Administrative Procedures of a QIF Grant

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Administrative Procedures of a QIF Grant

• World Bank Project Coordination Unit (PCU)

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Introduction

• The Project Coordinating Unit (PCU), established
  by the Ministry of Education to monitor and
  assist its Projects, will be responsible for
  Fiduciary Management of the QIF Grants.
• Participate in workshops for TEIs related to the
  QIF.
• Provide technical assistance (i.e., information
  related to financial management, reporting and
  procurement procedures) to TEIs.
• Assist the QIF Staff in the review of QIF
  applications prior to their submission to the QIF
  Board
• Provide technical advice to the QIF Board and
  attend all of the Boards meetings
• Upon a QIF Board decision to grant, prepare the
  grant agreement and oversee the fiduciary aspects
  of grant implementation. Participate in the
  review of annual progress reports for QIF
  recipients
• M E during implementation phase

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Background

• TEP ProjectUS10 million IDA-World Bank
• Co financing 4.9 million - EC
• QIF Component US 6.28 million IDA
• 3.92 million EC
• Commitments from three cycles - under
  implementation US6.35
• Remaining Cycles 3rd cycles to be awarded soon
• And other 2 cycles to be launched.

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Procurement Issues - QIF GrantsThe Principles
Applied in WB Financed Projects

• International Principles
• Economy
• Efficiency
• Openness
• Transparency
• Accountability

• World Bank Guidelines
• ICB/NCB
• Lowest evaluated bid
• Advertisement
• Publication
• Purpose for which funds are intended
• Post review

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IBRD Loans and IDA Credits Procurement Guidelines

• Goods, Works And Services (other than consultant
  services) which applies under the QIF Grant RED
  Booklet
• GOODS Like, Machinery, equipment and Furniture
• SERVICES Like transportation, Insurance,
  Installation, and Training.

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Selection And Employment of Consultant Guidelines

• GUIDELINES FOR THE USE OF CONSULTANTS (GREEN
  Booklet)
• Illustrates procedures for selecting any
  consultancy service
• (Firms and/or Individual Consultants)

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Procurement Methods (QIF)
A. Selection of Consultants

• All consultancies under QIF Grants are subject to
  prior review either by the WB or the PCU
  according to the following table
• Most consultancies under QIF grants are
  individual consultants. Type of consultancy
  should be considered when estimating the grant
  life time and consultancy value

Prior Review Thresholds
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B. Procurement of Goods

• TEIs should conduct market survey for goods
  needed in their proposal
• TEIs should make benefit from the WB procedures
  in procurement of goods
• i.e When using the shopping method no need to
  advertise, to request bonds or bank
  guarantees,etc.

Prior Review Thresholds
C. Training Workshops Study Visits subject to
Prior Review by the PCU gt US10,000
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• Financial Issues
• Eligible Expenditure Categories under QIF Grant
• Equipment Furniture
• Scientific journals and books
• International consultants and visiting scholars
  from overseas.
• Local consultants
• Overseas fellowships and internships.
• Local fellowships and internships
• Overseas study tours
• Local training
• Operations and maintenance

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Non eligible Expenditure Categories under QIF
Grant

• Construction or renovation of buildings
• Paying persons concurrently paid by the
  government.
• Remuneration for teaching, administrative staff
  and support staff.
• Contributing to the endowment or general fund of
  a tertiary institution
• Student financial aid

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• Task-based Budgeting
• Each task represent a milestone
• Each task represents a payment
• Each payment should not exceed 20 of the QIF
  grant Value

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How is purpose shown in grants system?

• Implementation plan focuses on grant objective.
• Grant objective defined by results.
• Results achieved through tasks.
• Tasks defined by activities, responsible
  parties, schedules.
• Tasks budgeted in terms of salaries, service
  delivery, goods and materials, etc.

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How do we build budget from plan?

• Step One List results required to meet grant
  objective.
• Step Two Identify/list tasks required for each
  result.
• Step Three Identify/list all subtasks for each
  task.
• Step Four Organize tasks into logical, best
  sequence.
• Step Five Re-examine and reorganize subtasks
  after tasks logically organized.
• Step Six Develop line-item budget for each task.
• Step Seven Total tasks for preliminary total
  budget.

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Steps continued

• Step Eight Analyze cost realism on task-by-task
• and total budget basis.
• Step Nine If cost realism review identifies
• allowability concerns,
  re-examine and
• adjust your implementation
  plan, then
• revise your budget.

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Tertiary Education Project Quality Improvement
Fund Institution_________________________________
______________ Project Title_____________________
_________________________
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• Special Bank Accounts
• Beneficiaries will be required to open a Special
  Bank Account in the name of the grant.
• Each grant will have its own separate bank
  account Grant Account (GA), and there will be
  two authorized signatories (out of three) to each
  account.
• The bank account details are also identified in
  the text of the GIA.
• All expenses should be used directly from the
  special bank account.

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Main Issues by the TEI when submitting a proposal

• The maximum, which can be requested for the
  purchase of equipment by an institution for the
  duration of the QIF, is 40 of the total budget
  required from QIF.
• The maximum, which can be requested for
  international consultants and visiting scholars
  from overseas by an institution for the duration
  of the QIF is 20 of the total budget required
  from QIF.
• The Minimum TEI contribution should be 10 of the
  total budget of the project in the form of in
  kind contribution.
• Proposals for funding may be made for an amount
  most feasible to accomplish the programs
  objectives over the duration of the project.
• Institutions may submit one different application
  individually or as part of a consortium/partners
  hip per each of the grant categories for each
  round

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• New version of QIF manual is available on the
  website www.tep.ps