THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T160
Template Title: New Department / Unit Proposal Form
Related Research Case IDs / Cluster: Cluster C (Institution-Building & MoUs), Cases 21–35 (add other clusters if needed)
Linked Templates / Policies: T151 (Organisational Chart Update), T154 (Strategic Planning Workshop Note), T153 (Board Minutes), T159 (Legal & Docs Checklist), Budget Policy / Finance SOPs
Date of form: ____ / ____ / ______
Prepared by / Role: _______________________
Office / Unit: ____________________________
Country / Location: _______________________
Confidentiality Level:
Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive [ ]
Use of this form (tick):
New case / action [ ] Follow-up [ ] Annual review [ ] Archive only [ ]
1) Purpose (why we use this form)
This form proposes a new department or unit. It explains the need, tasks, staff, budget, and risks. It supports clear governance and safe systems.
2) Proposal summary
Proposed unit name: ______________________________________________
Proposed unit type (tick): Department [ ] Unit [ ] Team [ ] Office [ ]
Proposed reporting line (reports to): ______________________________
Proposed start date: ____ / ____ / ______
Proposed duration (tick): Permanent [ ] Pilot (trial) [ ] Project-based [ ]
If pilot/project, end date: ____ / ____ / ______
One-sentence summary of the proposal:
3) Need (why we need this new unit)
Tick and explain.
Main need (tick):
New work area not covered now [ ]
Current work load is too high [ ]
Risk control / safety need [ ]
New partnership / MoU need [ ]
New legal requirement [ ]
New visitor/community need [ ]
Other: __________________________ [ ]
Problem statement (what is happening now):
Why current structure cannot solve it:
What will happen if we do nothing (risk):
4) Tasks and services (what the unit will do)
List the core tasks (5–12). Keep clear and simple.
Tasks NOT included (boundaries):
Main clients/users (tick): Staff [ ] Board [ ] Visitors [ ] Donors [ ] Partners [ ] Community [ ] Other: ______
5) Staff plan (people needed)
A) Proposed positions
Position 1 title: __________________________ Level: _______ Full-time [ ] Part-time [ ]
Main duties (short): _________________________________________________
Position 2 title: __________________________ Level: _______ Full-time [ ] Part-time [ ]
Main duties (short): _________________________________________________
Position 3 title: __________________________ Level: _______ Full-time [ ] Part-time [ ]
Main duties (short): _________________________________________________
(Add more as needed.)
B) Skills needed (tick)
Administration [ ] Finance [ ] Security [ ] Conservation [ ] Science/testing [ ] Education [ ] Legal [ ] IT/records [ ] Community work [ ] Other: ______
C) Recruitment plan
Source (tick): Internal transfer [ ] New hire [ ] Volunteer [ ] Contractor [ ] Mixed [ ]
Training needed? Yes [ ] No [ ]
If Yes, list training topics: _________________________________________
D) Supervision and accountability
Who will supervise this unit head? ________________________________
How will performance be checked? (monthly report, KPI, audit, etc.)
6) Budget and resources (money, tools, space)
A) Estimated annual budget (numbers)
Staff cost (salary/allowances): ______________________________
Equipment/tools: ___________________________________________
Office space / furniture: __________________________________
Training and travel: _______________________________________
Security controls (if needed): ______________________________
Other costs: ______________________________________________
Total estimated annual cost: ______________________________
B) Funding source (tick)
Museum budget [ ] Restricted donation [ ] Grant [ ] Partner support [ ] Government [ ] Other: ______
Ethics note (if donors/funding involved):
Any conditions attached to funding? Yes [ ] No [ ]
If Yes, explain and note risk: ______________________________________
C) Space and assets needed
Office room / storage needed? Yes [ ] No [ ]
Location suggested: ________________________________________
IT accounts and systems needed: _____________________________
Vehicles/transport needed? Yes [ ] No [ ] If Yes: ______________
7) Risk assessment (main risks + controls)
List risks and how the unit will reduce them.
Risk 1: __________________________________________
Level: Low [ ] Medium [ ] High [ ]
Control / mitigation: ______________________________________
Risk 2: __________________________________________
Level: Low [ ] Medium [ ] High [ ]
Control / mitigation: ______________________________________
Risk 3: __________________________________________
Level: Low [ ] Medium [ ] High [ ]
Control / mitigation: ______________________________________
Risk 4 (optional): __________________________________
Level: Low [ ] Medium [ ] High [ ]
Control / mitigation: ______________________________________
Any Sacred-Restricted risks (relic access/security details)?
Yes [ ] No [ ] If Yes, handling plan: _______________________________
8) Options considered (show we compared choices)
Option A: Do nothing
Result: _____________________________________________________
Option B: Improve existing unit (no new unit)
Result: _____________________________________________________
Option C: Create new unit (this proposal)
Result: _____________________________________________________
Why Option C is best (short):
9) Implementation plan (how we will start)
Step 1 (setup): _____________________________________________ Date: //____
Step 2 (staffing): __________________________________________ Date: //____
Step 3 (procedures/forms): __________________________________ Date: //____
Step 4 (training): __________________________________________ Date: //____
Step 5 (go-live): ___________________________________________ Date: //____
Reports during first 6 months (tick): Monthly [ ] Quarterly [ ] End of pilot report [ ]
10) Approvals (required)
Internal reviews needed (tick):
Finance review [ ] HR/admin review [ ] Security review [ ] Conservation review [ ] Legal review [ ] IT/records review [ ]
Decision authority (tick): Director [ ] Board [ ] Committee [ ] Other: ________
Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (unit head / director): ______________ Signature: __________ Date: //____
Reviewed by (finance): __________________________ Signature: __________ Date: //____
Approved by (authority): ________________________ Signature: __________ Date: //____
11) Attachments checklist
Draft TOR (terms of reference) for the new unit [ ]
Proposed organogram change (to update via T151) [ ]
Draft job descriptions [ ]
Budget breakdown sheet [ ]
Risk note / risk register update [ ]
Any partner letters / MoU needs [ ]
File location (cabinet/folder + digital path): __________________________
Form version / code: ____________________ Effective date: //____
