1. LOG Department Meeting
22/09/2017

2. AGENDA Finance Department Introduction
2018 Run Activities Budget Framework
2018 Team Axes Budget Framework
2018 Team Axes Budget Preparation
Budget Management Process

3. AGENDA Finance Department Introduction
2018 Run Activities Budget Framework
2018 Team Axes Budget Framework
2018 Team Axes Budget Preparation
Budget Management Process

4. HQ budget 2018 Process & planning

5. HQ budget 2018
What is NEW ? :
DG & Finance will define for each Department a HQ Budget framework €
then each Department Director will have to split it between each Unit (=Coordinator / Budget Holder) (see next slide)
Why HQ budget Framework necessary ?
Enable respect of the global HQ framework (RSA3 and OCB internal)
Monitor & manage HQ growth (Board request)
Give guidance to Budget holders / coordinators before they fill their HQ budget templates and limitate frustration when arbitrages must be done quickly
Enable Department Directors to make arbitrages before DG reviews
Ease the arbitrages during DG reviews
HQ projects :
No (? Avoid) new projects in budget without preliminary explanation + Business Case and financial estimation approved by SteerCo & Sponsor dpt
If framework allows it, creation of a « HQ projects envelop » under DG to face new needs during next year (tbc)

6. HQ budget 2018
What is NEW ? :
DG & Finance will define for each Department a HQ Budget framework €
then each Department Director will have to split it between each Unit (=Coordinator / Budget Holder) (see next slide)
Why HQ budget Framework necessary ?
Enable respect of the global HQ framework (RSA3 and OCB internal)
Monitor & manage HQ growth (Board request)
Give guidance to Budget holders / coordinators before they fill their HQ budget templates and limitate frustration when arbitrages must be done quickly
Enable Department Directors to make arbitrages before DG reviews
Ease the arbitrages during DG reviews
HQ projects :
No (? Avoid) new projects in budget without preliminary explanation + Business Case and financial estimation approved by SteerCo & Sponsor dpt
If framework allows it, creation of a « HQ projects envelop » under DG to face new needs during next year (tbc)

7. Planning HQ & OCB budget 2018
DG9 & Boards approval
5/9
12/12 > 19/12

8. Planning HQ & OCB budget 2018
OCB Sections budget
15/11
26/11
ARO’s & Missions budget
DG9 & Boards approval
5/9
12/12 > 19/12

9. Planning HQ & OCB budget 2018
OCB Sections budget
15/11
26/11
ARO’s & Missions budget
HQ Forecast update
DG9 & Boards approval
5/9 > 22/9
5/9
12/12 > 19/12
Each Department & Director communicates major update FTE & € to Finance
Critical items also analyzed by Finance performs specific

10. Planning HQ & OCB budget 2018
OCB Sections budget
15/11
26/11
ARO’s & Missions budget
HQ Forecast update
HQ Budget Framework by Department
< RSA3
DG9 & Boards approval
5/9 > 22/9
5/9
30/9
12/12 > 19/12
Each Department & Director communicates major update FTE & € to Finance
Critical items also analyzed by Finance performs specific
Direction & Finance will assign a budget framework to each department
>> Split FR / Non FR >> For non FR : will take into consideration : - FTE growth from 2017 recruitments - Projects approved - Strategic investments? - space allowed ?

11. Planning HQ & OCB budget 2018
OCB Sections budget
15/11
26/11
ARO’s & Missions budget
HQ Forecast update
HQ Budget Framework by Department
< RSA3
HQ Framework by Unit (= Coordinator / Budget Holder)
DG9 & Boards approval
5/9 > 22/9
5/9
30/9
1/10 > 9/10
12/12 > 19/12
Each Department & Director communicates major update FTE & € to Finance
Critical items also analyzed by Finance performs specific
Each Department Director to define how he wants to split the HQ Budget framework by Unit
Share 2016 ? New projects ? Strategic investments ?
Need help from HQ controllers ? > please ask !
Direction & Finance will assign a budget framework to each department
>> Split FR / Non FR >> For non FR : will take into consideration : - FTE growth from 2017 recruitments - Projects approved - Strategic investments? - space allowed ?

12. Planning HQ & OCB budget 2018
OCB Sections budget
15/11
26/11
ARO’s & Missions budget
HQ Forecast update
HQ Budget Framework by Department
< RSA3
HQ Framework by Unit (= Coordinator / Budget Holder)
Finance finalize HQ budget templates
DG9 & Boards approval
5/9
5/9 > 22/9
30/9
1/10 > 9/10
12/12 > 19/12
Each Department & Director communicates major update FTE & € to Finance
Critical items also analyzed by Finance performs specific
Each Department Director to define how he wants to split the HQ Budget framework by Unit
Share 2016 ? New projects ? Strategic investments ?
Need help from HQ controllers ? > please ask !
Direction & Finance will assign a budget framework to each department
>> Split FR / Non FR >> For non FR : will take into consideration : - FTE growth from 2017 recruitments - Projects approved - Strategic investments? - space allowed ?

13. Planning HQ & OCB budget 2018
OCB Sections budget
15/11
26/11
ARO’s & Missions budget
HQ Forecast update
HQ Budget Framework by Department
< RSA3
HQ Framework by Unit (= Coordinator / Budget Holder)
Finance finalize HQ budget templates
Departments submit HQ budgets
< framework
DG9 & Boards approval
5/9
5/9 > 22/9
30/9
1/10 > 9/10
23/10 >
8/11
12/12 > 19/12
Each Department & Director communicates major update FTE & € to Finance
Critical items also analyzed by Finance performs specific
Each Department Director to define how he wants to split the HQ Budget framework by Unit
Share 2016 ? New projects ? Strategic investments ?
Need help from HQ controllers ? > please ask !
Step 1 :
Coordo & Budget holders fill HQ budgets templates < Framework
Step 2 :
Director revise budgets with all Budget hodlers - within framework ?
- arbitration between Units ?
Direction & Finance will assign a budget framework to each department
>> Split FR / Non FR >> For non FR : will take into consideration : - FTE growth from 2017 recruitments - Projects approved - Strategic investments? - space allowed ?
Step 3 :
Submit budgets to Finance

14. Planning HQ & OCB budget 2018
OCB Sections budget
15/11
26/11
ARO’s & Missions budget
HQ Forecast update
HQ Budget Framework by Department
< RSA3
HQ Framework by Unit (= Coordinator / Budget Holder)
Finance finalize HQ budget templates
Departments submit HQ budgets
< framework
Finance consolidates& controls OCB & HQ budgets
DG9 & Boards approval
5/9
5/9 > 22/9
30/9
1/10 > 9/10
23/10 >
8/11
30/11
12/12 > 19/12
Each Department & Director communicates major update FTE & € to Finance
Critical items also analyzed by Finance performs specific
Each Department Director to define how he wants to split the HQ Budget framework by Unit
Share 2016 ? New projects ? Strategic investments ?
Need help from HQ controllers ? > please ask !
Step 1 :
Coordo & Budget holders fill HQ budgets templates < Framework
Reviews with Dpt Directors & Coordinators / Budget holders
Step 2 :
Director revise budgets with all Budget hodlers - within framework ?
- arbitration between Units ?
Direction & Finance will assign a budget framework to each department
>> Split FR / Non FR >> For non FR : will take into consideration : - FTE growth from 2017 recruitments - Projects approved - Strategic investments? - space allowed ?
Step 3 :
Submit budgets to Finance

15. Planning HQ & OCB budget 2018
OCB Sections budget
15/11
26/11
ARO’s & Missions budget
HQ Forecast update
HQ Budget Framework by Department
< RSA3
HQ Framework by Unit (= Coordinator / Budget Holder)
Finance finalize HQ budget templates
Departments submit HQ budgets
< framework
Finance consolidates& controls OCB & HQ budgets
DG reviews HQ & OCB budgets
& arbitrages
DG9 & Boards approval
5/9 > 22/9
30/9
1/10 > 9/10
23/10 >
8/11
30/11
1/12 > 9/12
12/12 > 19/12
Each Department & Director communicates major update FTE & € to Finance
Critical items also analyzed by Finance performs specific
Each Department Director to define how he wants to split the HQ Budget framework by Unit
Share 2016 ? New projects ? Strategic investments ?
Need help from HQ controllers ? > please ask !
Step 1 :
Coordo & Budget holders fill HQ budgets templates < Framework
Reviews with Dpt Directors & Coordinators / Budget holders
Direction & Finance will revise HQ & OCB Budgets
1st Draft review @ 1/12
Arbitrages - with Department directors - with OCB sections
Final review @ 9/12
Step 2 :
Director revise budgets with all Budget hodlers - within framework ?
- arbitration between Units ?
Direction & Finance will assign a budget framework to each department
>> Split FR / Non FR >> For non FR : will take into consideration : - FTE growth from 2017 recruitments - Projects approved - Strategic investments? - space allowed ?
Step 3 :
Submit budgets to Finance

16. AGENDA Finance Department Introduction
2018 Run Activities Budget Framework
2018 Team Axes Budget Framework
2018 Team Axes Budget Preparation
Budget Management Process

17. Budget Running activities Preparation overview
Review 2017 Projects & FTEs
Identify ideas 2nd & 3rd Line Projects 2018
Estimate 2018 budget per unit
2018 budget consolidation & confirmation
B&O
End September
Mid-October
End October
End October
Mid-January
2nd & 3rd Line Projects to be cancelled
2nd & 3rd Line Projects to be extended
FTEs needs
Tech Ref.
Specialized techs
MIO (6th Oct)
Others
New ideas from Field/FO/BO to be considered in 2018
Prioritization exercise for 3rd Line Projects
Identify 2nd line projects to be budgeted
FTE Needs
Budget estimation per Project/Family/Unit
LOG committee consolidate budget
LOG committee arbitration if total amount exceed the budgetary framework
2-day working group to fine tune Change
& Run activities

18. Budget Frame – Running Activities
Mainly same budget as in 2017 – around €
 € for Change  € for Run with HR ,without 2nd line projects (ex. MUST, MFH, EBC, Kunduz,…)
LOG Dept – 22 FTEs as FTE to propose + 1 FTE for Change
Actual
DirLOG/FO - 3 FTE
DirLOG
Assist Dept.
FO Coordo
RES – 2(+1) FTE
Resource Coordo
Info Manager
(PM Sherlog)
BO - 16 FTE
BO Coordo
TL Tech
Innovation Officer
4 Tac Ref
6 Tech Ref
3 Specialist Techs
MIO team – 8 FTE as in to propose (Deathline OPS 6th October)
Actual
1 HFM
1 IT / TELECOM
2 Infrastructure
2 BioMed
1 NRG /CC
1 Mobility

19. Budget Frame – Running Activities
Specific short term CDDs for project development – X months
Equipment for 3rd line projects and tech support tools – X €
External consultants for 3rd line projects (ex. MSF SIU) – X €
Comms on 2nd/3rd line project (Translate, Printing, Videos,…) – X €
Specific training for Staff to improve Field Support – X €
IT tools development (ex. Track my Stuff, GMAO,LRS,…) – X €
Overhead (COTL week, Events, Flight tickets, …) – X €

20. AGENDA Finance Department Introduction
2018 Run Activities Budget Framework
2018 Team Axes Budget Framework
2018 Team Axes Budget Preparation
Budget Management Process

21. Some explanations
We only focus on budget related to change activities meaning the implementation of the LOG Vision through the Team Axes
LOG Department budget on change activities for 2018 should be equal to 2017 budget (332 k€)
LOG Committee has re-allocated 2017 budget per Middle Manager to Team Axes
Budget only includes billable activities: consultancy, development print work.
Internal FTE & fixed-term contracts are out of scope

22. 2018 Team Axes Budget Framework
LOG COMMUNITY
Account
Description
Comment
Budget 2017
Forecast 2017
613212
Autres conseils/ consult. non médic.
Consultance spécialisée en communauté
Marylin Pratt
3.000,00
47.000,00
615540
Content development
Development de la plateforme/ customisation
52.500,00
TOTAL ,00
MANAGEMENT SYSTEM CHANGE & CULTURE
Account
Description
Comment
Budget 2017
Forecast 2017
613212
Autres conseils/ consult. non médic.
LOG Vision
30.000,00
40.000,00
6 Axes PMO
20.000,00
20.000,00
Distributed management – Vincent
30.000,00
Literature purchases
TOTAL ,00

23. 2018 Team Axes Budget Framework
FILED EMPOREMENT & INNOVATION CAPACITY
Account
Description
Comment
Budget 2017
Forecast 2017
TOTAL 0.00,00
TACTICAL CULTURE
Account
Description
Comment
Budget 2017
Forecast 2017
613212
Autres conseils/ consult. non médic.
Pathway 2nd Phase
10.000,00
20.000,00
TOTAL ,00

24. 2018 Team Axes Budget Framework
HR LOG REFORM
Account
Description
Comment
Budget 2017
Forecast 2017
615500
Design and printing work fees
LOG job flyers – part sections comms kit
4.000,00
7.000,00
613212
Autres conseils/ consult. non médic.
16.000,00
TOTAL ,00
INFORMATION & COMMUNCATION
Account
Description
Comment
Budget 2017
Forecast 2017
615500*
Design and printing work fees
Vision & Strategy brochure
6.500,00
9.500,00
LRS Development, Inventory tool, diagnostic app/ tools, JERI LOG, training support
615540
Content development
65.000,00
85.000,00
613300
Translations (written and simultaneous)
Other work than LOGMAG
2.500,00
2.500,00
TOTAL ,00
TOTAL ALL AXES ,00

25. AGENDA Finance Department Introduction
2018 Run Activities Budget Framework
2018 Team Axes Budget Framework
2018 Team Axes Budget Preparation
Budget Management Process

26. 2018 Budget Preparation
Team Axes are now in charge of budget management for the actions on the scope of their Axis
Budget estimation for 2018 has to be ready for 27th of October
2017 actions postponed in 2018
Use previous budget estimation
New actions for 2018
Rough estimation, with first prioritization of actions
A template has been designed to help you collect and define all necessary information

27. 2018 Budget Estimation Template

28. 2018 Budget Preparation Overview
Review of 2017 actions
Identification of new 2018 actions
Estimate 2018 budget by Team Axes
2018 budget consolidation & validation
B&O preparation
September/October
September/October
By 27 October
By 9 November
Mid-January
Actions to be cancelled
Action to be postponed
New actions to be launched in 2018
Prioritization (MoSCoW)
Budget estimation per actions
FTE Needs
Fixed-term contracts needs
LOG committee consolidate budget estimation
Team Axes meeting for transversal arbitration if total amount exceed the budgetary framework
Prepare and facilitate the 2 days working group of BO

29. AGENDA Finance Department Introduction
2018 Run Activities Budget Framework
2018 Team Axes Budget Framework
2018 Team Axes Budget Preparation
Budget Management Process
2018 Budget Management Process

30. Team Axe Representatives + Externals
Process:
Team Axe Budget Holder
1 Team Axe
Budget Rep
Actions
Project
Doers
Project manager
Finance uses 3 different roles
Project Manager = Doer, no change
Team Axis = Budget holder, but we need a SPOC to interact with Finance Department
Steering committee = Team Axis, in some case (Sherlog) more than one Team Axis could be in charge
Streering Committee
Team Axe Representatives + Externals

31. Important information
Team Axes as budget holders should respect engagement validation rules
Team Axes are responsible to follow up on their budgets
Re-forecasting requested by Finance Department should be discussed during general Team Axes meeting
The LOG Committee remains in charge of the global LOG Department frame
In case of unexpected expenses, Team Axes should consult each other in order to prevent budget overrun
Don’t worry, Middle Managers will continue to support Team Axes as coaches

32. THANK YOU

33. GRAVEYARD

34. Finance process case 1: Team Axe Budget Holder Team Axe Budget Rep
The Finance department requests
one name as the Team Axe budget representative
Team Axe Budget Holder
Team Axe
Budget Rep
Strategic Axe Actions
Doers
Finance uses 3 different roles
Project Manager = Doer, no change
Team Axis = Budget holder, but we need a SPOC to interact with Finance Department
Steering committee = Team Axis, in some case (Sherlog) more than one Team Axis could be in charge

35. Finance process case 2: project management approach
The Finance department requests
one name as the Team Axe budget representative
Team Axe Budget Holder
Team Axe
Budget Rep
Strategic Axe Actions
Project manager
Doer
Finance uses 3 different roles
Project Manager = Doer, no change
Team Axis = Budget holder, but we need a SPOC to interact with Finance Department
Steering committee = Team Axis, in some case (Sherlog) more than one Team Axis could be in charge

36. Finance process case 2: project management approach
The Finance department requests
A Steering Committee the Team Axe composes
The Finance department requests
one name as the Team Axe budget representative
Steering Committee (Team Axe + )
Team Axe Budget Holder
Team Axe
Budget Rep
Strategic Axe Actions
Project manager
Doer
Finance uses 3 different roles
Project Manager = Doer, no change
Team Axis = Budget holder, but we need a SPOC to interact with Finance Department
Steering committee = Team Axis, in some case (Sherlog) more than one Team Axis could be in charge

37. Year budget deadlines 27 october 2018 Team Axes dealine
Admin work to Finance department
5/13 march
2018 Forecast 1
3/11 september
2018 Forecast 3
9 november
2018 LOG department budget input
4/12 june
2018 Forecast 2
X november
2019 LOG department
budget input
2 november
2018 Team Axes aribitriation
Finance uses 3 different roles
Project Manager = Doer, no change
Team Axis = Budget holder, but we need a SPOC to interact with Finance Department
Steering committee = Team Axis, in some case (Sherlog) more than one Team Axis could be in charge

38. Role of the LOG Committee
5/13 march
2018 Forecast 1
LOG
Committee
Finance uses 3 different roles
Project Manager = Doer, no change
Team Axis = Budget holder, but we need a SPOC to interact with Finance Department
Steering committee = Team Axis, in some case (Sherlog) more than one Team Axis could be in charge
Validation of the forecast :
increase/ decrease
team axe internal reorganization
inter team axes rebalancing

39. alignment with the HQ structure
LOG department
MSF HQ structure
Steering Committee
Budget Holder
Project manager
Team Axes
(at least one)
Doer
Team Axis’ representative
Finance uses 3 different roles
Project Manager = Doer, no change
Team Axis = Budget holder, but we need a SPOC to interact with Finance Department
Steering committee = Team Axis, in some case (Sherlog) more than one Team Axis could be in charge

40. AGENDA Budget Framework for 2018 2018 Budget Preparation
Budget management process
Finance department presentation