Role of Project Leader

Proper Management

Nicholas Bugeja

Bilateral, other Funds and Programmes

Funds and Programmes Division

May 2015

Project management cycle

The Project Management Cycle may be divided into three main steps:

1. Design and Application

2. Tendering, Implementation, Monitoring, Audits

3. Closure, Evaluation and Post Completion

Project Design

Definition of project objectives;

Determining project results;

Setting of project indicators;

Consolidation of the project;

Establishing project management structures;

Ensuring HR capacity to implement EU Funded Project

EU Project Application Robust Project design;

Application and Evaluation- Is the Project worth undertaking? Is there sufficient justification?

Budget calculations;

Adequate project timeframes;

Project indicators must be linked to Programme indicators;

Answer all sections.

Approval for EU Funding

Project is approved – what happens next?!!

Initiating a Project

Contractual Obligations

A set of deliverables and Resources

Timeframes/Duration

Budget

Objectives, Results, Indicators

Rope in key horizontal stakeholders to get going

Tendering (1)

Tender specifications objectives and targets set within the grant agreement;

Estimated costings realistic;

Accountability;

Follow up on the tendering process;

Follow up with Department of Contracts/DCC (for public entities).

Tendering (2)

NGO(s) procurement process;

A fair and transparent procurement process;

Competent evaluation committee;

Contract signature with the successful bidder.

A clear audit trail of the tendering process for each tender.

Project Implementation (1)

Contract(s)is signed…..ready to go!!

All aspects of implementation must be monitored;

You are ultimately responsible!;

Implementation in accordance with the grant agreement;

On-going channel of communication with the Lead partner/ EC;

Changes to components/activities must be approved by the EC /Lead partner etc - a priori and not ex-post;

Project Implementation (2)

Implementation of Project activities within the stipulated timeframes/ financial thresholds;

Savings does not give you automatic consent to utilise these savings under other components or new/extra activities;

Take stock of how the project is taking shape at specific intervals;

Are the activities meeting the objectives and targets that were set for the project?

Project Implementation (3)

Audit Trail: Keep the necessary records e.g. training – attendance sheet of

participants, timesheets of trainers, …;

keep all RfQs, quotations, invoices and receipts for each purchase;

Retain evidence of the deliverables;

Any decisions taken concerning the project, must be backed up in writing;

Retain adequate filing

All of the above will be required should your project be audited.

Project Implementation (4)

Payments:

I received an invoice - What do I do next?

Certify that the contents are correct and the activities/items included in the invoice have actually been delivered as specified in the contract

Necessary supporting documents must confirm the deliverable listed in the invoice;

Project Implementation (6)

Irregularities: I detected an irregularity – What happens now? What should I do?

Don’t try to patch it up or sweep it under the carpet;

Irregularities need to be reported to the relevant body;

Type of irregularities: - administrative irregularities; e.g. wrong inputting of Data

- one time irregularity e.g. paying an ineligible cost through the EU funds;

- systematic irregularities i.e. an on-going action which persists through the implementation of the project.

Project Implementation (7)

Publicity:

Publicity is a requirement based on:

Regulation;

The Grant Agreement between the EC & Beneficiary.

Failure to meet publicity requirements may lead to reimbursement of project grant!

Project Implementation (8)

Publicity (cont…): Scope of publicity to enhance awareness that the project is

being co-financed through EU funds;

Not to be used as a means of marketing;

Publicity must be in proportion to the project grant;

Publicity must be implemented in line with guidance issued by the EC;

Evidence of publicity initiatives undertaken throughout the project lifetime must be kept. This will be requested by the EC & by the auditors.

Make use of free publicity opportunities to raise further awareness.

Management Control I received a notification from FPD that a spot check will take place…….What is this? What do I need to prepare?

Spot checks are control measures to ensure that project implementation (as a whole) is in accordance with the Grant Agreement and regulations.

Go through the Spot Check template;

Documentation must be available at your end;

Documentation must be easily accessible.

Project Monitoring

The “Daily bread” of our work;

Monitoring takes place at different levels and stages of the project

-At programme level

-At project level. Your level!

Monitoring :

- Day-to-day monitoring;

- Interim annual report submitted by the Beneficiary to the EC;

- Closure report to be submitted by the Beneficiary to the EC within the stipulated time in the regulation from completion of the project.

Project Closure (1)

All project activities have been completed so my project is ready……No!! Wrong assumption!

Ensure that you have all the necessary closure documentation in place e.g:

— Service provider for training needs to submit the closure report from its end

together with all documentation which was listed in the contract;

— Works contract – contractor to provide designs as built and necessary construction assurance certifications. Construction Management team to provide its own final reports together with provisional acceptance certificate;

Project Closure (2)

Take stock of and evaluate what the project has actually achieved;

Undertake ex-post project completion studies, preferably by internal/external evaluators;

Draft the closure report;

Keep all project documentation in a safe and easily accessible location. as projects may be audited up to generally 5 years after. Ensure that if the project leader leaves the Beneficiary entity, there is a proper hand over.

Audit My project was selected for an audit …. what should I expect?

Project grant will be examined by the auditors prior to the actual visit.

Show the auditors that the project is/has been implemented in a systematic and orderly manner and in line with the conditions stipulated in the grant agreement;

Ensure that all project documentation is in hand and easily accessible;

Ensure that the relevant officials from the Beneficiary organization attend the audit and provide relevant replies.

1.Responsible for monitoring the Project 2.You need to be an excellent communicator 3.You need to be ‘on the ball’ all the time 4.You need to bridge the gaps 5.No Funds lost

Conclusion – Your role, our role

Key Success Factors Be Proactive:

• Get the information you know you need

• Follow the plan

• Involve people who are important for the project

• Raise issues and risks, analyse them and search ways to address them

• Share information with the relevant stakeholders

• Document important things in writing

• Commit yourself… and others

• Work and act as a TEAM

Nicholas Bugeja

Senior Manager, Bilateral, other Funds and Programmmes

t +356 22001151

e nicholas.bugeja@gov.mt

GOOD LUCK

&

THANK YOU