1. Session 1: ACT – Project cycle

2. Delivering through projects
Act
Delivering through projects 2

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

4. 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

5. 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

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

7. 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

8. 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Issues: Current rules on PTF doesn’t give preeminent role to project formulator, don’t favor skills mix, outdated vis a vis decentralization rules and designation of LTU and LTO.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

9. 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

10. 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’

11. 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

12. 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 WP list, identify an OR to which this project will contribute to

13. 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.

14. 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

15. 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

16. 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.

17. 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

18. 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

19. 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.

20. 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.