“Act” Delivering through projects (Part 1)

Effective Country Programme = Effective Projects Delivery

Purpose of the New Project Cycle (PC): Effective Projects Delivery New Project Cycle aims to: Improve strategic alignment of projects and their contribution to country results Improve accountability Support decentralization Support 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 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.

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

Five Steps: 1.Identification of a project  to address specific problem/need of members and/or exploit opportunities to advance agenda of FAO  to support the achievement of agreed CPF outcomes 2.Establishment of a Project Task force 3.Preparation of the Concept Note 4.Appraisal and endorsement of the CN 5.Formalization of relation with Resource Partners Identification Phase: the Steps

More holistic and reinforced 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 Type of ProjectChairperson Members NationalFAO Representative Project formulator, LTO, Funding Liaison Officer, other relevant technical officers. SubregionalSubregional Representative/Coordinator RegionalRegional Representative Interregional/GlobalHead of technical division EmergencyTCE 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: establishment of the Project Task Force (PTF)

Identification Step - 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 Identification: the Concept Note

Concept Note Work Flow __ Applies to regional, sub-regional and national projects Steps __ Applies to global and interregional projects Responsible officer __ Applies both 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 Project formulator Peer Review of the CN The CN is finalized and uploaded into FPMIS Review of resource mobilization opportunities Preparation of the CN

Group exercise (part 1) From CPF outcome: identify a project which will contribute to this CPF outcome propose a title and an outcome statement for your project from the WP list, identify an OR to which this project will contribute to

“Act” Delivering through projects (Part 2)

Group exercise (part 2) (continued) For the same project, develop the following concept note fields: Participants & other stakeholders Sustainability of the proposal Synergies with other FAO projects/programmes

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. REQUIRED: Project Document (25 pages + annexes) project agreement and funding agreement. Formulation – the Project Document

Project Document Template 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

Consists of : 1.Interdisciplinary Technical Review : the project document is submitted to MDT and other relevant officers. 2.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. 3.Two QA 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. 4.The lessons learned are available to inform future design of projects. The New Appraisal Process

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 __ Applies to regional, sub-regional and national projects Steps __ Applies to global and interregional projects Responsible officer __ Applies both Project formulator 5 days

Revision of Project Document 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 Project Formulator PAO Regional Office PAO HQ ADG RR ADG TC Rating? Reformulation of project OK NO 2. Some comments need to be addressed 3. The project is not ready for approval 1. The project is ready for approval 5 days

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. The New Appraisal Process: the Quality Assurance Review Project Appraisal Officer Relevance LTU CSF LEG Operational clearance by BH, SFPO Feasibility Project Appraisal Officer Sustainability

UNJPs

UN Joint Programmes procedures in FAO: the current picture No formal procedures or workflow (only ad hoc s and guidance) UNDG standard format for UNJP document exists, but formulated joint programmes actually vary considerably in quality and depth FAO components in UNJPs not always well defined and info provided not sufficient for smooth implementation Most of the clearances in FAO are given post-factum, not allowing for proper quality assurance

The new Project Cycle Hanbook incorporates UNJPs A common approach to UNJPs across the Organization FAO components in UNJPs technically sound as any other FAO project Proper quality assurance in place for FAO to delivery on its joint commitments (and to secure funding, when UNJP allocation criteria is based on performance!) There is no duplication - not a full SPD needed, but only a short “FAO project description” (see page 21)

The UNJP cycle in FAO based on the timeline at the country level

Last but not least Project Support Cost (PSC) for UNJPs Although FAO usually charges 13% PSC, in the case of Joint Programmes there is an inter-agency agreement to apply a 7% PSC. For UN Organizations where the PSC policies foresaw higher PSC rates reimbursements than 7%, it was accepted that support costs that could be identified at country level would be budgeted and charged as direct costs (6%) against the extrabudgetary funds channeled to the Organization for implementation of the joint programmes.