Session 1: ACT – Project cycle

Delivering through projects Act Delivering through projects 2

Effective Country Programme = Effective Projects Delivery What is important for FAO Effective projects delivery ?

Purpose of the New Project Cycle (PC): Effective Projects Delivery New Project Cycle aims to: Improve strategic alignment of project and its contribution to country results Improve accountability Support decentralization Allow Results Based Management of projects Mainstreaming quality standards through the projects cycle steps including the mainstreaming of the UN common programming principles

Overview of the new PC Upgrade of PC management based on agreed best practices Applies to all projects, including emergency and UNJP. Supersedes previous Field Programme Circulars and TC procedures concerning the Project Cycle. PC composed of guidelines, practical guidance, FPMIS web-based workflows and users manual. Support available: TCDM advice, training sessions, FPMIS help desk . Distinc t requirments for emergency operations are outined

FAO Project Cycle - Steps Identification Formulation Appraisal and Approval Implementation and Monitoring Evaluation Closure Terminal report Concept Note Progress reports Project document

Identification Steps Five Steps: Identification of a project to adress specific problem/need of members and/or exploit opportunities to advance agenda of FAO to support the achievement of agreed CPF outcomes Establishment of a project Task force Preparation of the concept Note Appraisal and endorsement of the CN Formalization of relation with Resource partners

Identification: establishment of the Project Task Force (PTF) Roles and responsibilities of the PTF members and clarified The PTF start operating at the identification stage PTF under the authority of a Chair according to the new rules on responsibilities and relationships It would evolve at subsequent stages into a fully-fledged structure with appropriate skill mix Composition of the PTF Issues: Current rules on PTF doesn’t give preeminent role to project formulator, don’t favor skills mix, outdated vis a vis decentralization rules and designation of LTU and LTO. Type of Project Chairperson Members National FAO Representative Project formulator, LTO, Funding Liaison Officer, other relevant technical officers. Subregional Subregional Representative/Coordinator Regional Regional Representative Interregional/Global Head of technical division Emergency TCE Division Director

Identification: establishment of the Project Task Force (PTF) Designation of Lead Technical Officer (LTO) and Lead Technical Unit (LTU) Follows FAO Circular on Responsibilities and Relationships LTO is identified by the PTF chair as far as possible based on geographic proximity (from the nearest decentralized offices). LTU always consulted. ROs are accountable for assessing their capacity as LTU. Functional relationship is always maintained between LTO and technical divisions

Identification Step - Concept Note Identification: the Concept Note The Project Concept Note is necessary for all type of projects. Ensures strategic fit between a project idea and CPF or strategic framework. Structures preliminary stakeholders and problem analysis in terms of relevance, feasibility and potential sustainability including for key factors such as the UN CP. To be downloaded from FPMIS Process that leads from the analysis of the current situation to the identification of the desired situation and of the strategy to achieve it. Replaces two former requirements: ‘Project Outline’ and ‘In Country Appraisal’

Concept Note Work Flow Preparation of the CN Peer Review of the CN Endorsement of the CN MDT officers and other representatives of technical divisions not represented in the MDT for all substantive issues which are relevant for the project ;NR officer validates the categorization Technical divisions’ officers as well as DOs officers relevant for the project ; NR validates the categorization for categorization Project formulator PTF chairperson: RR/SRC/FAOR or a delegated officer Head of the technical division/service or delegated officer Funding Liaison Officer Peer Review of the CN The CN is finalized and uploaded into FPMIS Review of resource mobilization opportunities Preparation of the CN __ Applies to regional, sub-regional and national projects Steps __ Applies to global and interregional projects Responsible officer __ Applies both

Group exercise Take the CPF Ethiopia outcome 1.1 identify a project which will contribute to this CPF outcome. propose a title and an outcome statement for your project From the 2011- 2012 WP list, identify an OR to which this project will contribute to

Formulation – the Project Document The PD is formulated by the Project formulator with the full support of the PTF members. A generic template generated in FPMIS should be used The PD is further supported by FPMIS tools for the preparation of the logical framework matrix, results-based budget which feeds into Oracle, work plan and risk matrix. FAO formulation Outputs: Project Document (25 pages + annexes) project agreement and funding agreement.

Project Document Template The PD frames the project into three standard quality criteria: Relevance: The extent to which the objectives of a development intervention are consistent with beneficiaries’ requirements, country needs, global priorities and partners’ and donors’ policies. Feasibility A measure of how economically resources/inputs (funds, expertise, time, etc.) are converted to results Sustainability: The continuation of benefits from a development intervention after major development assistance has been completed. The probability of continued long-term benefits. The resilience to risk of the net benefit flows over time. These quality criteria will be assessed from formulation to evaluation and closure. 25 PAGES

The New Appraisal Process Applies to all projects including emergency and UNJP A two step process which cover all current technical, financial, operational and PPRC clearances FPMIS based transparent work flow Accountability rests with the PTF Support retrieval of lessons learned

The New Appraisal Process Consists of: Interdisciplinary Technical Review: the project document is submitted to MDT and other relevant officers. Quality Assurance Review: the project is submitted to a project appraisal committee for financial, technical and operational clearance and adherence to the programming principles: one submission for all clearances. Two reports per year are produced by TCDM in collaboration with ROs on the results of the appraisal providing a picture of the quality of project documents by quality criteria. The lessons learned are available to inform future design of projects.

Work Flow for Project Appraisal Preparation of the Project Document Interdisciplinary Technical Review Project formulator MDT and other technical divisions not represented in the MDT which are relevant for the project. Technical divisions relevant for the projects and relevant DOs officers. 3. Revision of the Project Document based on the comments provided 1. Submission of the Project Document 2. Review of the Project Document by the ITR Project formulator 5 days Project formulator __ Applies to regional, sub-regional and national projects Steps __ Applies to global and interregional projects Responsible officer __ Applies both

Revision of Project Document Reformulation of project Endorsement of PD Approval of PD Quality Assurance Review Submission of the Project Document to the PAO Review of the QAR criteria on line Consolidation of the QAR on line and provision of a global rating Project Formulator PAC Regional Office PAC HQ PAO Regional Office PAO HQ ADG RR ADG TC Rating? Reformulation of project 5 days 2. Some comments need to be addressed 3. The project is not ready for approval NO NO OK 1. The project is ready for approval

The New Appraisal Process: the quality assurance Review The project appraisal committee is coordinated by a project appraisal officer (PAO) based at regional office level for national, sub regional and regional projects. The appraisal is done using a check list. Project appraisal officer Relevance LTU CSF LEG Operational clearance by BH, SFPO Feasibility Project Appraisal officer Sustainability The PAO undertakes the review of the relevance, and sustainability, and criteria of the project. feasibility ...... Each criteria is assessed, a rating provided as well as comments to address the weaknesses identified.

Simulation Exercice In you role of Project Appraisal officer: read the extract of the project document provided. review the text against the criteria ‘’ comparative advantage‘’ . provide a rating from 1 to 3. Briefly, Justify the rating provided. The criteria is well addressed. Some comments need to be addressed The section has to be reformulated.