COF/CTT Experiences – MIF Delegation of Authority Program Kingston Jamaica May 3, 2007

Snapshot of COF/CTT Program NUMBER TITLE TOTAL INVESTMENT MIF RESOURCES APPROVAL DATE FINAL DISBURSEMENT DATE ATN/ME TT HSE Energy Sector Standards 13,00010,000Feb. 14, 2005 Nov. 07, 2005 ATN/ME TT Image Skills Centre 61,00041,000Jul. 22, 2005 Nov. 14, 2006 ATN/ME TT Film Production118,10070,000Jul. 22, 2005 Sept. 14, 2007 ATN/ME TT Video and Sound Training Film Production 92,00061,000Jul. 22, 2005 Sept. 14, 2007 ATN/ME TT Computer Programming 67,00022,000Jan. 03, 2006 Aug. 15, 2007 ATN/ME TT Adopt a Farmer48,00036,000Jan. 03, 2006 Aug. 19, 2007 $399,100$240,000

Key Topics for Discussion Project Identification Project Design Project Supervision Knowledge Management Conclusions

Project Identification Where to Start???? –Development of a Strategic Framework –Targeted Promotion Strategy –Dedicated Lead at COF

Project Design Many procedures required are not familiar to COF staff Translating project ideas into an operation that can qualify for MIF financing –Role of MIF lead in creating a fit –Requires continuous collaboration with proposed EA –Key areas for discussion Eligible activities for MIF financing Split of MIF and Counterpart Financing Sustainability

Project Design Key Elements of Executing Agency’s proposal –Objectives –Activities –Budget (MIF and Counterpart) –Implementation Timeframe –Measuring Success (indicators) Institutional Assessment

Project Design The Approval Process –Country Coordinator plays an important role –Keep the Representative engaged

Project Design and Approval Process Proposal from EA finalised COF prepares and circulates 1 page outline to MIF and RE3 management via e mail 5 day period for “ non objection” Operation entered in OPUS by team leader (as a MIF DOA operation) – Luis Chiang is your friend! Country Coordinator completes OPUS registration TC number is assigned

Project Design and Approval Plan of Operations prepared by Team Leader and reviewed and approved by the Representative –Key Annexes Institutional Assessment Logical Framework (1 page) Proposal PDF of original Plan of Operations signed by COF Representative sent to Enrique Gochicoa with a cc to Country Coordinator ATN# is assigned

Project Design and Approval Operation is assigned to an attorney to prepare the Letter of Agreement –Attorney will request copy of Plan of Operation in MS Word as well as the by laws of the Executing Agency (legal instruments through which an EA is legally constituted) –Draft Letter of Agreement reviewed by COF and EA Point to note: date of recognition for counterpart resources and date from which eligible expenditure can be reimbursed – Representative and EA’s designated signatory Project entered in LMS and OPMAS

Project Design You did it!!!!!!!!! Now what??????????

Project Supervision Supervision is more familiar terrain for COF officers BUT – Does size matter?

Project Supervision DOA partners usually require more support than traditional EAs Key role for COF –Helping EA’s to understand and comply with the MIF/Bank requirements

Project Supervision What has worked CTT’s experience –Project Kick Off Workshops Highlight the key contractual conditions Review Project Objectives, Budget and Targeted Results Explain the disbursement and financial record keeping and reporting procedures Present relevant procurement procedures –Individual Consultants –Equipment –Consumables Develop a simple procurement plan Discuss reporting requirements Encourage networking with other EAs and COF officers

Project Supervision Special Purpose Workshops during Implementation –Disbursements –Procurement –Audit Single Exchange Rate Option Use of sample documents Assistance with initial submissions – disbursements, revolving fund reconciliations, reports Regular phone/e mail contact

Project Supervision Simplified Format for Annual Operations Plan –Results expected for Current Year (viz a viz logframe) –Procurement Plan for Current Year –Disbursement Forecast for Current Year –Cashflow projection for Current Year

Project Supervision Regular site visits (quarterly) Visits have multiple purpose –Hands on assistance with project administration –Review activities but keep impact on agenda –Interaction with beneficiaries Open communication, Hands On Support and Teamwork!

Project Supervision Voice of the Client –Perspectives from Riaz Ali, coordinator of the Image Skills Program

Did you have previous experience with a multilateral agency?

Riaz Ali – Project Coordinator Image Skills Centre

How was your interaction different from working with other contributors?

Riaz Ali – Project Coordinator Image Skills Centre

What were the main challenges you experienced?

Riaz Ali – Project Coordinator Image Skills Centre

What support from the IADB office was helpful?

Riaz Ali – Project Coordinator Image Skills Centre

What has your organisation learned through this relationship with the Multilateral Investment Fund

Riaz Ali – Project Coordinator Image Skills Centre

Knowledge Management Distillation and dissemination of useful material as well as lessons learned –PPMRs updated Quarterly –Quarterly program report –Feedback to MIF and RE3 Management on experiences, lessons learned and recommendations –Development of start up workshop materials for EAs –Input into DOA Evaluation –Production of Toolkit for Caribbean COFs –Program staff updates at COF

Knowledge Management Help Needed –Specific information on access to the DOA program to guide Eas Inclusion of a section on MIF website? –Clarification on procedural process changes arising from Realignment

Conclusions - DOA Program Key Challenges –Tacit vs Codified approval procedures –Changes due to Realignment not defined –Elapsed time for preparation of Letters of Agreement –Capacity issues in smaller EAs –Bank language is not familiar to EAs –Dual Currency accounting –Audit Requirement –Resource requirements

Conclusions Critical Success Factors –Collaboration –Open Communication –Capacity Building throughout the process –Keep an open mind – we are working with new ideas, new organisations and new processes –Step out of your comfort zone

Conclusions Critical Success Factors

Conclusions Why are we doing this? –Video clip from SERVOL –Stills from SERVOL and Image Skills Centre Projects