Tracking Project Concepts in PMIS

GEF Expanded Constituency WorkshopOctober 11 – 13 2011

Tashkent, Uzbekistan

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.

Agencies’Project

Closing &Evaluation

Agencies’ProjectConcept

DevelopmentAgencies’

ProjectPreparation

Agencies’Project

Appraisal

Agencies’Project

Approval,Implementation,

Supervision

STEP 1Secretariat Reviewfor PIF Clearancefor WPI

Secretariat ReviewFor PPG approval, if requested

STEP 2Council reviewAnd Approvalfor Work Program

STEP 3SecretariatReview forCEO Endorsement

Full-sized Projects

STEP 4GEF EO reviewand Evaluation ofCompleted projects

Secretariat Reviewfor projects underimplementation

STAP Advisoryfor Cleared PIF

Council reviewAnd Comments*

PROJECT CYCLE

*Only if requested by Council at Work Plan Approval

OPTIONAL STEP OFPs submit project concept to Agencies through PMIS

PMIS WORKFLOW FOR PROJECT CONCEPTS

OFP

Agencies

GEFSEC

Enters Concept

PMIS Interfaces

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

Workflow for Project Concepts

PMIS PROJECT CONCEPT ENTRY SCREENThe section Project Concepts contains its core information as entered bythe OFP.

Workflow for Project Concepts

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

PMIS WORKFLOW FOR PROJECT CONCEPTS

OFP

Agencies

GEFSEC

Enters Concept

Save/Edit Concept

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

PMIS WORKFLOW FOR PROJECT CONCEPTS

OFP

Agencies

GEFSEC

Enters Concept

Save/Edit Concept

Submit Concept to Agency

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.

Workflow for Project Concepts

Once a Project Concept is accepted by an Agency an OFP no longer has the option to drop the concept!

PMIS PROJECT CONCEPT ENTRY SCREENThe section Action Dates displays the sequence of Project Concept status changes according to the actions by the OFP or Ageny.

Workflow for Project Concepts

PMIS PROJECT CONCEPT PRINTOUTBoth OFPs and Agencies can print a Project Concept directly from their Project Concept List screens by clicking on the respective icon:

Workflow for Project Concepts

PMIS PROJECT CONCEPT EMAILBoth OFPs and Agencies can e-mail a Project Concept directly from their Project Concept List screens by clicking on the respective icon:

Workflow for Project Concepts

Documents attached to the Project Concept record will also be attached to the e-mail

PROJECT CONCEPT SUMMARY REPORT for an OFPThis OFP summary report can be filtered by Agency or status of Concept:

Workflow for Project Concepts

PMIS WORKFLOW FOR PROJECT CONCEPTS

OFP

Agencies

GEFSEC

Enters Concept

Save/Edit Concept

Submit Concept to Agency

Notified by email

Concept appears in PMIS To Do List for Agency

Copied/Notified

PMIS PROJECT CONCEPT LIST SCREEN for an AgencySoon, the first screen for an Agency user after login to PMIS will bethe „Concepts“ screen. Here, you can print, view, accept or reject receivedproject concepts.

Workflow for Project Concepts

PMIS PROJECT CONCEPT ENTRY SCREENThe section Project Concepts contains its core information as entered bythe OFP.

Workflow for Project Concepts

PMIS WORKFLOW FOR PROJECT CONCEPTS

OFP

Agencies

GEFSEC

Enters Concept

Save/Edit Concept

Submit concept to Agency

Notified by email

Concept appears in PMIS To Do List for Agency

Copied/Notified

Accepts concept to be developed further with OFP

Rejects/Drops concept (in consultation with OFP)

Automatic email reminder to Agency (after 20 days then 30 days)

PMIS PROJECT CONCEPT ENTRY SCREENAgencies have 30 days to take action on a concept by either accepting or rejecting.

Workflow for Project Concepts

PMIS PROJECT CONCEPT ENTRY SCREENAgencies have the ability to drop a concept after they accpet it.

Workflow for Project Concepts

PROJECT CONCEPT SUMMARY REPORT for an AgencyThis Agency summary report can be filtered by Country or status of Concept:

Workflow for Project Concepts

PMIS WORKFLOW FOR PROJECT CONCEPTS

OFP

Agencies

GEFSEC

Enters Concept

Save/Edit Concept

Submit concept to Agency

Notified by email

Concept appears in PMIS To Do List for Agency

Copied/Notified

Accepts concept to be developed further with OFP

Rejects/Drops concept (in consultation with OFP)

Automatic email reminder to Agency (after 20 days then 30 days)

Develops concept with Agency

PMIS WORKFLOW FOR PROJECT CONCEPTS

OFP

Agencies

GEFSEC

Enters Concept

Save/Edit Concept

Submit concept to Agency

Notified by email

Concept appears in PMIS To Do List for Agency

Copied/Notified

Accepts concept to be developed further with OFP

Rejects/Drops concept (in consultation with OFP)

Automatic email reminder to Agency (after 20 days then 30 days)

Develops concept with Agency

Submits PIF to GEF

Receives PIF

Questions?