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COF/CTT Experiences – MIF Delegation of Authority Program

COF/CTT Experiences – MIF Delegation of Authority Program. Kingston Jamaica May 3, 2007. NUMBER. TITLE. TOTAL INVESTMENT. MIF RESOURCES. APPROVAL DATE. FINAL DISBURSEMENT DATE. ATN/ME-9116-TT. HSE Energy Sector Standards. 13,000. 10,000. Feb. 14, 2005. Nov. 07, 2005. ATN/ME-9324-TT.

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COF/CTT Experiences – MIF Delegation of Authority Program

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  1. COF/CTT Experiences – MIF Delegation of Authority Program Kingston Jamaica May 3, 2007

  2. NUMBER TITLE TOTAL INVESTMENT MIF RESOURCES APPROVAL DATE FINAL DISBURSEMENT DATE ATN/ME-9116-TT HSE Energy Sector Standards 13,000 10,000 Feb. 14, 2005 Nov. 07, 2005 ATN/ME-9324-TT Image Skills Centre 61,000 41,000 Jul. 22, 2005 Nov. 14, 2006 ATN/ME-9325-TT Film Production 118,100 70,000 Jul. 22, 2005 Sept. 14, 2007 ATN/ME-9326-TT Video and Sound Training Film Production 92,000 61,000 Jul. 22, 2005 Sept. 14, 2007 ATN/ME-9655-TT Computer Programming 67,000 22,000 Jan. 03, 2006 Aug. 15, 2007 ATN/ME 9656-TT Adopt a Farmer 48,000 36,000 Jan. 03, 2006 Aug. 19, 2007 $399,100 $240,000 Snapshot of COF/CTT Program

  3. Key Topics for Discussion • Project Identification • Project Design • Project Supervision • Knowledge Management • Conclusions

  4. Project Identification • Where to Start???? • Development of a Strategic Framework • Targeted Promotion Strategy • Dedicated Lead at COF

  5. Project Design • Many procedures required are not familiar to COF staff • Translating project ideas into an operation that can qualify for MIF financing • Role of MIF lead in creating a fit • Requires continuous collaboration with proposed EA • Key areas for discussion • Eligible activities for MIF financing • Split of MIF and Counterpart Financing • Sustainability

  6. Project Design • Key Elements of Executing Agency’s proposal • Objectives • Activities • Budget (MIF and Counterpart) • Implementation Timeframe • Measuring Success (indicators) • Institutional Assessment

  7. Project Design • The Approval Process • Country Coordinator plays an important role • Keep the Representative engaged

  8. Project Design and Approval Process • Proposal from EA finalised • COF prepares and circulates 1 page outline to MIF and RE3 management via e mail • 5 day period for “ non objection” • Operation entered in OPUS by team leader (as a MIF DOA operation) – Luis Chiang is your friend! • Country Coordinator completes OPUS registration TC number is assigned

  9. Project Design and Approval • Plan of Operations prepared by Team Leader and reviewed and approved by the Representative • Key Annexes • Institutional Assessment • Logical Framework (1 page) • Proposal • PDF of original Plan of Operations signed by COF Representative sent to Enrique Gochicoa with a cc to Country Coordinator • ATN# is assigned

  10. Project Design and Approval • Operation is assigned to an attorney to prepare the Letter of Agreement • Attorney will request copy of Plan of Operation in MS Word as well as the by laws of the Executing Agency (legal instruments through which an EA is legally constituted) • Draft Letter of Agreement reviewed by COF and EA • Point to note: date of recognition for counterpart resources and date from which eligible expenditure can be reimbursed • Representative and EA’s designated signatory • Project entered in LMS and OPMAS

  11. Project Design • You did it!!!!!!!!! • Now what??????????

  12. Project Supervision • Supervision is more familiar terrain for COF officers BUT – Does size matter?

  13. Project Supervision • DOA partners usually require more support than traditional EAs • Key role for COF • Helping EA’s to understand and comply with the MIF/Bank requirements

  14. Project Supervision • What has worked CTT’s experience • Project Kick Off Workshops • Highlight the key contractual conditions • Review Project Objectives, Budget and Targeted Results • Explain the disbursement and financial record keeping and reporting procedures • Present relevant procurement procedures • Individual Consultants • Equipment • Consumables • Develop a simple procurement plan • Discuss reporting requirements • Encourage networking with other EAs and COF officers

  15. Project Supervision • Special Purpose Workshops during Implementation • Disbursements • Procurement • Audit • Single Exchange Rate Option • Use of sample documents • Assistance with initial submissions – disbursements, revolving fund reconciliations, reports • Regular phone/e mail contact

  16. Project Supervision • Simplified Format for Annual Operations Plan • Results expected for Current Year (viz a viz logframe) • Procurement Plan for Current Year • Disbursement Forecast for Current Year • Cashflow projection for Current Year

  17. Project Supervision • Regular site visits (quarterly) • Visits have multiple purpose • Hands on assistance with project administration • Review activities but keep impact on agenda • Interaction with beneficiaries Open communication, Hands On Support and Teamwork!

  18. Project Supervision • Voice of the Client • Perspectives from Riaz Ali, coordinator of the Image Skills Program

  19. Did you have previous experience with a multilateral agency?

  20. Riaz Ali – Project Coordinator Image Skills Centre

  21. How was your interaction different from working with other contributors?

  22. Riaz Ali – Project Coordinator Image Skills Centre

  23. What were the main challenges you experienced?

  24. Riaz Ali – Project Coordinator Image Skills Centre

  25. What support from the IADB office was helpful?

  26. Riaz Ali – Project Coordinator Image Skills Centre

  27. What has your organisation learned through this relationship with the Multilateral Investment Fund

  28. Riaz Ali – Project Coordinator Image Skills Centre

  29. Knowledge Management • Distillation and dissemination of useful material as well as lessons learned • PPMRs updated Quarterly • Quarterly program report • Feedback to MIF and RE3 Management on experiences, lessons learned and recommendations • Development of start up workshop materials for EAs • Input into DOA Evaluation • Production of Toolkit for Caribbean COFs • Program staff updates at COF

  30. Knowledge Management • Help Needed • Specific information on access to the DOA program to guide Eas • Inclusion of a section on MIF website? • Clarification on procedural process changes arising from Realignment

  31. Conclusions - DOA Program • Key Challenges • Tacit vs Codified approval procedures • Changes due to Realignment not defined • Elapsed time for preparation of Letters of Agreement • Capacity issues in smaller EAs • Bank language is not familiar to EAs • Dual Currency accounting • Audit Requirement • Resource requirements

  32. Conclusions • Critical Success Factors • Collaboration • Open Communication • Capacity Building throughout the process • Keep an open mind – we are working with new ideas, new organisations and new processes • Step out of your comfort zone

  33. Conclusions • Critical Success Factors

  34. Conclusions • Why are we doing this? • Video clip from SERVOL • Stills from SERVOL and Image Skills Centre Projects

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