1. SAWEP 2 1st Project Steering Committee Meeting 24 Oct 2016 DoE

2. Agenda RESPONSIBLE PERSON 1. WELCOME DoE 1.1 Apologies 1.2
RESPONSIBLE PERSON 1.
WELCOME
DoE
1.1
Apologies
1.2
Confirmation of Agenda 2
ACTIVITIES
2.1
Feedback from Inception workshop (7 Oct 2016) PM
2.2
Confirmation of the PSC ToR and members
2.2.1
Risk Management
Approval of Annual Work plan 2016
All
2.3
Financial Management and reporting
UNDP
2.3.1
Reprogramming of exchange rate “windfall” & savings 3
GENERAL
ALL 4
NEXT MEETING DATE & CLOSURE

3. Feedback from Inception meeting
Organisation
Invitees (1st notice, 16 Sept 2016)
Responded on 1st notice (16 Sept 2016)
Attend
Accepted
Declined/Apologies
DoE
Mokgadi Modise, Noma Qase, Siyabonga Zondi, Lebogang Mojanaga, Lazarus Mahlangu 5
Mokgadi, Noma, Siyabonga, Lazarus, Lebogang
Lazarus, Lebogang apologies 3
UNDP/GEF
Walid Badawi, Wakhile Mkhonza, Aubrey Manamela, Adey Tesfaye, Rob Kelly, Puleng Mkhatshwa 6
Walid, Wakhile, Adey, Aubrey, Puleng
Rob (another event),
Puleng (another event) 4
DEA
Dee Fisher, Deborah Ramalope, Olga Chauke
Dee
Olga (strat plan meetings)
DTI
Gerhard Fourie, Witness Mokwana, Phillip Ninela
Gerhard, Witness, Phillip
DST
Rebecca Maserumule, Tumi Mailula, Somila Xosa
Rebecca, Tumi
Somila – Tumi attend 2
DHET
Brenda Swart 1
DoE IPP Office
Lolette Kritzinger van Niekerk, Martin Marcam
apologies
GIZ
Marlett Balmer, Sascha Thielmann
Marlett
Sascha apologies
Danish RE EE Program
Yaw Afrane Okese, Maleepile Felicity Moseki
Northern Cape
Natalie Uys (Northern Cape Department of Environment and Nature Conservation (DENC),
Cannot make it
Western Cape
Mike Mulcahy (Green Cape), Brian Jones (City of Cape Town)
Brian declined
Eastern Cape
Alistair McMaster
Another meeting
KZN
Susanna Godehart
Magash Naidoo apologise, Sussana not there anymore
SAWEA
Johan van den Berg
Indicate (morning of 7th)
Nersa
Mr Moefi Moroeng
Eskom
Barry MacColl, Riaan Smit, Kubeshnie Bhugwandin
Kubeshnie, Riaan apologies
SARETEC
Naim Rassool, Sven Pietrangeli
Sven
Naim (school holiday), Sven declined
SANEDI
Thembakazi Mali, Andre Otto
Thembakazi, Andre Otto
IDC
Gerrit Kruyswijk, Piet Badenhorst (Industrial Infrastructure SBU)
Gerrit other unit now
DBSA
Najma Mohamed (PAGE)
Apologies 42 20 18

4. Feedback from Inception meeting cont.
UNDP-GEF Project Cycle
Project idea
PIF submission
LOE from GEF OFP (Mar 18, 13)
+ Project Identification Form (PIF) (Oct 29, 13)
GEF Council Approval
GEF CEO endorsement
PPG phase stated on
April 24, 2013
ProDoc submission
GEF CEO Approval
'package' prepared, cleared technically and financially –
May 8, 2015
UNDP Approval
Start Date
Prodoc signed
Dec 18, 2015
Inception Workshop
Oct 7, 2016
Project Midterm
Year 2018
Project Closure
Dec 2019
Pre-SESP
Continuous Monitoring
SESP
TTs
Gender Analysis
Inception Report
PIRs
Adey Tesfaye, Regional Programme Associate, UNDP) RSC Addis Ababa

5. UNDP-GEF Project Implementation Roles and Responsibilities
UNDP-GEF (NY)
Agreement and Formal delegation of authority to implement the GEF project M&E responsibilities
UNDP-GEF Regional Center – Addis Ababa for Africa
Reporting responsibilities
UNDP South Africa
Department of Energy (DoE)
Project Steering Committee PSC member
DTI, DST, DEA, DHET, SANEDI
PMU
Technical Advisory Committee PSC member
SAWEA, GIZ, DANIDA
Adey Tesfaye, Regional Programme Associate, UNDP) RSC Addis Ababa

6. SAWEP 2 Organogram

7. PSC Responsibilities
Provide overall guidance and direction to the project, ensuring it remains within any specified constraints;
Address project issues as raised by the project manager;
Provide guidance on new project risks, and management actions to address specific risks;
Review the project progress, and provide direction and recommendations to ensure that the agreed deliverables are produced satisfactorily according to plans;
Review Combined Delivery Reports prior to certification by the implementing partner;
Prepare Combined Delivery Report (CDR) [Project assurance, project support]
• The Combined Delivery Report (CDR), summarizing all project expenditures, is mandatory and should be issued quarterly.
• Based on the financial reports received and recorded in Atlas, UNDP prepares the CDR using Atlas. It should be sent to the project board for review and the implementing partner should certify it.
• See above section Provision of Financial Resources.
• For detailed procedures, please see the CDR under the Financial Management section.
Wakhile N. Mkhonza, Programme Officer, SAWEP II Inception Workshop – 07 Oct 2016

8. PSC Responsibilities (Cont…)
Appraise the project annual review report, including the quality assessment rating report; make recommendations for the work plan; and inform the outcome group about the results of the review;
Provide ad hoc direction and advice for exceptional situations when the project manager’s tolerances are exceeded; and
Assess and decide to proceed on project changes through appropriate revisions.
Wakhile N. Mkhonza, Programme Officer, SAWEP II Inception Workshop – 07 Oct 2016

9. Monitoring and Reporting
Inception Report
Quarterly reports (focus on results) - CDR
Quarterly financial reports
Quarterly expenditure reports and Project Audits (1st
Annual Review Report and PIR (1st 2017)
Project Steering Committee Meetings
Field visits by UNDP CO
Independent Evaluations (Mid-Term 2018 & Terminal 2019)
Annual Review Report – Report from Project Manager to the PSC
Prepare Combined Delivery Report (CDR) [Project assurance, project support]
• The Combined Delivery Report (CDR), summarizing all project expenditures, is mandatory and should be issued quarterly.
• Based on the financial reports received and recorded in Atlas, UNDP prepares the CDR using Atlas. It should be sent to the project board for review and the implementing partner should certify it.
• See above section Provision of Financial Resources.
• For detailed procedures, please see the CDR under the Financial Management section.
Wakhile N. Mkhonza, Programme Officer, SAWEP II Inception Workshop – 07 Oct 2016

10. Risk Management Why manage risk in a UNDP-GEF project?
GEF-funded projects are complex and therefore likely to face risks and challenges
Strengthen project and portfolio management (efficiency and effectiveness)
Adey Tesfaye, Regional Programme Associate, UNDP) RSC Addis Ababa

11. FINANCIAL MANAGEMENT
Preparatory (PPG) funds cannot be transferred to the main project
Project Management Cost (PMC) budget can be:
max. 5% of outcomes subtotal for projects above $2 mil of GEF grant
PMC cannot be overspent at all over the project lifetime Project PMC is USD
Miscellaneous and Supplies is kept within 3-5% of the total budget over the lifetime of the project
Adey Tesfaye, Regional Programme Associate, UNDP) RSC Addis Ababa

12. FINANCIAL MANAGEMENT
Authorized changes in TBWP
Major change (amendment) requiring re- submission to the GEF for approval (applies for GEF 5 and GEF 6 projects):
Funds transfer between project outcomes exceeding 10% of the total GEF project grant
Introduction of new budget items or outcomes exceeding
5 % of the total GEF project grant
Adey Tesfaye, Regional Programme Associate, UNDP) RSC Addis Ababa

13. BUDGET LINES NOT ALLOWED, NOT RECOMMENDED:
FINANCIAL MANAGEMENT
BUDGET LINES NOT ALLOWED, NOT RECOMMENDED:
75100 (F&A) – GMS is paid separately to XB budget
72700 (Hospitality) – use instead
73500 (Reimbursement Costs) - unless approved in prodoc by GEF
BLs starting with …6 – except DIM projects and DPC BL 64398
73100 (Rental and maintenance of premises) – unless approved in prodoc by GEF
Adey Tesfaye, Regional Programme Associate, UNDP) RSC Addis Ababa

14. Procurement & Support services
UNDP, DoE letter

15. Approval Annual Work Plan (AWP 2016)
Developed over 2013/14
Project approved May 2015, Prodoc signed Dec 2015
USD 3.5 million GEF grant
4 Components
Component 1: Monitoring and Evaluation of the implementation of local content requirements
Component 2: Resource-mapping and wind corridor development support for policy-makers:
Component 3: Support for the development of small-scale wind sector
Component 4: Training and human capital development for the wind energy sector

16. Components…..