PMIG PROJECT MANAGEMENT IMPLEMENTATION GUIDELINE

1
PMIGPROJECT MANAGEMENT IMPLEMENTATION GUIDELINE
2
Outline

• 1. Introduction and Background
• 2. Project Planning
• 3. Project Implementation
• 4. Monitoring, Reporting, Evaluation and Audit
• 5. Transfer Assets and Project Closing

3
1. Introduction and Background

• The GoI and Development Partners signed The
  Jakarta Commitment on 12 January 2009 to
  strengthen the management of foreign grants which
  is in line with Government Regulation and
  National priorities.
• In order to improve the management of foreign
  grants, The Government of Indonesia in
  cooperation with UNDP formulates Project
  Management Implementation Guideline (PMIG).
• The objective of PMIG
• to increase the efficiency and effectiveness of
  the implementation of projects resourced by
  foreign grant-based,
• to become a guideline for Government and UNDP
  staffs concerning grant management in Indonesia.

4
1. Introduction and Background

• Basis of Formulation and Methodology
• PMIG incorporates all Government regulation
  concerning grant management and UNDP procedure
  and policies.
• Formulation of PMIG based on consultation with
  related stakeholders, such as MoF, MoFA, State
  Secretariat, MoHA, LKPP, BPKP and others.

GOI
UNDP

• PP No 2/2006
• Keppres No 80/2003
• Permenneg PPN No 005 Tahun 2006
• PMK No 143 Tahun 2006
• PMK No 57 Tahun 2007
• PMK No 06 Tahun 2009
• PMK No 40 Tahun 2009
• Perdirjen Perbendaharaan No 67 Tahun 2009

• Project and Operations Policies and Procedures
  (POPP)
• UNDP Rules and Regulation
• Project Document
• Standard Operating Procedures (SOP).

PMIG
5
1. Introduction and Background

• Scope of PMIG
• PMIG will only regulates activities funded by
  UNDP using the National Implementation Modality
  (NIM)
• PMIG explain all phases in project implementation
  as follows
• Project Planning
• Project Implementation
• Reporting, Monitoring Evaluation, and Audit
• Transfer of Assets and Project Closure.

6
1. Introduction and Background

• Review Mechanism
• As a living document, PMIG will be reviewed on
  a regular basis based on the current national
  situations and conditions
• Bappenas and UNDP will establish a review group
  to implement the review process periodically, and
  if needed
• The review process will be conducted through
  participative process and involving all related
  stakeholder.

7
Outline

• 1. Introduction and Background
• 2. Project Planning
• 3. Project Implementation
• 4. Monitoring, Reporting, Evaluation and Audit
• 5. Transfer Assets and Project Closing

8
2. Project Planning

• 2.1 Introduction
• 2.2 Formulating a Concept Note and Project
  Identification
• 2.3 Project Proposal and Appraisal
• 2.4 Project Preparation
• 2.5. Harmonized Approach to Cash Transfer (HACT)
  Assessment
• 2.6. Safe and Security
• 2.7. UNDP Country Office Cost Recovery

9
2. Project Planning

• 2.1. Introduction
• Grant aid disbursed through UNDP is aimed at
  achieving priority targets that have been
  determined in the RPJMN.
• The planning phases
• Formulating the project concept note based on the
  UNDP Country Programme (CPD and CPAP) and
  identifying the activities
• Officially proposing the project to the
  Government
• Preparatory stage
• Project Document/AWP finalization stage and
  Project Appraisal Committe (PAC) Meeting and
• Signing of the Project Document.
• UNDP POPP Checklist

10
2. Project Planning

• 2.2. Formulating a Concept Note and Project
  Identification
• The project proposal -gt Concept Note (equivalent
  to a project brief) -gt discussed internally -gt
  approval of senior management.
• If approved -gt go in to Project Initiation Plan

11
2. Project Planning

• 2.3. Project Proposal and Appraisal
• General criteria
• The projects result must conform with the
  direction and target of the Medium-Term National
  Development Plan (RPJM)
• The projects results must be able to achieve
  programme targets in line with national
  development priorities
• The overall capacity of the Implementing Partner
  in conducting the project shall be considered
• The projects outputs can be operated by domestic
  resources, can be extended to other projects, and
  are otherwise sustainable.
• General requirements
• Project Summary Form (Daftar Isian Pelaksanaan
  Kegiatan/DIPK) and Project Digest
• Feasibility Study Report (FS) and
• Terms of Reference (ToR) for the Project

12
2. Project Planning

• 2.4. Project Preparation
• Project Organisation (minimum organizational
  structure)
• Project Board -gt Project Assurance
• Implementing partner
• Project Executive
• Project Management Unit
• Financial Administration and Planning
• Direct Payment
• Direct Cash Transfer
• Reimbursement
• Direct UN Agency Implementation

13
2. Project Planning

• 2.5. Harmonized Approach to Cash Transfer (HACT)
  Assessment
• Objectives
• To streamline and speed up transactions and
• To empower the Implementing Partners by giving
  them greater responsibility for resource
  management and programme implementation.
• Micro Assessment -gt UN HACT Working Group
• Reporting for HACT (Review/Spot Check and Monitor
  Programme)

14
2. Project Planning

• 2.6. Safety and Security
• All UNDP funded projects with project offices,
  including UN personnel, must be MOSS compliant
  and a standard component of all project budgets
  will be a security component allocating resources
  to ensure MOSS compliance.

15
2. Project Planning

• 2.7. UNDP Country Office Cost Recovery
• In accordance with the UNDP Executive Board
  Decision 98/2, a cost recovery policy and costing
  process is in place for each project for the
  recovery of costs incurred by the UNDP Country
  Office for its direct operational support and
  services to project/AWP implementation.
• The cost recovery provision is up to 5 of the
  overall cost of goods and services

16
Outline

• Introduction and Background
• Project Planning
• Project Implementation
• Monitoring, Reporting, Evaluation and Audit
• Transfer Assets and Project Closing

17
3. Project Implementation

• 3.1. Project Start-up Workshop
• 3.2. Procedures for Implementation of Projects
  financed by UNDP
• 3.3. Procurement of Goods and Services
• 3.4. Process for Project Document/AWP Revision
  (Project Grant Agreement)
• 3.5. Miscellaneous Issues

18
3. Project Implementation

• 3.1. Project Start-up Workshop
• After project organisation established
• Provide basic information to project implementers
  relating to guidelines and regulations
• 3.2. Procedures for Implementation of Projects
  financed by UNDP
• 3.3. Procurement of Goods and Services
• 3.4. Process for Project Document/AWP Revision
  (Project Grant Agreement)
• 3.5. Miscellaneous Issues

19
3. Project Implementation

• 3.1. Project Start-up Workshop
• 3.2. Procedures for Implementation of Projects
  financed by UNDP
• General Principles (UNDP fund channeled to
  Government -gt DIPA)
• Mechanism of Recording UNDP Grant Aid in DIPA
• Project Bank Account Management (Opening, Closing
  and Account Reporting and Financial Report)
• Mechanism for Withdrawal of UNDP Grant Aid
  (Direct Cash Transfer, Reimbursement, Direct
  Payment Direct Agency Implementation)
• Project Expenditures cant be financed by UNDP
  (not related to activities honorarium for
  government staff)
• Procedure for Endorsement of Realised Grant Aid
  Fund
• Request for UNDP Country Office Support Services
• 3.3. Procurement of Goods and Services
• 3.4. Process for Project Document/AWP Revision
  (Project Grant Agreement)
• 3.5. Miscellaneous Issues

20
3. Project Implementation

• 3.1. Project Start-up Workshop
• 3.2. Procedures for Implementation of Projects
  financed by UNDP
• 3.3. Procurement of Goods and Services
• Basic Principles (efficiency, effectiveness, open
  and maximum competition, transparency, non
  discrimination and accountability)
• Selection to Procurement Mechanism (GoI or UNDP
  Procurement)
• 3.4. Process for Project Document/AWP Revision
  (Project Grant Agreement)
• 3.5. Miscellaneous Issues

21
3. Project Implementation

• 3.1. Project Start-up Workshop
• 3.2. Procedures for Implementation of Projects
  financed by UNDP
• 3.3. Procurement of Goods and Services
• 3.4. Process for Project Document/AWP Revision
  (Project Grant Agreement)
• Minor Revision -gt Project Board Level
• Substantial Revision -gt PAC meeting
• 3.5. Miscellaneous Issues

22
3. Project Implementation

• 3.1. Project Start-up Workshop
• 3.2. Procedures for Implementation of Projects
  financed by UNDP
• 3.3. Procurement of Goods and Services
• 3.4. Process for Project Document/AWP Revision
  (Project Grant Agreement)
• 3.5. Miscellaneous Issues
• Official Trips (part of the project
  implementation -gt funded by UNDP Harmonized
  Rate)
• Request for Visa and Stay Permit
• Taxes

23
Outline

• Introduction and Background
• Project Planning
• Project Implementation
• Monitoring, Reporting, Evaluation and Audit
• Transfer Assets and Project Closing

24
Reporting, Monitoring Evaluation and Audit

• Reporting
• Quarterly Progress Report
• Annual Progress Report
• Project Completion Report/Final Completion
  Report
• Donor Specific Reporting

25
Reporting, Monitoring Evaluation and Audit

• Monitoring
• The Government and UNDP will establish a
  mechanism of joint monitoring and evaluation
• Joint monitoring and evaluation conducted by
  Bappenas and UNDP will also cover
• Country Programme Review (mid-term and final
  review)
• Country Program Action Plan (CPAP) Review (at
  least once a year).
• Field/Site Visit (at least once a year for the
  projects implemented in local government.
• Quarterly Monitoring
• Annual Monitoring

26
Reporting, Monitoring Evaluation and Audit

• Evaluation
• Project evaluations will assess project
  relevance, performance and substantive
  contributions to the achievement of the output,
  as well as to the achievement of national
  development priorities.
• Evaluations of UNDP-funded projects are lead by
  the Executive Board approved Evaluation Policy
  and by the following guiding principles
• Managing for results
• Human Development and human rights
• National ownership
• United Nation system coordination and global
  partnership

27
Reporting, Monitoring Evaluation and Audit

• Audit
• UNDP Internal Audit
• UNDP External Audit
• HACT Assessment

28
Outline

• Introduction and Background
• Project Planning
• Project Implementation
• Monitoring, Reporting, Evaluation and Audit
• Transfer Assets and Project Closing

29
Transfer of Assets and Project Closure

• Transfer of Assets
• The mechanism for the transfer of assets should
  be discussed and approved by UNDP and NPD -gt
  project preparation phase
• The transfer of assets can be done
• during the implementation of the project -gt
  Government should provide maintenance funds for
  the assets until the project has ended
• at the closing stage

30
Transfer of Assets and Project Closure

• Project Closure
• The process of project closure begins
• when a project delivers its planned outputs
• decision to cancel or to close the project
• Project Closure
• Operationally closed
• Financially closed -gt all financial transaction
  have been reported and all accounts are closed.
• Financially closed -gt as soon as possible, no
  later than 12 months after operationally closed.

31
THANK YOU