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

Outline of Presentation 1.Project Planning and Budgeting process 2.Monitoring and Evaluation 3.Knowledge Management 4.Technical Assistance 5.MTCP2 Mechanisms

1.PROJECT PLANNING AND BUDGETTING

STRATEGIC AND COHERENT PLANNING AND BUDGETTING PROCESS MTCP-2 LOGFRAME Strategic goal, objectives, outcomes, outputs, inputs ANNUAL WORKPLAN AND PUBGET (AWPB) Quantitative and qualitative targets towards achieving the 5 year program goals Key activities with clear timelines

PARTICIPATORY AWPB PROCESS National level (90 days before the end of the year) Sub-regional level (75 days before the end of the year) Regional level (60 days before the end of the year )

FUND FLOW AND CONTRACTING PROCEDURE IFAD RIA SRIA NIA FOs 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

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

2.MONITORING AND EVALUATION

TOOLS FOR MONITORING AND EVALUATION REPORTS FIELD VISITS SUPERVISION MISSION

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

MTCP2 REPORTING vis FUND RELEASE FLOW NIA Submit quarterly report to SRIA 10 days after end of the quarter Narrative (with pictures and stories) and financial report (with supporting documents) SRIA Submit to RIA semestral report based on consolidated quarterly report from NIAS to RIA 10 days after end of the semester narrative (with pictures and stories) and financial report (with supporting documents RIA Submit to IFAD annual report based consolidated report from SRIAs and field visit 10 days after end of the year Narrative and financial report IFAD Review report Supervision mission NIA Release to FOs Implement activities SRIA Release fund to NIAs RIA Release fund to SRIAs IFAD Release fund to RIA Disbursement Flow

3. KNOWLEDGE MANAGEMENT

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

4. TECHNICAL ASSISTANCE

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

5. MTCP2 MECHANISMS

MTCP2 MECHANISMS Platform for discussion among broad range of organized farmers federation at various levels –national, sub-regional, regional to discuss thematic issues, pursue policy dialogue with decision-makers MTCP2 FORUM is a platform for exchange and agenda building not an organization Farmers’ Forum/ Platform overall program management will be guided by the leadership of one regional steering committee and three sub-regional committees Steering Committee/Project Governance

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.

Implementing Agencies RIA AFA/LVC consortium AFA as grant recipient SRIA SEA:AFA/LVC SA: ANFPa PACIFIC: PIFON NIA SEA: 7 countries SEA: 4 countries PACIFIC: 5 countries

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

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

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

Thank you for your attention!