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(2 min read)
The Summary Tab provides an overview of your budget and includes an option to submit it for approval. At the bottom of the page, you can also add any notes related to your budget.
To submit the budget for approval, hit the "Submit" Button.
If the Approver rejects the budget submission, any rejection notes from the Approver will also appear there. Please refer to these notes before making any corrections.
An example of rejection notes is available here:
The Summary Tab is updated each time you make an entry to the budget data.
The following section describes steps to take to enter data, submit and approve/reject the AWP.
!!! Please note !!!
You will only be able to see the budget for your country, after the HoO approved the AWP for your country.
This form is only for DCO and Regional Offices
This guidance provides detailed steps and examples to request budget for temporary staffing needs, extensions, or additional capacity required to address peak workloads.
Note: Ensure justifications align with operational priorities, annual workplans and obtain necessary approvals in advance.
Step 1 of 3: Add a request for temporary capacity
Step 2 of 3: Input required details for temporary capacity*
*SAVE after every input to avoid loss of data
Detailed instructions and examples on how to use the form (Step 2 of 3)
*Ensure to assign one or multiple AWP activities and the total of all weightages adds up to 100%.
Step 3 of 3: Assign one or multiple AWP activities*
(1 min read)
To enter budget data, select "My Budget" from the left side navigation and then click on your office's budget
You should only see the budget for your office.
DCO SmartPlanner allows you to enter the budget data for each category and link each item to one or more activities that you entered in your Work Plan. Every time you enter and save data in one of the budget category tabs, the summary tab will be updated with the latest data.
You will need to go through each tab and enter the data as necessary. When you click on the "New Entry" button, you can enter the appropriate data for the particular budget category. For example, for travel, you will see:
!!! Important !!!
In the Workplan Activity field, you will only be able to add the activities that you added in the "My Work Plan" module (and not the complete list of generic activities).
Only SPTF funded activities will be available for selection.
Please ensure that you go through each tab and click on "Next". By clicking "Next" you acknowledge that you have reviewed the data entered for that budget category. You will only be able to submit the budget for approval to the Approver once you clicked "Next" on all of the tabs (even the ones not applicable to your office, if any).
| Field Name | Steps for Input | Best Practices | Example |
|---|---|---|---|
To select an activity, click on the field and the select the magnifying glass - this will allow you to select an activity or start typing the activity name to narrow down the search.
Functional Title
Enter the title of the temporary position.
- Use a standard descriptive title aligned with HR classifications. - Ensure the title matches the responsibilities.
"Senior Human Resources Assistant"
Grade/Level
Select the relevant grade level (P-2 to P-5, NPOs, or UNVs)
- Verify with DCO HR the correct grade for the role. - Ensure it aligns with responsibilities and workload expectations.
"G-7"
New Position or Extension?
Indicate whether this is a new request or an extension of an existing position.
- Select "New Request" for new roles. - Choose "Extension" if extending an ongoing position.
"Extension Request"
Position Number (if Extension)
If this is an extension, enter the current position number.
- Ensure the position number matches the existing role. - Confirm with DCO HR to avoid duplication.
"30009999"
Justification for the Request
Provide a compelling justification for the new request or extension.
- Be specific about why the position is needed. - Connect the justification to operational needs and annual workplans.
"Due to a peak workload to support the ongoing recruitment surge across the organization, the position of Senior Human Resources Assistant at the G-7 level is critical. This role will ensure timely processing of applications, coordination of interviews, and onboarding of new staff. The additional capacity will help meet recruitment timelines, avoid delays, and support the smooth functioning of recruitment-related activities during this period of heightened demand."
Job Description (ToR)
Provide a brief description of the duties and responsibilities.
- Use bullet points to make it concise and clear. - Ensure the job description aligns with the scope of the position.
- Support recruitment processes, including shortlisting, coordination of interviews, and candidate communication.
- Manage recruitment tracking, maintaining up-to-date records in the HR system.
- Facilitate onboarding for new employees, including documentation and orientation arrangements.
Importance for Unit’s Workplans
Indicate whether this position is critical for meeting the workplan objectives.
- Be realistic in assessing the importance. - Ensure alignment with annual workplan
"Critical to meet recruitment timelines and operational needs."
Alternative Funding arrangement
Indicate whether there are any alternative funding arrangement supporting this position.
- Include details about any alternative funding arrangements, such as corporate strategic priorities or rapid release funds. - Mention “None” if none applies, and it’s expected to be subsumed as a part of authorized spending limit
"Corporate Strategic Priorities"
Certification Status
Indicate if the request is certified and by whom
- Confirm the certification authority before submission.
"Certified by Chief BMB"
Number of Months
Enter the number of months the position will be needed.
- Ensure the duration aligns with the project timeline. - Verify with HR policies on the maximum contract length.
"10"
Cost per Month (USD)
Provide the monthly cost for the position in USD.
- Base the cost on standard post costs for the position level.
"$7000"
Total Cost (USD)
Calculates total cost by multiplying the monthly cost with the number of months.
- Ensure the total cost is accurate and aligned with the approved limit for this temporary capacity.
"$70,000"
This guidance provides detailed instructions on how to fill out the Hospitality Form for budget requests related to hospitality and official events. It ensures compliance with related policies and alignment with the annual workplan.
Step 1 of 3: Add a request for hospitality/official functions
Step 2 of 3: Input required details of official functions/events*
*SAVE after every input to avoid loss of data
Detailed instructions and examples on how to use the form (Step 2 of 3)
*Ensure to assign one or multiple AWP activities and the total of all weightages adds up to 100%.
Step 3 of 3: Assign one or multiple AWP activities*
| Field Name | Steps for Input | Best Practices | Example |
|---|---|---|---|
Description of Official Function/Event
Provide a brief description of the event or function. Indicate the purpose, target audience, and expected outcomes.
Include details such as the nature of the event, location, and stakeholders involved.
- "Networking luncheon with key stakeholders from UN agencies." - "Reception for visiting diplomats to enhance collaboration efforts."
Total Cost (USD)
Enter the total estimated cost of the hospitality event.
Ensure costs are itemized and aligned with the approved budget. Include vendor quotes if applicable.
Enter all amounts in United States dollars (USD). For contracts or agreements in other currencies, convert the amounts to USD using the latest exchange rate available here: UN Operational Rates of Exchange
- "USD 5,000 for luncheon catering and venue rental." - "USD 1,500 for refreshments during the stakeholder meeting." - "USD 3,000 for venue and catering services for the official reception."
This form is only for DCO and Regional Offices
This guidance provides detailed instructions on how to fill out the Consultants Form for requests related to external expertise that is not available in-house within the Secretariat. It ensures compliance with policies and alignment with the annual workplan.
Step 1 of 3: Add a request for consultant
Step 2 of 3: Input required details for a consultant
*SAVE after every input to avoid loss of data
Detailed instructions and examples on how to use the form (Step 2 of 3)
*Ensure to assign one or multiple AWP activities and the total of all weightages adds up to 100%.
Step 3 of 3: Assign one or multiple AWP activities*
| Field Name | Steps for Input | Best Practices | Example |
|---|---|---|---|
Description of Expertise
Provide a brief summary of the required expertise for the consultant.
Be specific about the skill set required (e.g., "Monitoring and Evaluation Specialist").
"Monitoring and Evaluation (M&E) Specialist with experience in SDG reporting and data analytics."
Justification for the Request
Explain why the consultant is required and how their expertise contributes to the workplan. Also include why in-house can not be utilized.
Ensure the justification aligns with the objectives of the DCO and RCOs. Be concise and focus on the value added by the consultant.
"This consultancy is essential to enhance monitoring and evaluation of national SDG implementation strategies. The consultant will support data analysis, reporting frameworks, and provide hands-on guidance to national partners on building M&E systems."
Certification Status
Enter the certification authority and status (e.g., "Certified by Regional Director").
Ensure certification is obtained before submitting the request.
"Certified by Director, Asia and Pacific Regional Office"
Alternative Funding Arrangements
Mention if there are any alternative funding arrangements to the consultancy.
-Include details about any alternative funding arrangements, such as corporate strategic priorities
- Mention “None” if none applies, and it’s expected to be subsumed as a part of authorized spending limit
"None"
Importance to Unit Workplans
Indicate how critical the consultancy is to the workplan objectives.
Ensure alignment with the DCO and regional priorities. Mention specific deliverables the consultant will contribute to.
"This consultancy is critical to completing the 2025 Asia-Pacific SDG progress report and building national M&E capacity."
Cost per Month/Unit (USD)
Provide the estimated or agreed monthly or unit-based cost in USD.
Use fees from previous experiences or refer to standard consultancy rates.
Ensure the rate aligns with the expertise required.
"$7,000" per month or per deliverable
Number of Months/Units
Enter the duration of the consultancy in months or other units such as number of deliverables.
Ensure the duration matches the scope of the assignment. Avoid unnecessary extensions.
"2 months" or “2 reports”
Total Cost (USD)
Calculates the cost per month/unit times the number of months/units.
Verify the total aligns with the request. Double-check calculations for errors.
"$14,000" (2 units x $7,000/unit)
This guidance provides detailed steps and examples for each service. This form is used to budget for external services such as printing, IT support, translation, or web hosting.
Note: Ensure services align with operational requirements and obtain competitive quotes to comply with procurement policies.
Step 1 of 3: Add a contractual service request
Step 2 of 3: Input the details*
*SAVE after every input to avoid loss of data
Detailed instructions and examples on how to use the form (Step 2 of 3)
Contractual services cover following types of services/expenses
*Ensure to assign one or multiple AWP activities and the total of all weightages adds up to 100%.
Step 3 of 3: Assign one or multiple AWP activities*
This guidance provides detailed steps and examples for inputting travel plans to ensure the form is completed accurately and meets operational requirements. It ensures compliance with policies and alignment with the annual workplan.
Step 1 of 3: Add / Amend Trips
Step 2 of 3: Input trip details*
*SAVE after every input to avoid loss of data
Detailed instructions and examples on how to use the form (Step 2 of 3)
*Ensure to assign one or multiple AWP activities and the total of all weightages adds up to 100%.
Step 3 of 3: Assign one or multiple AWP activities*
This guidance provides detailed instructions on filling out the Supplies and Materials Form, with practical examples for each item category. It ensures the form is filled out accurately, aligned with operational requirements and workplans.
Step 1 of 3: Add a supply or material
Step 2 of 3: Input the details*
*SAVE after every input to avoid loss of data
Detailed instructions and examples on how to use the form (Step 2 of 3)
Supplies and materials cover following items
*Ensure to assign one or multiple AWP activities and the total of all weightages adds up to 100%.
Step 3 of 3: Assign one or multiple AWP activities*
This guidance provides steps and examples to fill out the General Operating Expenses Form, ensuring the form is accurately completed and aligned with operational needs.
Step 1 of 3: Add a General Operating Expense
Step 2 of 3: Input the details*
*SAVE after every input to avoid loss of data
Detailed instructions and examples on how to use the form (Step 2 of 3)
General Operating expenses covers the following types of services/expenses
*Ensure to assign one or multiple AWP activities and the total of all weightages adds up to 100%.
Step 3 of 3: Assign one or multiple AWP activities*
This provides instructions for validating the Posts Table and assigning work plan activities as part of the budget preparation process for Resident Coordinator Offices (RCOs).
| Field Name | Steps for Input | Best Practices | Example |
|---|
*Ensure to assign one or multiple AWP activities and the total of all weightages adds up to 100%.
Step 3 of 3: Assign one or multiple AWP activities*
| Field Name | Steps for Input | Best Practices | Example |
|---|---|---|---|
| Contractual Services | Description |
|---|---|
| Field | Steps for Input | Best Practices | Example 1: International Travel | Example 2: Domestic Travel |
|---|---|---|---|---|
| Field Name | Steps for Input | Best Practices | Example |
|---|
| Category | Description |
|---|
| Field Name | Steps for Input | Best Practices | Example |
|---|
| General Operating Expenses | Description |
|---|
Description of Service
Select the appropriate service from the drop-down list.
Choose the most relevant service category.
Use "Any other Contractual Services" if no suitable match is available.
- Printing and Editing Services
- External Translation/Interpretation Services
- IT Internet Connectivity (If paid separately from the rental of premises)
- IT Maintenance (If paid separately from the rental of premises)
-Web Development and Hosting (Not applicable to RCOs)
-IT Support for Office 365 (Budgeted Centrally by DCO)
-Any other Contractual Services
Additional Notes
Provide relevant notes or justifications for the service.
Include detailed requirements, service scope, or frequency of services.
-"Printing and binding of Annual SDG Progress Report"
-"Translation of the UNSDCF into Hindi”
-"High-speed internet service (1 Gbps)”
-"Quarterly maintenance of office IT equipment (desktops, printers, routers)."
-"Development of DCO Knowledge Platform."
Cost per Month/Unit (USD)
Enter the estimated or agreed cost per month or unit.
Obtain competitive quotes from vendors or use standard market rates.
"$1,200"
Number of Months/Units
Enter the number of months or units required for the service.
Ensure the unit matches the service needs.
-Printing: "1 unit"
-Translation: "2 units"
-Internet: "12 months"
-IT Maintenance: "4 units (i.e quarterly)"
Total Cost (USD)
Calculates the cost per month/unit times the number of months/units.
Verify the total aligns with the request. Double-check calculations for errors.
External Printing
External editing and printing services
Individual Contractors
Individual contractual services
Investment and Bank Service Fees
Investment service fees, Bank account fees, Currency pool service fees.
IT Consulting services
Consulting, Design & Development, Service Provisioning, Support & Management.
Language Services
Translation, Editing, Word Processing, Interpretation, Verbatim Reporting for organizational needs.
Laundry Services
General laundry services
Public Information Services
Production services, Advertising, PI Equipment rental
Specialized Services
Catering services, other specialized services
Training Services
Language skill, UN-specific training, HR & Finance skill, IT skill, Substantive skill, Management development.
Travel Type
Indicate whether the travel is "International" or "Domestic." This is usually pre-filled and helps determine applicable travel policies.
- Confirm that the travel type aligns with the destination.
"International Travel" for travel from New Delhi to Bangkok.
"Domestic Travel" for travel within India (New Delhi to Mumbai).
Purpose of Travel
Provide a clear description of the reason for travel, focusing on the objective or mission goal.
- Be specific about the purpose to justify the need for travel. - Include the intended outcomes of the trip.
"To participate in a regional UN coordination workshop for aligning the Sustainable Development Goals (SDGs) with national priorities in the Asia-Pacific region."
"To conduct one-day training session in Mumbai on implementing the UNSDCF for regional stakeholders in western India."
Number of persons per trip
Indicate the number of people traveling. This will affect the overall travel cost calculations, including DSA and ticket costs.
- Ensure that the number matches the planned delegation size.
"3"
(Resident Coordinator, Economist, and Head of RCO).
"2"
(Head of RCO and a Training Officer).
Number of days per trip
Input the duration of the trip in days. This is used to calculate the total DSA.
- Double-check the duration based on the agenda or meeting dates.
"5" days
(including travel time and workshop days).
"1" day
(including travel time and training days).
Origin
Enter the starting location of the trip. This is usually the city or country from which the traveler departs.
- Use standard city names or ISO codes for a Country/City
- If a city doesn’t exist, it would be “Elsewhere” or “All areas”
"New Delhi" or IN
"New Delhi" or IN
Destination
Input the destination of the trip. It should be the city or country where the traveler is expected to conduct their activities.
- If a city doesn’t exist, it would be “Elsewhere” or “All areas”
"Bangkok" or TH
"Mumbai" or IN
DSA Provided
Specify whether DSA (Daily Subsistence Allowance) is provided for the trip. This is generally determined by travel policies.
- Ensure compliance with internal guidelines for DSA provision.
"Yes"
"No”
DSA (USD per person)
Official UN DSA rates for the destination as of September 2024 is pre-loaded.
- Make sure the DSA rate is appropriate for the destination.
"$271"
“0”
Travel Class
Specify the class of travel (e.g., "Economy," "Business"). This affects ticket costs and may be governed by travel policies.
- Follow travel policy for the class of travel allowed for each staff level. - Select the most economical option when possible.
"Economy"
"Economy"
Ticket cost (USD per person)
Provide the estimated or actual cost of the airfare per person in USD. Include round-trip ticket costs.
- Obtain quotes from approved local travel agents or via on-line travel booking site.
- Include only the most economical fare unless otherwise justified.
"$500.00"
"$120.00"
Terminal costs (USD per person)
These are standard UN costs, and reimburse for airport transfers, baggage handling, or other related terminal expenses.
Estimate costs based on standard rates for transportation to and from the airport.
"$252"
"$252"
Other costs (USD per person)
Input any additional travel-related expenses that do not fall under DSA or ticket costs, such as visa fees or travel insurance.
- Ensure additional costs are applicable for this trip.
"$200.00"
“0”
Total Costs
This field is usually auto calculated based on the inputs. It sums up all expenses including DSA, ticket costs, terminal costs, and other expenses.
- Verify that the total matches individual components. - Ensure no expenses are omitted from the calculation.
- Ensure the purpose/justification is clear.
Item | Select the item from the drop-down list (e.g., stationery, toner/cartridges, or other supplies). | Choose the most relevant item category. For “Other,” specify the type of material (e.g., IT spare parts, medical supplies, public information supplies). | -Stationery: "Office stationery budgeted per person" -Toner/Cartridges: "Printer toner cartridges" -Other: "IT spare parts for computer maintenance" "Medical supplies for first-aid kits" "Public information pamphlets" |
Additional Notes | Provide any relevant details or justifications for the item. | Mention specific requirements like frequency, or targeted use. | -Stationery: "Stationery for 10 staff members, replenished monthly." -Toner: "Five units of toner for office printers." -IT Spare Parts: "Replacement hard drives for aging laptops." |
Cost per Unit (USD) | Enter the estimated or agreed cost per unit. | Obtain multiple quotes from vendors to ensure competitive pricing. | -Stationery: "$5 per person per month" -Toner: "$50 per cartridge" -IT Spare Parts: "$120 per hard drive" |
Number of Units | Input the number of units required. | Ensure the quantity matches the office's needs for the selected period. | -Stationery: "120 units (10 staff x 12 months)" -Toner: "5 cartridges" -IT Spare Parts: "5 hard drives" |
Total Cost (USD) | Calculates the cost per unit times the number of units. | Verify the total aligns with the request. Double-check calculations for errors. | -Stationery: "$600" -Toner: "$250" -IT Spare Parts: "$600" |
Digital Imaging and Mapping | Services for digital imaging, mapping, and data processing. |
Library and Reference Books | Includes library book sets and reference books |
Medical Supplies | Includes medical supplies for healthcare or emergency response. |
Packaging Materials | Packaging materials used for various logistics purposes. |
Petroleum, Oil, and Lubricants | Includes petrol, oil, and lubricants for infrastructure (i.e. generators) and for vehicles |
Public Information Supplies | Supplies for public information and communication initiatives. |
Sanitary and Cleaning Supplies | Supplies for sanitation, cleaning, and hygiene purposes. |
Spare Parts (IT and Communication) | Spare parts for IT, communication equipment, and networks. |
Stationery and Office Supplies | Stationary, office supplies, and consumables for daily operations. |
Uniforms and Gear | Uniforms, badges, and gear used by personnel. |
Type of Expense | Select the appropriate type of expense from the drop-down list | Choose the most relevant expense category. Use “Other” only if no other category fits. | -Rental of Premises -Utilities (if paid separately from rent) -Vehicle Rental -Other |
Type of Service | Select the specific type of service based on the chosen expense type. | Ensure the service type matches the nature of the expense and is accurately categorized. | -Rental of Premises: "Cost-Shared Common Premises" -Utilities: "Electricity Charges" - Vehicle Rental: "Vehicle rental charges, Vehicle maintenance (car wash) -Other: "Service fees to ESCAP" |
Service Provider | Enter the service provider's name (e.g., FAO, UNDP, or a commercial vendor). | Ensure that the provider is verified and complies with procurement policies. | "FAO”, "Local utility company" |
Additional Notes | Provide any relevant notes or justifications for the expense. | Include details like frequency of service, scope of rental, or brief information on shared agreements. | -"Office rental cost shared among RCO, FAO and UNDP." -"Electricity bill paid directly to the utility company." -"Rental vehicle to support staff travel for project field visits." -"Admin fees to ESCAP." |
Cost per Month/Unit (USD) | Enter the estimated or agreed cost per month or unit. | Obtain multiple quotes to ensure competitive pricing or use standard market rates. | -Rental: "$3,000" per month -Utilities: "$500" per month -Vehicle Rental: "$1,500" per month/occasion - Vehicle Maintenance: "$100" per month (Car wash) |
Number of Months/Units | Input the number of months or units required for the service. | Ensure the duration or quantity matches the agreement and operational requirements. | “12 months” or “1 occasion” |
Total Cost (USD) | Calculates the cost per month/unit times the number of months/units. | Verify the total aligns with the request. Double-check calculations for errors. |
Communication Services | Services related to communication infrastructure and equipment, including telephone, mobile, and network support. |
Freight and Postage Services | Includes postal services, pouches, shipping and freight-related logistics. |
Insurance costs | Various types of insurance, including transport, property, and general liability insurance. |
IT Services | Covers IT equipment rentals, leasing, and maintenance |
Legal and Financial Services | Legal services, audit services, and financial administrative services, including for Service Level Agreements (SLAs). |
Medical Services | Medical services, equipment rental, and insurance services. |
Premises-related services | Maintenance, security, cleaning, gardening, and other services for premises. |
Rental of Premises | Rental services for equipment, premises, and conference facilities. |
Transport Services | Transport services, including rental and maintenance of vehicles. |
UN Agency Services | Fees related to services offered by UN agencies, funds and programmes. |
Utilities | Electricity, water, and waste management services. |
Office/RCO | Verify appropriate office or RCO responsible for the post (e.g., India). | Ensure the correct office is assigned to prevent confusion during budget consolidation. | "RCO India" |
Level | Verify the position level, such as D-1, D-2, P-4, or G-7, as appropriate for the post. | Ensure the level reflects the correct classification and organizational grade. | "D-2" |
Functional Title | Confirm the functional title aligns with the responsibilities of the post. This typically reflects the operational role, such as Resident Coordinator or Economist. | Standardized titles are used to ensure consistency across RCOs. | "Resident Coordinator" |
Position Title | Validate the detailed position title, which may include classification numbers. | Ensure the title reflects the specific duties and post requirements. | "D2 10426 RESIDENT COORDINATOR" |
Position ID | Verify the unique position number assigned to the post. This number is crucial for tracking and reporting purposes. | Double-check for any typos or missing digits to ensure correct reference. | "31028268" |
Preliminary Annual Costs (Full) | Annual cost projection based on the standard cost of a post in a location. No Vacancy rates are applied | Use of latest cost projections to ensure accurate budgeting. | "$300,000" |
Preliminary Annual Costs (incl. Vacancy Rates) | If applicable, include vacancy rates (VR) is factored in the preliminary cost projection. | Ensure costs align with actual vacancy rates (VR) | "$278,600" |
Total Cost (USD) | Ensure the total cost are accurately reflected | Double-check for accuracy. | "$278,600" |
This guidance provides detailed steps and examples to fill out the New Alteration of Premises Form, ensuring the form is accurately completed and aligned with operational needs.
Note: It is mandatory to contact DCO Operations Section for guidance before submitting any alteration request.
Step 1 of 2: Add a request for alteration of premises
Step 2 of 2: Input the details*
*SAVE after every input to avoid loss of data
Detailed instructions and examples on how to use the form (Step 2 of 3)
This guidance provides detailed steps and examples for each item category available in the Acquisitions (Furniture and Equipment) Form to ensure the form is completed accurately and meets operational requirements.
Note: It is mandatory to contact DCO Operations Section for guidance before submitting any alteration request.
Step 1 of 2: Add a request for Acquistion of Equipment
Step 2 of 2: Input the details*
*SAVE after every input to avoid loss of data
Detailed instructions and examples on how to use the form (Step 2 of 3)
Acquisitions of Furniture and equipment covers the following items
This form is only for Resident Coordination Offices (RCOs)
This guidance provides steps and examples for inputting coordination fund related budget in the respective forms to ensure it is completed accurately and meets operational requirements.
Step 1 of 3: Add a request for CF allocation (Base/CCA/CF/MCO)
Step 2 of 3: Input the details*
*SAVE after every input to avoid loss of data
Detailed instructions and examples on how to use the form (Step 2 of 3)
*Ensure to assign one or multiple AWP activities and the total of all weightages adds up to 100%.
Step 3 of 3: Assign one or multiple AWP activities*
(2 min read)
As Head of Office (HoO), you have the authority to either certify or reject the submitted budget if any issues are identified. If the Annual Work Plan (AWP) meets all requirements, simply click "Certify" to approve it, allowing the budget to be forwarded to DCO Finance for further review.
To reject the budget, select "Reject".
You will be able to enter a comment with the reasons for the rejection that will be returned to your assistant.
The assistant will have to make the corrections and submit it for approval again.
| Field Name | Steps for Input | Best Practices | Example |
|---|---|---|---|
| Field Name | Steps for Input | Best Practices | Example |
|---|---|---|---|
| Acquisitions | Examples |
|---|---|
| Form Name | Field Label | Guidance | Best Practices | Examples |
|---|---|---|---|---|
Type of Alteration
Select the type of alteration from the drop-down list. Options include: - Office renovations or relocations - Minor renovation works (under $10,000) - Others
Ensure the selected type matches the scope of the project. Use "Others" only if no suitable option applies.
Seek prior approval from DCO Operations
-Office Renovations: "Renovation of conference room with new lighting and carpeting."
-Minor Renovation: "Partition wall installation to create an additional workspace."
-Others: "Painting and repair of common areas."
-Common Premises
Additional Notes
Provide relevant details such as the scope of the work, expected impact, and any special requirements.
Include any special instructions or coordination needs
-"The renovation will include repainting, carpet installation, and electrical upgrades."
-"Partition wall installation to separate workstations, to be completed within two weeks."
-"Painting common areas to improve aesthetics."
Cost per Unit (USD)
Enter the estimated cost per unit or service involved in the alteration.
Use quotes from multiple contractors to ensure competitive pricing.
-Renovation: "$3,000 per room"
-Minor Work: "$1,500 per partition wall"
-Other: "$2,000 for painting"
Number of Units
Input the number of units or rooms that will undergo alteration.
Confirm the number matches the actual work required and operational needs.
-Renovation: "3 conference rooms"
-Minor Work: "2 partition walls"
-Other: "Common area and hallway"
Total Cost (USD)
Calculates the cost per unit times the number of units.
Verify calculations and confirm alignment with the approved budget.
-Renovation: "$9,000"
-Minor Work: "$3,000"
-Other: "$2,000"
Item
Select the appropriate item from the drop-down list. Choose the most relevant option, and if no suitable match exists, select "Others."
Ensure items align with operational needs and procurement plans.
Seek prior approval from DCO Operations
- Communication Equipment: "5 mobile phones for core staff, 2 radios for communication driver and the office."
-Furniture and Fixture: "10 chairs, 5 desks, and light fixtures for a new workspace."
-IT Equipment: "Laptops and monitors for core staff."
-Office Equipment: "Photocopier for administrative tasks."
-Safety and Security: "Installation of alarm system and 5 security cameras."
-Software/Licenses: "Purchase of Adobe licenses for design and publication work."
-Vehicles: "Request for a new 4x4 vehicle for field missions."
- Others: "Solar generators for uninterrupted power supply."
Additional Notes
Provide additional information, including specific requirements or justifications.
Mention specific needs or configurations, if applicable.
-"Mobile phones includes international calling plans."
-"Desks and chairs are required to be ergonomic."
-"Monitors should be at least 24 inches for productivity."
-"Photocopier must support duplex printing."
-"Alarm system installation required by end of Q1."
Cost per Unit (USD)
Enter the estimated or agreed cost per unit.
Obtain multiple vendors quotes to ensure competitive pricing and compliance with procurement policies.
-Communication Equipment: "$150 per mobile phone"
-Furniture: "$200 per chair"
- IT Equipment: "$1,200 per laptop"
Number of Units
Input the number of units to be acquired.
Ensure the quantity aligns with the operational needs without over-purchasing.
-Communication Equipment: "5 phones or 2 radios"
-Furniture: "10 chairs or 5 desks"
- IT Equipment: "6 laptops or 6 monitors"
Total Cost (USD)
Calculates the cost per unit times the number of units.
Verify the total aligns with the request. Double-check calculations for errors.
-Communication Equipment: "$750"
-Furniture: "$3,000"
-IT Equipment: "$7,200"
Communication Equipment
Telephones, mobile phones, radios, speaker microphones, repeaters, digital communication systems.
Furniture and Fixture
Desks, chairs, cupboards, shelves (movable furniture); lights, blinds (fixtures attached to the building).
IT Equipment
Desktops, laptops, monitors, printers, servers, storage drives.
Office Equipment
Photocopiers, fax machines, projectors.
Safety and Security Equipment
Gloves, face masks, alarm systems, security cameras, scanners, X-ray machines
Software/Licenses
Adobe licenses, Microsoft Office 365, or other software necessary for operations.
Vehicles
Cars, vans, SUVs, or trucks for project and field missions.
Others
Specialized equipment such as inverters, generators, including solar powered generators.
Base Allocation
Budget Class
Identify relevant budget classes that align with items of expenditures.
Review historical data on allocations to ensure consistency.
"Travel, Consultants, and General Operating Expenses"
Scope of work and activities
Provide a brief description of how the base allocation will be utilized (aligned with key coordination goals).
Align the description with specific outcomes identified in workplans.
"Support for stakeholder meetings to align strategies."
Total Cost (USD)
Enter the total calculated amount for each identified budget class.
Use past performance as best indicator to avoid future adjustments.
"$50,000 for administrative overheads."
CCA Design
Budget Class
Identify relevant budget classes that align with items of expenditures.
Ensure budget allocations align with planned outputs for CCA design efforts.
"Travel, Consultants, and General Operating Expenses"
Scope of work and activities
Provide a brief description of how the allocation will be utilized under respective item of expenditures.
Link activities directly to measurable outcomes in the framework.
"Workshop in Q2 2025 for presentation of findings of UN Country Analysis."
Total Cost (USD)
Enter the total calculated amount for each identified budget class.
Cross-check with previous frameworks to avoid over-budgeting.
"$25,000 for consultancy services for UN Country Analysis."
CF Design
Budget Class
Identify relevant budget classes that align with items of expenditures.
Ensure alignment with planning cycles.
"Travel, Consultants, and General Operating Expenses"
Scope of work and activities
Provide a brief description of how the allocation will be utilized under respective item of expenditures.
Link activities directly to measurable outcomes in the framework.
"Facilitation of Strategic Prioritization Workshop (s)” /
“Drafting of Cooperation Framework” /“Validation of Cooperation Framework Results with stakeholders."
Total Cost (USD)
Enter the total calculated amount for each identified budget class.
Cross-check with previous frameworks to avoid over-budgeting.
"$30,000 for framework design and validation meetings."
CF Evaluation
Budget Class
Identify relevant budget classes that align with item of expenditures.
Plan for costs accordingly to the evaluations at multiple phases of the project cycle.
"Travel, Consultants, and General Operating Expenses"
Scope of work and activities
Provide a brief description of how the allocation will be utilized under respective item of expenditures.
Link activities directly to measurable outcomes in the framework.
“Independent evaluations - report to be submitted by Q3 2025."
Total Cost (USD)
Enter the total calculated amount for each identified budget class.
Cross-check with previous frameworks to avoid over-budgeting.
"$40,000 for independent evaluators and meetings."
MCO (multi-Country Office)
Budget Class
Identify relevant budget classes that align with items of expenditures.
Confirm funding alignment across multiple countries.
"Travel, Consultants, and General Operating Expenses"
Scope of work and activities
Provide specific details, “Support for cross-country coordination activities."
Ensure consistency with each country’s work plan and outputs.
"Facilitation of cross-country dialogues in Q1 2025."
Total Cost (USD)
Enter the total calculated amount for each identified budget class.
Consider difference in currencies and respective exchange rates against USD for cross-border expenditures.
"$20,000 for Travel in relation to regional coordination efforts."
