Norwegian Church Aid together for a just world Project Management

NCA Routines and Guidelines User: nca Password: nca Chapter 6 – Project Management NCA Calendar – NCA Sudan Calendar

1. Partners NCA Partner categories: Core partner, resource partner and strategic alliances Partner assessment (ref. attachement 6 A) Bank verification (ref. attachment 6B) Partner MOU and dialogue

2. Project cycle Assessment and Baseline Project proposal Project approval/gfant letter Project Agreement, incl. Project document and budget 1 st transfer of fundss Monitoring and periocal reports 2nd transfer to projects Monitoring and report Final Financial and narrative report Evaluation and lessons learnt

3. Project Responsibility Each project has a NCA Budget Responsible Person (BRP) who has the full responsibility for all aspects of the project. System to support the project management: Maconomy and PHS,Routines and Guidelines

4. Documentation and filing All projects (PID) shall have a project file with all essentional documents are gathered: –Donor agreement and project propsal sent to donor –Project agreement, including project document and budget (dated) –Transfer requests to donor (for transfer of instalments) to NCA Sudan –Transfers to project/partners –Periodical reports (financial and narrative) –Communication that is binding for the project, e.g. revised and approved budgets, extension of project period etc. –Final report (narrative and financial audit report) Original agreements to be kept in separate file at ResReps Office.

4. Documentation and filing (cont.) What should be sent to Oslo for filing in PHS (unless uploaded in PHS from Sudan). -Donor contracts (basis for allocation), including project document and budget. Routine: -Project agreement, incl. Project document and budget (dated and signed) -Communication binding for the project (e.g. Revised budgets, extension of project periods) -Final reports, narrative and audited financial reports. PID number must be clearly specified on the doucments sent to Oslo Routines for sending to Oslo?

5. Donor requirements Follows fiscal year ( ) Budget on country level – approved Feb Country office to ensure project doucments, budgets, reports etc Norad Frame agreement Follows the fiscal year ( ) Budget on country level – approved Feb Country office to ensure project doucments, budgets, partner agreements, compliance with requriement NCA Own Funds May deviate from the fiscal year Project based applications – but move towards country application/3 years Transfer full amount to NCA once grant letter received Report 6 months after project completion MFA - GAP

5. Donor requirements (cont.) Project based applications for humanitarian assistance Deviates from the fiscal year – 12 months Transfer full amount to NCA once grant letter received Report 6 months after project completion MFA HUM Follows the fiscal year? Project based applications (UN workplan) Strict requirements, perodical reporting transfer in instalments to bank account in Norway CHF/UN Emergency support – ACT appeals Normally 6 – 12 months Pledges, payment notifications, report 3 months after project completion ACT

6. Project documents and budgets ALL PROJECTS should have a project document and budget Project document if not specific requirement from donor, use the template for NCA + 1 page LFA matrix (+ timetable?). The project document summarize the project planning process – from assessment and justification, objectives, activities, gender, conflict sensitivity, coordination, local foundation, sustainability etc. Project budget budget summary to donor – budget details for project implementation. To be developed in coherence with the accounting system, use the NCA Project Budget Template Signed and dated Final and approved budget and project documents should be signed and dated.

Project Cycle NORAD + NCA Own funds ActivityDate Country Budget and planAug 15 (1st draft) => 5. Sept =>1.Oct Prepare project document and budget Feb 01 Grant letter from NORADFebruary Project agreement with partner, including project document and budget Mar 01 when country budget approved (annual project agreement).Sign CD Transfer of 1st instalment 50%March: When contract signed and bank verification received. Order of transfer 1st periodic report + review reportJune 15 Monitoring – monitoring reportTwo visits per yer Transfer of 2nd instalment 25%July: After received AFS previous year + 1st periodical report. Order of transfer. 2nd periodic report + review reportOct 15 Transfer of 3rd instalmentNov: 2nd periodic report received + any unused funds withheld.Order of transfer. Final narrative and audit reportMarch15 => Oslo (Checklists) Unused funds repayable to NCA/Norad

Project Cycle MFA (HUM and GAP) ActivityDate Country Budget and plan (indicative)Aug 15 (1st draft) => 5. Sept =>1.Oct Project Proposal, incl. Project document, LFA-matrix, budget Normally for 12 months, but 3 years contracts is being negotiated Grant letter from MFA Project agreement with partner, incl. Project doucment and budget When country budget approved (emergency project agreement). Sign CD. Transfer of 1st instalment (can decide number of instaments). At least 2 instalments When contract signed and bank verification received. Order of transfer. Periodic reports as agreed in contractAccording to agreement NCA Monitoring – monitoring reportTwo visits per yer Transfer of 2nd and 3rd instalmentAfter completion of requirements according to contract. Order of transfer. Final narrative and audit report from partner3 months after completion of projects. Final narrative to MFA6 months after completion of project Unused funds repayable to NCA/MFA

Project Cycle CHF/UN ActivityDate Country Budget and plan (indicative)Aug 15 (1st draft) => 5. Sept =>1.Oct Input to UN Workplan (Indicative)October Project Proposals, project plan and budgets? Approval and Contract with donorBook as income. Copy to HO for allocation. Request transfer from donor to NCA (to bank account in Oslo) Transfer to project (from bank account in Oslo to project) Quarterly reports to CHFFixed dates? Monitoring Final report

Project Cycle ACT ActivityDate Rapid Response Fund – up to USD 50,000 Emergency Appeal according to requirements Launched through the network Pledges and firm funding Only payment notification is binding with regards to how much is actually availbale Quarterly financial and narrative reports Final report 3 months after project completion

Coherence between Budget and Accounting and follow up of financial reports Budget format must be coherent with the accounting system in order to get budget comparison reports. Coding of vouchers according to budget (account, activity, PID). Ensure proper supporting documents are attached. Reveiw monthly reports with regards to errors, posting missing, budget comparison. Take action if needed!

Attachments Project document - template Project LFA-matrix Project Budget – template Sample Monthly financial report Chart of Account