APEC Energy Working Group (EWG) Project Process

1. APEC Energy Working Group (EWG) Project Process 49th EWG Meeting, Gyeongju, Korea June 22-26, 2015

2. Revision to EWG Project Process • Need to clarify and streamline project proposal process • Seek to ensure proposals are closely aligned with the EWG Strategic Plan and priorities and guidance from Ministers and Leaders • Will clarify process for: • Concept note (CN) endorsement, co-sponsorship and submission, and • Final proposal and quality assessment framework (QAF) review.

3. New Project Approval Timeline Project Session 1, 2016 APEC Secretariat Deadline: ~ February 2016 • Concept Notes to be distributed to Expert Groups/Task Force at least 4 weeks in advance of second 2015 EWG meeting. • Concept Notes to be distributed to EWG 2 weeks in advance of second 2015 EWG meeting. • Concept Notes to be endorsed and ranked by group at second 2015 EWG meeting. Project Session 2, 2016 APEC Secretariat Deadline: ~ July 2016 • Concept Notes to be distributed to Expert Groups/Task Force at least 4 weeks in advance of the first 2016 EWG meeting. • Concept Notes to be distributed to EWG 2 weeks in advance of the first 2016 meeting. • Concept Notes to be endorsed and ranked by group at the first 2016 EWG meeting. Endorsed and ranked at 2nd EWG meeting 2015 Endorsed and ranked at 1st EWG meeting 2016

4. Concept Note Development • POs must obtain at least two co-sponsors • Co-sponsorship must be conveyed in writing through the economy’s EWG or Expert Group (EG)/Task Force (TF) representative (PO to provide a copy with the CN) • Self-funded projects must also obtain at least two co-sponsors. • Once co-sponsors are obtained, PO submits CN through the sponsoring economy’s EG or TF member to relevant EG/TF Chair at least four weeks before the EWG meeting. • Chair will circulate group of proposals to EG or TF members for review and endorsement.

5. Expert Group/Task Force Review • EG/TF members should ensure that CNs: • match goals contained in EWG Strategic Plan, • address gaps not already addressed, and • support Energy Ministers’ and Leaders’ goals and priorities. • Note: only if a project does not fit with the responsibilities of a specific EG/TF or is cross-cutting, may it be submitted directly to the EWG for review. • PO must explain to EWG Secretariat why the project is being submitted directly to the EWG rather than through an EG/TF.

6. Concept Note Submission to EWG • Once approved by EG or TF, submit to EWG for endorsement • EG/TF Chair will forward CN to EWG Secretariat, with copy to APEC Secretariat, confirming EG/TF approval. • EWG Secretariat will circulate CN to EWG members for endorsement. • No changes to the CN are permitted after circulation unless these are required by members for endorsement. • Note: unless projects are submitted at least two weeks before an EWG meeting, they will not be considered for endorsement.

7. EWG Technical Review • EWG Secretariat will submit CNs to EWG Members 2 weeks before the relevant EWG meeting. • EWG members will discuss and rank EWG CNs at relevant EWG meeting, ensuring projects are aligned with the EWG Strategic Plan and Energy Ministers’ and Leaders’ goals and priorities. • Once endorsed by EWG, EWG Secretariat will submit CNs to APEC Secretariat. • EGs and POs should not submit CNs directly. • Note: EWG Members are encouraged to share EWG ranking with their SOM representatives.

8. CN Submission to APEC Secretariat • The APEC Secretariat will review CNs received from the EWG Secretariat for compliance with the Guidebook for APEC Projects. • Compliant CNs received by the Final Submission Deadline will be referred to the SOM Steering Committee on ECOTECH (SCE) for consideration. • Non-compliant CNs will be referred back to the PO and sponsoring economy representative for amendment. • If non-compliant CNs are corrected and re-submitted prior to the Final Submission Deadline they will be referred to SCE for consideration. • The APEC Secretariat will inform EWG members (including EG/TF Chairs) of the final list of CNs referred to SCE, as ranked by the EWG.

9. Final Proposal and QAF • If approved in principle for funding, APEC Secretariat will notify PO and request a full project proposal and QAF. • APEC Secretariat will also notify EWG members of the full list of CNs approved in principle for funding. • Once QAF is completed by at least 2 economies, PO submits the project proposal and Consolidated QAF document directly to APEC Secretariat with copy to EWG Secretariat. • Any member economy, including co-sponsoring economies, may contribute to a QAF. • Note: QAF requests for any economy must go through the economy’s EWG or Expert Group/Task Force representative.

10. Final Proposal and QAF (cont.) • APEC Secretariat submits the Project Proposal and Consolidated QAF to all EWG members (including EG/TF Chairs) for review and endorsement. • Expert Group/Task Force Chairs circulate to their groups. • After the Project Proposal is endorsed by EWG, the APEC Secretariat will proceed with the formal assessment of the endorsed document and referral for approval. • The APEC Secretariat will inform all EWG members (including EG/TF Chairs) of the final list of Project Proposals approved by the Budget and Management Committee. • Expert Group/Task Force Chairs circulate to their groups.

11. Questions?