A Consultation for the Environmental Budgeting Toolkit for USAID Development Food Assistance Programs

Transcription

1 A Consultation for the Environmental Budgeting Toolkit for USAID Development Food Assistance Programs Erika Clesceri, USAID, DCHA Bureau Environmental Officer; Scott Solberg, Sun Mountain, Capacity Building and Environmental Assessment Specialist; Mike Seager, Sun Mountain, Environmental Budgeting Guidance Coordinator; C. Kelly, Sun Mountain, Consultant

2 Agenda for the Consultation 1. Welcome and Introductions 2. The Global Environmental Management Support (GEMS) Contract 3. Improving Environmental Budgeting 4. The Toolkit for Environmental Budgeting 5. Tools for Environmental Budgeting 6. Comments and Suggestions 7. Next Steps 2

3 Global Environmental Management Support (GEMS) Program Provides Agency-wide technical support to improve environmental management and compliance Co-funded by the Office of Food for Peace FFP GEMS program provides institutional capacity support to USAID DCHA BEO to: Programmatic Environmental Assessment of fumigant pesticides for commodity Improved oversight and review of environmental assessment Operational guidance in environmental budgeting and M&E Environmental compliance and fumigation trainings AID-OAA-M , Prime: The Cadmus Group, Partners: SunMountain, DAI, World Education 3

4 Discussion: Needs for Budgeting GEMS Budget Consultation 4

5 Improving Environmental Budgeting Why improve environmental budgeting? Hard to identify environmental costs in overall budget, difficult to review proposals Common mitigation measures, but often different levels of resources and costs budgeted EMMP actions missing from final budget Other challenges? 5

6 Environmental Budgeting Other Challenges Not everyone who works on a proposal knows how to develop a budget Hard to track changes in actions and costs as proposals are massaged and refined Hard for reviewers to identify and assess appropriateness of EMMP-related elements of a proposal budget Leads to Issues Letters, review delays, or failure to fund 6

7 Improving the Process Clear process to improve efficiency and effectiveness of budgeting environmental compliance costs Clear resources and effort requirements to implement common mitigation measures Facilitate review of Title II proposals, pipeline plans and other documents by USAID Improve playing field 7

8 5 Key Toolkit Users 1. Program Designers and Developers 2. Budget and Finance Staff 3. Country Representative/ Chief of Party 4. Program Implementers 5. USAID Staff 8

9 Toolkit for Environmental Budgeting The Toolkit contains: 1. A process for easy budgeting 2. Tools to make the process easier 3. A step-by-step chart 9

10 Toolkit for Environmental Budgeting The Toolkit contains: 1. A process for easy budgeting 10

11 The Process A. Define the human, material and other resources needed to implement EMMP actions B. Incorporate this information into a standardized budget format C. Provide a narrative description of how each cost was identified. 11

12 The Process, in more detail 1. For each specific action, identifying the specific resources required to accomplish the action. 2. For each resource required define the: Unit of measurement of the resource (e.g., tons, meters, hours, etc.) Number of units of each resource needed to complete the action. Define the anticipated costs of each resource 3. Multiply the number of resources needed by the anticipated cost to arrive at an estimated cost for the action. 4. Explain how the calculation was made (the narrative) 12

13 Sample Budget Worksheet Resource Needed Drains Workers # Unit Unit Cost Total Cost 201 Each , Worker Days 3 2,412 Narrative 1 drain each 250 meters for 50 km starting with 0 km point. 4 worker days per drain; 804 worker days to install drains Shovels 36 Each Four shovels per work team. Shovels for 10 work teams Picks 40 Each Four picks per work team. Picks for 10 work teams. 13

14 Comments? Questions? 14

15 Toolkit for Environmental Budgeting The Toolkit contains: 1. A process for easy budgeting 2. Tools to make the process easier 15

16 Tools for Environmental Budgeting Starting Point the Comprehensive and Detailed Budget Format provided by FFP for Title II proposal budget submissions 16

17 Tools for Effective Environmental Budgeting Designed process and tools to be integrated into Detailed and Comp. Budget format with minimal effort Ease work of moving from field design calculations to formal proposal budget 17

18 Comprehensive and Detailed Budget Template 18

19 Building the Tools Reviewed EMMPs, environmental budgeting needs, field experiences Identified what parts of the comprehensive and detailed budget forms are relevant to environmental budgeting Created a detailed budget format into which field design budget calculations can be added (Template) Used an Excel file so that calculations are already integrated 19

20 What is included in the Template? 1. Salaries 1.1 Field Staff Expatriate Field Staff Local Staff 1.2 Headquarters Staff 4. Travel and Transport 4.5 In-country air travel 4.6 In-country ground travel 4.7 In-country per diem 4.8 Transport of Goods 6. Program Supplies 7. Other Direct Costs 8. Staff Training 11. Sub-Contracts 13. Equipment > $5,000 Guidance on these and other object cost categories cover can be found in Annex A. Cost Categories 2,3, 5, 9, 10, not included. 20

21 Comments? 21

22 Tool 1: EMMP Resource Requirement Table and Narrative Template Figure EMMP Resource Requirement Table Year 1 Year 2 Year 3 Year 4 Year 5 Notes and Comments Sub-Total All 5 Years (US $) Sub Total Year 5 Unit Amount (US $) Units Defining Resource (Days, Months, Trips, etc.) QTY of Resource Sub-Total Year 4 Unit Amount (US $) Units Defining Resource (Days, Months, Trips, etc.) QTY of Resource Sub-Total Year 3 Unit Amount (US $) Units Defining Resource (Days, Months, Trips, etc.) QTY of Resource Sub-Total Year 2 Unit Amount (US $) Units Defining Resource (Days, Months, Trips, etc.) QTY of Resource Sub-Total Year 1 Unit Amount (US $) Units Defining Resource (Days, Months, Trips, etc.) QTY of Resource Resources Required Mitigation Measures (From EMMP) Intermediate Result and Activity 1. Salaries 1.1 Field Staff Expatriate Field Staff Local Staff 1.2 Headquarters Staff 4. Travel and Transport 4.5 In-country air travel 4.6 In-country ground travel 4.7 In-country per diem 4.8 Transport of Goods 6. Program Supplies 7. Other Direct Costs 8. Staff Training Headquarters Staff Field Staff Local Staff 11. Sub-Contracts 13. Equipment > $5,000 Total Cost $ - 22

23 Tool 1: EMMP Resource Requirement Table Information (Columns) 1. Intermediate Result and Activity 2. Mitigation Measures 3. Resources Required 4. Quantity of Resources 5. Units Defining Resources 6. Unit Amount 7. Sub-Total Year 1 8. Columns 4-7 repeated for Year 2 9. Columns 4-7 repeated for Year Columns 4-7 repeated for Year Columns 4-7 repeated for Year Sub Total for all 5 years 13.Notes and Comments Note: Columns 7 and 12 calculate automatically. 23

24 Tool 1: EMMP Resource Requirement Table and Narrative Template Standard format completed with the following steps: 1. Add Intermediate Result and Activity 2. Add Mitigation Measures (from EMMP) 3. Add resources needed for each Measure under each budget category 4. Add units of resource 5. Add number of resources needed for each resource 6. Add cost of each resource 7. Complete Notes and Comments with budget narrative and other information 8. Repeat #3 - #7 for each year. File does rest of calculation Matches Title II budget format 24

25 Figure EMMP Resource Requirement Table Year 1 Year 2 Year 3 Year 4 Year 5 Notes and Comments Sub-Total All 5 Years (US $) Sub Total Year 5 Unit Amount (US $) Units Defining Resource (Days, Months, Trips, etc.) QTY of Resource Sub-Total Year 4 Unit Amount (US $) Units Defining Resource (Days, Months, Trips, etc.) QTY of Resource Sub-Total Year 3 Unit Amount (US $) Units Defining Resource (Days, Months, Trips, etc.) QTY of Resource Sub-Total Year 2 Unit Amount (US $) Units Defining Resource (Days, Months, Trips, etc.) QTY of Resource Sub-Total Year 1 Unit Amount (US $) Units Defining Resource (Days, Months, Trips, etc.) QTY of Resource Resources Required Mitigation Measures (From EMMP) Intermediate Result and Activity 1. Salaries 1.1 Field Staff Expatriate Field Staff Local Staff 1.2 Headquarters Staff $- $- $- $- $ $- 4. Travel and Transport 4.5 In-country air travel 4.6 In-country ground travel 4.7 In-country per diem 4.8 Transport of Goods 6. Program Supplies 7. Other Direct Costs 8. Staff Training Headquarters Staff Field Staff Local Staff 11. Sub-Contracts 13. Equipment > $5,000 Total Cost $ - 25

26 Comments and Feedback? 26

27 Tool 2: Annotated Resource Requirement Table: Road Rehabilitation For Roads, often are common EMMP actions across programs and countries Needs to be verified locally 27

28 Tool 2: Annotated Resource Requirement Table: Road Rehabilitation Budgeting for Common EMMP Actions Annotated Resource Requirements Tables Make defining and budgeting EMMP measures easier Reduce variations between measures and costs for same environmental issue Make completion of budgets quicker and more transparent Tables Include expected resource requirement levels Need addition of prices Includes formula for calculating totals 28

29 Switch to Excel. Live Road Rehab Sheet. 29

30 Comments and Feedback 30

31 A Toolkit for Environmental Budgeting The Toolkit contains: 1. A process for easy budgeting 2. Tools to make the process easier 3. A step-by-step chart 31

32 Finalizing the Budget in 8 Steps (1-4): Figure Environmental Management Budgeting Step-by-Step Framework Task 1 Carry out IEE and develop program EMMP. Step 2 Compile a list of mitigation measures and specific actions identified and required in the EMMP. 3 List all the human and material resources required for each of the measures and actions identified in the list created in Step 2. 4 Determine #, units of the resources required for each of the measures and actions identified in Step 3. Enter the resource, unit and number of units information into the EMMP Resource Requirement Table 32

33 Finalizing the Budget in 8 Steps (5-8): 5 Determine the cost of each unit of each resource required in US$ 6 Complete a budget narrative for each line item in the EMMP Resource Requirement Table 7 Review the EMMP and the EMMP Resource Requirement Tables to ensure that all environmental mitigation measures are adequately resourced and have appropriate costs. 8 Transfer information from the EMMP Resource Requirement Tables and budget narrative to the Title II Detailed and Comprehensive Budgets and program budget narrative. 33

34 Summary of Toolkit Uses Developing project design budgets in the field: The Process Using the EMMP Resource Requirement Table and Narrative Template Developing specific EMMP budgets: the Annotated Road Rehabilitation Resource Requirement Table 34

35 Comments or Suggestions? 35

36 Next Steps Refine draft based on consultative feedback Finalize provisional version Trial use of the Toolkit Develop additional Annotated Resource Requirement Tables Living document : Updates available online Training module available Thank you for your input! 36

37 Financial support from Food for Peace to the Global Environmental Management Support (GEMS) Program