CIP Project Lifecycle

CIP Project Life cycle

Monitoring & Evaluation

Institutional Initiative

• Work streams:
• M&E framework
• M&E System
• M&E Functional Unit

• Project initiated in 2019
• Currently on hold

Operational Business Framework to empower CIP staff to think and act for themselves, yet enable collaboration towards a common goal – the delivery of the project.

Main Delivery Process

Project Formulation/

Pre Award Phase

Step 2:

Opportunity Assessment:

Objective: Bid/No bid determination

Ends: when PNM is given green light for proposal preparation

Step 1:

Funds identification:

Objective: Identification of concrete funding opportunity

Ends: when opportunity is vetted and cleared for PNM submission

Step 3:

Proposal Preparation:

Objective: Preparation of strong CIP proposal in accordance to donor and CIP requirements

End: succesful submission of proposal

Project Implementation/

Post Award Phase

Step 4:

Award Validation, Negotiation & Signature:

Objective: Signature of Agreement

Ends: distribution of signed agreement

Step 6:

Project Implementation:

Objective: Delivery of project deliverables within budget and by proposed end date

End: all scope activities have been completed and delivered

Step 5:

Start up:

Objective: Internal launch of project in CIP

Ends: with all supporting areas understanding their role and responsibilities and with a concrete action item list.

- Environmental Safeguard

-Policy/Guidelines/Process

-Children and Vulnerable Adults Policy

-Policy/Guidelines/Process

-Ethics in Research

in progress

Step 7:

Close out:

Objective: Successful administrative, financial, technical close out of the project

• CIP is a program based organization delivering its mission through projects under three programs: Potato, Sweetpotato and Biodiversity.
• All CIP awarded projects follow the same life cycle (through 7 stages) to project completion.

• OCS software solution that relates information to business processes
• CIP hired a consultancy to map all processes for OCS
• CIP Project Management Lifecycle is composed of a sequence of seven logical steps divided in two phases: Project Formulation (Pre-Award) and Project Management (Post-Award).
• Craddle to grave - fundraising to close out
• The main process is shaped by two strategic processes, and complemented by 14 processes (four project support and 10 operational).
• Strategic and the support processes interact to ensure projects are formulated in accordance to programmatic strategies and internal requirements; and, implemented to deliver its goals and objectives.

Mapping Roles and Responsibilities

PROJECT MANAGEMENT UNIT

Unit operational since 2018

Project Finance

Creation of a matrix capturing supporting roles against a RACI chart

• Annual workplans and budget
• Annual carry over
• Staff allocation
• End of year accruals
• Monthly burn rate
• Implementation projections

Project Implementation

• Resource allocation
• Project workplan and budget burnrate monitoring
• Milestone review
• Identification of needs (support units)
• Partner management

Project Life cycle

Framework

Systems & Tools

Roles and Responsibilities

Systems & Tools

OCS/KM Hub

ELEMENTS

- OCS Master Files

(Donor, Partner, Agreement, Subagreement);

- PMU KM Hub

Project files, team sites

Templates

WorkFlows

Templates in support of PLC Steps

Project Management Functional Unit

Workflows were mapped for OCS

Safeguards

• Project Notification Memorandum
• Internal Proposal template
• Start up Meeting Template
• Compliance Matrix Template
• Hosting templates
• Subaward templates
• Change order requests to donors
• Letter of Authorization to incur costs
• Close out Meeting Template

• The CIP Project life cycle delivery chain, as a whole, crosses several functional areas of CIP.
• CIP mapped the 7 step process against the key functions supporting the project life cycle.
• Inputs, transactions, documents and repositories identified;
• A refresh of the workflows is underway

DOA

CIP rolled out a DOA Initiative in 2015