Tracking Project Concepts in PMIS

1. Tracking Project Concepts in PMIS GEF Expanded Constituency Workshop 27 - 29 September 2011 Honiara, Solomon Islands

2. Background Information • Pre-PIF tracking tool was created in response to Council comments and to the concerns expressed by many countries regarding the lack of information about the status of some concepts that they have discussed with the Agencies • To facilitate the tracking of this progress indicator, the Secretariat designed a webpage to enable OFPs to record projects concepts, so that they can be tracked in the GEF’s PMIS.

3. PROJECT CYCLE OPTIONAL STEP OFPs submit project concept to Agencies through PMIS STEP 1 Secretariat Review for PIF Clearance for WPI STAP Advisory for Cleared PIF STEP 2 Council review And Approval for Work Program STEP 4 GEF EO review and Evaluation of Completed projects Agencies’ Project Concept Development Agencies’ Project Preparation Secretariat Review For PPG approval, if requested Agencies’ Project Closing & Evaluation Full-sized Projects Council review And Comments* Agencies’ Project Appraisal Agencies’ Project Approval, Implementation, Supervision Secretariat Review for projects under implementation STEP 3 Secretariat Review for CEO Endorsement *Only if requested by Council at Work Plan Approval

4. PMIS WORKFLOW FOR PROJECT CONCEPTS Enters Concept

5. PMIS Interfaces

6. Workflow for Project Concepts PMIS PROJECT CONCEPT LIST SCREEN for an OFP The first screen for an Operational Focal Point after login to PMIS will be the Concepts screen. Here, OFPs can enter, modify or print project concepts and monitor those they have submitted to Agencies.

7. Workflow for Project Concepts PMIS PROJECT CONCEPT ENTRY SCREEN The section Project Concepts contains its core information as entered by the OFP.

8. OFPs have the option to add an additional point of contact – such as a desk officer or technical team member to be copied on emails generated through PMIS

9. PMIS WORKFLOW FOR PROJECT CONCEPTS Enters Concept Save/Edit Concept

10. After the initial concept is saved a Concept ID will be created. Once a Concept ID is created then documents can be attached.

11. PMIS WORKFLOW FOR PROJECT CONCEPTS Submit Concept to Agency Enters Concept Save/Edit Concept

12. Workflow for Project Concepts PMIS PROJECT CONCEPT ENTRY SCREEN Once a Project Concept is created additional fields will become available for editing and OFPs will be able to submit the Project Concept to Agencies or drop the concept. Once a Project Concept is accepted by an Agency an OFP no longer has the option to drop the concept!

13. Workflow for Project Concepts PMIS PROJECT CONCEPT ENTRY SCREEN The section Action Dates displays the sequence of Project Concept status changes according to the actions by the OFP or Ageny.

14. Workflow for Project Concepts PMIS PROJECT CONCEPT PRINTOUT Both OFPs and Agencies can print a Project Concept directly from their Project Concept List screens by clicking on the respective icon:

15. Workflow for Project Concepts PMIS PROJECT CONCEPT EMAIL Both OFPs and Agencies can e-mail a Project Concept directly from their Project Concept List screens by clicking on the respective icon: Documents attached to the Project Concept record will also be attached to the e-mail

16. Workflow for Project Concepts PROJECT CONCEPT SUMMARY REPORT for an OFP This OFP summary report can be filtered by Agency or status of Concept:

17. PMIS WORKFLOW FOR PROJECT CONCEPTS Submit Concept to Agency Enters Concept Save/Edit Concept Notified by email Concept appears in PMIS To Do List for Agency Copied/ Notified

18. Workflow for Project Concepts PMIS PROJECT CONCEPT LIST SCREEN for an Agency Soon, the first screen for an Agency user after login to PMIS will be the „Concepts“ screen. Here, you can print, view, accept or reject received project concepts.

19. Workflow for Project Concepts PMIS PROJECT CONCEPT ENTRY SCREEN The section Project Concepts contains its core information as entered by the OFP.

20. PMIS WORKFLOW FOR PROJECT CONCEPTS Submit concept to Agency Enters Concept Save/Edit Concept Accepts concept to be developed further with OFP Notified by email Concept appears in PMIS To Do List for Agency Rejects/Drops concept (in consultation with OFP) Automatic email reminder to Agency (after 20 days then 30 days) Copied/ Notified

21. Workflow for Project Concepts PMIS PROJECT CONCEPT ENTRY SCREEN Agencies have 30 days to take action on a concept by either accepting or rejecting.

22. Workflow for Project Concepts PMIS PROJECT CONCEPT ENTRY SCREEN Agencies have the ability to drop a concept after they accpet it.

23. Workflow for Project Concepts PROJECT CONCEPT SUMMARY REPORT for an Agency This Agency summary report can be filtered by Country or status of Concept:

24. PMIS WORKFLOW FOR PROJECT CONCEPTS Develops concept with Agency Submit concept to Agency Enters Concept Save/Edit Concept Accepts concept to be developed further with OFP Notified by email Concept appears in PMIS To Do List for Agency Rejects/Drops concept (in consultation with OFP) Automatic email reminder to Agency (after 20 days then 30 days) Copied/ Notified

25. PMIS WORKFLOW FOR PROJECT CONCEPTS Develops concept with Agency Submit concept to Agency Enters Concept Save/Edit Concept Accepts concept to be developed further with OFP Submits PIF to GEF Notified by email Concept appears in PMIS To Do List for Agency Rejects/Drops concept (in consultation with OFP) Automatic email reminder to Agency (after 20 days then 30 days) Copied/ Notified Receives PIF

26. Questions?