ASDP Basket Fund - Ministry Of Agriculture, Food and Cooperatives

8 Reporting requirements and auditingarrangements• ASLMs’ Chief Accountants submit copies of the Approved ExchequerReleases and Undistributed Exchequer reports to the ASDP Secretariat atthe same time as flash reports. The ASDP Secretariat maintains reports onExchequer Releases as an audit trail• Each ASML’s Chief Accountant produces a Uses of Funds by ProgrammeActivity report within two weeks of the end of each quarter, and submits itto Warrant Holders, the Accounting Officer and the ASDP Secretariat. Thisreport provides information on actual expenditure during the quarter oneach activity against what was budgeted and contained in the ASLM workplans. At an ASLM level, it is used to identify any problematic activities andplan remedial measures for the next quarter. It also informs cash flowforecasting. The ASDP Basket Fund Steering Committee also refers to thisreport to obtain a breakdown of expenditures reported in the flash report• Each ASML’s Chief Accountant in collaboration with Officers involved in theprogramme’s implementation, produces an Output Monitoring report withintwo weeks of the end of the quarter, and submits it the Accounting Officerand the ASDP Secretariat. This report provides information on actualphysical progress during the quarter in relation to expenditure incurred andbudget for each programme activity and sets out plans for completion. Thisreport supports scheduling of activities and facilities in the identification ofany budget variations, which must be approved by the relevant PS andratified by the ASDP Basket Fund Steering Committee• Each ASLM’s Procurement Manager prepares a procurement report withintwo weeks of the end of the quarter, and submits it the Accounting Officerand the ASDP Secretariat. This report provides information on theprocurement of goods, works and services and on compliance with agreedprocurement methods. The report compares performance against theprocurement plan and highlights key issues such as staffing and capacity.This report is prepared in two parts: Part I provides a descriptive summaryof procurement activities; and Part II provides financial information withactual and budgeted valuesGovernment of the United Republic of Tanzania65