Norwegian Church Aidtogether for a just world

Project Management

NCA Routines and Guidelines

http://routines.nca.noUser: ncaPassword: ncaChapter 6 – Project Management

NCA Calendar – NCA Sudan Calendar

1. Partners

• NCA Partner categories: Core partner, resource partner and strategic alliances

• Partner assessment (ref. attachement 6 A)

• Bank verification (ref. attachment 6B)

• Partner MOU and dialogue

2. Project cycle

3. Project Responsibility

• Each project has a NCA Budget Responsible Person (BRP) who has the full responsibility for all aspects of the project.

• System to support the project management: Maconomy and PHS,Routines and Guidelines

4. Documentation and filing

• All projects (PID) shall have a project file with all essentional documents are gathered:

– Donor agreement and project propsal sent to donor– Project agreement, including project document and budget (dated)– Transfer requests to donor (for transfer of instalments) to NCA Sudan – Transfers to project/partners– Periodical reports (financial and narrative)– Communication that is binding for the project, e.g. revised and approved

budgets, extension of project period etc. – Final report (narrative and financial audit report)

Original agreements to be kept in separate file atResReps Office.

4. Documentation and filing (cont.)

• What should be sent to Oslo for filing in PHS (unless uploaded in PHS from Sudan).

- Donor contracts (basis for allocation), including project document and budget. Routine:

- Project agreement, incl. Project document and budget (dated and signed)- Communication binding for the project (e.g. Revised budgets, extension

of project periods)- Final reports, narrative and audited financial reports.

PID number must be clearly specified on the doucments sent to Oslo

Routines for sending to Oslo?

5. Donor requirements

5. Donor requirements (cont.)

6. Project documents and budgets

ALL PROJECTS should have a project document and budget

Project document if not specific requirement from donor, use the template for NCA + 1 page LFA matrix (+ timetable?). The project document summarize the project planning process – from assessment and justification, objectives, activities, gender, conflict sensitivity, coordination, local foundation, sustainability etc.

Project budget budget summary to donor – budget details for project implementation. To be developed in coherence with the accounting system, use the NCA Project Budget Template

Signed and dated Final and approved budget and project documents should be signed and dated.

Project Cycle NORAD + NCA Own funds

Activity Date

Country Budget and plan Aug 15 (1st draft) => 5. Sept =>1.Oct

Prepare project document and budget 1.1.-31-12.

Feb 01

Grant letter from NORAD February

Project agreement with partner, including project document and budget

Mar 01 when country budget approved (annual project agreement).Sign CD

Transfer of 1st instalment 50% March: When contract signed and bank verification received. Order of transfer

1st periodic report + review report June 15

Monitoring – monitoring report Two visits per yer

Transfer of 2nd instalment 25% July: After received AFS previous year + 1st periodical report. Order of transfer.

2nd periodic report + review report Oct 15

Transfer of 3rd instalment Nov: 2nd periodic report received + any unused funds withheld.Order of transfer.

Final narrative and audit report March15 => Oslo 01.05 (Checklists)

Unused funds repayable to NCA/Norad

Project Cycle MFA (HUM and GAP)

Activity Date

Country Budget and plan (indicative) Aug 15 (1st draft) => 5. Sept =>1.Oct

Project Proposal, incl. Project document, LFA-matrix, budget

Normally for 12 months, but 3 years contracts is being negotiated

Grant letter from MFA

Project agreement with partner, incl. Project doucment and budget

When country budget approved (emergency project agreement). Sign CD.

Transfer of 1st instalment (can decide number of instaments). At least 2 instalments

When contract signed and bank verification received. Order of transfer.

Periodic reports as agreed in contract According to agreement

NCA Monitoring – monitoring report Two visits per yer

Transfer of 2nd and 3rd instalment After completion of requirements according to contract. Order of transfer.

Final narrative and audit report from partner 3 months after completion of projects.

Final narrative to MFA 6 months after completion of project

Unused funds repayable to NCA/MFA

Project Cycle CHF/UNActivity Date

Country Budget and plan (indicative) Aug 15 (1st draft) => 5. Sept =>1.Oct

Input to UN Workplan (Indicative) October

Project Proposals, project plan and budgets ?

Approval and Contract with donor Book as income. Copy to HO for allocation.

Request transfer from donor to NCA (to bank account in Oslo)

Transfer to project (from bank account in Oslo to project)

Quarterly reports to CHF Fixed dates?

Monitoring

Final report

Project Cycle ACT

Activity Date

Rapid Response Fund – up to USD 50,000

Emergency Appeal according to requirements

Launched through the network

Pledges and firm funding

Only payment notification is binding with regards to how much is actually availbale

Quarterly financial and narrative reports

Final report 3 months after project completion

Coherence between Budget and Accounting and follow up of financial reports

• Budget format must be coherent with the accounting system in order to get budget comparison reports.

• Coding of vouchers according to budget (account, activity, PID). Ensure proper supporting documents are attached.

• Reveiw monthly reports with regards to errors, posting missing, budget comparison. Take action if needed!

Attachments

• Project document - template• Project LFA-matrix• Project Budget – template• Sample Monthly financial report• Chart of Account