Project development and administration unit introduction nov 18 2016
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The document describes the functions of the IITA Project Development and Administration Unit (PDAU). The key responsibilities of PDAU include: 1. Assisting scientists with developing proposals, managing contracts and agreements, and submitting required reports to donors. 2. Administering projects by coordinating initiation, implementation, monitoring budgets, approving payments to partners, and collecting required reports. 3. Maintaining the project database (ProMIS) and ensuring up-to-date project information and documentation. PDAU aims to support IITA scientists and ensure compliance with donor requirements and regulations throughout the project lifecycle from development to closeout.
Project development and administration unit introduction nov 18 2016
- 1. A member of CGIAR consortium www.iita.org Introducing IITA Project Development and Administration Unit (PDAU) P4D week; 21 November 2016 Ibadan, Nigeria
- 2. A member of CGIAR consortium www.iita.org IITA Organogram General Directorate Western Africa Hub Roots, Tubers and Bananas Central Africa Hub Eastern Africa Hub Southern Africa Hub Human Resources Human Resources Supply ChainSupply Chain Hospitality & Travel Hospitality & Travel Facilities Management Facilities Management Finance Directorate Internal Audit Hub Administration Hub Administration Partnerships for Delivery (P4D) Directorate Capacity Development Capacity Development Development & Delivery Development & Delivery Business Incubation Platform Business Incubation Platform Youth in Agribusiness Youth in Agribusiness MechanizationMechanization Board of Trustees Research for Development (R4D) Directorate Corporate Services Directorate CGIAR Research Programs Projects 1, 2, 3, etc. Climate Change, Agriculture and Food Security Policies, Institutions and Markets Nutrition and Health DCLAS Maize Advocacy Data and Information Management Communication Monitoring & Evaluation Project Development. & Administration Research Support Clearinghouse SecuritySecurity Systems & Site Integration
- 3. A member of CGIAR consortium www.iita.org IITA-PDAU functions o Proposal Development o Contracts Administration o Grants Administration o Reporting Service o Legal and IP Service o ProMIS Management Service o Others: (i) Capacity building/training of IITA colleagues and partners (ii) Providing project administration support during project meetings
- 4. A member of CGIAR consortium www.iita.org What we do o Works with Directors and scientists in identifying relevant requests for proposals, o Identifies and follows up on funding opportunities, o Manages and supports proposal development and submission together with IITA scientists, o Assists with donor and partner liaison, o Protect IITA against unforeseen contract, legal and financial issues, o Serve as a reliable source of data warehousing for internal clients, o Consistently resolve all project administration related issues o Contact point/interface between IITA, donors and partners
- 5. A member of CGIAR consortium www.iita.org What we do o Assist scientists with communication with donors and partners o Negotiation and signing of agreements/MOUs/sub-agreements with donors and partners o Submit reports (technical and financial) to donors o Receive reports from partners (including payment approval) o Manage the project database (ProMIS) and paper filing system for all IITA projects
- 6. A member of CGIAR consortium www.iita.org Proposal development o Reviewing and sending out calls for proposals, o Reviewing proposals for technical quality, adherence to IITA’s strategies and donor’s administrative requirements, o Assisting with finalizing necessary documents to be submitted, o Submission of proposals
- 7. A member of CGIAR consortium www.iita.org Contracts administration o Coordinate project initiation, implementation and closing and participate actively in project planning/ launching, review/ evaluation and closure procedures o Handle pre-contract services related to proposals e.g. budget review, admin. assistance and providing training on proposal budgets o Draft, negotiate and finalize donor Memoranda of Understanding or Agreement (MoUs, MoAs), agreement and sub-agreements with complete workplans and budgets o Drafting, negotiating and finalizing donor No-Cost Extensions (NCEs) and amendments to MoUs, MoAs and contract agreement o Advise IITA management on contract related issues
- 8. A member of CGIAR consortium www.iita.org Grants administration o Advise Finance Directorate (FD) and scientists on grant related issues o Monitor receipt of donor funds in cooperation with FD o Submit invoices and acknowledgements of funds to donors o Follow up on fund disbursements from donors (and to partners) o Monitor project budgets o Pre-justify partners’ financial reports o Approve payments and sends remittance advices to partners o Maintain records on fund disbursements to partners o Monitor partners’ grant execution/ activities
- 9. A member of CGIAR consortium www.iita.org Reporting service Coordinate timely submission of technical and financial reports to donors. This includes: oRemind scientists /Project Managers (PM) when technical and financial reports are due to donors oRemind scientists/PM when technical and financial reports are due from partners oFacilitate editing of technical reports before submission to donors oProper filing of all submitted reports oFacilitate prompt response to queries from donors
- 10. A member of CGIAR consortium www.iita.org Project Database Management o Manage the IITA Project Database (ProMIS) o Gives access, train and resolve issues encountered by users o Communicate with ICT unit when there are issues with the database o Upload Letters of Intents, Concept Notes (CNs), proposals Hosting agreements, MoUs, MoAs, agreements, sub-agreements, NCEs and amendments o Uploading of CNs/proposals submitted o Ensure that project deliverables and reporting periods are uploaded in ProMIS o Update project information and generate reports o PDAU also maintains paper filing system
- 11. A member of CGIAR consortium www.iita.org Legal and Intellectual Property (IP) service IITA regards the results of its research and development activities as international public goods. IITA is committed to widespread diffusion and use of these public goods to achieve the maximum possible access, scale, and scope of impact and sharing of benefits to the advantage of the poor, especially farmers in sub-Saharan Africa. All Intellectual Assets (IA) produced or acquired by IITA shall be managed in ways that maximize its global accessibility and/or ensure the broadest possible impact on target beneficiaries in furtherance of IITA’s mission. oReview and if necessary, negotiate legal and IP clauses in project documents/contracts oReview and update IITA legal and IP policies and procedures/ processes in relation to CGIAR Consortium policies and regulations oPrepare and submit annual IP report to CGIAR Consortium (IP audit agreements) oCoordinate and/ or file all agreements IITA has to be reported on.
- 12. A member of CGIAR consortium www.iita.org Project close –out and other services Project Close-out: Review agreements for closing-out procedures (at least 3 months before project end) on specific requirements that could involve: oAssets listing (format and necessity depending on donor); oFinal financial, technical and audit reports; oDirections on how to handle possible fund balance and assets; oIP issues and any other specific requirements Other services: oPre-award documentation support oCapacity building of IITA colleagues and Partners/collaborators
- 13. A member of CGIAR consortium www.iita.org Noticed by scientist – send to PDAU Proposal Development Procedures: Open calls
- 14. A member of CGIAR consortium www.iita.org Noticed by scientist – send to PDAU Proposal Development Procedures: Invited calls
- 15. A member of CGIAR consortium www.iita.org Noticed by scientist – send to PDAU Proposal Development Procedures: Calls where we partner
- 16. A member of CGIAR consortium www.iita.org →In line with IITA strategy →Overview of proposals →Relevant costing and Overhead Why procedures and review? →Good, correct proposals →In line with call focus
- 17. A member of CGIAR consortium www.iita.org IITA Budget template Proposal and project summary form 1. The IITA budget template provides informationrequired in the Proposal and Project summary form ProMIS $$$ OPD Interactive map of proposals and projects 2.a The Proposal and Project summary form provides information on interim project manager 2.c The Proposal and Project summary form provides information for updating an interactive map of IITA proposals and projects 2.b The Proposal and Project summary form provides some M&E information PDAU Workflow: Proposal development
- 18. A member of CGIAR consortium www.iita.org IITA Budget template Proposal and project information form ProMIS $$$ OPDInteractive map of proposals and projects 3.ai ProMIS is updated 3. When a proposal is approved 3.b: The Proposal and project summary form is validated by the lead scientist and approved by the Directors. 3.c: The interim project manager is alerted, and provided with a listing of interim project implementation actions 3.e The interactive map is updated, 3.d: If relevant, HR, SC, CO, CDO and the IITA Internal review board are alerted. PDAU Workflow: Proposal development to approval
- 19. A member of CGIAR consortium www.iita.org IITA Budget template Proposal and project information form ProMIS $$$ OPD 4. The IITA budget template has the same budget categories as the OPD making it easier for scientists to understand their budgets Interactive map of proposals and projects 5. Negotiation and signing of agreement with donors 6. Request for cost center 7. Invoicing to donor. ProMIS Updated 9. Partners payment 8. Negotiating and signing sub agreement with Partners PDAU Workflow: ProMIS update - Agreement - Sub-Agreement
- 20. A member of CGIAR consortium www.iita.org IITA Budget template Proposal and project information form ProMIS $$$ OPD Interactive map of proposals and projects 10. Technical & financial reporting to Donors & partners(including sending reminders and resolving queries) 11. Filing reports ProMIS updated 12. Submission of final technical and financial reporting(including final invoicing) 13. Project Close-out PDAU Workflow: Donor & Partner reporting to Close-out
- 21. A member of CGIAR consortium www.iita.org Importance of project reporting o To guide in accessing how the project activities are faring o To ascertain if the funds disbursed are utilized in line with the approved budget and contractual terms o For maintaining systematic project records o To help monitor the progress of the project against milestones o For easy tracking of actual against planned activities o For justification and release of the agreed tranche/payment instalment of project funding o Assists in drawing both the donor and the grant recipient to concerns and problems in a project
- 22. A member of CGIAR consortium www.iita.org Best Practices in Project administration o Develop a grants management plan/strategy o Involve all stakeholders from proposal development stage o Build consensus through effective communication with stakeholders o Ensure strict adherence to contractual/reporting obligations o Strengthen internal procedures for managing grants o Develop effective system of quality review and control o Continuous capacity building of project team and other stakeholders o Maintain accountability, transparency and effective feedback mechanisms o Ensure expenditure are within approved work plan and budget
- 23. A member of CGIAR consortium www.iita.org Proposal development NEW: From July 1 2016, all proposals and concept notes and expressions of interest must have an active written approval from relevant thematic and regional directors. 1. When you see a call you are interested in, kindly summarise information related to your idea in Part AA in the Proposal and project summary form. Please send to relevant Director. 2. When written approval to start preparing a proposal/CN/EoI has been granted (through email) by Directors, please send the following to PDAU a. verification (email copy) of approval by the Directors AND b. the Proposal and project summary form with the information in section AA 3. An internal reference number (PJ number) will be assigned at this stage, and will be used in any forthcoming communication on the topic. 4. Continue preparing your proposal/concept note/expression of interest, and 5 days (minimum) before submission deadline, send complete proposal documents to PDAU for internal review (same process as now)
- 24. A member of CGIAR consortium www.iita.org Proposal and project summary form
- 25. A member of CGIAR consortium www.iita.org o All proposals have to reviewed and approved before submission to the donor o Active approval to START developing the proposal is needed o Proposal and project summary for is needed to reflect contributions to proposal development in your PAR o PDAU handles all administrative communication with the donor (agreements, reports etc.)
- 26. A member of CGIAR consortium www.iita.org Thank you and greetings from IITA-PDAU team!