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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 management
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
project management3
Project Management
  • Use 6th edition Guidebook on APEC Projects, downloadable from
project management4
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)
project management5
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
project management6
Project Management
  • Contracts for direct labour (Annex H2)
    • In advance of work done
    • Between APEC Secretariat and company/institution (preferred) or individual
project management7
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
project management8
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
project management9
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)
project management10
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)
project management11
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)
project management12
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)
project management13
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.
project management14
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
project management15
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)
project management16
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.
project management17
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.
project management18
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