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Programming and Process Flow

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

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  1. Programming and Process Flow HQ PIPELINE CO-ORDINATION WORKSHOP JULY 2002

  2. Donors OT Logistics OT Finance OT Shipping OT RE ODP Bureau MS Procurement CO

  3. 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

  4. 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)

  5. 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.

  6. Clearing of Budget Revisions

  7. 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

  8. 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:

  9. FUNDING PROPOSAL for multiple countries

  10. 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

  11. 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)

  12. 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?

  13. 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

  14. 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.

  15. 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.

  16. 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

  17. QUESTIONS?

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