Nb: It Is Compulsory to Respond to All the Sections

2014/15

BUSINESS PLAN (2010/11)

NB: IT IS COMPULSORY TO RESPOND TO ALL THE SECTIONS.

SECTION 1- ADMINISTRATIVE DETAILS

1.1 IDENTIFIYING PARTICULARS:

Complete the following table in respect of the service provider.

NAME OF ORGANISATION AS IN THE CONSTITUTION

PHYSICAL ADDRESS / STREET ADDRESS
POSTAL ADDRESS
TELEPHONE
(Code & number)
CELL NUMBER
FAX
(Code & number)
E-MAIL
MUNICIPAL DISTRICT
DEPT. SUB-DISTRICT OFFICE
NAME OF CONTACT PERSON
POSITION / CAPACITY OF CONTACT PERSON
TELEPHONE / CELL NUMBER OF CONTACT PERSON
(Code and number)
FAX
(Code and number)
E-MAIL
STATUS OF SERVICE /

Yes

/

No

Is it a new application? / /
Is the Department currently funding the service? / /
Is it an application for extension?
Give a short description if it is a new service or extension required:
BANKING DETAILS /
Name of Account used to pay day-to-day expenses. Attach a recent BAS form signed by the bank /
Name of Bank where account is held
Type of Account (current/savings)
Account Number
Branch name where account is held and branch code number
Full names, surname and position of all signatories on the account /

NAME & POSITION

1.
2.
3. /

ID NUMBER

Name, address, telephone number and registration number of firm or person responsible (accounting officer) for the compilation of the audited financial statements.

1.2 Indicate with a yes or no your registration status in terms of the following? Attach registration certificate as proof.

Type of registration / Yes/ No / Applied for registration (give date)
Non-Profit Organisation
Section 21
Other (specify)

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SECTION 2 – GOVERNANCE AND MANAGEMENT

2.1 STRUCTURE AND MANAGEMENT OF THE ORGANISATION (personnel members employed by the organisation are not to be included on the management committee)

POSITION

/

FULL NAME AND SURNAME

/

ID NUMBER

/

CELL NUMBER

/

REPRESENTATIVITY

/ Qualifications & area of expertise/ experience relating to the service / position on committee
GENDER / RACE / Nature of Disability if Applicable
M / F
Chairperson:
Vice Chairperson
Secretary:
Vice Secretary:
Treasurer:
Additional Members:
1
2
3
4
Other (specify)

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2.2 Do you hold the following meetings?

Type of meeting / Yes /
No / How often is meetings held (monthly, bi-monthly, quarterly, six monthly) / No of meetings held during the past year / Average % of attendance of members / Are minutes kept Yes/No
Management meetings
Executive committee meetings
Annual general meetings
Sub-committee meetings (specify):
Fund-raising meetings
Meetings with personnel
Meetings with service recipients and/or community
Other (specify)

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2.3 PERSONNEL MEMBERS (insert more pages if required): Management committee members are not to be included as personnel members.

POSITION OF PERSONNEL MEMBER (manager, cleaner, etc.)

/

NAME,SURNAME & ID NUMBER OF PERSONNEL MEMBER

/ Nature of Disability if Applicable /

REPRESENTATIVITY

/ Qualifications & area of expertise/ experience relating to the service /
BLACK / ASIAN / COLOURED / WHITE /
M / F / M / F / M / F / M / F /
TOTAL NUMBER OF PERSONNEL MEMBERS

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2.4 CAPACITY

2.4.1 Does your organisation have sufficient capacity to implement the programme in terms of the following?

RESOURCES / YES/NO
Infrastructure
Human
Financial

2.4.2  If no, indicate how do you plan to address shortage/gap that has been identified

______

2.5  CAPACITY BUILDING AND TRAINING

2.5.1 It is important that all categories of personnel, management and volunteers are trained on a regular basis on issues that will enhance implementation of the objectives of the organization as well as new developments within the sector.

Specify detailed information concerning training and capacity building programmes planned for the personnel, volunteers and management for the financial year.

Target

/

Type/topic of training

/

Number to be trained

/

Duration of training

/ Time frame for completion / Responsible person /
Personnel
Management
Volunteers

2.5.2 Physical resources

Physical resources (mark with a cross)
Does the project have a venue to meet / Yes / No
Is the building / Owned / Rented / Free of charge
Is the building a / Private home / Clinic / Church hall / Community centre / Creche
Is the building / Brick / Iron / Other

2.5.3 Type of rooms and facilities available

Type

/ Number / Size /
Activity/work rooms
Office
Sick bay
Kitchen
Store room
Toilets
Wash basins
Other (specify)

2.6 VOLUNTEERS

2.6.1 Indicate the total number of volunteers involved in the service (inclusive of committee members):

RACE AND GENDER (indicate male or female) / TOTAL / STIPENDS
BLACK / ASIAN / COLOURED / WHITE / Receiving
No / Not receiving
No
M / F / M / F / M / F / M / F

2.6.2 Describe how volunteers participate in the activities, planning, implementation, monitoring and evaluation of the service (example: serve on committees, directly involved with services to target group, fund-raising and other tasks).

______

2.7 NETWORKING WITH OTHER SERVICE PROVIDERS

2.7.1 Which networking / coordinating structure is the service affiliated to?

Name of networking /
co-ordinating structure / Yes / No / Date of affiliation
NACOSS / .
National Welfare Forum
SANGOCO
Local forum / association
Other (specify)

2.7.2. Organizations do not operate in a vacuum. It is therefore critical that organizations network and share sources to maximize the impact of services provided, transfer skills and minimize duplication of services.

Describe how your organisation promotes networking and coordination of activities and share resources with other service providers?

______

2.7.3  List the service providers known to you in the area where you render services.

NAME OF COMMUNITY
(i.e. VILLAGE/TOWN) / NAME OF SERVICE PROVIDER / WORK
AGREEMENT
EXISTS (attach if yes) / Nature of working relationship if no formal working agreement is in place
Yes / No

2.8 SUSTAINABILITY PLAN

2.8.1  Describe the plans that the organization is implementing to sustain itself so-that in future it becomes less dependent on funding from the department

What plans do you have to raise money from other sources? How will you generate income and diversify your funding?

______

______

2.8.2 Organizations are required to declare if there is additional funding that is received from other sources be it government, business, local or international donors. Failure to indicate if there is additional funding received from other sources could put the organization in a disadvantage as this could be viewed as concealing information.

Indicate other sources of funding that the organization is receiving for implementation of the programme

Source of income / Amount or donations received / Purpose for which funds were awarded / Funding Period

2.8.3  Are beneficiaries expected to contribute towards the service?

Yes / No

If yes, what are the fees R ______

2.8.4  If no, are there any plans/prospects of beneficiary contributions and how?

______

SECTION 3 – PROGRAMME DETAILS

3.1 NAME/TITLE OF THE PROGRAMME (eg Masibambisane Protective Workshop).

NAME OF THE PROGRAMME / NATURE AND SCOPE OF THE SERVICE / AREA OF OPERATION
Province / Municipal District / Town / Township/suburb/village
Example Protective Workshop for people with disabilities / e.g. Providing services for persons with disabilities / Mpumalanga / Emalahleni / Witbank / KwaGuqa

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3.2 HISTORY OF THE ORGANISATION / SERVICE DESCRIPTION

3.2.1 Give a short description of how the service started and developed. How was the need identified? How were community members involved in the identification of the need?

______

______

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3.3 TARGET GROUP

3.3.1. Indicate the target group that the service is targeting as well as the number of people that will benefit or be part of the programme.

Target group / Number Beneficiaries / Estimated number of beneficiaries targeted by service
Age Group
(E.g. 10 – 14 y) / Gender / Black / Coloured / Asian / White
Male / Female
1. Children
2. Youth
3. Adults
4. Older persons
5. People with disabilities
6. Persons infected and effected by HIV and AIDS
7.Other (specify)
Total

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3.3.2  Income of beneficiaries:

Type of income / Number / Amount of income
No income
Old Age Pension / R1200 per month
Disability Grant / R1200 per month
Private income / R1200 per month and above

3.3.3  Nature of disability of persons attending the workshop

Nature of disability (please specify/describe)

/ Number of persons attending

3.3.4  Describe the client feedback strategy (Describe how beneficiaries and family members of the target group of the service participate in the planning, implementation, monitoring and evaluation of the service. How does consultation take place with beneficiaries and their families?).

______

3.3.5  How do you ensure that services are available to the poorest of the poor, vulnerable groups and disadvantaged communities?

(Access, fees, language, office hours, satellite offices, etc.)

______

______

3.4 PURPOSE OF THE PROGRAMME

What are the benefits and the importance of the service? These should be linked to service specifications.

____________

3.4.1  Which of the following services are rendered

Type of service / Yes / No /
Meals:
Medical care
Dental care
Transport
Socio-emotional development
Language development
Cognitive development
Normative development
Physical development
Artistic development
Music and singing
Dramatic performance development
Literacy classes
Training of staff
Outreach services (specify)
Fund-raising
Information/guidance to parents
Other (specify)

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SECTION 4 - ORGANISATIONAL IMPROVEMENT PLAN

4.1 Accessibility of the programme

4.1.1  Indicate the distance, awareness and how the service will reach communities. How far is the organisation located from the community/target group that will benefit from the service?

______

4.1.2  If not located within the community, what arrangements are made to make the service accessible to service recipients (example: service points, mobile service, etc.)

______

4.1.3  Hours of operation

Indicate the days that the service centre is open –

Days open / Yes / No / Time open
From / To
Monday
Tuesday
Wednesday
Thursday
Friday
Other (specify)

4.1.4  Describe the screening criteria and admission policies applied by your organisation (refer to age, means test, disability, language, religion, etc.)

______

4.1.5  Provide the hours of operation and describe the measures in place for emergency services after hours.

______

4.1.6  How will you ensure that the general public /target /group / beneficiaries know about the programme or use your service? (Awareness, advocacy, community meetings, websites, and radio talks, etc.)

Attach a copy of your marketing plan

______

SECTION 5 – FINANCIAL MATTERS

5.1 FINANCIAL MATTERS

5.1.1 Name of person responsible for managing your financial records.

______

5.1.2  What training has this person undergone?

Type of training (refers to financial training) / Date /

5.1.3 Registers and financial processes

Register / Process / Yes or No /
Are all financial registers, journals and ledgers up to date?
Are financial reports prepared and submitted in a timely manner?
Are the correct requisitions for payments being followed and made?
Are financial activities separated in such a way that no one person completes all the transaction of registry, reviews and authorisation (segregation of duties)?
Are security measures in place to protect assets, books and registers from tampering or theft?
Is a physical inventory of fixed assets and supplies conducted at least once a year?
Are statements reconciled regularly?
Are there a financial plan and/or financial strategy leading to improve cost recovery?
Does the work plan for the year match the annual budget?
Is the budget structured in a manner that reflects sub-budgets for all facilities and programmes/services?
Do the accounting and/or financial management systems adequately allocate budgets and expenses to different facilities/programmes/services?
Does the line item in the accounts, budget and the management financial reports correspond to each other?
Are cash flows correctly monitored and planned for over the financial year, to avoid periods of cash shortage?
Does the quarterly actual expenditure correspond to quarterly budget information? Is corrective action being taken to address mismatches?
Invoices and other proof of expenditure
Receipt book
Bank statements
Bank deposit book
Financial statements
Daily attendance register
Admission register
Incidents register
Purchase register
Equipment register (inventory)
Waiting list register
Medical report in respect of each child
File/card in respect of each child
Menu
Pantry/stock register
Daily activity programme
Minutes of meetings
Staff register
Duty sheets
Who approves expenditure
Who signs cheques
Who receives moneys
Are receipts issued
Is all cash received banked
Does it happen that cash is used without being banked
Are financial statements circulated to members
Are minutes kept of all meetings
Other (specify)

5.1.4 If no is answered to any of the above questions please explain.

______

5.2 BUDGET: Income and expenditure

Complete the columns listed below starting from the current financial year and give projection for the 3 outer years.

Column 1 / Column 2 / Column 3 / Column 4 / Column 5 /
INCOME / 2013/14 / 2014/15 / 2015/16 / 2016/17 /
Departmental subsidy
Membership fees
Interest received
Other (specify)
SUB-TOTAL INCOME
EXPENDITURE
Personnel expenditure
Salaries
Bonus
Honorarium
Other (specify
Administrative/running expenditure
Stationary
Postage
Phone/fax
Advertising
Printing
Other (specify)
Electricity and water
Insurance
Cleaning materials
Maintenance
Security
Food
Petrol
Maintenance
Other (specify)
Training
Staff development
Other (specify)
Special Programmes (specify)
Other items (specify
SUB-TOTAL EXPENDITURE
TOTAL INCOME minus EXPENDITURE Surplus/Deficit

5.2  If a deficit is reflected explain the reasons for the deficit and how it will be addressed

______

5.3 MONITORING AND EVALUATION PLAN

5.3.1 How will the organisation monitor/measure their performance and progress against the set goals and objectives?

______

5.3.2  How often will monitoring and evaluation be conducted?

______

5.3.3 List aspects of the programme to be monitored and evaluated indicating the monitoring and evaluation tools to be used to measure progress and achievements?

______

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5.3.4 Balanced scorecard

FINANCIAL PERSPECTIVE / CUSTOMER PERSPECTIVE / ORGANISATIONAL (INTERNAL BUSINESS PERSPECTIVE) / INNOVATION AND LEARNING
PERSPECTIVE
How will you monitor compliance with financial requirements as stipulated in the Memorandum of Agreement e.g. compliance with PFMA. / How will you ensure that customers are satisfied with the services provided? e.g. conduct a customer satisfaction survey / What internal organizational policies, legislations, procedures and guidelines will the service provider adhere to thus ensuring excellence in provision of services e.g. Policy on Financial Awards to Service Providers procedure guidelines etc / How will you keep pace with the latest developments and demand for service thus ensuring adaptation to change and improve. e.g. Training and capacity building programmes
1.
2.
3.
4.
5.
6.

Schedule 1