Friday 18 November 2011

1. BSF-2012 Budget Workshop Friday 18 November 2011

2. AGENDA BSF-2012 overview Budget general information Budget flow chart Targets Trainings Indirect costs Direct costs AOB

3. Primary Health Planning 2013 Main Health donors 2013 World Bank UsAid HPF

4. BSF-2012 Primary Health

5. BSF-2012 Returnees

6. BSF-2012 Primary Education Preliminary Shortlist

7. BSF Budget 2012 • This new budget template has been introduced for: • the standardisation of cost categories across all grant recipient budgets • increased transparency in linking costs to targeted activities • easy consolidation of all project information required by BSF in one submitted document

8. BSF Glossary Direct cost: A direct cost is a cost that can be easily and conveniently attributed to the particular output (also known as result or deliverable). For example if a grant is for school construction then all materials, supervision staff, logistics, would be a direct cost for those schools.

9. BSF Glossary Indirect cost: An indirect cost is a cost that cannot be easily and conveniently attributed to the particular output. For example a particular grant might include several outputs in repair and rehabilitation of boreholes, training and hygiene campaigns. The grantee manager's salary would be an indirect cost of the entire project. The reason is that the manager's salary is not attributed to any particular output.

10. BSF Glossary Overhead: Overhead expenses are ongoing administrative expenses of an intervention which cannot be attributed to any specific activity, but are still necessary for the organization to function. Examples include organisations‘ out-of-country headquarter rent, staff, utilities, transport, taxis, insurances.

11. BSF-2012 general information • The BSF-2012 General Conditions apply to all grants and are available on BSF website • The budget is in Pounds Sterling (GBP). • For converting SSP, USD, EUR and any other foreign currency payments the suggested rates can be found at inforeuro pages on EU website • Alternatively, NGOs can use their own internationally accepted rates, always quoting the source and date. • Before starting, read all instruction worksheets

12. BSF-2012 general information • Non-eligible costs: • All costs derived outside of the Republic of South Sudan are non-eligible • Construction of new Primary Health facilities are non-eligible cost under BSF-2012. However ordinary maintenance costs for existing facilities are eligible • The purchase of vehicles is non-eligible cost. However, running costs for existing vehicles are eligible • Larger generators (15,000 GBP) are non-eligible costs. However, running costs of existing generators are eligible • Depreciation costs are non-eligible. The only exception to this rule is vehicle depreciation as part of renting your vehicle to the project

13. BSF Budget 2012 The total amount of BSF-2012 managed fund will be less than 20,000,000 GBP, therefore as a first approximation, the following have been decided as budget ceilings for the proposals:

14. BSF budget 2012 Budget flow chart

15. BSF budget 2012 Primary Education Target

16. BSF budget 2012 Primary Education Training targets DB 3.1 Training of PTA members: All schools constructed should also have their PTAs trained. This section is for charging the costs of conducting training sessions for PTA members everything included. DB 3.2 In-Service Teacher Training: This section is for charging all costs of implementing in-service training courses, including teaching methodology and English language. Costs for training staff should NOT be entered here but should be entered as education staff costs in Section DB 1 of “Direct Human Resources Worksheet PE” (DHR PE wks) DB 3.3 Pre-Service Teacher Training: This section is for charging all costs of implementing pre-service training courses. Costs for training staff should NOT be entered here but should be entered as education staff costs in Section DB 1 of “Direct Human Resources Worksheet PE” (DHR PE wks)

17. BSF budget 2012 Primary Education Trainings targets DB 3.4 MoE and CED capacity building: This section is for charging all costs of capacity building of local levels of government including both training courses for state and county personnel and provision of budget to government personnel for inspection and monitoring travel. DB 3.5 Teacher Trainers’ capacity building: This section is for charging all costs of investment in trainers’ and tutors’ capacity by NGOs before or during delivery of teacher training activities – e.g. ToT for SMoE teacher trainers before delivery of an in-service teacher training course.

18. BSF budget 2012 WASH Target

19. BSF budget 2012 WASH Trainings targets D.C.4.1 Community hygiene campaign e.g. PHAST and CLTS sessions, household and community hygiene promotion, theatrical and musical performances about hygiene, etc. D.C.4.2 WUC trainings Each and every new or rehabilitated water source needs a trained WUC. D.C.4.2 Care taker training Water source needs trained care takers for ordinary maintenance. D.C.4.3 School hygiene clubs training In each supported school the hygiene and sanitation training of pupils clubs and motivated teachers is foreseen D.C.4.4 S-MoPI &C-DWSS capacity building e.g. trainings for local authorities officials on topics like drilling supervision, water quality, PHAST, CLTS, water point sustainability etc.

20. BSF budget 2012 • Training eligible costs • There are three main eligible costs divisions within this section: • Running costs (e.g. food and accommodation during training courses) • Travel costs associated with running the training course (e.g. transport for trainers and trainees to the training venue) • Material costs associated with the training course (e.g. exercise books, pens, dictionaries, text books, etc.) • If required make a breakdown in separate worksheet and bring a cumulative unit cost forward to budget template

21. BSF budget 2012 • Indirect Human Resources • IHR Wks is for management, administrative and support staff which are defined as indirect costs. All staff that directly contributes to project deliverables should be entered as direct costs. • For example: a programme manager should be entered in IHR, a clinical officer or teacher trainer should be entered in relevant Direct Human Resources Worksheet (DHR Wks) • The worksheet is set up with set categories for expenditure on both national and international staff. • These set categories automatically build up a gross salary or staff expenditure total from the given net salary in column I. • The percentage in column O derives from the percentage charged per staff member to BSF

22. BSF budget 2012 Running Costs Analysis RCA Wks is about all project office, housing, maintenance and other running costs. These costs are indirect costs. The worksheet RCA is now based on the principle that NGOs should only charge BSF for running costs that are directly linked to the implementation of BSF activities. These expenses are as well known as shared costs that are booked in a pool fund. This therefore represents better value for money to the donors in the present budget template.

23. BSF budget 2012 I.B Travel & transport is for all project travel and transport requirements, including staff flights, NGO vehicular costs, transport of materials to construction sites, transport of drugs to clinics, per diems for staff whilst on project visits, etc. These costs are indirect costs. I.C Investments is for all project assets purchased for support of project administration. These costs are indirect costs. All assets purchased under BSF-2012 need to be procured as per the minimum standards outlined in DFID’s "Essential Guide to Rules & Tools" chapter D1 to 6 for capital investments ≥ £ 1,000. If NGOs have more stringent procurement requirements, then these should be followed.

24. BSF budget 2012 Primary Education D.B.1 Direct Human Resources PE All direct staffing costs of implementing primary education activities are eligible . This includes staff directly involved in delivering education activities, e.g. field-based education managers, teacher trainers, trainers for ISTT and PSTT, etc For staffing, these set categories automatically build up a gross salary or staff expenditure total from the given net salary. Then is calculated the percentage charged per staff member to BSF

25. BSF budget 2012 Primary Education D.B.2 and 3: PE Direct costs All direct costs of implementing primary education activities are eligible, e.g. construction costs, education materials costs, in-service teacher training costs, pre-service teacher training costs, costs of training and working together with PTAs and CEDs, costs of providing transport to local government for inspections and monitoring work and costs of capacity building for teacher training staff. You will need to provide a breakdown adding new spreadsheet since they are built up from several items and actions.  In the “Justification” column you need to justify that you have found the best price at the best location of purchase, stating the date of the quotation retrieved from market.

26. BSF budget 2012 WASH D.C.1 Direct Human Resources WASH All direct staffing costs of implementing WASH activities are eligible This includes staff directly involved in delivering WASH activities, e.g. field-based Wash managers, WASH Officers, HP trainers, drilling supervisors For staffing, these set categories automatically build up a gross salary or staff expenditure total from the given net salary. Then is calculated the percentage charged per staff member to BSF

27. BSF budget 2012 WASH D.C.2, 3 & 4: WASH direct costs The table DC 2 is for water supply infrastructure. New or rehabilitated water sources will only be allowed close to health facilities and or schools. The table DC 3 is for sanitation infrastructure. New or rehabilitated sanitation facilities will only be allowed close to health facilities and or schools. The table DC 2.4 is for WASH trainings You will need to provide a breakdown adding new spreadsheet since they are for several items and actions.  In the “Justification” column you need to justify that you have found the best price at the best location of purchase, stating the date of the quotation retrieved from market.

28. BSF budget 2012 D.D.1, 2 & 3: Travel and per diem The main line is to budget all direct costs for road transport, per Diem for national and international staff stationed in the field that can directly be attributed to deliverables rendered at the locations where the activities of services to the beneficiaries are taken place. All Juba executive, administrative activities are therefore not included Field staff that is visiting Juba, state capital or location in their activity area and which directly related to the rendering of services to beneficiaries are eligible Positions like coordinators, technicians in Health, Education and Wash who are the majority of their time based in the field are applicable

29. thank you

30. BSF budget 2012