CONTENTS U S E R S G U I D E F O R P R O G R A M M E M A N A G E M E N T B U D G E T T O OL P M B V8.6 ( E X C E L T O O L V E R S I O N 8. 6 ) O C T O B E R 215 1. Quick Reference Guide...2 1.1. What are the main changes (in comparison with PMB Version 7)?...2 1.2. What users must not do...2 1.3. How to convert Version 7 into Version 8...2 1.4. Overall check of data validity/consistency...3 2. USers Guide...4 2.1. The structure of the PMB tool...4 3. Data entry Sheets...4 3.1. Cover page Sheet...4 3.2. budget sheet...5 4. Pivot Table Tabs...7 4.1. Budget summary...7 4.2. Quick Check tabs...7 4.3. Budget per Semester...8 ANNEX: List of fields in the Data for Pivot Table (hidden) sheet...9 Page 1 of 1
1. QUICK REFERENCE GUIDE 1.1. WHAT ARE THE MAIN CHANGES (IN COMPARISON WITH PMB VERSION 7)? Version 8 is limited to years 215, 216 and 217 Most of the tabs/sheets have been removed to keep only the Data Entry sheets and some essential Pivot Tables (Budget Summary, Quick Check Tables, and Budget per Semester) The Data Entry sheet table can be sorted by any column, including by the Category of Expense 1 ranked by code The option Multiple for selection of Regions/States and Townships is now available (mostly useful for C2) Newly available buttons allow quick back-and-forth between Entry Forms and Pivot Tables. The Data Entry sheet is limited to 6 lines 1.2. WHAT USERS MUST NOT DO Don t use links to external files (if you copy formulas from external files, use the Copy/Paste Values option) If you copy/paste data in the Data Entry sheets, use the Paste Values option (otherwise you delete the predefined drop-down lists) Don t remove/insert rows/columns in the Data Entry sheets When you delete (contents) of cells, never select an entire row: you would delete the cell of the column X that is used to sort by Category of Activity. Column x contains formulas. Just select the group of cells you want to delete. In case you have inadvertently deleted an entire row, keep in mind that the undo option is always available. Don t change the structure of the predefined pivot tables (you can always move/copy existing pivot tables into new sheets and then adapt them to your specific calculations) Don t delete any predefined sheet Don t rename any predefined sheet 1.3. HOW TO CONVERT VERSION 7 INTO VERSION 8 The conversion is done by the FMO and the new PMB V8 (with data from V7) will be sent to IPs. The conversion process also removes all rows where: UNIT cost 215= and UNIT cost 216= and QTY Q1 215= AND AND QTY Q4 216=. Checking process for the FMO: Run the Conversion v7-v8 programme Open the PMB V7 and the new PMB V8 generated by the process Unlock the Data Entry sheets in both PMBs Calculate the totals of the columns containing the Unit cost 215, Unit cost 216, QTY Q1 215 QTY Q4 216 in both PMBs (e.g. enter the formula =SUM(N2:N13) in the PMB V7 line 14 (of the column Unit Price 215), and copy/paste this formula in adjacent cells up to QTY Q4 216; enter the formula =SUM(N3:N64) in the PMB V8 line 65 (of the column Unit Price 215), and copy/paste this formula in adjacent cells up to QTY Q4 216. Totals per column should match between the 2 versions (otherwise it means that something went wrong with the conversion 7 to 8). Page 2 of 1
Sort the Data Entry Form ( Budget ) on Category of Expense 1 using the new Sort CoE column (see Users Guide below) Do an overall check of data validity/consistency (see section 1.4 below) and correct the mistakes Refresh all Pivot Tables. Check that the Cover Page sheet is correctly completed. Lock the Data Entry sheets. Send the PMB V8 to IPs (Same approach for CTHPs) 1.4. OVERALL CHECK OF DATA VALIDITY/CONSISTENCY Most of the cells used to enter data display drop-down lists with pre-defined options, and some drop-down lists are conditional to the value entered in the previous cell (e.g. the list of displayed Townships is conditional to the Region/State entered; the list of displayed Activities is conditional to the Category of Activity entered). The Excel built-in validation system only works for manual data input, but not in the case a copy/paste is used, e.g. it is not possible to enter Mindat in the Township column if the selected Region/State is Magway, but it is still possible to copy/paste Mindat from another cell. Users can always do an overall check of data validity/consistency by using the following Excel option: choose Data in the main menu, Data Validation in the sub-menu, and then the option Circle Invalid Data : any invalid data will be surrounded by a red circle (see Figure below). This overall check can only be used by FMO teams as the sheet must be beforehand unlocked. Page 3 of 1
2. USERS GUIDE 2.1. THE STRUCTURE OF THE PMB TOOL The PMB comprises of 11 sheets: The Guidelines sheet (red tab) Two data entry sheets (green tabs): o The Cover page sheet o The Budget sheet Five Pivot Table sheets (purple tabs) Three (protected and locked) hidden sheets (black tabs) 3. DATA ENTRY SHEETS 3.1. COVER PAGE SHEET The sheet is protected: the user is just allowed to use the light green cells. Parameters can only be changed/updated by FMO. If the Health Work Plan and Budget targets more than one Region/State and/or more than one Township in a Region/State (as is often the case for 3MDG Component 2), the option Multiple in the drop-down lists is now available. (Targeted) population: For 3MDG Component 1: total population of the Township(s) covered by the Grant For 3 MDG Component 2: it is usually the targeted subset of the population (e.g. people living with HIV/AIDS) Programme Management Budget (PMB) Region / State Magway 9 Number of targeted Townships 3 (Targeted) Population 5, Planning Period: from 1/1/215 Planning Period: to 31/12/217 Duration in months 36 Submission date 31/1/215 File name PMB_V8.4.xlsx IP PSI 66 PARAMETERS 215 216 217 Indirect cost in % of direct cost (for IPs) 6% 6% 6% IP Grant n MSI-MNCH-3MDG-C1-14-88215 Page 4 of 1
3.2. BUDGET SHEET The Entry Form is formatted as an Excel table (limited to 6 lines) placed in the sheet Budget. The sheet is partially protected/locked to avoid removal of entire lines/columns (but, of course, contents of cells, lines and columns can be deleted). Make sure that you use the Paste Special Value option when you do copy/paste operations (from external sheets to Data Entry forms). List of fields/columns: Level (column A) Levels are displayed in a drop-down list. An error message appears if the user enters a Level that is not predefined in the list. Empty cells are allowed (although it does not make sense to plan activities without linking them to a level). Options: Central 1 Region/State 2 District 3 Township 4 All 6 Other 98 State/Region (column B) Township (column C) Category of expense 1 (column D) Category of expense 2 (column E) Item (column F) Unit (column G) All Regions/States are displayed in a drop-down list. If more than one Region/State is targeted, use the Multiple option. An error message appears if the user enters a State/Region that is not in the list. Empty cells are allowed. All Townships (from the State/Region entered in column B) are displayed in a drop-down list. If more than one Township is targeted, use the Multiple option. An error message appears if the user enters a Township that is not in the list. If the State/Region is not specified in column B, no Township will be displayed in column C. Empty cells are allowed. All Categories of expense 1 are displayed in a drop down list. An error message appears if the user enters a Category that is not predefined in the list. All Categories of expense 2 (relating to the Category of expense 1 entered in column D) are displayed in a drop-down list. An error message appears if the user enters a Category that is not in the list. If the Category of expense 1 is not specified in column D, no Category of expense 2 will be displayed. Free text. Free text, although an indicative list of Units is displayed in a drop-down list (a warning message appears if the user enters a Unit that is not in the list). The mandatory Units are: PERSON MONTH (for salaries or TA) PERSON DAY (for fees to TA/Expertise) TRIP (for Int l and local travels) DAY (for per diem, accommodation, etc.) TRAINEE (for all training activities) MEETING (for all meetings, workshops, seminars) Unit is case-sensitive: if the user enters Person Month in one line and person month in other lines, the Pivot Tables will display 2 different groups. See the list of States/Regions in the hidden sheet List R&T See the list of States/Regions in the hidden sheet List R&T Options: Human_resources 5 Office_costs 6 Transport 7 Equipment_and_furniture 8 Other_costs 9 See list below and in the guidelines sheet. Indicative list of Units: Day List Lump sum Meeting Month Other Person month Person day Quarter Workshop Trainee Trip Village Year Page 5 of 1
Sub-contractor (column H) The Unit Cost in US$ for Years 215-217 (columns I-J-K) The Quantity per quarter (from 215 to 217 (columns L to column W) Sort on CoE1 (Column X) Free text Use US$ only. This column that contains formulas can be used to sort the Table on the Code of Category of Expense as displayed above. All columns beyond column S can be freely used by users. List of predefined categories of expenses Category of expense 1 Category of expense 2 Human ressources 5 Office costs 6 Transport 7 Equipment and furniture 8 Other costs 9 Salaries Int'l staff 51 Salaries national/local professional staff 52 Salaries support staff 53 Salaries other staff 54 Int'l travel 55 Local travel 56 Per diem 57 Accommodation 58 Other allowances 59 Consultancy and expertise 51 Other personnel costs 598 Communication 6 Consumables 61 Office fuel and lubricant 62 Insurance 63 Office Maintenance&Repair 64 Office rental 65 Utilities 66 Other rental 67 Other office costs 698 Vehicle purchase 71 Vehicle rental 72 Vehicle fuel and lubricant 73 Vehicle Maintenance&Repair 74 Vehicle insurance 75 Other transport costs 798 ITC equipment 81 Other equipment 82 Furniture 83 Other equipment and furniture costs 898 Workshop 91 Seminar 92 Training 93 Meeting 94 Evaluation/Survey/OR 95 Other other costs 998 Page 6 of 1
4. PIVOT TABLE TABS Users cannot delete or amend existing pivot tables, but they are allowed to create as many new pivot tables as considered necessary for specific calculations, by simply copying an existing pivot table into a new sheet. The table in annex provides the list of fields that are available for pivot tables (see also the Data for pivot table hidden sheet). 4.1. BUDGET SUMMARY The Budget Summary sheet contains a pivot table and slicers/filters that summarise and structure the data entered in the Data Entry sheets: quantity, total budget 1 in US$ and budget as % of column per year and activity. Go to Budget Entry Form Level Cost per capita 2.91 Cost per capita per year.97 Central Region/State Township Region/State Magway Township Myaing Pauk Seikphyu Category of expense 1 Equipment_and_fur... Human_resources Office_costs Other_costs Transport Category of expense 2 Accommodation Communication Consultancy and ex... Consumables Furniture Int'l travel US$ 215 dc US$ 215 ic US$ 215 tc US$ 216 dc US$ 216 ic US$ 216 tc US$ 217 dc US$ 217 ic US$ 217 tc US$ total dc US$ total ic US$ total tc % of col. 5 Human_resources 461,74 27,664 488,739 489,466 29,368 518,834 - - - 95,54 57,32 1,7,572 69.2% 51 Salaries Int'l staff 31,435 1,886 33,321 32,377 1,943 34,32 - - - 63,812 3,829 67,64 4.6% 52 Salaries national/local profes 235,9 14,154 25,54 262,229 15,734 277,963 - - - 498,129 29,888 528,17 36.3% 53 Salaries support staff 98,638 5,918 14,556 113,18 6,781 119,799 - - - 211,655 12,699 224,355 15.4% 55 Int'l travel 9,85 591 1,441 - - - - - - 9,85 591 1,441.7% 56 Local travel 35,968 2,158 38,127 36,268 2,176 38,445 - - - 72,237 4,334 76,571 5.3% 57 Per diem 23,158 1,389 24,547 23,762 1,426 25,188 - - - 46,92 2,815 49,736 3.4% 58 Accommodation 17,724 1,63 18,787 18,185 1,91 19,276 - - - 35,99 2,155 38,64 2.6% 51 Consultancy and expertise 8,42 54 8,96 3,626 218 3,844 - - - 12,28 722 12,75.9% 6 Office_costs 119,65 7,144 126,29 127,7 7,624 134,695 - - - 246,136 14,768 26,94 17.9% 6 Communication 7,295 438 7,733 7,584 455 8,39 - - - 14,879 893 15,772 1.1% 61 Consumables 8,19 491 8,682 8,585 515 9,1 - - - 16,775 1,7 17,782 1.2% 64 Office Maintenance&Repair 9,4 564 9,964 9,87 592 1,462 - - - 19,271 1,156 2,427 1.4% 65 Office rental 49,478 2,969 52,447 54,241 3,254 57,496 - - - 13,719 6,223 19,942 7.5% 66 Utilities 11,265 676 11,941 11,784 77 12,491 - - - 23,49 1,383 24,432 1.7% Sub-contract Subcontract 4.2. QUICK CHECK TABS There is one Quick Check tab per year (i.e. Quick check 215, Quick Check 216 and Quick Check 217). The Quick Check pivot tables are a kind of structured copy of the Data Entry forms: they provide users with a quick and easy way of verifying data consistency (on a yearly basis). 1 Direct + Indirect cost. Page 7 of 1
4.3. BUDGET PER SEMESTER The Budget per Semester sheet contains a pivot table (and slicers/filters) that summarises and structures the data entered in the Data Entry sheet: biannual budget in US$ per level and category of activity. Go to Budget Entry Form Level Central Region/S... Township Region/S... Magway Township Myaing Pauk Seikphyu Category of expense 1 Equipment_and_furniture Office_costs Other_costs Transport Category of expense 2 Communication Consumables Furniture ITC equipment Office Maintenance... Office rental Other office costs Sub-contr... Subcontract Level CoE US$ total tc S1 215 US$ S2 215 US$ S1 216 US$ S2 216 US$ S1 217 US$ S2 217 US$ Central 6 Office_costs 121,388 29,3 29,3 31,664 31,664 - - Central 7 Transport 6,692 1,628 1,628 1,718 1,718 - - Central 8 Equipment_and_furniture 3,777 2,293 742 742 - - - Central 9 Other_costs 4,55 3,445-1,6 - - - Region/State 6 Office_costs 18,46 4,52 4,52 4,727 4,727 - - Region/State 7 Transport 3,595 88 88 917 917 - - Township 6 Office_costs 121,56 29,573 29,573 3,956 3,956 - - Township 7 Transport 63,48 29,521 1,971 11,494 11,494 - - Township 8 Equipment_and_furniture 6,996 2,544 2,226 2,226 - - - Township 9 Other_costs 98,841 39,781 16,73 26,151 16,836 - - Total 448,789 143,197 95,625 111,655 98,312 - - Page 8 of 1
ANNEX: LIST OF FIELDS IN THE DATA FOR PIVOT TABLE (HIDDEN) SHEET Column Label Formula A Level =CTHPDataEntry[@Level] B Region/State =CTHPDataEntry[@[Region / State]] C Township =CTHPDataEntry[@Township] D Category of expense 1 =CTHPDataEntry[@[Category of expense 1]] E Category of expense 2 =CTHPDataEntry[@[Category of expense 2]] F Item =CTHPDataEntry[@Item] G Unit =CTHPDataEntry[@Unit] H Sub-contractor =CTHPDataEntry[@[Sub-Cont.]] I Unit cost US$ 215 =CTHPDataEntry[@[Unit cost US$ 215]] J Unit cost US$ 216 =CTHPDataEntry[@[Unit cost US$ 216]] K Unit cost US$ 217 =CTHPDataEntry[@[Unit cost US$ 217]] L Qty 215 Q1 =CTHPDataEntry[@[Qty 215 Q1]] M Qty 215 Q2 =CTHPDataEntry[@[Qty 215 Q2]] N Qty 215 Q3 =CTHPDataEntry[@[Qty 215 Q3]] O Qty 215 Q4 =CTHPDataEntry[@[Qty 215 Q4]] P Qty 216 Q1 =CTHPDataEntry[@[Qty 216 Q12]] Q Qty 216 Q2 =CTHPDataEntry[@[Qty 216 Q23]] R Qty 216 Q3 =CTHPDataEntry[@[Qty 216 Q3]] S Qty 216 Q4 =CTHPDataEntry[@[Qty 216 Q4]] T Qty 217 Q1 =CTHPDataEntry[@[Qty 217 Q1]] U Qty 217 Q2 =CTHPDataEntry[@[Qty 217 Q2]] V Qty 217 Q3 =CTHPDataEntry[@[Qty 217 Q3]] W Qty 217 Q4 =CTHPDataEntry[@[Qty 217 Q4]] X Qty 215 =SUM(L121:O121) Y Qty 216 =SUM(P121:S121) Z Qty 217 =SUM(T121:W121) AA Qty total =SUM(X121:Z121) AB US$ 215 Q1 =$I121*L121 AC US$ 215 Q2 =$I121*M121 AD US$ 215 Q3 =$I121*N121 AE US$ 215 Q4 =$I121*O121 AF US$ 216 Q1 =P121*$J121 AG US$ 216 Q2 =Q121*$J121 AH US$ 216 Q3 =R121*$J121 AI US$ 216 Q4 =S121*$J121 AJ US$ 217 Q1 =T121*$K121 AK US$ 217 Q2 =U121*$K121 AL US$ 217 Q3 =V121*$K121 AM US$ 217 Q4 =W121*$K121 AN US$ 215 dc =SUM(AB121:AE121) AO US$ 216 dc =SUM(AF121:AI121) AP US$ 217 dc =SUM(AJ121:AM121) AQ US$ total dc =SUM(AN121:AP121) AR US$ 215 ic =AN121*'Cover Page'!$C$23 AS US$ 216 ic =AO121*'Cover Page'!$D$23 AT US$ 217 ic =AP121*'Cover Page'!$E$23 AU US$ total ic =SUM(AR121:AT121) AV US$ 215 tc =AN121+AR121 AW US$ 216 tc =AO121+AS121 Page 9 of 1
Column Label Formula AX US$ 217 tc =AP121+AT121 AY US$ total tc =AQ121+AU121 AZ Code_grant ='Cover Page'!$C$25 BA Code_IP ='Cover Page'!$D$15 BB Code_level =IF(A121>;LOOKUPV(A121;ac_levels;2);) BC Code_state =IF(B121>;LOOKUPV(B121;ac_states;2);) BD Code_township =IF(C121>;LOOKUPV(C121;ac_townships;2);) BE Code_exp1 =IF(D121>;LOOKUPV(D121;ac_coe1;2);) BF Code_exp2 =IF(E121>;LOOKUPV(E121;ac_coe2;2);) BG Level+code =IF(A121>;CONCATENATE(BB121;" ";A121);) BH State+code =IF(B121>;CONCATENATE(BC121;" ";B121);) BI Township+code =IF(C121>;CONCATENATE(BD121;" ";C121);) BJ Exp1+code =IF(D121>;CONCATENATE(BE121;" ";D121);) BK Exp2+code =IF(E121>;CONCATENATE(BF121;" ";E121);) BL US$ 215 ic Q1 =AB121*'Cover Page'!$C$23 BM US$ 215 ic Q2 =AC121*'Cover Page'!$C$23 BN US$ 215 ic Q3 =AD121*'Cover Page'!$C$23 BO US$ 215 ic Q4 =AE121*'Cover Page'!$C$23 BP US$ 216 ic Q1 =AF121*'Cover Page'!$D$23 BQ US$ 216 ic Q2 =AG121*'Cover Page'!$D$23 BR US$ 216 ic Q3 =AH121*'Cover Page'!$D$23 BS US$ 216 ic Q4 =AI121*'Cover Page'!$D$23 BT US$ 217 ic Q1 =AJ121*'Cover Page'!$E$23 BU US$ 217 ic Q2 =AK121*'Cover Page'!$E$23 BV US$ 217 ic Q3 =AL121*'Cover Page'!$E$23 BW US$ 217 ic Q4 =AM121*'Cover Page'!$E$23 BX US$ 215 tc Q1 =BL121+AB121 BY US$ 215 tc Q2 =BM121+AC121 BZ US$ 215 tc Q3 =BN121+AD121 CA US$ 215 tc Q4 =BO121+AE121 CB US$ 216 tc Q1 =BP121+AF121 CC US$ 216 tc Q2 =BQ121+AG121 CD US$ 216 tc Q3 =BR121+AH121 CE US$ 216 tc Q4 =BS121+AI121 CF US$ 217 tc Q1 =BT121+AJ121 CG US$ 217 tc Q2 =BU121+AK121 CH US$ 217 tc Q3 =BV121+AL121 CI US$ 217 tc Q4 =BW121+AM121 CJ Population ='Cover Page'!$C$7 CK Number Townships ='Cover Page'!$C$6 Page 1 of 1