Tools for your toolbox: How to capture EdTech costs for smarter decisions
This blog features an independent review of a tool we found particularly useful. We’re sharing it in the hope that you’ll find it just as valuable for your own work.
The importance of cost data in making informed policy decisions
As part of our ongoing work in cost-effectiveness analysis within our portfolio of research at EdTech Hub, we also look to the tools and approaches of partners and associates in the sector, which are relevant to EdTech.
In this piece, we take a closer look at one of the key tools that has emerged in the last few years from the work of the World Bank’s Strategic Impact Evaluation Fund (SIEF). They have developed a comprehensive framework for cost capture out of their experiences evaluating Covid-19 recovery interventions – including a specific set of interventions focused on EdTech during Covid-19.
We participated in a Webinar in February 2023 on Evidence on the effectiveness of remote learning encouragement interventions, and have been in dialogue about how best to encourage cost capture
SIEF emphasises the critical role of cost data in making informed policy decisions, particularly in the context of budget constraints faced by policymakers and implementing agencies. By capturing detailed and accurate cost data, stakeholders can assess the effectiveness and economic feasibility of EdTech interventions.
This data is crucial not only for making decisions about resource allocation but also for:
- linking funding to actual needs
- identifying cost-saving opportunities
- predicting the budgets required for scaling up interventions
Despite the clear benefits of cost data, there is not enough detailed guidance around the “cost capture” process — the initial collection of detailed financial and programmatic data necessary for conducting a costing analysis. Effective cost capture extends beyond mere accounting post-project completion and involves a continuous process of monitoring, interviews, and observations throughout the entire project lifecycle. This approach ensures that the data is disaggregated, intervention-specific, and captured in real-time.
Cost capture helps decision-makers gather and analyse cost data to determine if programs are affordable, effective, and scalable.
Recognising this gap, SIEF has developed a systematic approach to cost capture which requires a proactive and systematic methodology. It is not sufficient to rely on post hoc financial reports. Instead, cost capture must integrate with the ongoing project monitoring processes to ensure that the data collected is both comprehensive and specific to the interventions being evaluated. This method facilitates a more nuanced understanding of the costs associated with EdTech interventions, enabling more precise and effective decision-making.
Cost capture tool overview
Image showing a screenshot of the World Bank SIEF Cost Capture Tool, taken from the World Bank Costing Remote Learning Spreadsheet. Credit: World Bank.
This tool focuses on the existing working practices of financial management, by providing a powerful, yet simple spreadsheet template, along with a process guidance note suggesting good practices for cost capture. The simplicity of the form factor and seamless integration with existing work software means there is little which is “new” to get used to in terms of user experience. Nonetheless, the spreadsheet template does present some barriers for those not already using spreadsheet software, as they may not be as familiar with some of the basic functions.
The template provides a step-by-step approach to what is needed to capture costs, and at what stage in the project lifecycle, as demonstrated in this graphic on the first page.
Image showing a screenshot of the step-by-step approach to what is needed to capture costs, taken from the World Bank Capturing Cost Data guidance note. Credit: World Bank.
Additionally, the simplified emphasis on three principles (Disaggregated Data, Intervention-specific [costs], Captured in real time) mentioned in their process guidance notice suggests a user-friendly and streamlined approach. Yet the practical outworking of these principles in the template itself is very detailed and requires a specialist approach, as well as significant dedicated time.
How can you adapt the tool to your needs?
One of the greatest strengths of the costing tool is that despite the template being developed for a specific group of six research teams in the SIEF Covid-19 window, they have also adapted it to other remote learning applications, as well as for costing school reopenings, and other applications. The tool is highly flexible and easy for anyone to adapt and tailor to their needs while providing a particular set of advantages for EdTech cost analysis.
In addition, by providing the template freely, and in a format which can be adapted without specialist programming expertise, SIEF has gone beyond basic open-source access. While open-source software may be seen as powerful and liberated, without a user base of active software developers, it cannot be maintained. By contrast, the accessibility of the SIEF spreadsheet, which can be opened, edited and adapted on any spreadsheet software (not only proprietary software like MS Excel, but plenty of other standard OSS, and cloud-hosted applications) has greater potential longevity. In addition, the tool has been translated into French and Arabic, as well as guiding translators so that it can easily be adapted to any context.
Importance of this tool for EdTech
For more on how to use this spreadsheet template and examples of good practice in cost capture, read further on SIEF’s cost measurement guidance. For the most part, the template is focused on capturing cost of completed projects, with a focus on accurate reporting for fidelity of implementation and compliance with donors. However, in some examples, as with projecting costs for school reopenings after Covid-19, the tool can help to identify funding gaps. Applying this methodology to cost projections and modelling for other EdTech interventions could extend the range of applications the tool can be used for.
In conclusion, the World Bank’s SIEF approach to capturing cost data for EdTech interventions is both necessary and innovative. It addresses a significant gap in the availability of detailed cost information, which is essential for effective policy-making and resource allocation. By advocating for real-time, intervention-specific cost capture, SIEF sets a standard for rigorous and actionable cost analysis in the field of educational technology. This approach, supported by broader evidence and best practices, holds the potential to significantly enhance the impact and scalability of EdTech interventions globally.
Our top tips for using the tool
⚖️ Know What You Want to Measure: Focus on key costs like training, equipment, and ongoing support to guide your data collection.
⏱️ Set Aside Time to Capture Data: Dedicate time to gather cost details, and involve your team to ensure nothing important is overlooked.
📋 Stay Consistent with Categories: Use the same cost categories throughout your project to make analysis and comparisons easier.
💻 Keep It Organised and Up-to-Date: Assign someone to manage the tool and set clear rules for regularly updating the data.
📱 Run Multiple Scenarios: Use the tool to model different scenarios (e.g., varying scales or regions) to assess how costs might change.
💛 Enjoyed this read? We’ve got more insights for you! Dive into our next read on Collecting Data for Cost-Effectiveness
