI) maintain its premium paper-shredding price and continue targeting clients aligned with its mission. The segment of businesses willing to pay a premium is small, but it does exist and being a cost leader is not a strategy that BI could support. To be competitive, BI would need to charge below the market rate of $0.19 per pound, resulting in net operating losses. Annual sales of $55,800.00 and a client base of 50 accounts have remained steady over several years with no sales or marketing efforts. BI is currently only utilizing an estimated 30% of their shredding capacity and has the room to grow. All recommendations are based on BI operating within the niche premium market. Our strategic plan is to allocate $5,000 towards an annual traceable marketing budget. The in-house marketing staff, whose salary is a common cost, will drive targeted marketing efforts to bring in better-qualified leads. In addition, the new Business Development Director’s (BDD) time will exclusively focus on obtaining new accounts. The BDD will have a monthly volume goal of 3,000 lbs and will track lead generation and closing ratios. We also suggest BI establish customer management processes through customer data collection and customer follow-up. Surveying customers will gage customer satisfaction and establish a clear baseline. Labor is fairly inexpensive and available, but BI does experience high turnover rates for supervisors and training can be time consuming. Proactively cross-training and starting a management certification program will address these issues. If BI doubles its sales volume at a growth rate of 40%, low cost capital improvements can be supported. If volume drops by 20%, BI can temporarily maintain break-even. But, if a volume drop coincides with the shredder breaking down, it is advised to exit the segment and shift to the opportunity cost segment of document collation. Background BI provides job skill training and job placement services to 1,300 special needs adults. It employs 300 people and operates on a $14.5 million dollar annual revenue. BI depends on government grants for 99% of the revenues that make up this budget, making BI financially vulnerable to government budget cuts. In order to augment government grants, BI has developed several micro-businesses employing their special needs adult clients. BI’s paper-shredding business represents the organization’s most viable micro-business segment. BI has asked us to analyze the financial potential of this segment. Our analysis of the paper-shredding business is framed within the understanding that BI is a mission-driven nonprofit and there is a customer segment willing
  • 3. 2 to pay premium rates for shredding as a means of supporting BI. BI’s shredding client relationships result from customers’ 1) charitable values 2) personal experience with disabled adults and / or 3) family members receiving BI services. Previously, we suggested BI maintain its premium price while incrementally increasing advertising in order to gain market recognition and market share. This analysis continues to assume the mission- driven framework, and forecasts a master budget as well as a flexible budgeted income statement under various profit scenarios. Status Quo The cost volume profit analysis showed that BI earns a per pound price premium of approximately 37% ($0.31 per pound versus the market rate of $0.19 per pound) for the shredding process. Total revenue per pound averages $0.31 cents because shredded paper is sold to recyclers for $0.05 per lbs BI could temporarily withstand lowering its price to $0.26 per lbs and operate at break-even. However, BI has been charging a premium price while serving the same 50 customers with approximate annual revenues of $55,000 for the past several years. The 50 customers are small business owners producing an average of 300 to 500 lbs of paper per month. These small business customers were acquired through word-of-mouth marketing from friends and family of BI participants, with no sales efforts or marketing efforts. BI currently processes 180,000 pounds per year with a capacity to process 576,000 pounds per year. Special needs employees can only work 20 hours per week. Two special needs laborers can processes 375 pounds of paper per hour or 15,000 pounds per month. If processing paper reaches seasonal volumes of 25,000 per month, BI would need additional trained labor. Master Budget/Most Likely Scenario The Master Budget is also our most likely scenario and is based on a conservative sales forecast. This scenario includes the addition of new accounts generating approximately 3,000 lbs per month. This increase is due to the recently hired Business Development Director (BDD) and a new $5,000 annual traceable marketing budget resulting in a projected 20% annual increase in sales. This growth rate is reasonable because BI 1) has a strong brand recognition 2) operates in a niche market of business owners valuing goodwill donations as well as services performed 3) the BDD has an existing pipeline of large municipal leads to leverage and lastly 4) as a governmental grant recipient, receives preferential treatment in contract awards. An annual 20% growth will result in $66,960 estimated annual revenue but a $1,530 decrease in net operating income (see figure 1).
  • 4. 3 Budgeted Most Likely Scenario 20% Volume Increase Status Quo Pounds shredded 216,000 180,000 Revenue Per Pound 0.31 0.31 Total Revenue $66,960.00 $55,800.00 VC $46,140.00 $38,450.00 CM $20,820.00 $17,350.00 Fixed $10,000.00 $5,000.00 NOI $10,820.00 $12,350.00 Figure 1. Most likely scenario versus status quo contribution margin Assumptions: Risks: Customers might go to the low cost competitor. The paper-shredding market is competitive with an average rate of $0.19 per lbs. And, compared to competitors, BI’s paper-shredding services lack sophistication. BI does not shred onsite or offer secured totes. And, some clients might not be comfortable around disabled adults, despite sympathy for BI’s mission. Another challenge is the time needed to train disabled adult employees, which could disrupt the flow of reliable services. Labor  Maintain the present supervisory work force at $12.50 per hour.  Maintain same level of trained disabled adult workforce at $7.75 per hour  Participants can only work 5 days per week at 4 hours per day  Participants continue to be highly functional and that no new laws pass for increase in wage Machinery/ Capital  Shredding machine does not break down and only needs regular maintenance  BI continues using the same workspace  Mechanical shredding is not replaced by new technology Vehicle Fleet  Gas prices hold below $5.00 per gallon for the next five years  Transportation vehicles do not need replacing within the next five years Operating Structure  Simple cost model using easily identifiable direct and indirect costs  Cash collections of 50% in the month of the shredding service and 50% in the month after the collections based on experience with services  Cash disbursements: wages and liabilities are paid immediately Market  Maintain premium market price range $0.26 to $0.31 per lb Price  Common cost: maintain part time marketing personnel  $5,000 traceable annual budget Sales Force  BDD’s time is freed to be more involved in acquiring new business contracts.  BDD is able to secure at least 20% increase in volume
  • 5. 4 Conclusions: By acquiring premium paying accounts at approximately 36,000 lbs per year, BI could realize a 20% growth rate reaching capacity within 5 years. Due to the additional fixed advertising budget, there will be a decrease of $1,530 net operating income in year one (see figure 1). However, BI can absorb this decrease in the short-term as an investment to seed future growth. The additional volume will not reach BI’s labor constraint. Nonetheless, it is prudent for BI to forecast year two’s additional labor demands during the tax season. Recommendations for Most Likely, Best Case, and Worst Case Scenarios: 1. Marketing Spend Recommendation The following list represents possible low cost marketing options:  Run a December through February ad in the Press Democrat and or The Bohemian  Print flyers and have BI clients distribute to downtown businesses  Public service announcements (free radio ads)  Social media: Facebook Page 2. Networking In addition to BI’s BDD door-to-door sales efforts, we recommend the following networking channels:  Use the North Coast Business Journal 2015 Book List to target local companies aligned with BI’s mission and services  Target other non-profit business with community related missions  Target family members of special needs adults and their companies 3. Customer Survey BDD will survey customer’s experiences and report results to the CFO for Balance Scorecard evaluation. Customers should be surveyed:  “How likely is it that you would recommend us to a friend or colleague?”  “How did you hear about us?”  “Did anyone refer you to us?” 4. Plan, Monitor, and Control (see Appendix E for Flexible Income Statement)  Plan activity forecast for direct labor that can potential be a constraint  Monitor success of advertising and business development through collection of customer engagement information  Track planning budget versus actual data and analyze activity, revenue, and spending variances to plan and control paper shredding business activities 5. Dashboard / Balanced Score Card (see Appendix F for Dashboard) In order to drive behavior and hold people accountable to strategic goals, the following metrics should be tracked:  Measure customer surveys  Leads generated and number of touch points per lead
  • 6. 5  Closing ratio  Monthly volume goal (3,000 monthly / 36 ,000 annually) Best Case Scenario Securing Sonoma State University (SSU), Santa Rosa Junior College (SRJC), and Piner High School contracts in addition to the most-likely scenario represents BI’s best-case scenario. SSU, SRJC and Piner together produce 3,000 lbs per month. The additional 72,000 lbs of annual volume will increase BI’s volume from 180,000 lbs 252,000 lbs resulting in a 40% revenue increase (see figure 2). Figure 2. Best-case scenario contribution margin Assumptions: Assumptions are consistent with the Master Budget with the addition of:  The paper-shredding machine does not need replacing with the additional 40% increase.  BI’s BDD can acquire the SSU, SRJC, and Piner High School contracts or similar contracts. Risks: BI’s paper-shredding business is still new, and market relationships are still forming. Contracts will likely not be linear in acquisition. And, BI has only one sales person with limited time to develop the paper-shredding business due to the shared responsibility of promoting BI’s other micro-business and general public relations. BI also risks its BDD not producing results, becoming ill, being poached by other companies, etc. At these volumes, there will be labor constraints due to special needs laborers four-hour workday limits. Another risk is retaining qualified supervisors at $12.50 per hour whose low pay results in a high turnover. Conclusions: Securing the three large municipal contracts in addition to the most likely will increase volume by 40% and net income by $1,940. School contracts are ideal for BI due to their consistently high volume of shredding needs compared to small businesses. Also, these contracts have low security needs compared to other government contracts, so BI will be able to serve them with their existing equipment and facility adding a projected 72,000 lbs without increasing fixed costs. The additional volume does not exceed BI’s space capacity (324,000 tons of Budgeted Best Case Scenario 40% Volume Increase Pounds shredded 252,000 Revenue Per Pound 0.31 Total Revenue $78,120.00 VC $53,830.00 CM $24,290.00 Fixed $10,000.00 NOI $14,290.00
  • 7. 6 capacity remains). Labor capacity will need to be addressed. Currently, BI is staffed to process 15,000 pounds per month; the additional contracts will yield an average of 21,000 pounds per month. And, sales forecasts show paper-shredding spikes such as the tax season between February and April. Beyond labor variable costs, BI should not invest in fixed costs until the BDD has a proven record of acquiring large volume long-term contracts. Recommendations: 1. Administration Assistant Contract with Piner High School to place honor students needing community service hours for graduation in part-time administration assistant roles. The assistant can support BDD in paperwork and customer surveys while earning valuable work experience and graduation credits. 2. Increase labor Flexibility Cross train additional special-needs clients at $7.75 per hour to process volume increases especially during tax season. Each special-needs laborer takes one week to train. After training, a special-needs laborer can process 7,500 lbs per month. Laborers can rotate tasks for greater job satisfaction and performance. 3. Management Certificates for Supervisors Partner with SRJC to offer internships and independent work-study credits towards a Management Certificate. Systematically developing and recognizing transferable management skills would make a paid internship with BI more attractive while increasing supervisor professionalism and retention. 4. Capital Improvements (if BI doubles the volume) Capital improvements will only be made if contracts are secured. We recommend investing in equipment that is visible to the customer such as clean standardized totes with contact information. We recommend the following low cost purchases:  Invest in rolling totes that could be rolled in and out of the warehouse to efficiently utilize existing space, delaying the need to build out or move.  Invest in smaller 32-gallon totes at $55 each. Smaller totes are easier to lift improving process efficiency and limiting workman compensation liabilities (see figure 3).  Invest in lockable totes (an additional $5 per lock) to more easily secure large municipal contracts with higher security standards.
  • 8. 7 Figure 3. Best-case scenario with capital improvements Worst Case Scenario The functional worst-case scenario results from a 20% volume decrease. In this scenario, the premium price is maintained but sales drop resulting in a low annual net operating income of $3,880 (see figure 4). In the non- functional worst-case scenario, the 20% volume decrease is coupled with the paper shredder malfunctioning requiring a new machine lease agreement. This scenario results in a negative net operation income of $9,120 (see figure 5). Figure 4. Worst-case scenario contribution margin Figure 5. Worst-case scenario with lease cost Assumptions:  The increased Marketing Budget and BDD’s additional time has no effect on sales  BI holds its premium price at $0.31  Customers go to the low-cost provider  BI is not able to maintain its volume  The shredder machine breaks down Budgeted Best Case Scenario Capital Improvement (10 totes) Pounds shredded 252,000 Revenue Per Pound 0.31 Total Revenue $78,120.00 VC $53,830.00 CM $24,290.00 Fixed $10,600.00 NOI $13,690.00 Budgeted Worst Case Scenario 20% Volume Decrease Pounds shredded 144,000 Revenue Per Pound 0.31 Total Revenue $44,640.00 VC $30,760.00 CM $13,880.00 Fixed $10,000.00 NOI $3,880.00 Budgeted Worst Case Scenario 20% Volume Decrease and Shredder Failure Pounds shredded 144,000 Revenue Per Pound 0.31 Total Revenue $44,640.00 VC $30,760.00 CM $13,880.00 Fixed $23,000.00 NOI ($9,120.00)
  • 9. 8 Risks:  If volume and price per pound continue to decrease over several years, it may be too late to change course.  If the machine needs to be replaced in the next year (instead of in 5 to 10 years) before revenues increase, BI would not be able to recover. This exposes BI to too much risk over the long term. Conclusions: BI could temporarily withstand a drop in volume and maintain break-even (see figure 4). However, if BI had to replace the shredding machine under worst-case conditions, net operating income would be negative. The price to replace (not to repair) the shredding machine unit (hopper, conveyor, and shredder) is approximately $50,000 to $55,000 necessitating a lease agreement. The lease payment per year, including an interest rate of 7% over 5 years, would be approximately $13,000 for five years. A decrease in volume coupled with a lease agreement would result in a negative $9,120 annual net operating income making the paper-shredding segment grossly unprofitable (see figure 5). Recommendations:  Under the worst-case scenario, we recommend BI re-examine its budget and change course. Do not wait until year’s end to change direction if volume drops 20%.  Consider charging the break-even price of $0.26  If the shredder needs to be replaced in addition to a 20% decrease in volume, we recommend that BI 1) salvage the paper-shredding unit and 2) cease the paper-shredding business and shift to its opportunity cost segment of contracts services: assembly and document collating.
  • 10. 9 Appendix A SALES and CASH COLLECTIONS BUDGET Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Year Total 0.8% 3.3% 1.3% 1.3% 1.9% 1.2% 3.6% 5.8% 6.6% 17.9% -4.3% -11.8% Unit 15,300 15,800 16,000 16,200 16,500 16,700 17,300 18,300 19,500 23,000 22,000 19,400 216,000.00 Shredding 0.310 4,743.00 4,898.00 4,960.00 5,022.00 5,115.00 5,177.00 5,363.00 5,673.00 6,045.00 7,130.00 6,820.00 6,014.00 66,960.00 Total Sales 4,743.00 4,898.00 4,960.00 5,022.00 5,115.00 5,177.00 5,363.00 5,673.00 6,045.00 7,130.00 6,820.00 6,014.00 66,960.00 Percentage of sales collected in the period of the sale0.50 Percentage of sales collected in the period after the sale0.50 Beginning Receivable2,500.00 2,500.00 Jul-15 2,371.50 2,371.50 4,743.00 Aug-15 2,449.00 2,449.00 4,898.00 Sep-15 2,480.00 2,480.00 4,960.00 Oct-15 2,511.00 2,511.00 5,022.00 Nov-15 2,557.50 2,557.50 5,115.00 Dec-15 2,588.50 2,588.50 5,177.00 Jan-16 2,681.50 2,681.50 5,363.00 Feb-16 2,836.50 2,836.50 5,673.00 Mar-16 3,022.50 3,022.50 6,045.00 Apr-16 3,565.00 3,565.00 7,130.00 May-16 3,410.00 3,410.00 6,820.00 Jun-16 3,007.00 3,007.00 Total Cash Collections4,871.50 4,820.50 4,929.00 4,991.00 5,068.50 5,146.00 5,270.00 5,518.00 5,859.00 6,587.50 6,975.00 6,417.00 66,453.00 Schedule of Cash Collections July 1, 2015 through June 30, 2016 Sales Schedule
  • 11. 10 Appendix B CASH DISBURSEMENTS BUDGET Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Year Total Account Payable, beginning Direct Materials 229.50 237.00 240.00 243.00 247.50 250.50 259.50 274.50 292.50 345.00 330.00 291.00 3,240.00 Direct Labor 3,040.11 3,139.46 3,179.20 3,218.94 3,278.55 3,318.29 3,437.51 3,636.21 3,874.65 4,570.10 4,371.40 3,854.78 42,919.20 MOH - - 1,250.00 - - 1,250.00 - - 1,250.00 - - 1,250.00 5,000.00 SG&A - - 1,250.00 - - 1,250.00 - - 1,250.00 - - 1,250.00 5,000.00 Capital Purchases - - - - - Total Estimated Disbursements 3,269.61 3,376.46 5,919.20 3,461.94 3,526.05 6,068.79 3,697.01 3,910.71 6,667.15 4,915.10 4,701.40 6,645.78 56,159.20 July 1, 2015 through June 30, 2016 Cash Disbursement Schedule
  • 12. 11 Appendix C CASH TOTAL BUDGET Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Year Total Cash balance, beginning 2,000.00 3,601.89 5,045.93 4,055.73 5,584.79 7,127.24 6,204.45 7,777.44 9,384.73 8,576.58 10,248.98 12,522.58 Estimated Cash Collections 4,871.50 4,820.50 4,929.00 4,991.00 5,068.50 5,146.00 5,270.00 5,518.00 5,859.00 6,587.50 6,975.00 6,417.00 66,453.00 Total Cash available 6,871.50 8,422.39 9,974.93 9,046.73 10,653.29 12,273.24 11,474.45 13,295.44 15,243.73 15,164.08 17,223.98 18,939.58 148,583.34 Estimated Disbursements Direct Materials 229.50 237.00 240.00 243.00 247.50 250.50 259.50 274.50 292.50 345.00 330.00 291.00 3,240.00 Direct Labor 3,040.11 3,139.46 3,179.20 3,218.94 3,278.55 3,318.29 3,437.51 3,636.21 3,874.65 4,570.10 4,371.40 3,854.78 42,919.20 MOH - - 1,250.00 - - 1,250.00 - - 1,250.00 - - 1,250.00 5,000.00 SG&A - - 1,250.00 - - 1,250.00 - - 1,250.00 - - 1,250.00 5,000.00 Capital Purchases - - - - - Total Estimated Disbursements 3,269.61 3,376.46 5,919.20 3,461.94 3,526.05 6,068.79 3,697.01 3,910.71 6,667.15 4,915.10 4,701.40 6,645.78 56,159.20 Cash balance, ending 3,601.89 5,045.93 4,055.73 5,584.79 7,127.24 6,204.45 7,777.44 9,384.73 8,576.58 10,248.98 12,522.58 12,293.80 July 1, 2015 through June 30, 2016 Cash Schedule
  • 13. 12 Appendix D NET INCOME STATEMENT Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Year End Schedule Shredding Revenue 1 4,743.00 4,898.00 4,960.00 5,022.00 5,115.00 5,177.00 5,363.00 5,673.00 6,045.00 7,130.00 6,820.00 6,014.00 66,960.00 Cost of Service 2,3 3,269.61 3,376.46 3,419.20 3,461.94 3,526.05 3,568.79 3,697.01 3,910.71 4,167.15 4,915.10 4,701.40 4,145.78 46,159.20 Gross Margin 1,473.39 1,521.54 1,540.80 1,560.06 1,588.95 1,608.21 1,665.99 1,762.29 1,877.85 2,214.90 2,118.60 1,868.22 20,800.80 Operating Expenses 4,5 - - 2,500.00 - - 2,500.00 - - 2,500.00 - - 2,500.00 10,000.00 Net Operating Income 1,473.39 1,521.54 (959.20) 1,560.06 1,588.95 (891.79) 1,665.99 1,762.29 (622.15) 2,214.90 2,118.60 (631.78) 10,800.80 Budgeted Monthly Income Statement July 1, 2015 to June 30, 2016
  • 14. 13 Appendix E Flexible Income Statement Use the monthly revenue and spending variance to track price per pound. Do not analyze fixed costs because they are not distributed evenly throughout the year. Appendix F Monthly Performance Budget fixed variable Planned Budget Activity Variance Flexible Budget Percentage Difference Revenue and Spending Variance Actual Budget Unit Revenue 0.31 0.31 0% 0.32 lbs processed 15,300 18,000 18% 18,000 Total Revenue 4,743 837 u 5,580 18% 180 f 5,760 Variable Expenses FTE Mgt (i.e. Paula) 0.067 1,020 180 u 1,200 18% - 1,200 FTE Driver(s) 0.042 638 113 u 750 18% - 750 Gas - total miles @ 10 mpg x $3/gal 0.010 153 27 u 180 18% - 180 FTE Instr / Sup 0.049 744 131 u 875 18% - 875 FTE Participants 0.042 638 113 u 750 18% - 750 Direct Supplies 0.005 77 14 u 90 18% - 90 Fixed Expenses Advertising 417 417 - 417 0% - 417 Box Truck, Maintenance/Insurance 250 250 - 250 0% - 250 Shredder, Maintenance 125 125 - 125 0% - 125 Forklift, Maintenance 42 42 - 42 0% - 42 Total Expenses 4,102 577 4,678 14% - 4,678 Net Operating Income 641 260 f 902 41% 180 f 1,082 Flexible Budget and Performance Analysis by Month
  • 15. 14 KPI to be tracked monthly Appendix G ORIGINAL CVP ANALYSIS 0% 5% 10% 15% 20% 25% 30% 0 5 10 15 20 25 30 35 40 Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16Mar-16 Apr-16 May- 16 Jun-16 AquaLine:ClosingRatio CustomerEngagements Closing Ratio and Volume of Closed Sales and Leads Generated: Advertising, BDD, Referral Closed Sales Leads Generated -A Leads Generated -BDD Leads Generated -R Closing Ratio 15,000 20,000 25,000 30,000 Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 PoundsShredded Budgeted vs Actual Volume Budget Sales Actual Activity -50.0% 0.0% 50.0% Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 PercentageChange Monthly Sales Volume Rate of Change: Blue Budgeted vs Red Actuals Rate of Change Budgeted Sales Rate of Change Actual Sale
  • 16. 15 Fixed Yearly Common Traceable Pounds shredded 180,000.00 Advertising Revenue Per Pound 0.31 Box Truck, Maintenance/Insurance 3,000 Total Revenue 55,800.00 Lease/Rent 2nd Box Truck VC 38,450.00 Shredder, Maintenance 1,500 Lease/Rent/Buy Business Development CM 17,350.00 Forklift, Maintenance 500 Fixed 5,000.00 Facilities ($1 per sq ft rent) 1,000 Fixed Costs 5,000 NOI 12,350.00 Costs Contribution Margin Income Statement Capacity (lbs) 576,000 Space sq ft 1,000 Pounds 51,873.20 Shredding per lb 0.26 Number of Customers 50 Dollars 16,081 Recycling per lb 0.05 Average Revenue per customer $1,116 Total unit revenue 0.31 Pounds 128,127 Dollars $39,719 Variable unit cost per lb 0.21 Unused Capacity Percentage 71% Current estimate lbs per year Change Unit CM 0.10 180,000 1.00 CM/NOI 1.40 CM Ratio 31.1% Operating Leverage Assumptions Unit Price/Cost Per Pound Breakeven Margin of Safety CVP Analysis Unit CM Income