Copyright © 2010 APEC Secretariat. Project Management : Implementation and Monitoring Presented by (Art) Phanpob Plangprayoon

Copyright © 2010 APEC Secretariat. Stage 1 Concept Note development and submission Stage 2 Priority assessment of Concept Notes Stage 3 Full proposal development Stage 4 Project implementation Stage 5 Project Completion Overview of the APEC Project Cycle

Copyright © 2010 APEC Secretariat. Projects are implemented in line with the Guidebook on APEC Projects Stage 4 Project implementation Project Overseer submits Monitoring Reports at six month intervals. Project Overseer submits a project Completion Report within two months of the end of the project. Stage 5 Project Completion Implementation, Monitoring & Completion Phases

Copyright © 2010 APEC Secretariat. Important !!! Projects completed within two financial years Projects must be implemented in line with the Guidebook on APEC Projects

Copyright © 2010 APEC Secretariat. Disbursements preferably within a month after the completion of project Responsibility for the management of the project rests with the PO, including ensuring adherence to funding guidelines and project milestones. Change of PO : PO must inform the Secretariat of their successor. Key PO Responsibilities

Copyright © 2010 APEC Secretariat. Monitoring reports (mandatory) submitted by PO to PD at least every six months. Due on 1 August and 1 February of each year Completion report (mandatory) submitted within 2 months of project completion Key PO Responsibilities 2

Copyright © 2010 APEC Secretariat. No Monitoring Report (previously Progress Report) - Project Overseer (PO) cannot submit any Concept Notes or full proposals for consideration until outstanding Monitoring Reports are submitted. The Project Overseer is considered the institution, not the individual, so merely changing the name of the PO will not get around this penalty. Completion Report (previously Evaluation Report) : Must be done within two months of the completion of the project. No Completion Report - the entire Group is prevented from submitting Concept Notes or full proposals for consideration until overdue Completion Reports are submitted. Key PO Responsibilities 3

Copyright © 2010 APEC Secretariat. Allowable Expenses APEC Project funding covers four main areas: Labour and personnel costs Travel expenses Publications and communications costs Project event costs

Copyright © 2010 APEC Secretariat. Current government employees - discouraged from being engaged under a contract to provide labour in any form through an APEC funded project. This includes the provision of honoraria. “The PO is responsible for ensuring that the preferred contractor is not a government employee. “ i.e. exception : no substitute since an expert in a specific field?

Copyright © 2010 APEC Secretariat. Allowable: any expert presenting at APEC events: maximum of $1,500. Non allowable: Government officials, International Organization officials and anyone otherwise engaged to work on the project (e.g. contractors, PO) are not eligible for honoraria Allowable Expenses: Honoraria

Copyright © 2010 APEC Secretariat. Travel expenses = cost of traveling + per diem allowance Eligibility: Participants+ Experts : Participants include government officials, private sector or civil society, academics etc. Fund travel expenses for a maximum of two participants per 11 travel eligible economy =Chile, China, Indonesia, Malaysia, Mexico, Papua New Guinea, Philippines, Peru, Russia, Thailand, and Viet Nam. Travel Undertakings -lowest airfare estimates e.g. travel agencies, websites Allowable Expenses : Travel Expenses.

Copyright © 2010 APEC Secretariat. Experts=trainers, moderators, speakers and presenters who are contributing at an expert level. Funding max: no more than six experts per day of the event. Experts will be eligible for travel expense payments for each day they have a formal role at the event. Government officials from non travel-eligible member economies acting as experts will fund their own participation as experts in APEC-funded events. A waiver must be sought from the Secretariat to approve the use of APEC funds to fund this class of expert. Allowable Expenses : Travel Expenses 2

Copyright © 2010 APEC Secretariat. APEC travelers entitled to per diems are: APEC funded participants from travel eligible economies, experts at events, and contractors. Per diems are paid to cover expenses in relation to attending an APEC event or undertaking an APEC task outside of a travelers’ home city. It is intended to cover costs such as hotel bills, meals, transportation, transfers, travel insurance, and departure taxes. The per diem is non-accountable, which means a traveler does not have to acquit the funds. Period of time: coverage : Example project seminar held on August…. Allowable Expenses : Travel Expenses 3 (Per Diem)

Copyright © 2010 APEC Secretariat. At least four weeks prior to the event, the PO must provide the Secretariat through PD with: Detailed information of the location of the event and relevant per diem rate An agenda of the event A complete list of experts and participants, and the tasks each are expected to perform in association with the event Basic Tasks of PO

Copyright © 2010 APEC Secretariat. At least two weeks prior to the event, the traveler must provide to the Secretariat through the responsible PD and PE: Travel itinerary and costs of travel. These must be approved by the Secretariat. On the basis of the approved itinerary and costs, the Secretariat will prepare a Travel Undertaking (a simple contract ) detailing the amounts to be paid and the tasks that must be performed Basic Tasks of PO 2

Copyright © 2010 APEC Secretariat. At least one week prior to the event, the traveler must submit to the Secretariat through the responsible PD and PE: The signed undertaking agreeing to the detailed terms and conditions; and Clear payment instruction Basic Tasks of PO 3

Copyright © 2010 APEC Secretariat. Ensuring publication content accords with the requirements all APEC policies and guidelines i.e. the APEC Publications Guidelines…... Publication content is the responsibility of the PO. All publication content must be approved by the forum prior to the submission of the publication to the Secretariat for printing approval i.e. if controversial Approval to reimburse the cost of a simultaneous translator may ONLY be approved with strong justification. Request waivers. Responsibilities of Project Overseer includes

Copyright © 2010 APEC Secretariat. All APEC-funded contracts will be held between APEC and the contractor. The contractor can be an institution, company or individual person. POs are responsible for recommending to the APEC Secretariat suitable bodies or individuals to carry out the contract Terms of Reference. The APEC Secretariat may veto a proposed contract where a conflict of interest could be perceived, such as where a relationship exists between the PO and contractor, or where the PO and contractor are both employees of the same organization. Contracting

Copyright © 2010 APEC Secretariat. Contracts between the APEC Secretariat and contractors must be in place prior to work commencing. APEC will not be liable for any work done prior to an agreed contract being in place Contracting 2

Copyright © 2010 APEC Secretariat. POs must request and obtain prior approval to change or reprogram the nature, scope, methodology, timeframe or budget allocations of a project. The APEC Secretariat will not be liable for any expenditure made outside of the approved budget allocation. Approvals for reprogramming must be sought through the APEC Secretariat. To seek approval, the PO must submit a request in writing to the relevant PD containing: Details of the change being requested and the reasons for the change Evidence of support of the relevant forum’s Lead Shepherd /Chair / Convenor for the change being suggested Change or Reprogram Project

Copyright © 2010 APEC Secretariat.