Download Role of Project Leader Proper Management

Role of Project Leader
Proper Management
Nicholas Bugeja
Bilateral, other Funds and Programmes
Funds and Programmes Division
May 2015
Project management cycle
The Project Management
Cycle may be divided into
three main steps:
1.
2.
3.
Design and Application
Tendering, Implementation,
Monitoring, Audits
Closure, Evaluation and Post
Completion
Project Design
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Definition of project objectives;
Determining project results;
Setting of project indicators;
Consolidation of the project;
Establishing project management structures;
Ensuring HR capacity to implement EU Funded Project
EU Project Application
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Robust Project design;
Application and Evaluation- Is the Project worth
undertaking? Is there sufficient justification?
Budget calculations;
Adequate project timeframes;
Project indicators must be linked to Programme
indicators;
Answer all sections.
Approval for EU Funding
Project is approved – what happens next?!!
Initiating a Project
 Contractual Obligations
 A set of deliverables and Resources
 Timeframes/Duration
 Budget
 Objectives, Results, Indicators
 Rope in key horizontal stakeholders to get going
Tendering
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(1)
Tender specifications
objectives and targets
set within the grant agreement;
Estimated costings
realistic;
Accountability;
Follow up on the tendering process;
Follow up with Department of Contracts/DCC (for
public entities).
Tendering
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(2)
NGO(s)
procurement process;
A fair and transparent procurement process;
Competent evaluation committee;
Contract signature with the successful bidder.
A clear audit trail of the tendering process for each
tender.
Project Implementation
(1)
Contract(s)is signed…..ready to go!!
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All aspects of implementation must be monitored;
You are ultimately responsible!;
Implementation in accordance with the grant agreement;
On-going channel of communication with the Lead partner/
EC;
Changes to components/activities must be approved by the
EC /Lead partner etc - a priori and not ex-post;
Project Implementation
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(2)
Implementation of Project activities within the stipulated
timeframes/ financial thresholds;
Savings does not give you automatic consent to utilise
these savings under other components or new/extra
activities;
Take stock of how the project is taking shape at specific
intervals;
Are the activities meeting the objectives and targets that
were set for the project?
Project Implementation
(3)
Audit Trail:
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Keep the necessary records e.g. training – attendance sheet of
participants, timesheets of trainers, …;
keep all RfQs, quotations, invoices and receipts for each purchase;
Retain evidence of the deliverables;
Any decisions taken concerning the project, must be backed up in
writing;
Retain adequate filing
All of the above will be required should your project be audited.
Project Implementation
(4)
Payments:
I received an invoice - What do I do next?
 Certify that the contents are correct and the
activities/items included in the invoice have
actually been delivered as specified in the
contract
 Necessary
supporting documents must
confirm the deliverable listed in the invoice;
Project Implementation
(6)
Irregularities:
I detected an irregularity – What happens now? What should I do?
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Don’t try to patch it up or sweep it under the carpet;
Irregularities need to be reported to the relevant body;
Type of irregularities:
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administrative irregularities; e.g. wrong inputting of Data
one time irregularity e.g. paying an ineligible cost through the EU funds;
systematic irregularities i.e. an on-going action which persists through the
implementation of the project.
Project Implementation
(7)
Publicity:
Publicity is a requirement based on:
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Regulation;
The Grant Agreement between the EC & Beneficiary.
Failure to meet publicity requirements may lead to
reimbursement of project grant!
Project Implementation
(8)
Publicity (cont…):
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Scope of publicity
to enhance awareness that the project is
being co-financed through EU funds;
Not to be used as a means of marketing;
Publicity must be in proportion to the project grant;
Publicity must be implemented in line with guidance issued by the EC;
Evidence of publicity initiatives undertaken throughout the project
lifetime must be kept. This will be requested by the EC & by the auditors.
Make use of free publicity opportunities to raise further awareness.
Management Control
I received a notification from FPD that a spot check will take
place…….What is this? What do I need to prepare?
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Spot checks are control measures to ensure that
project implementation (as a whole) is in accordance
with the Grant Agreement and regulations.
Go through the Spot Check template;
Documentation must be available at your end;
Documentation must be easily accessible.
Project Monitoring
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The “Daily bread” of our work;
Monitoring takes place at different levels and stages of the project
-At programme level
-At project level. Your level!
Monitoring :
- Day-to-day monitoring;
- Interim annual report submitted by the Beneficiary to the EC;
- Closure report to be submitted by the Beneficiary to the EC
within the stipulated time in the regulation from completion of the
project.
Project Closure
(1)
All project activities have been completed so my project is
ready……No!! Wrong assumption!
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Ensure that you have all the necessary closure documentation in
place e.g:
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Service provider for training needs to submit the closure report from its end
together with all documentation which was listed in the contract;
Works contract – contractor to provide designs as built and
necessary
construction
assurance
certifications.
Construction
Management team to provide its own final reports together with
provisional acceptance certificate;
Project Closure
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(2)
Take stock of and evaluate what the project has
actually achieved;
Undertake ex-post project completion studies,
preferably by internal/external evaluators;
Draft the closure report;
Keep all project documentation in a safe and easily
accessible location. as projects may be audited up to
generally 5 years after. Ensure that if the project
leader leaves the Beneficiary entity, there is a proper
hand over.
Audit
My project was selected for an audit …. what should I expect?
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Project grant will be examined by the auditors prior to the actual visit.
Show the auditors that the project is/has been implemented in a systematic
and orderly manner and in line with the conditions stipulated in the grant
agreement;
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Ensure that all project documentation is in hand and easily accessible;
Ensure that the relevant officials from the Beneficiary organization attend
the audit and provide relevant replies.
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Conclusion – Your role, our
role
1.Responsible for monitoring the Project
2.You need to be an excellent communicator
3.You need to be ‘on the ball’ all the time
4.You need to bridge the gaps
5.No Funds lost
Key Success Factors
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Be Proactive:
Get the information you know you need
Follow the plan
Involve people who are important for the project
Raise issues and risks, analyse them and search ways to
address them
Share information with the relevant stakeholders
Document important things in writing
Commit yourself… and others
Work and act as a TEAM
Nicholas Bugeja
Senior Manager, Bilateral, other Funds and Programmmes
t +356 22001151
e [email protected]
GOOD LUCK
&
THANK YOU