Savings Calculator
How our Calculator Works
Understanding how we estimate your potential savings and capacity uplift
The calculator has two modes
Both are grounded in real evidence on productivity, task automation, and adoption patterns in higher education.
A quick, directional estimate for your whole department.
An optional detailed model that accounts for different academic and professional service roles.
1. The Standard Calculator
A quick, directional estimate for your whole department.
What it shows
Annual savings (£), productivity increase (%), capacity created (FTEs), and five-year projection (£).
How it works
You enter number of employees, average annual salary including typical on-costs such as NI and pensions, and target AI adoption level - basic, intermediate, or advanced.
Core assumptions
1 FTE = 37.5 hours per week × 46 working weeks; on-cost factor is 1.25 × salary; AI-eligible tasks are around 50-55% of total workload; productivity uplift is 5-15% faster completion of eligible tasks depending on adoption level.
2. The Advanced Calculator
A more precise model that accounts for different academic and professional service roles.
What it adds
The advanced calculator allows you to enter headcounts for different academic and professional service roles for a more precise result.
AI-eligible task share
This is the proportion of a person's job made up of activities that AI can assist with directly, such as drafting or summarising text, writing communications or reports, preparing teaching materials, reviewing or analysing data and feedback, searching, referencing, collating information, and formatting or structuring content.
What it excludes
It does not include work that requires in-person teaching, decision-making, or practical delivery that AI cannot (yet) perform reliably.
Role categories and data foundations
When you enter counts for these roles, the calculator replaces the single headcount figure and weights savings by role type, producing a blended productivity and capacity estimate.
| Role type | Example departments or functions | Typical AI-eligible task share | Rationale |
|---|---|---|---|
| Educators | Teaching and learning | 55% | Lesson prep, resource creation, and feedback benefit strongly from AI support. |
| Researchers | Research staff, postdocs | 50% | Literature review, summarising, and drafting papers show measurable gains. |
| Educator-Researchers | Combined teaching and research roles | 53% | Balanced mix of academic and administrative tasks. |
| Library & Learning Resources | Librarians, learning developers | 50% | Metadata, summarisation, and research assistance tasks are moderately AI-amenable. |
3. Understanding Target Adoption Level
The Target Adoption Level shows how widely and confidently staff are expected to use AI tools in their everyday work. It captures both reach (how many people use AI) and depth (how effectively they use it). High adoption doesn't just mean more licences - it means AI is built into daily workflows.
| Adoption level | Approximate adoption rate | Typical efficiency uplift | Example overall productivity gain |
|---|---|---|---|
| Basic | 35% | 8% faster completion | 0.55 × 0.35 × 0.08 = 1.5% overall |
| Intermediate | 60% | 12% faster completion | 0.55 × 0.60 × 0.12 = 4.0% overall |
| Advanced | 80% | 15% faster completion | 0.55 × 0.80 × 0.15 = 6.6% overall |
4. KPIs and how the calculator works them out
The calculator produces four key results.
Annual savings = Number of staff × Average loaded salary × Productivity improvement.
Productivity increase = Eligible work × Adoption rate × Efficiency gain.
Capacity created = Number of staff × Productivity increase.
Five-year savings = Annual savings × 5, or compounded annually if growth is added.
Worked example
Using 12% efficiency on eligible tasks, 60% adoption rate, 55% eligible task share, 60 staff, £45,000 average salary, and an on-cost factor of 1.25:
Productivity improvement = 0.55 × 0.60 × 0.12 = 3.96% (rounded to 4%)
Annual cost savings = 60 × (£45,000 × 1.25) × 0.0396 = £133,650
Capacity created = 60 × 0.0396 = 2.4 FTEs
Five-year projection = £133,650 × 5 = £668,250
5. Data and Evidence Sources
| Area | Evidence base |
|---|---|
| Productivity uplift (5-15%) | St. Louis Fed (2025); OECD (2025); Fitzpatrick et al. (2025). |
| Adoption levels (35-80%) | BCG (2025); McKinsey (2025). |
| Task eligibility (~50%) | Henseke et al. (2025); McKinsey (2025). |
| Higher education adoption | Microsoft (2025a); HEPI (2025); UNESCO (2024). |
| Cost avoidance and back-office efficiency | Harvard / Wharton (2023). |
| Error reduction and quality control | Harvard / Wharton (2023); PwC (2024). |
| Salary and working patterns | ONS ASHE (2024). |
Ready to estimate your potential savings?
Use the calculator or book a call to discuss what the figures could mean for your organisation.