Financial Management & Human Resource Policy / Code Development Benchmarks to Support the Evaluation of Funding Requests

Step 1: Information Gathering and Research

Project preparation and initial consultation with organization and community leaders and key staff; as well as Research

1. Project preparation, approach and work plan, meetings set-up, develop research questionnaires/tools.
2. Consultation activities may involve:
   • Public meetings
   • Information sessions
3. Research activities may involve:
   • Review of any existing policies/codes/practices
   • Discussions with steering committee; reference group (e.g. boards/council committees)
   • Experts (e.g. external auditors)

2.5 - 5 days

This step could involve a number of tasks to layout the ground work for the development of policies. The range in the estimated number of days reflects a number of factors that may need to be considered, such as:

• The complexity of the organization – additional preparation time (approach to the task, scope of research) may be required in the case of large organizations larger organization;
• The extent to which established practices are in place that can be reflected in the policy;
• The level of consultation that is required at the organization/community level to understand the particular organizational/community needs, practices and expectations that should be reflected in the policy;
• The need for detailed research/consultation to inform policy development;
• Remote community where due to distance from consultants' place of business, time while travelling may need to be compensated;
• Full day public meetings would not be required and therefore would coincide with other Band activities.

Typically, the higher end of the range could apply to:

• Large organizations where, due to their complexity or organizational requirements, consultants may require additional time for consultation and research;
• Remote community where due to distance from the consultants' place of business, time while travelling may need to be compensated.

Step 2: Write Draft Policies

1. Financial Management Policy
   • Section 1 – Definitions
   • Section 2 – Roles and Responsibilities
   • Section 3 – Planning and Budgeting
   • Section 4 – Financial Management
   • Section 5 – Financial Reporting
   • Section 6 – Procedures
   • Section 7 – Administration
   • Section 8 – Purchasing and Material Management
   • Section 9 – Fixed Assets
   • Section 10 – Variables

13 - 19 days

The proposed benchmark includes time for:

• Detailed research on various aspects that may affect the development of on a policy or its components and practicability of proposed policy approach (e.g. the extent to which current practices may need to be modified to comply with accepted financial management practices). This may be as a follow up to research activities undertaken in Step 1.
• Discussion with staff members/steering committee as may be required to get feedback on proposed policy approach;
• Writing the policy.

Typically, the higher end of the range could apply to:

• large organizations where, due to their complexity or organizational requirements, consultants may require additional time for consultation and research; and for developing specific policy components to address organizational requirements (e.g. roles and responsibilities, planning and budgeting processes; reporting and monitoring processes'; the extent to which various procedural details are included in the policy document; etc.)

2. Human Resources Management Policy
   • Section 1 – Definitions
   • Section 2 – Roles and Responsibilities
   • Section 3 – Standards of Conduct
   • Section 4 – Employment Practices
   • Section 5 – Termination of Employment
   • Section 6 – Hours of Work/Leave
   • Section 7 – Compensation & Employee Administration
   • Section 8 – Benefits
   • Section 9 – Work Environment
   • Section 10 – Variables

13 – 15 days

The proposed benchmark includes time for:

• Detailed research on various aspects that may affect the development of on a policy or its components and practicability of proposed policy approach (e.g. the extent to which current practices may need to be modified to comply with accepted human resource management practices). This may be as a follow up to research activities undertaken in Step 1.
• Discussion with staff members/steering committee as may be required to get feedback on proposed policy approach;
• Writing the policy.

Typically, the higher end of the range could apply to:

• Large organizations where, due to their complexity or organizational requirements, consultants may require additional time for consultation and research; and for developing specific policy components to address organizational requirements (e.g. roles and responsibilities, planning and budgeting processes; reporting and monitoring processes; the extent to which various procedural details are included in the policy document; etc.)

Step 3: Organization/community consultation on dfaft policy

Consultation activities may involve:

• Meetings with organization/community leadership (pre and post broader consultation with other groups)
• Public fora
• Group meetings
• Public information sessions

2-3 days

The time and resources required to complete this step are dependent on the extent of consultation (number of individuals/groups or community meetings) that may be required to receive feedback on the draft policy.

Step 4: Finalize Policy documents to address feedback and related direction from organization/community leadership

2- 3 days

Will depend on the extent of revisions to the draft to policy document.

Step 5: Approval Process

Activities may involve:

• Presenting final draft to the organization/community leadership for approval/ratification
• Complete final policy

2-3 days

Transportation, Travel, Travel, Accommodation and Meals

Use TB/INAC Benchmark document

Depending on a number of factors (time of year, location, length of trip) costs will vary.

More information on Treasury Board's Travel Directive and up to date rates for Meals. Allowances and Accommodations.

Administration, including: Printing, photocopying, translation, room rentals, mail/courier feeds.

10% - 15% of project budget

INAC's Finance branch has established a benchmark of between 10 and 15%. In the case of communities, there may be a high demand for translation of Financial and Administration Codes. Normally, in keeping with TBS standards, the 10% administration fee is already incorporated into consulting rates/fees. However, the 10% - 15% should be included in any case to enable the bands' capacity to manage any contracting, coordination or activities required by the new work.

Legal Services

Use INAC Benchmark Document

Will depend on the need for legal advice on proposed policies (expect most will deal with Human Resource policies).

By laws

The development of a bylaw for these activities would only be applicable in case of self government.