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Programming and Process Flow. HQ PIPELINE CO-ORDINATION WORKSHOP JULY 2002. Donors. OT Logistics. OT Finance. OT Shipping. OT. RE. ODP. Bureau. MS Procurement. CO. ODP functions and roles:. 1) Prepare Operations Commodity Budgets. 2) Clear Budget Revisions.

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programming and process flow

Programming and Process Flow

HQ PIPELINE CO-ORDINATION

WORKSHOP JULY 2002

slide2

Donors

OT Logistics

OT Finance

OT Shipping

OT

RE

ODP

Bureau

MS Procurement

CO

slide3

ODP functions and roles:

1) Prepare Operations Commodity Budgets

2) Clear Budget Revisions

3) Allocation of multilaterals

4) ODP role within WFP

5) Prepare Funding Proposals

ODP <= > RE

ODP < = > MSP

ODP < = > OTS, OTF

ODP < = > CO/Bureau

6) Release PR and management of funds

7) Management of IRA

8) DSC allocation

9) Report preparation & Dissemination of information

slide4

Preparation of Operations

Commodity Budgets

ODP FUNCTION

a) Based on analysis of historical data and information from RE, ODP determines:

1) potential donors,

2) type of contribution (IK or cash)

3) origin of commodity

b) for donors that give IK contributions insert commodity rate, as per donor indication.

c) for donors that give cash contributions, clear with MSP the commodity rates.

d) Send budget to OTS, it is used to determine the shipping costs.

Comments on Project Document DSC & ODOC Budgets at PRC (food costs must be 50% of budget costs)

slide5

Clearing of Budget Revisions (B/R)

Reasons for need of B/R:

MANY

  • When we receive IK contribution of a commodity that is not in the
  • original food basket (as dates).
  • When project needs to be extended.

Kind of B/R:

MANY

  • Commodity substitution on a value basis or on tonnage basis
  • Addition of commodity
  • Change in LTSH, DSC,ODOC
  • Change in project orientation

Clearing Level:

MANY

Different kind of B/R can be cleared at different levels

(ODP/Bureau Manager/AED/ED/DG)

  • Next slide show an example of how the paper work looks like.
slide7

ODP

RE

Full Cost Recovery (FCR) means that EVERY DONOR PAYS for all costs associated to move their food or food WFP purchases with their money.

In 1996, WFP adopted the new Resources and Long Term Financing (R&LTF) policy, this was built on the principle of Full Cost Recovery (FCR)

  • RE requests from ODP a FUNDING PROPOSAL (FP),
  • based on FULL COST RECOVERY, to send to the donor
  • IN KIND contribution
  • FP defines the CASH portion donor has to confirm to meet FCR on the IK part.
  • CASH contribution
  • FP defining commodity/tonnage that can be purchased with the cash on FCR
  • Funding Proposal for a CASH contribution
  • ODP liaises with Bureau, CO and MSP/OTS:
  • CO decides which commodities are needed
  • ODP requests from MSP for rates for IP of commodities.
  • If CO requests LP the CO must give expected rate, cleared by MSP.
  • ODP requests OTS for shipping rates for IP.
  • Funding Proposal for a IK contribution: Donor gives commodity & shipping rates
slide8

COST CATEGORIES

  • Direct Operational Costs (DOC) that include:

Commodity cost: the rate for IK is given by the donor

the rate for cash is given by MSP

Shipping: the rate is given by donor if they ship

if WFP ships - OTS gives the rate

LTSH: includes Overland and ITSH.

The full LTSH must be always used, while for LP only ITSH is used

ODOC: are operational costs of implementing partners and Govr.

  • DSC: Direct Support Costs - cover running costs of operations - for EMOPs and
  • PRROs these are directly linked to contributions
  • (no contributions = no DSC)
  • For DEV these are based on tot availability of funds and the Resources
  • Allocation Model (RAM) - (requirements are > than availability)
  • ISC: it is 7.8% charge on top of DOC + DSC -
  • ISC funds the Programme support and Administration Budget (PSA)
  • The formula is: contribution of US$1,000,000
  • expl $1,000,000*7.8/107.8= 72,356 actual available are $927,644
  • Funding Proposals look like this:
criteria for allocating multilateral funds
Criteria for allocating multilateral funds
  • Impact i.e small operations vs. big ones
  • Serious pipeline breaks, especially for cereals
  • Refugee operations, where WFP has a commitment to feed the refugees
  • Forgotten emergencies
  • Others, case by case
slide11

Local

Purchase

Int’l

Purchase

OTS

PROGRAMMING: When a contribution is confirmed

Contribution

ODP

IN KIND Contribution

CASH Contribution

MSP

  • Bureau Releases a RR (commodity and tonnage)
  • ODP sets up contribution in WINGS system => Attaches money to the RR and it becomes a PR
  • If an IN KIND contribution, ODP informs OTS of the PR released
  • If a CASH CONTRIBUTIONODP liaises with Bureau, Country Office, and MSP and releases PR to Purchasing (MSP)
slide12

Fund Management: maximise use of contribution

  • The commodity and shipping rates are adjusted at the time of purchase or ship booking. This often frees-up cash that can be used for additional food.
  • Funds ‘saved’ must be re-programmed at FCR and NOT ALL for food.

Funds not

utilised must be

returned to the

Donor.

ODP major role

is to ensure that

funds are fully

utilised.

ODP must also

make sure not to

over-spend.

HOW Does

this work?

slide13

FUND MANAGEMENT, How does it work

ODP programmes

contributions

MSP

procures

MSP

released PO

ODP

releases PR

Savings are

generated

Savings are

generated

ODP programmes

savings

ODP programmes

“savings”

ODP

releases

NEW PR

MSP

procures

OTS

released SI

MSP

released PO

OTS

released SI

slide14

Immediate Response Account - IRA

  • Delegated authority EMOPs => up to US$200,000
  • In NO way this amount can be exceeded.
  • Cash actually available are US$185,529.
  • Allocation of IRA funds to EMOPs/SOs to jump-start
  • operation, while waiting for contributions to be
  • confirmed.
  • Allocation of IRA to PRROs if there is a change
  • in beneficiary numbers (new influx of refugees).

----HOW----

CO/Bureau Director sends request to ODP

ODP prepares FP and cover memo/justification to AED,

Once approved ODP releases PRs and funds in system

REPORTING: ODP keeps updated reports on IRA account allocation and funding level.

slide15

DSC Allocation

  • EMOPs & PRROs
  • ODP allocates DSC according to Budget rates
  • ODP assigns DSC to PRs
  • DSC is available to CO once the B/L is registered in WINGS
  • DEVELOPMENT
  • Based on requirements and availability, ODP:
  • prepares annual allocation of DSC for AED approval,
  • allocates DSC according to approved annual allocation.
  • Normally requirements are much higher than available funds
  • ODP effects early release of DSC when required.
slide16

REPORT PREPARATION

  • Main reports prepared by ODP are:
  • Blue Book (Projected 2002 Needs)
  • Yellow Pages (Expected Food aid Needs and Shortfalls)

DISSEMINATION OF INFORMATION

  • ODP has a global overview of all WFP operations, for what
  • concerns NUMBERS (tons and US$) for requirements,
  • contributions and shortfalls.
  • ODP is called often to produce ad-hoc reports as:
  • CAP monthly updates
  • requirements for all refugee operations
  • school feeding
  • total requirements by programme category