undp-global environmental finance unit introduction to the...
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United Nations Development Programme
Introduction to the Project Cycle & Milestones
UNDP-Global Environmental Finance Unit
Adey Tesfaye
Regional Programme Associate
UNDP) RSC Addis Ababa
Pretoria, South Africa - Oct 7, 2016
Setting the Scene
i. Project Implementation Responsibilities
in UNDP-GEF
ii. UNDP-GEF Project Cycle
iii. Reporting Requirements of UNDP & GEF
iv. Financial Management
.
UNDP – GEF Vision and expected
outcomes 2014 - 2018
Sustainable management of
ecosystem goods and services
Scaling up climate change adaptation
and mitigation
Sustainable, affordable and
accessible energy services
Improved water and ocean
governance
UNDP Vision
Helping countries achieve the simultaneous eradication of
poverty and significant reduction of inequalities and exclusion
Sustainable management of chemicals and
waste
UNDP – GEF Objective
Assisting Country Offices accessing environmental
finance for sustainable Development
UNDP-GEF Project Implementation
Roles and Responsibilities
Agreement and Formal
delegation of authority
to implement the GEF
project M&E
responsibilities
Reporting
responsibilities
GEF
UNDP-GEF (NY)
UNDP South Africa
Department of Energy (DoE)
Project Steering Committee PSC member
DTI, DST, DEA, DHET, SANEDI
PMU
UNDP-GEF Regional
Center – Addis Ababa
for Africa
Technical Advisory Committee PSC member
SAWEA, GIZ, DANIDA
Project idea
PIF submission
LOE from GEF OFP (Mar 18,
13)
+ Project Identification Form
(PIF) (Oct 29, 13)
GEF Council Approval
GEF CEO endorsement
PPG phase stated on
April 24, 2013
ProDoc
submission
GEF CEO Approval
'package' prepared, cleared
technically and financially –
May 8, 2015UNDP Approval
Start Date
Prodoc signed
Dec 18, 2015
Inception
Workshop
Oct 7, 2016
Project Midterm
Year 2018
Project Closure
Dec 2019
UNDP-GEF Project Cycle
Project Title;South Africa Wind Energy Programme (SAWEP II)
Pre-SESP
SESPTTs
Gender Analysis
Inception Report
PIRs
M&E Milestones & Requirements
1) Inception Workshop
2) Project Implementation Review (PIR)
3) Midterm Review
4) Terminal Evaluation
5) GEF Tracking Tools
6) Risk Management
Inception Workshop – Timeline
ProDoc signed
• Considered the official
start of implementation
Project Team
recruited
• Ideally before Inception
Workshop
Inception
Workshop held
• Within 2 mos of ProDoc
signature
Adjustments to
Results Framework
• (minor, only if necessary)
• Continuous monitoring
8
PIR: Project Implementation Review
•Annual internal monitoring of project progress toward its
development objective and in implementationWhat?
•Mandatory input: Project Team, UNDP CO, UNDP-GEF RTA
•Optional input: GEF OFP, Implementing Partners, OthersWho?
• PIR process starts in late May / early June
• PIR process ends in OctoberWhen?
• To comply with GEF reporting requirements
• To communicate progress and resultsWhy?
• Online platform
• Unique web link for each projectHow?
.
PIR: Project Implementation Review
.
The project is expected to complete first
PIR in June 2017
Project Midterm Review – Timeline
• Prepare MTR ToR before
submission of 2nd
PIR
• Prepare midterm GEF
Tracking Tool
Pre-MTR
• Engage MTR team
MTR
Preparation
• MTR Inception report
and mission
MTR
Implementation
• Report drafted,
reviewed, finalized
• Management Response
and follow-up action
Post-MTR
Mission
.
The
project is
expected
conduct
MTR- Year
2018
What
What
What
MTR TOR
template
available in
English,
French and
Spanish
UNDP-GEF
Midterm
Review
Guidance
(2014)
Project
Results
Framework
can be
revised in
response to
MTR findings
Project Midterm Review
12
(4) Project Terminal Evaluation –
Timeline
Pre-TE
• TE in CO
Evaluation
Plan
• Prepare TE
ToR
• Prepare
terminal GEF
Tracking Tool
TE
Preparation
Engage TE
team
TE
Implementatio
n
TE Inception
report and
mission
Post-
TE
Missi
on
• Report
drafted,
reviewed,
finalized
(English)
• TE and mgmt
response
uploaded to
ERC
• UNDP IEO
reviews TE
report,
submits it to
1
3
What
What
What
TE TOR
template
available in
English,
French and
Spanish
UNDP-GEF
Terminal
Evaluation
Guidance
(2012)
TE Report &
Mgmt
Response to
be uploaded
by CO to
Evaluation
Resource
Center (ERC)
Project Terminal Evaluation
14
GEF Tracking Tools
•Periodic internal monitoring of project progress toward a
set of indicators specific to each GEF Focal Area.
•TTs allow the GEF to track progress made by GEF-
financed projects toward global targets set out in the GEF
results framework.
What?
• To comply with GEF reporting requirements
• To track our results at the portfolio levelWhy?
• Baseline TT submitted at CEO Endorsement
• Midterm TT prepared before Midterm Review
• Terminal TT prepared before Terminal Evaluation
When?
• Prepared by Project Team, government partners,
or technical consultant
• Reviewed and cleared by UNDP-GEF team
Who?
• Standard Excel templates for each Focal AreaHow?
GEF Tracking Tools
1
6
2017
1st
PIR
2018
MTR
Midterm
TT
2019
TE
Terminal
TT
Simple Timeline of M&E Milestones
Project PIMS 5256 South Africa
1
7
Risk Management
Why manage risk in a UNDP-GEF project?
GEF-funded projects
are complex and
therefore likely to face
risks and challenges
Strengthen project and
portfolio management
(efficiency and
effectiveness)
FINANCIAL MANAGEMENT
• Preparatory (PPG) funds cannot be transferred to the main
project
• Project Management Cost (PMC) budget can be:
• max. 5% of outcomes subtotal for projects above $2 mil of GEF grant
• PMC cannot be overspent at all over the project lifetime
Project PMC is USD 169250
• Miscellaneous and Supplies is kept within 3-5% of the total
budget over the lifetime of the project
FINANCIAL MANAGEMENT
Major change (amendment) requiring re-
submission to the GEF for approval (applies for
GEF 5 and GEF 6 projects):
Funds transfer between project outcomes exceeding
10% of the total GEF project grant
Introduction of new budget items or outcomes exceeding
5 % of the total GEF project grant
Authorized changes in TBWP
FINANCIAL MANAGEMENT
BUDGET LINES NOT ALLOWED, NOT RECOMMENDED:
• 75100 (F&A) – GMS is paid separately to XB budget
• 72700 (Hospitality) – use 75700 instead
• 73500 (Reimbursement Costs) - unless approved in
prodoc by GEF
• BLs starting with …6 – except DIM projects and DPC
BL 64398
• 73100 (Rental and maintenance of premises) –
unless approved in prodoc by GEF
FINANCIAL MANAGEMENT
• Original budget
• Amount disbursed by end of previous year
• Latest approved current year budget
• Proposed current year budget revision
• Justification for changes +/- $5,000
• Plan on spending GEF funds by end of project
Use budget revision excel template
Budget revision vis-à-vis GEF requirements
FINANCIAL MANAGEMENT
Budget revision template
Original budget from Prodoc Budget revisions
GEF
Outcome/Atlas
Activity
Responsible
Party
(Implementin
g Agent)
Fund
ID
Donor
Name
Atlas
Budgetary
Account Code
ATLAS
Budget
Description
Amount
(USD)
Year 1
Amount
(USD)
Year 3
Total (USD)
Disbursement
till end of 2014
(USD)
A
Latest approved
budget revision
2015 (USD)
B
Proposed
budget
revision 2015
(USD)
C
Difference
C = B - A
budget for
future
year
(2016)
budget for
future
year
(2017)Total
expenditure
by end of
project (USD)
Budget
Note
OUTCOME 1:
(add title)
62000
62160
62180
(insert
as
needed
GEF
71200 Intnl Consult.100 200 300 0 0 1
71300 Local Consult. 200 200 400 0 0 2
71600 Travel 30 30 60 0 0 3
72100 Contr. s. comp 10 30 40 0 0
72400 Print. cost 25 50 50 0 0
74500 Miscellaneous 10 10 20 0 0
TOTAL OUTCOME 1350 520 870 0 0
OUTCOME 2:
(add title)
62000 GEF
71300 Local Consult25 10 35 0 0
71600 Travel35 10 45 0 0
72200 Equip. 40 10 50 0 0
74100 Profes. Srv.10 10 20 0 0
74200 Audiovis. cost25 10 35 0 0
74500 Miscellaneous15 10 25 0 0
TOTAL OUTCOME 2150 60 210 0 0
TOTAL 500 580 1080 0 0
:
THANK YOU
For more information please contact us
UNDP –GEF Project support team in Regional
Centre Addis Ababa
Adey Tesfaye - [email protected] - RPA
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