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Transcript of Atlas Grants/Projects & Project Management Atlas Grants/Projects & Project Management Project...
Atlas Grants/Projects &Atlas Grants/Projects &Project ManagementProject Management
Project Management Workshop Tokyo , Japan
October 19-21 2009
United Nations Development Programme
Learning Objectives
• Understand Project Structure and Concepts– What is Award in ATLAS?– What is Project in ATLAS?– What is Activity in ATLAS?
• Understand Project Process– What actions needed in Atlas?
What is a Project
Understand structure of a “project”. What is Project, Activity, Award?
Program vs Projects
• Program:– Focuses on realization of outcomes – Manages consistency of project portfolio– 1 Program per Country following UN harmonization– Atlas wise… Tree.
https://finance.partneragencies.org/psp/UNDPP1FS/EMPLOYEE/ERP/c/ESTABLISH_AWARDS.UNDP_PROJ_VIEWER.GBL?FolderPath=PORTAL_ROOT_OBJECT.EPCO_GRANTS.PROJECT_MANAGEMENT.UNDP_PROJ_VIEWER&IsFolder=false&IgnoreParamTempl=FolderPath%2cIsFolder
• Project:– Focuses on production of output(s)– PRINCE2 as the standard for project management– Atlas wise…. Award.
https://finance.partneragencies.org/psp/UNDPP1FS/EMPLOYEE/ERP/c/ESTABLISH_AWARDS.UNDP_GM_AWARD_SUMM.GBL?FolderPath=PORTAL_ROOT_OBJECT.EPCO_GRANTS.PROJECT_MANAGEMENT.UNDP_GM_AWARD_SUMM_GBL&IsFolder=false&IgnoreParamTempl=FolderPath%2cIsFolder
DevelopmentPriorities
Out-come
Out-come
OutputOutputOutputOutput
ActivityActivity
InputInput
Strategic Plan (In ATLAS=Tree)
PROJECT(PRODOC, AWP)In Atlas = Award
Results Management
What is a Project?PRINCE2 Product Breakdown Technique
Moved shed
3Reassembled
shed
1Old shed
2Dismantled
shed
2.1Rottenpieces
2.2Reusable
pieces
3.1New
pieces
3.2Transported
pieces
4New
requirements
4.2New piece
requirements
4.4New fixturesand fittings
4.5Fixtures andfittings list
4.1Shed
measurements
4.3Prepared
site
Final Product= Output
= Project ID
Deliverables
2.1RottenPieces
4.2New piece
Requirements
3.1New pieces
4.5Fixtures and
fittings list
4.,4New fixtures and fittings
Moved shed
2.2Reusable
pieces
3.2Transported
pieces
4.1Shed
measurements
1Old Shed
4.3Prepared
site
What is an Activity?PRINCE2 Product Flow Diagram Technique
Activity is an arrow to
produce the Deliverable.
Therefore…
Activity ID = Deliverable ID
Final Product= Output
= Project ID
What is An Award?
• Award is a Project Document (AWP)• Project Document is an agreement between UNU and
Implementing Partner (and the Government?)
THEREFORE
• Award represent an Agreement with the Government and Implementing Partner to Produce Development Output(s)
• Or – Approval of internal initiatives (mgmt projects)
In Summary:
• Structure is Set, but contents are flexible– No limit to numbers of Project ID nor Activity ID
• Small number of final outputs make project focus sharper• Activity ID is the smallest unit for monitoring• Make your project structure to fit for purpose
Project Document = Award ID
Output =Final Product
=Project ID
Deliverable=Activity IDDeliverable =Activity IDDeliverable=Activity ID
ResourcesResourcesResourcesResourcesResourcesResources
Project Management Process
Understand when what actions are required
The UNU Project Cycle
Involvement of UN Agencies, Donors, and Other Partners
Ideas Project Lifecycle
Starting up a Project
(Concept Development)
Initiating a Project (Planning, Results
Definition)
Closing a Project (Closure & Learning)
Running a Project (Implementation & Monitoring)
UNU Oversight & Project Management
Appraisal AppraisalProject
Reviews
Final Reports Signed
Final Review
Pre-PACPAC
Starting Up a Project
Task ATLAS Action
Develop Project Proposal Enter Proposal Header data
Decide on further development of project proposal
“Is this a correct response to the country needs?”
“Is it a realistic utilization of anticipated resources?”
Update Proposal status depending on decision taken
Starting Up a Project Proposal Header
Name your proposal. Write it in when you have an idea
Starting Up a Project Proposal Projects
Define how many Output (final product) you produce. Smaller number = Better focus
Starting Up a Project Proposal Resources
Note your Funding Strategy. Multiple donor/funds can be noted in one Proposal
Starting Up a Project Proposal locations
Just identify Location, as system asks you.
Starting Up a Project Key Point
• Award Purpose – Indicate what type or project document it is
• CNT, RLA, RAP, RAF, RAS, REC, GLO, INT & MGMT
• Brief Description of the Project at Proposal Level • Multi Donor as Sponsor Value• Proposal Resource Type to note different donor
contribution targets• Simplify Multi Donor Proposal. No need for supplemental
proposal process
Initiating a Project
Task ATLAS Action
Develop Project Results Framework
Assess Capacity of Potential Implementing PartnersDetermine Implementation Modality
Define Outputs, Activities, Budget Periods, Budget Line Summary
Define Implementing Partner
Draft Project Document
Submit to PAC
Atlas Project Management Module
Finalize project funding
Finalize Project Budget
Finalize and sign Project Document
Submit proposal and change status to ‘submitted’. If decision is positive, generate award, change Proposal status to ‘Awarded’
Attach Output to Outcome in Project Tree
Upload LoA/ MoU
Finalize Budget Revision
Upload signed Project Document
Initiating a Project Budget Header
Identify number of Deliverables. Activity should deliver Deliverables
Initiating a Project FA Rate Setting
Note your GMS cost recovery strategy
Initiating a Project Budget Period
Define Budget Year, not duration of a project
Initiating a Project Budget Line Summary
Build Budget for the total project cost, to substantiatehow much you need for the project
Initiating a Project Submission
Submit the Proposal for PAC
Initiating a Project Generate Award or Refuse
OR
Proposal>Submission>Official
Generate Award Refuse
This is to record PAC decision. Move forward, or Reject
Initiating a Project Award Funding
Record what you need (comes from Award process) and what you have
Initiating a Project Project Status
Tell the system you entered to a new stage by status. Set the date when it should finish.
Initiating a Project Project Tree
Tell the system that this output forms a part of Results Hierarchy by connecting to Tree
Initiating a Project Project Budget 1
Then Budget. It is authorization to spend. Not equal to total project costs nor what you have secured to spend
Initiating a Project Project Budget 2 (Donor)
COA is to tell how to fund each line. Multi fund/Multi donor should be expressed here
Initiating a Project Project Budget 3 (KK Status)
Do not assume that Send to KK “SUCCESS” means success. Check the status here.
Initiating a Project Key Point 1
• Activity ID• Can name it, though no special character
• FA Rate Type• Indicate if Off the top. No % definition
• PAC determines Generation of Award• If PAC refuses, change status to Refused• Generate Award to total costs of the project
• Different Amounts• Total Award = Total Estimate Costs of the Project Doc• Period Funded = Secured amount for the period or
disbursed amount for the previous year. At the year end closing, numbers have to be adjusted
• Project Budget=Authorization to Spend• Unprogrammed/Unfunded =Total Award-Prior Expenditure-
Future Budget
Initiating a Project Key Point 2
• Project Status• Required, always start with A
• Project Budget• Analysis Group have to be GBUD• Analysis type BUD, BD1 makes no difference• Make sure budget reflects correct COA• Check Budget Header Status after sending to KK before Finalizing
– N – Not Posted – make sure Posting Option checkbox is checked and send to KK again
– V – Not Posted – take note of Journal ID and check in KK what the exception is; fix revision and resend to KK
– P – Posted– If some are P but some are V, then BEFORE FINALIZING:
» Note Journal ID and check in KK what the exception is;» Unpost journal that was posted for the P lines» Fix revision and resend to KK
Initiating a Project Award Overview
Verify that the initial Award Status is: Initiating
What is in the Project Management section?
Grants> Project management> Award Summary
Review key award and project information on one page, and serves as central point to navigate to key project management pages, namely:
- Risks Log- Issues Log- Monitoring and Communication Plan- Output Definition - Activity Deliverable Definition- Budget Revisions
Award Summary Page
• Total Award, Funded and Budget Amounts
• All output projects related to an Award
• Budget balance for current year at the COA level
• Summary of Risks, Issues, Monitoring Items
Initiating a Project Award Overview
Once Award is Generated, this is your project center, to navigate to different pages
Intiating a Project Set Output Targets
To Set the Baseline and Infrastructure for Monitoring
What is in the Activity Quality Criteria page?
• User Perspective: What did you actually achieve? Was the user satisfied?
• % Completed: What % of your intended achievement was reached?
• Timeliness: Was your achievement reached in the planned timeframe?
• Resource Usage: What were your activity expenditures versus budget?
• Rating: How do you rate these from 1 to 9? (1 lowest, 9 highest)
Activity Quality Criteria
Initiating a Project Deliverable Descriptions
For each activity ID, specify what is expected deliverables.
Activity Definition
•Purpose: What is the purpose of your activity?
•Description: What is the description of the activity? (with quantifiable measurement)
•Start/End date: start and end dates of the activity
•Quality Criteria: how/with what indicator are you measuring quality of the activity?
•Quality Method: what method are you using to determine if quality criteria has been met?
Risks log
• Risks are identified before you start your project, during the defining phase
• Risks are discussed in the pre-PAC and recorded in the Risks Log in Atlas
• In the Risks log in Atlas, enter description of risks, choose category (financial, operational, etc.) - Risks can be marked as critical, and unmarked when risks are mitigated
• Risks should be managed during the lifetime of project and management responses updated in risks log quarterly
Risks Log
Issues Log
•Issues come up once the project is being implemented during the initiating or running phase
•Issues are identified by the PM, recorded in the issues log and escalated to the Project Board if necessary.
•In the Issues log, enter description of issues, choose type (problem, change, other), mark as solved/unresolved
•Issues should be managed during the lifetime of project and management responses updated in the issues log quarterly
Issues Log
Monitoring & Communication Plan
• A Monitoring & Communication Plan should be developed during the initiating phase
• The M&C plan should identify milestones (field visits, workshops, annual reviews, etc.), that are entered in Atlas with a date associated and a short description
• Milestones can be marked as completed in Atlas and additional details can be entered
Monitoring & Communication Plan
Initiating a Project Running Stage 1 Budget
Budget for the Running stage 1. No need to budget all periods if you do not know
Initiating a Project Assigning Team Members
Assign required project roles. With external access, external parties can be assigned
Initiating a Project Finalizing Project Funding
Make sure your funding situation is updated. Secured funding should be here.
Initiating a Project Communication Plan
Program when and how stakeholders are informed of the project
Initiating a Project Project Status to O
Once AWP is approved, tell the system you entered to a new stage by status. Set the date when it should finish.
Initiating a Project Key Points
• Award Summary Page• Your Project Management Center
• Deliverable Descriptions for each Activity ID• Describe what an activity will deliver.
• Budget Revision Page• Useful, but
– Careful with Budget Date. It is Transaction date. Different TR date will create different boxes
– If budget becomes messy, you can delete entire box and do it from scratch
• Project Team• Set up of team members will impact external access
• Award Funding Page:• Important to indicate how much is made available. Constant
update of the Award funding page is required.
Running a Project
Task ATLAS Action
Monitor Project Progress
Conduct field visits
Update Risks, Issues, Monitoring Actions
Review Progress Report
Conduct annual project review
Develop Next Year’s Annual Work Plan
Revise budget (as required)Extend periods (as required)Define new outputs (as required)
Running a Project Maintain Risk & Issues Log
Update Award profile Status to Running and Save
Running a Project Maintain Risk & Issues Log
Update Risks, Issues as you move, Once a Quarter
Running a Project Update Activity Progress
Update Progress of Activity through Deliverable Production. Once a quarter,
Running a Project Update Output Achievement
Once a Year, Update progress towards output.
Running a Project Preparing next year BUD 1
Budget for the next stage. No need to budget all periods if you do not know
Running a Project Preparing next year BUD 2
If need to adjust the project structure, then…
Running a Project Preparing next year BUD 2
Although the budget itself does not have to be adjusted to the prior year expenditure, the Period funded page should be updated. Prior period figure should be equal to
expenditure
Running a Project Project Status Change to O
Once AWP is approved, tell the system you entered to a new stage by status. Set the date when it should finish.
Running a Project Key Points
• Quarter Basis, Update– Risks, Issues, Deliverable Assessment
• Annual Basis, Update– Output Target– Stage plan in form of Annual Workplan
• No previous year plan (BUD) adjustment required
– Adjust award funding• Previous year expenditure should be equal to
previous year funding amount
Closing a Project
Task ATLAS ActionPrepare Final Progress Report
Conduct Final Project Review
Upload key review documents as Project attachments
Commission Project Evaluation
Capture Lessons Learned
Operationally Close the Project Change Project Status to “Operationally Closed”
Transfer Project Assets
Ensure all financial transactions are in ATLAS
Review and sign final CDR
Record final Financial Report
Generate Final CDR
Financially Close the Project Change Project Status to “Financially Closed”
Change Award Status to Closed
Closing a Project Project Status to C then F
In addition to update of output and deliverables, update Award Profile status to closing
Closing a Project Project Status to C then F
In addition to update of output and deliverables, manage status to close
Closing a Project Updating final year’s BUD
Also, do not forget to update the Period funded page. Prior period figure should be equal to expenditure.
Closing a Project Key Points
• No final revision– Final CDR should be signed as final.
• Update of Funding Required
Closing a Project Project Status to C then F
Once the outputs are in F status, update Award Profile status to closed