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UGANDA ROAD FUND Guidance on Programme Management & Physical Accountability

Presented at the URF National Training Workshop April 2011 Andrew Naimanye
MSc(Eng), BEng, CEng, MICE, MIHT

Programme Manager

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URF National Training Workshop April 2011

Purpose of Presentation
To provide guidance on programme management To discuss what agencies should provide in physical accountability To discuss works that are eligible for funding, Annual and quarterly workplan formats To present URFs Physical Accountability reporting formats
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Outline of Presentation
Background/Policy Eligible Works Annual and quarterly Workplan formats Physical Accountability Conclusions

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URF National Training Workshop April 2011

Background/Policy
Funds shall only be expended on activities and assets specifically permitted by the Act, with priority given to: efficient and effective routine and periodic maintenance of public roads control of overloading of vehicles on public roads; operational costs of the Fund and of the Uganda National Roads Authority targeted research in road and bridge maintenance
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Eligible Works
Routine Maintenance Designated agencies should use a rational method to estimate cost of routine maintenance based on the classification of road, terrain and other factors Unsupported adoption of historic values is unacceptable 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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URF National Training Workshop April 2011

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 the pavement.

Widening in excess of the above shall not normally qualify for funding 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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URF National Training Workshop April 2011

Workplan formats
Annual and Quarterly Workplans Ms Excel forms have been designed for making Annual and Quartery workplan summary. These can be used alongside the RAMPS. Information from RAMPS should be summarized and fed into the excel files.Programming Tables.xls District and Town Council plans should be presented in the one document but with clear distinction. Sub county work plans should be presented showing works to be undertaken in each sub county.

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URF National Training Workshop April 2011

Physical Accountability
Quarterly reporting will have a quarter lag in accordance with MoFPED guidance, please note that accountability for Quarter 1 will be the trigger for Q3 funds and accountability for Quarter 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 and percentage). The expenditure during the period Actual, Programmed and Variance (amount and percentage) A variance report stating reasons for variances and mitigation measures to deal with them.Physical & Financial
Accountability Forms.xls
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Physical Accountability contd


For each Contract with a value in excess of Ushs 200,000,000: 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 Engineer of the designated agency and authorised by the Chief Administrative Officer
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Programme Changes
Designated agency may reallocate budgets between activities within same district and work sub-category without 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 are committed by the designated agency until and unless approval 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 Road Maintenance Programme , designated agency prepares a programme adjustment request 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 two months 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 total allocation 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 on appropriate form

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URF National Training Workshop April 2011

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Conclusion
Agencies should respond promptly to our requirements both in form of physical and financial accountability URF should be contacted in case of Programme Changes URF will undertake M & E to check the accuracy of the physical accountabilities provided Non compliance with URF requirements will affect 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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URF National Training Workshop September 2010

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