FurtherInfo - UGDP 5th Performance Assessment Site

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Pre-Condition

1.1 Frequency of meetings per year
1.2 Number of attendee
2.1 Number of established UCs
2.2 Frequency of UC meeting per year
3.1 Application of prescribed temples
3.2 Availability of formulated Development Plan
4.1 Availability of ADP reports
4.2 Availability of letters to send ADP reports to LGD

Performance Indicators

1.1 UC meetings are properly held and recorded
1.2 NBD officers attend respective UC meetings
1.3 PSC is established and functioning
1.4 Development proposals are submitted
2.1 Annual Budget is prepared and approved
2.2 Asset register is properly maintained and updated
2.3 Annual Financial Statement is prepared in time
2.4 Gap between initial budget amount and actual expenditure
3.1 Five-year Development Plan with a priority project list
3.2 Development fund is used as per Guidelines 2014
3.3 Development project sites are inspected
3.4 Upazila Project Proposals (UPPs) are prepared
4.1 UDCC are held in each Union Parishad
4.2 Annual Budget and ADP are displayed for public scrutiny
4.3 Information Focal Point is assigned
4.4 Citizen Charter is published

Pre-Condition

1.1 Frequency of meetings per year

Effective Action/Countermeasure	Remark
UZP Chairman organizes a regular meeting. (12 times per year) UNO prepares the meeting notice and meeting minutes per meeting. UNO prepares a specific document file for keeping the meeting notice and meeting minutes at the Upazila office.	Nine (9) times per year is the minimum required level (minimum level) for filling the pre-condition.

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1.2 Number of attendee

Effective Action/Countermeasure	Remark
UZP Chairman continuously encourages the constituent members to attend the regular meeting. UZP Chairman initiates the discussion in the Upazila Parishad meeting on relevant issues and topics for constituent members such as NBD activities, Committee Activities, and Union Activities. UZP Chairman become more careful to give a chance of expressing opinions to constituent members in the Upazila Parishad meeting. UNO delivers the meeting notice to the constituent members around one week prior to the meeting. If the number of meeting attendants is not increased, UZP Chairman and UNO directly inform the meeting date of the constituent members by phone in addition to the notice.	The minimum level is 40% attendance. If your constituent member is 30, 12 attendants are minimum level per meeting.

Effective Action/Countermeasure

Remark

UZP Chairman continuously encourages the constituent members to attend the regular meeting.
UZP Chairman initiates the discussion in the Upazila Parishad meeting on relevant issues and topics for constituent members such as NBD activities, Committee Activities, and Union Activities.
UZP Chairman become more careful to give a chance of expressing opinions to constituent members in the Upazila Parishad meeting.
UNO delivers the meeting notice to the constituent members around one week prior to the meeting.
If the number of meeting attendants is not increased, UZP Chairman and UNO directly inform the meeting date of the constituent members by phone in addition to the notice.

The minimum level is 40% attendance.
If your constituent member is 30, 12 attendants are minimum level per meeting.

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2.1 Number of established UCs

Effective Action/ Countermeasure	Remark
UZP Chairman initiates the establishment of 17 Upazila Committees and the approval of the establishment of Upazila Committees by the Upazila Parishad. UNO keeps the meeting minutes that certify the approval at the Upazila office.

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2.2 Frequency of UC meeting per year

Effective Action/Countermeasure	Remark
Chairmen of Upazila Committees: UZP Deputy Chairmen organize a regular meeting. (6 times per year/committee) Member-secretaries of Upazila Committees: NBD officials deliver the meeting notice and prepare the meeting minutes. UZP Chairman encourages Deputy Chairmen and member-secretaries: concerned NBD officials to organize a regular meeting. UZP Chairman initiates discussion on the activities of Upazila Committees in the Upazila Parishad meeting. UNO collects the meeting notice and meeting minutes from member-secretaries unfailingly. UNO prepares specific document files for keeping the meeting notice and meeting minutes at the Upazila office.	The minimum level is one time per Upazila Committee/year.

Effective Action/Countermeasure

Remark

Chairmen of Upazila Committees: UZP Deputy Chairmen organize a regular meeting. (6 times per year/committee)
Member-secretaries of Upazila Committees: NBD officials deliver the meeting notice and prepare the meeting minutes.
UZP Chairman encourages Deputy Chairmen and member-secretaries: concerned NBD officials to organize a regular meeting.
UZP Chairman initiates discussion on the activities of Upazila Committees in the Upazila Parishad meeting.
UNO collects the meeting notice and meeting minutes from member-secretaries unfailingly.
UNO prepares specific document files for keeping the meeting notice and meeting minutes at the Upazila office.

The minimum level is one time per Upazila Committee/year.

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3.1 Application of prescribed temples

Effective Action/Countermeasure	Remark
UNO prepares the budget plan utilizing the prescribed templates: A, B, C, and D. UZP Chairman pay attention to the formulation of the budget plan utilizing the prescribed templates: A, B, C, and D. UZP Chairman initiates the training on budget with the prescribed template for NBDs and other relevant staffs. UNO keep budget documents at the Upazila Office.	The minimum level is to use one template out of prescribed four (4) templates. The prescribed templates are attached to “Upazila Parishad Budget (Preparation and Approval) Rule, 2010”.

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3.2 Availability of formulated Development Plan

Effective Action/Countermeasure	Remark
UZP Chairman initiates the formulation of Five-year Development Plan and the approval by the Upazila Parishad. UNO leads the formulation of Five-year Development Plan and prepare the plan book in print after the approval by the Upazila Parishad. UZP Chairman initiates the formulation of Annual Development Plan before starting the fiscal year; July and the approval by Upazila Parishad. UNO leads the formulation of Annual Development Plan and prepare the plan in print after the approval by the Upazila Parishad. UZP Chairman instructs NBDs to support the formulation of Annual Development Plan and 5-year Development Plan occasionally.	The minimum level is to prepare Five-year Development Plan or Annual Development Plan in print.

Effective Action/Countermeasure

Remark

UZP Chairman initiates the formulation of Five-year Development Plan and the approval by the Upazila Parishad.
UNO leads the formulation of Five-year Development Plan and prepare the plan book in print after the approval by the Upazila Parishad.
UZP Chairman initiates the formulation of Annual Development Plan before starting the fiscal year; July and the approval by Upazila Parishad.
UNO leads the formulation of Annual Development Plan and prepare the plan in print after the approval by the Upazila Parishad.
UZP Chairman instructs NBDs to support the formulation of Annual Development Plan and 5-year Development Plan occasionally.

The minimum level is to prepare Five-year Development Plan or Annual Development Plan in print.

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4.1 Availability of ADP reports

Effective Action/Countermeasure	Remark
UZP Chairman initiates the formulation of the ADP report at the end of each fiscal year and the approval by the Upazila Parishad. UNO leads the formulation of the ADP report. UNO prepares a specific document file for keeping the ADP report at the Upazila Office.	The minimum level is to prepare the document to summarize the all of implemented development activities funded by Annual Development Program.

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4.2 Availability of letters to send ADP reports to LGD

Effective Action/Countermeasure	Remark
UNO sends the ADP report to LGD after the approval by the Upazila Parishad. UNO keeps the cover letter with the ADP report at the Upazila Office.	The cover letter is evidence to certify submission to LGD.

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Performance Indicators

1.1 UC meetings are properly held and recorded

Effective Action/Countermeasure	Remark
Chairmen of Upazila Committees: UZP Deputy Chairmen organize a regular meeting. (6 times per year/committee) Member-secretaries of Upazila Committees: NBD officials deliver the meeting notice and prepare the meeting minutes. UZP Chairman encourages Deputy Chairmen and member-secretaries: concerned NBD officials to organize a regular meeting. UZP Chairman initiates discussion on the activities of Upazila Committees in the Upazila Parishad meeting. UZP Chairman monitors the implementation of UZC meetings in the Upazila Parishad meeting. UNO collects the meeting notice and meeting minutes from the member-secretaries unfailingly. UNO collects and use the information from the Upazila Committee meetings, when UNO prepare the working paper of the Upazila Parishad Meeting UNO prepares specific document files for keeping the meeting notice and meeting minutes at the Upazila office.	When your Upazila holds 6 times per year/Upazila Committee, 6 times X 17 Committees=102 times, your Upazila can get full score. The meeting notice and meeting minutes are indispensable documents to certify the frequency of committee meeting.

Effective Action/Countermeasure

Remark

Chairmen of Upazila Committees: UZP Deputy Chairmen organize a regular meeting. (6 times per year/committee)
Member-secretaries of Upazila Committees: NBD officials deliver the meeting notice and prepare the meeting minutes.
UZP Chairman encourages Deputy Chairmen and member-secretaries: concerned NBD officials to organize a regular meeting.
UZP Chairman initiates discussion on the activities of Upazila Committees in the Upazila Parishad meeting.
UZP Chairman monitors the implementation of UZC meetings in the Upazila Parishad meeting.
UNO collects the meeting notice and meeting minutes from the member-secretaries unfailingly.
UNO collects and use the information from the Upazila Committee meetings, when UNO prepare the working paper of the Upazila Parishad Meeting
UNO prepares specific document files for keeping the meeting notice and meeting minutes at the Upazila office.

When your Upazila holds 6 times per year/Upazila Committee, 6 times X 17 Committees=102 times, your Upazila can get full score.
The meeting notice and meeting minutes are indispensable documents to certify the frequency of committee meeting.

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1.2 NBD officers attend respective UC meetings

Effective Action/Countermeasure	Remark
UZP Chairman and UNO continuously encourage NBD officials to attend a regular meeting of the Upazila Committee. UZP Chairman communicates directly with member-secretaries of the Upazila Committee through the telephone to make sure of attendance of NBD officials. UZP Chairman asks NBD officials to report the UC meeting based on the UC meeting minutes. Upazila Committee Chairman; UZP Deputy Chairman initiates discussion and gives chances to concerned NBD officials for expressing their opinions and proposals. Member-secretaries of Upazila Committees: NBD officials deliver the meeting notice and prepare the meeting minutes unfailingly. UNO collects the meeting minutes with the attendee list from the member-secretaries unfailingly. UNO prepares specific document files per committee for keeping the meeting minutes at the Upazila office.	When two (2) NBD officials at least attend the meeting in each time, 2 NBD officials X 6 times X 17 Committees = 204 NBD officials, your Upazila can get full score. The attendee list in the meeting minutes is indispensable to certify the number of NBD officials.

Effective Action/Countermeasure

Remark

UZP Chairman and UNO continuously encourage NBD officials to attend a regular meeting of the Upazila Committee.
UZP Chairman communicates directly with member-secretaries of the Upazila Committee through the telephone to make sure of attendance of NBD officials.
UZP Chairman asks NBD officials to report the UC meeting based on the UC meeting minutes.
Upazila Committee Chairman; UZP Deputy Chairman initiates discussion and gives chances to concerned NBD officials for expressing their opinions and proposals.
Member-secretaries of Upazila Committees: NBD officials deliver the meeting notice and prepare the meeting minutes unfailingly.
UNO collects the meeting minutes with the attendee list from the member-secretaries unfailingly.
UNO prepares specific document files per committee for keeping the meeting minutes at the Upazila office.

When two (2) NBD officials at least attend the meeting in each time, 2 NBD officials X 6 times X 17 Committees = 204 NBD officials, your Upazila can get full score.
The attendee list in the meeting minutes is indispensable to certify the number of NBD officials.

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1.3 PSC is established and functioning

Effective Action/Countermeasure	Remark
UZP Chairman initiates a PSC meeting to approve the priority investment project list before straining the following fiscal year: July. Upazila Engineer prepares the PSC meeting minutes and submit it to UNO with the approved priority list. UNO keeps the PSC meeting minutes with the approved priority list.	When your Upazila prepares the priority investment project list for the following fiscal year and approve it by March, your Upazila can get full score.

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1.4 Development proposals are submitted

Effective Action/Countermeasure	Remark
UZP Chairman initiates the submission of Upazila Development Proposals from relevant stakeholders such as Union Parishads, UDCCs, Upazila Committees, and NBDs at the beginning of formulation of the Annual Development Plan. UZP Chairman gives clear priority to the development projects for funding which are submitted by UPs/ NBDs/ UDCCs and Upazila Committees. UNO informs the submission of Upazila Development Proposals of relevant stakeholders on time. UNO prepares specific document files for keeping submitted proposals at the Upazila office.	When your Upazila collect more proposals from stakeholders such as Union Parishads, UDCCs, Upazila Committees, and NBDs, your Upazila can get higher score.

Effective Action/Countermeasure

Remark

UZP Chairman initiates the submission of Upazila Development Proposals from relevant stakeholders such as Union Parishads, UDCCs, Upazila Committees, and NBDs at the beginning of formulation of the Annual Development Plan.
UZP Chairman gives clear priority to the development projects for funding which are submitted by UPs/ NBDs/ UDCCs and Upazila Committees.
UNO informs the submission of Upazila Development Proposals of relevant stakeholders on time.
UNO prepares specific document files for keeping submitted proposals at the Upazila office.

When your Upazila collect more proposals from stakeholders such as Union Parishads, UDCCs, Upazila Committees, and NBDs, your Upazila can get higher score.

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2.1 Annual Budget is prepared and approved

Effective Action/Countermeasure	Remark
UZP Chairman initiates the formulation of the Annual Budget Plan and the approval by the Upazila Parishad before the following fiscal year. UNO leads the formulation of the Annual Budget Plan by May 31. UNO keeps the meeting minutes of the Upazila Parishad with the approved Annual Budget Plan.	When your Upazila prepare and approve the Annual Budget Plan by May 31, your Upazila can get full score.

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2.2 Asset register is properly maintained and updated

Effective Action/Countermeasure	Remark
UZP Chairman initiates the file of asset registration on facilities and equipment, if they are not ready. UZP Chairman initiates the discussion on assets registration in the Upazila Parishad meeting and ask NBDs to provide the information. UNO leads the update of asset registration. UNO keeps the file of asset registration at the Upazila office.	When your Upazila updates the asset registration for both facilities and equipment at least once a year, your Upazila can get full score. Even when the data of asset registration is not necessary to be updated, the date of your registration is updated

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2.3 Annual Financial Statement is prepared in time

Effective Action/Countermeasure	Remark
UZP Chairman initiates the preparation of Annual Financial Statement and the approval by the Upazila Parishad. UNO leads the preparation of Annual Financial Statement by December 31. UNO keeps the statement at the Upazila office.	When your Upazila prepares and approves the Annual Financial Statement with any format by December 31, your Upazila can get full score.

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2.4 Gap between initial budget amount and actual expenditure

Effective Action/Countermeasure	Remark
UNO should carefully prepare income and expenditure forecast before the preparation of the budget plan.	When the gap between the total amount of Annual Budget Plan and actual expenditure is less than 5%, your Upazila can get full score.

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3.1 Five-year Development Plan with a priority project list

Effective Action/Countermeasure	Remark
Upazila Chairman pays attention to the contents of the Five-year development Plan that includes the priority project list by both Union-wise and Sector-wise. UNO make sure that a formulated Five-year Development Plan includes the priority project list by both Union-wise and Sector-wise.

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3.2 Development fund is used as per Guidelines 2014

Effective Action/Countermeasure	Remark
UZP Chairman pays attention to the varied sector-wise allocation of the ADP funds. UNO makes sure that ADP funds is allocated to more than eight (8) sector projects.	When implemented projects by ADP funds cover more than eight (8) sectors, your Upazila can get full score. Ten (10) sectors including others for the allocation of the ADP funds are indicated in “UPZ Development Fund Using Guidelines 2014” issued by LGD.

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3.3 Development project sites are inspected

Effective Action/Countermeasure	Remark
UZP Chairman encourages concerned NBD officials and Project Implement Committee (PIC) to inspect development projects and submits a project inspection report to UNO. UZP Chairman initiates discussion on on-going development projects in the Upazila Parishad meeting and ask concerned NBD officials to report current progress. Upazila Committee Chairman; UZP Deputy Chairman initiates discussion on on-going development projects in the Upazila Committee meeting and ask concerned NBD officials to report current progress. UNO prepares a specific document file for keeping project inspection reports at the Upazila office.	When more than 90% of your implemented projects is inspected, your Upazila can get full score. The project inspection report is indispensable to certify the inspection.

Effective Action/Countermeasure

Remark

UZP Chairman encourages concerned NBD officials and Project Implement Committee (PIC) to inspect development projects and submits a project inspection report to UNO.
UZP Chairman initiates discussion on on-going development projects in the Upazila Parishad meeting and ask concerned NBD officials to report current progress.
Upazila Committee Chairman; UZP Deputy Chairman initiates discussion on on-going development projects in the Upazila Committee meeting and ask concerned NBD officials to report current progress.
UNO prepares a specific document file for keeping project inspection reports at the Upazila office.

When more than 90% of your implemented projects is inspected, your Upazila can get full score.
The project inspection report is indispensable to certify the inspection.

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3.4 Upazila Project Proposals (UPPs) are prepared

Effective Action/Countermeasure	Remark
UZP Chairman initiates the formulation of UPPs to concerned stakeholder such as NBDs, UZCs, UDCCs at the beginning of formulation of the Annual Development Plan. PSC select projects from UPPs collected at the beginning of formulation of the Annual Development Plan. UNO make sure that all listed projects in the Annual Development Plan are ready for UPPs. UNO prepare a specific document file for keeping UPPs at the Upazila office.	When all of your implemented projects are ready for UPPs, your Upazila can get full score.

Effective Action/Countermeasure

Remark

UZP Chairman initiates the formulation of UPPs to concerned stakeholder such as NBDs, UZCs, UDCCs at the beginning of formulation of the Annual Development Plan.
PSC select projects from UPPs collected at the beginning of formulation of the Annual Development Plan.
UNO make sure that all listed projects in the Annual Development Plan are ready for UPPs.
UNO prepare a specific document file for keeping UPPs at the Upazila office.

When all of your implemented projects are ready for UPPs, your Upazila can get full score.

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4.1 UDCC are held in each Union Parishad

Effective Action/Countermeasure	Remark
UZP members; Union Chairmen hold a UDCC meeting regularly and submit UDCC meeting minutes to UNO. (6 times per year/Union) UZP Chairman encourages UZP members; Union Chairmen to hold a UDCC meeting regularly and submit the UDCC meeting minutes to UNO in the Upazila Parishad meeting. UZP Chairman initiates the discussion on UDCC activities in the Upazila Parishad meeting. UZP Chairman instructs to submit development proposals after the approval of UDCC. UNO prepare document files per Union for keeping the UDCC meeting minutes.	Respective Unions hold a UDCC meeting more than 5 times per year, your Upazila can get full score. The frequency of UDCC meetings is certified by meeting minutes kept at the Upazila office.

Effective Action/Countermeasure

Remark

UZP members; Union Chairmen hold a UDCC meeting regularly and submit UDCC meeting minutes to UNO. (6 times per year/Union)
UZP Chairman encourages UZP members; Union Chairmen to hold a UDCC meeting regularly and submit the UDCC meeting minutes to UNO in the Upazila Parishad meeting.
UZP Chairman initiates the discussion on UDCC activities in the Upazila Parishad meeting.
UZP Chairman instructs to submit development proposals after the approval of UDCC.
UNO prepare document files per Union for keeping the UDCC meeting minutes.

Respective Unions hold a UDCC meeting more than 5 times per year, your Upazila can get full score.
The frequency of UDCC meetings is certified by meeting minutes kept at the Upazila office.

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4.2 Annual Budget and ADP are displayed for public scrutiny

Effective Action/Countermeasure	Remark
UZP Chairman instructs UNO and concerned officers to display the Annual Development Plan and the Budget Plan on a notice-board and website immediately after the approval. UNO makes sure that the Annual Development Plan and the Budget Plan are displaced on a notice-board and website through the concerned fiscal year.	When your Upazila display both the Annual Development Plan and the Budget Plan both on a notice-board and website, your Upazila can get full score.

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4.3 Information Focal Point is assigned

Effective Action/Countermeasure	Remark
UZP Chairman initiates the assignment of IFP and the approval by the Upazila Parishad. UNO make sure that the assignment of IFP is made public the name and designation; notice-board, website, and/or the board of Citizen Charter.	When your Upazila assigns IFP and make public name and designation, your Upazila can get full score.

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4.4 Citizen Charter is published

Effective Action/Countermeasure	Remark
UZP Chairman initiates the preparation of Citizen Charter. UZP Chairman initiates the discussion on the update of existing Citizen Charter yearly. UNO makes sure that the contents of Citizen Charter is reviewed and updated annually. UNO keeps the record of review and update; meeting minutes of the Upazila Parishad to approve the revision of Citizen Charter.	When your Upazila review and update the Citizen Charter annually, your Upazila can get full score.

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