Project development and administration unit introduction nov 18 2016

A member of CGIAR consortium www.iita.org

IntroducingIITA Project Development and Administration Unit

(PDAU)

P4D week; 21 November 2016 Ibadan, Nigeria


IITA Organogram

General Directorate

Western AfricaHub

Roots, Tubers and Bananas

Central AfricaHub

Eastern AfricaHub

Southern AfricaHub

Human Resources

Supply Chain

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Hub Administration

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Mechanization

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CGIAR Research Programs

Projects 1, 2, 3, etc.

Climate Change, Agriculture and Food Security

Policies, Institutions and

Markets

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DCLAS

Maize

Advocacy

Data and Information

ManagementCommunication Monitoring &

EvaluationProject

Development. & Administration

Research Support

Clearinghouse

Security

Systems & Site Integration


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


What we doo 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


What we do

o Assist scientists with communication with donors and partnerso 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


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


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


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


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 donorsoRemind 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


Project Database Management

o Manage the IITA Project Database (ProMIS)o Gives access, train and resolve issues encountered by userso Communicate with ICT unit when there are issues with the databaseo Upload Letters of Intents, Concept Notes (CNs), proposals Hosting

agreements, MoUs, MoAs, agreements, sub-agreements, NCEs and amendments

o Uploading of CNs/proposals submittedo Ensure that project deliverables and reporting periods are uploaded in

ProMISo Update project information and generate reports

o PDAU also maintains paper filing system


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.


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 supportoCapacity building of IITA colleagues and Partners/collaborators


Noticed by scientist –

send to PDAU

Proposal Development Procedures:

Open calls



send to PDAU


Invited calls



send to PDAU


Calls where we partner


→ In line with IITA strategy→Overview of proposals

→Relevant costing and OverheadWhy procedures and review? →Good, correct proposals→ In line with call focus


IITA Budget template

Proposal and project summary form

1. The IITA budget template provides informationrequired in the Proposal and Project summary form

ProMIS

$$$

OPDInteractive 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

http://www.iita.org/map-test



Proposal and project information form

ProMIS

$$$


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





ProMIS

$$$

OPD

4. The IITA budget template has the same budget categories as the OPDmaking 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 center7. Invoicing to donor.

ProMIS Updated

9. Partners payment

8. Negotiating and signing sub agreement with Partners

PDAU Workflow: ProMIS update - Agreement - Sub-Agreement





ProMIS

$$$


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



Importance of project reporting

o To guide in accessing how the project activities are faringo 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 activitieso For justification and release of the agreed tranche/payment instalment of

project fundingo Assists in drawing both the donor and the grant recipient to concerns and

problems in a project


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


Proposal developmentNEW: 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 ANDb. 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)


Proposal and project summary form


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.)


Thank you and greetings from IITA-PDAU team!

Government & Nonprofit

Project development and administration unit introduction nov 18 2016