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UGANDA ROAD FUND
Guidance on Programme Management &
Physical Accountability
Presented at the URF National Training Workshop
April 2011
Andrew NaimanyeMSc(Eng), BEng, CEng, MICE, MIHT
Programme Manager
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Purpose of Presentation
To provide guidance on programme management
To discuss what agencies should provide inphysical accountability
To discuss works that are eligible for funding,Annual and quarterly workplan formats
To present URFs Physical Accountability reportingformats
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Outline of Presentation
Background/Policy
Eligible Works
Annual and quarterly Workplan formats Physical Accountability
Conclusions
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Background/Policy
Funds shall only be expended on activities andassets specifically permitted by the Act, withpriority given to:
efficient and effective routine and periodicmaintenance of public roads
control of overloading of vehicles on public roads;
operational costs of the Fund and of the UgandaNational Roads Authority
targeted research in road and bridge maintenance
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Eligible Works
Routine Maintenance
Designated agencies should use a rational method toestimate cost of routine maintenance based on theclassification of road, terrain and other factors
Unsupported adoption of historic values isunacceptable
Workplans must show for each road: length of the road to receive routine maintenance
the cost / kilometre for off-pavement routine maintenance
the cost / kilometre for pavement routine maintenance
the total cost for routine maintenance for the road.
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Eligible Works
Contd...Periodic Maintenance
Rehabilitation or reconstruction do not qualify
Road formation widening is permitted if it is necessary to: accommodate the overlay thickness where such an increase is required
give lateral support to the pavement
make drainage improvements essential to the structural integrity of thepavement.
Widening in excess of the above shall not normally qualify forfunding
All road sections/bridges to be treated and the treatment type shall
be individually listed The required format for reporting periodic maintenance activities
was provided
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Workplan formats
Annual and Quarterly Workplans
Ms Excel forms have been designed for making Annualand Quartery workplan summary. These can be usedalongside the RAMPS. Information from RAMPS shouldbe summarized and fed into the excel files.Programming Tables.xls
District and Town Council plans should be presented inthe one document but with clear distinction.
Sub county work plans should be presented showingworks to be undertaken in each sub county.
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Physical Accountability
Quarterly reporting will have a quarter lag in accordance withMoFPED guidance, please note that accountability for Quarter1 will be the trigger for Q3 funds and accountability forQuarter 2 funds will be the trigger for Quarter 4 funds and so
on.The Accountability statement shall show for each activity: The physical achievement (kilometres maintained etc)
Actual, Programmed and Variance (quantity andpercentage).
The expenditure during the period Actual, Programmed
and Variance (amount and percentage)
A variance report stating reasons for variances andmitigation measures to deal with them.Physical & FinancialAccountability Forms.xls
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Physical Accountability
contd
For each Contract with a value in excess of Ushs200,000,000:
The scope of work involved
The value of the contract
Progress to date against programme
Value of any variations
Nature and value of any claims
Accountability statement signed by the District Engineerof the designated agency and authorised by the ChiefAdministrative Officer
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Programme Changes
Designated agency may reallocate budgets betweenactivities within same district and work sub-categorywithout approval from Board if: allocation for individual activity in approved Annual Road
Maintenance Programme is not increased by more than 15%,
and overall allocation for the work sub-category within district for
financial year is not changed, and
performance objectives in district for financial year not changed.
All other reallocations require approval of Board
No expenditure in excess of approved allocations arecommitted by the designated agency until and unlessapproval has been given by Board.
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Programme Changes
Contd If it is anticipated that expenditure for an activity will exceed allocation for that
activity by 15% or more, or new activities not foreseen at all in Annual RoadMaintenance Programme , designated agency prepares a programme adjustmentrequest for approval by Board
Programme adjustment requests will be considered for: Abandoned activities: to suspend/abandon activities (accompanied by an explanation)
Cash flow adjustments:
to adjust timing of expenditures (either advancement or delay by more than twomonths compared with that given in the implementation plan) or
reprogramming approved allocations from the current year into subsequent years(or vice versa)
Work sub-category cost adjustments: cost increases or decreases changing totalallocation for a work sub-category within district (supported by detailed explanation)
New activities: requests for new activities not submitted in the Annual Road
Maintenance Programme (with all required supporting information)
Requests for programme adjustments must be submitted to Secretariat onappropriate form
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Conclusion
Agencies should respond promptly to ourrequirements both in form of physical andfinancial accountability
URF should be contacted in case of ProgrammeChanges
URF will undertake M & E to check the accuracyof the physical accountabilities provided
Non compliance with URF requirements willaffect future releases
Rehabilitation or reconstruction do not qualify
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Thank You
Uganda Road Fund
Programming Department
Andrew Naimanye Tel: 0754 190 053
Ronald Namugera Tel: 0782 381 112
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