Session 1: ACT – Project cycle

Act

Delivering through projects

Effective Country Programme Effective Country Programme = Effective Projects Delivery= Effective Projects Delivery

What is important for FAO Effective projects delivery ?

Purpose of the New Project Cycle Purpose of the New Project Cycle (PC): Effective Projects Delivery (PC): Effective Projects Delivery New Project Cycle aims to:

• Improve strategic alignment of project and its contribution to country results

• Improve accountability

• Support decentralization

• Allow Results Based Management of projects

• Mainstreaming quality standards through the projects cycle steps including the mainstreaming of the UN common programming principles

Overview of the new PCOverview of the new PC• Upgrade of PC management based on

agreed best practices

• Applies to all projects, including emergency and UNJP.

• Supersedes previous Field Programme Circulars

and TC procedures concerning the Project Cycle.

• PC composed of guidelines, practical guidance, FPMIS web-based workflows and users manual.

• Support available: TCDM advice, training sessions, FPMIS help desk .

FAO Project Cycle - StepsFAO Project Cycle - Steps

Identification

Formulation

Appraisal and Approval

Implementation and Monitoring

Evaluation

Closure

Project document

Terminal report Concept Note

Progress reports

Five Steps:

1. Identification of a project

to adress specific problem/need of members and/or exploit opportunities to advance agenda of FAO

to support the achievement of agreed CPF outcomes

2. Establishment of a project Task force

3. Preparation of the concept Note

4. Appraisal and endorsement of the CN

5. Formalization of relation with Resource partners

Identification Steps Identification Steps

Roles and responsibilities of the PTF members and clarified

The PTF start operating at the identification stage

PTF under the authority of a Chair according to the new rules on responsibilities and relationships

It would evolve at subsequent stages into a fully-fledged structure with appropriate skill mix

Composition of the PTF

Identification: establishment of the Project Task Force (PTF)

Type of Project ChairpersonMembers

National FAO Representative Project formulator, LTO, Funding Liaison Officer, other relevant technical officers.

Subregional Subregional Representative/Coordinator

Regional Regional Representative

Interregional/Global Head of technical division

Emergency TCE Division Director

Designation of Lead Technical Officer (LTO) and Lead Technical Unit (LTU)

• Follows FAO Circular on Responsibilities and Relationships

• LTO is identified by the PTF chair as far as possible based on geographic proximity (from the nearest decentralized offices). LTU always consulted.

• ROs are accountable for assessing their capacity as LTU.

• Functional relationship is always maintained between LTO and technical divisions

Identification: establishment of Identification: establishment of the Project Task Force (PTF)the Project Task Force (PTF)

Identification Step - Concept Note

The Project Concept Note is necessary for all type of projects.

• Ensures strategic fit between a project idea and CPF or strategic framework.

• Structures preliminary stakeholders and problem analysis in terms of relevance, feasibility and potential sustainability including for key factors such as the UN CP.

• To be downloaded from FPMIS

Identification: the Concept Note

Concept Note Work Flow Concept Note Work Flow

__ Applies to regional, sub-regional and national projects Steps__ Applies to global and interregional projects Responsible officer__ Applies both

Endorsement of the CN

MDT officers and other representatives of technical divisions not represented in the MDT for all substantive issues which are relevant for the project ;NR officer validates the categorization

Technical divisions’ officers as well as DOs officers relevant for the project ; NR validates the categorization for categorization

Project formulator

PTF chairperson:

RR/SRC/FAOR or a delegated officer

Head of the technical division/service or delegated officer

Funding Liaison Officer

Project formulator

Peer Review of the CN

The CN is finalized and uploaded into FPMIS

Review of resource mobilization opportunities

Preparation of the CN

Group exercise Group exercise Take the CPF Ethiopia outcome 1.1 1. identify a project which will contribute to this CPF

outcome.2. propose a title and an outcome statement for your

project 3. From the 2011- 2012 WP list, identify an OR to

which this project will contribute to

The PD is formulated by the Project formulator with the full support of the PTF members.

A generic template generated in FPMIS should be used

The PD is further supported by FPMIS tools for the preparation of the logical framework matrix, results-based budget which feeds into Oracle, work plan and risk matrix.

FAO formulation Outputs: Project Document (25 pages + annexes) project agreement and funding agreement.

Formulation – the Project Formulation – the Project Document Document

Project Document TemplateProject Document Template

25 PAGES

The New Appraisal Process

• Applies to all projects including emergency and UNJP

• A two step process which cover all current technical, financial, operational and PPRC clearances

• FPMIS based transparent work flow

• Accountability rests with the PTF

• Support retrieval of lessons learned

Consists of:

1. Interdisciplinary Technical Review: the project document is submitted to MDT and other relevant officers.

2. Quality Assurance Review: the project is submitted to a project appraisal committee for financial, technical and operational clearance and adherence to the programming principles: one submission for all clearances.

3. Two reports per year are produced by TCDM in collaboration with ROs on the results of the appraisal providing a picture of the quality of project documents by quality criteria.

4. The lessons learned are available to inform future design of projects.

The New Appraisal Process

Work Flow for Project AppraisalWork Flow for Project Appraisal

__ Applies to regional, sub-regional and national projects Steps__ Applies to global and interregional projects Responsible officer__ Applies both

Project formulator

Project formulator

5 days

Revision of Project Document

Endorsement of PD

Approval of PD

Quality

Assurance

Review

Submission of the Project Document to the PAO

Review of the QAR criteria on line

Consolidation of the QAR on line and provision of a global rating

Project Formulator

PAC Regional Office

PAC HQ

PAO Regional Office

PAO HQ

Project Formulator

PAO Regional Office

PAO HQ

ADG RR

ADG TC

Rating?

Reformulation of project

OK

NO

NO

2. Some comments need to be addressed

3. The project is not ready for approval

1. The project is ready for approval

5 days

The project appraisal committee is coordinated by a project appraisal officer (PAO) based at regional office level for national, sub regional and regional projects.

The appraisal is done using a check list.

The New Appraisal Process: the quality assurance Review

Simulation Exercice

In you role of Project Appraisal officer:• read the extract of the project document provided. • review the text against the criteria ‘’ comparative

advantage‘’ .• provide a rating from 1 to 3. Briefly, Justify the rating

provided.1. The criteria is well addressed.2. Some comments need to be addressed 3. The section has to be reformulated.