ATPMM – a Guide to TELSOM/ATRC Project Approval Process

Workshop on ASEAN TELSOM Project Implementation & Funding Management Manual (ATPMM)

Phnom Penh, 30 May 2014

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Outlines

• Project approval processes• Approval of AICTF-funded projects• Approval stages• Annual budget under ASEAN ICT Fund• Approval of projects supported by DP’s ASEAN

cooperation fund

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Project Approval Processes

• TELSOM/ATRC cooperation projects require the approval of sectoral bodies (TELSOM/ATRC) at the bodies’ regular meetings or, in some cases, on an ad-referendum basis.

• Two main approval processes:– Approval process for projects to be funded using the

ASEAN ICT Fund (AICTF) or Japan-ASEAN ICT Fund– Approval process for projects to be funded using Dialogue

Partner’s ASEAN Cooperation Funds

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Approval of AICTF-funded Projects (step 1, 2)

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Approval of AICTF-fundedProjects (step 1, 2)

• Step 1 and 2– Project proponent puts forward the project

concept to the relevant TELSOM/ATRC WG for consideration, assessment, and approval by consensus.

– Project concept shall be assessed and ranked by the relevant WG using the TELSOM Assessment Criteria (PG 6, 7 and 8)

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Approval of AICTF-fundedProjects (step 3, 4)

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Approval of AICTF-fundedProjects (step 3, 4)

• Step 3– Project proponent puts forward the detailed project

proposal document in ASEAN Full Project Document (PG 2), ), which also includes a proposed budget, to TELSOM for endorsement.

– TELSOM examines and ranks all project proposals across WGs with a view to achieve the milestones and goals set by the Ministers or ASEAN Leaders.

• Step 4– The final approval on the project shall be decided by

TELMIN at its annual Ministerial Meeting.

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Approval of AICTF-fundedProjects (step 5)

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Approval of AICTF-fundedProjects (step 5)

• Step 5– Once the funding has been approved by TELMIN

for AICTF support or by the Dialogue Partner who provides the funding support, the project proponent implements the project.

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Approval Stages (1/3)

Project Proponent to submit project proposal to relevant WG for consideration, approval and ranking, copied to the ASEAN ICT Centre and ASEAN Secretariat for comment.

At the latest, 1 week Before TELSOM/ATRC JWG & WGs meetings

The relevant WG and JWG assess all projects using the TELSOM criteria for project assessment (PG 6-8). Initial consideration and ranking of proposals shall be conducted by JWG.

At TELSOM/ATRC JWG & WGs meetings

Revision of the approved and ranked proposals by the project proponent following comments and inputs of JWG to be sent to JWG Chair with a copy to ASEAN ICT Centre and ASEAN Secretariat.

At the latest, 1 week before the First TELSOM-ATRC Leaders’ Retreat

Consideration and approval of the overall projects At the First TELSOM-ATRC Leaders’ Retreat

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Approval Stages (2/3)Consideration and approval of the overall projects At the First TELSOM-ATRC Leaders’ Retreat

Revision of the approved and ranked proposals by the project proponents following comments and inputs from TESLOM-ATRC leaders to be sent to ASEAN ICT Centre with a copy to ASEAN Secretariat. The revision should outline project budget in details in accordance to the ASEAN ICT Fund Allowable Expenses.

At the latest, 1 week before the Special TELSOM/ATRC annual meeting

Consideration and approval of the overall projects’ budget. Approval to recommend certain TELSOM & ATRC projects for Dialogue Partners’ funding.

At the Special TELSOM/ATRC annual meeting

Consolidation of annual budget for the next work cycle.

At the Second TELSOM-ATRC Leaders’ Retreat

TELSOM endorse the recommendation on the source of ASEAN ICT Fund for supporting TELSOM/ATRC priority projects.

TELSOM Annual Meeting

TELMIN considers TELSOM-endorsed recommendations at their Ministerial Meeting.

TELMIN Annual Meeting

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Approval Stages (3/3)

• Note: The timing of the planning stages is subject to the scheduling of the Ministerial, Senior Officials and JWG/WG meetings

TELSOM endorse the recommendation on the source of ASEAN ICT Fund for supporting TELSOM/ATRC priority projects.

TELSOM Annual Meeting

TELMIN considers TELSOM-endorsed recommendations at their Ministerial Meeting.

TELMIN Annual Meeting

Disbursement of the approved funds (by ASEAN Secretariat).

Commencing at the beginning of the following year

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Annual Budget under AICTF

• TELSOM and ATRC shall recommend an annual budget for projects to be implemented in the next Work Cycle to TELMIN for approval.

• The allocation of the TELMIN approved budget shall be proposed by the respective JWGs to TELSOM or ATRC for approval, based on the approved project proposals.

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Approval of Projects Supported by DP’s ASEAN Cooperation Fund (step 1, 2)

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Approval of Projects Supported by DP’s ASEAN Cooperation Fund (step 1, 2)

• Project proponent puts forward the project proposal in the Full Project Document format (PG 2) to ASEAN Secretariat for a preliminary assessment.

• The project proposal undergoes a pre-appraisal to evaluate its completeness through a pre-appraisal meeting (PAM) of a pre-appraisal team within ASEAN Secretariat.

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Approval of Projects Supported by DP’s ASEAN Cooperation Fund (step 3, 4)

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Approval of Projects Supported by DP’s ASEAN Cooperation Fund (step 3, 4)

• Step 3– The project proposal undergoes a review by a

Project Appraisal Committee (PAC) within ASEAN Secretariat.

• Step 4– Once the project proposal has received a PAC

endorsement, it shall be sent to TELSOM for consideration and approval.

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Approval of Projects Supported by DP’s ASEAN Cooperation Fund (step 5,6,7)

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Approval of Projects Supported by DP’s ASEAN Cooperation Fund (step 5,6,7)

• Step 5– Once the proposal is endorsed by TELSOM, ASEAN

Secretariat tables the proposal for consideration of the ASEAN Committee of Permanent Representative (CPR) including the request for funding source(s).

• Step 6 – Based on CPR’s comments, the Project Proponent may

revise the project proposal to meet certain requirements.– Once CPR has approved the proposal, it will be forwarded

to DP through the relevant channel for funding support.

Questions?