UNDP-Global Environmental Finance Unit Introduction to the Project Cycle & Milestones Adey Tesfaye Regional Programme Associate UNDP) RSC Addis Ababa Pretoria, South Africa - Oct 7, 2016

Setting the Scene Project Implementation Responsibilities in UNDP-GEF UNDP-GEF Project Cycle Reporting Requirements of UNDP & GEF Financial Management

UNDP – GEF Vision and expected outcomes 2014 - 2018 UNDP Vision Helping countries achieve the simultaneous eradication of poverty and significant reduction of inequalities and exclusion UNDP – GEF Objective Assisting Country Offices accessing environmental finance for sustainable Development Sustainable management of ecosystem goods and services Sustainable, affordable and accessible energy services Scaling up climate change adaptation and mitigation Sustainable management of chemicals and waste Improved water and ocean governance

UNDP-GEF Project Implementation Roles and Responsibilities UNDP-GEF (NY) Agreement and Formal delegation of authority to implement the GEF project M&E responsibilities UNDP-GEF Regional Center – Addis Ababa for Africa Reporting responsibilities UNDP South Africa Department of Energy (DoE) Project Steering Committee PSC member DTI, DST, DEA, DHET, SANEDI PMU Technical Advisory Committee PSC member SAWEA, GIZ, DANIDA

UNDP-GEF Project Cycle Project Title; UNDP-GEF Project Cycle Project Title; South Africa Wind Energy Programme (SAWEP II) Pre-SESP 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, 2015 UNDP Approval Start Date Prodoc signed Dec 18, 2015 Inception Workshop Oct 7, 2016 Project Midterm Year 2018 Project Closure Dec 2019 Continuous Monitoring SESP TTs Gender Analysis Inception Report PIRs

M&E Milestones & Requirements Inception Workshop Project Implementation Review (PIR) Midterm Review Terminal Evaluation GEF Tracking Tools 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

PIR: Project Implementation Review Annual internal monitoring of project progress toward its development objective and in implementation What? Mandatory input: Project Team, UNDP CO, UNDP-GEF RTA Optional input: GEF OFP, Implementing Partners, Others Who? PIR process starts in late May / early June PIR process ends in October When? To comply with GEF reporting requirements To communicate progress and results Why? Online platform Unique web link for each project How?

PIR: Project Implementation Review The project is expected to complete first PIR in June 2017 Additional guidance on PIRs is available in separate ppt.

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

Project Midterm Review 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

(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 Implementation TE Inception report and mission Post-TE Mission Report drafted, reviewed, finalized (English) TE and mgmt response uploaded to ERC UNDP IEO reviews TE report, submits it to GEF IEO (4) Project Terminal Evaluation – Timeline

Project Terminal Evaluation 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)

GEF Tracking Tools What? Why? When? Who? How? 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 level Why? 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 Area How?

GEF Tracking Tools Additional guidance on TTs is available in separate ppt.

Simple Timeline of M&E Milestones Project PIMS 5256 South Africa 2017 1st PIR 2018 MTR Midterm TT 2019 TE Terminal TT

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

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 Authorized changes in TBWP 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

FINANCIAL MANAGEMENT 75100 (F&A) – GMS is paid separately to XB budget 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 Budget revision vis-à-vis GEF requirements 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 template Original budget from Prodoc Budget revisions GEF Outcome/Atlas Activity Responsible Party (Implementing 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 1 71300  Local Consult. 400 2 71600  Travel 30 60 3 72100  Contr. s. comp 10 40 72400  Print. cost  25 50 74500  Miscellaneous 20 TOTAL OUTCOME 1 350 520 870 OUTCOME 2: (add title) 62000  71300  Local Consult 25 35 71600  45  72200  Equip.  74100  Profes. Srv.  74200  Audiovis. cost  74500 15 TOTAL OUTCOME 2 150 210 TOTAL 500 580 1080 :

THANK YOU For more information please contact us UNDP –GEF Project support team in Regional Centre Addis Ababa Adey Tesfaye - adey.tesfaye@undp.org - RPA

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