Guidance on Programme Mgmt - Physical Accountability_170610

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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

02/05/2013 1URF National Training Workshop April 2011


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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

02/05/2013 URF National Training Workshop April 2011 2


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Outline of Presentation

Background/Policy

Eligible Works

Annual and quarterly Workplan formats Physical Accountability

Conclusions

02/05/2013 3URF National Training Workshop April 2011


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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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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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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

02/05/2013 URF National Training WorkshopSeptember 2010

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Guidance on Programme Mgmt - Physical Accountability_170610

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