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Ministry of Works, Transport and Public Utilities Senior Executive Workshop Tanoa Plaza 24 th January 2013 Topic - 2012 Budget Utilization – Plugging The Gaps. Infrastructure Sector 2012 Actual Outturn. Head 40 -2012 Actual Outturn. Head 41 – 2012 Actual Outturn. Funds under Requisition.
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Ministry of Works, Transport and Public Utilities Senior Executive Workshop Tanoa Plaza 24th January 2013 Topic - 2012 Budget Utilization – Plugging The Gaps
Funds under Requisition • The designation “R” denotes that provision under the items so marked is under requisition and a warrant signed by the Minister of Finance is required before these funds can be expended. • The amount that is indicated beside “R” is under requisition. It does not mean that the amount under requisition is in addition to the approved allocation. • A number of items in the Budget have been placed under “R” in anticipation of these items being funded through aid. • Where the aid involves cash grant, these funds will only be released upon receipt of aid funds into consolidated revenue. • In some cases, expenditure has been placed under “R” to permit additional analysis of the proposed expenditure to be undertaken to ensure sound use of the resources.
Non Compliance of the RIE Checklist • The Checklist provides a guide of what is required to be submitted together with the RIE application hence, if you disregard the Checklist then expect delays or having the application returned for non compliance. • What has been observed is that RIE submissions are sent with partial information provided though the RIE Checklist has been signed off by PAO. • Submissions are not thoroughly looked at which results in further delay of processing the same and as a consequence delays the implementation of the projects. • Some of the common issues of the Ministry/Deptsnot being compliant are the 17 digit account numbers not provided, acquittals of the previous release, QPPR for capital projects are sometimes a “cut and paste” from previous write up and donor funded projects performance reports i.e input from the Dept concerned on how the project has been performing and lastly FPO approval on items exceeding PS’s limit which needs to be tendered.
Non Compliance of the RIE Checklist • Grants to Statutory Entities – someone needs to be monitoring on the outputs of these entities given that the Agreement is signed by the Permanent Secretary and CEO of the respective entities. Hence, it is in the interest of the parent ministry to ascertain whether targets for the Quarter have been met or not. If not, why not? In most instances, MoF is raising the queries which should have been dealt with at the Ministry level. • An influx of RIEs being submitted in the fourth Quarter where projects should be winding down or completed. Capacity to implement the projects not adhering to work plans. Variation made in terms of cost of project. • The various sections/units need to be made aware of the requirements of the checklist for the administrative process to be undertaken for the successful implementation of the capital projects. • MoF is given five days to process all RIE applications hence if you do not comply with the RIE Checklist these will now be returned. However, in 2012, we have been very accommodating to the Ministry’s shortcomings. The Infrastructure Sector is being handled by a two member team dealing with RIEs for other entities as well.
Some suggestions • Perhaps PAO could co-ordinate a small team from each of the respective Sections/Depts in providing the requirements of the RIE Checklist given that he also signs off on the Checklist. • Have timelines in place and officers to be held accountable for any delays. • Organize site visits - accounts staff to visit the divisions to verify what has been actually done. The accounts staff is MoF’s point of contact where queries are being raised for the respective projects. Of course, input will be provided by the technical staff as well.
Some suggestions • The staff of central agencies intends to make site visits to some of the capital projects that have been ongoing to ascertain the progress done so far. • We all have our respective out-puts to be delivered hence to achieve the intended outcomes everyone needs to play a role in attaining Government’s objective thus the early release of funds of these capital projects is vital.
Other Issues To Be Considered Virements • Requests have not been fully explained hence queries raised from MoF. • Savings identified means that we have provided extra funding for the activities hence transfer of funds by Ministry. • Application forms requesting PSF or MF’s endorsement to use the original forms together with the excel spreadsheet. • Cabinet Papers for MoF comments, short notice by Ministry hence we request that we be given ample time to make our own analysis and provide sound advice.
