Ngos Management Guide
Ngos Management Guide
Ngos Management Guide
Strengthen operational and technical capacities of local NGOs, networks and ISOs; Build and support linkages among local organizations (NGOs, cooperatives, networks, governments and
businesses);
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HUMAN RESOURCES
Increase capacity of NGOs, networks and ISOs to engage in advocacy for key policies or programs; and Disseminate tested innovations, best practices and lessons learned.
Implementation Tips for USAID Partners is one of a suite of products to help NGOs effectively manage U.S. Government (USG) funds. Through publications as well as trainings, skills-building activities and www.NGOConnect.Net, an online resource and information exchange for international development practitioners, CAP works to enhance NGO performance and build community ownership.
Acknowledgments
Implementation Tips for USAID Partners was a collaborative undertaking, drawing on the wisdom and experience of many individuals and organizations. Foremost among them were CAP and CAP New Partners Initiative (NPI) technical staff who identified common areas of need and offered appropriate guidance. Special thanks go to the CAP communication team who helped conceptualize, research, write and edit each issue of NGOConnect eNews on which this publication is based. Finally, we acknowledge with gratitude, the tireless efforts of the USG NPI Team who reviewed the content of the eNews series to ensure consistency with the body of USG regulations governing management of Cooperative Agreements. Funding for Implementation Tips for USAID Partners was provided by FHI 360. The contents do not necessarily reflect the views of FHI 360, USAID or the U.S. Government. 2012. All rights reserved by FHI 360, MSI and USAID. Implementation Tips may be photocopied or adapted, in whole or in part, provided the material is distributed free of charge and that credit is given to the Capable Partners Program and USAID. An electronic version of Implementation Tips is posted on www.NGOConnect.Net. Capable Partners Program, FHI 360 1825 Connecticut Ave, NW Washington, DC 20009-5721 NGOConnect@fhi360.org Executive Editor: Barney Singer, Vice President & Program Director Managing Editor: Cate Cowan, Senior Communication & Program Officer Editorial Associate: Kathleen Gannon, Senior Communication & Program Associate Design: Design Lab 360
Table of Contents
Abbreviations and Acronyms Foreword About this Book ii iii iv 4.4 Managing Your Relationship with Your Donors 4.5 Engaging the Community 4.6 Requirements for Performance Reporting 4.7 Faith-based Organizations and USG Funding 4.8 Project Close Out: Timeline 4.9 Project Close Out: Required Reports and Actions 71 74 76 78 80 84
1. Governance
1.1 Governance, Management and the Role of a Board of Directors 1.2 How to Set Up an Effective Board of Directors 1.3 Overview of Strategic Planning
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3 5 8
5. Compliance
5.1 Overview of Procurement Policies 5.2 Procurement Processes and Allowability 5.3 Procurement: Solicitation and Selection 5.4 Procurement: Restricted and Prohibited Items 5.5 Procurement: Source Restrictions 5.6 Vehicle Procurement 5.7 Excluded Parties and Terrorism Searches 5.8 International Travel Planning and Requirements 5.9 Travel Expenses and Reimbursement 5.10 Gifts to and Lobbying USG Employees 5.11 USAID Environmental Requirements
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89 92 95 99 101 104 106 108 111 115 117
2. Financial Management
2.1 Overview of Financial Management 2.2 Pipelines and Burn Rates 2.3 Understanding Fluctuating Exchange Rates 2.4 Cost Share 2.5 Allocating Shared Costs 2.6 Foreign Tax (VAT) Reporting 2.7 Requesting USG Funds Using SF-270 2.8 SF-425: Completing Your USG Financial Status Reporting Form 2.9 Annual Audit Requirements: Questions and Answers
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13 15 17 20 22 24 29 34
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123 126 129
3. Human Resources
3.1 Overview of Human Resources (HR) Policies 3.2 Putting HR Policies into Practice 3.3 Supportive Supervision 3.4 Performance Appraisals 3.5 Key Personnel 3.6 Collaborating with Volunteers to Strengthen Your Organization
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45 48 51 54 57 59
6.1 Evidence-based Project Planning 6.2 M&E System Overview 6.3 Managing Targets
7. External Relations
7.1 Developing a Communication Plan 7.2 Branding Your Program 7.3 Meeting Donor Marking Requirements 7.4 Pitching Your Program to Prospective Partners and Funders 7.5 Telling Program Success Stories
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135 138 141 144 148
4. Program Management
4.1 Using Your Workplan as a Management Tool 4.2 Managing Subrecipients Under a Cooperative Agreement 4.3 You and Your USAID Team
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65 67 69
Glossary
151
Index 159
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Foreword
FHI 360 understands that lasting social change is buoyed by accountable and responsive civil society organizations (CSOs) and that capacity building contributes to sustainable development. This understanding is embodied in the efforts of the Capable Partners Program (CAP) and our Leadership and Capacity Development practice to strengthen both the human and institutional capacities of CSOs working in any sector to solve their own problems, better fulfill their missions, and support quality and sustainability. Implementation Tips for USAID Partners is one of many significant efforts designed to serve these ends. It is intended to bolster the capabilities of local stakeholders and institutions to manage USAID funds as well as transform their organizations and ultimately their communities. We are pleased to provide this resource to enhance the accountability and performance of USAID-funded organizations. It is the fruit of a reciprocal and iterative learning process that aims to foster local ownership of tested methods and systems. We hope that local capacity building service providers and CSOs will find this manuals user-friendly language and format a valuable tool in their endeavors to improve their performance, accountability and impact.
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Online version
If you are reading this online, you can skip from one page to another whenever a word or phrase is in green and underlined. These are active links, meaning that, when clicked, a new page will appear that contains more information on that particular subject. To avoid duplicating information that is provided in depth elsewhere online, when you click on a word or phrase underlined in green you may go to a website that we believe is safe and useful. You can tell where you are by looking at the web address or URL in your browser window.
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Governance
Implementation Tips for USAID Partners
GOVERNANCE
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GOVERNANCE
G O V E RA N C E
Governance refers to the systems and processes needed to ensure the overall direction, effectiveness, supervision and accountability of an organization. This is typically the responsibility of the Board of Directors who make the policies that the executive director and staff carry out day to day. Good governance is essential to effectively operating any nongovernmental organization (NGO). Many NGOs, founded to address pressing social needs, start with just a few people doing multiple tasks and often make no clear distinction between governance and management functions. However, as an organization grows, distinguishing governance from management is critical to enabling the organization to fulfill its mission, live up to its values, and be successful over the long term. This section introduces basic governance concepts, the distinctions and relationships between management and the Board of Directors and offers an overview of strategic planning, a key process for setting an organizations future direction. Topics: 1.1 1.2 1.3 Governance, Management and the Role of a Board of Directors How to Set Up a Board of Directors An Overview of Strategic Planning
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1.1
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DEFINITIONS
GovernanceThe systems and processes concerned with ensuring the overall direction, effectiveness, supervision and accountability of an organization; typically the purview of a Board of Directors. ManagementThe art of directing the day-to-day operations of the organization. By-lawsRules governing the operation of a nonprofit organization. By-laws often provide the methods for selecting directors, creating committees and conducting meetings.
In most civil society organizations, governance is provided by a Board of Directors, which may also be called the management committee, executive committee, Board of Governors or Board of Trustees. This group oversees the organization, making sure it fulfills its mission, lives up to its values and remains viable for the future. Although by no means an exhaustive list, essentially, the Board has the following responsibilities: define expectations for the organization set and maintain vision, mission and values; develop strategy (for example, a long-term strategic plan); and create and/or approve the organizations policies. grant power select, manage and support the organizations chief executive. verify performance ensure compliance with governing document (for example, a charter); ensure accountability and compliance with laws and regulations; and maintain proper fiscal oversight. Management takes direction from the Board and implements it on a day-to-day basis. Management has the following responsibilities: communicate expectationsmission, strategy, policiesto the entire staff; manage day-to-day operations and program implementation to fulfill the expectations; and report results to the Board. When the balance between the responsibilities of the Board and management is established and functioning well, the organization is better able to: meet expectations of clients, beneficiaries and other stakeholders; deliver quality programs that are effective and efficient; and comply with laws, regulations and other requirements.
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REFERENCES A Handbook of NGO Governance http://www.ecnl.org/dindocuments/ 18_Governance%20Handbook.pdf Governance at a Glance http://www.ngoconnect.net/c/ document_library.pdf Governance & Board Mechanics www.help4nonprofits.com/H4NP. htm#Boards
Next Steps
If your organization is struggling with finding a balance between the roles of the Board and executive management, review your organizations charter or other governing document, the Boards terms of reference and the job descriptions of senior management staff to see what parameters are defined. If these sources are insufficient to provide clarity, then consider asking the Board to define responsibilities and procedures more precisely. In the end, it is part of governanceand therefore part of the Boards responsibilities to ensure that organizational roles and structures are clearly defined.
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1.2
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GOVERNANCE
DEFINITIONS
GovernanceThe systems and processes concerned with ensuring the overall direction, effectiveness, supervision and accountability of an organization; typically the purview of a Board of Directors. ManagementThe art of directing the day-to-day operations of the organization.
Governance 1.1: Governance, Management and the Role of a Board of Directors discussed the differences between governance and management and introduced the broad responsibilities of a Board of Directors. Here we focus on how to form a Board. An NGOs Board of Directors is typically made up of volunteers and is separate from the organizations management and paid staff. The Boards primary function is to provide oversight to the organization, including ensuring that the NGO fulfills its mission, lives up to its values, and remains viable for the future. It may be composed of community leaders, representatives of beneficiary groups, and/or private donors. A Board typically meets regularly with the organizations executive director and management team to review progress. Organizations are governed in different ways. Some Boards meet frequently, especially when organizations are young or facing challenges. Other Boards are more hands off, meeting quarterly or annually to review financial and performance reports and to set goals for the coming year. Like it or not, your Board members will be seen in the community as a reflection of your organization. In this way, the Board can be both the face and fate of your organization. Therefore, it is very important that you find Board members who will represent your organization well and be able to attract support for your cause.
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AV O I D C O N F L I C T S OF INTEREST It is assumed that an NGOs Board members act in the best interests of the organization. There are, however, situations that cast a shadow on this statement. Here are some examples: The Board member also serves on the Board of a rival NGO. The NGO buys office equipment from the company of the Board members cousin. A Board member hires a staff person to provide services privately. The NGO gives a stipend to the son of the chair of the Board. There may be reasonable explanations for these situations that do not necessarily involve actual wrongdoing. But in all of these cases there are potential or perceived conflicts of interest even if no actual wrongdoing exists. Because the Board is a reflection of your organization, it is best to steer clear of even the appearance of a conflict of interest.
Source: Questions Every Board Member Should Ask by the CEE Working Group on Nonprofit Governance, The Global Forum on NGO Governance, www.NGOBoards.org. http://www.ecnl.org/dindocuments/ 18_Governance%20Handbook.pdf
Below is one example of a Board member position description. To see other examples, visit www.bridgestar.org, managementhelp.org or www.scoreknox.org.
Example of Position Description for Board Members 1. Know and support the mission of the organization 2. Attend (specify monthly, quarterly, etc.) Board meetings regularly 3. Prepare for meetings in advance 4. Maintain confidentiality 5. Offer informed and impartial guidance 6. Avoid special agendas and conflicts of interest 7. Participate in committees and special events 8. Advise the chief executive 9. Take part in resource development 10. Promote the organization in the community
Source: A Position Description for Board Members from A Handbook on NGO Governance by CEE Working Group on Nonprofit Governance, http://www.ecnl.org/ dindocuments/18_Governance%20Handbook.pdf
Next, consider what you want the composition of your Board to be. Although all Board members should meet the qualifications in the position description, a diverse Board brings a wide range of perspectives to the organization, which in turn generates more thoughtful approaches to realizing its mission. Think about what skills are needed and whether an individual can help with resource mobilization. For example, an organization focused on HIV/AIDS prevention or water and sanitation issues may want Board members who have expertise in those technical areas. Diversity in Board make-up may be reflected in gender, age, religious affiliation, income, skills, professional experience and so on.
Take time to get to know your candidates for the Board and carefully consider what they will bring to the Board if selected to serve.
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Welcome and introductions Overview of mission, vision and goals of organization Overview of roles and responsibilities of the Board Review of the Board position description detailing specific expectations Opportunity for Board candidate to ask questions Inquiry into candidates willingness to serve on Board Next steps discussion
Source: Sample Orientation Agenda by Create the Future, Developing a Board Recruitment Plan http://www. createthefuture.com/developing.htm GOVERNANCE
Board members can contribute in different ways, and a unique perspective may be just as valuable as fundraising ability, depending on your organizations circumstances and needs.
REFERENCES A Handbook on NGO Governance http://www.ecnl.org/ dindocuments/18_Governance%20 Handbook.pdf Developing Board Recruitment Plan http://www.createthefuture.com/ developing.htm Governance & Board Mechanics www.help4nonprofits.com/H4NP. htm#Boards Recruit Nonprofit Board Members http://www.bridgestar.org/ LearningCenters/Recruiting/ RecruitingBoardMembers.aspx
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GOVERNANCE
Q A
Strategic planning is a participatory and structured process for setting your organizations future direction. It is a management tool that will help your organization identify its current capacities, its needs and its goals. There are various methods for conducting strategic planning, but at its simplest it is a process of collectively answering four basic questions: Where are we now? Where are we going? How will we get there? How will we know if we have arrived or not? A strategic planning process and its results are only as good as they are honest and usefulhonest means looking at internal and external factors objectively, and useful means putting into words the specific goals and actions steps to help guide the organization forward.
However, some variables may not be completely open-ended. For example, you may not be able to identify future funding sources precisely, but you likely have some good ideas and leads. This is the phase during which your strategic plan is especially relevant.
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Strategic planning is a process by which we can envision the future and develop the necessary procedures and operations to influence and achieve that future.
-Clark Crouch
G O V ERN A NCE
Beyond your strategic horizon lies your long-term vision. This is where variables become unpredictable, but your organizations long-term vision is the driving force for charting your course.
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Financial Management
Implementation Tips for USAID Partners
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FIN A N C I A L M A N A GE M E N T
Financial management is more than just keeping accurate accounting records. It also involves planning, controlling and monitoring financial resources to achieve organizational objectives. At a minimum, a financial management system should ensure that costs are properly categorized, tracked and charged to the appropriate accounts, and that managers are able to report financial information accurately to the Board and to donors. A good financial management system makes it easier to be accountable to donors and project beneficiaries, thereby enhancing their respect and confidence in the organization. This, in turn, helps an NGO be more competitive and can increase its chances of maintaining long-term financial health. This section introduces the key elements of a comprehensive financial management system and ways an NGO can strengthen its capacity in this critical area. It also covers USAID requirements for requesting funds, reporting expenditures, allocating resources and auditing. Topics: 2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 2.9 Overview of Financial Management Pipelines and Burn Rates Understanding Fluctuating Exchange Rates Cost Share Allocating Shared Costs Foreign Tax (VAT) Reporting Requesting USG Funds Using the SF-270 SF-425: Completing Your USG Financial Status Reporting Form Annual Audit Requirements: Questions and Answers
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2.1
Q A
Good financial management involves planning, organizing, controlling and monitoring resources so that your organization can achieve its objectives and fulfill its commitments to beneficiaries, donors and other stakeholders.
Financial ManagementPlanning, organizing, controlling and monitoring financial resources to support the objectives and functioning of an organization. Financial Management Manual A collection of the policies and practices that describes how an organization conducts its day-to-day fiscal affairs.
Good financial management requires more than simply keeping accurate accounting records. Many NGOs may have only an accounting or bookkeeping system rather than a financial management system. Accounting is a subset of financial management. A financial management system encompasses both administrative systems and accounting systems.
NGO FINANCIAL MANAGEMENT MANUAL Sample Table of Contents Financial accounting routines The Chart of Accounts and cost center codes Delegated authority rules (that is, who can do what) The budget planning and management process Ordering and purchasing procedures Bank and cash handling procedures Management accounting routines and deadlines Management and control of fixed assets Staff benefits and allowances Annual audit arrangements How to deal with fraud and other irregularities Code of Conduct for staff and Board members The manual may also include reference materials such as: organization chart, job descriptions, standard forms, and glossary and/or list of acronyms and abbreviations.
Source: Practical Financial Management for NGOsGetting the Basics Right. Terry Lewis. Mango (Management Accounting for Non-governmental Organisations) 2009. http://www.mango.org.uk/
Administrative systems provide the framework for handling procurement, travel, inventory, facilities and personnel matters such as payroll and benefits. (See Compliance 5.15.6 ). Accounting systems encompass the methods, procedures and controls established to gather, record, classify, analyze, summarize, interpret and present accurate and timely financial data.
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FINANCIAL MANAGEMENT
DEFINITIONS
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FINANCIAL MANAGEMENT
Good financial management enhances your accountability to your donors and beneficiaries. It also builds respect for and confidence in your organization, improving your chances for long-term financial health.
managers. The senior managers, in turn, delegate some functions downward, and so on, as illustrated in the table below.
Players in Financial Management
Board of Directors (Trustees)
Sample Responsibilities
Oversee financial controls and ensure accountability Review and approve annual budget Approve financial policies, including delegating authority Review and approve financial reports and audited financial statements Monitor and support resource mobilization Assess financial risks facing the NGO Report to the Board and manage budgeting process Appoint/hire financial staff and delegate tasks Review donor and other agreements/contracts Ensure financial records are accurate and up to date Ensure correct, timely preparation and submission of financial reports Ensure that program activities are in line with budget and deliverables Monitor resource use and manage income generation Monitor financial needs of the organization and business planning Manage and monitor the budgets for their departments or projects Review organization financial reports and give input to CEO Further delegate some financial responsibilities to their team Project future financial needs Set project budgets to ensure that all costs are included (such as deliverables, M&E implementation) Control budgets to ensure money is spent as agreed and work with finance staff to ensure policies and procedures are followed, expenditures are coded and reported accurately Work with appropriate staff to ensure that procurements are best value for money Handle the NGOs cash, including banking and issuing receipts Administer the payment process to ensure bills are paid on time Complete the books of accounts and reconcile them every month Prepare internal and external financial reports
REFERENCES U.S. Government Standards for Financial Management Systems U.S. Code of Federal Regulations 22 CFR 226.21 http://www.access.gpo.gov/nara/ cfr/waisidx_10/22cfr226_10.html The Essential NGO Guide to Managing Your USAID Award www.NGOConnect.NET/resources/ ngoguide Practical Financial Management for NGOsGetting the Basics Right. Mango (Management Accounting for Non-governmental Organisations) http://www.mango.org.uk/Guide A Practical Guide to the Financial Management of NGOs. Namibia Institute for Democracy http://www.nid.org.na/pdf/ publications/Financial%20 training%20manual.pdf http://www.nid.org.na/pdf/ publications/Financial%20 training%20manual.pdf MSH EHandbook Chapter 6 Managing Finances and Related Systems http://www.msh.org/ Documents/upload/msh_ eHandbook_ch06.pdf
Senior Managers
Program Staff
Finance Staff
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2.2
Q A
What are our pipeline and burn rate, and how do we calculate them?
You may have heard the terms pipeline and burn rate discussed in relation to the financial management of your Cooperative Agreement. But what do they mean, what are they used for and how do you calculate them?
Award AmountThe total amount that is anticipated to be spent by the USG over the life of the project. Obligated AmountThe amount the USG has committed to the project at any given time, which may be the full amount of the award or a portion of the award amount. In other words, it is the amount available to your organization to spend on the project at that particular time. PipelineThe amount of funds obligated but not yet spent. Burn RateThe rate at which an organization spends its award funds on a periodic basis, typically monthly.
To monitor how much money you are spending under your USAID Agreement and to make sure there is enough money available to cover your upcoming expenses, two key figures to track are your pipeline and burn rate. To calculate these, start by looking at your grant agreement to identify the amount the USG has committed so far, known as the obligated amount. Note that this amount is different from the award amount, which is the total expected to be obligated over the life of the Agreement. Your pipeline is the amount of funds obligated but not yet spent. This is the amount of money that is available for you to draw down on for project activities. Calculate this by adding up all the funds you have spent to date and subtracting that amount from the total obligation. Calculation: Pipeline = Obligation Total Amount Spent The burn rate is the rate at which you are spending your obligation. The basic calculation for your burn rate is to figure how much you have spent and divide that by the number of months you have been spending. Calculation: Burn Rate = Total Amount Spent / Number of Months Example:
of US$1,000. We received an initial obligation of US$10. When the workplan was approved, we received an additional obligation of US$300, bringing our total obligation to US$310. spent a total of US$145.
O B L I G AT I O N S V S . AWA R D It is important to understand that your obligation amount is not necessarily the full amount of your award.The total award amount is the amount anticipated to be spent over the life of your project. The obligated amount is the amount USAID has definitely committed to spending on the project. Therefore, just because your organization has received an award, USAID is only liable to pay you up to the amount of the obligation. Any spending your organization does above the obligated amount is at your own risk!
MyNGO has been operating the project for four months and has Subtracting our total spent (US$145) from our total obligated
(US$310) gives us a pipeline of US$165.
have been spending (4) gives us a burn rate of US$36.25 per month.
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DEFINITIONS
I T E M S TO C O N S I D E R Remember: The process for requesting and receiving additional funds from USAID can take a considerable amount of time, so plan ahead so that your project can continue without interruption.
Next Steps
Using your pipeline and burn rate, you can calculate how many months worth of money you have left before you will need an additional obligation. Calculation: Pipeline / Burn Rate = Approximate # Months Money Left Before the Obligated Amount Will be Spent In our above example, dividing MyNGOs pipeline of US$165 by the burn rate of US$36.25 tells us that MyNGO will spend its remaining obligation in about four and a half months, assuming spending stays at about the same level. By tracking your pipeline and burn rate, you can monitor your spending to make sure you are neither spending too quickly nor too slowly. Most important is that by watching these figures, you will know when you need to request an additional obligation from the USG.
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FINANCIAL MANAGEMENT
Award Amount Original Obligation Additional Obligation Total Obligation to Date Jan Spending $25 Feb $55 Mar $35 Apr $30
$1,000 $10 $300 $310 Total $145 Result $165 $36.25 4.5 months
Calculations Pipeline Burn Rate Months Remaining $310-$145 $145 / 4 $165 / $36.25
REFERENCES ADS Glossary http://www.usaid.gov/policy/ads/ glossary.pdf USAIDs Accrual Documentation http://www.usaid.gov/policy/ ads/600/631sab.pdf
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2.3
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FINANCIAL MANAGEMENT
Although most transactions with vendors in-country need to be completed in local currency, the budget submitted for your USAID award, the amount obligated and the financial reports you provide need to be in U.S. dollars (USD). Consequently, as you convert funds from one currency to another, you need to be aware how changes in the exchange rate between currencies can affect the actual amount of funding available to implement your program. The following discusses the effects of fluctuating exchange rates and provides strategies for addressing the issue with minimum disruption to program services.
Program Impact
When you created the budget for your program, you likely used the exchange rate in effect when you submitted your proposal. But that rate has likely changed since you won the award and began receiving funding in USD. As a result, when you convert your funds USD into local currency, you may find that the actual amount will vary depending on how different the current exchange rate is from the rate projected in your original budget. In some cases, this may work to your advantage, and you will end up with more funding than anticipated; in others cases, you will end up with less.
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FINANCIAL MANAGEMENT
Sound financial management practices are the best way to anticipate the impact of fluctuating exchange rates and mitigate any negative effects on your program.
For organizations that do not have a multi-currency system, there are two methods suggested to account for the exchange rate: first in, first out; and weighted average exchange rate.
Exchange Rate 7 8 5
In this example, if you spent 17,300 Rand, it would be equal US$2,460, and your balance of funds in USD would be US$1,040 (US$3,500 US$2,460).
If the exchange rate greatly affects your programming and your targets, it is important to share this challenge with your funder and troubleshoot how the shortfall will be addressed.
The weighted average exchange rate is the average of the exchange rates over a given period of time. It is calculated by multiplying each rate by the amount exchanged at that rate, adding the three subtotals together and dividing by the total USD amount exchanged. Using the same example, the table below shows the exchange rate at which costs can be converted back to USD for reporting on expenses.
Date January 1 January 15 January 23 TOTAL USD 1,000 2,000 500 3,500 Exchange Rate 7 8 5 Rand 7,000 16,000 2,500 25,500
In this example, the weighted average exchange rate would be 7.29 (3500/25,500). If you spent 17,300 Rand, using the weighted average exchange rate method, it would be equal to US$2,373.11 (17,300/7.29), and the balance of funds on hand would be US$1,126.89 (US$3500 US$2,373.11). With the weighted average exchange rate, the program can accurately capture the costs incurred and what funds are remaining and minimize the exchange rate variance, which should be accounted for in your accounting system.
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As you can see, the different methods result in slightly different answers. However, the goal is to limit the foreign exchange risk using a relatively simple conversion method. As mentioned above, you may have used a different exchange rate in effect when you submitted your proposal. For this example, had the exchange rate been 10 Rand to US$1 at the time, either illustrated method would provide a more accurate reflection of costs in USD than if you were to use your initially budgeted exchange rate.
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FINANCIAL MANAGEMENT
Pipelines
Calculating how much you are spending in both local currency and USD is crucial to effectively managing your award, but it is only the first step. Once you account for the fluctuating exchange rate, it is important to keep track of your spending by regularly updating your pipeline and burn rate so that you know how much funding remains for planned activities, and you can adjust activities if necessary. (For information on how to calculate your pipeline and burn rate, see Financial Management 2.2.) It is important for your financial team to be in touch with your program team regarding the projects pipeline and the amount of funding remaining for activities. Work planning in particular should be done with careful consideration of updated pipelines.
Reporting
Quarterly and annual financial reports to USAID must be in USD. Local costs will be captured in the report according to the exchange rate method your organization selects. Maintaining communication with USAID is essential. If the exchange rate has a measureable impact on your programming and your targets, it is critical to share this information and troubleshoot how you will address a shortfall. On the other hand, should the exchange rate result in some additional money, it may be used for the program.
Documentation
Establish a written policy on how you will address foreign exchange rates. Not only will this help ensure that the policy is applied consistently by all staff, but it will also serve as backup documentation if questions arise during an audit.
REFERENCES Mandatory Standard Provisions for Non-U.S. Nongovernmental Recipients Local Procurement (#8) http://www.usaid.gov/policy/ ads/300/303mab.pdf Code of Federal Regulations Local Procurement 22 CFR 228.40 http://www.access.gpo.gov/nara/ cfr/waisidx_01/22cfr228_01.html
Managing Subgrantees
To reduce the burden of managing foreign exchange rates, it is recommended that all subgrants be signed in local currency. This allows your subpartner to better manage its budget, since both the budget and actual expenditures are in the same currency. (See Program Management 4.2.)
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2.4
Cost Share
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FINANCIAL MANAGEMENT
DEFINITIONS
Cost ShareThe portion of project costs not covered by the USG. This may be cash or in-kind contributions. In-Kind ContributionNon-cash resources contributed to a project. This may include volunteer services, equipment or property.
Q A
What is cost share? What counts toward cost share, and how do we report it?
Cost share is the non-U.S. Government portion of the costs of your project. Cost share may either be cash or in-kind contributions.
Once you commit to providing cost share and it is included in your agreements approved budget, you are required to provide documentation showing that this obligation has been met successfully. If you committed to providing cost share, but are unable to meet your obligation as planned, you are still responsible for it. Example: Your agreement has an approved budget of US$1.1 million, which is composed of US$1 million in USG funds and US$100,000 in cost share. If you document and report cost-share contributions of only US$75,000, you are responsible for the remaining US$25,000. If you do not provide acceptable documentation and report the remaining balance before the end of the projects period of performance, the Agreement Officer may reduce your final obligation of USG funds by US$25,000.
COST SHARE VS. M AT C H I N G F U N D S The term matching funds is used when program recipients are required to provide a certain amount of non-USG funds to a project in order to be eligible to receive USG funds. Cost share refers to all other cases where non-USG contributions are committed to a program.
must be verifiable in your organizations records; cannot be included as a contribution for any other USG-assisted
program;
Tip: Certain procurement restrictions that apply to the use of USG funds may not apply to the use of non-USG cost-sharing resources. For example, the source and origin procurement requirements and international travel provisions in your agreement may not apply to purchases or travel using non-USG funds.
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IN YOUR AGREEMENT If applicable, your cost-share commitment is listed in the following sections: The end of your award letter in section A. General Item 5Cost Sharing Amount (Non-Federal) Attachment A to your award in the Schedule section Part 4Cooperative Agreement Budget Part 9Cost Sharing
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established by an independent appraiser (e.g., certified real property appraiser) and certified by a responsible official in your organization. any personal services, material, equipment, buildings, or land that you report as an in-kind contribution. There is no mandatory way to do this, but it must be fair and clearly documented.
REFERENCES OMB Circular A-110 - Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Non-Profit Organizations http://www.whitehouse.gov/omb/ circulars_a110
You must document the basis you used for determining the value for
With the authorization of the Agreement Officer, you may capture costshare contributions from your subrecipients on the project (if any) in meeting your obligation. Please note that the same parameters apply to the subrecipients.
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2.5
DEFINITIONS
Direct Project ExpensesGoods and services specifically purchased for the exclusive benefit of one project that are charged to that project. NICRANegotiated Indirect Rate Cost Agreement, a rate negotiated individually between an organization and the USG to cover indirect costs. Shared Project CostsGoods and services used by multiple projects and for which a vendor cannot invoice each project separately that are charged to each benefiting project based on a pre-determined formula.
Q A
We have multiple projects with different funders; how do we account for shared office expenses?
An organization with more than one project incurs three categories of expenses:
1. Direct project costs. Costs that can be clearly attributed to a specific project, such as a dedicated staff person, office space used by project staff or specific equipment and supplies used only by a single project. 2. Shared project costs. Costs that are required to carry out a project, but are difficult to attribute to a specific project, such as electricity or administrative support staff. 3. Non-project costs. Legitimate organizational expenses, but costs not related to any specific project or costs that are not allowable. Most of your expenses will easily fall into the direct cost category, while non-project costs are usually self-evident. Costs that may be shared, however, may be the biggest challenge.
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I T E M S TO C O N S I D E R Q: If we have a NICRA, do we still need to allocate shared costs? It is tempting to think that having an established Negotiated Indirect Cost Rate Agreement (NICRA) will solve the challenge of allocating shared project costs. A NICRA can simplify how you are reimbursed for your overhead costs in certain USG-funded projects. However, if you have projects funded by other donors, if your NICRA only covers headquarters expenses or if you want to verify that your NICRA is accurately covering your shared expenses, you will still need to allocate your shared costs. Thus, regardless of whether or not you have a NICRA, it is a good management practice to establish a policy for allocating shared project expenses.
projects?
Multiple Offices
If your organization has offices in several different locations, you may want to set some general guidelines and have each office set its own specific policy based on the projects and expenses at that location. The policies should be in writing because during your annual audit, the auditors will review and compare your policy with your practice. Some projects that share offices set a formal Memorandum of Understanding that includes detailed agreements on additional topics, such as shared assets, payroll and human resources issues. This is especially common when the separate project teams come from different operational units or are from completely different organizations.
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What specific costs and resources are considered shared? How will your organization divide shared costs among different
2.6
DEFINITIONS
VATValue Added Tax. Tax levied on the purchase of goods and services, similar to sales tax in the U.S.
Is our organization exempt from paying VAT and customs duties on goods and services purchased with USG funds? And, what are the Foreign Tax Reporting requirements?
IN YOUR AGREEMENT The Reporting Foreign Tax clause is in the standard provisions of a Cooperative Agreement.
Organizations implementing U.S. Government (USG)-funded development projects are exempt from certain taxes and duties imposed by the government of the country where they are working. Exemptions cover both prime recipients as well as subrecipients.
Specific exemptions and the process for requesting reimbursements of taxes paid are outlined separately for each country in bilateral agreements between the USG and host governments. Below are several common exemptions, as well as taxes you may be required to pay. You will need to find out what exemptions and requirements are relevant in each of the countries in which your organization is working. The following provides examples of the kind of information to report, discusses the requirements of the USAID Foreign Tax Report, due from USAID recipients every year on April 16, and offers suggestions for tracking your tax payments and reimbursements to make reporting easy.
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Be sure to check with the in-country Mission and other donors for details about what taxes your organization may be required to pay.
Country Specifics
Each country negotiates its own bilateral agreement with the U.S., which includes provisions regarding the taxation of U.S. foreign assistance. These provisions typically address what taxes are exempt and how organizations implementing USG-funded programs can receive reimbursements for any taxes paid. Exemptions and reimbursement procedures can vary widely from country to country, but it is your responsibility to check with the Mission regarding the rules in the country where you are working. Work with the in-country USG team to answer the following questions:
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What taxes am I exempt from paying? What taxes, if any, am I required to pay? What is the process for obtaining an exemption or reimbursement?
The process for obtaining an exemption or reimbursement varies by country. Some countries provide VAT exemption letters to show vendors at the time of the purchase. Others require that you pay the VAT and later request reimbursement, either through the Revenue Authority or through the local Mission or Embassy. Contact your AOR for further guidance.
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The tax was paid to the government in the country where you
are implementing.
The purpose of the Foreign Tax Report is to ensure that U.S. foreign assistance funds are being used for their intended purposes and not being taxed, and to track whether or not foreign governments are complying with the terms of their bilateral agreements.
The transaction was US$500 or more (not including the VAT). The tax being paid is one your organization is exempt from paying
(for example, if you are not exempt from lodging taxes in a particular country, then do not report them). The purchase is related to your USG-funded project. (Report the purchase regardless of whether the specific purchase is made with USG funds or is part of cost share, as long as it is a legitimate part of the project).
When Is the Report Due, and What Time Frame Should It Cover?
The Foreign Tax Report is due each year on April 16. You are required to report the following three figures: Figure A. Taxes paid to the host government during the previous fiscal year. This includes VAT and customs duties. Figure B. All reimbursements received during the previous fiscal year, regardless of when the original tax was paid. Figure C. Reimbursements received from the taxes paid through March 31 in the current fiscal year being reported on.
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foreign taxes assessed by the foreign government in the country in which you are working are to be reported. Foreign taxes assessed by a third-party foreign government are not to be reported. 5. Report all reimbursements you have received during the prior fiscal year regardless of when the foreign tax was assessed. Also, provide a separate figure giving the total of any reimbursements of taxes assessed during the fiscal year for which you are reporting and that you have received through March 31.
Example
Organization: MyNGO Contact: Jane Smith Phone: +255-555-5555. Fax: +255-555-5556. Email: jane@myngo.org Agreement Number: XYZ-123
Country
Mozambique Tanzania
In this example, the organization is operating in two countries: Mozambique and Tanzania. The amounts in this table are summaries by country and are not broken down by project or subrecipient. During FY08, the Mozambican government did not assess any taxes on the prime recipient (or subrecipients, if any). However, it did reimburse the organization US$500 for taxes assessed prior to FY08. During FY08, the Tanzanian government assessed the organization US$1,000 in taxes, but reimbursed the organization in full by March 31, 2009. A separate Foreign Tax Report must be submitted for each country (Tanzania and Mozambique).
your organization involved with procurements is aware of the policy. Share this with subrecipients as well. Create a special code in your accounting system for tracking all payments of exempt taxes. Use this code only for exempt taxes not for legitimate taxes paid. Create a special code in your system for tracking incoming tax reimbursement payments from the host government. Make sure you can tie the reimbursements received back to the original accounting
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To simplify your annual reporting, your organization should develop a process for tracking VAT and customs duties paid, as well as for requesting and receiving reimbursements from the host government.
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entry that recorded the taxes being paid. This will make it easy to identify which reimbursements have and have not been received. Establish a log that tracks the tax payment and reimbursement process. This should document each tax payment, reimbursement request and payment received. You may also want to have a policy for keeping copies of receipts and reimbursement requests sent to the host government or USG office, as applicable (see the example below). Customize your process so it fits in with the host government and USG in-country requirements regarding submitting requests and expected turn-around time for tax reimbursements. Since your subrecipients also may have purchases of commodities or other expenditures covered by these provisions, work with subrecipients to submit their reports to you prior to the April 16 deadline, so you will have sufficient time to incorporate their data into your report. Note that their reports also must include reimbursements through March 31, so their deadline would need to be sometime between April 1 and April 15.
Project A B C D
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2.7
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The U.S. Government (USG) disburses funds to grantees in two ways: 1) by advancing funds or 2) by reimbursing partners for expenses after they have been incurred. Your Cooperative Agreement and/or USAIDs financial management office (FM) will direct you on the disbursement channel you are authorized to use. To request funds, you must fill out the SF-270 Request for Advance or Reimbursement and submit it to your funding agencys FM. If you have multiple USG awards, you must fill out a separate SF-270 for each award. A detailed explanation of how to fill out and submit the SF-270 follows. Initially, you will be limited to requesting funding advances one month at a time. Each request must be for the amount you estimate you will spend in the upcoming 30-day period. You are not allowed to request or hold on to any extra contingency funds. However, if a particular planned procurement is delayed, you are permitted to carry over those funds until the following month. If an activity is cancelled you can spend the funds on another activity in your approved workplan. Though individual agency policies may vary, typically you will be required to complete the SF-270 and submit it approximately one week before the month in which you require the funds. The FM will review and determine the appropriateness of the funds requested. If your request is unusual, such as a request for an atypically large amount of funds for an upcoming procurement, it may be helpful to provide an explanation or documentation with your request. Turnaround times vary among agencies, but generally you can expect funds within one week. When you have demonstrated, over a period of time, that the funds you request are spent efficiently and that you are neither spending too quickly nor too slowly, you may be allowed to request funds on a quarterly basis. Your Agreement Officers Representative (AOR) and FM will determine this by reviewing the data from your quarterly SF-425 Federal Financial Reports and your SF-270 to calculate your pipeline and burn rates.
d o w n l o adi n g s f - 2 7 0 Download a PDF version of SF-270 at http://www.whitehouse. gov/sites/default/files/omb/grants/ sf270.pdf. To take advantage of some of the forms features, including autocalculations, be sure you have the latest version of Adobe Reader. Download it for free at http://www. adobe.com/products/acrobat/ readstep2.html.
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I T E M S TO C O N S I D E R Timing Your SF-270 and SF-425 Submissions Since the FM uses the information from your SF-425 Federal Financial Report to process your SF-270 Request for Advance, it is important to make sure you have completed and submitted your SF-425 in a timely fashion. Though you are technically not required to submit the SF-425 until 30 days after the end of the quarter, waiting that long could delay the processing of your request for funds. Therefore, submit the SF-425 as soon as possible if you have a pending request for funds. Bank Account Requirements Your organization and your subrecipients are required to keep USG funds in interest-bearing accounts, separate from all other funds. You may only use a noninterest-bearing account if: 1) your organization (or one of your subrecipients) receives less than US$120,000 in USG funds per year; or 2) an interest-bearing account requires a minimum balance that is so high as to make it impractical to use. You may keep up to US$250 of any interest earned to cover administrative costs. Interest earned in excess of US$250 per year must be remitted to your funding agency. Keep an Eye on Your Obligation Ceiling! The turn-around time for processing a request for funds is fairly short as long as you have sufficient funds obligated under your award. If you request funds above your obligation ceiling, your agreement will have to be modified to obligate additional funds to your award amount before the FM can process your SF-270. It is in your best interest to monitor your obligation amount closely. As soon as you have expended 75% of your obligation, contact your AOR to request that additional funds be obligated. (For more information on tracking your obligation amount, see the sidebar Obligation vs. Award in Financial Management section 2.2 Calculating Pipeline and Burn Rates.)
Estimating Advances
When estimating your request, do not merely divide your annual budget by 12 months; instead, calculate specifically what you think you will spend in the upcoming month. Some elements of your budget may be divided evenly among months, (for example, salaries), but some, such as purchases of non-expendable equipment, may happen all in one month (for example, at the beginning of a project). Partners who are implementing projects with subrecipients should work together to ensure funding requests and spending are managed smoothly, so no organization runs out of money. To do this, ask subrecipients to provide monthly or (when approved) quarterly funding estimates. You also may wish to institute a process with subrecipients for advances and reimbursements similar to that which you follow for the USG.
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Top Portion
Below are tips for the key sections.
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Box 1(b) For all requests other than the final request at the end of Box 2 The basis of the request depends on the type of accounting Box 8 The period covered by this request should be one
calendar month (for example, from January 1, 2012 to January 31, 2012), unless otherwise directed by the FM.
After completing the top portion, you must determine whether to fill out the full calculation area in the middle of the form or the simplified calculation area for Advances Only at the bottom of the form. Fill out the full calculation area if any portion of the funds requested includes a reimbursement. You also must fill out the full calculation area if you have any program income. If you are not requesting a reimbursement and do not have program income, you may skip down to the Advances Only portion of the form, described on the following page.
Calculation Area
The primary calculation area includes three columns across the top (a-c) and a Total column. It is not necessary to break out your funding request across these columns unless directed to do so by your AOR or FM. The calculations (rows labeled a-j ) are explained and illustrated on the following page.
The U.S. Government disburses funds to grantees in two ways: 1) by advancing funds or 2) by reimbursing partners for expenses after the fact.
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Initially, you may be limited to requesting funding advances one month at a time. When you have demonstrated that you are spending funds efficiently, your donor agency may allow you to request advances quarterly.
In general, you will be required to complete and submit the SF-270 no earlier than a week before the month in which you require the funds.
a. Total program outlays to date: All expenditures for your program, including cost share, as of the beginning of the request period. In other words, if your request is for January 1 to 31, 2009, give the total outlays as of December 31, 2008. b. Less: cumulative program income: If your program has earned any program income, enter it here. c. Net program outlays (line a minus line b). d. Estimated cash outlays for advance period: How much you will need for the advance period (in our example, January 1 to 31, 2009). All funding needed (including cost share), regardless of any carryover cash on hand. e. Total (sum of lines c & d ). f. Non-federal share of amount on line e: All past cost-share contributions, plus all cost-share contributions you plan to make during the advance period. (If you are not sure what cost share you may be able to commit to during the advance period, it is fine to put US$0 in your SF-270, as long as you properly account for the actual cost share generated in your next SF-425.) g. Federal share of amount on line e: This is the total amount you have requested from the USG toward this project to date, including the funds requested for the advance period. h. Federal payments previously requested: Sum of all money you have requested to date from the USG. i. Federal share now requested (line g minus line h): The result will be the total amount of USG funds you need for the upcoming month (request period), less any unspent USG funds you have on hand. j. Advances required by month: The final row is used only when you request funds on a quarterly basis, but receive these funds in monthly installments.
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Advances Only
To fill out the alternate computation for advances only (see box 12), calculate how much funding you will need for the next month and subtract the amount of any unspent USG funds you have remaining from your previous advance to come up with the amount you are requesting for the period. During the previous period, if you spent more than your previous advance, the unspent funds remaining block may show a negative amount.
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2.8
2
f i n a n c ial m a n ag e m e n t
Q A
The Federal Financial Report (FFR), often referred to as SF-425, is a snapshot of where you stand on spending your award and tracks how much cost share your organization has contributed. The completed SF-425 must be submitted quarterly to the agencys financial management office (FM).
The numbers in the following list correspond to the numbered blanks on the SF-425.
d o w n l o adi n g s f - 4 2 5 Download a PDF version of SF-425 at http://www.whitehouse.gov/ sites/files/omb/assets/grants_ forms/ff_report_fill.pdf. In order to take advantage of some of the forms features, including auto-calculations, be sure you have the latest version of Adobe Reader for free at http:// www.adobe.com/products/ acrobat/readstep2.html.
1. Federal Agency and Organizational Element to Which Report is SubmittedUSAID or other USG funder. 2. Federal Grant or Other Identifying Number Assigned by Federal AgencyInsert your Cooperative Agreement identification number, which may look something like XXX-A-00-09-00XXX-00, and can be found on the first page of your agreement. 4b. EINEmployer Identification Number, for U.S. grantees only. 5. Recipient Account Number or Identifying NumberThis number is for your use only and is not required by the USG. 7. Basis of AccountingYour accountant or financial manager will know whether you are reporting on a cash or an accrual basis. 8. Project/Grant PeriodThe start and end dates of your award.
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9. Reporting Period End DateThe date for each report depends on which quarter you are covering: 1st Quarter: December 31 2nd Quarter: March 31 3rd Quarter: June 30 4th Quarter: September 30. Next, fill out the middle portion, which contains the main calculations as outlined below. Some figures will be calculated automatically if you are using Adobe Reader. Once you have finished, double-check to make sure all the calculations are correct.
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Recipient Share
i. Total recipient share required Enter the total required recipient cost share as listed in the Cooperative Agreement. If this amount has been revised through a modification, please use the amount listed in the modification.
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Recipient share of expendituresEnter the amount of cost share j. expended through the reporting period. Remaining recipient share to be providedEnter the amount by k. subtracting line 10i minus line 10j.
Program Income
If your agreement allows for program income, please refer to the detailed instructions on how to fill lines 10l through 10o at http://www.whitehouse.gov/omb/grants/standard_forms/ffr_instructions.pdf Next, fill out the bottom portion, which contains the main calculations as outlined below. Some figures will be calculated automatically if you are using Adobe Reader. Once you have finished, double-check to make sure all the calculations are correct. Finally, the bottom portion contains information on indirect expenses and the signature. All documents must be signed by the authorized certifying officer.
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Federal Financial Report SF-425 http://www.whitehouse.gov/omb/ assets/grants_forms/ff_report_fill.pdf Detailed instructions to fill out Federal Financial Report SF-425 http://www.whitehouse.gov/ omb/grants/standard_forms/ffr_ instructions.pdf
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2.9
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Q A
What is an annual audit and how does the audit process work?
An audit is an independent review and examination of an organizations systems, records and activities. Many donors require yearly audits of their grant recipients, and the U.S. Government (USG) is no different. Both prime recipients and subrecipients that receive a certain threshold of funds from the USG must conduct an annual audit. An audit enables you to verify financial numbers, ensure their accuracy and identify and assess internal controls that should be in place to improve the integrity of your financial systems. It evaluates how you are spending USG funds and complying with the regulations set forth in your agreement. Think of it is a tool to help you keep your financial house in order. To ensure objectivity, an independent auditor, whom you hire, conducts the annual audit. The audit process involves gathering financial and other records, providing them to your auditor, responding to your auditors report, and implementing corrective action plans. What follows are answers to some commonly asked questions about annual audits.
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I T E M S TO C O N S I D E R Q: If we have a NICRA, do we still need to allocate shared costs? It is tempting to think that having an established Negotiated Indirect Cost Rate Agreement (NICRA) will solve the challenge of allocating shared project costs. A NICRA can simplify how you are reimbursed for your overhead costs in certain USG-funded projects. However, if you have projects funded by other donors, if your NICRA only covers headquarters expenses or if you want to verify that your NICRA is accurately covering your shared expenses, you will still need to allocate your shared costs. Thus, regardless of whether or not you have a NICRA, it is a good management practice to establish a policy for allocating shared project expenses.
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An audit typically covers your entire organization. However, if you have just one program that receives USG funding, you may choose to have a singleprogram audit.
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WHO IS YOUR OVERSIGHT AGENCY If you receive funding from multiple USG agencies, one acts as you oversight agency and takes the lead on management decisions for any audit findings that relate to multiple USG agencies. The oversight agency is the USG agency that provides the majority of funding in a given year. The oversight agency is responsible for: Providing technical audit advice to your organization and your auditor; Considering requests for extensions; and Reviewing the audit package for quality and completeness.
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3. Responding to Findings If an audit results in any findings, each must be addressed specifically by your organization in a plan for corrective action. For each item, provide the following: the responsible individual; the corrective action planned; and the anticipated completion date. If you do not agree with an audit finding or believe corrective action is not required, then include an explanation and specific reasons. 4. Submitting to the USG U.S.-based nonprofit organizations will submit their audit packages directly to the Federal Audit Clearinghouse (FAC).The FAC will distribute copies to the USG agency funding your award. Submit one copy to the clearinghouse, plus one copy for each USG agency that had audit findings in your report. The address for the FAC is: Federal Audit Clearinghouse Bureau of the Census 1201 E. 10th Street Jeffersonville, IN 47132, USA Your audit package must be submitted within 30 days of receiving the report from your auditor or 9 months after the end of your fiscal year (the audit period). The Audit Package Must Include: SF-SAC Form (Data Collection Form for Reporting on Audits) Financial Statements Schedule of Expenditures Under USG Awards Summary Schedule of Previous Audit Findings The Auditors Report Opinion on the Financial Statements Opinion on the Schedule of Expenditures Report on Internal Controls for Financial Statement Report on Internal Controls for Compliance Schedule of Findings of Questionable Costs Corrective Action Plan
You are not required to submit your audit directly to your USG funding agency. Example: If you receive funding from USAID and CDC, but only had findings related to your CDC award, you are required to submit two copies (one for the FAC, one for CDC.) Foreign and for-profit organizations may have different submission rules set by their funding agency. Please contact your funding agency, in-country, or regional Mission office for guidance. 5. Issuing Management Decisions For each finding, the agency or the prime (in the case of a finding for a subrecipient) will issue a corresponding management decision within six months of receiving the audit package. The management decision must clearly state whether or not the agency is supporting the audit finding, the reasons for the decision and the expected auditee action, such as repaying disallowed costs, making financial adjustments or taking other action.
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If the auditee has not completed corrective action, a timetable for followup will be given. The management decision should describe any appeal process available to the auditee.
REFERENCES OMB Circular A-133: Audits of States, Local Governments and Nonprofit Organizations http://www.whitehouse.gov/omb/ circulars_default USAID ADS Chapter 591: Financial Audits of USAID Contractors, Recipients and Host Government Entities http://www.usaid.gov/ policy/ads/500/591.pdf FAR (48 CFR part 42) https://www.acquisition.gov/far/ current/html/FARTOCP42.html SF-SAC Data Collection Form for Reporting Audits https://harvester.census.gov/fac/ collect/ddeindex.html
Audit Follow-Up
In addition to submitting the audit package, you will be responsible for implementing your corrective action plan. Be sure to maintain documentation showing your progress on each item. Even if there were no findings relevant to a particular USG agency, that agency still may request a copy of your audit directly from you. Further, the USG reserves the right to conduct its own audits, regardless of the outcomes of your audits. Finally, you are required to maintain records and a copy of the audit package for a minimum of three years following submission or three years after a finding from that year was resolved.
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Pre-Audit
Identify USG-funded programs Gather SF-269s Prepare schedule or expenditures List previous audit findings
The Audit
Opinion on financial statements and expenditures Report on internal controls Findings of questionable costs
Response
For each finding, list responsible individual, corrective action planned and anticipated completion time Any disputes?
Submission
U.S.-based organizations submit to Federal Audit Clearinghouse Foreign organizations submit to funding agency
Mgmt Decision
For subs, decision made by prime partner For primes, decision made by funding or oversight agency Evaluate plan & issue decisions
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Human Resources
Implementation Tips for USAID Partners
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HUM A N RE S O U RC E S
Human Resources (HR) is the function that deals with managing an organizations most important assetthe people who do its work. Ideally, HR policies and rules are designed to level the playing field; to help guide and protect staff and volunteers so they can contribute to the best of their abilities. Effective HR policies and procedures also help attract and retain the right people for each job and support the team who will accomplish the organizations goals. Although some HR policies must follow local law as well as donor requirements, most should reflect an NGOs own mission, vision and values. This section introduces fundamental HR concepts and highlights some of the policies that USAID-funded organizations must follow. It also also explores practical ways to motivate staff, as well as to recruit and manage volunteers. Topics: 3.1 3.2 3.3 3.4 3.5 3.6 Overview of Human Resources HR: Putting Polices into Practice Supportive Supervision: A Strategy to Strengthen Organizations and Individuals Performance Appraisals Key Personnel Collaborating with Volunteers to Strengthen Your Organization
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3.1
DEFINITIONS
HR PoliciesA set of rules, values or guiding principles that define how an organization addresses human resourcesrelated matters. Human resources policies should reflect sound practice, be written down, be communicated across the organization and be reviewed and modified periodically to reflect changing circumstances.
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Some HR policies are required by local law, U.S. law or USAID, while others are practical or necessary rules for managing an effective organization. Regardless of the source, establishing clear, well-developed HR policies will not only enhance communication between managers and employees, clarify expectations, and ensure that all staff are treated equitably, but they can also protect your organization against grievances and lawsuits if they arise. Although a number of U.S. Government (USG) regulations touch on HR-related issues (for example, under procurement you will find policies on conflict of interest, gratuities and disciplinary actions) only a few HRspecific USG regulations apply to all recipients of USAID funding. The following focuses mainly on those.
Policy Essentials
Local Labor Laws and RegulationsOrganizations must comply with local labor laws where they employ staff. For example, there may be regulations to prevent hiring discrimination or to require certain benefits. It is also important for both the organization and the employees to be clear from the beginning about the rights of the employee and employer, the grounds for discipline/termination and the processes for discipline and termination. Standards of ConductStandards of conduct are established to address the behaviors and professional conduct that affect the employees ability to perform his/her job and represent the organization. They may include reporting to work on time, performing assigned duties, supporting a safe and healthy work environment and common workplace standards, such as prohibiting sexual harassment or discrimination. Timesheet TrackingTimesheets are required for your annual audit and for all personnel who are paid with USAID funds, including contractors and part-time staff. In addition, it is helpful to have volunteers fill out simplified timesheets, so you can track their hours and count their contribution toward your cost-share contribution (if you have one). Due Diligence in Hiring DecisionsYou are required to have a summary of a candidates academic and work history (a Curriculum Vitae or CV) for every employee hired under your award to verify his or her employment and salary history. While your Cooperative Agreement may not require the use of the SF-1420the Contractor Employee Biographical Data Sheet (form AID-1420-17, http://www.usaid.gov/forms/ AID1420-17.doc), the standard form used to document the salary history of employees and contractors, the SF-1420 bio data sheet is often
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HUMAN RESOURCES POLICIES Apply to: All recipients of USG funds Required for: Annual Audit (particularly time tracking) Verified by: Annual Audit Governed by: Your Cooperative Agreement and funding agency regulations and in-country laws
used during the hiring process, because it is an easy way to capture the relevant information. It is also used by USAID to help justify salaries. Faith-Based Organization Hiring ProtectionsUnder U.S. Equal Employment Opportunity laws, a faith-based organization implementing a USAID program has the right to hire people who share the organizations faith. If you choose to do this, make sure your HR policies are clear. You may wish to have a lawyer or HR expert review your policies before implementing them. (See Program Management 4.8.) Drug-Free Workplace PolicyYour Cooperative Agreement requires you, and any of your organizations subrecipients, to establish a drugfree workplace policy. This policy statement must be signed by every staff member in your organization. A good way to address the signature requirement for this policy is to include it in two documents: first in the personnel manual and second as a separate one-page policy document that is signed by each employee and filed in personnel files. According to USG Mandatory Standard Provisions, the Drug-Free Workplace Policy statement must include: a declaration that the unlawful manufacture, distribution, dispensation, possession or use of a controlled substance is prohibited in the workplace; specific actions your organization will take against employees who violate that prohibition; and conditions of employment under any award, which state that an employee must abide by the terms of the statement, and must notify you in writing if he or she is convicted of violating a criminal drug statute occurring in the workplace no later than five calendar days after the conviction. In addition, your organization is required to establish an ongoing drugfree awareness program to inform employees about the dangers of drug abuse in the workplace; your drug-free workplace policy; any available drug counseling, rehabilitation and employee assistance programs; and the penalties you may enforce for drug-abuse violations in the workplace. The policy statement and program must be in place no later than 30 days after the effective date of your award. If an employee is convicted of a drug violation in the workplace, you are required to notify USAID, in writing, within 10 calendar days after conviction. The notification must identify the employees position title and the number of each award on which the employee worked. Within 30 days of an employees conviction, you must either: take appropriate action against the employee, up to and including termination (as appropriate with your organizations HR policies and applicable labor laws), or require the employee to participate satisfactorily in a drug-abuse assistance or rehabilitation program approved by a national, state or local health, law enforcement or other appropriate agency. In the event that local laws prevent you from following the mandates of the USG drug-free workplace policy in full, notify your AO or AOR and seek their guidance. (See Program Management 4.2.) HIV/AIDS PolicyAn HIV/AIDS policy defines an organizations stance on the employment of persons living with HIV or AIDS and the expected treatment in the workplace of persons living with HIV or AIDS. Although an HIV/AIDS policy is not required by USG funding agencies, it is considered best practice for any organization, particularly those working within the field of HIV/AIDS. An HIV/AIDS policy formalizes the organizations
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The laws of the country in which you are registered as an organization and in which you work take precedence over U.S. Government policy.
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commitment to addressing HIV/AIDS and supporting staff living with HIV or AIDS, including benefits for care or treatment, adjustments in working assignments where possible and job security. The development of a comprehensive HIV/AIDS policy can enable the organization to keep and benefit from talented staff. Ensure your organization is in compliance with national and local labor laws regarding the employment of persons living with HIV/AIDS. In some cases, your organizational policies may exceed what is legally required, particularly in countries with no laws regarding the employment of persons living with HIV.
REFERENCES Mandatory Standard Provisions: U.S.-based Organizations http://www.usaid.gov/policy/ ads/300/303maa.pdf Non-U.S.-based Organizations http://www.usaid.gov/policy/ ads/300/303mab.pdf
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3.2
Q A
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The employee handbook is one of the most important communication links between your organization and your employees. Although organizations have policies and procedures for managing employees, they are not always written down and understood by everyone. By documenting the rules and policies of your organization in a handbook, you are communicating what the organization expects from its employees and what they can expect from the organization in turn. This helps to eliminate any confusion and makes it easier to enforce the policies, if necessary. A previous article (3.1) focused on human resources (HR)-specific U.S. Government (USG) regulations that all USAID grantees are required to follow. This issue provides a broader view of additional types of policies and procedures that should be captured in your employee handbook.
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3. Compensation and Benefits Organizations should clearly define policies on employee compensation and benefits. This does not mean that the organization should include its salary scale in the employee manual, but it should state what employees are entitled to in terms of compensation and benefits and how promotions are managed. Examples of compensation and benefits policies include:
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KEEP IT PRACTICAL Having more policies and procedures is not always better. Develop a manual that is comprehensive enough to serve your needs, safeguard your organization, and guide and protect your staff, but is not so extensive that it is unusable or so mired in detailed procedure that it places excessive demands on staff, making them feel they are not trusted by the organization to do the right thing.
REFERENCES HR Toolkit HR Council for the Voluntary and Nonprofit sector http://hrcouncil.ca The Essential NGO Guide to Managing Your USAID Award http://www.ngoconnect.net/ resources/ngoguide Examples of HR Policy Documents http://www.ngoconnect.net/ humanresources
4. Orient. Integrate an overview of HR policies and procedures into employee orientation processes and continue to inform staff with refreshers. 5. Require Signature Statements. Require staff to sign a statement verifying that they have received and reviewed the employee handbook and had an opportunity to ask questions about personnel policies and procedures. 6. Be Open to Change. Sometimes policies seem good when they are designed but do not work in practice; sometimes the policy is good, but its implementation is not. Assess your policies, procedures and practices periodically to determine if they are followed and useful. Listen to staff complaints and take them seriously. Do not be afraid to change or adjust a policy, procedure or practice if it is not working.
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3.3
Supportive supervision is a key way to achieve this. By employing supportive supervision, managers can not only create a healthy work environment, but can improve and sustain the performance and satisfaction of their most valuable asset: the people in their organization. Using a few key skills and toolsand with a little practicemanagers can create a dynamic relationship with staff and subrecipients to help them grow as individuals and organizations.
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Beyond simply overseeing employees responsibilities and tasks, managers can play a key role in making their employees feel supported and motivated and, as a result, more productive. Making employees feel valued and supported is essential, particularly in challenging environments where resources are scarce and the needs of the community are vast.
A related tool regularly used in supportive supervision is a tailored checklist outlining exactly what will be assessed and what is required for employees to get a positive assessment. The checklist should be made available to staff ahead of their actual supervision session. This ensures that people see that they are being treated fairly and assessed objectively. 2. Provide regular feedback. Supportive supervision is not a oncea-year performance review; it involves continuous performance assessment. This means making time and space for the supervisor and employee to regularly communicate about job performance. Managers should employ active listening skills and provide feedback in an open and respectful manner to facilitate a dialogue about improving behavior and job performance over time. Active Listening Skills Eliminate distractions (such as phone calls) and avoid having physical barriers (sit in comfortable chairs rather than having a desk between the two of you). Listen carefully to the main ideas, and let the speaker finish his or her thoughts without interruption. Ask open-ended questions that show that you are interested in the speakers ideas and interpretations (for example, What are your suggestions about how we should address this problem?) Do not judge, critique or get defensive while the speaker is talking; instead, focus on understanding his or her experience and perspective. Verify your understanding by repeating key points back (for example, If I understand you correctly, you are saying). Remember: You have two ears and two eyes but only one mouth. So let your ears and eyes do twice as much work!
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Managers can play a key role in making their employees feel supported and motivated and, as a result, more productive.
During supportive supervision sessions, both the manager and employee should have time to describe achievements in the period under review as well as challenges and areas for improvement. These discussions should be documented by the manager and shared with the employee to ensure that both agree on the outcomes of the discussions, and the employees progress is tracked in the event of a change in management. 3. Provide opportunities to discuss challenges and suggestions. Supportive supervision should be two-way communication. Your staff members are the ones doing the work on a day-to-day basis, so they have first-hand knowledge of what is and is not working. Often they also have ideas about how to address challenges or gaps; other times they will need advice and suggestions for problem solving. 4. Ensure staff get the tools, skills and resources necessary. A key part of supportive supervision is following up on any issues or challenges that are identified during discussions. If, for example, a staff member describes having a hard time completing his or her monthly site visits due to lack of transport, you may need to work with the finance manager to determine how the organization can allocate additional funds for fuel, or work with the program director to coordinate sharing the organizations vehicle.
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Likewise, supportive supervision provides opportunities to discuss and sometimes even providethe additional skills and training that will enhance your staffs ability to do their work. Identifying training needs is important, as is following up after trainings to ensure that staff members have opportunities to apply the skills in their work and to share with colleagues. 5. Reward high performance through recognition, incentives and opportunities for advancement. Most people working in health and development are motivated by values and ideals to help people in need and strengthen communities. But intrinsic motivation alone may not be enough to sustain performance for everyone over the long term. External recognition for excellent work will help your employees maintain their energy and commitment. Rewards can include public recognition (such as commendation during community events or write-ups in widely distributed publications) and incentives (such as small gifts or invitations to special events). Another critically important part of rewarding staff is ensuring that they have opportunities for advancement (such as trainings to enhance their knowledge and skills).
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REFERENCES Initiatives Training and Supervision http://initiativesinc.com/resources/ publications/techExpertise/ training.htm Supportive Supervision to Improve Integrated Primary Health Care http://www.msh.org/Documents/ OccasionalPapers/upload/ Supportive-Supervision-to-ImprovePrimary-Health-Care.pdf Guidelines for Implementing Supportive Supervision: A Step-by-Step Guide with Tools to Support Immunization http://www.path.org/publications/ detail.php?i=1212
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3.4
Performance Appraisals
DEFINITIONS
Performance Appraisal (PA)A structured process to review and discuss an employees performance of assigned duties, achievement of goals and fulfillment of responsibilities over a specific time period. 360 ReviewA type of performance appraisal that incorporates feedback from management, subordinates, peers, clients and others into the review process. Performance Improvement Plan (PIP)A structured, measurable plan to help an underperforming employee improve to the expected level of performance for his/her position.
Q A
Why and how should our organization conduct performance appraisals of our employees?
The performance appraisal (PA) process strengthens organizations and fosters improved individual performance by enhancing and reinforcing the link between individual and organizational performance. The performance appraisal process can help: program objectives. PAs often include reviewing an employees job description and goals to ensure that responsibilities and goals are consistent with those of the organization or program. values. When planning performance goals, identify the values the organization wants to see reflected in an employees performance beyond the execution of tasks related to job duties. provides an opportunity for recognizing and reinforcing good performance. When employees feel valued, they are more likely to engage in their work and, as a result, be more productive. communication by providing a forum for employees and supervisors to discuss problems or challenges and document the issues discussed. developing performance goals, the employee and the supervisor can plan for any training required to help the employee meet performance goals.
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Step 1: Sample Purpose To strengthen the organization by fostering improved performance and linking individual performance to organizational success. Objectives Review and update job descriptions. Open a dialogue between the employee and supervisor. Identify professional development needs and desires. Establish and agree upon performance goals.
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3. Develop PA materials. When developing PA forms and tools, consider fairness, consistency and functionality. Keep tools simple and user-friendly, and test them prior to implementation. The following table outlines some useful PA tools. TOOL
Employee Performance Plan
USE
Developed at the start of employment. Updated periodically after the supervisors assessment and the employees selfevaluation have been jointly reviewed and discussed. Completed by employee first and given to the supervisor to incorporate into his/ her evaluation.
PROCESS ELEMENTS
Attach revised final job description. Set and document performance goals for the upcoming year. List professional development activities (fulfillment of activities are based on organizational priorities and available funding).
Reviewed regularlyPAs should be checked regularly to ensure relevance, accuracy and consistency with organizational needs.
Employee SelfEvaluation
Review job description. List achievements and constraints in meeting goals set in the Employee Performance Plan. Rate performance according to key criteria. List performance objectives for coming period. List desired professional development. Give feedback on supervision and support received.
Review job description. Assess achievement of performance goals set for the period under review. Summarize findings from 360 review (if appropriate). Include comments on overall performance.
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2. Map out the PA process for your organization. With input from staff at different levels, tailor the process to the needs of your organization and decide on the following: What type of performance appraisal system do you want? One-onone, 360 reviewa type of performance appraisal that incorporates feedback from management, subordinates, peers, clients and others into the review processor a combination? How often should appraisals occur? Annually, annually with a sixmonth review or as part of a probationary period? Will appraisals be customized for different staffmanagement, general staff and volunteers? Who will conduct the appraisals and for whom? How will the information gathered in the appraisal be documented and used? How will the PA process be linked to other organizational processes, such as pay period, supervision or quality assurance?
I T E M S TO C O N S I D E R An effective PA process is: ParticipatoryBoth the supervisor and employee should provide input. Feedback from peers and other managers can also be included. TransparentAll staff should understand the PA process and criteria used for performance assessment. Applied consistently Regardless of whether the individual employee appraisals are conducted in phases or simultaneously, they should be done uniformly with all staff to ensure fairness and consistency.
TOOL
360 Performance Evaluation
USE
Used to assess the employees performance by supervisor, peers, subordinates. The results may be provided to the employee and/or incorporated into the supervisors evaluation to provide a more diversified assessment. Used when an employees performance does not meet the expectations of the position.
PROCESS ELEMENTS
Assess performance indicators, such as job skills, dependability, communication, teamwork and professionalism. Comment on employees areas of strength and areas for improvement.
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Identify the job duties or responsibilities that are not being performed at the expected level. Outline specific, work-related examples of performance (poor, acceptable). Indicate acceptable work performance standards and expectations that must be completed on a consistent basis. Specify clear timeline for follow-up. Identify the measurements to evaluate progress.
4. Establish a plan for PA implementation and monitoring. Develop a clear timeline of activities and list of participants in the process:
REFERENCES Funds for NGOs Human Resources Management for NGOs http://www.fundsforngos.org/ human-resource-management-2/ human-resource-management-ngos 360 Degree Feedback http://www.businessballs.com/ performanceappraisals.htm#360 degree feedback 360 degree feedback Free Management Library Employee Performance Reviews/Appraisals http://managementhelp.org/emp_ perf/perf_rvw/perf_rvw.htm
during the PA process (for example, deadlines for developing, testing and revising PA forms, dates for finishing a pilot process and number of performance reviews completed in a specified time period). Pilot the approach with a small group of staff to observe how the process flows, determine how easy it is to use and make adjustments as needed. Launch the process (in stages if needed) throughout the organization. Assess and address lessons learned to improve the process, make it easier for supervisors and employees to use and increase overall effectiveness.
5. Train staff and supervisors on the PA process. Performance appraisal is not intuitive. Supervisors and staff need training in how to complete the forms, communicate with one another and set goals. Supervisor training should include: explaining the purpose and objectives of the PA, facilitating the performance appraisal, giving feedback to employees and setting performance goals. Employees will require training to understand the purpose and objectives of the PA process, what to expect during a PA meeting, how to handle feedback, communicate with supervisors and set performance goals.
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3.3
Key Personnel
Q A
What do we do if someone designated as Key Personnel leaves the project?
Your Cooperative Agreement names as Key Personnel specific individuals on your project team that were approved at the time the award was made; it states that any changes must be approved by the Agreement Officer (AO). But what does this mean?
DEFINITIONS
Key PersonnelPersonnel directly responsible for management of the contract, or those personnel whose professional/technical skills are certified by the AOR as being essential for successful implementation of the program.
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Key Personnel are individuals identified in your Agreement who are in positions essential to the successful implementation of the award or personnel directly responsible for the management of the contract. Although everyone on your team plays an important role, only a small number of people will be designated in the Agreement as Key Personnel. The number of key personnel designated for any award must not be more than five individuals or five percent of your employees working under the award, whichever is greater. Any changes to Key Personnel require USAID approval. If a change is necessary, you will want to follow these steps: 1. Notify your Agreement Officers Representative (AOR) as soon as a possible change is brought to your attention (for example, if an individual designated as Key Personnel gives his or her resignation). In the case of a termination, be sure you have followed your organizations human resources (HR) procedures. 2. Following your organizations procedures, conduct a fair and open competition to recruit a replacement. Document the process and your decision. Based on the positions requirements, select the best candidate to be put forward to your funding agency, as only one candidate can be proposed per key personnel position. 3. When you have selected a candidate, if your HR policy allows, you may extend a conditional job offer that states that the candidates selection must be approved by the AO. Do not offer a job or sign an employment agreement without this condition.
IN YOUR AGREEMENT The Key Personnel clause may be found in the Substantial Involvement section of the Schedule of your Agreement. The clause contains both the terms of the requirement and the list of Key Personnel named in your Agreement.
I T E M S TO C O N S I D E R Does your organization have human resources policies in place that address recruitment, resignation and termination?
Note: If you are considering hiring someone from another project or the host country government, please discuss this with your AOR early, before even a conditional offer is extended. The issue of concern is poaching: hiring someone away from another USG-funded project or the host country government.
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your AO, including his or her CV and a brief explanation of why the individual is being proposed (for example, strengths, expertise and so on).
R efere n ce s USAID ADS Chapter 303 Grants and Cooperative Agreements to Non-Governmental Organizations http://www.usaid.gov/policy/ ads/300/303.pdf Results-Oriented Assistance: A USAID Sourcebook http://wwww.usaid.gov/olicy/index. html
Tip: Always make sure you have approval documented in an email or formal letter. If you discuss a change with your AO on the telephone, follow up the conversation with an email confirming a verbal approval.
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Barring any concerns, the AO will communicate back to you an approval, after which you can move forward to hire the individual you have selected. Finally, the AO will submit a request to modify your agreement to formally document the change in Key Personnel. This formal modification may come at a later date. Sometimes the AO will wait to make several modifications together to cut down on paperwork, but this will not delay your ability to hire your new Key Personnel.
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3.3
To make the most of volunteers and ensure they have a positive volunteer experience, it is important to manage them effectively. The following addresses how to recruit, select, train, supervise and appreciate volunteers.
Do we have activities or tasks that are appropriate for non-staff to do? What kind of skills or knowledge does a person need to perform them? Are the activities or tasks specific and short-term? Or are they
ongoing ones, which require a longer term commitment?
their duties and maintain the quality standards of our organization? Do we have enough paid staff to train and support volunteers? Do we have the supplies that volunteers need for their activities? How will we supervise and evaluate the work of volunteers? Once we have invested in training volunteers, how will we keep them committed to our program? How will we document time contributed by volunteers, either to meet our cost-share requirement and/or to demonstrate the communitys support for our activities? (See Financial Management 2.4)
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Volunteers can be a major asset to an organization. By contributing time, energy and talents, volunteers can generate enthusiasm, provide new skills, increase community engagement, serve as bridges to target populations, augment fundraising efforts and complement the work of paid staff. They can be an especially vital resource for organizations straining to meet the needs of beneficiaries with limited staff and budgets.
FIVE COMMON MISCONCEPTIONS ABOUT VOLUNTEER MANAGEMENT 1. Volunteers are free. In fact, volunteers require investments of time and money to be effectively utilized. 2. Anyone can manage volunteers. Volunteer management is as much a skill as staff management. 3. You do not need much time to manage volunteers. Volunteers need both supervision and supportas you know, this takes time! 4. You do not need staff to manage volunteers (volunteers manage themselves, volunteers will just show up). To maintain the quality of your programs, you must assign staff to oversee the work of your volunteers. 5. Volunteer management is a luxury we cannot afford. Not true! Managing volunteers helps you make them an asset.
Adapted from Idealist.org, a website devoted to linking volunteers, job-seekers and nonprofit organizations
For recruitment, think about the kinds of people you are hoping to attract to serve as volunteers, keeping in mind that people from within the local community are often the most invested and dedicated volunteers, because they have a personal interest in the work. Also consider finding volunteers from different gender, age and ethnic groups (if appropriate) to create a diverse team. Then develop a recruitment plan. This might include:
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volunteers start doing community work because they are asked by a friend, family member or neighbor. People often respond positively if someone they know extends a personal invitation to them. Going where the people are: Instead of trying to get people to come to you, try going to them. To recruit volunteers, attend meetings of other groups and go to places and events where potential volunteers gather. Getting the word out: It is important to inform people that your NGO exists and welcomes volunteers. Post information at markets, schools and community centers, on websites, and in newsletters and other places potential volunteers might look.
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REFERENCES Ashoka How to Recruit and Train Volunteers http://www.genv.net/en-us/grow_it/ sustainability/volunteers Idealist Volunteer Management Resource Center http://www.idealist.org/info/ VolunteerMgmt Making the Most of Volunteers http://volunteer.org.in/MakingMost Volunteers.php
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Remember that, by virtue of their work with you, volunteers become ambassadors of your organization within the community.
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Program Management
4
P R O GRA M M A N A GE M E N T
Managing a program well requires effectively balancing resources, people, money and time. Programs funded by USAID require that the grantee specify in a workplan its activities, the resources it will use and the expected results. To maximize those results, the NGO will likely work in partnership with others and thus, enter into and manage formal and informal relationships. This section introduces the reports and approvals that USAID requires to run, report on and close out programs it funds. The topics also offer tips on managing the range of an NGOs relationships, including those with subrecipients, community stakeholders and donors. Faith-based organizations will also find information here that addresses their questions about partnering with the USG. Topics: 4.1 4.2 4.3 4.4 4.5 4.6 4.7 4.8 4.9 Using Your Workplan as a Management Tool Managing Subrecipients under a Cooperative Agreement You and Your USAID Team Managing Your Relationship with Your Donors Engaging the Community Requirements for Semi-annual Performance Reporting Faith-based Organizations and USG Funding Project Close Out: Timeline Project Close Out: Required Reports and Actions
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4.1
DEFINITIONS
WorkplanDocument that lays out your planned activities, resources required and targets.
I T E M S TO C O N S I D E R What changes need to be approved by USAID? Some changes to your program will require USAID approval, including: changes in key personnel; changes in targets; changes in geographic scope; and budget modifications.
Assign each section of your workplan to appropriate individuals or teams. For example, assign the budget section to your finance staff, the section on targets to the monitoring and evaluation staff, the activities section to the program staff and so on. Each person assigned should review the actual implementation and monitor progress against the workplan and note:
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Are all the steps in the workplan being followed? Are additional steps necessary that were not planned for? Will these additional steps require additional funds or resources
for the program to be successful?
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you can expand it by adding more detailed indicators to allow you to manage and evaluate your program on various levels.As you grow, you could scale up targets in your implementation model. The workplan will be similar since you are doing the same type of activity, but it will have an impact on your budget, since you may need more staff or more equipment to reach more people with services and achieve the revised targets.
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Three main components of your implementation model If, on the other hand, you decide to increase the types of activities you are undertaking (for example, you have a home-based care program and add an orphans and vulnerable children component) you will have to expand your workplan. You will require additional funds for implementation and you will have increased targets as you also have a new set of indicators and targets that will need to be addressed. You should assess your organizational capacity to expand your program to ensure that the capacity exists to achieve the activities you indicate need to be done.
Next Steps
REFERENCES Ten Steps You Should Follow to Successfully Manage Your Workplan http://www.techrepublic.com/ blog/10things/10-things-youshould-do-to-successfully-manageyour-workplan/937 Developing and Using Workplans rc.msh.org/mainpage.cfm?file=2.2. 3.htm&module=planning&language =english
Meet with your team regularly to review progress made compared to the workplan:
Is the project on time? On target? On budget? What adjustments have been or need to be made and why? How will you monitor the impact of those adjustments to make sure
they are successful?
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4.2
DEFINITIONS
Prime RecipientAn organization receiving direct financial assistance (a grant or Cooperative Agreement) to carry out an activity or program; often known as a prime recipient. SubrecipientAn organization receiving financial assistance to carry out an activity or program from a prime recipient (or other subrecipient); often known as a sub.
The easiest way to do this is through a subagreement. The subagreement includes the requirements and practices by which the subrecipient must abide, and these are specified or referenced in the agreement between the prime and the sub. The following covers major areas a prime partner needs to ensure are being addressed when selecting and managing a subrecipient.
WORKING WITH LOCAL SUBRECIPIENTS There are both financial and program considerations when deciding whether or not to use local subs. Organizations may choose local subs to build indigenous capacity. Also, if subs need a great deal of assistance, organizations may need to have in-country staff on hand. Local organizations may operate at lower costs than international organizations. Regardless, primes are accountable for all activities and actions undertaken by subs. Primes may need mechanisms to ensure appropriate monitoring and support.
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The prime recipient has a similar relationship with a subrecipient. As USAID does not have a direct relationship with the subrecipient, the prime is responsible for ensuring that all mandatory provisions and important clauses in the award flow down to the subrecipient.
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Cost Share. Any cost share that a subrecipient contributes may be aggregated and apply toward your cost-share contribution. Therefore, you should work with any subs to capture things such as volunteer hours and other in-kind contributions. (See Financial Management 2.4 )
Reporting
Timelines. Give your subs deadlines that allow you to receive reports early enough that you can review and consolidate your reports for submission to the USG. Audits. Determine if subs will need to have an outside audit conducted.The threshold for foreign NGOs funded primarily with USAID funding is if they receive US$300,000 or more in a given year. The threshold for U.S.-based NGOs funded by USAID is US$500,000. This threshold amount includes total funding from the USGnot just the funding subs receive from your organization under your award (See Financial Management 2.9 )
Post-Award
REFERENCES USAID Mandatory Standard Provisions For Non-U.S., Nongovernmental Recipients http://www.usaid.gov/policy/ ads/300/303mab.pdf
Close Out. Subs must close out financially, complete all required deliverables and clarify plans for any equipment or other inventory purchased with USG funds. All of this must be done prior to your own close out. (See Program Management 4.9 ) Records. Ensure subs are aware of what documentation must be maintained and for how long (typically three years after submission of the final report, but local laws may vary).
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4.3
DEFINITIONS
Agreement Officer (AO)The agency official with the authority to enter into, administer, terminate and/or close out agreements and make related determinations and findings on behalf of USAID. Agreement Officers Representative (AOR)The USAID official responsible for monitoring grantee progress toward achieving the agreements purpose and for serving as technical liaison between the grantee and the AO. The AO will specifically name and delegate authority for specific responsibilities to the AOR, who typically is named in your Cooperative Agreement. Activity ManagerThe USAID representative who may be designated to serve as your day-to-day point of contact.
The chart below shows who in your organization is the likely counterpart for the individuals on the USAID team.
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Agreement Office The Office of Acquisition and Assistance (OAA) is where you applied for funding, negotiated and received your award. The agreement office is responsible for managing issues related to compliance with the terms of your USAID award agreement. Many major administrative issues and changes with your Agreement will need to be approved in writing by the Agreement Officer. Any financial, technical and/or programmatic issues under the award should be raised first with your agencys financial and technical offices. The title of the key USAID individual you will work with in this office is the Agreement Officer (AO). The AO counterpart in your organization will likely be the Executive Director or Contracts Officer or someone in a similar leadership role with the authority to enter into legal agreements on behalf of the organization. Financial Office The finance office is the Cash Management and Payment Division (CMP), but is often simply referred to as FM, short for Office of Financial Management. Technical Office In most cases, the technical office will be your primary, day-to-day point of contact. The technical office deals with all the program aspects of your award.
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I t em s to C o n s ider Q: Do you know all your USAID contacts? Do the members of your team know who their USAID counterparts are? For easy reference, you may want to make a chart similar to the one in this article, filling in the names of staff and USAID contacts. Then, you can share it with your team. Q: Do you know who at USAID should receive your reports, requests and other items related to your award? Do the appropriate members of your team know?
USAID agreements identify the Agreement Officers Representative (AOR) as the primary point of contact in the technical office (named in your Cooperative Agreement by the AO). However, the AOR may delegate day-to-day interactions to an Activity Manager. In this case, the Activity Manager will have all the same responsibilities as the AOR, except the ability to sign and approve certain documents and actions. To obtain approval, the Activity Manager will review requests and get approval when needed. Although the AOR or Activity Manager will be your primary contact, you may need to contact other members of the teams to make specific requests or submit required reports. The following summary table contains general guidelines for which USAID offices and/or personnel are responsible for common requests, forms and reports.
Request, Form or Report Pre-Award Audit Response Annual Audit Office(s) and Individual(s) that Generally Handle Submit to the AO. Submit to the AO. Also check your agreement as to whether you must submit to the Federal Audit Clearinghouse. (See Financial Management 2.9) Submit to the FM and copy both the AO and the AOR. (See Financial Management 2.8) Submit to the FM and copy the AOR. Your AOR may track your burn rate in order to make sure you have enough funds obligated. (See Financial
Management 2.7)
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R efere n ce s 22 CFR 226 Administration of Assistance Awards to U.S. NonGovernmental Organizations (See subsections 52 and 71) http://ecfr.gpoaccess.gov/cgi/t/text/ text-idx?c=ecfr;sid=e09a890a366dd 0d569b1aeb311cdc0bf;rgn=div5;vie w=text;node=22%3A1.0.2.22.25;idn o=22;cc=ecfr Federal Audit Clearinghouse http:// harvester.census.gov/sac/ Federal Financial Report SF-425 http://www.whitehouse.gov/omb/ assets/grants_forms/ff_report_fill.pdf Instructions to fill out Federal Financial Report SF-425 http://www.whitehouse.gov/ omb/grants/standard_forms/ffr_ instructions.pdf SF-270 Request for Advance or Reimbursement http://www.whitehouse.gov/sites/ default/files/omb/grants/sf270.pdf Requesting USG Funds Using SF-270 http://www.ngoconnect.net/ documents/592341/749044/ Financial+Management++Requesting+Funds+Using+SF-270
Submit to the AOR or as required by your Agreement. (See Program Management 4.1) Performance reports are typically required on a quarterly basis to the AO and the AOR.
(See Program Management section 4.6)
Final Reports
Submit to the AOR and the Development Experience Clearinghouse. (See Program
Management 4.9)
Requests for Vehicle Purchase Approval Request for Cost or Nonfunded Extension Request for Additional Obligation Change to M&E Plan or Reduction in Targets Request for Budget Realignment Change in or Expansion to a New Geographical Location Changes to the Program Description
Submit to the AO. (See Compliance section 5.6) Submit to the AO. Submit to the AO. Submit to the AOR. (See Monitoring & Evaluation 6.1) Submit to the AO. A significant location change or expansion may involve a change to your approved program description (described in next box). Although changes to your workplan generally need AOR approval, changes to the program descriptionapproved as part of your Agreement with USAIDshould be sent to the AO for approval.
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4.4
Maintaining good relationships with your donors is critical to the survival of your organization. If you are like most nongovernmental organizations (NGOs), you need to secure sufficient resources to achieve your goals and fulfill your mission. This is an ongoing need that will likely be met by a number of donors over time. It is through your relationship with donors that your organization becomes connected with potential funding. The deeper the relationship, the stronger that connection, and the more likely that donor will support your organization and its mission. However, just because a donor supported a program once, does not mean it will do so forever. Donor loyalty and trust must be earned again and again. How do you earn this? Comply with the rules for funding, demonstrate effectiveness of your interventions and communicate, communicate, communicate. Below you will find tips on communicating effectively to strengthen your relationship with donors and maintain their support.
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The initial stages of the donor relationship are crucial to establishing strong and open communication that will be important throughout your entire award.
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6. Submit accurate, complete program deliverables on time. Reports and other deliverables document your program accomplishments and successes. Therefore, it is critical that deliverables are clear, well-written and without errors so that they reflect well on your organization and may be shared with other funders and stakeholders. Emphasize quality over quantity. Meet the deadlines set by your donor as this demonstrates your professionalism, reliability and responsiveness. Know your donors well enough to link their support with your organizations activities, progress and results they find most meaningful. 7. Do not surprise donors. Be open and truthful about challenges and barriers in your program as well as successes throughout the period of performance. Setbacks and missteps are normal and most donors understand the challenging environment in which you work. If you maintain an open and collaborative relationship, there should be no surprises when your donor receives your deliverables. 8. Share your achievements. Recognize and give credit to donors. Tell your organizations story (see External Relations 7.5 ) and disseminate program results broadly and through a variety of medianewspapers, radio, websites, social media, conferences, meetings, special events. Make sure your donors support is always acknowledged in accordance with your marking and branding plan as necessary (See External Relations 7.3) and always thank the donor for their support. In addition, you may wish to invite your donor to participate in events, conferences or meetings where you present program findings and results. 9. Take solutions a step further. Suggest ways in which you can eliminate a problem and articulate how you can share new knowledge with other stakeholders to support lasting solutions. Identify gaps in your present program or interventions, and recommend a new direction or strategy for greater effectiveness. Also, take time to reflect on the approaches that did not have the intended result and note them along with other lessons learned that you can compile at the end of the program. These types of proactive approaches may influence donor priorities in future years. 10. Prepare for visitors and opportunities to showcase your program. Your local and global reputation and image can be affected by the impressions made in known and spontaneous interactions with highlevel officials, international and local visitors in addition to new staff. A well-organized and informative introduction and site visit with program stakeholders is an important way to communicate your successes and needs. Always plan ahead and have strong spokespersons available to showcase your work to visitors, potential donors and advocates. By communicating effectively, a donor will see you as a reliable and trusted partner and may become both an important advocate for your organization and instrumental in sustaining its long-term financial health. Building a strong relationship through open, two-way communication is key to making this a reality. The confidence people have in an organization has a great deal to do with their loyalty to it and their willingness to support it.
Accountability and trust are keys to building relationships with donors who will sustain the long-term financial health of your organization.
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REFERENCES The Resource Alliance http://www.resource-alliance.org/ Worldwide Fundraisers Handbook: A Guide to Fundraising for Southern NGOs and Voluntary Organizations, by Michael Norton, published by Resource Alliance and Directory of Social Change, 3rd edition, 2009
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4.5
Q A
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Community engagement is a process of building and maintaining relationships with beneficiaries and other stakeholders who will be involved with your organization in a variety of ways around a shared goal to the benefit of both the organization and community members. It means creating processes and structures that consistently involve community members in decisions about program direction, service quality, client satisfaction and results. Community engagement takes time and energy. However, an investment in such a two-way process often pays off in enhanced accountability, more sustainable outcomes and greater confidence in a communitys ability to solve problems.
Solicit community input to define the problem, test assumptions and identify resources
Include community partners in activities and building support for your program
Look to select community members to contribute to and validate strategy, goals and objectives
Engaging your community will help your organization achieve long-lasting results and real change.
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can influence outcomes. Identifying needs and resources before starting a program means that you know from the beginning what you are dealing with, and are less likely to be surprised later by something you didnt expect. Depending on the issue, you may want to consult formal and informal leaders, men and women, young people, old people, technical experts, teachers and businesses. The more diversity among the people you engage, the more different opinions will likely be expressed and discussed; that means better decisions may get made. (See Monitoring & Evaluation 6.3.)
OUTREACH VS. COMMUNITY ENGAGEMENT Many people use the terms outreach and engagement interchangeably, but they are not the same. Here are some important distinctions. Outreach Is primarily one-way, like a radio broadcast. Focuses on talking to people, rather than listening. Means approaching an audience or community with information. Focuses on educating people. Should be an important part of both a communication and community engagement strategy. Engagement Requires building ongoing, twoway relationships based on trust. Involves listening to people. Means working collaboratively to address community concerns. Is integrated with an organizations culture, strategy and practices. Means working with the community to mutually identify solutions. Focuses on a conversation an ongoing dialogue to develop understanding. In both cases, using local experts and consultants can help to ensure that you are reaching out to and engaging the community appropriately and effectively.
Source: The National Center for Media Engagement, http://www.mediaengage.org/ engage/community.cfm
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REFERENCES Asset-Based Community Development Institute http://www.northwestern.edu/ipr/ abcd.html The Community Toolbox http://ctb.ku.edu/en/default.aspx Ten Principles of Authentic Community Engagement www.afterschoolresources.org/ kernel/images/10principles.pdf
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Performance Reporting
DEFINITIONS
IndicatorA particular characteristic or dimension that will be used to measure change. Height is an example of an indicator. DataThe actual measurement or factual information collected about an indicator. A measurement of someones height at 5'7" tall is an example of a piece of data. BaselineData collected about specific indicators before an intervention starts that will serve as the starting point against which to measure change. TargetA specific, planned level of result for an indicator you expect to achieve within a defined period of time. Unit CostThe actual cost of your program divided by the actual number of targets reached. For example, a US$100,000 prevention program that reaches 1,000 people has a unit cost of US$100 per person reached. MonitoringPeriodic tracking (for example, daily, weekly, monthly, quarterly, annually) of your projects progress by systematically gathering and analyzing data and information about what you are doing, whom you are reaching, and whether your activities are being implemented as planned. WorkplanA document that lays out your planned activities, resources and targets.
Q A
Under the terms of your USAID grant, you will need to produce performance reports to describe how your project is progressing and compare actual results with the targets laid out in your workplan. Performance reports may also be required by host country governments. If you have a multi-country award, you may need to provide separate reports to each country.
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actual data to the goals you laid out in your workplan and workplan budget. This shows if your program exceeded, met or fell short of your expectations. 6. Preview Your Next Workplan Use the performance report as a baseline for future activities. Challenges faced in the past year should be addressed in the next workplan. Preview various options your organization is planning in the next year to address these challenges. 7. Link to the In-Country Strategic Objectives Your program is not a stand-alone effortyou are working as a piece of a much larger effort in the country where you are implementing. Your program links to other programs through referrals, building the capacity of local NGOs, participating in technical working groups and demonstrating and sharing your successes with other NGOs. Your report should not just look at the performance of your program, but also show how your activity is linking with and contributing to the wider program targets in your country. 8. Keep Documentation for Your Final Performance Report Performance reports and workplans tend to make us overly focused on the yearly segments of our programs. However, your program is an ongoing effort. Above and beyond meeting targets and staying within budget, your staff are constantly refining a program model to address the challenges of the communities where you work to be more effective, more sustainable and more efficient. As you refine your model, document your activities. This helps you write your final performance report. It also provides guidance should you want to expand your model in the future or try to replicate it elsewhere. It will allow you to avoid making the same mistakes that may have occurred in the past. 9. Be Aware of In-Country Requirements As you plan for your report, be sure to keep in mind requirements and deadlines of host country governments, in addition to those of USAID. 10. Share with Subrecipients and Staff You began this process by gathering input from subrecipients and your staff. Close the loop at the end of the process by sharing the final document with your team. Often, partners and staff become focused on their piece of the puzzle. Sharing the overall program performance reports with everyone is an opportunity to keep your team engaged and focused on the bigger picture. Consider taking a few hours to give an overview of the report and (as with tip #7 above) give a preview of upcoming adjustments being made in the coming year.
IN YOUR AGREEMENT Typical USAID agreements list your performance reporting requirements in Attachment A Schedule, under A.5.2 (a). In-country reporting requirements are listed under paragraph (d) of that section.
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REFERENCES Monitoring & Reporting Program Performance Regulations (USAID) 22 CFR 226.51 http://law.justia.com/cfr/ title22/22-1.0.2.22.25.3.65.29.html
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Faith-based organizations (FBOs) and NGOs partnering with the U.S. Government (USG) have numerous questions about what FBOs can and cannot do as USG partners. What are the additional responsibilities for FBOs partnering with the USG?
An increasing number of FBOs are contributing to the success of various USG-funded programs in countries around the world.
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D O W E N E E D TO S E T U P A S E PA R AT E O R G A N I Z AT I O N ? FBOs must ensure that they are separating their religious services and activities from USG-funded services and activities. Some organizations choose to set up a separate charitable nonprofit organization under section 501c(3) of the U.S. tax code. Although not required, doing so may make it easier for the FBO to track the USG funds it receives and spends, as well as easier for the USG to monitor the use of the funds.
In 2002, former U.S. President George W. Bush issued an Executive Order that provided equal protection for FBOs to ensure that no restrictions would bar FBOs from competing for USG funds. As a result, guidance is now available that explains FBOs responsibilities when receiving USG funds. The same rights and responsibilities apply to FBO subrecipients. If you are managing FBO subrecipients, it is your responsibility to ensure they are aware of their rights and fulfill their responsibilities. (See Program Management 4.2). Your organization does not need to change: its nameif your organization has religious references or words in its name, they may remain; its charterif your organization has religious references in its charter or mission statement, they may remain; its Board of Directorsthere is no need to alter the make up of your Board of Directors, even if it is made up exclusively of members of your faith; its workspaceif you provide services in a building that is also used for religious activities, you do not need to cover up or remove any religious artwork, signs or materials; or its hiring practicesif your organization wants to hire individuals who share the organizations faith, you many continue to do so. Note: Certain USG programs require beneficiaries or community leaders to have representation on the Board of Directors regardless of religious affiliation.
Your Responsibilities
FBOs are required to follow two principles to be eligible to receive USG funding: They may not discriminate against anyone receiving their services based on religious beliefs or make participation in religious activities a condition for receiving their services; and They must be accountable for the USG funds they receive and use them only for their intended purposes with no USG dollars being used to support inherently religious activities.
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Non-discrimination in Service Provision: Make sure that potential beneficiaries clearly understand that they are eligible to receive your services regardless of their faith. Separation by Time or Location: FBOs must take steps to ensure that the religious activities they conduct are separate from the USG-funded services they provide in either time or location. Example: You are permitted to advertise your organizations other religious services. For example, a poster may announce an upcoming Bible study. However, it must be clear to the beneficiaries that they may receive the USG-funded services regardless of whether or not they choose to participate in the religious activity. Separation in Organizational Practices: Your accounting records must show a separation between religious activities and USG-funded activities. Example: If your project pays for palliative care training of homebased care-givers, you may conduct this training in a church, but it must be at a time other than during a worship service. Or you may choose to conduct the training at the same time as the worship service, but it must be in a different location (perhaps another room in the church).
R efere n ce s Executive Order 13279 Equal Protection of the Laws for Faith-Based and Community Organizations http://edocket.access.gpo.gov/ cfr_2003/pdf/3CFR13279.pdf Guidance to Faith-based and Community Organizations in Partnering with the Federal Government http://www.in.gov/ofbci/files/ GuidanceDocument.pdf Protecting the Civil Rights and Religious Liberty of Faith-based Organizations http://georgewbush-whitehouse. archives.gov/government/fbci/ religious-hiring-booklet-2005.pdf USAID Center for Faith-based and Community Initiatives http://www.usaid.gov/our_work/ global_partnerships/fbci/
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Example: If an employee works part time on your project and part time conducting religious activities for your organization, the employees job description and time sheets should clearly reflect these separate responsibilities, and the funding for his/her paycheck should come from separate sources.
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4.8
Our USAID-funded award is coming to an end. What steps should we take to close out our award?
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There are several important steps your organization is required to take during the final phase of your award. Because many of these steps take time and money, they must be planned, budgeted and started well before the end date of the award. Other steps may be completed after the end date, but it is advised to complete them beforehand if possible as project funds may not be spent after the award end date and staff may move on to other projects. Below you will find a checklist of what is required when preparing to end a USAIDfunded program.
Close-Out Timeline
This timeline covers close-out tasks to be undertaken in the final 12 months of your award, plus key tasks that may be completed either before or after your award end date. Some of these items are required of all recipients, while others, such as reporting cost share, may only be applicable to certain recipients. Items on this timeline are relevant to both prime recipients and subrecipients. Primes should work closely with their subs throughout the close-out process to make sure they understand and comply with their requirements.
Documenting the successes and lessons learned during your program will help your organization, USAID and your local partners improve future activities.
Time
12 months before end of award 9 months before end of award
Activity
Budget for close out (required)
*Red indicates required activity
Who
Program Manager
Details
Develop a workplan and budget for the projects final year that includes costs for all close-out related activities. 1. Assess the need for continuing your projects services or interventions, and, if warranted, explore options for future funding. In consultation with partners, community leaders, beneficiaries and donors, determine whether your organization will: a. C ontinue the project with funding from new sources; b. T ransfer management of the project or responsibility for services or interventions to a local partner who has alternate funding; or c. C lose out your activities because, for example, there is no ongoing need for the services. 2. Create a plan that describes the steps necessary for a smooth transition. (See Governance 1.3)
Plan for continuity of services or other projectfunded activities (optional, but highly recommended)
Executive Director
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Time
6 months before end of award
Activity
Begin end-of-project evaluation (optional)
Who
M&E Manager or Consultant
Details
Conduct an evaluation of the project and document your experiences. This will help USAID and your local partners improve future activities. Determine whether your program needs a non-funded or other type of extension. Then, begin discussions with your Agreement Officers Representative (AOR) and/or Agreement Officer (AO). Review your pipeline and burn rates to determine if you will have funds remaining at the end of your program. The USG officials will require an explanation of why you need the extra time and what you plan to achieve during the proposed extension period. A detailed budget for any expenditures to be incurred after the original award end date will be required for a cost or non-funded extension. (See Financial Management 2.2) Discuss employment opportunities and end-of-project transitions with staff early. This should help to retain them as long as possible and also prepare you if a person chooses to leave before the end of the project period. Consult local labor laws to ensure you comply with all requirements. 1. Review close-out requirements with subrecipients and make sure they have the resources and help necessary to comply. 2. Set a deadline for when reports must be submitted to you to ensure you have ample time to incorporate them into your final report. (See Program Mangagement 4.2)
IN YOUR AGREEMENT When Does Your Agreement End? Check your Cooperative Agreement to find out the exact end date of your award. If you have received an extension, you should have a modification of your agreement from your AO documenting the change that states the new end date. Agreement End Date vs. Program End Date Your agreement end date may not be the same as your program end date. In many cases, organizations continue implementing their programs with new funding sources. When USAID gives you a follow-on award to fund an ongoing program, it may be in the form of a modification or amendment to the original award, or it may be an entirely new agreement. If you receive a followon award from the USG that is a new agreement altogether, you must close out the original award.
Program Manager
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Executive Director
Some organizations choose to have their subs close out 30-90 days before the end of the award, so they can be sure that all final costs and reports are complete before the award end date. This is the suggested course of action. Submit your final funding request or invoice to cover all final expenses. (If not operating on a quarterly advancedfunding basis, review the practices of USAIDs Financial Management office for SF-270 deadlines). (See Financial Management 2.7) Keep a close eye on remaining award funds by tracking accruals during the last three months of your award. List all contracts, leases, insurance policies and other items that will need to be cancelled or transferred, as well as important dates and contract provisions to be considered. (See Program Management 4.9)
Financial Manager
You are required to retain all accounting records related to your award for at least three years following the submission of the final financial report.
Financial Manager
Program Director
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Time
Activity
Who
Details
Review the regulations regarding selling or using equipment outside of awardrelated activities. Create a detailed description of what you propose to do with the equipment or unused supplies when the award ends. Note that USAID has the final say over equipment disposition. Submit this to your AO who will either approve your proposals or provide further instructions as to what is to be done with the equipment. If you do not hear from the USG within 120 days of submitting the inventory report, you may sell the equipment and reimburse the USG for its share. (For more information, review the Title To and Use of Property provision in your Cooperative Agreement.)
3 months Submit inventory Program before end disposition request to Manager of award your AOR (continued )
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It is best to have your subrecipients close out 30-90 days before the end of the award to ensure that all final costs and reports are complete.
End of award
Review information needed for financial and performance reports required by your donor
1. Cease incurring costs to be charged to the award (unless you have prior approval, which means the award date has been extended). 2. Begin financial close out, including demonstrating that you have met all the cost-share requirements and finalizing all award-related expenditures. (See Program Management 4.9)
60 days Collect subrecipient after end of reports due to prime award (recommended)
If your subs did not close out before the end of the award, collect their reports now to ensure adequate time to incorporate their contributions into your final report. Send a letter formally ending your contractual relationship with your subrecipient(s).
After receipt of the subrecipient reports, send close-out letter to subs 90 days Submit the final SFafter end of 425 Federal Financial award Report (required)
Executive Director
Financial Manager
Submit the final SF-425 in accordance with the terms of your Agreement covering the entire award period. Be sure it demonstrates that you have met any and all cost-share requirements and that your accounting system confirms your cost share, in case of an audit. Unspent funds must be returned to USAID. (See Financial Management 2.4 and 2.8) Submit final performance report, which focuses on final outcomes and lessons learned throughout the entire award period to your AOR and the Development Experience Clearinghouse, in accordance with the terms of your Agreement. (See Program Management 4.6 ) Submit final inventory report in accordance with the terms of your Agreement including: 1. A list of equipment costing US$5,000 or more with a useful life of one year or more purchased with USAID funds. 2. A statement describing where the final inventory was disposed.
Program Manager
Keep a close eye on all remaining grant funds by tracking accruals during the last three months of your award.
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Financial Manager
Submit the final VAT report to your incountry Activity Manager, which covers taxes paid and reimbursed through the end of your award in accordance with the terms of your agreement. (See Financial Management 2.6)
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Time
Activity
Who
Auditor
Details
Conduct a final audit covering the last year of your award. You may conduct this in sync with the end of your organizations fiscal year and submit it as you would other audits in accordance with the terms of your agreement. (See Financial Management 2.9 ) Maintain all accounting records related to your award for at least three years following the submission of the final financial report. The USG retains the right to audit you or your subrecipient(s) at anytime during those three years. (For more information, review the Accounting, Audit and Records provision in your Cooperative Agreement.)
End of your Submit final audit fiscal year (required) after award close out
REFERENCES Review Cooperative Agreements for specific award close-out requirements and 22 CFR 226. http://law.justia.com/cfr/ title22/22-1.0.2.22.25.html
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4.9
What are the final reports, required actions and other key considerations related to project close out?
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There are numerous tasks related to close out, covering every aspect of your organizations management, including finances and accounting, human resources, inventory and property management, program management, record keeping, subrecipient management and other administrative issues. Below we cover the reports, required actions and other key considerations related to each of these management areas.
Each of the items below applies to most, but not necessarily all, recipients and their subrecipients. Be sure to review the terms of your Agreement to confirm which requirements apply to your award.
Required Actions
Some organizations choose to close out with their subrecipients 30-90 days before the end of the award. This ensures that no costs are incurred by the subrecipient after the award end date.
Reimburse remaining funds. Reimburse the USG any remaining Conduct audit. Conduct and submit the results of your annual audit
unspent funds within 90 days of the award end date. as you normally would, but ensure the auditor also reviews the close out of your award.
Key Considerations
than accruals based, set up a special spreadsheet to track accruals during the last three months of your award to closely monitor remaining funds and outstanding costs. Document cost-share contribution. To ensure the cost-share requirement is met, document both in-kind and cash contributions. Some organizations attach a memo to their final SF-425 that summarizes their cost-share contribution, stating if it was or was not met and why. Finalize indirect cost rate. If your organization has been granted a provisional Indirect Cost Rate, it must be finalized before you submit your final invoice. Address this issue early with your AO. If the finalized cost rate is different from the provisional rate, you may have to reimburse USAID for overcharges.
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Do not incur expenses. You are not allowed to incur any expenses
after the award end date. You can request prior approval from your AO if you foresee the need to incur expenses after the award ends. Liquidate funds. Though you cannot incur expenses after the award end date, you still may have outstanding obligations to pay invoices to vendors for costs incurred prior to the end date. You must pay all these expenses and reimburse the USG any remaining funds within 90 days of the award end date. Reconcile advances. If advances have been given to any staff or subs, be sure to have them submit final expense reports and reimburse you if there are any remaining funds. Close bank accounts. Close bank accounts that were set up specifically for this program when they are no longer needed.
I T E M S TO C O N S I D E R Final SF-425 Your final Federal financial report includes the final quarter of activity, all final transactions and expenditures and the cumulative totals for your entire award. This report is submitted using the same SF-425 you use to submit your quarterly Federal Financial Report (See Financial Management 2.8.) The regular and final reports are identical with the following exceptions: The final report is due 90 days after the end of the award. Block 6 indicates that this is a Final Report. Block 9, Reporting Period Covered, will include the dates for the entire award. The calculations in the main body of the report, however, are the same. The calculations for the current period will include the final quarter of the award and the cumulative totals should equal the cumulative totals spent during the entire life of the award. Please note that the RECIPIENT SHARE OF OUTLAYS section is where the USG will determine whether you have met your costshare obligation, if applicable. Ensure that this section includes both your in-kind and cash contributions toward the program.
Human Resources
Key Considerations
Reassign or Terminate Personnel Review your staffing needs for programs operating after the close of your program and end the employment of staff you cannot retain. Be sure to follow local labor laws when ending an individuals employment.
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Inventory/Property Management
Reports
Submit final inventory report. Submit with the final report, 90
days after the end of the award, a detailed list showing that items have been disposed of in accordance with your disposition plan as approved by USAID.
Key Considerations
has specific rules about the sale and use of USG-funded equipment and commodities. Be sure to review these restrictions closely to make sure your post-award plans for these items are compliant with the terms of your agreement. approval from your AO to sell equipment and large stocks of unused commodities purchased with USAID funds.
Program Management
Reports
Submit final performance report. Due 90 days after the end
of the award. Ensure you submit reports to your AOR and the Development Experience Clearinghouse (http://dec.usaid.gov) as required.
Key Considerations
Close out with the community. Meet with key stakeholders and
beneficiaries in the communities where you are implementing programs to share information and gain feedback.
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Record Keeping
Required Actions
Maintain records. Maintain accounting records for your organization
and documents submitted to you by your subs for three years after the submission of the final SF-425. Be aware that the USG may request to audit these records at any time during those three years.
Key Considerations
Subrecipients
Required Actions
Gather final report information. You are required to incorporate your
subrecipients data into your final performance, financial and inventory reports.
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Key Considerations
close out with their subrecipient(s) 30-90 days before the end of the award so that financial close out, final invoices, property disposal and final reporting are all completed prior to the award end date. Doing this ensures that no costs are incurred by the subrecipient(s) after the award end date. Confirm that subs know that any costs incurred after the award end date will not be reimbursed.
Once close out is complete, send a letter to your AO confirming that key closeout activities have been completed and make sure to keep this letter on file.
relating to the closing of your office or other program facilities. For example, if the office was shared with other programs and there were agreements in place for covering office overhead costs, make sure to cancel these agreements and inform the remaining occupants of your intention to vacate the space. complete, send a letter to your AO confirming that key close-out actions have been completed, including submission of the final invoice, inventory and all other reports to appropriate parties, as well as closing out all subcontracts and subagreements. Keep this letter on file, as your funding agency may send a letter requesting an update on your close out, and you can resend the original letter.
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Compliance
Implementation Tips for USAID Partners
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COM P L I A N C E
An NGO, in addition to abiding by local laws and its own constitution or articles of association, must also comply with the terms and conditions of donors who want to ensure that award funds are spent wisely. By entering into an agreement with USAID, an organization agrees to guarantee that all aspects of its project implementation are in line with the Agencys policies, rules and regulations. Not fulfilling these obligations can result in penalties. The terms and conditions of an organizations award are outlined in a Cooperative Agreement or other legally binding document the organization signs. This section, combined with section 2, on Financial Management, offers ways to put into practice USG cost principles and standard provisions that may apply to an award. It also looks at the essential elements of a procurement system, requirements for travel and environmental issues under USAID-funded programs, as well as issues related to gifts to or lobbying USG employees.
Topics: 5.1 5.2 5.3 5.4 5.5 5.6 5.7 5.8 5.9 5.10 5.11 Overview of Procurement Policies Procurement Processes and Allowablility Procurement: Solicitation and Selection Procurement: Restricted and Prohibited Items Source and Origin Restrictions, Geographic Codes, Vendor Restrictions and Waivers Vehicle Procurement Excluded Parties and Terrorism Searches International Travel Planning and Requirements Travel Expenses and Reimbursement Gifts to and Lobbying USG Employees USAID Environmental Requirements
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5.1
The U.S. Government (USG) has procurement regulations that dictate what items you can buy, where you can buy them, how to buy and ship them, what taxes are applicable and what documentation is required. Although other articles in this section (5.4 and 5.5) will cover certain specific regulations, this issue discusses the overall procurement considerations to guide and administer your organizations purchasing process and practices.
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COMPLIANCE
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COMPLIANCE
Procurement policies are meant to ensure that your organization does not mishandle funding or use it to purchase dangerous or low-quality goods that could potentially cause more harm than good.
Procurement Instruments
Specify when to use various procurement instruments, such as fixed-price contracts, cost-reimbursable contracts, and purchase orders. Your policies should prohibit the use of cost-plus-a-percentage-of-cost or percentageof-construction-cost contracts, which are agreementswhere the contractor is paid the actual costs of the project and a set percentage profit.
Contractor Evaluation
Clearly state that you will only enter into contracts with vendors that you believe can successfully complete the work required. Your policy should consider contractor integrity, record of past performance, financial and technical resources or accessibility to other necessary resources. Your policy should also include a process for ensuring suppliers are not listed on the U.S. Excluded Parties List (www.epls.gov).
Documentation Procedure
Include a process that records some form of price or cost analysis with every procurement action. The cost analysis should include the allowability test. (See Compliance 5.2 )
Micro-Purchase Threshold
You may wish to establish different procedures and practices under your policy for procurements of different financial amounts by adopting a micropurchase threshold. This will allow you to have more rigorous treatment for larger purchases and simplified treatment for smaller purchases. For example, if your micro-purchase threshold is US$1,000, you may be required to secure a minimum of three bids on items above that amount, but not on items equal to or below that amount. There is no USG requirement concerning what the micro-purchase threshold amount should be; it should be set as part of your overall procurement policy based on the local context.
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R efere n ce s OMB Circular No. A-122 U.S. Office of Management and Budget Circular that establishes cost principles for non-profit organizations. http://www.whitehouse.gov/omb/ circulars_a122_2004/ Small Business Administration http://www.sba.gov/ Department of Commerces Minority Business Development Agency http://www.mbda.gov/
women-owned businesses when a contract is too large for any single firm to handle individually. Use the services of various USG agencies and organizations, such as the Small Business Administration and the Department of Commerces Minority Business Development Agency, in your solicitation process.
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5.2
What is the process for purchasing goods and services using USAID funds? How do we know when a cost is allowable?
The U.S. Governments (USG) procurement regulations exist to ensure that a recipient of USG funding uses it to advance the purpose of the award, spends it wisely and does not procure anything in conflict with the publics interest. To achieve this, recipients are required to carefully document their organizations procurements and make sure that this process is in line with USG requirements. This article reviews the procurement process and the steps your organization must follow when purchasing items with USG funds.
Procurement Phases
The procurement process can be broken down into four phases: 1. Prior to procurement. Before you begin to procure an item, you must have an approved budget with a budget category appropriate to cover it. You also need to seek and obtain approval from your AOR. Then, check that the item is an allowable cost and is not a restricted or prohibited commodity before you begin the procurement. 2. Procurement phase. This is the process just before purchasing when you have the funding and begin planning for the specific purchase. Depending on the dollar amount, this may involve soliciting a minimum of three bids, acquiring pricing information and reviewing different vendors. Your own internal procurement policy guides much of this process. (See Compliance 5.1) 3. Final purchase process. An evaluation committee should review the bids and select a vendor based on best price or best value depending on your organizations needs. Once the committee has made a decision and settled on a price, you must confirm that the vendor is not on the Excluded Parties List. Then, execute a purchase order, blanket purchase agreement or other procurement method, and ensure that the documentation of the selection process is in place. 4. Post purchase. Upon receiving goods and services, certify completion through documentation, such as a goods received note or certification of completion. Enter the relevant information into your inventory tracking system, if applicable. If you do not have a procurement policy, it is critical that your organization adopts one to ensure that all goods, services and/or consultants it procures will be allowable under your award. The diagram that follows is a procurement process map. It summarizes and highlights the major steps in a procurement process. Depending on your organizations procurement policy, there may be additional and/or more detailed steps, which you must follow.
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Allowability
The most important concept in procurement under USAID-funded awards that you need to understand is what costs are and are not allowable. Allowable costs are costs of things you are allowed to purchase or spend money on under your Agreement. A number of rules address what is allowed and what is not allowed, including U.S. laws, funding agency regulations, host country rules and agreement restrictions. A good way to keep track of these is to develop lists of allowable and unallowable items. An example list, based on the cost principles in 2 CFR 230, may be found on www.NGOConnect.NET and customized with specifics from your agency and Agreement. You will notice that some items are restricted, meaning they are only allowable with specific written permission (for example, vehicles, pharmaceuticals, agricultural commodities and used items). Other items, however, are prohibited, and you cannot purchase them under any circumstance (for example, alcholic beverages). (See Compliance 5.4)
written procurement policies and procedures. Conduct annual procurement planning that includes office and program equipment, supplies and services. Link procurement planning to budget and work-planning processes. Provide for open competition to the fullest extent possible. Obtain quotations, review quotations against established criteria, use evaluation committees and justify vendor selection in writing. Ensure vendors are not on the excluded parties list by checking www.epls.gov. Issue goods received notes or certificates of completion indicating receipt of purchased goods or acceptance of services performed. Document every step in the procurement process. Keep an inventory of all equipment purchased and update it regularly, noting condition and location of items (also known as an asset register). Ensure that your subrecipient has an appropriate procurement policy in place prior to award if you are a prime.
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Source/Nationality Regulations
FAR regulations that apply to your organization are included in your Cooperative Agreement. Additionally, USAID partners will be assigned a geographic code, which designates specific countries from which you are authorized to procure. (See Compliance 5.5) Any procurement exceeding US$5,000 that was not in the original approved proposal budget must receive AO approval prior to purchase.
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Review your procurement policy and funding agency regulations closely and make sure that your staff and subrecipients understand them. Subrecipients are held to the same funding agency procurement requirements as prime recipients.
Allowability Test
The allowability test poses four questions for determining whether you can purchase an item. These questions apply to all costs associated with the award, including direct and indirect costs.
organizations or prudent business persons are paying for the same item or service? Have you followed your organizations procurement policy, for example, with regard to getting bids and reaching a fair price? Can you allocate the cost to this specific award? Is the cost required to advance the work under your award? Is the cost consistent? Have you been consistent in assigning costs across all the work your organization does, regardless of the source of funding? For example, do you pay the same consultants the same rates for similar activities under your USG-funded award as you do under projects funded by other donors? Does the cost conform to the rules and regulations of the award? Is the cost in compliance with limitations and exclusions contained in the terms and conditions of your award? Have the individuals responsible for the expenditure acted ethically in carrying out the procurement? Be sure to document your answers to these questions during the procurement process. Put the questions on a form, along with a place to fill in the item, budgeted amount, date and who in your organization filled out the form. Record the answers, making any necessary notes and then file the forms for future reference in case of an audit.
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5.3
Whenever your organization buys goods or services or hires consultants using U.S. Government (USG) funds, it must take steps to ensure that the procurement process is objective and encourages fair and open competition. In addition to being a core principle underlying USG procurement regulations, competition promotes innovation, motivates vendors to perform better, drives costs down and helps curtail fraud and waste. It is, therefore, in your organizations best interest to make the process of soliciting and selecting vendors as transparent, impartial and equitable as possible.
Although your organization should establish a procurement policy that works for your staff and country context, the following covers the best practices your organization can employ to achieve open competition. These include:
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preparing a competitive solicitation; gathering and logging proposals; establishing an evaluation committee; reviewing and evaluating proposals; documenting your selection; and issuing a purchase order or contract.
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I T E M S TO C O N S I D E R Segregation of duties It is important to note that many of the tasks undertaken throughout the procurement processspecifically the approval/ authorization of the purchase, the receipt/custody of goods and services, and the recording and reconciliation of expensesshould not be completed by the same person. By segregating the roles and responsibilities of staff and mandating that multiple people are involved in every financial transaction, an organization strengthens its internal controls and can reduce, prevent and detect fraud and error on a timely basis.
Points
35 15 10 30 10 100
If necessary, the evaluation criteria may be broken down into even smaller units to assist with scoring. For example, you can split the past performance/experience section into smaller sections, such as years of experience and reference checks. Generally, proposals are evaluated on the basis of cost or value. If you are seeking the lowest cost, proposals that meet the minimum specifications listed in the solicitation are reviewed, and the one with the lowest price is selected. If you are seeking the best value, proposals are evaluated on set criteria established in the solicitationfor example, price, past performance, technical elements, timetable, staff qualifications of vendor, creativity or any other criteria your organization deems a priorityand the most advantageous bid is selected.
Approval / Authorization
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Questions
If your solicitation indicates that you will answer questions, make sure to distribute the questions and answers the same way you distributed the solicitation, or by sending them to all of the parties that expressed interest in the procurement so that all potential respondents have access to the same information to make sure the procurement process fair.
EN
IN
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RN
RE
ST
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CONTROLS Custody
*Physical possession *Physical control
Recording
*Control of recordkeeping *Control of computer processing
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The most important aspect of the review process is ensuring that evaluation is based on the specifications and criteria outlined in the solicitation and does not change after proposals are received.
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It is in your organizations best interest to make the process of soliciting and selecting vendors as transparent, impartial and equitable as possible.
Review the document with the vendor to ensure that both parties are in full agreement and have a mutual understanding of the content, then have authorized individuals from both parties sign it. Remember that all subawards require approval from your AO.
Payment
When goods are received or services rendered, inspect and/or evaluate them carefully to confirm that they were received on time from the appropriate vendor or consultant, meet the specifications and/or quantities listed in the purchase order/contract and have not been damaged or lost (in the case of goods). This may be documented on a Goods/Services Received Note, which serves as an important source of supporting documentation to the procurement process. When the payment terms outlined in the purchase order or contract have been satisfactorily met and an invoice submitted by the vendor, payment should be made. It is always preferable to pay in full after the delivery of goods and services, but some vendors may negotiate incremental payments of fixed amounts upon completion of certain tasks over the course of the period of performance. If incremental payment is agreed upon, it is good practice to specify that a significant amount will be withheld until the all goods and services have been rendered to protect you and the vendor.
REFERENCES 22 CFR 226. 40-49, Procurement Standards (USAID) http://www.access.gpo.gov/nara/ cfr/waisidx_07/22cfr226_07.html Excluded Parties List System (EPLS) https://www.epls.gov/
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5.4
DEFINITIONS
Restricted ItemsGoods or services that cannot be purchased without specific written permission in advance. Prohibited ItemsGoods or services that cannot be purchased under any circumstances. CommodityAny item that can be bought or sold, usually a product or raw material (for example, lumber, wheat, coffee, metals).
Items that are restricted are generally not allowable unless you receive specific written permission (for example, vehicles). Items that are prohibited cannot be purchased under any circumstance (for example, alcoholic beverages). Below is a discussion of the most common types of restricted and prohibited items. Consult your agreement to clarify what specific regulations apply to you.
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Restricted Commodities
The following seven restricted commodities may be purchased with USG funds, but require prior written approval from the Agreement Officer (AO) who will issue a waiver: agricultural commodities motor vehicles pharmaceuticals pesticides used equipment U.S. Government-owned excess property fertilizer A waiver may be granted if all three of the following conditions are met: 1. T he item complies with the assigned geographic code in terms of source and nationality; 2. It has been identified and incorporated in the program description or amendments to the award; and 3. Its costs have been incorporated in the approved budget of the award. If the AO approves, she or he will provide written authorization. If you procure the item prior to receiving written authorization, you risk paying for the item yourself.
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IN YOUR NOTICE USAID Cooperative Agreements contain procurement-related requirements under the Standard Provisions. In particular, review the standard provisions entitled Ineligible Goods and Services and Restricted Commodities.
Prohibited Items
The following cannot be purchased with USG funds under any circumstances: military equipmentgoods or equipment to be used to meet the cooperating countrys military requirements; surveillance equipmentequipment such as microphones, transmitters and recording devices (does not include general use audio-visual equipment, as long as there is a clear purpose and need for that equipment in your program); commodities and services for support of police or other law enforcement activities; abortion equipment and services; luxury goods and gambling equipment, including alcoholic beverages, jewelry or expensive textiles; and weather modification equipment.
CONSEQUENCES OF MISUSE OF FUNDS The USG reserves the right to require you to refund any amount that is not spent in accordance with the terms and conditions of the award (that is costs not allowable under the regulations). Be sure to keep records for at least three years after you submit your final report, in case of an audit.
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When private funds are used to procure restricted goods and services, this can be used as part of a cost-share requirement. However, private funds used to purchase prohibited items (such as alcohol) cannot be counted toward your cost-share commitment. However, in some circumstances, it is possible to use cost share creatively to use your funds more efficiently. For example, you may purchase a used vehicle with private funds and shift your USG funds into other program costs. If this results in significant rebudgeting, you will need to get approval first. (See Financial Management 2.4.)
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5.5
DEFINITIONS
Commodities or goodsAny material, article, supply, good or equipment. Commodity-related servicesdelivery of services and/or incidential services. EPLSThe Excluded Parties List is a database of organizations that for one reason or another are not eligible to receive USG funds, even as a supplier. NationalityThe place of legal organization, ownership, citizenship or lawful residence of suppliers of commodities and services. SourceThe source country is the one in which you procure an item or a service, regardless of where it was originally manufactured (country of origin). This is typically the location of the vendor.
This article covers restrictions on where you purchase goods, in other words their source. It also discusses restrictions that apply to vendors or those from whom you purchase items. (See Compliance 5.3 and 5.4)
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USAID grantees are assigned a geographic code that designates specific countries from which they are authorized to purchase goods and services.
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USAID has set up a special expedited procurement procedure (EPP) for purchasing or leasing non-U.S.-manufactured vehicles and ARVs, which is applicable to PEPFAR-funded programs (see Procurement Executive Bulletin No. 2008-05 (http://www.ngoconnect. net/documents/592341/749044/Pro curement+Excecutives+Bulletin+(P EB)+No.+2008-05). This special procedure is in effect from February 14, 2008 through February 13, 2013 and applies only to USAID grantees receiving HIV/ AIDS funds. USAID grantees with funds from other programs must still follow the standard procedure.
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Vendor Restrictions
In addition to what you buy and where you can buy it, another set of procurement regulations restricts from whom you can purchase goods or services. No procurement is allowed from suppliers listed on the Excluded Parties List System, a database of organizations that, for one reason or another, are not eligible to receive USG funds, even as a supplier. Using this system to check vendors prior to purchasing is part of your responsibility under the Terrorism Financing clause in the Special Provisions section, listed under Attachment ASchedule of your USAID Cooperative Agreement, as well as the provisions of Executive Order 13224 and USAID Eligibility Rules for Goods and Services. (See Compliance 5.3) To document that you have checked that your supplier is not included in the Excluded Parties List System, visit www.epls.gov.
R efere n ce s Buy American Act http://www.seia.org/galleries/pdf/ CRS_Report_-_The_Buy_American_ Act_3.13.09.pdf ADS 310 Source and Nationality Requirements for Procurement of Commodities and Services Financed by USAID http://www.usaid.gov/policy/ads/ 300/310.pdf List of Prohibited Countries, A Mandatory Reference for ADS Chapter 310 http://www.usaid.gov/policy/ads/ 300/310mac.pdf Extended Parties List System (EPLS) http://www.epls.gov USAID Acquisition Regulation (AIDAR) http://www.usaid.gov/policy/ads/ 300/aidar.pdf
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Vehicle Procurement
D efi n i t i o n s
Restricted CommoditiesGoods or services that cannot be purchased without specific written permission in advance. Vehicle[S]elf-propelled vehicles with passenger carriage capacity, such as highway trucks, passenger cars and buses, motorcycles, scooters, motorized bicycles and utility vehicles (22 Code of Federal Regulations 228.13 (b)).
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As explained below, USAID has very specific regulations covering vehicle procurement.
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Expedited Vehicle Procurement Procedure for HIV/AIDS Grantees There is a special expedited vehicle procurement procedure for purchasing or leasing non-U.S.manufactured vehicles, which is applicable to PEPFAR-funded programs (see Procurement Executive Bulletin No. 2008-05, www.ngoconnect.net/ documents/592341/79044/Procure ment+Executives+Bulletin+(PEB)+ No.+2008-05). In circumstances where there are no U.S.-manufactured vehicles available locally that fit your programs needs, or there is a lack of adequate service facilities or spare parts for U.S.-made vehicles, you need only to provide documentation of this to your AO. You do not need to wait for AO approval of a waiver request once you have submitted the required documentation, but be sure to maintain it in your own procurement file. This special procedure is in effect until 2013 and applies only to USAID grantees receiving HIV/AIDS funds. Contact your AO for a special Motor Vehicle Documentation Form to help you document your procurement. USAID grantees with funds from other programs must still follow the standard procedure.
Vehiclesalong with pharmaceuticals, agriculture commodities, pesticides, used equipment, USG-owned excess property and fertilizer fall under the category of restricted commodities. Items under this category require specific approval to purchase. (See Compliance 5.4 ). A vehicle purchase is considered approved when 1) it is of U.S. source/ origin; 2) it has been identified and incorporated in the program description, schedule of the award (initial or revisions) or amendments to the award; and 3) the costs related to it are incorporated in the approved award budget.
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budgeted for the vehicle purchase for service delivery or other program costs. Check your agreement terms for the re-budgeting process to determine if you need prior approval.
Post-Procurement Checklist
After you purchase the vehicle, do not forget to:
if applicable; Enter the vehicle into your fixed-asset management system; Have a policy for maintaining the vehicle on a regular schedule; Set a policy requiring the driver and all passengers to use seatbelts; Make sure you have proper insurance to cover the vehicle; and Set up a vehicle trip log that includes the starting mileage for the day, the name of the person using the vehicle, the reason for the trip, the destination and point of return and the number of miles driven (this should be signed by the driver at the end of each day).
REFERENCES ADS Chapter 312, Section E312.5.3b, Eligibility of Commodities: Motor Vehicles http://www.usaid.gov/policy/ ads/300/31251m.pdf 22 CFR Section 228, Rules on Source, Origin, and Nationality for Commodities and Services Financed by USAID http://www.access.gpo.gov/nara/ cfr/waisidx_02/22cfr228_02.html
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5.7
How do we know if a potential consultant, employee, vendor or subcontractor is prohibited from receiving USAID funds?
All USAID-funded grantees are responsible for making certain that the consultants, staff, vendors and subcontractors they use or contract with are not listed as ineligible suppliers, organizations and individuals that have been formally excluded, blocked or disbarred from receiving U.S. Government (USG) funds. This ensures that you do not provide material support or resources to any persons or organizations that are involved in terrorism. (For more information, see Executive Order 13224, http://www.state.gov/s/ct/rls/other/des/122570.htm, on terrorism financing).
Below, we review the process of how to conduct and document excluded party and terrorism searches and how to proceed with procurement once you have the results of your search.
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Choose the appropriate search type, enter the full or partial name of the supplier or individual as instructed, and click Search at the bottom of the screen.
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If you receive an exact match for the individual or firm you are investigating, you must find a new consultant, staff member, vendor or subcontractor. If you choose to continue procuring goods and services from this vendor or hiring this individual, the costs will be unallowable and you will not be reimbursed by the USG. If you receive a partial match, and it is clearly not the supplier you are considering, you may want to perform a more precise search. This time, place quotation marks around the name (name) of the vendor in which you are interested. For example, if you search for So and So, the database will return a match of John Tse-So Ning in Louisiana. But when you place quotation marks around the name, such as So and So, the database returns no results. If you receive results that you are unsure of, call 1-866-472-3757 or email support@epls.gov to request additional help. If you receive no matches, then print the page and keep it in your files to document your search. This page shows the date and time of your search and the term you searched under.
R efere n ce s Excluded Parties List System (EPLS) http://www.epls.gov Executive Order 13224 on Terrorism Financing http://www.state.gov/j/ct/rls/other/ des/122570.htm United Nations Al-Qaida and Taliban Consolidated List http://www.un.org/sc/ committees/1267/consolist.shtml U.S. Department of Treasury List of Specially Designated Nationals and Blocked Persons http://www.ustreas.gov/offices/ enforcement/ofac/sdn/
A similar process should be followed for the U.S. Department of Treasury List and the UN Consolidated List.
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5.8
What are the general rules we need to follow when planning for and traveling internationally for our program?
Although implementing a USAID-funded award, you may need to travel beyond your borders for a conference, field visit, workshop or other purpose. To prevent excessive and overly expensive travel, your USG agreement contains a number of rules and regulations you are required to follow when travelling internationally for your project. Below you will find an explanation of the approvals, documentation and requirements you must meet when arranging international travel under your award.
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M&IEMeals and incidental expenses. Incidental ExpensesExpenses incurred during travel, such as gratuities and tips for services, laundry, toiletries, etc. Authorized Class of ServiceUnless travel falls under certain exceptions, air travel purchased with USG funds requires the customary standard commercial airfare (economy class or equivalent).
Travel Notification
Neither the USAID Mission nor the U.S. Embassy requires Country Clearance for employees or subawardees of USAID Cooperative Agreement recipients. However, if the primary purpose of the trip is to work with incountry USG personnel, you must notify your AOR and in-country USAID mission prior to your travelat least two weeks in advance.
For official business travel, both domestic and international, you must use economy class (also referred to as coach class).
This notice should include your award number, the AORs name, the travelers name, date of arrival and purpose of the trip. You may send the notice by email, but be sure to save a copy of the notification in your records. In addition, where security is a concern in a specific region, it is a good idea to notify the U.S. Embassy of the travelers presence when she or he has entered the country. This is especially important for long-term postings.
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route, you may use a foreign air carrier service, but only to or from the nearest interchange point to connect with U.S. flag air carrier service. You may fly a foreign air carrier if the service on a foreign air carrier would be three hours or less and using the U.S. flag air carrier would at least double your travel time. If a U.S. flag air carrier offers nonstop or direct service (no aircraft change) from your origin to your destination, you must use the U.S. flag air carrier service unless such use would extend your travel time, including delay at origin, by 24 hours or more. If a U.S. flag air carrier does not offer nonstop or direct service (no aircraft change) between your origin and your destination, you must use a U.S. flag air carrier on every portion of the route where it provides service unless, when compared to using a foreign air carrier, such use would do at least one of the following: increase the number of aircraft changes you must make outside of the U.S. by two or more; extend your travel time by at least six hours or more; or require a connecting time of four hours or more at an overseas interchange point.
Where security is a concern in a specific region, it is a good idea to notify the U.S. embassy of the travelers presence when she or he has entered the country.
NOTE The use of a non-U.S. air carrier may not be justified solely based on cost savings.
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If you do not have written policies regarding travel costs, the standard for determining the reasonableness of reimbursement for overseas allowance will be the standardized regulations published by the U.S. Department of State.
Procurement Documentation
As when procuring any other item or service using USG funds, you must follow USAID procurement regulations and carefully document the process you used to purchase airline tickets. This means providing proof that the procurement of tickets was a competitive process and verifying that you traveled to the specified destination by submitting airline boarding passes or ticket stubs. In addition, if your travel qualifies as an exception to the Fly America Act and you do not fly a U.S. flag air carrier, you must provide a certification and any other documents required by your funding agency. Without these, your funding agency will not reimburse your organization for any transportation costs for that service. The certification must include: travelers name; travel dates; the origin and the destination of the travel; a detailed itinerary of your travel, name of the air carrier and flight number for each leg of the trip; and a statement explaining why you met one of the exceptions outlined above or a copy of your agencys written approval deeming that foreign air carrier service was a necessity.
Following international (and domestic) travel, it is a good idea to write a short report to capture what you have learned and enable you to share it with others easily. There is no set format or protocol for writing a trip report. However, it usually describes where you went, when you went, why you went, who was with you and what you did and learned. As you are writing your report, imagine how it will be used by the people who will read it. Here are some simple guidelines:
REFERENCES U.S. State Department Foreign Per Diem Rates http://aoprals.state.gov/web920/ per_diem.asp Federal Travel Regulations www.gsa.gov/ftr
Begin with a short paragraph stating the purpose of the trip (why). Summarize your activities while on the trip. Be concise and factual. Remember, the reader is usually not interested in a detailed minuteby-minute account of what happened. Instead, write a clear and concise outline of your trip (where, when, who and how). Point out important information you feel should be highlighted or stressed (what you learned). If appropriate, end by stating any recommendations and any follow up that should occur.
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5.9
Travel in country or across borderswhether for a conference, field visit, workshop or other purposeis often necessary to implement your USAID-funded award. Accordingly, your Cooperative Agreement contains several travel-related requirements, which should be checked before planning your trip. If your NGO has its own written travel policy, you should also review its directives when making any travel arrangements. This article focuses on the value of having a travel policy, what it should address and the USG rules and regulations for travel per diem.
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approval to travel, including the appropriate form to be completed by the traveler, the amount of time in advance that the form should be submitted, and to whom the form should be submitted. (Remember: In addition to your internal approval process, USAID approval also must be received prior to international travel.) Advances How advances of funds to be used for travel will be calculated. For example, some policies state that advances cannot be issued for more than a specific percentage of the total estimated travel costs. When outstanding advances will be reconciled. It is good practice to allow for only one outstanding advance at a time and to establish a deadline (for example, within two weeks to one month) by which employees must reconcile their advance upon returning from their trip. Reimbursement The types of costs that will be reimbursed (for example, transportation costs, visas, lodging, currency conversion, telephone calls, Internet). Whether expenses will be reimbursed on the basis of actual receipts or per diem or a combination of the two. If a per diem basis is selected, then a per diem policy needs to be clearly defined for both domestic and international travel. How employees will account for their travel expenses upon returning from their trip. Many NGOs create an expense report template using Microsoft Excel, which employees fill out after every trip.
Although your organizations policy regarding the maximum amount for which you may be reimbursed may differ from U.S. Government (USG) policy, it is important to note that you will not be reimbursed by the USG for an amount above the maximum set by the USG.
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You must apply your organizations policy uniformly to both USGfunded and other activities, unless the specific contractual agreement under which the travel is being conducted calls for different procedures/ requirements.
Exchange Rates What rate to use for changing foreign currency to local currency.
For example, some NGOs use the in-country exchange rate using official exchange documents as supporting documentation, while others use the exchange rate of a trusted online source, such as www.oanda.com.
NOTE: Once travel rules have been adopted, your organizations policy must be uniformly applied to both USG-funded and other activities, unless the specific contractual agreement under which the travel is being conducted calls for different procedures/requirements.
Your travel policy should require that travelers complete and submit a travel request form specifying reasons for the travel, dates, estimated cost and so on to the supervisor.
A traveler may wish to request funds in advance of a trip to cover the per diem (or actual expenses depending on organization policy) and any other business-related expenses. The amount of the advance and format for the request (for example, travel advance form) should be addressed in the organizations policy. NOTE: A common audit finding is that travel advances are not issued according to the organizations own policy.
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Below is an example of the U.S. Department of State per diem rates for Botswana accessed from http://aoprals.state.gov/web920/per_diem.asp.
Country Name Botswana Botswana Season Begin 01/01 01/01 Season End 12/31 12/31 Max. Lodging Rate US$172 US$103 M&IE Rate US$54 US$44 Max. Per Diem Rate US$226 US$147 Effective Date 12/01/2009 12/01/2009
The USG covers reimbursement of amounts up to but no more than the USG per diem rates established for the location. Any excess charge(s) would have to be paid by the traveler.
If the city you are going to is not listed under the Post Name, use the Other rate (see column 2, above) that is published for that country. Travel costs may be charged on an actual cost basis, on a per diem basis or a combination of the two (for example, using the actual cost for lodging and a per diem basis for meals and incidental expenses), provided the method is applied to an entire trip and not only to selected days of a trip. NOTE: To get reimbursed for lodging and other travel-related costs of US$25 or more, the traveler must save and submit all original receipts, boarding pass stubs and invoices to document the expenses. For meals and personal expenses that fall under M&IE, receipts are not required by the USG, but your organizations per diem policy may require them.
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What if a meal is provided free of charge (for example, by another organization) during the trip?
The M&IE allowance should be adjusted if meal(s) are provided free of charge during ones travel for business purposes. The website for calculating reductions to the M&IE for the U.S. State Department per diem rates can be found at http://www.state.gov/www/perdiems/ breakdown.html. If you develop your own organizational per diem policy, it is recommended that it include a discussion about how the M&IE will be reduced should breakfast, lunch and/or dinner be provided free of charge. The amount generally should not be adjusted if complimentary meals are provided by common carriers (such as airlines or trains) or hotels (such as when the hotel rate includes breakfast).
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A common audit finding is that travel advances are not issued according to the organizations own policy.
What if someone travels to a number of different countries (or posts within a country) on the same trip and each has a different per diem rate?
The per diem reimbursement rate is determined based on where lodging is obtained. If lodging is not required, the applicable M&IE rate to be used is the rate for the location. If a traveler visits more than one location in a single day, the location with the highest M&IE rate should be used. If a traveler visits more than one country on a trip, then the rate for each country should be used for the days in country.
What if the actual lodging cost or your M&IE costs exceed the maximum allowable USG rates?
Although your organizations policy regarding the maximum amount for which you may be reimbursed may differ from USG policy, it is important to note that if lodging or M&IE exceeds the USG per diem rates established for the location, the excess charge(s) will have to be paid by the traveler. The one exception to this is if you specifically request and receive approval in advance for actual subsistence at a higher rate, but this is granted only for special or unusual circumstances.
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In the case of international travel, most if not all of the expenses will be in foreign currency. To calculate these expenses, the traveler must provide appropriate receipts, with the currency rate(s) of exchange applicable for the period of time in country. To obtain the appropriate conversion rate, either use the rate provided at the time of exchange as documented in the exchange receipts or go to a reliable currency exchange website, such as http://www.oanda.com/converter/classic. Be sure to document the exchange rate you use by printing out the web page and submitting it with your expense report.
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5.10
Although your Agreement Officers Representative (AOR) oversees your project and is your advisor, advocate and colleague, no matter how much she or he may deserve a big bouquet of flowers, this U.S. Government (USG) employee probably will not be able to accept it. As a grantee of USAID, there are important ethical considerations that govern the relationship between the employees of your organization and employees of the U.S. Government, including your AOR and any other USG employees with whom you interact. You are also prohibited from using your USG funds to attempt to win or renew USG funding (see following page, Never Use USG Funds for Lobbying). U.S. Government employees are expected to execute their work in an independent and impartial manner that maintains the publics confidence and the Governments integrity. To ensure that there is not even the appearance of inappropriate conduct, USG employees must abide by a very strict set of ethics rules, including specific regulations against accepting gifts, favors, entertainment or any other thing of monetary value from any prohibited source, including any person who has or is seeking to obtain contractual or other business or financial relations with the employees agency, or has any other interests with the employees agency. As a USG-funded organization, you fall under the category of prohibited source. There are a few exceptions to these rules and even some variations among USG agencies. However, a simple guideline to follow is to make sure that your interactions with USG employees do not give the appearance of trying to inappropriately influence their actions with gifts or favors.
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while the employee is executing his/her official duties. For example, if your AOR is visiting your project site, it would be permissible to use your organizations vehicle to drive her/him to the site; Plaques or awards of nominal intrinsic value, meant primarily for display purposes; Items of nominal value (less than US$20), such as a greeting card; Snack foods or beverages when given as part of a widely attended event. For example, if you have a project site opening ceremony where you invite the press, local officials, employees of other NGOs, your staff and USG in-country staff and you serve refreshments to all attendees, including the USG staff; and A gift given because of a close family or personal relationship when the circumstances are clear that it is the relationship, rather than business, that is the motivating factor.
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For example, you cannot use your USG funds to pay for members of your Board of Directors to travel to Washington, DC, to meet with USG officials and members of Congress to discuss your programs in an effort to try to improve your chances of securing follow-on funding after your award expires. You may, however, use private funds for these activities.
Conclusion
REFERENCES OMB Circular A-122 http://www.whitehouse.gov/omb/ circulars_a122_2004/
In the end, it is the USG employees responsibility to make sure she or he complies with agency and USG ethical standards. But it helps if your organizations staff do not put their USG colleagues in the uncomfortable position of having to refuse a gift or mealespecially when your intention is simply to let them know you appreciate the help they have given your organization. A personal note or simple token, such as a photo of your staff, will mean more to them and will not be mistaken for an inappropriate gesture.
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5.11
Every USAID-funded program is required to comply with the U.S. Governments (USGs) environmental regulations (often referred to as, Reg. 216). Reg. 216 outlines the Environmental Impact Assessment (EIA) process that USAID has designed to identify potential effectspositive or negativethat a project or activity may have on the environment. The process is intended to prevent activities from taking place that are likely to cause significant environmental harm and to ensure that projects monitor and mitigate any negative effects on the environment. (For more information, see Title 22 of the Code of Federal Regulations and the administrative guidelines in Chapter 204 of USAIDs Automated Directives System.)
Exempt
A small portion of USAIDs activities are exempt from environmental documentation. These are generally limited to international disaster or emergency relief activities; however, exemptions may be provided under other special circumstances. If all your program activities are exempt, you will not need to provide environmental documentation to USAID.
Categorical Exclusion
USAID considers some types of activities to have such a low risk of adversely affecting the environment that they are categorically excluded from environmental review. Examples include: community awareness training, studies and information transfers. For a complete list of categorically excluded activities, see Reg. 216.2(C)(iii). If all of your program activities fall under this list, contact your Mission to request the appropriate exemption forms.
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Although USAID will sometimes conduct significant portions of the EIA process, an organization is typically responsible for assessing its projects compliance with Reg. 216 and submitting verification for USAID approval. This article will help you understand the EIA process and what you need to do to comply with USAIDs regulations.
NOTE Mission-specific requirements and preferences for demonstrating Reg. 216 compliance may vary. Ensure that you prepare the documents using the preferred approach and format, and contact the Mission before beginning the documentation process. USAID is ultimately responsible for ensuring that an IEE is completed. In some cases, USAID will complete the IEE. In other cases, the partner organization will be responsible for completing the IEE.
IEE Required
If any of your programs activities are not exempt or categorically excluded, an IEE should be conducted. An IEE is a review of the reasonably foreseeable effects of a proposed project or activity on the environment. USAID uses the IEE as the factual basis to decide whether to: require a more comprehensive analysis of the potential environmental impacts (called an Environmental Assessment (EA) by USAID); or proceed with the program using the plans to address and monitor any detrimental effects on the environment outlined in the Environmental Mitigation Plan (EMP), which is submitted with the IEE.
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submits a draft IEE or categorical exclusion request to the Mission. (Typically, the Mission Environmental Officer (MEO) is responsible for reviewing the documentation. If your Mission does not have an MEO, you should ask the Mission to whom you should send the documents.) The MEO may suggest revisions before he or she sends the documents to the Regional Environmental Officer (REO) and/or Bureau Environmental Officer (BEO) for approval. If the IEE indicates that your activities will have significant adverse impacts on the environment and you are not able to mitigate those impacts, the REO/BEO is likely to require an EA. He or she may also recommend changes to the EMP or other portions of the IEE. In most cases, the IEE will be sufficient, and an EA will not be required. If an EA is not required, and you have made any necessary changes to the IEE and EMP, the REO/BEO will approve your plan and your project can begin.
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It is in your interest to complete the EIA process as soon as possible... USAID requires an IEE or a Categorical Exclusion Request to be submitted along with proposals.
REFERENCES Title 22 of the Code of Federal Regulations Part 216 (Reg. 216) http://www.usaid.gov/our_work/ environment/compliance/22cfr216.htm USAID ADS Chapter 204 http://www.usaid.gov/policy/ ads/200/204.pdf Environmentally Sound Design and Management for Partners and Programs in Africa: USAID Environmental Procedures Training http://www.encapafrica.org/eptm.htm
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Monitoring and evaluation (M&E) is at the heart of an organizations capacity to manage its performance and understand its impact. Good M&E requires resources, skill and time. It is common in an NGOs early stages of development to lack clear program performance expectations and the systems and tools necessary to track progress. As the organization grows, it will likely establish systems to measure progress against its objectives, but may not yet systematically use the information to improve its interventions or to inform future decisionmaking. This section provides insights into the steps needed to develop a good M&E system that uses evidence in every stage of the project life cycle to promote informed decisionmaking and support achieving significant, sustainable change as a result of an intervention. Topics: 6.1 6.2 6.3 Using Evidence-based Project Planning Considerations for Your M&E System Managing Targets
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DEFINITIONS
EvidenceA range of tangible/factual information that can be used to support or contradict decisions made when planning interventions. IndicatorA particular characteristic or dimension that will be used to measure change. Height is an example of an indicator. Problem TreeA tool or technique used to analyze the causes and effects of problems. The output is a graphical arrangement of problems differentiated according to causes and effects, joined by a core, or focal, problem. This technique helps demonstrate the context and interrelationship of problems and potential impacts when targeting projects, programs or interventions toward specific issues. StakeholdersAn individual, community or institutional entity that will be affected by, or who can affect, your project. GoalThe long-term result that your project is seeking to achieve.
Evidence is drawn from a systematic exploration of relevant data, which are then applied to possible interventions or solutions. Using evidence in every stage of the project cycle promotes informed decisionmaking and supports achieving significant, sustainable change as a result of an intervention. What follows describes how evidence may be used to inform a program at all stages of the project cycle.
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ObjectiveA shorter-term achievement that contributes toward achieving the goal. Objectives should be SMART: SpecificIs there a description of a precise or specific behavior/ outcome that is linked to a rate, number, percentage or frequency? MeasurableIs there a reliable way to measure progress toward achieving the objective? AchievableAre we attempting too much? With a reasonable amount of effort, can we do what we set out to do? RealisticDo we have the resourcesstaff, money, materialsto make a real impact? Time-basedIs there a finish and/or a start date clearly stated or defined?
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PROBLEM TREE STEPS 1. List all the problemsthat come to mind. Problems need to be carefully identified: they should be existing problems, not possible, imagined or future ones. The problem is an existing negative situation; it is not the absence of a solution. 2. Identify a core problem (trunk). This may involve considerable trial and error before settling on one. 3. Determine which problems are causes (roots) and which are effects. (branches) 4. Arrange in hierarchy both Causes and Effects (in other words, how do the causes relate to each otherwhich leads to the other)
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Source: http://web.mit.edu/ urbanupgrading/upgrading/issues-tools/ tools/problem-tree.html Tip: To make the most of this process, it is critical to involve all stakeholders in this process. (See External Relations 7.6.) Your organization may even wish to invest in hiring a facilitator to guide the process to ensure you arrive at the best analysis.
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An evidence-based approach helps program planners place particular emphasis on why a program is necessary as well as on the goals, objectives, target audience and strategic outcomes.
REFERENCES Catholic Relief Services, 2004, Propack, The CRS Project Package http://pdf.usaid.gov/pdf_docs/ PNADG512.pdf Pathfinder International, 2008, Evidence-based Planning for Sustainability of Government Reproductive Health Services. http://www.pathfind.org/site/ DocServer/evidence_based_ planing.pdf?docID=12042 Civicus Strategic Planning Toolkit http://www.civicus.org/new/media/ Overview%20of%20Planning.pdf USAIDs TIPS series. Practical advice and suggestions on issues related to performance management and evaluation. These publications are supplemental references to the Automated Directive System (ADS) Chapter 203. http://www.usaid.gov/policy/ evalweb/evaluation_resources.html USAID ADS Chapter 203 Assessing and Learning. http://www.usaid.gov/policy/ ads/200/203.pdf
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Participation is Essential Experience suggests that participatory approaches are an essential aspect of developing and maintaining effective performance management systems. Collaboration with development partners (including host country institutions, civil society organizations (CSOs), and implementing partners) as well as customers has important benefits. It allows you to draw on the experience of others, obtains buy-in to achieving results and meeting targets, and provides an opportunity to ensure that systems are as streamlined and practical as possible.
Source: USAID Performance Monitoring and Evaluation Tips, No. 6, 2ND EDITION, 2010
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A monitoring and evaluation (M&E) system is critical to carrying out a project effectively and efficiently and boosting accountability to beneficiaries, donors and other stakeholders. In particular, an M&E system helps you: determine if your project is on track, on time and on target; ensure that funds were used as intended, and the project/program was implemented as planned; and learn whether the program/intervention made a difference. Setting up an M&E system is more than just building a spreadsheet or database. The following introduces characteristics of such a system. For in-depth guidance, refer to USAID TIPS papers at http://dec.usaid.gov/index.cfm
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Monitoring Periodic tracking (for example, daily, weekly, monthly, quarterly, annually) of your projects progress by systematically gathering and analyzing data and information about what you are doing, whom you are reaching and whether your activities are being implemented as planned. EvaluationThe comparison of actual project impact against agreed-on plans. Evaluation looks at what you set out to do, what you have accomplished and how you accomplished it. WorkplanA detailed narrative that lays out your planned activities, the resources required to implement them and the targets you intend to reach. Performance Management Plan (PMP)A reference document that contains your targets, a detailed definition of each indicator, the methods and frequency of data collection for each of those indicators and who will be responsible for collecting the data.
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Evaluation reveals whether you did what you planned to do and, if not why not. It also answers questions about accountabilitydid you complete what was promised in your proposaland helps inform management decisions. It answers the questions: what was accomplished, what was the cost, is it worth doing again, how might it be done better in the future? In addition, evaluation results increase knowledge for both your organization and stakeholders interested in your programming.
SIX TIPS FOR MANAGING YOUR M&E SYSTEM 1. Make realistic M&E plans. 2. Provide sufficient management support. 3. Ensure your staff understand and value M&E tasks. 4. Set aside enough time for M&E activities, including organizing and processing data. 5. Build M&E into planning cycles. 6. Present M&E data in time for them to be used in reports and for decisionmaking.
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Ensure that your data are accurate and truly reflect your outputs and outcomes by regularly undertaking data quality assessments to the data you collect. (For more on data quality, see D and E noted in the reference box.) On a regularly scheduled basis, analyze the data you have collected by structuring and organizing it to get a sense of the trends and patterns emerging from the implementation of your project. This information will help managers determine if the project is on track to achieve its objectives and inform changes if it is not.
Build in clear mechanisms for using the information from your M&E endeavors. For example, you may want to set up formal meetings to review monitoring data monthly, quarterly or annually to check progress towards meeting your targets and objectives. This will allow you to modify your activities if necessary or have discussions with your donor if you have to change your targets. Example of Community Participation in M&E: Building a Well Participatory activity: Beneficiaries volunteer their time to dig a hole for the well as their community contribution. Participatory monitoring: Beneficiaries form a Well Management Committee tasked with gathering and analyzing data on usage and maintenance and then reporting the findings. Participatory evaluation: As part of the mid-term learning evaluation, beneficiaries facilitate focus groups to evaluate the impact of the new well on community members livelihoods and health.
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Managing Targets
Q A
How do we review targets and make adjustments?
DEFINITIONS
IndicatorA particular characteristic or dimension that will be used to measure change. Height is an example of an indicator. DataThe actual measurement or factual information collected about an indicator. A measurement of someones height at 5'7" tall is an example of a piece of data. BaselineData collected about specific indicators before an intervention starts that will serve as the starting point against which to measure change. TargetA specific, planned level of result for an indicator you expect to achieve within a defined period of time. Monitoring Periodic tracking (for example, daily, weekly, monthly, quarterly, annually) of your projects progress by systematically gathering and analyzing data and information about what you are doing, whom you are reaching and whether your activities are being implemented as planned.
As you monitor progress and report on actual beneficiaries reached by your program, you may uncover significant discrepancies between the targets set in your workplan and the actual numbers you are reaching. Do not panic! This is a normal part of program management, especially for programs implementing newly designed interventions or expanding to a new geographic area with new subrecipients. Successful program managers will not shy away from these discrepancies. Taking the time to better understand the underlying reasons for target shortfalls and developing a plan to adjust your program and/or reset its targets is an important part of bringing a program to maturity.
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Reviewing Targets
If you determine that actual results deviate significantly from the targets set, you will want to discover why. While there are numerous possible causes, most fall into three areas: Problems with faulty or mistaken intervention design assumptions; Poor program implementation; or Data quality errors. Each of these areas may be managed by different staff members: a technical lead for intervention design, a subrecipient for implementation and an M&E specialist for data quality. The process for reviewing target discrepancies should include all these people, perhaps led by the program director.
I T E M S TO C O N S I D E R What exactly are you measuring? Sometimes, the definition of an indicator is not as simple as you think. For example, in a prevention program, what exactly does it mean to reach one person? To hand him a voter registration promotional flyer? To engage her in a public event? Or does your definition of reached include one-to-one follow-up?
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Successful program managers take the time to understand the underlying reasons for target shortfalls and develop a plan to adjust their program and/or reset the targets.
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If you are starting a new program or expanding a program into new areas, discrepancies between targets and actual results are expected to arise.
Developing Solutions
Once you have identified discrepancies, you will want to look for the cause(s) and identify solutions. If you find multiple reasons for the discrepancy, do not try to address all of them at one time. Focus on the one or two whose resolution will have the greatest impact, that is, generate the best return on investment of time, personnel and resources. If possible, pilot test your changes before implementing them program-wide.
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If you must adjust your intervention, be sure to put processes in place to test and validate the adjustments. Also, closely monitor progress and document the changes made. If you are using an intervention also used by other subrecipients or recipients elsewhere, share your experience so everyone benefits from the lessons learned. Below are some suggestions about how to move forward addressing specific types of issues.
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If you find multiple reasons for discrepancies between targets and actuals, focus on the one or two whose resolution will have the greatest impact.
Your targets are likely tied to your budget. Therefore, when you propose adjusting your targets, you should also address the impact this will have on your budget.
In doing so, consider some of the following: Will you be reducing your targets for the current year or reducing your overall targets? Whenever possible, propose solutions to make up current shortfalls in future years. Do you have a good reason for reducing your overall targets? A shortage of time is not sufficient. Could a no-cost extension help you meet your original goals? If the answer is still no, you will want to develop a well-documented, evidence-based reason to support your reduction request. When adjusting your targets, try to pinpoint the corresponding assumption(s). Example: Your orphans and vulnerable children (OVC) program is underperforming, and you believe, in part, the reason is that there are fewer eligible OVC in the catchment area than you assumed. Develop a formula that shows this and use it as the basis for a modification request.
Example: Your womens micro-lending program is underperforming, and you believe, in part, the reason is that there are fewer eligible women in the catchment area than you assumed. Develop a formula that shows this and use it as the basis for a modification request.
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In your workplan, you probably tied the proposed targets to your budget. Therefore, when you propose lowering your targets, you should also address the impact on the budget. If you cannot reach the proposed targets in one area, try to see if you can rebudget to increase your targets in another program area.
Conclusion
Reviewing targets, making program adjustments and assessing data quality are natural and necessary parts of the program management process. Each time you refine your program model, applying lessons learned, you strengthen your program. As a result, the next time you implement in a new area or work with a new subrecipient, your assumptions will be better and your targets will be more accurate.
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External Relations
Implementation Tips for USAID Partners
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How do you make your organization stand out? Many organizations do great work, but struggle with disseminating their results to stakeholders. Developing the capacity to communicate with and maintain effective relationships with beneficiaries, donors, potential partners, other stakeholders and the public is key to an organizations ability to attract the support it needs to survive and thrive. This section begins with communication planning, then describes how to connect more effectively with a range of key audiences including beneficiaries, partners, donors and media, through branding, pitching, writing success stories and other strategies and tactics. Topics: 7.1 7.2 7.3 7.4 7.5 7.6 Developing a Communication Plan Branding Your Program Meeting Donor Marking Requirements Pitching Your Program to Prospective Partners and Funders Telling Your Success Stories Engaging Your Community
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7.1
DEFINITIONS
MarketingThe processes and activities that contribute to your organizations public image, which, when developed effectivelyand reinforced by the good work of your staffhelps earn the trust and confidence of beneficiaries, local leaders and donors. CommunicationThe process of transmitting ideas and information about the nature of your organization and the issues it deals with. An ongoing, core activity that is key to sustaining an organization. PromotionAny type of tactic other than advertising (for example, special events, posters, T-shirts, flyers) used by a marketer (for example, an NGO) to increase the awareness of a product, service or idea among specific target audiences.
Marketing ranges from making client service more responsive, to street theater, to posting banners and applying logos. It is everything that contributes to your organizations public image, which, when developed effectivelyand reinforced by the good work of your staffhelps earn the trust and confidence of beneficiaries, local leaders and donors. Effective marketing can improve your organizations ability to attract funding, serve more beneficiaries and advance your mission. It can help enhance your NGOs sustainability.
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REVIEWING YOUR PLAN Once you establish a communication plan, review it every six months to evaluate how well you are meeting objectives. Talk with staff responsible for each activity, and revise your strategy and tactics as needed. During your review, consider the following questions: Have we been communicating effectively with all targeted groups? Are there additional groups with which we should be communicating? Are we meeting donor needs and/or requirements with our communication efforts? Is our overall communication effort enhancing our work as an organization?
The answers to these questions become your action plan. The next steps involve developing effective materials, disseminating the message, evaluating your efforts, adjusting as needed and sustaining the effort.
beneficiaries (existing and potential); donors (existing and potential); or volunteers (existing and potential).
Take a hard look at your existing communication efforts, if any, and how you engage with your target audiences by talking with them. Learn what has worked and what has not. Next, write out in the simplest of terms exactly what you want to communicate to each group. For example: We want to let potential beneficiaries know:
what services we offer; why they need these services, especially how they will benefit from
them; and
who is making this work possible (that is, giving credit to the donor).
These help define your communication goals. Much like the strategic objectives in your workplan, you will next want to develop one or more activities aimed at achieving each objective.
What language(s) do they speak? Where and how can you communicate with themin other words,
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what is the best way to get in front of them with your message?
Expected Outcomes
Much like creating targets in your workplan, be sure your plan includes expected outcomes with specific timelines. In addition, for each activity, assign responsibility for monitoring its execution and outcomes to a specific staff member. Examples of expected outcomes:
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three forums to share best practices and lessons learned from our project with the NGO community in country. Responsible Person: Executive Director.
REFERENCES The Community Toolbox http://ctb.ku.edu/en/ Strategic Communications Audit http://www.mediaevaluationproject. org/WorkingPaper1.pdf
Next Steps
Once complete, share the communication plan with your entire staff, walking them through the specific aspects related to their jobs. Giving each the means to communicate effectively about your organization will help reinforce your value to beneficiaries and other target audiences.
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Branding is the process of developing and using images and words, such as logos and slogans, to create an identity for a product or service. A brand is the visual representation of that identity that helps people distinguish one thing from another; for example, Coca-Cola from Fanta; USAID from DFID. Below, we explore two aspects of branding: as an element that communicates the identity of your organization/program and as a donor requirement.
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ACKNOWLEDGING DONORS A N D PA R T N E R S When you implement your brand, your donor(s) may also want the beneficiaries to know who funded the services. The USAID Cooperative Agreement includes standard provisions for branding and marking.
Avoid acronyms that do not flow; for example, YHPD (Youth Health
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example, launching the program, announcing research findings, publishing reports, announcing project completion; How donors will be identified; and How donors will be acknowledged.
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7.3
Once your communication plan is in place, it is time to go public with your brandyour program name and, if developed, your logo. Implementation may range from putting it on signs outside your offices and project sites to printing it on all the materials you hand out to beneficiaries. Applying your program name/brand and logo as well as the identity elements of donor(s) is called marking. Below, we address how to meet donor requirements for using a brand to mark program sites, deliverables and commodities. Beyond simply identifying a program, marking also acknowledges who funds, supports and implements your program. Proper marking strengthens relationships between implementing partners and credits the donors for making the program possible. All USAID agreements include specific marking requirements.
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What you will markall sites, documents, events and commodities How you will markthe type of marking and what you will mark When you will markin the event that an item might not be
(e.g., banners at events, stickers on equipment); permanently marked right away, describe any temporary marking and plans for final marking; and Where you will markdescribe the size and placement of the donors logo and any accompanying logos. you procure or produce as a part of the Cooperative Agreement;
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IN YOUR AGREEMENT USAID Cooperative Agreements include a standard provision entitled Marking under USAIDFunded Assistance. Further help is provided on USAIDs branding website http://www.usaid.gov/ policy/ads/300/320.pdf
promotional materials, audio-visual presentations, public service announcements, websites; eventssuch as training courses, workshops, press conferences; and commoditiessuch as equipment, supplies and other materials.
Marking Materials Used, Placement and Timing USAID identity displayed on a board outside the premises of each site where activities take place. USAID identity printed on the bottom of the cover page. USAID public communications disclaimer included. Timing: as materials are produced.
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Subrecipient Requirements
Marking requirements also apply to subrecipients. It is a good practice (and in many cases required) to include language in your subaward(s) requiring that the donors identity elements (and perhaps your logo as well) be included on program deliverables.
Marking Exceptions
Effective marketing can strengthen your organizations identity, raise its visibility and reinforce its credibility with beneficiaries and donors alike.
There are situations where applying an identity element or logo does not make sense. You may not want to apply a logo when its use would:
impair the functionality of an item; incur substantial costs or be impractical; offend local cultural or social norms or be considered inappropriate; or cause an increased security risk for volunteers, staff or beneficiaries.
Include any anticipated exceptions in your marking plan. If an unforeseen circumstance arises, you must request a waiver from your Agreement Officer (via your Agreement Officers Representative (AOR)).
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REFERENCES USAID ADS Chapter 320 Marking and Branding http://www.usaid.gov/policy/ ads/300/320.pdf
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7.4
Q A
At any time as you go about your daily work, you might run into a potential partner, future funder or someone who represents a group of people who could benefit from your services. For example, you may walk into a meeting and see a potential funder, or run into a vendor at the community market place who heads a local trade association. You may sit next to a potential partner at a church function or be in the same shop with someone who could be very influential to your program. In the brief exchange with these people, whoever they may be, you realize that they could be very helpful to your organization if only they knew about your good work. The best way to prepare for such chance meetings is to have a wellscripted pitch that sums up unique aspects of your service or product in a way that excites others. Your pitch is a brief, persuasive introduction to your programa kind of first taste that leaves the listener wanting more. (Sometimes this is called an elevator pitch or speech; that is a quick, compelling summary of what your organization makes or does that takes no more time to present than an elevator ride, from 30 to 90 seconds.) Pitching is an essential skill that can be learned. What follows presents the basic components of a pitch and provides some tips on delivering it effectively.
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Keep your pitch short and engagingtell your listener what is unique about your organization without getting bogged down in the details.
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2. What do we do?
In one, short sentence, describe your organizations core service. Ensure that you include what separates your organization from others working in the same field.
THE 9 Cs OF AN E L E VATO R P I T C H Concise An effective elevator pitch contains as few words as possible, but no fewer. Clear Rather than being filled with acronyms and long words, an effective elevator pitch can be understood by your grandparents, your spouse and your children. Compelling An effective elevator pitch explains the problem your solution solves. Credible An effective elevator pitch explains why you are qualified to see the problem and to build your solution. Conceptual An effective elevator pitch stays at a fairly high level and does not go into too much unnecessary detail. Concrete As much as is possible, an effective elevator pitch is also specific and tangible. Customized An effective elevator pitch addresses the specific interests and concerns of the audience. Consistent Every version of an effective elevator pitch conveys the same basic message. Conversational Rather than being to close the deal, the goal of an elevator pitch is to just set the hook; to start a dialogue with the audience.
Source: Chris OLeary. 2008. http://www.elevatorpitchessentials.com/ essays/ElevatorPitch.html
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The most valuable of all talents is that of never using two words when one will do.
Thomas Jefferson
Rationale
Tell your story and use a hook. Introduce unique aspect of missionworks with teenagers. Know your audience when describing what organization does trains capable workers. Keep it simple. Do not use jargon (for example, OVC or sustainable solutions.) Breathe. Listen. Look for nonverbal cues, adapt as necessary. Aim for an immediate goal, but keep the end goal in mind. Since this is not the time or place for a long conversation, aim to start a dialogue that will lead to a meeting, not ask to place a trainee. Ask for contact informationa phone number or email address.
How may I contact you? By phone or email? May I have a business/visit card?
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Thank you. We all meet so many people every day, to help you remember our organization, I wanted you to know that three of our trained seamstresses designed and made all the uniforms for the local ABC primary school. Here is my card. I will follow up in a few days. It was a pleasure meeting you. Before parting, mention something hard to forget that reinforces the organizations mission and accomplishments.
Before handing over your card, write a short note on the reverse for example, trainees made ABC school uniformsas a reminder to the recipient.
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Rationale
Tell your story and use a hook. Introduce unique aspect of missionworks with teenagers. Know your audience when describing what organization does looks for interesting local news. Keep it simple. Do not use jargon (for example, OVC or sustainable solutions.) Tell your story and use a hook. Introduce unique aspect of missionworks with teenagers. Breathe. Listen. Look for nonverbal cues, adapt as necessary. Aim for an immediate goal, but keep the end goal in mind. Since this is not the time or place for a long conversation, aim to start a dialogue that will lead to a meeting.
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Telling your story should be an important part of your organizations communication and marketing plan. Why? Because stories and photographs are powerful ways to educate donors, prospective partners and the public about your programs and demonstrate their value to the community. In the process, telling your story lets you give credit to donors and reach a wider audience of potential supporters. Consider developing and disseminating at least one or two success stories about each program you implement. There are many different types of success stories. The most common type enables the reader to empathize with the problem or challenge that your organizations beneficiaries face. However, success stories may also highlight a specific event or discuss an innovative tool or approach your program has employed. A good success story complements and/or expands on information provided in your technical reports, repackaged for a wider audience. The key to many good success stories is your ability to turn the data that provide evidence of your programs results into an engaging personal story. For example, the Wema Centre (http://www.wemacentre.org/) success story posted on the NGOConnect website (http://www.ngoconnect.net/wema) highlights Wemas success in rescuing and rehabilitating street children in Kenya by telling the story of an individual child who participated in the program and then got a job and changed his life. This story puts a human face on the numerical evidence of the Wema programs impact.
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allowed you to reach new people or address a need that was previously unmet; discussing an event that allowed you to exceed your targets; building on pieces of good news about your program that are passed around your office and energize staff; and elaborating on a story you often tell colleagues or donors that grabs their attention.
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i t em s to c o n s ider Asking for Permission Using the names, words and photos of the people in your story creates a more personal and engaging feel. Although people are usually happy to share their stories, it is important to respect the privacy of the individual(s) in your story. Make sure to tell people exactly how you intend to use the story (post it on the Internet or share it with local press, donors or others) and request their written permission by having them sign a release form authorizing you to use their names and photos. Coordinating with the Donor As you begin to draft your success story, contact your AOR or Activity Manager. Some donors may want to review the story before it is distributed, and they may have other requirements for publicly documenting the programs they fund. This process gives donors a chance to be involved in the story. After all, just as you are proud of your programs success, they too are pleased to be supporting good work. Success Story Examples There are a number of success stories posted on the Web that can get you started thinking about what you might want to say about your program, and how other organizations have told their stories. Sample stories on these websites: NGOConnect website http://www.ngoconnect.net/success NPI-Connect website http://www.npi-connect.net/success USAID http://www.usaid.gov/ our_work/global_health/aids/ PEPFAR Stories of Hope http://www.pepfar.gov/press/docs/ c19597.htm
Use quotes and photos. Using the words and pictures of the
people in your story can make it much more personal and engaging to the reader. (See sidebar Asking Permission.) Talk about the Before, After and the Future. A great way to demonstrate impact is to explain the problem your program hoped to address by sharing a view of what life was like before your program started. Your story then shows how you addressed that challenge, by describing what happened after your program was in place. You may also want to talk about the future, too, for plans to expand or sustain your program. Do not forget the data. Though these stories often focus on an individual or group of people for the story aspect, do not completely leave out the bigger picture that your data show. Remember, the story gives a human face to the evidence of your programs impact, so you may want to include data as well. Consider using a graph or a chart to make your quantitative data more meaningful for the reader. Give credit. Your program would not be possible without the support of the host government, donors, partners and staff of the organization. Make sure to give credit to those who have supported your program. This can be done in the narrative, or by putting the logos of donors and other organizations involved on the printed or electronic presentation of the story. Provide contact information. Success stories are often shortone or two pages (200 to 500 words). Therefore, there is likely a lot of information you do not have room for in your story. Providing contact information allows others who are interested in your story to follow up with you for more details.
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Post the story on a websiteyours, your partners and/or donors. Create a news release and share the story with local media. Print copies and post the story and photos on program
implementation sites (if appropriate).
Provide copies to local government officials. Submit your story to NGO conferences and forums, where you
R efere n ce s Communicating Your Mission Through Photography Photo Tips http://www.photoshare.org/photo-tips Development & Photography Ethics http://www.photoshare.org/resources/ development-photography-ethics Telling Your Story. USAID Guidelines http://www.usaid.gov/stories/ guidelines.html
might be asked to share more details about your program with other implementers. Use the information as the basis for presentations at technical conferences. Share the story with your partners and staff. This is a great way of soliciting more stories from your team.
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A A-122This U.S.Office of Management and Budget CircularCost Principles for Non-profit Organizationsestablishes principles for determining costs of grants, contracts and other agreements with non-profit organizations. The principles are designed to provide that the U.S. Government bear its fair share of costs except where restricted or prohibited by law. A-133This U.S.Office of Management and Budget CircularAudits of States, Local Governments and Non-Profit Organizations sets forth standards for obtaining consistency and uniformity among U.S. Government (USG) agencies for the audit of States, local governments and non-profit organizations expending USG awards. Currently, for U.S.based organizations the threshold for an A-133 audit is $500,000 per annum and for non-U.S.based organizations the threshold is $300,000 per annum. Accrual Accounting SystemAn accounting method that records financial events based on economic activity rather than on financial activity. Under accrual accounting, revenue is recorded when it is earned and realized, regardless of when actual payment is received. See also Cash-Basis Accounting System. AcquisitionA USG purchase or contract to obtain something for its own use. This includes products, commodities or services. See also Assistance. Activity ManagerThe USAID representative who may be designated to serve as your day-to-day point of contact. ADSThe Automated Directives System (ADS) encompasses the totality of USAIDs regulatory body. Additionally, it includes suggested but not mandatory procedures and links to examples of best practices. Agreement Officer (AO)The USAID official with the authority to enter into, administer, terminate and/or close out agreements and make related determinations and findings on behalf of the agency. Agreement Officers Representative(AOR) The USAID official responsible for monitoring a grantees progress toward achieving the agreements purpose and for serving as technical liaison between the grantee and the Agreement Officer (AO). The AO will name and delegate authority for the specific responsibilities to the AOR named in the Cooperative Agreement. Allocable CostA cost incurred specifically to support or advance the objectives of your award, which USAID will permit to be reimbursed. Allowable CostAn incurred cost determined to be an acceptable charge to the USAID. AssistanceUSG funding to an individual or an organization to achieve a public purpose. See also Acquisition. Assistance Objective TeamThe USAID group that makes a preliminary determination on the duration and type of funding instrument. AuditAn independent review and examination of system records and activities. Audit PackageA package of forms and information that includes the findings of an audit and a corrective action plan to address each finding in the auditors report. Award Amount (or Award)The total amount that is anticipated to be spent over the life of the project. See also Obligated Amount. Award CeilingThe total amount that is anticipated to be spent by USAID over the life of an award. B BaselineData collected about specific indicators before an intervention begins that will serve as the starting point against which to measure change. BeneficiaryAn individual or institutional entity that is directly supported, improved or assisted by your project. Board of DirectorsThe group that oversees the organization, making sure it fulfills its mission, lives up to its values and remains viable for the future.
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BrandA visual representation of the product or service, such as a logo or graphic that is easily recognizable. It is your program or projects signature. BrandingThe process of developing an identity for a product or service using images and words, such as logos and slogans, to evoke a positive emotional response in targeted audiences. Budget PeriodThe increment of time that the funding is approved for, often a subset of the entire project period. Burn RateThe rate at which an organization spends its award funds on a periodic basis, typically monthly. C CAPCapable Partners Program. CAP works to strengthen the organizational and technical capacities of non-governmental organizations (NGOs), community-based organizations (CBOs), faith-based organizations (FBOs), intermediary support organizations (ISOs) and NGO networks across technical sectors. CAP provides technical assistance, training and grants management to USAID Missions and operating units to enhance their NGO programs. Competitively awarded by USAID Washington to FHI 360, no additional competition is needed to execute an Associate Award under CAP. Capacity BuildingStrengthening the ability of an organization to manage itself and achieve its mission effectively. Cash-Basis Accounting SystemA method of bookkeeping that records financial events based on cash flows and cash position. Revenue is recognized when cash is received, and expense is recognized when cash is paid. In cash-basis accounting, revenues and expenses are also called cash receipts and cash payments. Cash-basis accounting does not recognize promises to pay or expectations to receive money or service in the future, such as payables, receivables and pre-paid or accrued expenses. This is simpler for individuals and organizations that do not have significant numbers of these transactions, or when the time lag between initiation of the transaction and the cash flow is very short. See also Accrual Accounting System. CBOCommunity-based organization. CDCThe Centers for Disease Control and Prevention (an agency under HHS).
CFRCode of Federal Regulations, the codification of the general and permanent rules published in the Federal Register by the executive departments and agencies of the USG. Close OutFinal phase of a project in which activities are finalized and administrative tasks completed. CommodityAny item that can be bought or sold, usually a product or raw material (lumber, wheat, coffee, metals). CommunicationThe process of transmitting ideas and information about the nature of your organization and the issues with which it deals. An ongoing, core activity that is key to sustaining an organization. See also Marketing. ContractThe mechanism USAID uses in awarding acquisitions. Cooperative AgreementOne method USAID uses to provide assistance. USAID uses this method when it wishes to retain substantial involvement in a project. See also Grants. Cost ObjectiveCost limit of an activity within budget limits. A project cannot exceed the cost objective that has been set for it. Cost ShareThe portion of project or program costs not covered by USAID. This may be in the form of cash or in-kind contributions. See also Matching Funds. D DebarmentAn action taken by a debarring official to exclude a contractor from Government contracting and Governmentapproved subcontracting for a reasonable, specified period; a contractor so excluded is debarred. DECUSAIDs Development Experience Clearinghouse, the largest online resource of USAID-funded technical and program documentation. Direct CostsGoods and services specifically purchased for the exclusive benefit of one project that are charged to that project. Disallowed CostAn incurred cost questioned by the audit organization that USAID has agreed is not chargeable to the government. Due DiligenceThe necessary assessment of the past performance, reputation, and future plans of a prospective partner or other entity, with regard to various business practices and principles. This would normally involve, at a minimum, examining their social, environmental, and financial track records.
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DUNS NumberA unique nine-character number assigned free for all businesses required to do business with the U.S. Government for contracts or grants (see http://fedgov.dnb.com/webform). E EINEmployer Identification Number, used by U.S. grantees to facilitate payment for an award. Excluded Parties List SystemA searchable database that provides a comprehensive list of individuals, firms and organizations that are not eligible to receive USG funds. Grant recipients are responsible for using this online database to check vendors prior to contracting for services or making any purchases. External RelationsRefers to the efforts of an organization to enhance communications, foster relationships and build public understanding and support for the organization and its work. F FARFederal Acquisition Regulations, the body of U.S. laws that govern the USGs procurement process. FBOFaith-based organization. FederalPertaining to U.S. Government. Federal Audit ClearinghouseAn office within the USG in charge of receiving, processing, and distributing to USG agencies the Single Audit reporting packages of thousands of recipients of USG funding. Federal Financial Report (FFR)Also known as SF-425, a new USG financial reporting form that replaces, and consolidates into a single form, the two most common USG financial reportsthe Financial Status Report and the Federal Cash Transaction Report. FindingAny error, exception, deviation or deficiency noted by an auditor as a result of an examination of audit evidence. Findings generally relate to (a) compliance with policies, procedures and legal requirements, (b) adequacy and effectiveness of controls, and/or (c) efficiency and effectiveness of administration. Fiscal YearSometimes called a financial year or budget year. A period used for calculating annual (yearly) financial statements in businesses and other organizations. It may or may not correspond to the calendar year, which is January 1 through December 31. The USG fiscal year covers a 12-month period that begins October 1 and ends the following September 30.
Foreign Tax ReportThe report that all USG recipients must fill out annually to report the Value Added Tax (VAT) that was paid to the host government. The reports are used to ensure that U.S. foreign assistance is not being taxed. FundraisingThe process of soliciting and gathering contributions (money or other resources), by requesting donations from individuals, businesses, charitable foundations, or governmental agencies. G Generally Accepted Accounting Procedures (GAAP)A standard framework of guidelines for accounting and financial reporting. It includes the standards, conventions and rules accountants follow in recording and summarizing transactions, and in preparing financial statements. Geographic CodeThe code that USAID assigns to grantees to designate the specific countries from which they are authorized to purchase goods and services. GiftAny gratuity, favor, discount, entertainment, hospitality, loan, forbearance or other item having monetary value. It includes services as well, such as gifts of training, transportation, local travel, lodging and meals, whether provided in-kind, by purchase of a ticket, payment in advance or reimbursement after the expense has been incurred. Governance The process of providing overall vision, direction, purpose and oversight to an organization through a structurea Board of Directorsseparate from the day-to-day management of the organization. H HIV/AIDSHIVHuman Immunodeficiency Virus, a virus that can infect people and destroy their immune system, the bodys mechanism for fighting infection. AIDSAcquired Immune Deficiency Syndrome, the illness that results in the bodys inability to fight infection. HorizonThe amount of time an organization will look into the future when preparing a strategic plan. Human ResourcesRefers to how employees are managed by organizations, or to the personnel department charged with that role. I ImpactIdentifiable, measurable results of project activities.
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Incidental ExpensesExpenses incurred during travel, such as gratuities and tips for services, laundry, toiletries. IndicatorA particular characteristic or dimension that will be used to measure change. Height is an example of an indicator. Indirect Costs Costs that are required to carry out a project, but are difficult to attribute to a specific project, such as electricity or administrative support staff. If a NICRA (Negotiated Indirect Cost Rate Agreement) is established, include the rate and how it is calculated. Also state whether the NICRA is the provisional or final rate. In-Kind ContributionNon-cash resources contributed to a project; may include volunteer services, equipment or property. International TravelAny travel between two countries. J JSIJohn Snow, Inc.
MarkingApplying graphic identities or logos to program materials or project signage to visibly acknowledge contributors; identifies organizations supporting the work. Matching FundsA percentage or fixed amount of non-USG resources that some donors require recipients to provide for a project to be eligible to receive USG funds. See also Cost Share. Micro-Purchase ThresholdThe amount your organization sets under which your procurement process may be simplified. For example, if your small purchase threshold is $1,000, you may be required to secure a minimum of three bids on items above that amount, but not on items equal to or below that amount. There is no USAID requirement concerning what that amount should be. Monitoring and Evaluation (M&E)The process of collecting and analyzing data and information for the purpose of identifying and measuring a projects impact. N
K Key PersonnelPersonnel directly responsible for management of the contract; or those personnel whose professional/technical skills are certified by the AOR as being essential for successful implementation of the program. M M&EMonitoring and evaluation. M&IEMeals and Incidental Expenses incurred during travel, such as breakfast, lunch, dinner, gratuities and tips for services, laundry, toiletries. Management The day-today operation of the organization. See also Governance. Management DecisionThe evaluation of a recommendation by management and a decision on an appropriate course of action. Mandatory Standard ProvisionsSet of rules and regulations that must be followed by recipients of USAID funds. (For more information, go to http://www.usaid.gov/policy/ ads/300/303mab.pdf) MarketingThe processes and activities that contribute to your organizations public image that, when developed effectively and reinforced by the good work of your staffhelp earn the trust and confidence of beneficiaries, local leaders and donors. See also Communication.
NGONon-governmental organization. NICRANegotiated Indirect Cost Rate Agreement (it is a rate negotiated individually between an organization and USAID to cover indirect cost.) No-Cost Extension (also called a Non-Funded Extension)When the recipient requests and is given additional time beyond the award end date to use unspent funds from the original award to complete activities. O Obligated Amount (or Obligation)The amount the USG has committed to the program. There is no guarantee that the USG will reimburse the recipient for any spending above the obligated amount. See also Award Amount. OriginWhere an item was originally grown or manufactured. See also Source. P PartnerAn organization that is part of an alliance intended to maximize contributions of all participating organizations for the purpose of improved performance in implementing project goals. Per DiemThe maximum amount of money that the USG allows an individual to be reimburse for per day to cover lodging and meals and incidental expenses (M&IE) when traveling on behalf of a project.
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PipelineThe amount of funds obligated but not yet spent. It is calculated by adding up all of the funds spent to date and subtracting that amount from the total obligation to date. PMTCTPrevention of Mother to Child Transmission. Pre-Award SurveyA review of an organizations financial system to determine whether the system meet the minimum requirements of your funding agency before funding is awarded. Prime Recipient (or Prime)An organization receiving direct financial assistance (a grant or Cooperative Agreement) to carry out an activity or program; often known as a prime recipient. Prior ApprovalWritten authorization from the funder before an action is taken. ProcurementAcquiring goods and services in a fair, transparent way in accordance with applicable rules and regulations. Program IncomeFunds earned by the program for the benefit of the program itself. For example, program income comes from charging fees for services or from the sale of commodities. It is also earned by selling equipment purchased with program funds that is no longer needed. Note: Program income is different from incomegenerating activities in which the programs beneficiaries keep any income earned. Prohibited ItemsGoods or services that cannot be purchased under any circumstances. See also Restricted Items. Prohibited SourceAny person seeking official action by the USG employees agency, or who does business or seeks to do business with the employees agency. PromotionAny type of tactic other than advertising (for example, special events, posters, T-shirts, fliers) used by a marketer (for example, an NGO) to increase the awareness of a product, service or idea among specific target audiences. R Reasonable CostA cost that is generally recognized as ordinary and necessary and that a prudent person would incur in the conduct of normal business. RecipientAn organization receiving direct financial assistance (a grant or Cooperative Agreement) to carry out an activity or program. See also Subrecipient. Restricted Items (or Restricted Commodities) Goods or services that cannot be purchased without specific written permission in advance. See also Prohibited Items.
S SF-270Standard Form 270 Request for Advance, used to request funds for a grant or Cooperative Agreement. SF-425Standard Form 425 Federal Financial Report, used to prepare financial reports for a grant or Cooperative Agreement. Shared Project CostsGoods and services benefiting multiple projects and for which a vendor cannot invoice each project separately; therefore, the costs are charged to each benefiting project based on a pre-approved formula. Significant RebudgetingMoving funds between budget categories above a certain threshold set by your funding agency. SourceWhere you procure an item or a service, regardless of where it was originally manufactured. This is generally the location of the vendor. See also Origin. SOWScope (or Statement) of Work. Standard Budget CategoriesNine standard categories USAID suggests all awardees use, including Personnel, Fringe Benefits, Travel, Equipment, Supplies, Contractual, Construction (sometimes replaced with program costs for non-construction projects), Other and Indirect Costs (NICRA). Strategic PlanningAn organizations process of determining its direction or strategy and making decisions related to pursuing it. According to an adaptation from The Field Guide to Nonprofit Strategic Planning and Facilitation, Simply put, strategic planning determines where an organization is going over the next year or more, how its going to get there and how it will know if it got there or not. SubawardFunding issued to an organization through an intermediary that manages the funds for the original funder.
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Subrecipient (or Sub)An organization receiving financial assistance to carry out an activity or program through a primary recipient (or other subrecipient). See also Recipient. Substantial InvolvementThe right USAID retains to maintain some control over an assistance project funded through a Cooperative Agreement. This right usually includes the ability to approve workplans, budgets, Key Personnel, monitoring and evaluation plans and subrecipients. The areas of substantial involvement are specified in the Agreement.
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T TargetA specific, planned level of result for an indicator you expect to achieve within a defined period of time. Terms of Reference(TOR) Terms that describe the purpose and structure of a project, usually created during the early stages of project management. Also see Scope of Work (SOW). Total Estimated CostThe total projected cost of your project included in your Cooperative Agreement. U Unallowable CostsCosts that cannot be reimbursed either because of regulations or because the cost is not reasonable or appropriate. Unit CostThe actual cost of your program divided by the actual number of targets reached. For example, a US$100,000 prevention program that reaches 1,000 people has a unit cost of US$100 per person reached. USAIDUnited States Agency for International Development.
V VATValue-Added Tax, levied on the purchase of goods and services, similar to the U.S. sales tax. Vehicle[S]elf-propelled vehicles with passenger carriage capacity, such as highway trucks, passenger cars and buses, motorcycles, scooters, motorized bicycles and utility vehicles (22 Code of Federal Regulations 228.13 [b]). W WaiverThe written permission required to eliminate the requirements of a specific policy. Authorized individuals, such as AOs and AORs, may grant waivers to meet specific project needs. WorkplanDocument that lays out your planned activities, resources required and targets.
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Index
advances, 29-33, 35, 85 allowability test, 94 audit annual requirements, 38-40 final, 83 package, 40-41 subrecipient requirements, 39 baseline assessment, 126-128 Board of Directors responsibilities, 3, 5, 14 sample position description, 6 branding. See also marking. graphic identity, 139 USAID requirements, 141 burn rate, 15-16, 29, 70, 81 close out award extensions, 81 final audit, 84 final property inventory, 82, 85 final request for funds, 84 final SF-425, 84 final VAT report, 84 letter to USAID, 86 record keeping, 86 remaining funds, 85 subrecipients, 81, 86 timeline and checklist, 80-83 communication with donors, 71 objectives, 136 planning, 135 community engagement, 74-75, 78 cost share in-kind contributions, 20 reporting, 21 data quality, 128, 130, 131 deliverables, 71, 73, 141-142 direct costs, 22, 94 donors earning their trust, 71 maintaining relationship with, 71-73 drug-free workplace policy, 46 employee handbook, 48-49 Environmental Impact Assessment (EIA), 117-119 exchange rate fluctuating, 17-18 weighted average, 17, 18 Excluded Parties List System (EPLS), 101, 103, 106-107 faith-based organizations (FBOs) partnering with the USG, 78-79 hiring protections, 46 financial management roles and responsibilities, 14 USG minimum requirements, 14 Fly America Act, 108 geographic code, 94, 101-103 governance, 3-4, 5-7 human resources, essential policies, 45-46 HIV/AIDS workplace policy, 46 indicators performance, 56-58 project, 65-66, 123-125, 126-131 indirect costs, 22, 94 inventory/property management, 85 Key Personnel, 57 manual human resources (employee)sample table of contents, 48-49 financial managementsample table of contents,13 marking deliverables, 142 exceptions, 142 plan, 139, 141 USAID requirements, 143 M&IE (Meals and Incidental Expenses) allowance, 108, 111, 112, 113, 114 management responsibilities, 3-4 obligated amount, 15, 17 outreach, 75 performance appraisal, 54-56 performance management plan (PMP), 126, 128 pipeline, 15-16, 19 pitching, 144-147 procurement competitive solicitation, 95-96 documentation and record keeping, 90, 97 micro-purchase threshold, 90 phases, 92-93 policies, 89 restricted commodities, 99 source, 101-103 requirements for subawards, 100 vehicle, 104
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project life cycle, 74, 123 SF-270, 29-33 SF-425, 34-36 SMART objectives, 123 staff performance appraisal process, 54-56 supervision, 51-53 stakeholders, 74 strategic planning, 8 subrecipients cost share, 21 selection process, 67 close out, 68, 81 records and documentation, 68, 83 success story, 148 SWOT analysis, 9
targets, 18-19, 51, 65, 70, 76, 77 travel policies, 111-112 documentation, 113 Fly America Act, 108, 109 USAID team, 69-70 Value Added Tax (VAT) reporting, 21 tracking, 28 volunteers recognition, 61 recruitment, 59-60 supervision, 61 workplan, 65-66, 76-77, 126-127
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Capable Partners Program 1825 Connecticut Ave., NW Washington, D.C. 20009-5721 Tel. 202-884-8000 www.ngoconnect.net www.fhi360.org