2006/TPT-WG-28/HOD/006 PROJECT MANAGEMENT – For Information – APEC Secretariat 28 th APEC Transportation Working Group Meeting Vancouver, Canada 5-8 September 2006 Project Management 6 th edition Guidebook on APEC Projects September 2006 Vancouver, Canada

2006/TPT-WG-28/HOD/006 PROJECT MANAGEMENT – For Information – APEC Secretariat 28 th APEC Transportation Working Group Meeting Vancouver, Canada 5-8 September Project Management Responsibility for management of project rests with the Project Overseer (PO) Secretariat role is to –advise PO on implementation; –provide support on budgetary control; and –disburse funds according to approved budget

2006/TPT-WG-28/HOD/006 PROJECT MANAGEMENT – For Information – APEC Secretariat 28 th APEC Transportation Working Group Meeting Vancouver, Canada 5-8 September Project Management Use 6 th edition Guidebook on APEC Projects, downloadable from

2006/TPT-WG-28/HOD/006 PROJECT MANAGEMENT – For Information – APEC Secretariat 28 th APEC Transportation Working Group Meeting Vancouver, Canada 5-8 September Project Management Payments –Payments are on a reimbursement basis, subject to certification from the PO that the services have been provided satisfactorily –Advances are possible in limited circumstances (Chapter 9 and Annex F)

2006/TPT-WG-28/HOD/006 PROJECT MANAGEMENT – For Information – APEC Secretariat 28 th APEC Transportation Working Group Meeting Vancouver, Canada 5-8 September Project Management Communicate with APEC Secretariat at least once every 2 months Communicate with contractor at least once every 2 months for the duration of the contract Many problems can be prevented if these simple steps are followed

2006/TPT-WG-28/HOD/006 PROJECT MANAGEMENT – For Information – APEC Secretariat 28 th APEC Transportation Working Group Meeting Vancouver, Canada 5-8 September Project Management Contracts for direct labour (Annex H2) –In advance of work done –Between APEC Secretariat and company/institution (preferred) or individual

2006/TPT-WG-28/HOD/006 PROJECT MANAGEMENT – For Information – APEC Secretariat 28 th APEC Transportation Working Group Meeting Vancouver, Canada 5-8 September Project Management Selection of contractor –At or under US$20,000 – by PO, a justification for the selection must be provided to the PD at APEC –Over US$20,000 – by competitive bidding for quality and cost: PO to be assisted by Selection Committee from the relevant forum US$20, ,000 – PO/Selection Committee to prepare Request For Proposal (RFP) (Annex H7) and invite tender from at least three potential contractors with a reasonable likelihood of being able to complete the work US$ 50,000 and above – as above, but PD will circulate RFP to contact points in all member economies and ensure posting on APEC website

2006/TPT-WG-28/HOD/006 PROJECT MANAGEMENT – For Information – APEC Secretariat 28 th APEC Transportation Working Group Meeting Vancouver, Canada 5-8 September Project Management Tasks to be performed under the contract should be placed in the RFP (or Terms of Reference (TOR), where there is no competitive bidding) –Should be clearly laid out, in accordance with project proposal –Should have a time-line (related to milestone payments, where necessary) The proposal from the winning contractor must conform to the outcome requirements of the RFP. Variations in process and budget (within the permissible maximum) can be accepted

2006/TPT-WG-28/HOD/006 PROJECT MANAGEMENT – For Information – APEC Secretariat 28 th APEC Transportation Working Group Meeting Vancouver, Canada 5-8 September Project Management Meetings/ workshops/ seminars –PO should commence preparation at least 2 months before the event Venue confirmation Circulation of draft agenda Speaker/ expert identification Circulation to economies regarding participants (only participants from travel-eligible economies may receive APEC funding) (Chile, China, Indonesia, Malaysia, Mexico, Papua New Guinea, Philippines; Peru; the Russian Federation; Thailand; and Viet Nam)

2006/TPT-WG-28/HOD/006 PROJECT MANAGEMENT – For Information – APEC Secretariat 28 th APEC Transportation Working Group Meeting Vancouver, Canada 5-8 September Project Management Meetings/ workshops/ seminars (cont) –PDs will provide POs with the following UN per diem of the venue city, to ensure that accommodation costs are kept within 60% of this List of travel-eligible economies to ensure that travel costs are only offered to be reimbursed for participants from these economies. (Speaker/ expert travel costs may be reimbursed from any economy. Government officials’ costs should normally be paid by the concerned government, unless there is a waiver for government costs. Per diems for participants are limited to active participants at a maximum of 2 per travel-eligible economy)

2006/TPT-WG-28/HOD/006 PROJECT MANAGEMENT – For Information – APEC Secretariat 28 th APEC Transportation Working Group Meeting Vancouver, Canada 5-8 September Project Management Meetings/ workshops/ seminars (cont) –At least 1 month before the event PO should provide the APEC Secretariat with the final agenda venue location and official hotel/ accommodation (with tax inclusive room only rates) list of speakers/ experts (with contact details, tasks to be performed and honoraria (if any) to be offered) – no more than 6 speakers per day list of participants (with contact details and tasks to be performed)

2006/TPT-WG-28/HOD/006 PROJECT MANAGEMENT – For Information – APEC Secretariat 28 th APEC Transportation Working Group Meeting Vancouver, Canada 5-8 September Project Management Travel undertakings (Annex H4) –To be prepared by APEC Secretariat in advance of travel –Restricted economy class airfare for all (except that experts/ speakers may be eligible for restricted business class airfare if their airport to airport travel time exceeds 12 hours: some further relaxation may be possible for particularly distinguished speakers (consult Director (Finance) in advance)

2006/TPT-WG-28/HOD/006 PROJECT MANAGEMENT – For Information – APEC Secretariat 28 th APEC Transportation Working Group Meeting Vancouver, Canada 5-8 September Project Management Travel undertakings (cont) –Per diem for venue city is paid for the duration of meeting and the arrival day. An additional payment of 75% of the per diem for the venue city is paid to cover all other expenses.

2006/TPT-WG-28/HOD/006 PROJECT MANAGEMENT – For Information – APEC Secretariat 28 th APEC Transportation Working Group Meeting Vancouver, Canada 5-8 September Project Management Travel undertakings (cont) There are occasions when the PO/ events contractor proposes to handle the travel and per diems. This is acceptable, provided –Secretariat approves each air fare (as above) –Per diems are paid according to APEC rules for period actually present (per diem form: Annex H8 must be signed by each eligible person) –Undertaking to be made with PO/ contractor

2006/TPT-WG-28/HOD/006 PROJECT MANAGEMENT – For Information – APEC Secretariat 28 th APEC Transportation Working Group Meeting Vancouver, Canada 5-8 September Project Management Travel undertakings (cont) APEC-funded travellers from travel-eligible economies may receive an advance on application to cover airfare and per diem Travellers to be provided with an advance must sign a special undertaking (Annex F1)

2006/TPT-WG-28/HOD/006 PROJECT MANAGEMENT – For Information – APEC Secretariat 28 th APEC Transportation Working Group Meeting Vancouver, Canada 5-8 September Project Management Hosting arrangements –Reimbursable if provided for in the budget. –NOT eligible for reimbursement are the following: Meals, coffee breaks (unless as part of reasonable hotel package. Promotional banners Souvenirs (including briefcases) Flowers Sight seeing trips –IMPORTANT PO/ event organizer should ensure NO display of national flags/ play national anthems, etc.

2006/TPT-WG-28/HOD/006 PROJECT MANAGEMENT – For Information – APEC Secretariat 28 th APEC Transportation Working Group Meeting Vancouver, Canada 5-8 September Project Management Publications –POs should be aware of and comply with the APEC Policy and Guidelines on Publications (downloadable from APEC website) –These Guidelines will be attached, where relevant, to contracts –Encourage use of internet for distribution –Mock ups of publications to be provided to APEC Publishing & Corporate Affairs Manager prior to printing –Printing costs will not be reimbursed until publications are received by the Information Manager –Even if APEC is not paying for the publication, PO must provide APEC with copies of all final outcomes from projects. This also applies to self-funded projects.

2006/TPT-WG-28/HOD/006 PROJECT MANAGEMENT – For Information – APEC Secretariat 28 th APEC Transportation Working Group Meeting Vancouver, Canada 5-8 September Project Management Evaluation of completed projects - New evaluation frameworks (QAF) have been introduced from 2006 for OA and ASF projects. There is a slightly different from for TILF projects Framework I for big projects and multi-year projects Framework II (simple format) for majority of the projects - Evaluation process: PO →Forum Small Group →Chair/Lead Shepherd → Secretariat →BMC Small Group →BMC meeting - Time frame: Within 12 weeks to submit the report to BMC

2006/TPT-WG-28/HOD/006 PROJECT MANAGEMENT – For Information – APEC Secretariat 28 th APEC Transportation Working Group Meeting Vancouver, Canada 5-8 September Project Management THE END