Annex 1. WHO Folder structure

Level 1 Folders Level 2 Folders Level 3 Folders Level 4 Folders Level 5 Folders

Finance

[Biennium]

Accounts payable

[month]

[day]

Accounts receivable

Back-charging

[Region]

Biennium closing

Adjustments

Period Close Management

Biennium opening

Reports and supporting docs

Cost allocation

[Region]

Cash management

Approved bank

reconciliations

Customer receipts

Staff recoveries

Delegation of approval authority

[Region]

Expenditure management

Journals

Reports

Adjustments

Period close management

Level 1 Folders Level 2 Folders Level 3 Folders Level 4 Folders Level 5 Folders

Human Resources

Staff member files administration

[Staff member file number range]

[Staff member name and number]

Appointment / Change

in Status / Separation

Education and Training

Entitlements

Health Medical Services

Insurance

Leave and Absence Administration

Payroll

Pension

Performance Evaluation

Statutory Travel

Privileged Information

Travel Uploads

Verifications

Special service agreement files administration

[SSA file number range]

[SSA name and number]

Applicants files

administration

[Applicant file number range]

[Applicant name and number]

Position Management

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Meetings and events management

[Region]

[Year]

[Event]

Event documents

Registration management

Invitation letters

Acquittance Roll Report

Level 1 Folders Level 2 Folders Level 3 Folders Level 4 Folders Level 5 FoldersPayroll

Instructions

[Month-year]

Reference

Directives

Global

HQ

AFRO

EURO

EMRO

SEARO

WPRO

External

Agreements with other agencies

Salary scales

[Countries]

P-Staff

Policy documents

US Income taxes

Level 1 Folders Level 2 Folders Level 3 Folders Level 4 Folders Level 5 Folders

Procurement and assets management

Catalogue management

HQ

[Name of agreement]

AFRO

[Name of agreement]

EMRO

[Name of agreement]

EURO

[Name of agreement]

SEAR

[Name of agreement]

WPRO

[Name of agreement]

Goods procurement

[Year][Registration no. range][Registration numbers]

General

Background documents

Requests for price

estimate

[PO numbers]

Correspondence and quotations

Certificates and shipping

Receipts and claims

Management of fixed assets

HAC

[region]

Services procurement

[region]

APW

[Registry file numbers]

Consultant

[Registry file numbers]

DFC

[Registry file numbers]

Fellowships

[Registry file numbers]

Other Types

[Registry file numbers]

Stock management

HAC

[region]

Level 1 Folders Level 2 Folders Level 3 Folders Level 4 Folders Level 5 FoldersProgramme Management

Global Framework

General Programme of Work -Eleventh (GPW)

GPW processes and documents

GPW reviews

Millennium Development Goals (MDGs)

Strategic Planning

MTSP (2008-2013)

MTSP Development

MTSP Versions and Final document

MTSP Reviews

CCS

CCS Organization-wide

[Region ]

Region (1) CCS guidance

Region (1) CCS analysis

Region (1)Country (1)

Region (1)Country (2)

Etc.

Other strategic plans (Clusters/ Regions/ Programmes)

Regions Strategic Plans

Region 1

Etc.

Clusters Strategic Plans

Cluster 1

Etc.

Programmes Strategic

Plans

[Programme]

Programme Budget development and management (PB)

PB <Biennium 20XX-20XX>

PB Development

PB Versions

AGFR

PB Analysis

PB Ceilings Management

Level 1 Folders Level 2 Folders Level 3 Folders Level 4 Folders Level 5 Folders Level 6 FoldersRESOURCE MOBILIZATION - CONTRIBUTION AGREEMENTS

DONORS GENERAL

DONOR WITHOUT CHILDREN AGENCIES [e.g. BILL AND MELINDA GATES FOUNDATION]

GENERAL

Level 1 Folders Level 2 Folders Level 3 Folders Level 4 Folders Level 5 Folders Level 6 FoldersAWARD N# FOR ####

AWARD DOCUMENTS

AWARD FINANCIAL ADMINISTRATION

DONOR WITH CHILDREN AGENCIES [e.g GOVERNMENT OF…XXXX] See table thereafter

AWARDS FROM AGENCY [1]

GENERAL

CORE CONTRIBUTION

TIME PERIOD 1 [to be customized depending on the DONOR]

AWARD DOCUMENTS

AWARD FINANCIAL ADMINISTRATION

Etc.

AWARD N# FOR ####

AWARD DOCUMENTS

Level 1 Folders Level 2 Folders Level 3 Folders Level 4 Folders Level 5 Folders Level 6 FoldersAWARD FINANCIAL ADMINISTRATION