BUDGET UNIT

Unit Profile

REPUBLIC OF GHANA

FIRST QUARTER REPORT

 JANUARY -MARCH, 2024

OTI REGIONAL CO-ORDINATING COUNCIL

REGIONAL BUDGET OFFICE

FIRST QUARTER 2024 PROGRESS REPORT

 

1.0 INTRODUCTION

This report gives an overview of the activities carried out by the Budget Office in the first quarter of 2014 in fulfilment of the Office’s mandate of coordination, facilitation, collation, preparation and implementation of RCC and MMDAs budgets in the region. The first quarter report covers two broad operational areas of the Office, namely Budget Performance Reporting and Management and Monitoring Policies, Programmes and Projects. The reporting period is January-March, 2024.

To ensure an informative and transparent process, our progress during the year will be monitored through preparation and submission of quarterly reports. This is the first of such report for 2024. It outlines progress made on actions and sub-actions due for delivery in the first quarter of 2024. While providing details on the achievements made during this period, the report also provides an update on actions where significant progress has been made, and where it was necessary to adjust the target date.

Specific issues presented in the report include achievements of key performance indicators, funding issues, major challenges encountered by the Budget Office and proposed measures for improving service delivery.

2.0 BUDGET PROGRAMME OBJECTIVES

The Annual Action Plan for 2024 sets out eleven (11) activities specifically targeted to achieve the following objectives:

  • To ensure a sustainable, transparent and participatory budgeting system at the sub-national level
  • To ensure effective and efficient allocation and utilization of financial resources at sub-national level
  • To effectively supervise and coordinate the activities of Budget Offices in the districts to ensure harmony in service delivery.

 

 

 

3.0 PLANNED ACTIVITIES FOR FIRST QUARTER OF 2024

The 2024 Action Plan for the Budget Office sets out the priorities for the Office for the year. This annual plan sits with the wider action plan framework of the Oti Regional Co-ordinating Council, and is driven by the goals set out in the Medium-Term Development Plan 2022-2025.

The Action Plan for 2024 contained four (4) actions and sub-actions which were due for delivery by the end of the first quarter of 2024. These include:

  • Organize quarterly Budget Committee Meeting
  • Organize quarterly meetings for Budget Analysts
  • Organize workshop for Budget Analysts on preparation of Budget Performance Report
  • Organize Composite Budget Monitoring of MMDAs

3.1 Activities undertaken in the first quarter of 2024

The following activities were undertaken in the first quarter of 2024:

  • Quarterly meeting for Budget Analysts
  • Collation and Submission of Financial data of MMDAs (Monitoring)

Find details in table 1 below:

Table 1: Activities undertaken in the First Quarter 0f 2024

Action/Sub-action Action/Sub-action for Quarter 1 Date Status Comment
1 Organize quarterly meetings
1.1 Organize quarterly Budget Committee Meetings Not Achieved The meeting was not held due to funding challenges
1.2 Organize quarterly meeting for Budget Analysts 28th February, 2024 Completed The programme was successfully organized and well attended but it was pre-financed
2 Training and Capacity Building
2.1 Organize workshop for Budget Analysts on preparation of Budget Performance Report Not Achieved The workshop was not held due to funding challenges
3 Organize Composite Budget Monitoring of MMDAs
3.1 Collation and Submission of Financial data of MMDAs 7th -12th February, 2024 Completed Financial data collated and submitted timely

 

4.0 PERFORMANCE OF KEY INDICATORS

This section outlines the achievements of the Budget Office during the reporting period in respect of the Office’s 2024 performance indicators. The indicators are broadly grouped into financial and management improvement indicators as contained in the 2024 Regional Integrated Budget.

The Action Plan for 2024 contains four (4) actions and sub actions due for delivery by the end of first quarter, 2024. Out of these, two (2) have been achieved, giving a completion rate of 50%.

4.1 Performance of Financial Indicators

Total funds received from January to March amounted to GHS0.00 compared with the total amount of GHS14, 086.00 expected. This created an income shortfall of GHS14, 086.00.

Find details in table 2 below.

Table 2: Performance of Financial Indicators for the First Quarter, 2024

RECIPTS ANNUAL BUDGET

(GHS)

YTD BUDGET (GHS) YTD ACTUAL (GHS) YTD VARIANCE (GHS)
GOG 51,192.00 12,798.00 0.00 (12,798)
Funding from ORCC 5,152.00 1,288.00 0.00 (1,288.00)
TOTAL 56,344.00 14,086.00 0.00 (14,086.00)

 

 

 

 

 

4.2 Performance of Management Improvement Indicators

4.2.1 Quarterly Meetings

The Office held a total of one (1) successful quarterly meeting as compared to the targets planned for the period. A quarterly Budget Officers meeting was held with forty-two (42) participants in attendance as against expected number of fifty-eight (58). However, the key output of the meeting was achieved as all the nine (9) MMDAs were fully represented and their draft Budget Performance Report for 2023 were submitted.

The Office could not hold quarterly Budget Committee meeting planned for the period due to funding challenges.

4.2.2 Composite Budget Monitoring

The Office collated various sets of data from the Municipal and District Assemblies and submitted same to the Office of the Head of the Local Government Service (OHLGS) within set deadlines. The data relate to financial performance of the MMDAs for the year 2023. All the nine (9) Municipal and District Assemblies submitted all required data to the Budget Office.

4.2.3 Capacity Building Indicators

The Office planned to hold one (1) Workshop on preparation of Budget Performance Report targeting eighteen (18) Budget Officers. However, the activity was not organized due to funding challenges.

Find in table 3 below the details of the targets and achievements of the above-mentioned performance indicators as at the end of quarter one (1).

Table 3: Performance of Management Improvement Indicators for the First Quarter, 2024

Performance Criteria Office of Measurement 2024 Annual Target Qtr.1 Target Qtr.1 Achievement
Submission of 2023 MMDAs financial data  

Month

 

February

 

February

 

Submitted in February

Submission of Quarterly Reports  

Number

 

4

 

1

 

1

Implementation of 2024 Action Plan  

Percentage (%)

 

100

 

25

 

18.18

Workshop on Preparation of Budget Performance Report 1 1 0 (1)

 

5.0 COLLABORATION

The Office maintained strong collaboration with Municipal and District Assemblies and other stakeholders in the implementation of activities. The stakeholders include Departments and Agencies (MDAs).

6.0 HUMAN RESOURCES AND GENERAL ADMINISTRATION

6.1 Management

During the period under review, management of the Office led by the Regional Budget Analyst, continued to actively interact with staff on issues such as planning, finance and administration. This culminated in effective planning and delivery of services.  In this regard, management held regular staff engagements to discuss implementation of planned activities.  Also, management with the support of staff monitored and supervised the activities of Budget Officers working at the various MMDAs.

6.2 Staffing

The staffing situation of the Budget Office did not change over the period compared to end of year 2023.

Table 4 below shows the details of the staffing situation at the Regional Office and Municipal and District Assemblies as at end of March, 2024.

Table 4: Staff Strength as at end of First Quarter, 2024

 

PRESENT GRADE/MDA No. of Staff
ORCC
CHIEF BUDGET ANALYST 1
ASST. BUDGET  ANALYST 1
PRIN. BUDGET  ANALYST 1
PRIN. BUDGET OFFICER 1
KRACHI EAST MA
SENIOR BUDGET ANALYST 1
ASST. BUDGET  ANALYST 8
ASST. BUDGET  0FFICER 1
JASIKAN MA
ASST. BUDGET  ANALYST 5
ASST. BUDGET OFFICER 1
KADJEBI DA
SNR. BUDGET ANALYST 1
ASST. BUDGET  OFFICER 2
ASST. BUDGET  ANALYST 2
KRACHI WEST MA
ASST. BUDGET  ANALYST 4
ASST. BUDGET OFFICER 1
NKWANTA SOUTH MA
ASST. BUDGET  ANALYST 6
BIAKOYE DA
ASST. BUDGET  ANALYST 6
ASST. BUDGET  OFFICER 2
NKWANTA NORTH DA
ASST. BUDGET  ANALYST 4
KRACHI NCHUMURU DA
ASST. BUDGET  ANALYST 2
ASST. BUDGET  OFFICER 3
GUAN DA
SNR. BUDGET ANALYST 1
ASST. BUDGET ANALYST 2
ASST. BUDGET  OFFICER 2
Total 58

 

7.0 CHALLENGES

The Budget Office encountered some technical, operational, financial and administrative challenges in implementation of planned activities within the quarter. These challenges largely impacted negatively on achievement of the Office’s performance targets for the quarter. Key among them are highlighted as follows;

  • Irregular power supply for administrative work.
  • Untimely release of GoG funds for planned activities.
  • Low commitment on the part of some Municipal and District Assemblies to support activities of Budget Officers.

8.0 RECOMMENDATIONS

The Office makes the following recommendations for addressing the above-mentioned challenges towards improving service delivery.

  • The RCC to consider purchase of plant as an alternative source of power to ensure uninterrupted power supply for administrative and operational activities.
  • The Office liaise with Ministry of Finance to ensure timely release of adequate funds for operations and execution of intended programmes.
  • The Office to mobilize adequate funds through Development Partners to support implementation of planned activities.
  • The Office to continue dialogues with relevant stakeholders especially the MMDAs level to win the buy-in and contribute towards implementation of planned activities.

9.0 CONCLUSION

Even though not much was achieved as it was evident in the review of the key performance indicators for the quarter, the Budget Office made some significant strides through collation and analysis of data, and regular engagement with Budget Officers. This resulted in improvement in quality of financial data and timely submission of draft Budget Performance Reports for 2023.

In the coming quarter, Budget Officers’ engagements will continue through quarterly meetings and Capacity Building programmes.

The Budget Office will maintain strong partnership with all stakeholders namely, Departments and MMDAs to solicit support and ensure timely implementation of planned activities.

BUDGET UNIT

SETH KODJIE

REGIONAL DIRECTOR

DR SAMUEL DARRAH

PRINCIPAL BUDGET ANALYST

DORCAS JAGRI

ASSISTANT BUDGET ANALYST

BUDGET UNIT