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Work Planning and Budgeting Tool User`s Manual

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1. In some cases entering value data as opposed to narrative data also initiates a macro Where more than one cell is copied from a source to several destination cells the macro will only run on the first destination cell For the macro to run accurately the data must then be entered into the other destination cells as well To avoid these issues it is strongly recommended that users enter values manually cell by cell If electing to copy and paste it is recommended to copy and paste data in only one cell at a 13 time 2 3 4 Back up procedure During a costing exercise it is critical that the tool is saved frequently during use and backed up at least once a day on an external storage device If working on a network this back up may take place automatically In many situations this is not the case and the user is required to manually back up onto an external hard drive or similar device When backing up it is critical that a unique identification and date filed is included in the backup file name to ensure that the user is able to keep track of the latest version of the file The cover sheet of the tool itself also provides the user with an opportunity to enter a new version number each time the tool is used 2 4 The work planning and budgeting team The development of an accurately costed budget for a Global Fund proposal requires teamwork To work through the budget development steps successfully various types of staff fro
2. This limits the amount of editing required within the tool Where the attention of the user must be drawn to critical issues or warnings these have been highlighted in each section in an orange box as shown below Ignoring these warnings will lead to the incorrect completion of the tool 2 2 Installing the tool 2 2 1 System requirements This tool was developed in Excel 2003 and any user with this or a later version of Excel should not need additional software Due to the large number of macros used in the tool the use of an older version of Excel will result in errors and the tool will not function properly The tool was tested on three relatively new laptop computers less than a year old using either Vista or Windows 7 operating systems All laptops had dual core processors generating processor speeds of between 1 6 and 2 1 MHz Random Access Memory RAM ranged between 3 and 4 gigabytes GB Testing comprised the re capture of three Round 9 Global Fund proposal budgets The tool worked correctly on these tests although some functions were slow as the amount of data entered increased A populated version of the tool was also run on an older computer with limited capacity Windows XP Pentium 4 1 69 GHz and 512 megabytes MB of RAM The tool worked correctly on this computer with no noticeable reduction in speed To check the capacity of your computer go to Start gt Control Panel gt System Click on System and check
3. This may slow the operation of the tool and could lead to a crash of the programme 2 2 2 Installation procedure This tool can be copied from portable media CD or USB drive or downloaded from http www who int hiv pub toolkits GF Resourcekit en index2 html To open the tool simply copy the file into an appropriate location specified by you open the file in Excel and follow the instructions regarding the security settings in Section 2 2 3 below Careful attention must be paid to the security settings as these will have an impact on the functioning of the macros To create a shortcut to the file on the desktop right click on the desktop and follow the shortcut wizard instructions 2 2 3 Enabling macros This tool contains macros It will not function correctly unless the macros are enabled To ensure macros are enabled you must adjust the security settings to the appropriate level before opening the workbook In Excel 2003 before opening the workbook go to the Tools gt Macro gt Security menus and set the security setting to Low or Medium see Figure 2 1 below If you choose Low macros will be enabled automatically If you choose Medium you will be prompted to enable or disable macros when you open the workbook Ensure that you enable the macros when prompted to do so Figure 2 1 Enabling macros in Excel 2003 curity Level Trusted Sources High Only signed macros from trusted sources will be allowed to run U
4. target communities Clear Contents Filter Activity description Secure develop and display SubActivity 1 1 1 1 1 billboards this is a test to see if the activity title now wraps in the reports SubActivity 1 1 1 1 2 3 8 2 Estimating quantities For each input cost item selected target quantities must be inserted for each quarter in years one and two and annually for years three to five To enter target quantities scroll to the right of the input cost item and enter the correct quantities in the Quantity columns The Quantity columns have been highlighted in green for ease of use Consider carefully the nature of the input cost item and the measurement unit when entering target quantities For example assume a consultant or trainer has been engaged to conduct ten training courses each of five days duration If the unit of measurement for consultant fees is per day and the input cost value is USD 500 the quantity entered should be 50 i e 5 days each for 10 training courses It should NOT be for example 10 one per training course or 5 5 days for each training course Enter target quantities only in those quantity columns corresponding to the timing of planned activities To continue with the above example if one training course is scheduled for November of the first year a quantity of 5 should be entered for the consultant trainer in the quarter four column Q4 If the activity will continue in the first h
5. 1 Table of contents Sheet Number Sheet name Enter annex number 1 Introduction and general assumptions Enter annex number 2 Summary budget tables by cost category and SDA Enter annex number 3 Summary budget by activity for years 1 5 Enter annex number 4 Detailed budget for years 1 5 Enter annex number 5 Unit costs detailed assumptions Enter annex number 6 Unit cost calculations Enter annex number 7 Proposal workplan Before printing the tool report in Step 1 check the individual reports to ensure accuracy and consistency of information To print all the reports in the table above return to Step 1 of the workflow Click the Print model button The tool will generate the reports and transfer the user 42 to the print preview screen Review the reports check the page set up and then click the Print command on the Excel toolbar The reports contain a number of large worksheets summarizing the work plan and budget for the proposal Due to the large amount of information contained in these reports readability will be improved if the reports are printed on A3 size paper The advantage of printing the entire tool from the above command as opposed to printing from the report menus in Steps 8 and 9 is that all the reports will be sequentially numbered This is not the case when printing from the reports menus 4 Troubleshooting and support 4 1 Technical support From time to time users may encounter probl
6. 10 Defining the input costs on the input cost sheet cscccccccesesssscccccccsessssccsccessestsesssssceeceseessaaeees 28 Figure 3 11 Inserting iNput COSt LOWS cccccccecseesessssessesessseeeseceeeeeeeeseseeeneseeeeesensesassssssesseeeeeeeseeeeeeeeeeenenenens 29 Figure 3 12 Inserting values and source data for defined input COSES sssccccccssesssscccccsssetssssessssccesssetaaees 32 Figure 3 13 Example of an aggregate unit cost calculation csccccccsseessssseseesssensssccsccesseessassaeeseccessnssaeees 35 Figure 3 14 Input cost item commands in the master work plan and costing SHCCt u csesssscscceeeesssseeeees 38 Figure 3 15 Summary reporting MENU cccccsccccccssssesessssseseesesseeseeeeeeeeseeeseseeeeeseeesesenaaasesesseseeseceseeeeeeeeeeeeens 40 Figure 3 16 Budget by cost category and budget by objective ANd SDA rePOFts ccccccccsesssscseccsesesessseees 40 Figure 3 17 Other TE POIs MON soene e sds E yes sas Veen E Eaa a eens a Ee EE T E ede AE EEE E 41 Figure 3 18 List of reports included in the Print Model option in Step 1 ccccccccccccsssssssscccseessssscscceecesssstsaaees 42 List of Abbreviations and Acronyms ART Antiretroviral therapy ARV Antiretroviral drugs ASAP AIDS Strategy and Action Plan World Bank DSA Daily subsistence allowance GB Gigabyte GF The Global Fund abbreviation used in parts of the tool HSS Health systems strengthening MB Megabyte NASA National AIDS Spending Assessme
7. Step 8 allows the user to print summary financial reports including those required by the Global Fund Step 9 generates a number of additional reports including the detailed budget and the proposal work plan In Step 8 two standard financial reports are provided 1 Budget summary by main activity and 2 Budget summary by SDA and cost category The summary by SDA and cost category are required by the Global Fund to be submitted with proposals The summary budget reports by SDA and cost category are in the format typically required by the Global Fund Unless formats change it should be possible to simply copy and paste the output into the tables provided in the main proposal document The summary by activity is not required for Global Fund proposals but it can be useful for analysing the results by main activity and for quality control Applying the principles of trend analysis to the activity report frequently generates useful discussion with the stakeholders and provides a useful overview of where the money is being spent Figure 3 16 illustrates the menu for summary financial reports To access the reports click on Step 8 in the main menu Then click on the button corresponding to the report you want to generate The tool will automatically generate the report and display it on your screen The Budget by SDA and cost category report includes two tables that show the budget by cost category and the budget by objective and SDA as shown in Figu
8. costs based on quality location capacity or other aspects of the component these can be reflected by differentiating the activity input costs For example there may be one entry for a large venue rental and another for a small venue or potentially it may be necessary to differentiate input costs by location due to substantial cost differences between one location and another In many cases input cost data will be available through government accounts based on previous expenditures and actual cost data In such cases a reasonably comprehensive and accurate list of input costs can be constructed from existing data potentially eliminating the need to rely on estimates from sub recipients or implementing agencies 3 6 Step 5 Input costs and reference notes The main purpose of Step 5 is to finalize the input cost sheet by entering a cost value for each input item Click on Step 5 in the menu to be transferred to the input cost sheet 3 6 1 Input cost values This tool allows input costs to be entered in either the local currency or in the proposal currency The tool uses the exchange rate entered in Step 2 to automatically calculate the alternative value and returns a total in both currencies Figure 3 9 below illustrates how to enter cost values The columns 2009 Price in USD Euro and 2009 Price in Shillings are the relevant columns The year and the name of the proposal and local currencies will change depending on what you have entered in S
9. following 24 activity The entire planning element will be deleted including its subsidiary components If an activity is selected and deleted it will be deleted together with all its sub activities Deleting an SDA will result in the deletion of all the activities under that SDA Delete This command allows the subsidiary items in the item to be collapsed and Collapse therefore hidden from view For example it is possible to collapse all objectives and view the entire structure at objective level only The expand command will reveal all the subsidiary elements of the planning element selected In the above example if an objective is expanded it will reveal all the SDAs main activities and sub activities attached to that objective Expand Note Throughout this table reference to a planning element also includes reference to a group of planning elements e g adding an SDA will add an SDA activity and a sub activity In order to protect the integrity of the logical framework structure users are prevented from deleting the first planning element in any set of planning elements For example if there is only one goal in your structure you will not be able to delete it and the delete command will not appear The same applies to the first objective SDA activity and sub activity 3 4 4 Input of data Once a planning element has been added the appropriate information can be inserted F
10. provided type in the number of rows to be added Where an existing item is edited or overwritten it is important to ensure that the correct cost category is selected and that the unit of measurement is amended Figure 3 12 Inserting input cost rows lt F Lo How many rows to create g Enter the number of rows you wish to insert C For each item identified select either Yes or No in the Active column from the drop down list Selecting Yes will identify the input cost item as an active input cost item and will display it in the drop down list used in Step 7 Selecting No will de activate the input cost item This is useful where users may not want to overwrite an input cost item in case they might want to use the item at a later stage For each item select the associated cost category from the Global Fund cost categories included in the drop down list in the column entitled GF Cost Category WHO recommends that countries try to limit themselves to the cost categories approved by the Global Fund Nevertheless it is possible to create a new cost category To create a new cost category place the cursor under the Description column right click the mouse and select the Cost category list add command from the menu In the dialogue box type in the cost category you would like to add The new cost category will be added to the list in the correct alphabetical order Where input costs items can be applied to several cost c
11. s destination worksheet it may be possible to use the format painter to copy the format from an adjoining cell To use the format painter select a cell with the correct format on the same worksheet In Excel 2007 click on Format Painter located in the Clipboard group on the Home tab Drag the painter cursor across the cell that has the incorrect format In Excel 2003 the Format Painter can be found on the standard toolbar Select the format to copy click on the format painter then click on the cell you wish to format The format will be copied automatically In worksheets where copying and pasting of more than one cell at a time is not permitted where destination cells are protected or where the user wishes to copy text into a numeric cell the above methods will not work and an error message will be displayed Users may also experience difficulty when trying to copy and paste merged cells Excel cannot copy and paste data from one place to another if the size of the source and destination cells are not identical If the source data are located in a single cell they can usually be copied and pasted into a destination that contains two or more merged cells However if data are copied from a block that contains two or more merged cells they cannot be copied into a block that contains a different number of merged cells If this is attempted the following error message will appear Microsoft Excel x A Cannot change part of a merged cell
12. the input cost items for each year with the first two years by quarter This report shows all the values but quantities are shown only on an annual basis 3 10 2 Unit cost detailed assumptions This report generates the input cost sheet It is useful to generate this report and request sign off of the input costs and all the related assumptions from the client 3 10 3 Unit cost calculations This is a report of all the unit cost calculation notes completed during Step 6 Print this report together with the unit cost report as it will frequently refer to the unit cost calculation notes 3 10 4 Proposal work plan The proposal work plan shows the entire master work plan from goal level to sub activity input cost item level For each input cost item the quantities are reflected for all the years and by quarter in years one and two The total cost for the five year period is also shown to facilitate reconciliation between the work plan and the detailed budget 3 11 Print model reports for submission In Step 1 a print option has also been created to print all the reports listed in the table below in Figure 3 19 but with sequential page numbers a table of contents and cover sheet This provides an easy way to print all the reports required for the Global Fund proposal submission and avoids the need to generate and print each report individually saving time and effort Figure 3 19 List of reports included in the Print Model option in Step
13. various set up costing and linking tasks The end result of these steps is a fully costed proposal budget The level of detail to be included in the costing is determined largely by Global Fund requirements or the overriding purpose of the planning and costing exercise Although experienced users may be frustrated by the need to return to the menu to move between steps the use of the menu triggers auto save and other macro driven functions that are aimed at enhancing the overall stability and robustness of the tool Figure 3 1 below shows the tool s main menu with each step clearly named Clicking on any step will result in the user being transferred to the appropriate worksheet A return button is provided on each worksheet to transfer the user back to the menu Figure 3 1 Tool menu outlining key steps ESS ogee d Li There are a total of nine steps to be completed A brief overview of these steps is included in the table in Figure 3 2 below Each step is described in detail in subsequent sections 15 Figure 3 2 Overview of steps required to complete the tool Step in menu Description and function Step 1 Cover sheet details The cover sheet provides a cover to the electronic and printed version of the tool output On the cover sheet the user is required to enter information relating to the project title country name disease component currency and other necessary information to facilitate the administr
14. 101 250 00 Number of 1 00 1 00 units Cost per unit 13 500 00 101 250 00 TIP Take extra care to ensure that input item values accurately reflect the measurement unit indicated under the Measurement unit column When calculating aggregate costs it is extremely important to ensure that input item values reflect the measurement units indicated under the Measurement unit column A common error is to provide for the quantity in the input costs value For example suppose a five day training course is being planned for 50 participants and one of the cost ingredients is a daily subsistence allowance DSA of US 30 for participants The measurement unit for DSA for participants is indicated to be per day In this case enter only the US 30 DSA figure in the EUR USD price column Do not multiply by five to get the total cost per participant Enter the number of participants 50 in the Quantity column and the number of days 5 in the Frequency column 3 7 2 Per unit costs Users may sometimes wish to express the aggregate unit cost calculation as a cost per unit of output Taking the example above for the development of communications materials the user may wish to express the cost of development as a cost per booklet rather than the total development cost Or the cost of a training workshop may need to be expressed as the cost per person trained rather than the total cost of the workshop 35 If it is necessary to calculat
15. Step 5 Input costs and reference notes 3 6 1 Input cost values 3 6 2 Exchange rates 3 6 3 Apply inflation 3 6 4 Notes 3 6 5 Source of data 3 7 Step 6 Calculate input costs 3 7 1 Using the cost calculation notes 3 7 2 Per unit costs 3 8 Step 7 Define input cost items and quantities for sub activities 3 8 1 Selecting inputs 3 8 2 Estimating quantities 3 9 Step 8 Financial reports 3 10 Step 9 Other reports 3 10 1 Detailed budget 3 10 2 Unit cost detailed assumptions 3 10 3 Unit cost calculations 3 10 4 Proposal work plan 3 11 Print model reports for submission 4 TROUBLESHOOTING AND SUPPORT 4 1 Technical support 4 2 Troubleshooting 4 2 1 The programme or certain functions do not respond when try to use them 4 2 2 The tool is slow to respond and functions such as report printing take a long time 4 2 3 The totals in the summary budget reports do not match each other 4 2 4 have pasted data into a cell and now cannot change it 4 2 5 When I perform a certain function a run time error message appears 26 26 28 28 30 31 31 32 33 33 33 34 34 35 36 37 38 39 41 42 42 42 42 42 43 43 44 44 44 45 45 45 Table of Figures Figure 2 1 Enabling macros in Excel 2003 ccssccccccccsssesssccsccessesssnseesccsssesssaeeecceesesssasesesseecesesssseseeeseeenssassees 9 Figure 2 2 Enabling macros in Excel 2007 ccsscccccccsssessssscsscccsnssssscescccssesssseesccssesssaeeeesseeceseessssa
16. World Health Organization Work Planning and Budgeting Tool User s Manual For Use in Preparing Funding Applications to The Global Fund to Fight AIDS Tuberculosis and Malaria Round 10 May 2010 Table of Contents 1 INTRODUCTION 2 THE USER S MANUAL IN BRIEF 2 1 The user s manual 2 2 Installing the tool 2 2 1 System requirements 2 2 2 Installation procedure 2 2 3 Enabling macros 2 2 4 Selecting your language 2 3 Conventions used in the tool 2 3 1 Protection 2 3 2 Colour coding 2 3 3 Copying and pasting 2 3 4 Backup procedure 2 4 The work planning and budgeting team 3 DETAILED INSTRUCTIONS FOR COMPLETING THE TOOL 3 1 Overview 3 2 Step 1 Cover sheet details 3 2 1 Project title and country 3 2 2 Component 3 2 3 Enter currencies 3 2 4 Enter version number 3 2 5 Annex number and name 3 2 6 Print the tool for submission 3 3 Step 2 General assumptions 3 3 1 Basic data 3 3 2 Context for this costing budget 3 4 Step 3 Define the logical framework 3 4 1 Numbering convention 3 4 2 Constructing the logical framework 3 4 3 Changing the framework structure 3 4 4 Input of data 3 4 5 Selecting service delivery areas o CONN 10 10 10 11 11 14 14 14 14 17 17 18 18 18 19 19 19 19 21 21 22 22 23 25 26 3 5 Step 4 Define input costs 3 5 1 General approach to input costs 3 5 2 Cost categories 3 5 3 Data input 3 5 4 Additional guidance on defining input costs 3 6
17. alf of the second year quantities should be entered only in the two columns that correspond to the first two quarters of year two If the quarters for years one and two are not visible then place the cursor on the column heading Total quantity Year 1 or Total quantity Year 2 These cells have also been shaded in green To view the columns for each quarter right click the mouse and select the Show quarters command This will expand the columns and reveal the quarters In the same way the quarters 38 can be hidden while the totals for year one and two remain visible Collapsing the quarters allows the user to more easily view all five years at the same time on the same screen Once target quantities have been entered the tool automatically calculates the total cost of individual sub activity input costs by quarter annually and for the five year period Value totals are also provided by activity SDA objective and goal There may be slight divergences in the cost figures due to rounding These can be safely ignored as the totals will reflect the correct figures NOTE As the tool is being populated it may be necessary to make changes to the logical framework either in terms of its structure or descriptions The logical framework structure cannot be changed from Step 7 The user must return to the menu and access the logical framework through Step 3 3 9 Step 8 Financial reports Steps 8 and 9 together comprise a simple report writer
18. and box This will add a note reference and automatically create a blank cost calculation note in the aggregate input cost calculation sheet Step 6 The completion of the cost calculation note is described in Step 6 below A cost calculation note reference can be added at any time but the process re sets the input costs value to nil and links the value cell to the note To delete the cost calculation note reference and the note itself place the cursor on the note reference and right click the mouse Select the Delete note command from the command box The re numbering of the notes will take place automatically To view the note from the input cost sheet place the cursor on the note reference and right click the mouse Select View note from the command box The user will be transferred to that specific cost calculation note on the aggregate input cost calculation sheet Step 6 3 6 5 Source of data Often users may forget where a particular cost value was sourced or how it was calculated Other times another user may need to use the tool and will need to have access to this information In such cases it is useful to have a record for later reference 33 The Source of data assumption column exists to allow the user to record any observations on the source of the input cost data or assumptions made in calculating the input cost value To use this feature enter the source of the value data in the Source of data assumption column on the righ
19. and leaflets Communication Materials per sheet 0 Local Yes 7 Product development Yes Communication Materials 100 00 750 00 Proposal Yes Communication Materials per booklet f 027 200 Local yes Local No General Costs Loca No Review the sub activities that have been defined in Step 3 and consider the type of resources that will be needed during the implementation of the sub activities Based on this analysis identify and define the required input costs Enter the names of the identified input costs in the first column of the worksheet under Description in the green cells provided under the most 28 appropriate heading in yellow The headings are only used as separators in the input cost drop down list described under Step 7 The headings cannot be edited TIP To protect the integrity of the tool input costs items cannot be deleted completely from the sheet As noted above descriptions can however be amended Users should therefore not add input cost items unless they are reasonably certain that the items will be used To add a new input cost item you may either overwrite an existing item or add a new item To add a new item place your cursor below the row where you would like to add the new item right click the mouse and select the Add new input cost command from the command box A dialogue box will appear that asks the user to indicate how many rows need to be added see Figure 3 12 below In the space
20. ate reports for Steps 1 7 and transfer the user to the print preview screen Check all the reports for accuracy and consistency To print use the normal Print command in the Excel toolbar More detailed instructions for using this function are contained in Section 3 11 below 3 3 Step 2 General assumptions The general assumptions worksheet documents the key financial assumptions that underpin the calculations in the tool see Figure 3 4 below The worksheet title and step descriptions are automatically reflected and linked to the cover sheet On this worksheet it is also possible to document macro level assumptions that provide a context for the work planning and costing Contextual issues may include macroeconomic or political issues institutional arrangements and the status quo of current funding 3 3 1 Basic data Enter the required information for all items in the green cells This includes 1 The start year for the budget The tool will automatically calculate the subsequent years for the budget 2 Exchange rate It is important that the exchange rate be entered in national currency units per unit of the proposal currency NOT as number of proposal currency units per local currency unit For example if there are 20 local currency units per dollar enter this as 20 not as 0 05 If this number is entered incorrectly the budget will be incorrect 3 Scales for national and proposal currencies The tool supports a selection
21. ategories it may be necessary to enter the item more than once The only difference between the items would be the cost category selected For example transport costs may be allocated to the training cost category or to overheads In such a situation create a transport cost item under two separate headings and select different cost categories Note that cost categories cannot be subsequently changed in 29 Step 7 For each item define and type in the unit of measure in the Unit of measure column It is critical to ensure that the correct unit of measure is described as this will determine the value to be entered in Step 5 For example the unit of measure for staff salaries can be either earnings per month per quarter or per year Users should consider the need to enter appropriate target quantities during Step 7 when defining the units of measure as well as any directly related indicators TIP You can make the input cost list easier to read by minimizing headings that you do not need for the moment This will hide the subordinate cost items and make it easier to navigate through the input cost list To make the list of input items easier to read and administer it is possible to collapse or expand each heading and its associated input cost items To expand or collapse the list of input cost items under each heading right click on the heading and select either the Maximize category or Minimize category command from the command box I
22. ative control of the tool Step 2 General assumptions On this sheet the general assumptions applicable to the costing must be entered and include items such as the exchange rate between the local and reporting currency the unit of reporting the inflation rate and project start year A narrative section requires the description of contextual information for the planning and costing Step 3 Define the framework logical This step requires the user to define the logical structure for the programme or proposal Following Global Fund convention the structure includes goals objectives service delivery areas activities and sub activities Defining the logical structure must be largely complete before the costing can be started This sheet is known as the master worksheet Step 4 Define the unit costs required Once the logical structure has been defined the user is encouraged to list and identify not quantify all input cost items that will be required to cost the sub activities in the structure The input cost items must also be linked to a Global Fund cost category and the unit of measure described Step 5 Input costs and reference notes Next the user is required to enter a value for each input cost defined Where an input cost has been aggregated and a calculation is required a note can be inserted and referenced at this point in the process The note is completed in Step 6 It is also on this worksheet
23. by cost category To facilitate proper designation of cost categories the Global Fund s set of cost categories is included in the tool Each input cost must be assigned a single cost category Unless all the inputs in a sub activity fall under the same cost category it is not possible to assign a cost category to a sub activity or activity 3 5 3 Data input The input cost sheet can be accessed via Step 4 or Step 5 on the menu Both steps are completed on the same worksheet Step 4 provides for the identification of inputs and Step 5 facilitates the allocation of cost values to each input identified see Section 3 6 below Splitting the process in this way is beneficial in certain settings For example it may be possible to hand the list of defined input costs without values over to a procurement specialist with a request to research and enter the required values Users can also use Step 4 to consider whether input costs should be aggregated or not To access the input cost sheet click on Step 4 of the menu The input cost sheet is illustrated in Figure 3 11 below Figure 3 11 Defining the input costs on the input cost sheet WHO Budgeting tool Project Name Test Country HIV Aids Version Version 1 1 7 June 2010 Exchange rate ZAR to USD 7 50 aoe Unit of 2010 Price 2010 Price Lt Apply Description GF Cost Category basastmomert in USD in ZAR currency Inflation entered Billboards 2000 00 15 000 00 Pamphlets
24. cell 3 F2 Function The F2 button on your keyboard functions like the edit text function To copy text or values from an Excel spreadsheet to the tool select the cell in the source sheet and press the F2 button on your keyboard This enters the cell Then select the text or numbers to be copied from within the cell and use the normal Copy command Next place the cursor on the destination cell in the tool press the F2 button select any existing text and select the Paste command This process will copy the text or value only and not the format associated with the source cell Text or numbers can be copied from Word documents using the same procedures outlined above As with Excel the Paste Special or another method should be used to avoid copying and pasting formats from the source document into the tool If the normal Paste command is used in place of one of the above methods you will copy 12 formats and other embedded commands into the tool Often this will include a command to lock the cell When this happens you will no longer be able to change the content of that cell The edit text and F2 methods will paste text into the destination cell in addition to any text that already exists there To avoid this ensure that the existing text or values are selected before the Paste special command is selected The text or value being copied will then replace the existing text When formats have accidentally been copied into the tool
25. d it is important to include a screenshot or an accurate description of the error message in the email This will assist the support team to resolve the query To create a screenshot of the error message hold the Control key down and simultaneously press the Print Screen button on your keyboard Open a blank word document and paste the resulting snapshot of the screen Screen shots can be large and should be cropped and reduced to only reflect the error message before emailing To crop the screen shot right click on the image and select Show picture toolbar Click on the Crop icon and use it to crop the picture down to include only the part you 43 want to send Click on the picture and resize using the sizing buttons on the sides and corners of the picture Once the image has been re sized attach it to the email or copy it into the body of the email 4 2 Troubleshooting The tool may respond differently depending on which operating system is used e g Windows XP Vista or Windows 7 and the version of Excel you are using 2003 or 2007 In some cases there may incompatibilities in the software versions that may cause problems The following common errors may occur Possible solutions for these errors are suggested below 4 2 1 The programme or certain functions do not respond when try to use them This is may happen because the macros are not enabled To ensure macros are enabled you must adjust the security settings to the appro
26. d deals with the detailed work plan and budget functions The logical framework 22 component allows the core proposal team to define the planning elements in the proposal s logical framework This framework underpins the detailed work plan and budget which are developed at a later stage To complete the structure of the logical framework click on Step 3 on the menu The user will be transferred to the master work planning and budgeting sheet The structure of this worksheet reflects the hierarchy of planning elements described above goals objectives SDAs activities and sub activities When a blank version of the tool is opened it looks like figure 3 7 below Note that the initial version of the tool contains only one of each level of planning element i e one goal one objective one SDA and so on To develop a complete proposal framework users will need to add and occasionally delete move or insert the various elements of the structure The tool provides functions to do this Figure 3 7 Overview of master worksheet construction of the logical framework Goal 1 Enter goal name Objective 1 1 Enter objective name Activity 1 1 1 1 Enter activity name Activity description Enter description SubActivity 1 1 1 1 1 When a planning element is added all its subordinate planning elements are also added For example each time a goal is added a goal objective SDA activity and sub activity are added Only subordinate
27. e a cost per unit of output this can be achieved in two ways e Firstly if the note has been completed to calculate the total cost of the aggregate input then the total must be divided by the number of units to calculate the per unit cost In the cell Number of units below the note enter the number of units The last two cells bottom right hand corner of the note will then indicate the per unit cost in both the proposal and the local currency For example if the note calculates the total cost of a workshop for 50 people but the input cost required is a cost per participant then enter 50 as the number of units The cost per participant will then be transferred to the input cost sheet Steps 4 and 5 e Secondly amend the measurement units in the aggregate cost note to reflect the per unit cost In the example of the training workshop the measurement unit would be per participant Ensure that the quantity entered for each input is calculated as a per participant quantity For example if a facilitator is employed for five days and there are 20 participants the quantity to be entered next to that input cost is 0 05 This quantity is derived by dividing the single facilitator by 20 participants The frequency would remain 5 days for a 5 day workshop If the second method is used the Number of units cell must reflect a value of 1 which is the default value and must remain 3 8 Step 7 Define input cost items and quantities for sub activiti
28. efine input costs The definition of input costs is divided into two stages in the tool The first stage is performed in Step 4 This is the definition of the physical inputs required to implement a defined set of activities e g a vehicle Step 5 is concerned with defining the cost of each input identified e g 20 000 each 3 5 1 General approach to input costs This tool uses a single list of inputs and input costs to calculate the costs of sub activities Sub activities are constructed from the bottom up using detailed inputs as the basic building blocks Each detailed input and its corresponding cost can be used many times in any number of activities For example the input costs might include an entry for one international consultant and that cost may be equal to 500 per day This component may figure in several activities but the activity component and its unit cost data need be entered only once in the chart of accounts Figure 3 10 below illustrates this principle Input 1 and its corresponding cost are entered in Activity A and again in Activity B Input 3 is used in Activities B and C while Input 2 figures in all three activities 26 Figure 3 10 Input Costs For optimal use the tool requires input cost data to be standardized across different activities The same input cost must be used for all sub activities that make use of that input cost For example if an international expert will be recruited for 5 days for activi
29. ems in using the work planning and budget tool These problems may be caused by different issues and may in some cases not be related to the tool itself Some users questions may relate to how best to use the tool and others might relate to the functionality of the tool As a first step users should read the relevant section of the user s manual carefully to make sure that their use of the tool has been correct and that instructions have been carefully followed Also consider contacting other users of the tool who may have some experience to share Contacting other users is particularly useful to discuss issues relating to the best use of the tool For example discussing questions with colleagues about how best to structure the work plan and at what level to aggregate input costs will often generate the best solution As a second option consider the items described in Section 4 2 Troubleshooting below as a means of resolving the problem If neither of these approaches leads to a solution users should contact the support team for assistance For assistance please contact the help desk at help sdc co za with a detailed description of the problem and contact details A reply email will be sent within 24 hours of receipt providing a possible solution for the problem or acknowledging receipt of the email and indicating the way forward for resolving the issue Where a problem with use of the tool has occurred and an error message has been displaye
30. ency column enter the number of occurrences In the example below 40 hours quantity are required to do the research but the research is carried out only once frequency Once the cost ingredients have been defined enter the item value taking careful note of how the unit of measure has been defined The same logic and functionality described in Step 5 with respect to entering item values applies Enter a local currency item value except where a USD or Euro value is more appropriate As indicated above the total of the input cost calculation box will automatically be transferred to the input cost sheet Step 5 and there is no need to manually create a link Figure 3 14 Example of an aggregate unit cost calculation WHO Budgeting tool Project Name Test Country HIV Aids Version Version 1 1 7 June 2010 Step 6 Calculate input costs the composite event or process All input costs should subscribe to the same cost category NOTE 1 Product development Measurement Quantity Frequency 2010 Price 2010 Price Last currency 2010 Total 2010 Total Unit in USD in ZAR entered in USD in ZAR Research material per hour 40 00 1 00 66 67 500 00 Local 2 666 67 20 000 00 Deore 1 00 10 00 333 33 2500 00 Local 3 333 33 25 000 00 Test on focus groups group meeting Develop material per hour 100 00 1 00 75 00 562 50 Proposal 7 500 00 56 250 00 Local Note Total 13 500 00
31. ered corresponds to the currency in which costs are entered The currencies entered on the cover sheet will feed into additional calculations in Step 2 and beyond 3 2 4 Enter version number In developing proposals it often happens that several versions of the budget may exist It is useful to assign version numbers and dates to these to avoid confusion The tool provides a place to record and label different version numbers and dates on the cover page Simply enter a 18 new version number of your choice and date every time a new version of the tool is created Similarly a field is available to record the date of submission to the Global Fund 3 2 5 Annex number and name A printed copy of the detailed Global Fund proposal budget must be annexed to the main body of the proposal Given the long list of attachments that accompany the main proposal the printed budget must be clearly identified in the table of contents of the main proposal document The tool includes a feature to record the correct annex number and annex name When printing the tool from the cover page the cover page is included in the printout together with the annex number and name see Section 3 2 6 below Enter the annex number and name from the proposal table of contents into the green cells provided 3 2 6 Print the tool for submission The entire tool can be printed from Step 1 To print the tool click on the button labelled Print Model The tool will then gener
32. es This is the most complicated step in the process of developing the proposal budget Completing this part of the master work plan and costing sheet requires a team effort combing the programmatic knowledge of programme and M amp E staff together with the costing expertise of costing and budgeting staff Users should be prepared to spend considerable time on this step The basic logic underlying the master work plan and costing sheet is that the implementation of sub activities will consume resources The consumption of these resources generates costs In most cases several types of resources will be consumed and therefore generate different input costs for each sub activity In order to calculate the budget the tool multiplies each input cost item value by a target quantity for each period of the budget quarter This mathematical process can be represented by the statement v q m c where v Input cost item value q Target quantity m Expected inflation c Total budget value for that input cost item for any given period The variables v and r will have already been entered in previous steps In Step 7 the user must select the inputs and estimate the variable q the number of units of each input that will be 36 required for each sub activity for each budget period The aggregate of the budget values for all the input cost items under each sub activity represents the total budget requirement to implement the sub activity This b
33. ese values in the national currency column If the input is usually denominated or purchased with the proposal currency enter the value in the local currency For example items such as local salaries venue rental local travel costs office supplies utilities and local services are most often denominated and paid in local currency These items should be entered in the local currency However items such as international consultants imported supplies and equipment imported pharmaceuticals and so on may be denominated and purchased using USD or Euros The cost values of such items should be entered in the proposal currency It is only necessary to enter cost values for those cost items that are active No values need be entered for inactive inputs While the system will allow you to enter cost values for inactive inputs these will not be used in calculating costs and budgets 3 6 2 Exchange rates The exchange rate entered in Step 2 can be modified at any time Any modification to the exchange rate will trigger an automatic recalculation of the budget The budget is calculated by multiplying the proposal currency input cost value by the target 32 quantities entered in Step 7 When input cost values are entered in the proposal currency a change in the exchange rate will have no impact on the input cost value However when the input cost value has been entered in the local currency a change in the exchange rate will result in a change to t
34. ew of the user s manual the conventions used in the manual and the tool and instructions for installing and running the tool 3 Section 3 The bulk of the user s manual which provides detailed instructions for using the tool In order to improve the readability of Section 3 the following structure has been followed for each step e Introductory paragraphs that describe the logic and purpose of that step e Specific instructions for completing the step 4 Section 4 A troubleshooting section with a list of possible problems and solutions that may be experienced and contact details for technical support Where possible screenshots of the tool s workbook have been included to illustrate each step and assist in the learning and problem solving process The instructions frequently refer to headings or commands in the tool These are identified in bold as in Right click the mouse and select the Add note command from the command box Where the user is referred to menu options in Excel the menu items and commands have been highlighted in blue for example File gt Print Preview gt Print Throughout the document tips have been shown in blue boxes as shown below to assist in the execution of specific instructions TIP Build the early versions of the logical framework outside the tool while significant changes are still being made Once some consensus has been achieved with respect to the framework capture it in the tool
35. fort has also been made to create some visual consistency with the recently developed World Bank AIDS Strategy and Action Plan ASAP Activity based Costing tool which is aimed primarily at costing strategies and operational plans In keeping with the requirements of the Global Fund and most operational plans the tool is designed to budget an activity based structure It breaks quantity and costing data down by quarter for the first two years of the proposal and by year for years three to five All the data are included on one planning worksheet with totals by year and for the total duration of the project The programme generates summary sheets that include work plans and budgets as well as budget summaries by service delivery areas and cost categories The tool has been developed for use in costing HIV AIDS tuberculosis and malaria proposals but it is generic and can be used to develop and cost other plans and proposals as well This user s manual contains detailed instructions on how to use the tool It also contains a number of warnings about possible errors that may occur if the tool is not used correctly Failure to follow the instructions contained in the user s manual may lead to errors in using the tool and may result in an incomplete or incorrect work plan and budget Users are strongly advised to carefully read the entire manual before attempting to install and use the tool This tool is accompanied by a second tool designed to help
36. he input cost Any change in the exchange rate will cascade throughout the tool and result in changes to the overall budget figures 3 6 3 Apply inflation Users will occasionally find it useful to exclude some costs from the effects of inflation For example the prices of antiretroviral medicines can be expected to fall over time so it would be unrealistic to inflate those prices The same may be said of computer equipment communications etc This tool includes a feature to apply or not apply the default inflation rate to individual input costs Once the input cost item value has been entered go to the column labelled Apply Inflation and select Yes or No from the drop down list Selecting Yes will apply the default inflation rate to the input cost value over the period of the proposal Selecting No will result in an input cost value that is static from one year to the next De activate the default inflation rate for input cost items that are not expected to increase in price during the proposal period 3 6 4 Notes In certain cases it is possible to define a single recurrent cost item that aggregates a number of input costs This will be explained further in Step 6 below This step requires the user to create a cost calculation note reference To create a cost calculation note reference place the cursor in the row of the input cost item in the column with the heading Note Right click the mouse and select the Add note command from the comm
37. heet using the normal Copy command Then place the cursor in the destination cell In Excel 2007 select the Paste drop down list on the Clipboard group on the Home tab Then select the Paste Special command and click the Text or Values button Do not select the All or Format option buttons Under the Operations heading select None Click on OK and the value of the cell will be pasted without the formats In Excel 2003 the Paste Special command can be selected from the right click command box or from the Edit function Note that the Paste Special command is frequently not available from the right click command box in the tool as the command box is often used to locate and execute many of the tool s macros The Paste Special function also works to copy and paste multiple cells at a time 2 Excel cell edit text function The edit text function allows you to enter a cell and copy or paste text within the cell without copying and pasting formats or other commands To copy text or values not formulas from an Excel spreadsheet to the tool e g an activity description select the cell in the source sheet and double click Select the content to be copied from within the cell and select the Copy command Next place the cursor on the destination cell in the tool double click on the destination cell select any existing text and select the Paste command This process will copy the text or value only and not the format associated with the source
38. hod for constructing a proposal is to collect portions of the proposal from various sub recipients implementing agencies or geographic areas This may result in different input cost estimates for the same cost items being received from different implementing agencies or geographic areas 30 In some cases these discrepancies may be justified For example the cost of renting a venue for a workshop may vary based on its size quality or location and the choice of venue may depend on the number of participants Similarly the cost of hiring an international consultant may differ depending on his or her level of expertise place of residence travel costs and so on However if the unit costs estimated by different sub recipients or implementing agencies differ substantially for no apparent reason this may indicate that errors have been made or that some cost estimates are unrealistic In such cases users should carefully examine the cost data to identify and correct the source of the discrepancies Accurately reflecting differences in input costs in the input cost sheet presents a challenge for users The right balance must be struck between a legitimate differentiation of input costs and keeping the set of input costs to a reasonable size In most cases the preferred method is to arrive at an average cost that reflects the average cost of the item based on the best available information However when there are obvious and significant differences in
39. l of the destination worksheet and in Excel 2003 select the following commands Edit gt Paste Special gt Values Ensure that the cursor remains on the top left hand cell of the worksheet and then select Edit gt Paste Special gt Formats In Excel 2007 after copying the report click on the Paste drop down list from the Clipboard group on the Home tab and select Paste Special Select the Values option and click OK Repeat the process but select the Format option and click OK Before printing the worksheet check all the columns to ensure that these are wide enough to display all the text and values Adjust other formatting as required set the print preferences and print the report As an alternative to printing report in Step 8 the entire tool can be printed from the cover page in Step 1 See Section 3 11 for details 3 10 Step 9 Other reports A number of other reports have been included in Step 9 These include the reports shown in the menu options in Figure 3 18 below A brief description of each report follows below To print these reports follow the instructions as outlined in Step 8 above or alternatively print the entire tool from Step 1 see Section 3 11 below Figure 3 18 Other reports menu Detailed budget for years 1 5 Unit costs detailed assumptions Unit cost calculations Proposal workplan 41 3 10 1 Detailed budget The detailed budget shows the master worksheet at sub activity level and all
40. lick commands Activity Options Add new activity Insert new activity Move activity up Delete activity Maximize activity Minimize activity SubActivity 1 1 1 In much the same way the right click menu can be used to either expand or collapse the item selected For example if the cursor is placed on the objective row and the collapse command is selected the SDAs the activities and sub activities will be collapsed and will no longer be visible This functionality exists at all levels of the logical framework It is therefore possible to start reviewing the master worksheet with only certain planning elements visible Figure 3 9 Functionality of various commands A new planning element or group of planning elements will be placed at Add the bottom of the current list of planning elements i e if a new activity is added it will be placed as the last activity within that SDA A new planning element will be inserted immediately below the item Insert selected The selected planning element will be moved up one level in the structure Move up i e if an objective is moved one level up it will be placed above the previous objective An activity will be placed above the previous activity and so on The selected planning element will be moved down one level in the Move down structure i e if an objective is moved one level down it will be placed below the following objective An activity will be placed below the
41. m the various sectors HIV AIDS councils and programmes and or other stakeholders should be involved All core team members should participate in the initial planning discussions and be involved at key stages of the proposal development process Team members should have a good understanding of the workings of the tool and the dependencies between the various components of the tool The table in Figure 2 4 below highlights the types of staff who should be involved in completing each step of the tool It is not appropriate to expect the costing or finance professional to complete the costing tool alone Figure 2 4 Type of staff required to complete the tool Step Type of Staff Cover sheet and general assumptions Programme and financial Develop programme logical structure Programme M amp E and financial Define required input unit costs Financial Calculate and finalize input costs Financial Enter sub activity input cost items Financial and programme Enter input cost targets Program andM amp E Review total costs Management Reporting Financial and programme 3 Detailed instructions for completing the tool 3 1 Overview In designing the tool every effort has been made to encourage the user to complete a defined 14 series of steps that will lead to the completion of a logical programme or proposal structure that is accurately costed In order to achieve this the user must follow a menu driven sequence of steps that require the completion of
42. me will generate an error message see Figure 2 3 below Elsewhere in the tool destination cells may be protected Pasting into these protected cells will generate an error message as this action will attempt to override protected formats Figure 2 3 Error message for a protected cell Microsoft Office Excel The cell or chart that you are trying to change is protected and therefore read only To modify a protected cell or chart first remove protection using the Unprotect Sheet command Review tab Changes group You may be prompted for a password It is strongly recommended that the user enter the data directly into the tool cell by cell However there may be cases where users may wish to cut or copy text from Word documents or other spreadsheets and paste it into the tool Most steps in the tool can accommodate this but some difficulties may be encountered when using this technique 11 TIP The model works best when data are entered directly into the model Copying and pasting can result in errors Users are advised to enter data manually and to avoid copying and pasting To avoid such problems only the content of a cell should be copied without formats or other embedded commands There are a number of ways to do this 1 Paste Special function recommended To avoid pasting formats and other commands from the source cell you may use the Paste Special command To do this copy the cell from the source s
43. n the same way select the Show all or Minimize all categories commands to show all input cost items under all categories or hide all input cost items respectively In Figure 3 8 above the Human Resources heading has been expanded and the Technical and Management Assistance and Training headings have been collapsed In much the same way it is possible to show only all inactive input costs or show only active input cost items by selecting the respective commands Once the worksheet has been completed it can be printed or copied electronically and used to source input cost values for defined items This may require giving certain sections of the input cost sheet to various relevant government departments a procurement agency or other reliable source of costing data that can assist by entering the value for each item identified For example the Human Resource section of the worksheet can be given to the salaries department in the Ministry of Health for completion Where this process is well managed and coordinated significant efficiencies can be achieved 3 5 4 Additional guidance on defining input costs The benefit of a single input cost approach is that it provides a smaller number of more uniform input cost items upon which to build the cost estimate It also requires a careful examination of input cost data and helps to ensure a certain amount of consistency in costs across different implementing agencies or geographic locations A common met
44. ng the input cost sheet in Steps 4 or 5 For each sub activity only one input cost item row will initially be visible To add an additional input row place the cursor on an input cost item cell in the column that reads Input cost component next to the sub activity that is being costed Right click and select the Add new sub activity input cost command from the list of commands in the command box see figure 3 15 below Enter the number of input cost items to insert in the dialogue box and click OK Repeat the process of selecting an input cost item from the drop down list as described above To insert an input cost item place the cursor on the input cost item cell above the location where the input cost item must be inserted Right click the mouse and select Insert new sub activity input cost from the list of commands in the command box Enter the number of items to be inserted in the dialogue box and click OK A new input cost item will be inserted below the cursor position To delete or move up or move down an input cost item repeat the process above and select the correct command from the command box 37 Figure 3 15 Input cost item commands in the master work plan and costing sheet Sub Activity Options Add new sub activity unit cost Insert new sub activity unit cost Move sub activity unit cost up Move sub activity unit cost down Delete sub activity unit cost To reduce the incidence of HIV in
45. no dependents and are not required inputs for subsequent calculations Figure 3 4 General assumptions table WHO Budgeting tool Project Name Test Country HIVIAids Version Step 2 General assumptions Basic Data Country Start year for projection Local currency Scale for local currency Local currency to USD rate e g ZAR 8 00 USD 1 Proposal currency Scale for proposal currency Inflation rate per annum Productive days in work year Productive hours in workday 1 The tool uses the default inflation rate to inflate the proposal budget over the proposal period The inflation rate should be the estimated inflation rate in the proposal currency It is assumed that the difference between proposal currency and local currency inflation rates will be perfectly offset by changes in the exchange rate 20 3 3 2 Context for the budget The tool also includes a facility to enter general contextual information for the budget such as economic and political issues institutional and regulatory arrangements etc To enter contextual narrative information double click anywhere in the Context for the Budget rectangle located below the general assumptions table The rectangle is an embedded MS Word document and information can be entered as if working with a Word document Once complete place the cursor outside of the rectangle and click the mouse to return to Excel mode 3 4 Step 3 Define the logical framework The tool is ba
46. nsigned macros are automatically disabled Medium You can choose whether or not to run potentially unsafe macros E Low not recommended You are not protected from potentially unsafe macros Use this setting only if you have virus scanning software installed or you have checked the safety of all documents you open No virus scanner installed cael _ In Excel 2007 a security warning will appear above the worksheet To the right of the warning is an Options button Click on the Options button and then click on Enable this content Then click on OK The procedure needs to be repeated each time a workbook is opened as macro settings sometimes change when the workbook is closed In Excel 2007 it is possible to enable all macros permanently in the trust centre see Figure 2 2 below This is not recommended as it may result in the execution of unauthorized code Should you however wish to do so then click on the Office button the round button at the uppermost left corner of the worksheet and go to Excel options gt Trust centre gt Trust centre settings gt Macro settings Check Enable all macros and finish by clicking OK Figure 2 2 Enabling macros in Excel 2007 soar yp J wwe ee z tias F mo 2a Clipboard Alignment Number Editing Wo Security Warning Macros have been disabled Options B1 fe K World Health Microsoft Office Security Options y Organization Dur co
47. nt RAM Random Access Memory SDA Service delivery area WHO World Health Organization 1 Introduction The Work Planning and Budgeting Tool referred to as the tool in this document has been developed by WHO to assist countries in developing funding applications to the Global Fund to Fight AIDS Tuberculosis and Malaria referred to as The Global Fund in this document It has been updated and revised in preparation for Round 10 proposals The main purpose of this tool is to facilitate the development of well structured work plans and accurately costed budgets for Global Fund proposals and to express these in a format acceptable to the Global Fund The tool is designed to make the planning and costing exercise more automated accurate and user friendly Many of the functions associated with the development of the work plan and budget are automated and cost calculations are protected to avoid errors and omissions Above all the tool is designed to promote consistency between the proposal work plan and the detailed budget and aims to improve the overall quality of Global Fund applications The model design has been based on a review of best practice design concepts developed from a review of existing models including the costing template developed by the Global Fund for Round 8 and 9 applications and after consulting with a number of costing consultants government officials and other professionals involved in costing funding proposals An ef
48. nvention applies Security Alert Macro data Sted references data er Project Name Version and date Macro Macros have been disabled Macros might contain viruses or other security hazards Do Sted contains the result not enable this content unless you trust the source of this file Date of submission trustworthy source You should leave this content disabled unless the Warning It is not possible to determine that this content came from a content provides critical functionality and you trust its source More information File Path C el Beta version 25 Nov 09 Copy of Costing Tool Version V1 0 BETA 2 xls Help protect me from unknown content recommended 5 Enable this content Open the Trust Center Cancel o 2 2 4 Selecting your language The tool is available in English French or Spanish The first time the tool is opened the user will be prompted to select one of these languages From the drop down menu select the language in which you would like to complete the tool Once a language has been selected the headings and instructions in the tool will be translated into your language When the tool is opened subsequently you will be taken directly to the workflow menu Please note that the tool currently does not support changing the language once the initial selection has been made 2 3 Conventions used in the tool 2 3 1 Protection The tool contains numerous macro
49. of scale units 19 thousands millions to simplify large numbers When units are selected the cost figures are expressed in units of national or proposal currency units When thousands are selected the numbers are expressed in thousands of currency units and so on This option can be selected independently for local and proposal currencies Click on the green field for scale of national currency and select the scale from the drop down menu for both national currency and proposal currency reports from the drop down list The selection of scale will be used in the tool and reports 4 Inflation rate Enter the average estimated inflation rate in the proposal currency for the period of the budget in the cell provided The entry must be made in percentage points e g for 5 8 enter 5 8 not 0 058 This rate will be used as the default inflation rate in the costing tool If no inflation is provided for then a zero must be entered here In Step 5 the user can choose whether or not to apply the default inflation rate for specific input cost items Not applying the inflation rate means that the item will not be inflated 5 Productive work time The data categories Productive days in work year and Productive hours in work year require information on the standard number of working days per annum and hours per day These fields are optional but may be useful where input costs require the calculation of a human resource component These cells have
50. or each planning element enter the name of the planning element For each sub activity enter a reference to a previous funding source or sources where the activity is ongoing and the name of the institution responsible for implementation in the respective columns Select the type of institution from the drop down list in the Implementing Entity Type column These are all optional fields but diligent completion of these fields provides for more meaningful analysis once the budget is complete The directly related indicator can also be entered at a later stage once the monitoring and evaluation framework has been completed This facilitates a link between the performance framework and the work plan and budget Click in the appropriate cell in the Title or Directly Related Indicator columns and type in the required information For activities enter a brief description of the activity in the space provided If an SDA has been added select the correct SDA from the drop down list This list will reflect the SDAs applicable to the disease selected on the cover page above in Step 1 See also Editing the SDA List below TIP Build the early versions of the logical framework outside of the tool while significant changes are still being made Once some consensus has been achieved with respect to the framework capture it in the tool This limits the amount of editing of the structure within the tool Complete the structure as far as possible in the
51. p down menu The selection of the disease component will generate the appropriate drop down list for disease specific service delivery areas SDAs in the master worksheet This drop down list is used for selecting SDAs when developing the logical framework 3 2 3 Enter currencies The tool requires three currencies to be entered 1 Proposal currency this is the currency in which the proposal is to be denominated The Global Fund requires that proposals be denominated in either USD or Euros Select the proposal currency from the drop down list 2 Local currency Enter the name of the national currency 3 Report currency Enter the currency in which you would like to have reports generated For Global Fund proposals this would normally be the same as the proposal currency However countries may find it useful to have reports generated in their local currency as well The tool supports entering cost data in a mix of the local and proposal currency In Step 2 the user is guided to include an exchange rate that will calculate the conversion of local to proposal currency and vice versa The currency fields can be changed at any time during the creation of the budget and the new currency names will be reflected in the tool However no automatic conversion from one currency to another takes place This can only be done by changing the exchange rate in Step 2 Users must therefore take care to ensure that the name of the currency ent
52. ped it is important to define and group activities in such a way that these can easily be related to the detailed output indicators For example a sub activity might comprise a series of training courses for community outreach workers The primary output might be a trained cadre of X community outreach workers The input costs might include salary and subsistence allowance for the trainers and support staff adaptation and reproduction of training materials purchase of audio visual equipment travel and subsistence for the participants rental of venue and so on 3 4 1 Numbering convention All numbering in the tool is created automatically according to the convention described below As the logical framework structure is edited and amended it updates the numbering Users should not attempt to manually number the planning elements In the table in Figure 3 6 below the last column reflects the numbering that will be visible in the tool Figure 3 6 Numbering convention Goal Objective SDA Activity Sub activity Planning Element Number 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 2 1 LEA 1 1 1 2 2 1 1 1 2 2 1 2 1 1 1 TNA 2 1 3 5 3 21353 3 4 2 Constructing the logical framework The master work plan and budgeting sheet must be completed in two parts The first is accessed via Step 3 and is the construction of the logical framework The second part is accessed via Step 7 an
53. planning elements are added i e those below the added planning element in the planning hierarchy described earlier Superior planning elements are not added For example when an activity is added the subordinate sub activity will also be added but not the SDA objective or goal Adding an SDA results in the addition of an SDA activity and sub activity but not an objective or goal The same conventions apply when deleting moving or inserting planning elements 3 4 3 Changing the framework structure Planning elements may be easily manipulated through the right click function on the mouse To add insert move or delete a planning element place the cursor on the row of the planning element you wish to change and right click A menu will appear that contains a number of options Simply highlight the appropriate action and left click The tool will automatically perform the required function and renumber all the planning elements automatically There is 23 no need to manually adjust the numbering in the structure The list of commands in the menu evolves automatically as planning elements are added or deleted When only one planning element exists for example the Move commands are disabled because they are not relevant The list of commands in the command box is illustrated in Figure 3 8 below Each command is described in more detail in the table in Figure 3 9 below Figure 3 8 Edit the structure of the logical framework right c
54. priate level before opening the workbook To do this you must close the workbook and then enable the macros in the workbook as described in Section 2 2 3 Enabling Macros in this manual 4 2 2 The tool is slow to respond and functions such as report printing take a long time This tool contains a large amount of data and requires considerable system memory and processing capacity It may take considerable time to run some functions even when the tool is functioning perfectly The tool becomes slower when populated with a large amount of programme and cost data Some complex functions e g updating the master worksheet generation of reports adding planning elements may take 20 30 seconds to run in a fully populated tool If the tool is consistently taking longer than expected to process routine tasks such as adding planning elements or generating reports it may indicate that there is a problem This may result from using a computer that does not meet the recommended specifications e running the tool in parallel with other complicated spreadsheets or e using a corrupted spreadsheet To address a slow response first ensure that the computer being used meets the specifications described in Section 2 2 1 above To check go to Start gt Control Panel gt System and security Click on System and check to see that your computer has at least the capacity outlined below Item Capacity Requirements Excel Excel 2003 or late
55. r Operating system Windows XP Vista or Windows 7 Processor Pentium 4 or better Processor speed 1 69 GHz or better 44 RAM At least 512 MB To check computer specifications in Windows XP go to My computer gt Control Panel and click on System and then on the General tab If you are using Windows Vista or Windows 7 you should have a more recent processor core duo and at least 3 GIG of RAM If these specifications have been met try shutting down other spreadsheets and applications running while you are using the tool Consider also the programmes that are launched during start up and in consultation with your systems administrator establish whether some programmes can be disabled If these measures do not solve the problem contact technical support 4 2 3 The totals in the summary budget reports do not match each other The summary budget reports use look up commands to search for and match entries for Cost Category and SDA and then return values for these in the budget reports Values will not be returned if nothing is selected in these categories and the summary budget reports will therefore not match the total value of the proposal budget To ensure the budgets are correct take the following steps 1 To ensure that the summary budget by cost category is correct make certain that you have selected a cost category for each detailed cost component in the input cost sheet Step 4 2 To ensure tha
56. re 3 17 below 39 Figure 3 16 Summary reporting menu Figure 3 17 Budget by cost category and budget by objective and SDA reports Budget by Cost Category This section is using the GF cost categories 2 1469416 1 489 416 137341 82 377384 288 200 299 20 i 167282 1200 722 1217 40 21 73 478 73 479 73 47 4 120 181 d wl O p_ a o aloja aINI N als NIN NNN o N a X 29 776 St A O ee 583029 o oo alan DH olson Ss 2 S X T194 444 27 388 348 42 768 98 Budget by Objective and Service Delivery Area To expand access to appropriate care support and WW tr nt ARY and monitoring appropriate care support and Prophylaxis and treatment 2 95 972 000 992 000 1011000 treatmen for opportunistic infections To print the report in the default format use conventional Excel print commands e g File gt Print Preview gt Print Alternatively you may copy the entire report onto a worksheet in a new workbook where the formats can be changed and adjustments made to suit the user before printing If reports are being copied into a separate workbook it is important to only copy the values across and then the formats in that order To copy the report across to a new workbook select the entire report to be copied and click on 40 the Copy icon in the toolbar or go to Edit gt Copy Next place the cursor on the top left hand cel
57. reports non financial reports The tool has currently been set up to print a work plan report 3 2 Step 1 Cover sheet details In this step complete the cover sheet with general proposal related information see Figure 3 3 below for an example Completion of the cover sheet is important as the project title and details are automatically reflected on all the subsequent worksheets Figure 3 3 Cover sheet example Workplan and budgeting tool Project title WHO Budgeting tool Report currency Proposal Version and date Version 1 1 7 June 2010 Date of submission 20 August 2010 brose e Annex number Annex name Detailed Global Fund budget 3 2 1 Project title and country On the cover sheet enter the title of the project and the country submitting the proposal Select the proposal disease component and the reporting currency from the drop down list by placing the cursor in the appropriate cell Enter the version number and date as well as the required date of submission in the empty fields provided for this purpose Where the work plan 17 and detailed budget are annexed to the proposal document enter the correct annex number in the smaller table below the main cover sheet table 3 2 2 Component To select the disease component click on the green field to the right of the Component heading Click on the drop down arrow and select the disease component or health systems strengthening HSS from the dro
58. s users are requested to take a screen shot of the error and email the error message to the support team as described above in 4 1 If this is not possible the programme has frozen please document the error message and number for inclusion in an email Users should note carefully what they were trying to do in the tool when the run time error occurred As a possible solution run the tool on another computer to establish whether the same error occurs on that computer If the error is caused by incompatibility of software on a particular computer then this may solve the problem and facilitate further work with the tool Users are reminded to keep regular backups of their proposal budgets to minimize the possible loss of data that might result from a run time error 46
59. s and formulas and it will return incorrect results if these are changed or deleted The tool is protected to prevent inadvertent deletion or corruption of macros and formulas during data entry This protection may restrict the flexibility of the tool in certain instances and imposes some limitations on users The stability and accuracy of the tool is 10 however significantly improved as a result 2 3 2 Colour coding In an effort to assist users colours have been used to indicate where data must be entered where data have been calculated and where a result has been generated The following colour codes apply to the tool Data must be entered or selected from a drop down list Data have been entered or selected on at least one occasion Data have been calculated by the tool or are derived from elsewhere in the tool No data entry needs to take place in these cells which have been protected from further changes In the reports results from the tool are reflected in a white field and are protected 2 3 3 Copying and pasting The tool has been designed to facilitate direct data entry where input data is required It has not been designed to facilitate the pasting of lists of data or multiple cells from a source spreadsheet Copying and pasting data may create errors or other problems In some sheets the insertion of data into a cell activates a macro and attempting to copy and paste more than one cell at a ti
60. sceseeseessaaaees 10 Figure 2 3 Error message for a Protected cell ccccccccssssssccccccssssssscescccssesssssesccccsssssusceeecescessesssssscecesesesaaeees 11 Figure 2 4 Type of staff required to complete the tOO cccccccccssscscccsssessscsccesssensssccscessseeeeenaseceeceseessaeees 14 Figure 3 1 Tool menu outlining key StODS ccssccccccccesessssscssccsssesssceseccssessseeesccsseensuseeassecceseesaessesseseesaaeees 15 Figure 3 2 Overview of steps required to complete the tool sscccccccessssssscccccssessssccsccessesssnssssscsccesssessneees 16 Figure 3 3 COVEF SNCEE CXOM DIC vecscscceszscevduventeakscatiabewoecegseecthsben teagssestetelcnade estiaeevacvenesd edulis Dag cotbvddueceeteces 17 Figure 3 4 WHO hierarchy of planning elements the logical framework uu csceessssccccsesssssscsscessesesetanees 21 Figure 3 5 NUMBELrING CONVENTION ireen orea eie a e A E a A a ETER aoii 22 Figure 3 6 Overview of master worksheet construction of the logical frarMeWOFK sssssccceeeeessssseees 23 Figure 3 7 Edit the structure of the logical framework right click commandsS 1sscccccceeeesssescceseeeeensssnees 24 Figure 3 8 Functionality Of various COMIMANAS cssecessscssccsesesssscesecesesesssecsscesseensuseesseeceeseeesaaesecseseesssaaees 24 Figure 3 9 INPUE COSUS va ciceccccedcscescec sadedeueteunsesutecddes ive dusdedtndeteletadgavuckeuarvucctdectsdetsddecsuedcdedth svaluncduvandactetosenctbeces 27 Figure 3
61. sed on the planning structure most often recommended by WHO for structuring Global Fund proposals for HIV AIDS This structure is based on a hierarchy of planning elements that cascade down from goals to objectives SDAs activities and sub activities Input costs and quantities are entered at the level of sub activities This structure is equally applicable to any logical planning framework The logic is illustrated in the schematic in Figure 3 5 below Figure 3 5 WHO hierarchy of planning elements the logical framework Goals 1 5 per proposal Sub activities 1 5 per activity Input costs Can be sever activity 21 The tool is flexible enough to accommodate activities and sub activities at any level of detail However it is important that proposals be internally consistent in defining these planning elements All activities and detailed sub activities should be roughly similar in content and level of detail For the best results construct the proposal logical framework from activities and sub activities that contain a relatively high level of detail For the purposes of this tool activities and sub activities can be most usefully defined as a set of actions that consume resources and result in a desired primary output A primary output is the first discrete level of output that can be combined with other outputs in a service delivery area to help achieve objectives and goals Where a results based framework has been develo
62. st calculation notes Each time a cost calculation note reference is created in the input cost sheet during Step 5 a blank input cost calculation box is created in Step 6 with the same reference note designation In Step 6 the user is required to develop the calculation of each aggregate input costs The format of the cost calculation note is standardized but the content of the note is flexible The user is free to enter any input along with the measurement unit frequency and price An example of the standard format of such a calculation is provided in Figure 3 14 below In this example the user has calculated the cost of developing communication material The total reporting currency value will be transferred to the input cost sheet Step 5 next to the note reference In order to add rows to the input cost calculation note place the cursor on the note below the headings and right click the mouse Select the Insert rows command and in the dialogue box enter the number of rows to be inserted In this way the note can be expanded to the required size To delete a row select the row and right click the mouse Select Delete row from the command box To delete the entire note it is necessary to go back to Step 5 and delete the note from the input cost sheet see above 34 In the input cost calculation box describe each input and its measurement unit In the Quantity column enter the number of units of the input required and in the Frequ
63. t of the worksheet This field can also be used to enter notes or assumptions that refer to the input cost item value 3 7 Step 6 Calculate input costs As mentioned during Steps 4 and 5 the user may define input cost items that comprise an aggregate of more than one input cost A typical example might be the cost of training a trainee for one day This input cost comprises the sum of the cost of the facilitator venue hire meals travel allowances and training material To arrive at the cost of training a trainee for a day the total aggregate cost must be divided by the number of trainees in the training workshop Instead of listing each input for training every time similar training takes place it is much easier to calculate this just once and to use the cost for training per person per day In the tool the detailed calculation is referred to as the cost calculation note and is completed as part of Step 6 This step is useful to simplify the budgeting process and to avoid the need to enter an identical set of inputs multiple times It also provides the user and reviewer of the budget with the detailed calculation of the aggregate input costs This level of detail is also necessary once implementation is initiated and a more detailed budget must be prepared If a cost calculation note is used it is very important that the measurement unit in Step 5 accurately reflect the measurement units of the cost calculated in the note 3 7 1 Using the co
64. t the summary budget by SDA is correct make certain that you have selected an SDA name for each set of activities under an SDA in the master work plan and costing Step 3 4 2 4 have pasted data into a cell and now cannot change it This may occur if the procedures outlined in Section 2 3 3 are not followed when copying and pasting data If the simple copy and paste functions are used you may inadvertently copy formats as well as a cell lock into the tool Since the workbook is protected you will not be able to change the data in the cell subsequently If this happens you will need to e mail the tool to technical support Specify which cells in which worksheets i e which steps need to be corrected The technical support team will make the necessary corrections and send the corrected tool back to you 4 2 5 When I perform a certain function a run time error message appears Run time errors usually occur when a macro is running and an error occurs during the execution of the macro Many different types of run time errors exist and range from minor errors that do not affect the functioning of the tool to more serious errors that can result in the programme freezing and possible loss of data Run time errors may relate to errors in the coding of macros 45 but in other cases they may relate to the incompatibility between software i e conflict between the operating system and the version of Excel being used When a run time error occur
65. tep 2 To enter a cost value go to the headings for Year Price in USD Euro or Year Price in local currency Enter a cost value in either the proposal currency or the national currency for each input cost item When a value is entered in the proposal currency the national currency value is automatically calculated shaded in green in Figure 3 13 below The same applies when a value is entered in the local currency it is automatically converted to the proposal currency It is not possible to enter values for both proposal and national currency The programme will 31 use only the last value entered and translate that value into the alternative currency In the column Last currency entered the tool will automatically indicate in which currency the input cost value was entered Figure 3 13 Inserting values and source data for defined input costs Unit of 2010 Price 2010 Price i tn 5 Pdassi P Measurement an USD in ZAR currency nflation ource 0 ata f assumption 2 000 00 lt per sheet Local Yes a acer ere Local No PT Local No TT TIP Enter cost values in either the proposal currency or the national currency but not both The alternative currency is calculated automatically using the exchange rate entered in Step 2 Input cost values should be entered in the currency that is most often used to denominate and or procure that input If input cost items are usually procured with national currency then enter th
66. that the user will decide how the item will be affected by inflation Data sources must be carefully documented for each item Step 6 Calculate costs the input Where possible the user is encouraged to calculate aggregate input costs that are then transferred to the actual input cost sheets These input costs calculations are presented on a separate sheet and only the total is transferred to the input costs sheet A blank note is created and automatically referenced during Step 5 Step 7 Enter the sub activity targets and input costs On the master worksheet the user is required to select input costs from a drop down list for each sub activity until the sub activity is fully costed A brief description of the activity will guide the selection of input costs The cost category unit of measure and value will be automatically transferred from the input cost sheet A separate column is however provided for additional notes and assumptions relating to the costing of the sub activity Importantly the user must also enter quantities for each of the input cost items selected 16 Step 8 From this menu item it is possible to print the financial reports that Financial reports are required by the Global Fund In addition a report is provided showing values by activity which is useful for presentation and analysis purposes Step 9 This reporting option provides the user with the option of printing Non financial
67. to see that your computer has at least the capacity outlined below Item Capacity Requirements Excel Excel 2003 or later Operating system Windows XP Vista or Windows 7 Processor Pentium 4 or better Processor speed 1 69 GHz or better RAM At least 512 MB For best results it is recommended that the tool be used only on a computer with a new generation duo core processor and at least 3 GB of RAM Many other settings and Windows set up options influence the capacity and speed of any computer Please consult an expert to ensure that these have been set to maximize the processing speed and performance of your computer Requirements may also change depending on the operating system you are using Windows Vista or Windows 7 require more than the minimum capacity specified above With these operating systems the tool may not operate with less than 3 GB of RAM The tool requires a relatively large amount of memory and processing power to operate The system requirements increase significantly as the tool is populated with data Some functions such as updating the master work plan or generating reports may take 10 15 seconds in a fully populated version of the tool Users should be patient and wait for these processes to finish before attempting further entries It is not recommended to run more than one version of the tool at the same time on the same computer or to operate it together with other complicated software
68. tool before commencing with the other steps required to populate the tool A logical framework that keeps changing will lead to inefficiencies 25 3 4 5 Selecting service delivery areas The Global Fund requires that proposals be developed in terms of SDAs The SDAs define the broad areas in which activities occur and contribute to achieving objectives Budget summaries are required to be presented by SDA The tool includes pre defined sets of SDAs that are consistent with the SDAs recommended by the Global Fund Each disease component and HSS has its own set of SDAs that are generated automatically depending on the disease component selected in the cover page To select an SDA click on Select SDA from list A drop down arrow will appear to the right of the cell Simply click on the arrow and select the appropriate SDA from the list WHO recommends that countries try to limit themselves to the use of the pre defined SDAs whenever possible These have been approved by the Global Fund and will be easily recognizable to the Technical Review Panel which reviews the proposals However it may occasionally be necessary to add an additional SDA to the list of Global Fund approved SDAs To add a new SDA to the drop down list right click on the mouse and select List Add from the command list You will then be required to enter the name of the new SDA Place your cursor on the SDA row and select the new item from the drop down list 3 5 Step 4 D
69. ty 1 1 3 1 another for 10 days for activity 1 5 3 6 and yet another one for 15 days for activity 2 1 3 5 the same input cost figure should be used In other words assuming that the international experts referred to above have similar skill levels then the same daily rate must be used and multiplied by the number of days In order to achieve the above consistency the tool accommodates all input costs on a single input cost sheet The master worksheet refers back to the input cost sheet to retrieve input cost data The tool can accommodate input cost data at any level of detail but it is recommended to provide for input costs at the lowest level of each input cost unit Examples of input costs include one salary day for consultants one salary day or month for regular staff one day for venue rental one day of per diem and allowances for workshop participants one airfare one vehicle one dose of medicines and so on However where several input costs can be combined to arrive at an aggregate input cost then use of aggregated input costs is encouraged see Step 5 Note that this function can be used only if all input costs can be included in a single cost category see below 27 3 5 2 Cost categories The Global Fund requires that costs be classified according to a pre defined set of cost categories such as human resources communication materials infrastructure and other equipment and so on The budget summaries must be presented
70. udget requirement is presented by budget period and in the aggregate over the five year time horizon of the proposal Step 7 is the final step in developing the budget proposal This step brings together the information provided in previous steps to finalize the master work plan and costing sheet Once this step is completed the master work plan and budgeting sheet will contain all the information required to cost the proposal in one spreadsheet Budget values are automatically calculated from this spreadsheet and reports can be printed in Steps 8 and Step 9 3 8 1 Selecting inputs It is most constructive to complete the costing of the logical framework one sub activity at a time For each sub activity in the logical framework consider what inputs will be required to implement the sub activity To select an input place the cursor on the green cell next to the sub activity description in the column Input cost component The default description of the green cell referred to is Select input cost from list From the drop down list select the correct input cost item The tool will automatically transfer the measurement unit the cost category and the input cost item value into the master worksheet TIP Only the active input cost items see Step 4 will appear in the drop down list The drop down list appears in alphabetical order under each heading A heading cannot be selected These items can only be changed by going back to the menu and accessi
71. users compile lists of drugs and other commodities for antiretroviral therapy see Annex A for the quantities tool The final report generated by the quantities tool is similar in format to Attachment B of the required Global Fund proposal documentation and can be submitted with Global Fund proposals Currently this tool is available only for the HIV component Both the work planning and quantities tools and their accompanying user s manuals are available in English Spanish and French The tools contain an option to select the language of the tool when it is installed Subsequent changes in the language are not possible 2 The user s manual in brief 2 1 The user s manual The purpose of this user s manual is to provide the user with instructions to install and correctly use the tool The user s manual can also assist users to resolve problems that may occur Although the tool has been designed to lead the user through the various steps to complete the work plan and budget detailed instructions are only contained in the user s manual The user s manual must be read completely before the tool is installed and used Failure to do so may lead to incorrect completion of the tool and may result in a work plan and budget that contains errors The user s manual comprises four sections 1 Section 1 An introduction which provides a brief background to the development of the tool and its primary purpose 2 Section 2 An overvi

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