The basics of project implementation : a guide for project managers /

Includes bibliographical index.

Acknowledgements...................................................... iii
Table of Contents......................................................... iv
Introduction.................................................................1
About this manual......................................................2
The Big Picture..............................................................3
CI Programming Principles...........................................3
CI Project Standards....................................................4
Your Project...............................................................4
Chapter 1: Understanding project documents...................5
Introduction..............................................................5
Project Documents Checklist.........................................5
Chapter 2: Preparing Project Implementation Plans..........7
Introduction..............................................................7
The Log Frame............................................................8
Log Frame: Rows at a Glance........................................8
Life of Project Work Plan..............................................9
Annual Work Plan..................................................... 10
AWP Process............................................................ 10
AWP Document Layout............................................... 12
Chapter 3: Budget Planning and Monitoring...................15
Introduction............................................................ 15
Budget Planning....................................................... 15
Common budget line items......................................... 16
i. Staffing plan...................................................... 16
ii. Procurement Plan............................................... 16
iii. Project Activities................................................ 17
iv. Other Direct costs/Shared Project Cost (SPC)........... 17
v. Subgranting/Contractual costs............................... 18
vii. Indirect Cost Recovery (ICR)............................... 18
Projecting project cash needs..................................... 19
Budget Monitoring.................................................... 19
Slow burn rate......................................................... 19
Fast burn rate.......................................................... 20
How to monitor a budget........................................... 20
Report on US$ and donor-required reporting currency..... 20
Chapter 4: Managing and Monitoring Sub-grants............21
Introduction............................................................ 21
The Sub Grant Implementation Cycle............................ 22
Accurate Risk Assessment........................................... 23
Table of Contents
Monitoring...............................................................24
The Subgrant Monitoring Cycle.....................................24
Suggested Monitoring Techniques.................................25
Monitoring Documentation..........................................27
1. Monitoring Plan.................................................27
2. Monitoring Tool/Instrument.................................27
3. Working Papers...................................................27
4. Summaries.........................................................28
5. Monitoring Results Report....................................28
7. Notification.......................................................28
8. Corrective Action Plans........................................28
9. Closure Letter....................................................28
Chapter 5: Contract Compliance................................... 29
Introduction.............................................................29
Pre-Award Requirements.............................................30
Agreement with the Donor..........................................30
Compliance: Key Terms and Conditions, Regulations,
Laws and Practices.....................................................31
Eligible Costs.....................................................31
Programmatic Prior Approvals...............................31
Procurement......................................................32
Standards, Policies and Procedures....................32
Source, Origin and Nationality..........................32
Ineligible Goods.............................................32
Prior Approval Requirements............................32
Export Controls..............................................33
Import Controls..............................................33
Pre-award costs..............................................33
Donor Management and Oversight.....................33
Relevant Donor Staff.......................................34
Marketing/Branding........................................34
Cost Share/Match...........................................34
Line Item Flexibility.......................................35
Program Income.............................................35
Anti-terrorism................................................36
Sub grant Management and Monitoring..............36
Legal Agreement Review and ...............................
Template Agreements......................................36
Contract Management.....................................37
Risk and other Legal Requirements....................38
Lobbying......................................................38
Chapter 6: Monitoring and Evaluation............................ 39
Introduction............................................................39
CI Principles & Standards...........................................39
Monitoring..............................................................40
M&E information system structure: an overview............41
Institutional Monitoring........................................42
Context monitoring..............................................42
Results monitoring...............................................42
Project monitoring plan matrixes: an example...............42
Evaluation...............................................................43
Ideas to Guide Evaluation ToRs for CARE......................45
Guiding Principles for M&E Practice.............................46
Definitions by the Organisation for Economic
Co-operation and Development-Development
Assistance Committee...............................................47
Chapter 7: Project Report Writing................................. 49
Introduction............................................................49
Purposes of Reporting...............................................49
Essential Aspects of Reporting....................................49
Timeliness:.........................................................49
Appropriate Content.............................................50
Compliance with contract/contribution agreement....50
Appropriate Presentation.......................................50
Report Contents.......................................................51
Cover Page..........................................................51
Executive summary...............................................51
Project overview information.................................51
Objectives:..........................................................52
Project Performance.............................................52
Effect Indicators..................................................52
Outputs..............................................................52
Narrative description of implementation process.......52
Participant perspectives........................................52
Developing lessons learned....................................53
Activities planned for the coming period.................53
Financial report...................................................53
Appendices.........................................................53
Index......................................................................... 54