Administrative Procedures of a QIF Grant

1. Administrative Procedures of a QIF Grant World Bank Project Coordination Unit (PCU)

2. Introduction • The Project Coordinating Unit (PCU), established by the Ministry of Education to monitor and assist its Projects, will be responsible for Fiduciary Management of the QIF Grants. • Participate in workshops for TEIs related to the QIF. • Provide technical assistance (i.e., information related to financial management, reporting and procurement procedures) to TEIs. • Assist the QIF Staff in the review of QIF applications prior to their submission to the QIF Board • Provide technical advice to the QIF Board and attend all of the Board’s meetings • Upon a QIF Board decision to grant, prepare the grant agreement and oversee the fiduciary aspects of grant implementation. Participate in the review of annual progress reports for QIF recipients • M & E during implementation phase

3. Background • TEP Project:US$10 million IDA-World Bank • Co financing €4.9 million - EC • QIF Component: US$ 6.28 million IDA • € 3.92 million – EC • Commitments from three cycles - under implementation: US$6.35 • Remaining Cycles: 3rd cycles to be awarded soon And other 2 cycles to be launched.

4. Procurement Issues - QIF GrantsThe Principles Applied in WB Financed Projects International Principles • Economy • Efficiency • Openness • Transparency • Accountability World Bank Guidelines • ICB/NCB • Lowest evaluated bid • Advertisement • Publication • Purpose for which funds are intended • Post review } { } { {

5. IBRD Loans and IDA CreditsProcurement Guidelines • Goods, Works And Services (other than consultant services) which applies under the QIF Grant– RED Booklet • GOODS Like, Machinery, equipment and Furniture • SERVICES Like transportation, Insurance, Installation, and Training.

6. Selection And Employment of Consultant Guidelines • GUIDELINES FOR THE USE OF CONSULTANTS(GREEN Booklet) • Illustrates procedures for selecting any consultancy service (Firms and/or Individual Consultants)

7. Procurement Methods (QIF) A. Selection of Consultants All consultancies under QIF Grants are subject to prior review either by the WB or the PCU according to the following table Most consultancies under QIF grants are individual consultants. Type of consultancy should be considered when estimating the grant life time and consultancy value Prior Review Thresholds

8. B. Procurement of Goods • TEIs should conduct market survey for goods needed in their proposal • TEIs should make benefit from the WB procedures in procurement of goods • i.e When using the shopping method no need to advertise, to request bonds or bank guarantees,…etc. Prior Review Thresholds C. Training Workshops & Study Visits: subject to Prior Review by the PCU > US$10,000

9. Financial Issues: • Eligible Expenditure Categories under QIF Grant • Equipment & Furniture • Scientific journals and books • International consultants and visiting scholars from overseas. • Local consultants • Overseas fellowships and internships. • Local fellowships and internships • Overseas study tours • Local training • Operations and maintenance

10. Non eligible Expenditure Categories under QIF Grant • Construction or renovation of buildings • Paying persons concurrently paid by the government. • Remuneration for teaching, administrative staff and support staff. • Contributing to the endowment or general fund of a tertiary institution • Student financial aid

11. Task-based Budgeting Each task represent a milestone Each task represents a payment Each payment should not exceed 20% of the QIF grant Value

12. How is purpose shown in grants system? Implementation plan focuses on grant objective. Grant objective defined by results. Results achieved through tasks. Tasks defined by activities, responsible parties, schedules. Tasks budgeted in terms of salaries, service delivery, goods and materials, etc.

13. How do we build budget from plan? Step One: List results required to meet grant objective. Step Two: Identify/list tasks required for each result. Step Three: Identify/list all subtasks for each task. Step Four: Organize tasks into logical, best sequence. Step Five: Re-examine and reorganize subtasks after tasks logically organized. Step Six: Develop line-item budget for each task. Step Seven: Total tasks for preliminary total budget.

14. Steps continued … Step Eight: Analyze cost realism on task-by-task and total budget basis. Step Nine: If cost realism review identifies allowability concerns, re-examine and adjust your implementation plan, then revise your budget.

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16. Tertiary Education Project Quality Improvement Fund Institution:_______________________________________________ Project Title:______________________________________________

17. Special Bank Accounts • Beneficiaries will be required to open a Special Bank Account in the name of the grant. • Each grant will have its own separate bank account; Grant Account (GA), and there will be two authorized signatories (out of three) to each account. • The bank account details are also identified in the text of the GIA. • All expenses should be used directly from the special bank account.

18. Main Issues by the TEI when submitting a proposal • The maximum, which can be requested for the purchase of equipment by an institution for the duration of the QIF, is 40% of the total budget required from QIF. • The maximum, which can be requested for international consultants and visiting scholars from overseas by an institution for the duration of the QIF is 20% of the total budget required from QIF. • The Minimum TEI contribution should be 10% of the total budget of the project in the form of in kind contribution. • Proposals for funding may be made for an amount most feasible to accomplish the program’s objectives over the duration of the project. • Institutions may submit one different application – individually or as part of a consortium/partnership – per each of the grant categories for each round

19. New version of QIF manual is available on the website : www.tep.ps