Input
Bring the proposed change, each component's actual evidence, assumption owners and the source for available funding. The output is an internal estimate packet supporting a later request; it is not the request or an approval. An unpriced item stays UNPRICED rather than becoming zero.
Steps
- List all components needed for the proposed change.
- Tag each priced, estimated or unpriced, using the evidence actually held.
- Record quote references or explicit internal assumptions with responsible owners.
- Calculate low/high subtotals without hiding excluded unpriced items.
- Compare those bounded subtotals with evidenced available funding.
- Write conditional options with their unresolved permissions and costs.
- Record which new evidence or decision would change the packet.
Do not create a supplier estimate from an internal range or adjust an assumption merely to fit the balance.
Filled Fictional Cost Packet
The proposed amendment adds three training sessions. All amounts are invented USD, including a supplied written venue quote of 800 per session. The available change balance is 3,500 in this exercise.
| Component | Status | Low | High | Basis/assumption | Owner | Needed before decision |
|---|---|---|---|---|---|---|
| Venue | Priced | 2,400 | 2,400 | Quote VQ 1:3 x 800 | Venue owner | Confirm quote scope, validity and actual booking authority |
| Trainer | Estimated | 900 | 1,500 | Internal assumption:2 days/session;150-250/day; NOT supplier pricing | Program/finance owners | Test effort and obtain actual rate/terms |
| Interpreter | UNPRICED | UNPRICED | UNPRICED | No quote held | Procurement owner | Obtain scoped quote; retain unknown meanwhile |
| Subtotal excluding interpreter | Incomplete | 3,300 | 3,900 | Six assumed trainer days plus quoted venue | Packet preparer | Recalculate after new evidence |
Trainer days are 3 x 2 =6; low 6 x 150 =900 and high 6 x 250 =1,500. Adding venue 2,400 produces 3,300-3,900 excluding the interpreter. Against 3,500, the low subtotal leaves 200 before interpreter and the high exceeds funding by 400 before interpreter. Neither is the complete change total or a promise of affordability.
Two Conditional Options
Option 1 retains three sessions, while the owner decides whether to await the quote or consider the bounded uncertainty. No proceeding authority is implied.
Option 2 investigates two sessions: venue 2 x 800 =1,600 and four assumed trainer days at 150-250 =600-1,000. Subtotal is 2,200-2,600, still excluding interpreter. Any reduced scope, venue quote applicability, trainer arrangement and interpreter requirement need actual confirmation. The calculation alone neither selects two sessions nor establishes spare funds.
Exception and Human Boundary
When the interpreter quote arrives, add its actual scoped cost and recalculate both options. Until then, leave every total incomplete. Preserve earlier assumptions and explain changes; never insert a fictional zero or supplier assurance.
The authorized budget owner chooses whether to wait, propose a bounded request or investigate changed scope. Actual agreement terms decide approvals; inspect any controlling annexes rather than assuming they are operative. Use the amendment request only after the route and evidence are ready.
Sources and Scope
CC 26 (September 16, 2026), CC 8 (November 27, 2024), Tool 10's checklist (January 3, 2011) and decision guidance (November 2, 2020) inform tested assumptions, expenditure authority, agreement questions and recorded options in England and Wales. Priced/estimated/unpriced tags, ranges and layout are OpenAid practice. None establishes a funder's permission, these rates or an entitlement to spend. Checked November 1, 2026.