Implementing Service Provider AIPHSS Annex 3 |
Diagram below gives a summary picture of the above steps in a one-year period cycle:
C. FUNDING ON ACTIVITIES IN PROVINCIAL AND DISTRICT
The activities are conducted based on the work plan, approved by TWG and PSC. If there is an activity not according to work plan, it should be approved first by TWG and CPMU prior being
requested for funding and executed. Activities conducted according to the work plan in the Provincial and Districts can be categorized into
3 three types: 1
Meeting Training Workshop Seminar 2
Travel for monitoring, coordinating and reporting purpose 3
Technical advisers which being recruited to support the execution of the activities Of the three activities above, only the first two are being funded through PMU Province and District;
the last activity is being funded directly by ISP AIPHSS. Activities for meetings training workshop seminar and travels have the same implementation steps
for execution, which are: 1
Preparation 2
Implementation 3
Post activity Each step has its own activity details. A description of the steps is presented in the work flow diagram
below:
Quarter Month
Nov Dec
Jan Feb
Mar Apr
May Jun
Jul Aug
Sep Oct
Nov Dec
Jan DR Preparation and Approval
at Province and District DR Submission to ISP Jakarta
Office Fund Disbursement to
Province and District Q3
Q4 Q1
Q2
Implementing Service Provider AIPHSS Annex 3 |
Preparation After Approval of Work Plan
Implementation Post Activity
For each step, there are template forms prepared specifically to support the execution of activities. All forms are presented in the Standard Operating Procedure SOP in a separate section from this
guideline.
START
Planning to confirm the execution of activity based
on the approved Work Plan
Financial activities: -
Budget preparation for the activity
- Budget approval by PMU
Coordinator ProvDistr -
Submission of approved budget to ISP FO
ProvDistr
Preparation of activities: -
Meeting package arrangement
- Travel arrangement
- Accommodation
arrangement -
Administration arrangement including
sending invitations Administration activities:
- Confirmation of
attendance from the Participants
- Confirmation of meeting
package and travel arrangements
- Administrative tasks
prepare Attendance List, Receipts for Perdiem,
etc
Financial activities: -
Payment to vendors for down payments
- Cash advance
disbursement
Implementation of activity: -
Record the attendance of the participant
- Collect travel report and
receipts from Participants
Financial activities: -
Per diem disbursement -
Travel reimbursement -
Payment to Resource Person
- Other kind of payments
using the cash advance Financial activities:
- Payment to vendors for
settlement payments -
Payment to vendors for other kind of expenses -
e.g. travel company
Reporting preparations: -
Cash advance acquittal -
Compile all receipts -
Record all transactions related to the activity in
Acquittal Report and enclose all receipts
Reporting submission: -
Acquittal Report accompanied by the
Activity Report checked and approved by PMU
Coordinator
- Acquittal Report then
goes through second layer of checking and
approval by the ISP Facilitator
- Acquittal Report then be
recorded in the monthly report
FINISH
Implementing Service Provider AIPHSS Annex 3 |
D. PETTY CASH
