ATPMM – a Guide to TELSOM/ATRC Project Implementation, Monitoring and Evaluation Workshop on ASEAN TELSOM Project Implementation & Funding Management Manual (ATPMM) Phnom Penh, 30 May 2014

Outlines Management arrangement Budget disbursement Reporting Post implementation evaluation Contractor procurement Quotation/Proposal invitation 2

Management Arrangement Responsibility for the management of the project rests with the Proponent Country (PC) Approved ASEAN ICT project must have at least 60% disbursement by the end of February of the year following the work cycle. After that, PC will be given 6 months to complete the project’s implementation. If neither of the requirements is met, PC will require TELSOM’s approval for an extension. PC may nominate the Implementing Agency (IA) – IA must have an office account for receiving monies from AICTF – PC shall inform ASEAN Secretariat on the appointment of the Implementing Agency (Template 3) Otherwise, PC’s relevant Ministry/Agency will be responsible for implementing the project 3

Budget Disbursement (1/2) Request for Disbursement of eligible budget items shall be submitted to the Head of Infrastructure Division of the ASEAN Secretariat (Template 7 and 7.1) who will send a copy to AICTC Director. The Request for Disbursement must be supported with the progress report (Template 7.3), project work plan (Template 6) and disbursement plan which should be aligned with the project work plan. Monies disbursed from AICTF must be used according to the approved budget items. Any changes to the budget allocation are allowable only upon TELSOM’s approval. 4

Budget Disbursement (2/2) Ten (10) percent of the project budget will be retained, and can only be disbursed after IA submitted the project’s final report and financial report; and the financial report has been considered satisfactory by AICTC Director, based on the input from the Head of ASEAN Secretariat’s Finance & Budget Division (FBD). 5

Disbursement Request The Disbursement Request should provide the following information: – Project Title (and original project title in the work cycle, if different); – Meeting that approved the project; – Eligible budget for AICTF support as approved by the meeting; – Requested amount of disbursement; – Implementation status according to the project mile stones; – Bank account details including the SWIFT Code; – Proponent country’s TELSOM Leader’s signature And supplemented with: project progress report, (updated) work plan, and disbursement plan (aligned with the work plan). 6

Reporting PC should report the status of the project’s implementation by submitting to ASEAN Secretariat reports that have been verified by the PC’s TELSOM Leader – Progress or Interim Report (Template 7.3 and 7.7) PC shall present the progress report at an appropriate ASEAN meeting – Completion Report (Template 8.1) Within 30 days after completion. – Financial Report (Template 8.b) Together with the Completion Report 7

Post Implementation Evaluation The ASEAN ICT Centre shall produce an Evaluation Report of all projects within a calendar year to report to TELSOM/TELMIN Meeting. TELSOM and TELMIN will consider the Evaluation Report and recommendations. Should any PC fail to meet quality requirement on the project implementation, it may consequently be given a lower priority in putting forward new project proposals in the next funding year. 8

Contractor Procurement (1/2) PC may procure contractors through – Minor Contract (USD 5,000 or less) Bound by a letter of undertaking (Template 5.4). Approved by TELSOM Chair and Vice-chair – Simple Contract (USD 5,001 – 20,000) Through a Request for Quotations with at least 3 tenderers – Normal Contract (USD 20,001 – 100,000) Through a Request for Proposal (RFP) Contract winner selection by a Tender Evaluation Committee (TEC). 9

Contractor Procurement (2/2) – Major Contract (over USD 100,000) Through a Request for Proposal (RFP) published on and AICTC official(s) shall be involved in the tender evaluation (member of the TEC) Tender result must be approved by all 10 TELSOM Leaders (who report to their respective TELMIN Leaders). 10

Quotation/Proposal Invitation RFQ/RFP announcements shall specify, at least: 1.title of quotation/proposal; 2.specifications of goods/services required; 3.criteria for vendor qualification; 4.closing date for quotation/bid; and 5.other information deemed necessary 11

Questions?