1. APEC Project Cycle Overview
September 2010
Adapted from an April 2010 Presentation by the APEC Project Management Unit

2. APEC funds projects in order to…
Advance free-trade for Asia-Pacific prosperity
Progress beyond agreement on general principles to practical application
Enhance capacity to identify common interests
Build productive capacity amongst members
Support the development of pro-trade policies & regulations

3. Funding Options Operational Account (OA)
To support Economic and Technical Cooperation (ECOTECH)
Trade & Investment Liberalisation & Facilitation Special Account (TILF)
Achieving part 1 of the Osaka Action Agenda
APEC Support Fund & Sub-Funds (ASF)
Meeting the capacity building needs of developing economies
Self-funding
Economies source full project funding themselves
New sources… Policy Support Unit (PSU)
Policy and research capability
APEC Support Fund Sub-Funds include funds for Energy Efficiency & for Technology
The Policy Support Unit is attached to the APEC Secretariat. It is separately funded bur manages a research task itself, in consultation with a Committee Chair. PSU work includes evaluation work, applied research, and policy background papers – all accessible on the PSU website.
is attached to the APEC Secretariat in Singapore.
is separately funded but it manages a research task itself, in consultation with a Committee Chair.
Examples of PSU work include evaluation work like TFAPII, applied research like the food study and structural reform and policy background papers like those done for the Logistics workshop and the SOM-SFOM Symposium covering Inclusive Growth. All this work is accessible on the PSU website -
Check with APEC Secretariat about the relevance of the PSU to our forum
Formal proposals for work or requests for assistance can come from APEC fora and APEC members. The PSU can assist members and fora in the design of their proposals and is happy to discuss proposals prior to being presented formally. The PSU also proposes work itself to help APEC implement its priorities.
Before the PSU undertakes a project it must be approved by the PSU Board. Decisions take into account APEC's agenda and priorities and the resource implications for the PSU. The PSU prides itself on rigorous, objective analysis with evidence-based conclusions. While the Board sets the work program and the PSU complies with APEC's publications policies, the PSU staff retain responsibility for research conclusions

4. New project approvals process
BMC has agreed to trial this new process
Objective: Introduce Concept Notes as a tool to de-link priority & quality. Projects are then selected based on importance, not how well they are designed
Members assess priority
Secretariat helps proponents develop proposals to reach quality standard

5. Determining useful projects
EGEE&C members collectively identify opportunities based on:
Ministers’ & leaders’ directives
Broader APEC objectives (e.g. EGS)
Shared EE&C priorities
Shared objectives with other fora
Recommendations from previous projects
Forum in this case is Energy Working Group. But EGEE&C should discuss and vet proposals first (clarify this with APEC Secretariat)
PD=Program Director at the APEC Secretariat
How are sub-fora advised of BMC deadlines?

6. Key project approval steps: Phase 1 Concept notes
Proponent submits concept note to sub-forum (EGEE&C) for feedback & endorsement
Proponent secures co-sponsors
Proponent submits concept note to forum (EWG) (via EGEE&C Secretariat)
Forum in this case is Energy Working Group. But EGEE&C should discuss and vet proposals first (clarify this with APEC Secretariat)
PD=Program Director at the APEC Secretariat
How are sub-fora advised of BMC deadlines?

7. Key project approval steps: Phase 1 Concept notes
Forum endorses & ranks all concept notes
Proponent submits final Concept Note to PD by the BMC deadline
Forum submits rankings to PD by the BMC deadline

8. Key project approval steps: Phase 1 Concept notes
Relevant Committee / SFOM ranks & prioritises concept notes using APEC Funding Criteria
Secretariat calculates votes & refers concept notes to principal decision makers
BMC approves in-principle highest priority concept notes within funding availability

9. Key project approval steps: Phase 2 Full-length proposals
Proponents with in-principle approval invited to complete full proposal form
Full proposal endorsed & QAF done by forum & provided to APEC Secretariat / uploaded onto AIMP
APEC Secretariat finds proposal ‘satisfactory’ quality (opportunity for revision)
Secretariat recommends to BMC that the project can commence
Which fora are required to endorse full proposal?
AIMP=project database

10. Implementation Phase Projects are completed within two financial years
Projects are implemented in line with the Guidebook on APEC Projects
Monitoring reports are submitted at 6 month intervals
Completion report is submitted within 2 months of project completion

11. Implementation Responsibilities of a Project Overseer (PO):
Monitor and report on progress
Apply APEC project guidelines, e.g. financial contracting, publications
Briefing contractors, participants, speakers and experts of their roles and responsibilities
A PO must not:
Misuse or misappropriate APEC funds
Put themselves in a conflict of interest position

12. APEC project quality criteria
Relevance
Effectiveness
Efficiency
Impact
Sustainability
Projects must meet a satisfactory standard in each criterion to be recommended for funding

13. Drafting tips
Some key things to remember while drafting Concept Notes and proposals:
Be realistic about what you can achieve
Be specific about who will benefit and how stakeholders will be involved
Show that you’ve done your homework
Be accurate in developing your budget
Remember the audience: not all proposal readers will be an expert

14. Improvements to process
Ongoing reforms:
Multi-year projects
Changes in fund disbursement procedures
Revised forms and guidance through a new edition of the Guidebook on APEC Projects
Trial of new project selection procedures

15. For further assistance
APEC Secretariat: your Program Director or the Project Management Unit
Guidebook on APEC Projects (7th Edition)
On the AIMP Project Database site:
EWG website – publications section
EGEEC & EWG Secretariats
Through your BMC delegate