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ATPMM – a Guide to TELSOM/ATRC Project Implementation, Monitoring and Evaluation Workshop on ASEAN TELSOM Project Imple

ATPMM – a Guide to TELSOM/ATRC Project Implementation, Monitoring and Evaluation Workshop on ASEAN TELSOM Project Implementation & Funding Management Manual (ATPMM) Phnom Penh, 30 May 2014. Outlines. Management arrangement Budget disbursement Reporting Post implementation evaluation

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ATPMM – a Guide to TELSOM/ATRC Project Implementation, Monitoring and Evaluation Workshop on ASEAN TELSOM Project Imple

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  1. ATPMM – a Guide to TELSOM/ATRC Project Implementation, Monitoring and Evaluation Workshop on ASEAN TELSOM Project Implementation & Funding Management Manual (ATPMM) Phnom Penh, 30 May 2014

  2. Outlines • Management arrangement • Budget disbursement • Reporting • Post implementation evaluation • Contractor procurement • Quotation/Proposal invitation

  3. Management Arrangement • Responsibility for the management of the project rests with the Proponent Country (PC) • Approved ASEAN ICT project must have at least 60% disbursement by the end of February of the year following the work cycle. After that, PC will be given 6 months to complete the project’s implementation. If neither of the requirements is met, PC will require TELSOM’s approval for an extension. • PC may nominate the Implementing Agency (IA) • IA must have an office account for receiving monies from AICTF • PC shall inform ASEAN Secretariat on the appointment of the Implementing Agency (Template 3) • Otherwise, PC’s relevant Ministry/Agency will be responsible for implementing the project

  4. Budget Disbursement (1/2) • Request for Disbursement of eligible budget items shall be submitted to the Head of Infrastructure Division of the ASEAN Secretariat (Template 7 and 7.1) who will send a copy to AICTC Director. • The Request for Disbursement must be supported with the progress report (Template 7.3), project work plan (Template 6) and disbursement plan which should be aligned with the project work plan. • Monies disbursed from AICTF must be used according to the approved budget items. • Any changes to the budget allocation are allowable only upon TELSOM’s approval.

  5. Budget Disbursement (2/2) • Ten (10) percent of the project budget will be retained, and can only be disbursed after IA submitted the project’s final report and financial report; and the financial report has been considered satisfactory by AICTC Director, based on the input from the Head of ASEAN Secretariat’s Finance & Budget Division (FBD).

  6. Disbursement Request • The Disbursement Request should provide the following information: • Project Title (and original project title in the work cycle, if different); • Meeting that approved the project; • Eligible budget for AICTF support as approved by the meeting; • Requested amount of disbursement; • Implementation status according to the project mile stones; • Bank account details including the SWIFT Code; • Proponent country’s TELSOM Leader’s signature • And supplemented with: project progress report, (updated) work plan, and disbursement plan (aligned with the work plan).

  7. Reporting • PC should report the status of the project’s implementation by submitting to ASEAN Secretariat reports that have been verified by the PC’s TELSOM Leader • Progress or Interim Report (Template 7.3 and 7.7) • PC shall present the progress report at an appropriate ASEAN meeting • Completion Report (Template 8.1) • Within 30 days after completion. • Financial Report (Template 8.b) • Together with the Completion Report

  8. Post Implementation Evaluation • The ASEAN ICT Centre shall produce an Evaluation Report of all projects within a calendar year to report to TELSOM/TELMIN Meeting. • TELSOM and TELMIN will consider the Evaluation Report and recommendations. • Should any PC fail to meet quality requirement on the project implementation, it may consequently be given a lower priority in putting forward new project proposals in the next funding year.

  9. Contractor Procurement (1/2) • PC may procure contractors through • Minor Contract (USD 5,000 or less) • Bound by a letter of undertaking (Template 5.4). • Approved by TELSOM Chair and Vice-chair • Simple Contract (USD 5,001 – 20,000) • Through a Request for Quotations with at least 3 tenderers • Normal Contract (USD 20,001 – 100,000) • Through a Request for Proposal (RFP) • Contract winner selection by a Tender Evaluation Committee (TEC).

  10. Contractor Procurement (2/2) • Major Contract (over USD 100,000) • Through a Request for Proposal(RFP) published on www.asean.org and www.aseanconnect.gov.my • AICTC official(s) shall be involved in the tender evaluation (member of the TEC) • Tender result must be approved by all 10 TELSOM Leaders (who report to their respective TELMIN Leaders).

  11. Quotation/Proposal Invitation • RFQ/RFP announcements shall specify, at least: • title of quotation/proposal; • specifications of goods/services required; • criteria for vendor qualification; • closing date for quotation/bid; and • other information deemed necessary

  12. Questions?

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