Funding Formula Stage 2

Systems And Policies

Your organisation should be able to demonstrate the systems, policies and processes it has developed for decision-making – and that it implements them. These could include:

1. Gender equality (IPPF policy 1.3)

IPPF has committed to a human rights framework which prohibits any discrimination, exclusion or restriction on the basis of sex, age, gender, gender identity, sexual orientation, marital status, physical and mental disability or health status. Gender equality is a human right. It is especially important for a rights-based, gender transformative organization like IPPF to ensure that the needs, rights and experiences of individuals involved in the Federation (whether as staff, volunteers or clients) are reflected in policies and processes.

2. Effective financial management and reporting (IPPF policy 3.2)

As a Federation of not-for-profit organizations funded by governments, multilaterals, foundations and private individuals, the Member Associations and Secretariat of IPPF have an obligation to ensure that financial management and reporting display transparency, clarity and accuracy. IPPF must ensure that we have systems and procedures in place to promote and encourage good financial management and reporting. This policy, implemented by the Governing Body and the Management of Member Associations, ensures the financial resources allocated to service delivery, and advocacy for sexual and reproductive health and rights, is maximized. Management and reporting includes:

2.1 Governance

The role of the Governing Body is key to effective financial oversight within the Member Association. The Governing Body has a responsibility to ensure that realistic annual budgets are set for the organization which includes all expenditure and that the income estimates are achievable. It should also ensure that the structure of the organization, staffing and allocation of resources is aligned to achieve strategic performance targets and overall effectiveness and efficiency.

2.2 Accounting systems

Suitable computerized accounting systems should be in place to ensure that all the transactions of the organization are accurately recorded on a timely basis. The system should be up-to-date and be capable of producing financial statements and regular monthly management reports.

2.3 Value for money

Goods and services purchased should be undertaken with value for money considerations. The highest possible quality foods and services necessary should be purchased at the lowest possible cost to optimize value for money. This is achieved through appropriate tendering.

3. Risk management (IPPF policy 1.12)

Risk management process is the systematic application of management policies, procedures and practices in relation to risk. Member Associations are encouraged to adopt a risk management process outlining the roles that the Governing body and Senior Management should undertake. 

4. Transparency (IPPF policy 3.10)

IPPF believes that the timely free flow of information in accessible language is essential for ensuring accountability, learning, trust and good performance. This policy reflects IPPF’s commitment to transparency and to the sharing of information with clients, volunteers, staff, collaborating partners, donors and members of the public.

5. Bribery (IPPF policy 3.11)

IPPF is committed to conducting business honestly without corrupt practices or acts of bribery, ensuring adherence to the highest legal and ethical standards. This must be reflected in every aspect of the way in which IPPF operates.

6. Fraud (IPPF policy 3.12)

IPPF has a responsibility to ensure that it acts in the best interests of its clients and supoprters at all times. This includes ensuring that its resources are used efficiently fpr the purposes intended and are not wasted or diverted due to fraudelent activities.

7. Financial Crime (IPPF policy 3.13)

IPPF’s policy on financial crime encompasses its commitment to mitigating, preventing and taking corrective actions against the following types of financial crimes or in the following types of situations:
a) Money Laundering (ML)
b) Terrorist Financing (TF)
c) Bribery & Corruption
d) Fraud
e) Financial Sanctions
f) Export Controls

8. Informed choice (IPPF policy 4.3)

The right to ready access to family planning information, education and services must be accompanied by the right to make voluntary and informed choices on the methods of contraception available, be they temporary or permanent, traditional or modern. The right to accept or reject particular forms of contraception must be fully protected in all countries.

9. Meeting the SRH rights of young people (IPPF policy 4.7)

IPPF is committed to working for and with young people to ensure that they are supported and empowered in their decisions relating to sex and sexuality. Member Associations should make efforts to actively recruit young people as volunteers and/or staff; involve young people in the design, implementation and evaluation of programmes; have at least 20 per cent of their decision-making bodies made up of young people.

10. Safeguarding (children and vulnerable adults (IPPF  policy 1.17)

IPPF provides a set of guiding principles and minimum standards for creating a safe environment, particularly for children, young people and vulnerable adults at all levels of the Federation.

11. Other systems 

Other systems your organisation could mention to demonstrate its credibility include:

• IPPF’s Branch Performance Tool which enables management to use existing data to identify the best performing clinics, decide which good practices other clinics could adopt, and prioritize clinics for improvement
• IPPF’s performance Dashboard, which collects global data that is used for decision-making
• the Cost Revenue Analysis Tool Plus (CORE Plus) increases efficiency and supports MAs to make business decisions that boost financial sustainability while generating income for programmes to support poor and vulnerable populations
• IPPF’s Routine Data Quality Assessment (RDQA) tool improves the quality of service statistics data
• IPPF’s Vulnerability Assessment methodology estimates the proportion of service users who are poor and/or vulnerable and guides MAs to ensure their services are being accessed by those with greatest need
• Rapid PEER Reviews involve in-depth interviews with project beneficiaries to provide information to improve programme design and performance
• client-based information systems which improve both quality of care and clinic efficiency, including reduced waiting times, coordinated care to improve health outcomes for service users, immediate access to client records, less administration, and alerts when follow up is needed
• the Demystifying Data tool supports health care providers, educators and advocates to better understand and use information on adolescents’ knowledge and behaviours, and to explore demographic and socioeconomic data to develop curricula and programmes best designed to meet young people’s needs

^{More about systems and policies is found in IPPF Policy Handbook}