Implementation of RCA Projects Dr John Easey Chair RCA PAC

Project Cycle and Planning The RCA project cycle and planning have to be aligned with the timing requirements of the two major entities underpinning the RCA Programme: the RCA Government Parties; and, the IAEA Technical Cooperation Department.

Project Cycle and Planning (cont.) The RCA Government Parties’ National Representatives meet twice yearly and, amongst other matters: Consider policy issues; Consider overall management and planning of the RCA Programme, including development and coordination of funding strategies; Decide on the future priorities of the RCA Programme; and, Address any other matters relevant to the implementation of the RCA Programme.

Project Cycle and Planning (cont.) The IAEA Technical Cooperation Department operates its Programme Cycle on a two yearly basis. Initial work for the future TC programme commences two years before the start of a designated Programme Cycle, thus for the 2018/2019 TC Programme, inputs were initially required to be submitted in 2016. It is therefore crucial that the National Representatives’ plans related to RCA projects being proposed for support in a TC Programme Cycle are correctly phased in with the IAEA timetable, as will be demonstrated in later slides.

Roles and Responsibilities of National Representatives, Lead Country Coordinators and National Project Counterparts in the RCA Project Cycle and Planning

Roles and Responsibilities of National Representatives (NRs) - Gatekeeper The NRs act on behalf of their Governments and are responsible to them for the operation of the RCA within the terms of the Agreement. They are the principal points of contact for the RCA Programme and are involved in all actions related to the RCA Project Cycle and Planning. Each NR is responsible for ensuring that any proposal that is prepared and submitted by them for consideration as a potential component for a future RCA project cycle, complies with the RCA requirements and priorities, such as compliance with the RCA Medium Term Strategy and UN Strategic Development Goals as well as the TC requirements.

Roles and Responsibilities of National Representatives (NRs) – National Project Overview Each NR shall appoint a National Thematic Sector Coordinator (NTSC) for each Thematic Sector to provide advice and support to the NR on national participation, priorities and sustainability of the RCA Projects. In addition they are to arrange that they are provided with on-going information concerning the national status of projects past and present so that they can have an overview and analysis of their national status and requirements across the various Sectors that might be potential components of the on-going RCA Programme.

Roles and Responsibilities of National Representatives (NRs) – Lead Country Designation The Lead Country for an RCA Project will be designated by the Meeting of the NRs at which the relevant project is identified as a priority area. The Lead Country will appoint a suitably qualified person as Lead Country Coordinator.

Roles and Responsibilities of Lead Country Coordinators (LCCs) Provide leadership for the efficient and effective planning, designing, preparation and implementation of the project so as to achieve its stated aims and objectives; Develop detailed design of the projects, based on the Concept Papers approved for implementation, in consultation with the other relevant RCA stakeholders, the relevant technical staff of the Agency and the RCA Secretariat using the Logical Framework Matrix; Monitor the implementation of the project and progress of RCA Government Parties through reports of and correspondence with the NPCs; Submit six monthly Progress Reports to his / her NR and to the RCA Secretariat summarizing the status of implementation of the project in all the RCA Government Parties;

Roles and Responsibilities of Lead Country Coordinators (LCCs) (continued) Participate in Project Committee Meetings, as required, and provide leadership for the successful conduct of the meeting; Prepare and submit the reports of the Project Committee Meetings to the RCA Focal Person (RCA FP) in consultation with the Members of the Committee and the Agency Representative to the Meeting, within two months after the Meeting; and Submit a final project achievement report to the RCA Secretariat, through his/her NR, within six months after the completion of the project.

Roles and Responsibilities of National Project Coordinators (NPCs) - Appointment NPCs shall be appointed by the RCA Government Parties for each project in which they are participating. In addition, for each project in which they are participating, RCA Government Parties shall appoint a Project Team Member to be an Alternate NPC, who will have the same role and responsibilities as the NPC. The duration of the appointment of NPCs and Alternate NPCs shall be for the duration of the project.

Roles and Responsibilities of National Project Coordinators (NPCs) - Qualifications RCA Government Parties shall select the NPCs and Alternate NPCs on the basis of their sound technical knowledge of the project and the ability to provide leadership on the project implementation. Abilities in project design, management, monitoring and evaluation and a willingness to develop such skills would be an advantage. NPCs and Alternate NPCs also need to have access to suitable communication and other facilities needed to carry out the assigned duties.

Roles and Responsibilities of National Project Coordinators (NPCs) – Roles and Responsibilities Provide leadership for implementation of the projects at the national level; Provide information on the progress of the projects to the NR of his country on a regular basis; Provide NRs with on-going information concerning the national status of projects past and present so that they can have an overview and analysis of their national status and requirements across the various sectors; Provide information through his/her NR to the LCCs on national status and needs of the on-going projects, and information needed for project design when requested by the LCCs; Establish and maintain links with relevant national institutes and potential end-users; Establish a NPT with the approval of the NR and assign responsibilities for each member;

Roles and Responsibilities of National Project Coordinators (NPCs) – Roles and Responsibilities (continued) Recommend to his/her NR the members of the NPTs who could be nominated for RCA events and activities and ensure their timely nomination; Prepare Work Plans for implementation of the project at national level (National Work Plans), and monitor the progress of implementation through regular consultations with the NPT; Submit a progress report of project activities to the LCC, the Technical Officer of the Project and to the RCA FP through its NR twice a year (end of June and end of December); Report on the progress of the projects and future project requirements at the project committee meetings; and Provide guidance to the participants of regional events in the preparation of country presentations.

National Project Teams (NPTs) Appointment  NPTs will be appointed by the NPCs with the approval of the respective NR for each project a RCA Government Party is participating in. Appointment will be for the duration of the project. Qualifications  The NPT should include representatives from all major participant groups in the project activities at the national level.  Roles and Responsibilities  NPTs will be responsible for implementation of the project at the national level according to the Work Plan, under the guidance of the NPC and providing feedback and advice to the NPC on matters relevant to project implementation and achievement of project objectives.

RCA PAC and its Activities

RCA Programme Advisory Committee (RCA PAC) Members of RCA PAC serve on the Committee in their personal capacity to ensure impartiality in the review and development process. They must have demonstrated expertise and competencies in: the logical framework approach to project design; the distinctive features of IAEA-TC requirements; RCA strategy and operation; project management, project review and assessment; technical experience in the nuclear area. Members must also be able to make themselves available for a significant time commitment that can be associated with the work of the Committee.  

RCA Programme Advisory Committee (cont.) The number of Members in the RCA PAC is determined by the National Representatives in accordance with the tasks assigned by them, which may vary between TC cycles, and is currently 6.  Applications from individuals for membership on the Committee is made based on an agreed application form circulated to all Government Parties and considered at a National Representatives Meeting.  To ensure continuity of the Committee’s procedures, Members serve for at least two TC cycles, and no more than half of the members will be changed in any one TC cycle. The term can be renewable.  

RCA Programme Advisory Committee (cont.) The RCA PAC Membership is currently: Dr John Easey (Chair); Dr Soledad Castañeda; Dr Dongxin Feng; Dr Sungchul Jung; Dr Tomoaki Tamaki; and, Dr Pookot Raghavan Unni.

Roles and Responsibilities of the RCA Programme Advisory Committee (RCA PAC) The RCA PAC participates in the development of the RCA Programme for support under the TC programme and provides advice on: Mechanisms for identifying and screening RCA project concepts/ideas; Mechanisms for improvement of the RCA Programme development at both the concept and design stages; Mechanisms for identifying and screening RCA Project budgeting; Specific functions, roles and responsibilities of each stakeholder; Indicative timelines for proper planning and development of the RCA Programme; and, The effect of the TC Guidelines on the RCA Project development process.  

Roles and Responsibilities of the RCA Programme Advisory Committee (RCA PAC) (continued) In addition the RCA PAC: Facilitates RCA Government Parties’ ability to draft Project Concepts/Project Designs effectively through: Engaging with the IAEA Secretariat at crucial stages in the planning cycle for the TC programme to review the compatibility of their guidelines for the preparation of the TC programme and identify any aspects that might give rise to difficulties with implementation of the RCA recommendations; and, Reviewing technical aspects of current and future project submissions using other technical experts if required.  

Roles and Responsibilities of the RCA Programme Advisory Committee (RCA PAC) (continued) Provides inputs and advice to the NRs on RCA strategic matters; Reports on the alignment of the budgets of project designs with the available TC funding for that TC Cycle; Provides input into any other issues that the NRs may, from time to time, request from the RCA PAC; and, Provides a report on RCA PAC activities to each National Representatives Meeting.  

Integration of the RCA and the TC Processes for the 2018/2019 TC Cycle

Actions taken in the Development of the RCA Projects for the 2018/2019 TC Cycle (a) Project Concept Phase

Timetable of Actions Undertaken Related to the Development of Concepts for the 2018/2019 TC Programme Date Action 11 September 2015 At 44th GCM Government Parties were requested to commence preparation for drafting the RCA Programme for 2018/2019 and prepare first drafts of project concepts using the format provided. 2 November 2015 52 first round drafts concepts were sent by the NRs to the Chair, RCA PAC, copy RCA Chair. 3-13 November 2015 RCA PAC individually reviewed the 52 first drafts and sent their assessments to the Chair RCA PAC, who prepared a consolidated review of the drafts. 16 November 2015   Chair RCA PAC provided feedback to NRs and LCCs on first draft concepts and noted those that did not meet the RCA criteria. 36 project concepts were identified to be prepared for the second round.

Timetable of Actions Undertaken Related to the Development of Concepts for the 2018/2019 TC Programme (continued) Date Action 26 November 2016 – 1 February 2016 LCCs prepared 2nd round project concepts based on RCA PAC feedback and the NRs sent these 2nd round project concepts to Chair RCA PAC, copy RCA Chair. 15-19 February 2016 RCA PAC Meeting in Vienna to evaluate project concepts; prepare detailed analysis for each individual concept; prepare overview on any generic issues related to submitted project concepts; discuss with PMOs and TOs on matters related to the concepts; prepare a draft RCA PAC Report to the 38th RCA NRM on the project development process, tasks assigned by the 44th RCA GCM; and, have discussions and prepare a report on other matters related to the functioning of the RCA PAC.

Timetable of Actions Undertaken Related to the Development of Concepts for the 2018/2019 TC Programme (continued) Date Action 23 February 2016 Each NR was provided with all 36 2nd round project concepts and feedback documents, together with summary tables for each thematic sector and an overall summary table. 23 February - 22 April 2016 Each NR selected their top 15 concepts from the list of 2nd round concepts reviewed at the Project Design Meeting. 27- 30 April 2016 The consolidated top 15 2nd round concepts were uploaded into PCMF for review by the Agency by the RCA Chair . 17 – 20 May 2016 38th RCA NRM Mongolia, NRs selected 9 of the 2nd Round Concepts to be developed into Project Designs and requested that they be reviewed by RCA PAC in August 2016

Actions taken in the Development of the RCA Projects for the 2018/2019 TC Cycle (b) Project Design Phase

Development of the RCA Programme for the 2018/2019 TC Cycle 52 1st Round Concept Documents Reviewed and Evaluated by RCA PAC November 2015. 36 2nd Round Concept Documents Reviewed and Evaluated by RCA PAC February 2016 9 Draft Designs Reviewed and Evaluated by RCA PAC August 2016

Timetable for the Preparation of the 1st Draft of Project Designs Latest Date Action May to August 2016 LCs prepared the agreed draft Project Designs. 10 – 24 August 2016 RCA PAC Members reviewed the draft Project Designs. 25 - 26 August 2016 Consolidated feedback was provided to the NRs by the Chair RCA PAC. Up to 9 September 2016 Draft project designs were updated, based on the RCA PAC feedback. By 15 September 2016 RCA Chair wrote the Regional Programme Note and uploaded the project designs into PCMF.

Timetable for the Preparation of the 1st Draft of Project Designs (continued) Latest Date Action 23 September 2016 45th RCA GCM – NRs’ decision to have 6 projects designed for funding through the 2018/2019 TC Cycle and 2 supported through extrabudgetary funding. 24 September - 27 October 2016 Draft project designs are updated, based on the feedback from the RCA GCM and the new TC Quality Documentation. 31 October - 4 November 2016 RCA Project Design Meeting bringing together RCA PAC, LCCs, RCA Experts, Agency TOs, RCA FP and Agency Staff to further refine and upgrade the quality of the project designs. 15 December 2016 IAEA feedback to NRs from the technical evaluation of the draft Project Designs.

Timetable for the Finalisation of the Project Designs for the 2018/2019 TC Cycle Latest Date Action 6 – 10 February 2017 RCA PAC Meeting to consolidate the review of the Project Designs, prepare the report to the 39th RCA NRM and initiate preparations for the RCA Programme under the 2020/2021 TC Cycle. 3 – 6 April 2017 39th RCA NRM – NRs’ decision on the final selection of projects to be put forward for funding through the 2018/2019 TC Cycle and to be supported through extrabudgetary funding. 15 May 2017 RCA Chair writes the Regional Programme Note and uploaded the project designs into PCMF. 15 July 2017 Editing of project designs by Secretariat 15 August 2017 Consolidated quality review by Secretariat

Timetable for the Finalisation of the Project Designs for the 2018/2019 TC Cycle & Start of the Development of the Programme for the 2020/2021 TC Cycle Latest Date Action September 2017 Agency Feedback Note on projects 15 September 2017 46th RCA GCM (a) takes note of Agency Feedback Note on RCA projects; (b) agrees the Action Plan for the preparations for the RCA Programme in the 2020/2021 TC Cycle and initiates actions. October 2017 NRs to initiate the agreed programme for the preparation of concept proposals for the 2020/2021 TC Cycle. November 2017 IAEA BOG Approval of TC Programme for 2018/2019 TC Cycle December 2017 RCA PAC Meeting to review of concept proposals and preparations for the RCA Programme for the 2020/2021 TC Cycle.

Thank You! Any Questions?