Table of Contents
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 15th 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