Copyright © 2010 APEC Secretariat. PROJECT GUIDEBOOK & MULTI YEAR PROJECTS Presented by: NADIRA...

Copyright © 2010 APEC Secretariat.

PROJECT GUIDEBOOK&MULTI YEAR PROJECTS

Presented by:NADIRA MAILEWADirector (Program)

Project Management Unit (PMU)APEC Secretariat

Copyright © 2010 APEC Secretariat.Copyright © 2010 APEC Secretariat.

Project Guidebook - Overview

The Guidebook covers four elements of a project cycle: Project design/planning, implementation, monitoring &

completion.Also contains details on: roles and responsibilities APEC project funding mechanisms project approval stages and processes allowable expenses and disbursement procedures APEC project contracting approaches guidelines on project monitoring and project completion.


Project Guidebook - Funding

Four main sources of APEC Project funding: Operational Account - to support Economic and Technical

Cooperation (ECHOTECH) Trade & Investment Liberalisation & Facilitation Special

Account (TILF) – cooperation projects on trade and investment liberalisation and facilitation (covering 15 areas of the Osaka Action Agenda)

APEC Support Fund & Sub Funds – meeting the capacity building needs of developing economies

Self Funding – any non-APEC amount provided to a project.


Project Approval Process

Group endorses Concept Note/s

Committees/SFOM use the 2011 Funding Criteria to rank & prioritise notes

Highest priority notes that can be funded are expanded into full proposals

Proposals under US$200,000 are recommended to BMC following a quality assessment by the PMU

{projects over US$200,000 require SOM approval.


Allowable Expenses

APEC funding covers : Labour and personnel costs: contractor fees, writing and

translation fees, short-term clerical & honoraria Travel Expenses: Funding for a maximum of two participants per

travel eligible economy. Most direct and economic flight. Business class for experts when travel exceeds 12 hours

Publications & Communication costs: Check website:http://www.apec.org/About-Us/About-APEC/Policies-and-Procedures.aspx Project Event costs: Room rental, logistical support, stationery

and office supplies, rental/purchase of special equipment, teaching and training materials, photocopying costs etc .

Amounts to be reimbursed are capped at the levels set out in budget.


Non-Allowable expenses

Government institutions and international organisations must receive special approval to act as Contractors

Current Government employees are not allowed to engage in contracts to provide labour through APEC projects

Government officials, staff from international organisations and anyone engaged to work on a project as contractors or POs not eligible for honoraria

APEC only provides funding for six experts per day for events APEC does not fund travel for travelers attending project events

in the margins of APEC fora meetings when the costs are borne by their own economy.


Non-Allowable expenses cont.

Costs relating to the provision of meals, tea and coffee Promotional items (banners, souvenirs, flowers etc) Maintenance costs for websites, databases etc Conference registration fees Local transportation costs for field trips, sightseeing, airport

transfers Simultaneous interpretation costs – waivers may be approved by

the Secretariat or BMC depending on the significance of the request and a strong justification.


APEC Contracting thresholds: Minor contract: ($5, 000 or Less) – PO to provide Terms of Reference

(ToRs) and CV of contractor for approval Minor contract ($5,001 to $20,000) – PO must provide ToRs and CV

and a strong justification for the choice of contractor Major contract ($20,001 to $50,000) – PO works with PD to prepare a

request for proposal (RFP) based on the ToRs. Three suitable contractors are invited to bid. Contract approval based on a report detailing the PO’s selection process and justification for the choice of preferred contractor

Major contract ($50,001 and above) RFP to be prepared by PO with PD based on ToRs. RFP must be circulated among all members and posted on APEC website to allow an open tender process.

APEC Contracting Approaches


PO must submit a formal written request and obtain prior approval to change a project or reprogram budget

Requests that involve a substantial change to the nature of the project or increase in budget, require BMC approval

Requests for extensions require evidence of support from forum’s Lead Shepherd or Chair Convenor

Secretariat can approve one or more extensions up to 12 months from original end date

Extensions beyond 12 months need to be approved by BMC.

Changing Projects during Implementation


APEC projects are monitored every six months –due 1 August and 1 February

Monitoring reports are presented to the relevant forum. APEC Secretariat provides a summary report on project monitoring to BMC

POs with outstanding monitoring reports are ineligible to submit new concept notes until all monitoring reports are submitted

PMU to conduct longer term evaluation of APEC projects APEC projects considered ‘completed’ on 31 December of the year

following funding of the project when all activities and payments are completed/claimed

APEC fora that have not submitted project completion reports are ineligible to submit any new concept notes or have full proposals approved.

Monitoring and Evaluation & Project Completion


Pilot initiative, starting Session 3, 2011 Focus on projects that are high priorities under forum’s strategic

plan and other broader APEC agendas Phased capacity building initiatives in line with strategic APEC

priorities Maximum of $500,000 over 5 years Sponsored by SOM, SFOM or Committee level Co-sponsoring by half of the economies to ensure wide support PO to be nominated by sponsoring Committee or SOM Minimum co-funding of 50% for developed economies and 20%

for developing economies for OA and TILF projects.

Multi Year Projects


Evidence of inclusion of external stakeholders during project planning and implementation

selection process same as for standard projects PPs to note the additional planning needed for MYPs – so

plan well ahead Need additional information on progress and funds

disbursement in the August monitoring report During pilot stage, MYP will be reviewed in mid-late 2012

to assess the suitability of management processes.

Multi Year Projects cont.


Key issues to remember: Be realistic about what you can achieve Be specific about who will benefit and how Be accurate in developing your budget at the Concept Note

stage Projects will be assessed, monitoring and implemented under

the APEC project management and evaluation framework Note requirements for allowable expenses when preparing

budgets Review Guidebook and check APEC policies (APEC Intellectual

Property Policy and APEC Logo Guidelines).

Key Issues


Concept Note Submission date: 29 September 2011 - midnight Singapore time (GMT +8)By this time, proposals (Concept Notes) must have:

o Forum endorsement & rankingo Sufficient co-sponsors Submit Concept Notes to Program Directors via email. Program Directors send Concept Notes to PMU.Proposal Submission dates:18 November 20112 December 2011.

Deadlines for Session 3, 2011


Further assistance on projects can be found:

• Through the APEC Secretariat / PMU Unit/your PD:http://www.apec.org/apec/about_apec/apec_secretariat/

sec_contacts1.html• In the Guidebook on APEC Projectshttp://www.apec.org/apec/about_apec/

policies_and_procedures.html• On the AIMP Project Database site:http://member.aimp.apec.org/pdb_sites/default.aspx• Through your BMC delegate.

Where can I get more help?


THANK YOU

Copyright © 2010 APEC Secretariat. PROJECT GUIDEBOOK & MULTI YEAR PROJECTS Presented by: NADIRA...

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