Implementation considerations

1. Implementation considerations • Scope and Approach • Implementation of the project • Project organisation and management • Roles and responsibilities • Financial Management • Strong ownership & commitment / Institutionalisation • Lasting – sustained change/improvement • Increased Administrative Capacity • Ongoing projects: Co-ordination and Co-operation • Exit Strategy – What next… • Identification of risks and management of these • Suggested use of requested resources - Budget • Procurement and Contracting

2. Project Description - Scope and Approach - • How will the identified problem be solved and the planned changes occur? • Legal/Regulatory changes • System changes (ICT, Organisational, Standards, Guidelines, etc.) • Improve administrative capacity • Investments • Pilot projects – ROLL OUT… • Driver of change / implementation process • Champion of change – who and on what basis? • Process versus investment driven approach • Participatory versus “top down” approach • Main inputs / tools • National and/or International expertise • Investments • The way the project is operating

3. Project Description - Institutionalisation and ownership - • How to develop “ownership”, “buy-in” and commitment • Involvement / consultations with stakeholders including Government and non-governmental organisations • Participatory processes • How to strengthen national oversight – use of steering committees • How to link the project to Government and non-governmental stakeholders? • Contributions

4. Project Description - Institutionalisation and ownership - • How will the “purpose” and “activities” of the project be institutionalised / sustained? • Responsibility and obligation of recipients • Follow up after the completion of the project • Build sustainable partnerships • Local content and involvement of local partners • Use of national expertise versus international expertise (how to ensure effective transfer of expertise?)

5. Project Description - Capacity Building - • Transfer of expertise and experience • Use of International TA… • Learning by doing? • Training? • Other methodologies… • Strengthening national and local capacity • Identify and use of lesson learned, best practices and other relevant experiences • Roll out and replication • Pilot projects • Critical factors • Limited available financial resources

6. Project Description - Co-ordination & Co-operation - • Create conducive environment • Role of sector ministry and MIER • Internationally and locally funded projects • List relevant projects • define how to collaborate • Identify and exploit possible synergies • share information and lessons learned • Co-ordination and harmonisation to improve aid effectiveness and reduce transaction costs • Joint up initiatives

7. Risk Analysis- Identify and Manage - • Identify potential risks and evaluate these: • Assumptions using Logical Framework Approach (LFA) • Conditions the project environment need to be fulfilled (Legal, ownership, financial, human resources, institutional, etc.) • Management and institutional capacity • Factors that can hinder or substantially delay the implementation • Environmental impact • Measures to minimise the risks? • Internal and external project partners • Manage the risks…

8. Project Description - Implementation of the project - • Project Organisation and Management • project organisation or current line organisation? • oversight and steering bodies • management setup • project manager – quality and experience • Roles and responsibilities of involved partners • responsibilities and roles of partners involved • Who reports to whom and when • Who implement, decide, review, advice, etc. • If relevant, provide a short analysis of potential conflict of interests or double roles of different stakeholders

9. Project Description - Implementation of the project - • Financial Management • Procedure of Payment – who approves payments, who disburses the funds • How will the funds flow from NMFA to the final recipients (banks, currency accounts, exchange rates, etc.) • Audit procedures • Competence and Capacity to implement project • Reduce risks – implementation phase

10. Project Description - Exit Strategy - • Exit Strategy – present and review plan for phasing out of foreign assistance • Analyse the financial sustainability • reviewing recurrent costs following implementation e.g. maintenance, training, software licenses, human resources, etc. • How long will the assistance be required • How will foreign assistance be replaced?

11. Budget • Build on Logical Framework • Presentation of proposal in financial terms • Best estimate of needed resources • It is a plan… • Detailed budget break down: • According to Purpose, Output and Activities • According to budget/expenditure items • Level of details • Clear justification • Enable review of the relevance and level of the planned expenditures • Unit costs - MUST • Market price but not market leading

12. Budget • Template developed, but • budget to reflect both the scope and the complexity of the project, • alternative structures - necessary information provided. • Separate between direct costs and indirect cost: • Direct Costs: directly related to the project implementation - labour, materials, some utilities, equipment, allowances, offices, etc. • Indirect Costs: costs that are incurred elsewhere in the organisation including, administration, senior management time - partly used for the project and partly for other projects/regular work. • Contribution by the recipient/local organisation • Indirect costs • Staff, utilities, premises, etc. • Investment projects • The amount requested from NMFA

13. BudgetTransfer details… • Account number • separate account for NMFA funds (return of interest) • Name and address of account holder • Authorised user and function (Signatory) • Name and Address of bank • SWIFT code of bank • Intermediate banks if necessary • Sale Tax/VAT and customs exceptions including a short description of procedures

14. Procurement and Contracting- Good and Services - • Competitive prices / process • Background and guidelines for selecting and applying different procurement methods: • Quotations versus Tendering, • who will award contracts, etc. • Present procedures and rules that will be applied for different types of procurement • Possible tax exemptions (more under finance) • Method of payment • Compliance with domestic regulations

15. Procurement and Contracting- Human Resources - • Method of recruitment • Background and guideline for selecting and applying different employment contracts: national, international, short term, services contract • Tax, pension and social contributions • Compliance with domestic regulations

16. Project proposal • Develop proposals that: • demonstrate that the problem, its causes and effects are well understood and that the most cost effective solution has been selected • clearly present the impact of the project – value added • demonstrate an approach which ensures commitment, sustainability and involvement of key stakeholders • General comments and suggestions • ensure proposal clearly addressed reader and key stakeholders (understand their priorities) • keep it short! • if it cannot be short, add details in an appendix • ensure it is focused and concise • ensure structure is logical and easy to follow • be specific (e.g. data)