Draft Clarification letter for Overspent with indiviual budget lines

[Programme Coordinator]

Dear Ma Nwe Zin,

The overspent of the mentioned budget lines should be provided only one clarification because of the same situation. I have mentioned some points to clarify here and hope it helps;


According to the high staff turn over rate of the Global Fund Project, PGK has requested the budget revision of Year 2 of the Global Fund as a part of reporgramming during 2012. While PGK is waiting for the approval of the year 2 reprogramming from PR, PGK also conducted review process for the staff performance and grading.

As a results, there is a changes in performance rating of each staffs and salary grading. Thus, the staff are contracted according to their grading and performance which is varies with individual budget of the project as some over and some under. However, the total contracted salary is made to be within total HR budget of the project.

PGK also informed to PR that PGK has been conducting this process and PGK also wait the approval from PR and the reimbursement is made after the approval is received from the PR with is within the total HR budget. Please also see the attached supporting documents for more information.

Thanks.

On Thu, Feb 7, 2013 at 11:43 AM, Kyemon SOE <kye...@unops.org> wrote:

Dear PGK,

Could you please send us your updated HR policy.

 

Regards,

Kyemon Soe (Ms) | Finance Officer-Capacity Building, Monitoring & Assurance | Principal Recipient for The Global Fund To Fight AIDS, Tuberculosis and Malaria | Yangon, Myanmar | Tel: +95 1 657281-7 # 163 |Email: kye...@unops.org |  www.unops.org I UNOPS is ISO 9001 certified.

 

 

From: Pike Pike AYE
Sent: Thursday, February 07, 2013 10:26 AM
To: Ms. Thida Nwe
Cc: Programme Coordinator; Executive Director; Thein Zaw LWIN; Kyemon SOE; Htwe Htwe HTUN
Subject: RE: Clarification about the HR budget line

 

Dear Thida,

 

Thank you for your reply regarding HR overspent however please find attached table and let us know the clarification for the overspent of each budget line.

PGK HR Cost Utilization							(Amt in USD)
Coding	Activity	Assumptions	Unit cost year 2	Total Quantity Year 2	Yr 2 Budget	Year 2 Total Expenditure	Overspent
1.5.1.1	Medical Doctors providing regular checkup and following up support to PLHA.	2 Medical Doctor x $483.5 per month x 12 months.	483.50	24	11,604.00	12,403.00	(799.00)
1.7.1	Progam Coordinator / Chief Executive Officer (CEO)	1 CEO (PC) x $ 988.44 PM x 12 months	988.44	12	11,861.28	13,344.00	(1,482.72)
1.7.1	Senior Programme Officer	1 SPO x $ 755.44 PM x 12 months	755.44	12	9,065.28	9,996.00	(930.72)
1.7.1	Field Managers	3 FM x $ 556 PM x 12 months	556.00	36	20,016.00	24,144.00	(4,128.00)
1.7.1	Field Officers	3 FFOs x $ 539 PM x 12 months	539.00	27	14,553.00	15,522.00	(969.00)

 

If you need any/further information and/or clarification, please let us know.

Thank you for your usual cooperation and kind support.

We hope to receive your prompt feedback soon.

 

Best regards,

 

Pike Pike Aye | Finance Officer- Reporting| Principal Recipient for The Global Fund To Fight AIDS, Tuberculosis and Malaria | Yangon, Myanmar | Tel: +95 1 657281-7,# 167 |www.unops.org| UNOPS is ISO 9001 certified

-----Original Message-----
From: Ms. Thida Nwe [mailto:fin...@pgkmyanmar.org]
Sent: Wednesday, February 06, 2013 2:24 PM
To: Pike Pike AYE
Subject: Clarification about the HR budget line

 

Dear Ma Pike,

 

The budget lines no 1.5.1.1 and 1.7.1 is over spent as the staff salary under this budget lines were paid in according to Pyi Gyi Khin HR policy.MPO has been working in GF project since it was started. He is entitled to get three months salary according to HR policy of PGK.

The organization was not able to give this amount because PGK did not get any management cost under GFAT project. He was mainly responsible for GFATM project as MPO for ART program.PGK justified this over utilized amount with the unspent amount of other budget lines (1.1.1.1 & 1.1.2.1) under the same cost category and of the budget line

(1.5.1.9) under the M&E cost category.  Since MPO position is key for GFATM’s ART program , we recruited new MPO for this post. Therefore, there  was the staff overlapping for the MPO post for one and half month. PGK sent the email to PR about this condition. I also attached the respective email received from UNOPS concerning with HR budget

 

 

Thanks,

Thida Nwe

Finance Team Leader

Pyi Gyi Khin

 

 

[Executive Director]

Dear Ye Yinth ,

Thank you so much .Here is revised one and I did not see attachments. Please see this revised one and let me know your comments.

Aunty win 's comments is also appreciated..

According to the high staff turn over rate of the Global Fund Project, PGK has requested the budget revision of Year 2 of the Global Fund as a part of reporgramming during 2012.

PGK also has 5 levels of staff in our organizational structure  in Fiance Manaual since 2010 and we also developed grading for staffs with five factors in 2011. However, PGK was not able to apply this grading and salary schame becasue existing staffs in GFATM project were paid according to proposed budget. It meas thats most of staffs in GAFTM project were not in ine with grading and salary schame accrdoing to their education , qualification and experience.During the audit excrise of GF in 2011, PGK was suggested to follow grading and salary schame .In our staff perforamce apprisal, we conducted the process under here.

- Self-grading by staffs and review by each immidate supervisor

- Discuss with the result with each staffs by perforamce apprisal review team which incluced ED, PC and Admin/HR officer.

- Submit to the organization for approval for all grading and salary. Benefit was included in this new grading process but current GF budget was not covered this benefit. There is also only GFTAM project in 2012. PGK EC decided to include staff's benefit when PGK receive new project from other donors in 2013. Only 90% of net salary in each grading was charges from GFATM project. Please see the attachment.

- Revised contract according to the grading.

.

 

 

 

 

 

As a results, there is a changes in performance rating of each staffs and salary grading. Thus, the staff are contracted according to their grading and performance which is varies with individual budget of the project as some over and some under. However, the total contracted salary is made to be within total HR budget of the project.

In December 2012, PGK conducted 360 performance appraisals with all staffs in order to meet their qualification and performance according to their post. During the process, the grading in each level is confirmed according to their performances feed-back results . We provided contracts to all staffs according to their performance such as three months or one month. All grading was comfirmed after performance appraisal process . we will include staff benefit after three months of GFATM project. PGK will charge only % of time in each level when we start other new projects