# Form - Program Team Budget Worksheet > Fire Service Safety Management System, version 0.3.3 (2026-10-25). The Human Factor. Document FSSMS-FRM-08. > > Canonical: https://thehumanfactor.ca/library/fire-service-safety/form-program-team-budget-worksheet > > Licence: CC BY-NC-SA 4.0 with the Adopting Agency Grant (https://creativecommons.org/licenses/by-nc-sa/4.0/) > > General information only, not legal, medical or other professional advice. Verify every requirement against the current official text of the law, standards and manufacturer instructions that apply to you. Obtain your own legal review and consult your joint health and safety committee before adopting anything. You adopt, adapt, implement and rely on this material entirely at your own risk and on your own responsibility. Full terms: Terms of Use, thehumanfactor.ca. One worksheet per program per year, prepared by the program manager with the team and the training officer, attached to the annual program appraisal two months before the department’s budget submission ([06 Program Improvement Teams](https://thehumanfactor.ca/library/fire-service-safety/program-improvement-teams) sections 10 and 11). The 14 lines are the same in every program and in [02 Business Case and Cost Model](https://thehumanfactor.ca/library/fire-service-safety/business-case-and-cost-model), so the teams’ asks and the department’s case add up to the same number. The worksheet covers the current fiscal year and the next four, which is the planning horizon the accreditation model expects for a long-term financial plan [(CPSE, 2019, criterion 4A.8)](https://thehumanfactor.ca/library/fire-service-safety/form-program-team-budget-worksheet#ref-cpse-2019) and the resourcing a management system must determine and provide (ISO 45001:2018, cl. 7.1). The appraisal it belongs to is the annual documented appraisal the accreditation health and safety category requires [(CPSE, 2019, criterion 11B.6)](https://thehumanfactor.ca/library/fire-service-safety/form-program-team-budget-worksheet#ref-cpse-2019). Amounts are in Canadian dollars; every figure carries a basis. ## Part A: Header | Field | Entry | |:---|:---| | Program and team | | | Program manager (role) and team lead (role) | | | Fiscal year of submission; date prepared | | | Appraisal reference (document and date) | | | Strategic plan goal or objective this program serves | | | Accreditation criterion or performance indicator this program evidences (where the department pursues accreditation) | | | Prepared with: training officer (role); finance liaison (role); Equipment Standards team (for capital lines) | | | Approved by: deputy chief (role), date | | ## Part B: The worksheet | Line | What it covers | Current FY (approved) | Next FY (request) | Year 2 | Year 3 | Year 4 | Basis of estimate (quote, list price, contract, hours times rate, life-cycle schedule) | |:---|:---|:---|:---|:---|:---|:---|:---| | 1\. Capital equipment, life-cycle replacement | Items on the standard manifest reaching end of life or expiry | | | | | | | | 2\. Capital equipment, net new | Items to be added to the standard manifest | | | | | | | | 3\. Equipment maintenance and repair | Annual service, testing, certification and repair for program items | | | | | | | | 4\. Consumables | Annual consumables for response and training | | | | | | | | 5\. Program vehicles | Program-specific vehicles, life-cycle cost annualized | | | | | | | | 6\. Training, initial delivery | Courses for new team members or new capability | | | | | | | | 7\. Training, maintenance | Recurring courses and recertification | | | | | | | | 8\. Staffing, attending training | Wages or honoraria for training time | | | | | | | | 9\. Staffing, backfill and overtime | Cost to cover operational shifts during training | | | | | | | | 10\. PPE, initial issue | Program-specific PPE for new members | | | | | | | | 11\. PPE, life-cycle replacement | Program-specific PPE replacement | | | | | | | | 12\. Research and development | Trials, studies, external expertise | | | | | | | | 13\. Other | With notes, including any capacity item the appraisal identified as protecting the margin (staffing, time or equipment that keeps the work going right) | | | | | | | | 14\. Annual totals | | | | | | | | | Of which already in the base budget | | | | | | | | | Of which net new | | | | | | | | ## Part C: Line detail and consequence if unfunded One row per line with a request above the current year. This is what the senior team and council read. The funding tier ranks the request for the budget; it is not the P1 to P4 priority of a register item, which the “Why this year” column records. | Line | Items and quantities | Why this year (standard, regulation, life-cycle date, hazard, audit finding or register item with its P1 to P4 priority, learning review recommendation) | Funding tier (1 safety-critical or statutory; 2 program effectiveness; 3 improvement) | Consequence if deferred and the interim control | Grant or external funding sought (program, amount, status) | |:---|:---|:---|:---|:---|:---| | | | | | | | | | | | | | | | | | | | | | ## Part D: Reconciliation | Check | Entry | |:---|:---| | Totals agree with the appraisal’s financial section (yes, or explain) | | | Capital lines reviewed by the Equipment Standards, Apparatus and PPE team (date) | | | Training lines reviewed by the training division (date) | | | Statutory and safety-critical items (funding tier 1) listed separately for the chief’s escalation letter where unfunded | | | Carried into the department’s long-term financial plan (year) | | ## Fields | Field | Type | Required | Who completes | |:---|:---|:---|:---| | Header fields | Text and dates | Yes | Program manager | | Strategic plan link; accreditation criterion | Text | Yes where the department has a strategic plan or pursues accreditation | Program manager | | Lines 1 to 13, five years | Currency | Every line, zero where nothing (never blank) | Program manager with the team; training officer for lines 6 to 9 | | Basis of estimate | Text | Yes for every non-zero figure | Program manager | | Line 14 totals; base and net new split | Currency | Yes | Program manager; finance liaison checks | | Part C rows | Text | One per line with a request above the current year | Program manager | | Funding tier | 1, 2 or 3 | Yes | Program manager; deputy chief confirms | | Consequence if deferred and interim control | Text | Yes for every funding tier 1 and 2 row | Program manager with the health and safety officer | | Grant or external funding | Text | Where applicable | Program manager with finance | | Part D checks | Dates and text | Yes | Program manager; Equipment Standards team; training division; finance | | Approval | Signature and date | Yes | Deputy chief | **Retention.** With the appraisal, for the life of the program plus 10 years ([Policy - Records, Privacy and Health Information](https://thehumanfactor.ca/library/fire-service-safety/policy-records-privacy-and-health-information)). **Privacy.** No personal information; honoraria and wages are shown as totals, never per person. ## Jurisdiction requirements This chapter relies on the following legal requirements, which differ by province and territory. Check your jurisdiction’s section on each topic page before adopting it. | Topic | What to check in your jurisdiction | Page | |:---|:---|:---| | Duties of Employers, Supervisors, Workers and Contractors | The employer’s general duty to provide and maintain equipment in safe condition and to provide the training and supervision necessary, which a budget decision cannot defer (funding tier 1 rows) | [J02 Duties of Employers, Supervisors, Workers and Contractors](https://thehumanfactor.ca/library/fire-service-safety/j02-duties-of-employers-supervisors-workers-and-contractors) | | External Verification and Funding | Provincial or territorial equipment grants for fire departments, and any compensation board certification or incentive program that can offset program costs (Part C funding column) | [J36 External Verification and Funding](https://thehumanfactor.ca/library/fire-service-safety/j36-external-verification-and-funding) | ## References Center for Public Safety Excellence \[CPSE\]. (2019). *Fire and emergency service self-assessment manual* (10th ed.). Commission on Fire Accreditation International. International Organization for Standardization. (2018). *ISO 45001:2018, Occupational health and safety management systems: Requirements with guidance for use*.