Project development and administration unit introduction nov 18 2016

A member of CGIAR consortium www.iita.org
Introducing
IITA Project Development and Administration Unit (PDAU)
P4D week; 21 November 2016
Ibadan, Nigeria

IITA Organogram
General Directorate
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and Bananas
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(R4D) Directorate
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Data and
Information
Management
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Evaluation
Project
Development. &
Administration
Research Support
Clearinghouse
SecuritySecurity
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 do
o 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 partners
o 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 donors
oRemind 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 users
o Communicate with ICT unit when there are issues with the database
o Upload Letters of Intents, Concept Notes (CNs), proposals Hosting
agreements, MoUs, MoAs, agreements, sub-agreements, NCEs and
amendments
o Uploading of CNs/proposals submitted
o Ensure that project deliverables and reporting periods are uploaded in
ProMIS
o 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 support
oCapacity building of IITA colleagues and Partners/collaborators

Noticed by
scientist –
send to PDAU
Proposal Development Procedures:
Open calls

Noticed by
scientist –
send to PDAU
Invited calls

Noticed by
scientist –
send to PDAU
Calls where we partner

→In line with IITA strategy
→Overview of proposals
→Relevant costing and Overhead
Why 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
$$$
OPD
Interactive 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

IITA Budget
template
Proposal and
project
information form
ProMIS
$$$
OPDInteractive map of
proposals and
projects
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

IITA Budget
template
Proposal and project
information form
ProMIS
$$$
OPD
4. The IITA budget template has the
same budget categories as the OPD
making 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 center
7. Invoicing to donor.
ProMIS
Updated
9. Partners
payment
8. Negotiating and
signing sub agreement
with Partners
PDAU Workflow: ProMIS update - Agreement - Sub-Agreement

IITA Budget
template
Proposal and
project information
form
ProMIS
$$$
OPD
Interactive map of
proposals and
projects
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 faring
o 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 activities
o For justification and release of the agreed tranche/payment instalment of
project funding
o 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 development
NEW: 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 AND
b. 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!

Project development and administration unit introduction nov 18 2016

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