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