CBO Data Template Tutorials
In the following videos, you will be guided on how to fill each tab of the template to make the process efficient and ensure data integrity.
The file below is an example of the template that will be used to collect data. Please note that in this case the template is illustrative and empty and therefore, some fields dependent on the country and entity are not filled.
Every entity will receive a link with their specific and tailored template. Please do not use the template below to fill in information.
The example below reflects the tentative timeline planned for the rollout of one specific country. Although the actual dates will depend on the country, the overall steps and duration are expected to be the same.
After completing the first module of the online training, data focal points are expected to attend two additional trainings focused on the data collection process:
Data training #1: Guiding principles and presentation of template
Data training #2: Workshop session with exercises on how to fill the template
Please find below the material that will be presented during the training. Note that the main objective of this training is to provide clarity on the template that will be used to collect the data at country level.
This hands-on session will increase clarity on how to fill the template from the beginning of the data collection process. During the training, open discussions and active engagement will be encouraged.
The material for the second training will be sent by e-mail after the training.
Ask anything sessions will be available twice a week for the duration of the collection process. Data focal points are encouraged to join and openly discuss questions with members from UNDCO responsible for the process.
The exact time and invitation for the sessions will be communicated during the second training on the data collection.
At the end of the data collection process, members from UNDCO will provide support in-country to ensure that the data was correctly inputted.
FAQ regarding the CBO data template.
Table of Content
The data collected in the Data template will be used for the Cost Benefit Analysis for the establishment of the CBO in the country, and more concretely to establish a baseline and to determine the staffing of the proposed CBO model that will be presented to the UNCT for final decision.
The entities have to report on the expense, as the purpose of getting the data is to assess the FTE time spent and the volumes of transactions during the year. This question before did not come up and the entities used their logic when preparing the data template. The way forward is to stress the importance of reporting the expense during the data focal points’ training sessions.
No, it is not required to provide operating costs per personnel. Nonetheless, in tab 7 it is requested to provide the total expenditure locally procured for 10 categories of goods and services that are not considered strategic (e.g., Procurement of ICT and network hardware).
The data template aims to understand the magnitude of the businesses of the entities. In order to factor this element in establishing the baseline, the data template had to cover several years (e.g., 5 years) which makes the methodology highly complicated for the data submitters.
Answer coming soon.
In Tab 5 is required to select whether there is any legal arrangement in place for the service (e.g., SLA). Detailed information on SLAs will/ can be requested in the second phase during the Proposal evaluation process.
We will foster consistency and alignment among entities in several ways:
We will offer two training sessions dedicated to the data collection template:
Theoretical training session with a general introduction on CBO and a template demonstration
Hands-on training session with a quick theoretical recap and exercises on each tab in addition to a Q&A session
During the data collection period there will be 2 help desk sessions per week (1hr per session) in which all data focal points and any other person who could benefit from it can participate to ask any question.
There will be a data support mission in the country at the end of the data collection period to support final data collection adjustments and start the first level quality assurance.
Please provide the data for 2021 but, in case it is significantly different form a usual year, you can provide a comment to explain why it is different and provide the value for 2022 in the comment
In the “General entity information” section, you should consider the total expenditure in the country, including programme and “operations” / “administrative”.
For the field “Total personnel” in the “General entity information” section you should consider all personnel in the country. In the section below, referring to the main office, only the personnel working in the main office should be counted, including all contract forms.
For the ‘personnel’ information in this tab everyone should be counted. In the tabs related to FTE performing support functions, you should consider every person participating in one way or another in any of the steps of these support functions, including those who approve or sign (who may not necessarily be staff fully assigned to support functions), or perform quality assurance tasks.
Yes, they should be included in the total personnel count.
Yes. Non-regular/Consultant personnel, that are locally recruited and are full time employees are to be included.
Include consultants that were contracted for at least 3 months, don’t include consultants that were contracted for just few days. It is important to note that the personnel expenditure needs to be aligned with the number of personnel requested in row 33.
Yes, do not double count personnel that was hired multiple times with different contract over the year
Single premises, common premises, government co-located premises.
December 31, 2021.
The portion of the FTEs that are devoted to providing services to other entities are included in the total FTEs informed in tab “5. Service (L3)”.
You can split it based on the percentage of the time this person devotes to each, this is the reference that the FTE concept allows us to do. It doesn’t necessarily have to be the same portion of time for each service line.
You have a proforma cost of non-regular staff at the end of the template, with ranges, to help you identify the levels that will correspond.
A full-time equivalent is a unit to measure employed persons in a way that makes them comparable although they may work a different number of hours per week. For instance, someone who works 100% of her/his time in Human Resources will be counted as 1 FTE in Human Resources while someone who splits 40% in Administration and 60% in Human Resources would be count as 0,4 and 0,6 respectively.
If a given service is fully outsourced, either to an external company or to another agency, then for this service line you shall indicate “Outsourced” in the tab “5. Service (L3)” and no FTE equivalent is to be reported here.
If your Programme staff is performing any activities related to the support services, they should be accounted for, including their FTE equivalent in the tabs.
If the drivers also participate in support activities such as managing the pouch, or fuel management, or the preparation of the vehicles (“outfitting”), etc., the portion of their time devoted to these support activities shall be indicated in the respective lines. The portion of their time spent in “administrative driving” (for example: driving the Representative or Head of mission, driving for office errands, etc.) should be also included.
You select “partially outsourced”, then enter the outsourcing expenditure and the service provider, and to the right of the tab indicate the FTE equivalents for the portion executed in-house.
You don’t need to modify the headings. Use the column that reflects the level of LICA contracts that you have in your entity. To see what the corresponding level would be, you can refer to the table in the Appendix, where you have the proforma costs for each.
Yes, you can use “portions”. In your example, the one (1) consultant is equivalent to 1 FTE. Splitting the consultant proportionally over the 6 functional areas would be equal to 0.17. Moreover, if the consultant spends more time (let’s say 50% of the time in HR) then for HR it would be 0.5; and then the rest of the 0.5 segregated across the other 5 functional areas.
Yes, it is possible. Few functional areas applicable to some staff members or consultants in Administration field are to be selected if these personnel only participate in those. Not everyone in “Administration” or in “HR”, for example, does participate in all the services within these service lines.
Yes, that is correct.
The FTE cost is calculated based on the UNDP standard proforma cost that can be found at the end of the template. It will be differentiated by country, but not by entity.
Full-Time Equivalent (FTE) is a unit that indicates the workload of an employed person in a way that makes workloads comparable across various contexts. The calculation of full-time equivalent is an employee's scheduled hours divided by the employer's hours for a full-time workweek. When an employer has a 40-hour workweek, employees who are scheduled to work 40 hours per week are 1.0 FTEs. Employees scheduled to work 20 hours per week are 0.5 FTEs. For instance, someone who works full-time (e.g., 40 hrs. a week) is 1 FTE and if he/she works 100% of her/his time in Human Resources will be counted as 1 FTE in Human Resources while someone who splits 40% in Administration and 60% in Human Resources would be count as 0,4 and 0,6 respectively. It does not factor in the overtime element, please distribute the time spent on the different services over a 100%. As such the vacant positions have not been factored in. However, normally the entities cover the long gaps through other types of assignments, such as Tas and consultancy arrangements, which have been factored in the data template.
Yes, in case the service is done in-house, time spent on supervision should also be included. In case the service is outsourced and only the oversight is done internally, please select fully outsourced and, in this case, there is no need to provide the time spent on supervising the work.
If it is not a regular contract you can select “Non-regular/consultant”, go to tab “Proforma cost” and choose the right level based on the yearly cost. In case the yearly cost is higher than the level 8, you can choose the contract type and level that best represent the yearly cost within the regular contracts and provide a comment with the correct contract type and level (e.g., ICA contract with a yearly cost of a Regular International P4).
If it is usually a full-time job, you can put 1 FTE and write in the comment box that in 2021 there was a vacancy for x months.
You can either split it in 2 rows with 0.5FTEs each or leave it in 1 row with the contract that best fits the total cost (please check tab “Proforma cost” to choose the contract type and level)
You can refer to the “Service Catalogue” tab in the annex where you can find all the services included in each service line
Start filling the first 4 columns (from H to N) either per service line (if you are working in only one of the service lines) or for all the services (if you are a generalist)
-> If you have a legal arrangement in place, please provide the detail in the comment box (e.g., we use the LTA managed by Entity A, or we have an MoU in place with Entity B)
Then go to the right part and allocate the time for each contract type selected in tab 4:
-> Start by estimating the time spent on “Other” for each service line on which the person is working:
1. The list is a selection of services (115 out of 198)
2. In the “Service Catalogue” tab you can filter column H selecting only “Non selected”
3. For each service line, read the non-selected services and estimate how much time that contract type is spending on them (e.g., overall spending 5% on Non-selected services for Administration)
4. Go back to tab 5 and put the estimated % on the row Other for each service line (e.g., 5% on Other Administration services)
-> Then allocate the remaining time over the services listed in tab 5
-> If allocating the time to the different services you realize that person is actually spending more time on a service line vs what you provided in tab 4, please change tab 4 accordingly
Some services include also just the management of the contract with an external provider (e.g., cleaning service) and in that case you could have a legal arrangement in please (e.g., an LTA)
The cost should be recorded by each entity receiving a service. You select “outsourced (UN entity) and then indicate the name of the entity that provides the service as well as the total annual expenditure.
You select “partially outsourced”, enter the entity providing part of the service, the expenditure, and in the comments you indicate that the rest of the service is provided globally.
You select “partially outsourced” and you enter the FTE equivalents as well as the outsourcing expenditure. In the comments, you should indicate the part of the process which is outsourced.
Answer coming soon.
When informing the cost of the renting, you can add a comment explaining that the cost is zero because the premise is provided by the government free of payment.
Correct, ideally the breakdown should be provided by the leading Agency and the entities in the UN House should record their apportioned costs.
You can select service provided globally, but please specify in the comment box who is providing this service.
You can select partially outsourced and select your own entity in the service provider column. Please specify in the comment box that the outsourced part is done by HQ
Please ask the service provider to give you an estimation of what is the cost for that service. In case the service provider is not able to give you the split, please use your best judgement to split the cost among the services and if the cost for that service is irrelevant you can put 0$ (it is important to always provide a value, even if it’s 0$). Please add comments to provide an explanation.
No, if you are managing the contract in-house you need to select “in-house” and select that you have a legal arrangement in please. Please add in the comment box the information about the legal arrangement (e.g., we piggyback from the LTA managed by entity A)No, if you are managing the contract in-house you need to select “in-house” and select that you have a legal arrangement in please. Please add in the comment box the information about the legal arrangement (e.g., we piggyback from the LTA managed by entity A)
In column J we ask to provide the total amount that is either provided or received from another entity. In column L we ask to provide a value only in 2 cases:
· Service provided in-house:
o If you don’t provide the service also to other entities, then the values in the 2 columns will be the same
o If you provide the service also to other entities (e.g. entity A provides visa also for entity b, and in 2021 entity A provided 100 visas of which 60 for themselves and 40 for entity B)
-> In column J you need to provide the total amount (e.g. 100 visas)
-> In column L you need to provide only the amount provided to your entity (e.g. 60 visas)
· Service partially outsourced:
o If you outsource part of your capacity (e.g., you needed to recruit 20 consultants, but you had the capacity to recruit 15 and you outsourced 5 to another entity/3rd party)
-> In column J you need to put the total amount provided + received (e.g., 20 consultants)
-> In column L you need to put only the amount that you are providing (e.g., 15 consultants)
o If you outsource part of the process (e.g., you outsourced to another entity part of the process to issue visas, and out of the whole process you do ~50% in-house and ~50% outsourced)
-> In column J you need to provide the total amount of visas processed in 2021 (e.g. 10 visas)
-> In column L you need to provide the % of process managed internally* the total amount (e.g., if you manage internally 50% of the process, it’s like if you managed 5 visas. In this case, please explain in the comment that you did not process 5 visas entirely, but you managed half of the process)
If you outsource part of the process (e.g., you outsourced to another entity part of the process to issue visas, and out of the whole process you do ~50% in-house and ~50% outsourced)
· In column J you need to provide the total amount of visas processed in 2021 (e.g. 100 visas)
· In column L you need to provide the % of process managed internally* the total amount (e.g., if you manage internally 50% of the process, it’s like if you managed 5 visas). In this case please explain in the comment that you did not process 5 visas entirely but you managed half of the process
Because each row is referring to a different service and the value provided could vary based on the service to which it refers to. For example:
· Entity A is providing Resident cards for international staff & dependents also to entity B while is providing Customs exemption only to entity A.
· For both services the workload driver is “Number of international staff” (row 16 and 17):
o Row 16 is referring to Resident cards for international staff & dependents and in this case, Entity A will need to provide in column J both the international staff of entity A and Entity B
o Row 17 is referring to Customs exemption and in this case, Entity A will need to provide in column J only international staff of entity A
If it was part of the workload of the personnel allocated to this service, you should include them put please provide the detail in the comment box (e.g., out of the 10 visas issued in 2021, 6 visas were issued for refugees as part of our mandate)
Please find here the material to be downloaded for the second data training
During the second data training the following two files will be necessary. Please make sure to download, save and open them.
During the second data training the following two files will be necessary. Please make sure to download, save and open them.