atlas implementation and expected changes atlas ‘go live’ 2 january 2004
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Atlas Implementation and Expected Changes
Atlas ‘Go Live’ 2 January 2004
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Results-oriented activity-based budgeting
Project budgets will be activity-based, which provides stronger results orientation
Annual Work Plan and former project budget will be integrated
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Annual Work Plan
Contains;
Expected outputs specifying: annual target Activities towards achievement of outputs specifying:
timeframe to carry out activities and activity deliverable targets
Inputs to be provided for each activity specifying: responsible party, source of funds, budget description, and budget amount (Chart of Accounts)
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Result of AWP and budget integration
Project budgets will require;
Clear definition of outputs Multiple activities to support delivery of output Inputs linked directly to Activity: Activity level Budget Funding sources identification per budget line (chart
of accounts)
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Key changes to business processes
Annual work plan together it’s budget are done at the start of the year
Mandatory budget revision discontinued Apportionment of expenses will be done real time Combined Delivery Report discontinued as of year 2004 New budget structure in line with AWP New Financial Report format; instead of budget lines will use
chart of accounts New Request for Direct Payment form; chart of accounts will be
used to identify charges. New real-time reporting
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What does COA Tell Us
GLBU
OperUnit
DeptAcct Fund DonorProjImpAgy
What type oftransaction
Where themoney
comes from
Whosetransaction
What the money is
being used for
Which responsible
entity
UNDP1 EGY B044871600 30000GOVEGY101
12329NEX1378
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Terminology changesFIM ATLAS
Project number (e.g. EGY/02/012) Project id (e.g. 00012363)
Budget years Budget periods
Budget Sub Lines & Amounts Budget Categories & Accounts
Cost Sharing Donors Sponsor, Donor, Customer
Source of Fund Fund Code
Executing Agency Institution id
Implementing Agency Implementing Agent
Commitment En-cumbrance
Consultant, Supplier Vendor
Donor Contribution Agreement Contracts
Cost of Administration (COA) General Management Services (GMS)
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Example of new Report
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Example Atlas Budget
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Example AWP
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Financial Report FR01 To be used by institutions implementing UNDP projects starting end of first quarter 2004
(a) Designated Institution: _____________________________________ (b) Programme/Project number _____________________________________
Programme/Project title _____________________________________ (c) For the period: _______________ to __________________ (d) Currency: _____________________________________
(I) (II) (III)
Item Chart of Account Amount (f) Opening Balance: (g) Advanced Received: (h) Available Funds: (f) + (g) Detail Expenditures: Account Fund Donor Project ID
Activity ID Budget Description
Activity ID Budget Description
Activity ID Budget Description
(i) Total Expenditures (j) Closing Balance: (h) – (i) (k) Outstanding Obligations: (l) Planned Expenditures: (m) Total Requirements: (k) + (l) (n) Advance Requested: (m) – (j)
Designated institution approval/signature: Country office approval/signature: Title: [Name and title of authorized official] Title: [Resident Representative] Date: Date:
New Financial Report Format (Advance Form)
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New Direct Payment Request Form Request For Direct Payment RDP01 To be used by projects executed by National Agencies or NGOs
To:
UNDP Country Office [Agency to complete]
From:
[Requesting Agency to complete]
Attn:
UNDP Resident Representative [Agency to complete]
Authorizing Officer:
[requesting Agency to complete]
FAX
Country Office fax number [Agency to complete]
Signature:
Cc Request Date: Subject:
Request for Direct Payment to be made by UNDP
In accordance with the activities as defined in the Annual Work Plan (APW), we hereby request UNDP to make the following direct payment to the payee below Project Title and Number
Total Amount Purpose of Payment Short description
Payee: (please provide as much details as possible)
Name: Address: Invoice n.: Contract n.: Due date: [one time date or recurrent monthly date] Payment mode requested: Cheque/Transfer Blanket payment for monthly salaries/personnel: from dd/mm/yy to dd/mm/yy For Bank Transfer only Bank Name: Account n.:
Cost distribution
Project ID Activity Donor Fund Budget Account Curr/Amount Certification: The authorized official hereby certifies: that this payment has not previously been made; that this payment is in accordance with the Annual Work Plan (AWP); that this payment is covered by funds available in the project budget; that this payment is for goods and services that have been delivered to the satisfaction of the
requesting agency; that copies of invoices and other supporting documentation will be available for audit verification. NOTE: Instead of transmission by fax, the signed form should be sent via email whenever possible. Supporting documentation when required by the office should also be scanned and attached to the email. 12
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First quarter 2004 - Transition period
All existing year 2004 (and onwards) project budget data was migrated to Atlas and converted to Atlas budgets
– Budgets converted as 1 Project and 1 Activity– Sub-lines were converted into Budget category & chart of
accounts
Continued using former formats until the end of transition period
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Next steps during first quarter
All UNDP project budgets will need to be revised:
– Programme Officer and Project staff need to work on AWP activities/costing
– Align converted budget with Annual Work Plan– Re-phase any unspent balance from 2003 to 2004
Approval of new Atlas produced project budget revision to end period of transition and formalize Atlas implementation
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THANK YOU