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Effective Country Programme = Effective Projects
What is important for effective delivery of FAO’s projects?
Purpose of the New Project Cycle (PC): Effective Projects Delivery
New Guide to Project Cycle aims to:
• Improve strategic alignment of projects and their contribution to country results
• Improve accountability
• Support decentralization
• Support 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 PC• Upgrade of PC management based on best
practices
• Applies to all projects, including emergency and UNJP.
• Supersedes previous Field Programme Circulars
and TC procedures concerning the Project Cycle.
• Tools: PC guidelines, practical guidance, FPMIS web-based workflows and users manual.
• Support available: TCDM advice, training sessions, FPMIS help desk .
FAO Project Cycle - phases
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 address specific problem/need of
members to support the achievement of agreed
higher level outcomes (CPF)
2. Establishment of a Project Task Force
3. Preparation of the Concept Note (CN)
4. Formalization of relations with Resource Partners
5. Appraisal and endorsement of the CN
Phase 1. Identification : Steps
More holistic and reinforced Project Task Force (PTF) Roles and responsibilities clarified Under the authority of a Chair according to the new rules Start operating at the identification stage Evolve at subsequent stages into a fully-fledged structure
with appropriate skill mix
Designation of Lead Technical Officer (LTO) & Technical Unit (LTU)1. FAO Circular on Responsibilities and Relationships 2. Identified by PTF chair based on geographic proximity,
LTU always consulted. 3. ROs accountable for assessing their capacity as LTU. 4. Functional relationship between LTO and technical
divisions maintained.
Phase 1: Identification, step 2 Establishment of 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 higher level outcome (CPF/OR)
• Structures preliminary stakeholders and problem analysis in terms of relevance, feasibility and potential sustainability (preliminary analysis of the UN PPs)
• To be downloaded from FPMIS
Phase 1: Identification, step 3 The Concept Note
Phase 1: Identification, step 5Concept 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
• PD formulated by the Project formulatorwith the full support of the PTF members
• Use generic template generated in FPMIS
• PD further supported by FPMIS tools for the preparation of:– the logical framework matrix, – results-based budget which feeds into Oracle, – work plan– risk matrix
• FAO formulation Outputs: – Project Document (25 pages + annexes) – project agreement – funding agreement
Phase 2. Formulation – Project Document
Consists of:1. Interdisciplinary Technical Review
PD submitted to MDT and other relevant officers
2. Quality Assurance Review: one submission for all clearances. PD submitted to project appraisal committeefor financial, technical and operational clearanceand adherence to the programming principles
Two QA reports per yearproduced by TCDM in collaboration with ROs on the results of the appraisal providing a picture of the quality of project documents by quality criteria.
Lessons learned
available to inform future design of projects.
Phase 3. The New Appraisal Process
• Project appraisal committee coordinated by regional officer for national, sub regional and regional projects.
• Check list used to appraise
Phase 3. The New Appraisal Process: the Quality Assurance
Review
• Officer in charge of the reviewRelevance
• LTU • CSF• LEG• Operational clearance by BH, SFPO
Feasibility
• Officer in charge of the reviewSustainability
Group exercise From CPF outcome:1. Identify a project within an existing programmatic
framework (CPF, SRF, RF)2. Propose a title and an outcome statement for your
project 3. Identify an OR to which this project will contribute
If you can:• Participants & other stakeholders• Sustainability of the proposal• Synergies with other FAO projects/programmes
Main features of the new monitoring and reportingframework:
• Single frameworkpositions BH /managers to meet reporting requirements
• Information from projects consolidated for corporate needs: CWP, CPF, OR.
• Significant share of information generated by information systems (FPMIS and PIRES)
Phase 4: Monitoring and Reporting Framework