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COF/CTT Experiences – MIF Delegation of Authority Program
Kingston JamaicaMay 3, 2007
Snapshot of COF/CTT ProgramNUMBER TITLE TOTAL
INVESTMENT
MIF RESOURCES
APPROVAL DATE
FINAL DISBURSEMEN
T DATE
ATN/ME-9116-TT
HSE Energy Sector Standards
13,000 10,000 Feb. 14, 2005
Nov. 07, 2005
ATN/ME-9324-TT
Image Skills Centre
61,000 41,000 Jul. 22, 2005
Nov. 14, 2006
ATN/ME-9325-TT
Film Production 118,100 70,000 Jul. 22, 2005
Sept. 14, 2007
ATN/ME-9326-TT
Video and Sound Training Film Production
92,000 61,000 Jul. 22, 2005
Sept. 14, 2007
ATN/ME-9655-TT
Computer Programming
67,000 22,000 Jan. 03, 2006
Aug. 15, 2007
ATN/ME 9656-TT
Adopt a Farmer 48,000 36,000 Jan. 03, 2006
Aug. 19, 2007
$399,100 $240,000
Key Topics for Discussion
• Project Identification• Project Design• Project Supervision• Knowledge Management• Conclusions
Project Identification
• Where to Start????– Development of a Strategic
Framework– Targeted Promotion Strategy– Dedicated Lead at COF
Project Design
• Many procedures required are not familiar to COF staff
• Translating project ideas into an operation that can qualify for MIF financing– Role of MIF lead in creating a fit– Requires continuous collaboration with
proposed EA– Key areas for discussion
• Eligible activities for MIF financing• Split of MIF and Counterpart Financing• Sustainability
Project Design
• Key Elements of Executing Agency’s proposal– Objectives– Activities– Budget (MIF and Counterpart)– Implementation Timeframe– Measuring Success (indicators)
• Institutional Assessment
Project Design
• The Approval Process– Country Coordinator plays an
important role– Keep the Representative engaged
Project Design and Approval Process
• Proposal from EA finalised• COF prepares and circulates 1 page
outline to MIF and RE3 management via e mail
• 5 day period for “ non objection”• Operation entered in OPUS by team
leader (as a MIF DOA operation) – Luis Chiang is your friend!
• Country Coordinator completes OPUS registration TC number is assigned
Project Design and Approval
• Plan of Operations prepared by Team Leader and reviewed and approved by the Representative– Key Annexes
• Institutional Assessment• Logical Framework (1 page)• Proposal
• PDF of original Plan of Operations signed by COF Representative sent to Enrique Gochicoa with a cc to Country Coordinator
• ATN# is assigned
Project Design and Approval
• Operation is assigned to an attorney to prepare the Letter of Agreement– Attorney will request copy of Plan of Operation in
MS Word as well as the by laws of the Executing Agency (legal instruments through which an EA is legally constituted)
– Draft Letter of Agreement reviewed by COF and EA• Point to note: date of recognition for counterpart
resources and date from which eligible expenditure can be reimbursed
– Representative and EA’s designated signatory• Project entered in LMS and OPMAS
Project Design
• You did it!!!!!!!!!• Now what??????????
Project Supervision
• Supervision is more familiar terrain for COF officers BUT – Does size matter?
Project Supervision
• DOA partners usually require more support than traditional EAs
• Key role for COF– Helping EA’s to understand and
comply with the MIF/Bank requirements
Project Supervision
• What has worked CTT’s experience– Project Kick Off Workshops
• Highlight the key contractual conditions • Review Project Objectives, Budget and Targeted
Results• Explain the disbursement and financial record
keeping and reporting procedures• Present relevant procurement procedures
– Individual Consultants– Equipment– Consumables
• Develop a simple procurement plan• Discuss reporting requirements• Encourage networking with other EAs and COF
officers
Project Supervision
• Special Purpose Workshops during Implementation– Disbursements– Procurement– Audit
• Single Exchange Rate Option• Use of sample documents• Assistance with initial submissions –
disbursements, revolving fund reconciliations, reports
• Regular phone/e mail contact
Project Supervision
• Simplified Format for Annual Operations Plan– Results expected for Current Year (viz
a viz logframe)– Procurement Plan for Current Year– Disbursement Forecast for Current
Year– Cashflow projection for Current Year
Project Supervision
• Regular site visits (quarterly)• Visits have multiple purpose
– Hands on assistance with project administration
– Review activities but keep impact on agenda
– Interaction with beneficiaries
Open communication, Hands On Support and Teamwork!
Project Supervision
• Voice of the Client– Perspectives from Riaz Ali,
coordinator of the Image Skills Program
Did you have previous experience with a multilateral
agency?
Riaz Ali – Project Coordinator Image Skills Centre
How was your interaction different from working with other
contributors?
Riaz Ali – Project Coordinator Image Skills Centre
What were the main challenges you experienced?
Riaz Ali – Project Coordinator Image Skills Centre
What support from the IADB office was helpful?
Riaz Ali – Project Coordinator Image Skills Centre
What has your organisation learned through this relationship with the
Multilateral Investment Fund
Riaz Ali – Project Coordinator Image Skills Centre
Knowledge Management
• Distillation and dissemination of useful material as well as lessons learned– PPMRs updated Quarterly– Quarterly program report – Feedback to MIF and RE3 Management on
experiences, lessons learned and recommendations
– Development of start up workshop materials for EAs
– Input into DOA Evaluation– Production of Toolkit for Caribbean COFs– Program staff updates at COF
Knowledge Management
• Help Needed– Specific information on access to the
DOA program to guide Eas• Inclusion of a section on MIF website?
– Clarification on procedural process changes arising from Realignment
Conclusions - DOA Program
• Key Challenges– Tacit vs Codified approval procedures– Changes due to Realignment not defined– Elapsed time for preparation of Letters of
Agreement– Capacity issues in smaller EAs– Bank language is not familiar to EAs– Dual Currency accounting– Audit Requirement– Resource requirements
Conclusions
• Critical Success Factors– Collaboration– Open Communication– Capacity Building throughout the
process– Keep an open mind – we are working
with new ideas, new organisations and new processes
– Step out of your comfort zone
Conclusions• Critical Success Factors
Conclusions
• Why are we doing this?– Video clip from SERVOL– Stills from SERVOL and Image Skills
Centre Projects