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Project Management 6 th edition Guidebook on APEC Projects. September 2006 Vancouver, Canada. Project Management. Responsibility for management of project rests with the Project Overseer (PO) Secretariat role is to advise PO on implementation; provide support on budgetary control; and

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Project Management6th edition Guidebook on APEC Projects

September 2006

Vancouver, Canada


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Project Management

  • Responsibility for management of project rests with the Project Overseer (PO)

  • Secretariat role is to

    • advise PO on implementation;

    • provide support on budgetary control; and

    • disburse funds according to approved budget


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Project Management

  • Use 6th edition Guidebook on APEC Projects, downloadable from www.apec.org.


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Project Management

  • Payments

    • Payments are on a reimbursement basis, subject to certification from the PO that the services have been provided satisfactorily

    • Advances are possible in limited circumstances (Chapter 9 and Annex F)


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Project Management

  • Communicate with APEC Secretariat at least once every 2 months

  • Communicate with contractor at least once every 2 months for the duration of the contract

  • Many problems can be prevented if these simple steps are followed


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Project Management

  • Contracts for direct labour (Annex H2)

    • In advance of work done

    • Between APEC Secretariat and company/institution (preferred) or individual


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Project Management

  • Selection of contractor

    • At or under US$20,000 – by PO, a justification for the selection must be provided to the PD at APEC

    • Over US$20,000 – by competitive bidding for quality and cost: PO to be assisted by Selection Committee from the relevant forum

      • US$20,001 -50,000 – PO/Selection Committee to prepare Request For Proposal (RFP) (Annex H7) and invite tender from at least three potential contractors with a reasonable likelihood of being able to complete the work

      • US$ 50,000 and above – as above, but PD will circulate RFP to contact points in all member economies and ensure posting on APEC website


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Project Management

  • Tasks to be performed under the contract should be placed in the RFP (or Terms of Reference (TOR), where there is no competitive bidding)

    • Should be clearly laid out, in accordance with project proposal

    • Should have a time-line (related to milestone payments, where necessary)

  • The proposal from the winning contractor must conform to the outcome requirements of the RFP. Variations in process and budget (within the permissible maximum) can be accepted


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Project Management

  • Meetings/ workshops/ seminars

    • PO should commence preparation at least 2 months before the event

      • Venue confirmation

      • Circulation of draft agenda

      • Speaker/ expert identification

      • Circulation to economies regarding participants (only participants from travel-eligible economies may receive APEC funding) (Chile, China, Indonesia, Malaysia, Mexico, Papua New Guinea, Philippines; Peru; the Russian Federation; Thailand; and Viet Nam)


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Project Management

  • Meetings/ workshops/ seminars (cont)

    • PDs will provide POs with the following

      • UN per diem of the venue city, to ensure that accommodation costs are kept within 60% of this

      • List of travel-eligible economies to ensure that travel costs are only offered to be reimbursed for participants from these economies. (Speaker/ expert travel costs may be reimbursed from any economy. Government officials’ costs should normally be paid by the concerned government, unless there is a waiver for government costs. Per diems for participants are limited to active participants at a maximum of 2 per travel-eligible economy)


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Project Management

  • Meetings/ workshops/ seminars (cont)

    • At least 1 month before the event PO should provide the APEC Secretariat with the

      • final agenda

      • venue location and official hotel/ accommodation (with tax inclusive room only rates)

      • list of speakers/ experts (with contact details, tasks to be performed and honoraria (if any) to be offered) – no more than 6 speakers per day

      • list of participants (with contact details and tasks to be performed)


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Project Management

  • Travel undertakings (Annex H4)

    • To be prepared by APEC Secretariat in advance of travel

    • Restricted economy class airfare for all(except that experts/ speakers may be eligible for restricted business class airfare if their airport to airport travel time exceeds 12 hours: some further relaxation may be possible for particularly distinguished speakers (consult Director (Finance) in advance)


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Project Management

  • Travel undertakings (cont)

    • Per diem for venue city is paid for the duration of meeting and the arrival day. An additional payment of 75% of the per diem for the venue city is paid to cover all other expenses.


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Project Management

  • Travel undertakings (cont)

  • There are occasions when the PO/ events contractor proposes to handle the travel and per diems. This is acceptable, provided

    • Secretariat approves each air fare (as above)

    • Per diems are paid according to APEC rules for period actually present (per diem form: Annex H8 must be signed by each eligible person)

    • Undertaking to be made with PO/ contractor


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Project Management

  • Travel undertakings (cont)

  • APEC-funded travellers from travel-eligible economies may receive an advance on application to cover airfare and per diem

  • Travellers to be provided with an advance must sign a special undertaking (Annex F1)


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Project Management

  • Hosting arrangements

    • Reimbursable if provided for in the budget.

    • NOT eligible for reimbursement are the following:

      • Meals, coffee breaks (unless as part of reasonable hotel package.

      • Promotional banners

      • Souvenirs (including briefcases)

      • Flowers

      • Sight seeing trips

    • IMPORTANT PO/ event organizer should ensure NO display of national flags/ play national anthems, etc.


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Project Management

  • Publications

    • POs should be aware of and comply with the APEC Policy and Guidelines on Publications (downloadable from APEC website)

    • These Guidelines will be attached, where relevant, to contracts

    • Encourage use of internet for distribution

    • Mock ups of publications to be provided to APEC Publishing & Corporate Affairs Manager prior to printing

    • Printing costs will not be reimbursed until publications are received by the Information Manager

    • Even if APEC is not paying for the publication, PO must provide APEC with copies of all final outcomes from projects. This also applies to self-funded projects.


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Project Management

  • Evaluation of completed projects

    - New evaluation frameworks (QAF) have been introduced

    from 2006 for OA and ASF projects. There is a slightly different from for TILF projects

    Framework I for big projects and multi-year projects

    Framework II (simple format) for majority of the projects

    - Evaluation process: PO →Forum Small Group →Chair/Lead

    Shepherd → Secretariat →BMC Small Group →BMC meeting

    - Time frame: Within 12 weeks to submit the report to BMC