AMEND CONTENT

7.5.1 Sequence and scheduling of required steps

Activity Who Purpose Schedule Outputs
Initial coordination meeting Budget Development Team Discuss budget assumptions and donor fund application guidelines

 

Understand the scope of the project, operational challenges, required set-up (compound, camps, communications, etc.) and geographical areas

 Day 1 Project staffing plan (project management and additional support services)

 

CARE to donor account map (Does this exist? If not, then develop one.)

 

Programme support requirements and structure
Distribute/
redistribute Budget Development Toolkit		 Finance Team Orientate staff in the use of the toolkit

 

Explain toolkit contents

 Day 1 All teams are familiar with budget preparation tools
Budget input: Procurement Plans (one-time and recurring purchases)- Account Series

51XX – Professional Services

52XX – Equipment Purchases (Expensed);

53XX – Materials, Services & Consumables;

54XX – Travel and Transportation;

55XX – Occupancy Costs)

 

 Programme Team/
Procurement, Logistics and HR		 Identify one-time procurement activities, timing, prospective suppliers and cost estimates

 

Identify recurring procurement needs such as:

  • provision of food supplies to staff
  • compound rental
  • vehicle rental
  • transport services
  • accommodation
  • travel costs
  • fuel provision
  • security services
  • communication usage, etc.
 Day 2 (first session) Day 4 (follow-up/
wrap-up session)		 Procurement requirements included in the Direct Cost section of the Budget Format (BudgetMate, etc.)
Budget input: Project Staffing plans (Project Management and additional support services)-

Account Series

50XX – Personnel Costs;

5335 – Food Preparation services
5075 -Temp Staff

 Programme Team and HR Project staffing action plan (local hires, international hires, compensation packages)

 

Casual labour needs

 

 

 

 Day 2 (first session) Day 4 (follow-up/
wrap-up session)		 Staffing plan included in the Direct Cost section of the Budget Preparation package
Budget input: Other direct costs -Account Series

57XX – Grants/ Sub-grants

 Programme Team/
Auditor/
DM&E		 Determine monitoring and evaluation needs, timing and cost

 

Travel costs (fares, per diem, accommodation) associated with monitoring

 

Sub-grants

 Day 3 Costs included in the Direct Cost section of the Budget Preparation package
Budget input: Support Cost Budgets Finance Team Determine Fair Share Budget of SPC costs

 

General insurance costs

 

Determine Fair Share Budget of sub-office costs

 

Determine which CI Member costs need to be covered

 Day 2 (first session) and Day 4 (revisit AdRet/ICR costs) SPC and Other Shared Costs in the Support Costs section of the Budget Preparation Package
Budget input: Consolidated Draft Budget Budget Development Team Calculate support/direct ratios and adjust as necessary

 

Identify additional costs not yet budgeted (see  section 7.6 Commonly overlooked costs)

 

Calculate/recalculate CI Member costs

 

Review Procurement and Staffing plans and adjust as required

 Day 4 Draft Budget of Project ‘Necessary Costs’

 
Budget in the Donor Format Budget Development Team Apply donor exclusions/limits

 

Identify and document budget gaps

 

Update Funding Matrix

 

 

 Day 4-5

 

 Final Budget (in the donor format) for review by Emergency Response Team

 

Schedule of Budget Gaps/Excesses and Recommended Actions

 

Updated Programme Funding Matrix

When the budget and accompanying schedules are handed over, the Emergency Response Team needs to officially submit the budget as per the donor’s guidelines for fund applications. The following is a diagram of the process described above.

Diagram-Budget development process