Atlas Grants/Projects & Project Management Atlas Grants/Projects & Project Management Project Management Workshop Tokyo, Japan October United Nations Development Programme

Learning Objectives Understand Project Structure and Concepts – What is Award in ATLAS? – What is Project in ATLAS? – What is Activity in ATLAS? Understand Project Process – What actions needed in Atlas?

What is a Project Understand structure of a “project”. What is Project, Activity, Award?

Program vs Projects Program: – Focuses on realization of outcomes – Manages consistency of project portfolio – 1 Program per Country following UN harmonization – Atlas wise… Tree. AL_ROOT_OBJECT.EPCO_GRANTS.PROJECT_MANAGEMENT.UNDP_PROJ_VIEWER&IsFolder=false&IgnoreParamTempl=FolderPath%2cIsFo lder AL_ROOT_OBJECT.EPCO_GRANTS.PROJECT_MANAGEMENT.UNDP_PROJ_VIEWER&IsFolder=false&IgnoreParamTempl=FolderPath%2cIsFo lder Project: – Focuses on production of output(s) – PRINCE2 as the standard for project management – Atlas wise…. Award. =PORTAL_ROOT_OBJECT.EPCO_GRANTS.PROJECT_MANAGEMENT.UNDP_GM_AWARD_SUMM_GBL&IsFolder=false&IgnoreParamTempl= FolderPath%2cIsFolder =PORTAL_ROOT_OBJECT.EPCO_GRANTS.PROJECT_MANAGEMENT.UNDP_GM_AWARD_SUMM_GBL&IsFolder=false&IgnoreParamTempl= FolderPath%2cIsFolder

Results Management

What is a Project? PRINCE2 Product Breakdown Technique Moved shed 3 Reassembled shed 1 Old shed 2 Dismantled shed 2.1 Rotten pieces 2.2 Reusable pieces 3.1 New pieces 3.2 Transported pieces 4 New requirements 4.2 New piece requirements 4.4 New fixtures and fittings 4.5 Fixtures and fittings list 4.1 Shed measurements 4.3 Prepared site Final Product = Output = Project ID Deliverables

2.1 Rotten Pieces 4.2 New piece Requirements 3.1 New pieces 4.5 Fixtures and fittings list 4.,4 New fixtures and fittings Moved shed 2.2 Reusable pieces 3.2 Transported pieces 4.1 Shed measurements 1 Old Shed 4.3 Prepared site What is an Activity? PRINCE2 Product Flow Diagram Technique Activity is an arrow to produce the Deliverable. Therefore… Activity ID = Deliverable ID Final Product = Output = Project ID

What is An Award? Award is a Project Document (AWP) Project Document is an agreement between UNU and Implementing Partner (and the Government?) THEREFORE Award represent an Agreement with the Government and Implementing Partner to Produce Development Output(s) Or – Approval of internal initiatives (mgmt projects)

In Summary: Structure is Set, but contents are flexible – No limit to numbers of Project ID nor Activity ID Small number of final outputs make project focus sharper Activity ID is the smallest unit for monitoring Make your project structure to fit for purpose Project Document = Award ID Output =Final Product =Project ID Deliverable =Activity ID Deliverable =Activity ID Deliverable =Activity ID Resources

Project Management Process Understand when what actions are required

Pre-PAC PAC

Starting Up a Project TaskATLAS Action Develop Project ProposalEnter Proposal Header data Decide on further development of project proposal “ Is this a correct response to the country needs?” “Is it a realistic utilization of anticipated resources?” Update Proposal status depending on decision taken

Starting Up a Project Proposal Header Name your proposal. Write it in when you have an idea

Starting Up a Project Proposal Projects Define how many Output (final product) you produce. Smaller number = Better focus

Starting Up a Project Proposal Resources Note your Funding Strategy. Multiple donor/funds can be noted in one Proposal

Starting Up a Project Proposal locations Just identify Location, as system asks you.

Starting Up a Project Key Point Award Purpose – Indicate what type or project document it is CNT, RLA, RAP, RAF, RAS, REC, GLO, INT & MGMT Brief Description of the Project at Proposal Level Multi Donor as Sponsor Value Proposal Resource Type to note different donor contribution targets Simplify Multi Donor Proposal. No need for supplemental proposal process

Initiating a Project TaskATLAS Action Develop Project Results Framework Assess Capacity of Potential Implementing Partners Determine Implementation Modality Define Outputs, Activities, Budget Periods, Budget Line Summary Define Implementing Partner Draft Project Document Submit to PAC Atlas Project Management Module Finalize project funding Finalize Project Budget Finalize and sign Project Document Submit proposal and change status to ‘submitted’. If decision is positive, generate award, change Proposal status to ‘Awarded’ Attach Output to Outcome in Project Tree Upload LoA/ MoU Finalize Budget Revision Upload signed Project Document

Initiating a Project Budget Header Identify number of Deliverables. Activity should deliver Deliverables

Initiating a Project FA Rate Setting Note your GMS cost recovery strategy

Initiating a Project Budget Period Define Budget Year, not duration of a project

Initiating a Project Budget Line Summary Build Budget for the total project cost, to substantiatehow much you need for the project

Initiating a Project Submission Submit the Proposal for PAC

Initiating a Project Generate Award or Refuse OR Proposal>Submission>Official Generate AwardRefuse This is to record PAC decision. Move forward, or Reject

Initiating a Project Award Funding Record what you need (comes from Award process) and what you have

Initiating a Project Project Status Tell the system you entered to a new stage by status. Set the date when it should finish.

Initiating a Project Project Tree Tell the system that this output forms a part of Results Hierarchy by connecting to Tree

Initiating a Project Project Budget 1 Then Budget. It is authorization to spend. Not equal to total project costs nor what you have secured to spend

Initiating a Project Project Budget 2 (Donor) COA is to tell how to fund each line. Multi fund/Multi donor should be expressed here

Initiating a Project Project Budget 3 (KK Status) Do not assume that Send to KK “SUCCESS” means success. Check the status here.

Initiating a Project Key Point 1 Activity ID Can name it, though no special character FA Rate Type Indicate if Off the top. No % definition PAC determines Generation of Award If PAC refuses, change status to Refused Generate Award to total costs of the project Different Amounts Total Award = Total Estimate Costs of the Project Doc Period Funded = Secured amount for the period or disbursed amount for the previous year. At the year end closing, numbers have to be adjusted Project Budget=Authorization to Spend Unprogrammed/Unfunded =Total Award-Prior Expenditure- Future Budget

Initiating a Project Key Point 2 Project Status Required, always start with A Project Budget Analysis Group have to be GBUD Analysis type BUD, BD1 makes no difference Make sure budget reflects correct COA Check Budget Header Status after sending to KK before Finalizing – N – Not Posted – make sure Posting Option checkbox is checked and send to KK again – V – Not Posted – take note of Journal ID and check in KK what the exception is; fix revision and resend to KK – P – Posted – If some are P but some are V, then BEFORE FINALIZING: » Note Journal ID and check in KK what the exception is; » Unpost journal that was posted for the P lines » Fix revision and resend to KK

Initiating a Project Award Overview Verify that the initial Award Status is: Initiating

What is in the Project Management section? Grants> Project management> Award Summary Review key award and project information on one page, and serves as central point to navigate to key project management pages, namely: - Risks Log - Issues Log - Monitoring and Communication Plan - Output Definition - Activity Deliverable Definition - Budget Revisions

Award Summary Page Total Award, Funded and Budget Amounts All output projects related to an Award Budget balance for current year at the COA level Summary of Risks, Issues, Monitoring Items

Initiating a Project Award Overview Once Award is Generated, this is your project center, to navigate to different pages

Intiating a Project Set Output Targets To Set the Baseline and Infrastructure for Monitoring

What is in the Activity Quality Criteria page? User Perspective: What did you actually achieve? Was the user satisfied? % Completed: What % of your intended achievement was reached? Timeliness: Was your achievement reached in the planned timeframe? Resource Usage: What were your activity expenditures versus budget? Rating: How do you rate these from 1 to 9? (1 lowest, 9 highest)

Activity Quality Criteria

Initiating a Project Deliverable Descriptions For each activity ID, specify what is expected deliverables.

Activity Definition Purpose: What is the purpose of your activity? Description: What is the description of the activity? (with quantifiable measurement) Start/End date: start and end dates of the activity Quality Criteria: how/with what indicator are you measuring quality of the activity? Quality Method: what method are you using to determine if quality criteria has been met?

Risks log Risks are identified before you start your project, during the defining phase Risks are discussed in the pre-PAC and recorded in the Risks Log in Atlas In the Risks log in Atlas, enter description of risks, choose category (financial, operational, etc.) - Risks can be marked as critical, and unmarked when risks are mitigated Risks should be managed during the lifetime of project and management responses updated in risks log quarterly

Risks Log

Issues Log Issues come up once the project is being implemented during the initiating or running phase Issues are identified by the PM, recorded in the issues log and escalated to the Project Board if necessary. In the Issues log, enter description of issues, choose type (problem, change, other), mark as solved/unresolved Issues should be managed during the lifetime of project and management responses updated in the issues log quarterly

Issues Log

Monitoring & Communication Plan A Monitoring & Communication Plan should be developed during the initiating phase The M&C plan should identify milestones (field visits, workshops, annual reviews, etc.), that are entered in Atlas with a date associated and a short description Milestones can be marked as completed in Atlas and additional details can be entered

Monitoring & Communication Plan

Initiating a Project Running Stage 1 Budget Budget for the Running stage 1. No need to budget all periods if you do not know

Initiating a Project Assigning Team Members Assign required project roles. With external access, external parties can be assigned

Initiating a Project Finalizing Project Funding Make sure your funding situation is updated. Secured funding should be here.

Initiating a Project Communication Plan Program when and how stakeholders are informed of the project

Initiating a Project Project Status to O Once AWP is approved, tell the system you entered to a new stage by status. Set the date when it should finish.

Initiating a Project Key Points Award Summary Page Your Project Management Center Deliverable Descriptions for each Activity ID Describe what an activity will deliver. Budget Revision Page Useful, but – Careful with Budget Date. It is Transaction date. Different TR date will create different boxes – If budget becomes messy, you can delete entire box and do it from scratch Project Team Set up of team members will impact external access Award Funding Page: Important to indicate how much is made available. Constant update of the Award funding page is required.

Running a Project TaskATLAS Action Monitor Project Progress Conduct field visits Update Risks, Issues, Monitoring Actions Review Progress Report Conduct annual project review Develop Next Year’s Annual Work Plan Revise budget (as required) Extend periods (as required) Define new outputs (as required)

Running a Project Maintain Risk & Issues Log Update Award profile Status to Running and Save

Running a Project Maintain Risk & Issues Log Update Risks, Issues as you move, Once a Quarter

Running a Project Update Activity Progress Update Progress of Activity through Deliverable Production. Once a quarter,

Running a Project Update Output Achievement Once a Year, Update progress towards output.

Running a Project Preparing next year BUD 1 Budget for the next stage. No need to budget all periods if you do not know

Running a Project Preparing next year BUD 2 If need to adjust the project structure, then…

Running a Project Preparing next year BUD 2 Although the budget itself does not have to be adjusted to the prior year expenditure, the Period funded page should be updated. Prior period figure should be equal to expenditure

Running a Project Project Status Change to O Once AWP is approved, tell the system you entered to a new stage by status. Set the date when it should finish.

Running a Project Key Points Quarter Basis, Update – Risks, Issues, Deliverable Assessment Annual Basis, Update – Output Target – Stage plan in form of Annual Workplan No previous year plan (BUD) adjustment required – Adjust award funding Previous year expenditure should be equal to previous year funding amount

Closing a Project TaskATLAS Action Prepare Final Progress Report Conduct Final Project Review Upload key review documents as Project attachments Commission Project Evaluation Capture Lessons Learned Operationally Close the ProjectChange Project Status to “Operationally Closed” Transfer Project Assets Ensure all financial transactions are in ATLAS Review and sign final CDR Record final Financial Report Generate Final CDR Financially Close the ProjectChange Project Status to “Financially Closed” Change Award Status to Closed

Closing a Project Project Status to C then F In addition to update of output and deliverables, update Award Profile status to closing

Closing a Project Project Status to C then F In addition to update of output and deliverables, manage status to close

Closing a Project Updating final year’s BUD Also, do not forget to update the Period funded page. Prior period figure should be equal to expenditure.

Closing a Project Key Points No final revision – Final CDR should be signed as final. Update of Funding Required

Closing a Project Project Status to C then F Once the outputs are in F status, update Award Profile status to closed