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MTCP 2

MTCP 2. PROJECT IMPLEMENTATION MANUAL: Overview of Project Planning, Budgeting, Monitoring & Evaluation (PBME) and Governance. Outline of Presentation. Project Planning and Budgeting process Monitoring and Evaluation Knowledge Management Technical Assistance MTCP2 Mechanisms.

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MTCP 2

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  1. MTCP 2 PROJECT IMPLEMENTATION MANUAL: Overview of Project Planning, Budgeting, Monitoring & Evaluation (PBME) and Governance

  2. Outline of Presentation • Project Planning and Budgeting process • Monitoring and Evaluation • Knowledge Management • Technical Assistance • MTCP2 Mechanisms

  3. 1.PROJECT PLANNING AND BUDGETTING

  4. STRATEGIC AND COHERENT PLANNING AND BUDGETTING PROCESS

  5. PARTICIPATORY AWPB PROCESS

  6. FUND FLOW AND CONTRACTING PROCEDURE • IFAD – RIA: • Large Grant Agreement (LGA) • Duration: 3 years • RIA – SRIA • Letter of Agreement (LOA) • Duration: 3 years • SRIA – NIA • Letter of Agreement (LOA) • Duration: 1 year (yearly renewal) • NIA – FO • Letter of Agreement (LOA) • Duration: I year or per activity

  7. FUND RELEASES AND UTILIZATION • Transparent and Accountable • Clear supporting documents • Release of fund: • certification of authorized bank signatory • Institutional Bank details certified by the bank • Forms for project fund request • Liquidation Report • Official receipts, purchase orders/quotations • Timely disbursement to efficiently cover project implementation based on specified timeline • Sufficient Buffer fund incorporated in the system of fund release (replenishment system) • Optimum use of resources • FO-rate DSA • Dovetailing of activities

  8. 2.MONITORING AND EVALUATION

  9. TOOLS FOR MONITORING AND EVALUATION

  10. REPORTS • PROGRESS REPORT • ANNUAL Consolidated Regional Report (RIA) • SEMESTRAL plus Year-end Summary Report (SRIA) • QUARTERLY plus Year-end Summary Report(NIA) • MID-TERM REVIEW • COMPLETION REPORT • six months after the completion date

  11. MTCP2 REPORTING vis FUND RELEASE FLOW Disbursement Flow

  12. 3. KNOWLEDGE MANAGEMENT

  13. COMMUNICATION AND KNOWLEDGE MANAGEMENT • LEARNING SESSIONS AT ALL LEVELS • Incorporated in evaluation and planning process • Thematic sharing at all levels • Cross-country / cross-region exchanges • KNOWLEDGE PRODUCT DEVELOPMENT • Case studies, Video documentation, guidebooks, etc • SOCIAL NETWORKING • MTCP-2 project blog, facebook, twitter

  14. 4. TECHNICAL ASSISTANCE

  15. TECHNICAL ASSISTANCE • Maximize partners to provide technical assistance at all levels • FAO, Agricord/AsiaDHRRA,SEWA • Academe /Research institutes • NGOs, CSOs • Media outfit,etc • Demand-driven • Based on needs assessment of FOs (training needs, priority research agenda/need, etc) • Complementation of resources • Leverage MTCP2 project fund with partners’ resources

  16. 5. MTCP2 MECHANISMS

  17. MTCP2 MECHANISMS

  18. PROJECT STEERING COMMITTEE • They are responsible for the following: (i) overall guidance on regional, sub-regional and national forums’ operations where applicable, (ii) coordination between sub-regional and national forums, and with other stakeholders involved in programme implementation, (iii) review and endorse AWPBs and annual progress reports, and (iv) coordination of joint actions such as strategic consultations, lobbying and representation.

  19. Implementing Agencies

  20. Role and Function: RIA 1.Lead and coordinate the preparation of Annual Work Plan and Budget (AWPB) and Annual Procurement Plan (APP) 2. Convene the regional steering committee. 3. Organize special regional events/activities indicated in the AWPB 4. Monitor the overall programme implementation. 5. Review and evaluate physical and financial performance. 6. Recommend action/s to be taken by the management for issues/concerns and implementation problems, difficulties and bottleneck. 7. Prepare periodic reports as required by IFAD and other funding Donors. 8. Submit to IFAD six-month period consolidated Statement of Expenditure (SOE), Withdrawal Application (WA), Reconciliation of Special (Designated) Bank Account and Bank Reconciliation with Bank Statements of Programme Accounts. 9. Make the books of accounts and financial documents and disbursement vouchers supporting documents to IFAD during supervision missions and to the auditors. 10. Coordinate with IFAD and other partners

  21. Role and Function of SRIA 1. Assist in the preparation and consolidation of the AWPB and APP at the sub-regional and national levels. 2. Monitor programme implementation at the sub-region and national levels. 3. Convene the sub-regional steering committee to determine issues/concerns and implementation problems, difficulties and bottlenecks and recommended plan of corrective actions and/or solutions. 4. Organize sub-regional events/activities based on the AWPB 5. Submit six-month/semestral narrative and financial report including the statement of operational expenses (SOE) covering the sub-region and the National Implementing Agencies (NIA) including copies of monthly bank statements and reconciliations, and physical progress report on programme activities undertaken by the sub-region and its NIA. 6. Make the books of accounts available for review of the RIA-AFA and as necessary by the IFAD. 7. Coordinate closely with RIA and sub-regional partners

  22. Role and Function of NIA 1. Facilitate the preparation of AWPB for the National Level activities for submission to SRIA 2. Convene the national steering committee to discuss issues and implementation bottlenecks and recommend solutions for RIA-AFA and/or SRIA actions. 3. Coordinate the conduct of national events/activities indicated in the AWPB 4. Monitor the programme implementation at the national level. 5. Submit quarterly narrative and financial (particularly statement of expenditure, monthly bank statements and reconciliations) and physical progress report on the programme activities. 6. Make the supporting documentation for the SOE available for review of the RIA-AFA and SRIA. 7. Coordinate closely with SRIA and other national partners

  23. Thank you for your attention!

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