Archive/Guidelines for Programmes and Projects January 2018

With effect from January 2018, the Guidelines for Programmes and projects have been revised to address changes in documentation needs and to reflect experiences with the merging of several guidelines into one.

Link to document here: PDF (Document under revision)

The main changes resulting from the revision are:

• The appropriation as to when grants must be presented to the Programme Committee and the Council for Development Policy has been raised from DKK 37 million to DKK 39 million.

This change means that the appropriation limit as to when a grant must be presented to the Programme Committee at the concept note stage and the Council for Development Policy at the finalization stage as part of the quality assurance process, has been raised from DKK 37 million to DKK 39 million.

• Increased focus on stakeholder analysis and the justification of choice of partner(s).

This change is most clearly reflected in standard annex 1: ‘Context Analysis’; and standard annex 2: ‘Partners’. These annexes should now ensure better documentation of these aspects of the preparation and formulation process. The change is also reflected in the template for programme and project documents that now includes text aimed at ensuring that the justification of choice of partner(s) is presented in the programme or project document.

• Increased focus on quality assuring grant proposals prior to submission for approval.

This change is reflected in standard annex 9: ‘Quality Assurance Checklist’, which needs to be signed by the head of the responsible MFA unit and submitted along with the other documentation required for the approval process. The signed ‘Quality Assurance Checklist’ is a requirement for grant proposals where TQS has not conducted the appraisal. In cases where TQS has been responsible for the appraisal, the completed and signed ‘Table of Appraisal Recommendations’ replaces the ‘Quality Assurance Checklist’.

• Introduction of template for single-partner projects above DKK 10 million.

This new template aims to better facilitate the formulation process for projects with only one partner.

• Re-introduction of residual risk as part of the risk analysis.

This change is reflected in the standard annex 5: ‘Risk Management Matrix’ that has been modified to include a column where the residual risk is indicated. The residual risk is the threat that is assessed to remain after the identified mitigating measures have been taken.

• Annual Country Reports will no longer be required.

This change means that MFA units will no longer be required to produce the narrative five pages Annual Country Report aimed at providing an overview of annual progress.

• Introduction of mandatory Annual Portfolio Performance Report.

The Annual Portfolio Performance Report is part of the Ministry’s efforts to strengthen results orientation and the ability to document and communicate results. The report is a brief document that presents: 1) the status in Key Portfolio Performance Indicators of the portfolio administered by the concerned MFA unit; 2) an update on key developments affecting portfolio performance; and 3) the Process Action Plan for improving portfolio performance over the coming 12 months. Data for presentation of status against Key Portfolio Performance Indicators will be provided by TQS and will be available on the intranet. All MFA units administering grants will be required to submit an Annual Portfolio Performance Report prior to the Annual Results Dialogue with the Under-Secretary for Global Development and Cooperation.

The revision also includes a number of other changes of less importance, including changes in texts and explanations, as well as modifications to several templates and tools in order to provide clearer and better support for different MFA units.