THIS VERSION IS A DRAFT AND HAS NOT BEEN OFFICIALLY APPROVED

AS4 : Budgeting procedure

Objective

Ensure that budgets are prepared based on clear operational objectives, to accurately reflect the financial needs of the PROCEED program, and that they are reviewed and approved by appropriate individuals.

Responsibilities

The RTF coordinators with the financial expert of the sector bureau are in charge of preparing the budget, to revise it if needed and to perform the request of the drawdown (see Annex AS3).
The administrative assistance ensures that the individuals involved in budgeting processes have the required capabilities to undertake the tasks and complete it on a timely basis.

Inputs from other processes

Water Points (WP) allocation (see process WS-Annex IS2)
New Communal Multiplication Sites (CMS) allocation (see process SWC-A1)
Operational plans defined by technical processes.

Budgeting

- BUDGET PREPARATION
Key tasks		Prepared by	Validated by	Inputs	Output (document)	Timing / deadline
Definition of the Workplan for the year		Zone task force Coordinator or Region task force expert	Regional task force Coordinator	WP allocation (WS) New CMS allocation, together with the operational plan (SWC)	Yearly regional Workplan	July 15^th of each year
Yearly budget by sector and region Breakdown by quarter + budget category (see AnnexAS4-A1 for template)		Region sector bureau – RTF financial expert	Region sector bureau – Regional task force Coordinator	Yearly Workplan)	Region sector budget in excel	30 August of each year
Consolidation of regional budgets (“Region PROCEED budget”)		Region BoF – financial expert	Administrative and financial assistance	Yearly region sector budget	Region PROCEED budget (work plan annual budget)	15 September of each year
- BUDGET REVISION
Key tasks	Prepared by		Validated by	Inputs	Output (document)	Timing / deadline
Physical plan revision	Zone task force Coordinator or Region task force expert		Regional task force Coordinator	Field event	Physical plan revision	As requested
Preparation of revised budget – sector and region	Region sector bureau – financial expert		Region sector bureau – Regional task force Coordinator	Physical plan revision + last financial report	Revised budget	Within one month of physical plan revision request
Approval of budget revision	Region sector bureau – Regional task force Coordinator		Region sector bureau – Bureau Head or representative	Revised budget	Approved revised budget	Within two weeks of revised budget receipt

Outputs

Annual work plan and budget with:

Annual Operational plans defined by technical processes.
Approved budget presented in the format set out in Annex Annex AS4 – A1