PC

guide

to the
Project Cycle
Q u a l i t y f o r R e s u lt s
2

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© FAO 2012
Cover photo credits clockwise starting from bottom left:
©FAO/Sergio Pierbattista, ©FAO/Franco Mattioli, ©FAO/Alessandra Benedetti, ©FAO/Olivier Barbaroux, ©FAO/Olivier Thuillier
guide

to the
Project Cycle
Q u a l i t y f o r R e s u lt s
2 P roj ect cycle g u i de

TABLE OF CONTENTS
ACRONYMS 3

INTRODUCTION 5
I. Application of the guidelines 6
II. On line support 6
III. Project Cycle phases 6
IV. Project Task Force 7

PHASE 1 - IDENTIFICATION 10
Identification of a problem 10
Establishment of the Project Task Force 11
Preparation of the Concept Note 11
Appraisal of the Concept Note 12
Endorsement of the Concept Note 13

PHASE 2 - PROJECT FORMULATION 20

Modalities for Project Execution and Implementation 20
Formulation of project documentation 21
Guidance on Contents 24

PHASE 3 - APPRAISAL AND APPROVAL 43

Appraisal 43
Approval 47

LIST OF TEMPLATES
CONCEPT NOTE TEMPLATE 14
TEMPLATE FOR PEER REVIEW OF CONCEPT NOTE 18
PROJECT DOCUMENT TEMPLATE 23
PROJECT AGREEMENT TEMPLATE – GCP 36
PROJECT AGREEMENT TEMPLATE – UTF 38
PROJECT INTERDISCIPLINARY TECHNICAL
REVIEW TEMPLATE 48
PROJECT APPRAISAL CHECKLIST TEMPLATE 49

Blue boxes refer to Technical Cooperation projects, Red boxes

refer to Emergency Response projects, Green boxes refer to
Joint Programmes, and Grey boxes highlight contents which
apply for all of the above.

 P r oj e ct cyc l e g u i d e 3

ACRONYMS
ADG Assistant Director General
ADG-RR Assistant Director General and Regional Representative
ADG-TC Assistant Director General of the Technical Cooperation
AOS Administrative and Operational Services
APO Associate Professional Officer
CD Capacity Development
CN Concept Note
ComDev Communication for Development
CPF Country Programme Framework
CSAP Procurement Service
CSF Finance Division
CSO Civil Society Organization
DAC Development Assistance Committee
DEX Direct Execution
DO Decentralized Office
DRM Disaster Risk Management
EA Environmental Analysis
ECOSOC United Nations Economic and Social Council
EIA Environmental Impact Assessment
EOD Entry On Duty date
ERM Enterprise Risk Management
ES Economic and Social Department
ESW Gender, Equity and Rural Employment Division
FAO Food and Agriculture Organization
FAOR Country Representatives
FLO Funding Liaison Officer
FLU Funding Liaison Unit
FPC Field Programme Circular
FPMIS Field Programme Management Information System
GCP Government Cooperative Programme
GLO/ INT/ RE Global/ Interregional/ Regional projects
GOE General Operating Expenses
GPO Global Public Good
HACT Harmonized Approach to Cash Transfers to Implementing Partners
HQ Headquarters
HRBA Human Rights Based Approach
IASC Inter-Agency Standing Committee
IDWG Interdepartmental Working Group
ITR Interdisciplinary Technical Review
LFA Logical Framework Approach
LoA Letter of Agreement
LTO Lead Technical Officer
MDT Multidisciplinary Team
MOSS Minimum Operating Security Standards
MoU Memorandum of Understanding
MoV Means of verification
4 P roj ect cycle g u i de

NEX National Execution

NGO Non Governmental Organizations
NIM National Implementation
NR Natural Resources Department
NTE Not To Exceed date
OECD Organisation for Economic Co-operation and Development
OEK Office of Knowledge Exchange, Research and Extension Division
OR Organizational Results
OSP Office of Strategy, Planning and Resources Management
PAC Project Appraisal Committee
PAO Project Appraisal Officer
PG Practical Guidance
PTF Project Task Force
PRS Poverty Reduction Strategy
PSC Project Support Cost
QAR Quality Assurance Review
RBM Results-Based Management
RO Regional Office
RR Regional Result
SFPO Senior Field Programme Officer
SRC Subregional Coordinator
TC Technical Cooperation
TCDM Field Programme Coordination and Results-Based Monitoring Service
TCE Emergency Operations and Rehabilitations Division
TCP Technical Cooperation Programme
TCSR Resource Mobilization and Operations Support Service Division
TSS Technical Support Service
UNCT United Nations Country Team
UNDAF United Nations Development Assistance Framework
UNDG United Nations Development Group
UNDP United Nations Development Programme
UNFPA United Nations Population Fund
UNICEF United Nations Children’s Fund
UNJP United Nations Joint Programme
UTF Unilateral Trust Fund
WFP World Food Programme
 P r oj e ct cyc l e g u i d e l i n e s 5

INTRODUCTION

This Guide to the Project Cycle aims to • the coordinating role of regional and sub-regional
improve the strategic focus and quality of offices in the management of the field programme;
FAO’s projects and programmes. It has been • adherence to UN system wide reforms of
developed to enhance accountability and operational activities at the country level, including
the adoption of new operational modalities under
quality through the application of results-
both direct and national execution3;
based management principles and must
be seen as a central tool to better position • the Organization’s resource mobilization efforts;

FAO in: meeting international standards • more effective and transparent operations.
on development effectiveness, supporting Another defining feature is that the five UN Common
efficient country programming and more Country Programming Principles are mainstreamed
into all phases of the project cycle. It is widely agreed
generally the decentralization process.
that all five are necessary for effective UN-supported
country programming that must balance the pursuit
The Guide incorporates the principles and
of international norms and standards with the
requirements of FAO Reform, the Strategic
achievement of national development priorities. The
Evaluation of FAO Country Programming, the UN
principles bring value to problem analysis, and they
General Assembly Resolution 62/53 on the Triennial
help to identify possible strategies and responses
Comprehensive Policy Review, as well as the Paris
throughout the project cycle. Among the principles,
Declaration and Accra Agenda for Action.
it is important to distinguish between
This document represents a single port of call1
• Three normative principles:
regarding project cycle guidance for all FAO staff
and partners and foresees more transparent and −− Human Rights Based Approaches (HRBA)/
efficient web-based work streams. It supersedes Field Right to Food/ Decent Work
Programme Circulars and Technical Cooperation (TC) −− Gender equality, and
procedures2 concerning the Project Cycle. In addition to −− Environmental sustainability;
the above major aims, the guidelines should facilitate:
• Two enabling principles:
• better alignment of projects to national development
−− Capacity Development (CD)4 and
goals and FAO’s own corporate Strategic Objectives;
−− Results-Based Management (RBM)

1
Excluding for the time being TCP- and Telefood-funded activities.
2
FPC 2003/02 Field Programme Reporting Manual; FPC 2003/03 Clearance of Technical Backstopping Reports for Field Projects; FPC 2003/04
Project Cycle; FPC 2004/02 Field Programme Manual; FPC 2004/03 FPMIS Automatically-generated (“trigger”) Messages; FPC 2004/04
Instructions Regarding the Disposal of Equipment upon Completion of Field Project Operations (Manual Section 504.4); FCP 2007/02 Standard
Project Document Format; FCP 2007/03 Standard Project Agreements; FPC 2007/07 Project Task Force Consultations – Procedures for the
Organization of Project Task Force; FCP 2007/09 Procedure for the Operational Clearance of Project Proposals; FCP 2008/01 Procedures and
Responsibilities for Handling Field Documents; FCP 2011/01 Evaluation Provisions in Technical Cooperation for Development projects funded by
Voluntary Contributions.
3
However, adjustments to the implementation phase are still required for national execution (NEX) and implementation (NIM) of FAO supported
projects and programmes. NEX/NIM operational guidelines are being developed under the overall supervision of the IDWG on new operational
modalities for the Field Programme, and will be reflected in these guidelines as appropriate.
6 P roj ect cycle g u i de

I. Application of the guide II. On line support

The present guide applies to Technical Cooperation These Project Cycle guidelines, the accompanying
and Emergency5 projects, including UN Joint Practical Guidance manual and all other procedural
Programmes, with the exception – for the time being explanations pertaining to the project cycle are currently
– of TCP6- and Telefood-funded projects. However, available on line in the FPMIS8.
maximum effort will be made to maintain due synergy
and harmonization with TCP’s specific requirements. III. Project Cycle phases
Given their generic results-oriented and good practice
nature, the methodology and tools illustrated here The Project Cycle comprises the following phases:
could also be applied to other areas of work under 1. Identification, 2. Formulation, 3. Appraisal and
FAO’s Regular Budget, if deemed appropriate by the Approval, 4. Implementation and Monitoring,
Budget Holder and managers concerned. 5. Evaluation, 6. Closure.

The revised guidelines for project identification and If compared to previous terminology, the revised
formulation can be applied in a flexible manner by phases clarify the major steps to ensure adequate
taking into consideration constraints of time, the and effective project development and management
human resources available and specific contexts arrangements. Each phase is supported (both
(i.e. Problem Analysis, Stakeholder Analysis, Results methodologically and administratively) by specific web-
Analysis and Strategy Analysis, Risk Assessment, based tools. The latter have been designed to facilitate
etc). The procedural guidelines related to project the generation, dissemination and use of quality data
task force and project appraisal and approval as well in corporate systems at project, programme and
as the use of standard templates are considered corporate levels.
mandatory. Boxes of different colours will include The following table provides an overview of the
specific procedures for each project category: Blue enhanced articulation of the project cycle, as well as
boxes refer to Technical Cooperation for Development needed rephrasing of project status labels in FPMIS.
projects, Red boxes refer to Emergency Response
projects, Green boxes refer to Joint Programmes, and
Grey boxes highlight contents which apply for all of
the above.
These main guidelines are supported by a Practical
Guidance (PG) manual7 which provides interested users
with additional clarifications and methodological support
for the management of each project cycle phase.

4
CD Corporate Strategy http://www.fao.org/capacitydevelopment/en/; IDWG on CD with learning modules http://intranet.fao.org/fao_
communications/idwgcd/training_learning_modules/
5
Emergency response projects are usually characterized by a short implementation period (12 months or less), large procurement components
for rapid distribution of agricultural inputs.
6
The monitoring and reporting framework presented in Phase 4 applies also to TCPs
7
The Practical Guidance Manual is under formulation. References made to this manual throughout the Project Cycle Handbook will be updated
and provided with specific hyperlinks as soon as it will be finalized.
8
Project Cycle guidelines and the Practical Guidance manual will be soon available on line in a dedicated corporate website.
 P r oj e ct cyc l e g u i d e 7

Table 1. Project Cycle Phases and FPMIS status

FPMIS status labels in the FPMIS status labels and the Corresponding Project Cycle Phases
old guidance new project cycle (harmonized)
1. Pipeline 1. Pipeline 1. Pipeline
• Idea • Identification • 1. Identification
• Active Pipeline • Formulation • 2. Formulation
• Final Consultation • Appraisal and Approval • 3. Appraisal & Approval
2. Ongoing 2. Ongoing 2. Ongoing
• Operationally Active • Operationally Active • 4. Implementation & Monitoring
• Activities Completed • Activities Completed • 5. Evaluation
3. Closed 3. Closed 3. Closed
• Operationally Closed • Operationally Closed • 6. Closure
• Financially Closed • Financially Closed

IV. Project Task Force (PTF)

Definition and scope Constitution of the PTF
The project task force is a management body The PTF is established by the PTF Chairperson
established for each of FAO field project/program (prospective budget holder) at the beginning of the
regardless of its nature (technical cooperation, Global project identification phase to ensure the involvement
Public Good9 or emergency) or geographic coverage of relevant units from the start and the preparation
(country, sub-regional, regional, interregional or of a concept note that reflects the project scope and
global). The PTF consists of representatives of FAO objectives. The basic principle for the appointment
units which areas of specialization are covered by the of the PTF members is based on geographic scope
project and which have an active role to play in the and related subsidiarity principle10.For projects
project development and implementation. Members implemented following National Execution Modality
of the PTF are designated by their respective units (NEX), the PTF will be constituted in collaboration
from among staff capacitated and experienced so as with the relevant national authority and will include
to respond to the project needs. The PTF members designated national officers/experts.
constitute the right skill mix for the project; they pool
their experience and expertise to work as a team
mandated with ensuring that the project is formulated
and implemented in a coherent and consistent
manner and complies with the Organization’s goals
and policies as well as with the provision of adequate
levels of technical, operational and administrative
support throughout the project cycle.

9
A global public good (GPG) is a good that has the three following properties : It is non-rivalrous. Consumption of this good by anyone
does not reduce the quantity available to other agents; It is non-excludable. It is impossible to prevent anyone from consuming that
good; It is available worldwide.
10
Responsibility is assigned as close as possible to the project, where expertise is available.
8 P roj ect cycle g u i de

Composition of the PTF

The composition of the PTF is described in the table below.
Table 2. PTF Composition

Type of Project Chairperson Members

National FAO Representative

Subregional Subregional Representative/Coordinator Project formulator, LTO, Funding
Liaison Officer, other relevant
Regional Regional Representative technical officers.
Interregional/Global Head of technical division

• The PTF chairperson is usually the future Budget • The Funding Liaison Officer (FLO) maintains
Holder. Formal designation of the budget holder is corporate relations with resource partners
done concurrently with the approval of the project throughout the project cycle: during identification
by the relevant Assistant Director General (ADG) and formulation phases he/she provides support for
according the designation of budget holder rules. resource mobilization and ensures that the Project
• The project formulator is in charge of preparing the Document and Funding Agreement meet the
project concept note, project document – including requirements of resource partners. The FLO
the original budget – and all other relevant prepares the Funding Agreement in collaboration
documentation under the supervision of the PTF with the Finance and Legal departments and
chairperson. In case the documents are prepared submits it for signature to the resource partner. He/
by an external consultant, the formulator could be she also prepares the Project Agreement based on
the FAO technical officer who is supervising the the FAO standard and submits them for signature to
consultant’s work. He/she is also responsible to the recipient government. During Implementation,
submit the project document to the she/he submits progress reports to resource
Interdisciplinary Technical Review (ITR) before partners and supports budget holders as required in
project formal appraisal. all areas of operations, including budget revisions.

• The Lead Technical Officer (LTO) ensures the

application of FAO technical standards and policies
during the project formulation and implementation.
The LTO is designated by the responsible authority
from DOs and/or the headquarters (HQ) based on
geographical proximity to the project (FAOR, SRC,
ADG/RR and head of technical divisions in HQ).
−− A HQ based LTO is administratively accountable
to his Division Director and must adhere to the
technical policies and standards of FAO (defined
by the Division).
−− In a DO, the LTO is administratively accountable
to the Head of the DO but maintains a
functional relationship with the HQ’s technical
division and must apply its corporate technical
policies and standards.
 P r oj e ct cyc l e g u i d e 9

Roles and Responsibilities of the The members of the PTF are responsible for: i)
PTF members providing technical, operational or administrative
The PTF chairperson should ensure that: i) work support to develop a project proposal from
schedules relating to project formulation and identification of an idea, to developing a concept
implementation are adhered to; ii) the project is note and drafting the project document; ii) advising
linked correctly to FAO’s Strategic Framework11; and support the chairperson on any issues that
iii) key documents are made available to all members they consider relevant for the smooth process of
electronically through FPMIS; iv) all members of formulation and implementation of the project in its
the PTF are duly informed of project status and are technical as well as general aspects; iii) ensuring, in
aware of their obligations in relation to the project; the event of their temporary absence, that names of
v) appropriate consultations are initiated in time alternates be communicated to the chairperson to
to resolve any issues that may arise in relation ensure continuous flow of information and support to
to the project; and vi) membership of the PTF is the project; and iv) informing the chairperson in case
continuously updated. of their changing status in relation to the project to
enable their replacement.
The PTF provides the full set of expertise needed
for the development and support of the project from
project identification to project closure, as is further
specified in each phase.

11
For projects operated by country offices, it is necessary to link projects in FPMIS at OR level. For all other projects, linkage at product/service
level is necessary
10 P roj ect cycle g u i de

PHASE 1 - IDE NTIFICATION

The mainstay of the Project Identification phase is the development of a Concept Note (CN) to ensure a
strategic fit between a project idea and the most relevant programmatic framework. The CN can also be a
helpful vehicle for resource mobilization.
The rationale is to respond to a specific problem or opportunity, leading to a suitable project concept
note. This phase also includes the endorsement of the latter up to the initial formalization of relations with
resource partners, as in the following steps:
1. IDENTIFICATION OF PROBLEM (OR OPPORTUNITY)
2. ESTABLISHMENT OF A PROJECT TASK FORCE
3. PREPARATION OF CONCEPT NOTE
4. APPRAISAL AND Formalization of relations with resource partners
5. ENDORSEMENT OF CONCEPT NOTE

Identification of a problem (and possible solutions)

In FAO’s context, project ideas are generated: Project ideas can originate from a range of institutional
sources, e.g. authorities in national governments
• to address a specific problem/need of Members
themselves (via requests of varying degrees of
and/or exploit opportunities to advance
formality); regional economic integration organizations
development goals and international cooperation in
and partner organizations including resource partners;
the food and agriculture sector at national, sub-
FAO staff in various locations; or a mix of these.
regional, regional or global levels; and
• to support the achievement of agreed outcomes, as
defined in Country Programming Frameworks and/
or Organizational Results.

United Nations Joint Programmes (UNJPs), based on the UNDG definition, form part of a common work
plan and budget that is implemented by government and/or other partners with the support of two or
more UN agencies. Countries may use many different approaches to identify areas that could benefit
from a collaborative approach between UN agencies in the form of joint programmes. The most common
approach is within the framework of the UNDAF and its Results Matrix. By following the Matrix, UN system
agencies identify where they should work together and ensure that any joint programme is firmly rooted in
national and country programme priorities. FAO contributes to the UNDAF process through the CPF.
Practitioners formulating FAO’s contribution to a UNJP need to be aware of the requirements and related
processes which are put in place during the identification, formulation and appraisal of UNJPs, both
at country level (in the UNCT) and in FAO itself (as member of the UNCT and participating agency in a
UNJP). A specific timeline showing how the FAO steps contribute to the UNCT steps is available here. The
rationale with which the timeline has been formulated is based on the assumption that FAO components
within UNJPs should be technically sound as in any other FAO project.
 P r oj e ct cyc l e g u i d e 11

Projects that are identified and formulated in an emergency context will be associated typically with one
of three levels of required response, which have been defined by the Inter-Agency Standing Committee
(IASC). Generally, each level is associated with specific administrative, managerial, communication and
resource mobilization procedures:
Level one refers to a response that can be managed and directed at the country level, level two at the regional
level and level three requires a global-level and/or organization-wide response. In a system-wide mobilization
each individual organization responds to the full extent of its global corporate capability through pre-
determined mechanisms, processes and procedures. Normally, an executive/Senior Management declaration
is required to formally activate these mechanisms on an extraordinary basis and for a limited time.
To expedite FAO’s response in inter-agency and global for a, a set of Standing Operating Procedures (SOPs)
have been developed . These are not generally project specific but define the processes that must be
followed to identify and formulate projects as efficiently and as effectively as possible, while adhering to the
corporate requirements and standards contained in this Guide.

Establishment of the Project Task Force addressed during the subsequent project formulation
phase. It is, however, clear that the more quality
The PTF is established by the project chairperson
upstream analysis goes into drafting of the concept
at the beginning of the identification phase of
note, the easier it will be to elaborate fully-fledged
the project cycle. This is necessary to ensure the
proposals later on.
smooth preparation of the concept note and project
formulation. Identification of the PTF chairperson is In order to develop a concept note, a standard
based on geographic proximity and/or type of project as template is available and needs to be completed
specified in the Introduction (Composition of the PTF). in FPMIS through the relevant country page. It can
be filled offline by downloading the template and
uploading it back into the system once finalized13.
Preparation of the Concept Note
In practical terms, the preparation and endorsement
The concept note helps to structure preliminary
of the concept note is a mandatory step for:
analysis of the relevance, feasibility and
sustainability of the future project and to facilitate • creating a pipeline entry in FPMIS;
broader consideration within FAO. At this stage • ensuring that information gathered through the CN
high level preliminary assessments of aspects that is later on used in project documentation, avoiding
could affect the sustainability of results such as double data entry.
capacity development, gender analysis and socio-
cultural considerations12 should be conducted. The posting of a project concept note into the
The Logical Framework Approach (LFA) should appropriate FPMIS module allows for consistency
be used to support this analysis. Guidance on of approach in pipeline management within the
how to undertake the analysis for both Technical Organization and sharing of key information with other
Cooperation (including emergency preparedness FAO staff who may be directly involved. It can also
and transition to development projects) and be drawn upon by resource partners or by external
Emergency Response projects can be found in the and internal auditors and evaluators when seeking
Practical Guidance manual. For the environmental to review upstream project preparation activities as
implications of the project please follow the FAO’s part of their mandate to assist with quality business
Environmental Impact Assessment (EIA) Guidelines processes and identifying lessons learned.
and the step-by-step guide. The concept note is prepared by the project
Field programme practitioners are encouraged to formulator with the support of the other members
apply this type of analysis as early as possible, while of the Project Task Force (PTF), in particular the
taking into consideration constraints of time, the Lead Technical Officer for technical content and the
human resources available and specific contexts. PTF chairperson for overall guidance and quality
Missing elements would in any event need to be assurance, and in consultation with the government,
civil society and other relevant stakeholders.

12
Gender-sensitive stakeholders analysis, stakeholders/ strategies analysis taking into account vulnerable people including people living with HIV/AIDS,
environmental impact assessment
13
For technical instructions on how to create a new concept note please click here.
12 P roj ect cycle g u i de

Rural Employment (ESW) division for getting

The completion of an FAO project concept note early advice on integration of the UN country
in FPMIS is mandatory for all projects. For those programming principles. It should also be
projects that must be identified using a Resource assessed by a Natural Resources officer, at HQ
Partner Concept Note format (e.g. GEF, OCHA/ or at decentralized level, who will validate the
CHF), an extended concept note will be made Environmental Category it falls under, based on
available in FPMIS in consultation with the the procedures detailed in the EIA Guidelines.
relevant business unit.
−− For regional, sub-regional and national
projects, the review of the concept note will be
undertaken by the Multidisciplinary Team
For UN Joint Programmes: Once two or more UN (MDT). In order to ensure adequate skills mix,
agencies have decided to contribute to a United the PTF chairperson will involve other experts in
Nations Development Assistance Framework the technical disciplines (at HQ or in DOs)
(UNDAF) output by implementing a joint which are not represented within the MDT.
programme, an initial UNJP proposal (or concept
−− For global and interregional projects, the PTF
note) is drafted at the country level. At this point,
chairperson will submit the CN to relevant
the FAOR should establish FAO’s own internal
divisions at HQs as well as staff in DOs
PTF, which will be tasked to prepare a concept
concerned by the substance of the project.
note, according to the FAO standard format and in
The review does not require formal meetings and can
relation to FAO’s specific component. The UNJP
be carried out electronically. It should normally be
overall proposal must be attached. The concept
conducted within five working days using a specific
note helps to structure preliminary analysis of
checklist14 (see the template for peer review of CN).
the relevance, feasibility and sustainability of the
identified FAO component within the UNJP. • The appropriate funding liaison officer then checks
that good opportunities for resource mobilization in
support of the project exist and will advise accordingly.
Appraisal of the Concept Note
Appraisal of the concept note is a peer review, in
order to identify possible areas of collaboration and If the concept note meets standard quality
synergies within the organization and to ensure that criteria but resources for further development of
the proposal is worth pursuing. This process varies the project are not identified yet, the FLU will
according to the type of project proposal as follows: continue to explore possibilities for financing
and inform the PTF in due course on the
• Projects to be funded through flash appeals or GEF requirements of potential resource partners.
will not be subjected to FAO concept note appraisal,
since these project proposals must follow the
After the above mentioned steps have been com-
external quality assurance processes concerned.
pleted, the project formulator finalizes the concept
• For all other projects, including UNJPs, the note and loads it into FPMIS. FPMIS carries out an
following steps apply: automatic screening to ensure that the form has
−− The CN should be sent by the project formulator been adequately filled. The PTF chairperson is then
for peer review to the units that have a potential able to endorse it and start the preparation of the
role to play in the subject matter(s) concerned, Project Document (PD).
including HQ departments and DOs in order to
get feedback and eventual additional inputs For UN Joint Programmes: The FAO concept note
from across the organization. It is recommended should provide the basis for FAO contribution to
that the CN should always be reviewed by the the drafting of the UNJP document. The revised
Office of Knowledge Exchange, Research and standard format for the UNJP document has been
Extension (OEK) and the Gender, Equity and approved by the UNDG in 2008 and is common for
all UNCTs.

14
The checklist will be available soon in FPMIS
 P r oj e ct cyc l e g u i d e 13

Endorsement of the Concept Note

It is the responsibility of the PTF Chairperson, to consultation with the ADGs of the relevant technical
endorse the concept note electronically in FPMIS. departments, who may delegate responsibilities further
This will automatically generate a pipeline record as required.
in “Formulation”. All members of the PTF, as they
If an already elaborated project proposal is submitted
appear in FPMIS, will be notified of this via email.
to FAO from a resource partner or potential recipient
If the concept note has been formulated in response government, the PTF chairperson is responsible for:
to an official government request, then the PTF
• conducting a preliminary in-house assessment of
chairperson should inform the government(s) that:
the relevance, feasibility and sustainability of the
• FAO has developed and appraised positively the project against the standards defined in the FAO
concept note; Appraisal Checklist;
• FAO will pursue elaboration of a full-fledged project • extracting from the project document the elements
document based on the concept note and seek to required to enter the concept note in FPMIS;
confirm agreement from resource partners.
• entering and endorsing the project concept note in
For projects dealing with the development and
FPMIS, triggering its immediate change of status
implementation of international norms and standards
from ‘Identification’ to ‘Formulation’.15
and/or governance of Global Public Goods, notification
of endorsement of the project concept note must be Should issues or questions arise within FAO as to
addressed to counterpart(s) as necessary. Follow-up the appropriate operating unit of the project under
should then be arranged by the Assistant Director development, it is the role of the ADG/TC and ADG/RR
General of the Technical Cooperation (ADG/TC), in to arbitrate depending on the nature of the proposal.

Figure 1. Concept Note Work Flow

steps responsible officer

Preparation of the CN Project formulator

Peer Review of the CN MDT officers and other representatives of technical

divisions not represented in the MDT for all
substantive issues which are relevant for the project
Technical divisions’ officers as well as DOs
officers relevant for the project
— Applies
­ to regional,
Review of resource mobilization sub-regional and
Funding Liaison Officer
opportunities national projects
— ­Applies to global and
interregional projects
The CN is finalized and uploaded Project formulator — ­Applies to both
into FPMIS

Endorsement of the CN PTF chairperson:

RR/SRC/FAOR or a delegated officer
Head of the technical division/service or delegated officer

15
Even in the case of a fully –fledged proposal received from other sources, the concept note must be prepared for two main reasons: i. for
oversight and accountability purposes, to ensure the same degree of rigour in assessing the proposal as that put in project concept notes relating
to ideas originating within FAO; ii) to enable orderly entry into the corporate pipeline module and wider systems (FPMIS, Oracle, Data Ware
House) and ensure adequate follow-up by all units concerned.
14 P roj ect cycle g u i de

CONCEPT NOTE TEMPLATE (Recommended maximum length: 5 pages)

Project / Programme Title:      

Country(ie)/Region(s) of implementation
or indicate Global

Preliminary Environmental Impact Assessment A B C

Category
Estimated Budget
or range between       and
(one of the two is mandatory)
Year      
Possible start date Estimated Duration (months)      
Month      
1. BACKGROUND

1.1 Contribution to country-level programming frameworks (national, UN, and/or FAO)

a) Please identify an outcome in at least one of the programming frameworks listed below to which the proposed
action will contribute (at least one of the three is mandatory).
National Development Outcome(s)      

UNDAF Outcome      

Country Programming Framework (CPF) Outcome      
b) Explain how the proposed action will contribute to the results listed above.

     

1.2 Contribution to FAO’s Strategic Framework

a) Please identify at least one corporate result to which the proposed action will contribute.

Organizational Result      

Organizational Result      

Organizational Result      

Regional Result (if relevant)      

Regional Result (if relevant)      

Regional Result (if relevant)      

b) Explain how the proposed action will contribute to the results listed above.

     
 P r oj e ct cyc l e g u i d e 15

Project / Programme Title:      

Country(ie)/Region(s) of implementation
or indicate Global

1.3. Comparative advantage

Describe in what ways FAO is well placed to undertake this action. Refer to the Organization’s core functions and the
work carried out by other actors in the country(ies), sub-region, region(s) or globally.

     

2. SUMMARY OF PROPOSED ACTION

2.1 Problem to be addressed
Describe problem(s) identified during the preliminary and participatory problem analysis which the proposed action
aims to resolve. Include any reference to relevant evaluation recommendations.

     

2.2 Summary of the Proposed Strategy

Briefly illustrate how the problem(s) described above will be addressed.

     

2.3 Expected results

Describe the results, identified during preliminary analysis, which the proposed action will achieve.

a) Expected outcome

     

b) Expected outputs

     

2.4 Participants and other stakeholders

a) Stakeholders benefiting from proposed action

Describe which individuals/groups/organizations which stand to benefit the most from the implementation of the
action, ensuring that this description is disaggregated according to gender criteria.

     

b) Stakeholders negatively affected by proposed action

Describe which individuals/groups/organizations may be negatively affected by the action.

     
16 P roj ect cycle g u i de

2.5 Potential risks

Indicate the main potential risks which could hinder the achievement of the expected results, and possible mitigating
action.

     

2.6 Sustainability of the proposal

Briefly describe how sustainability of results after completion will be ensured and specify the institutional partners
that will contribute to this. Consider key sustainability factors such as: Capacity Development, Gender Equality,
Environmental Sustainability, Human Rights-Based Approaches (including Right to Food, Decent Work), financial/
economic sustainability and technological sustainability.

     

2.7 Synergies
a) Synergies with FAO projects/programmes

If relevant, explain how the proposed action would complement, benefit or build on other existing related projects/
programmes led by FAO, indicating the projects’/programmes’ project symbol

     

b) Synergies with other actors’ initiative

If relevant, explain how the proposed action would complement, benefit or build on existing related initiatives led by
other actors.

     

3. IMPLEMENTATION ARRANGEMENTS
3.1 Potential Implementation Modality16
National Execution (NEX)
National Execution with FAO implementation of certain Project Components (NEX with DIM)
Direct Execution (DEX)
Direct Execution with Government implementation of certain Project Components (DEX with NIM)
3.2 Partner(s)
List the institutions and organizations with which FAO is likely to collaborate in carrying out the proposed action and
their likely role.
Partner Partner’s role
           

           

16
See table 3 in page 21
 P r oj e ct cyc l e g u i d e 17

3.3 Prospective Resource Partner(s)/Funding Source(s)

If potential resource partners have been identified, please indicate them below.

Resource Partner/
Funding Source Funding Agreement Indicative Amount ($)
Funding Mechanism

                       

                       

                       

                       

3.4 Project Task Force
Role Unit Officer
PTF Chairperson select one select one
Project Formulator select one select one
Lead Technical Officer select one select one
Funding Liaison Officer select one select one
18 P roj ect cycle g u i de

Template for Peer review of Concept Note

Date of review:

Criteria Comments and recommendations

Alignment and Strategic Fit

Is the project alignment to the expected outcomes of

the Country Programming Framework (CPF), UNDAF
and Regional and Sub-Regional strategic documents
sufficiently detailed?
Are synergies demonstrated between the proposed
project and other FAO activities/existing national
development projects/ programmes?

Is the project’s contribution to a specific OR adequate?

Are the expected results clearly formulated in response

to the problems to be solved?

Comparative advantages

Are FAO’s strengths/comparative advantages adequately

considered?
Can further areas of synergy within FAO (within and
across strategy teams) be found to improve the quality
of the subsequent project design?
Are there specific suggestions to facilitate further
project formulation and design such as good practices,
technical approaches, communication activities, FAO
expertise, etc.?

Human Rights Based Approach

To what extent does the project contribute to achieving

human rights, especially the right to adequate food, in
accordance with international standards and based on
the Right to Food Guidelines adopted by FAO in 2004?
Has the stakeholder analysis taken into account the
most vulnerable people including people living with
HIV/AIDS?
Have the employment effects (positive or negative)
been assessed as well as the employment-related
opportunities, risks and constraints (e.g. availability of
labour supply)?

Gender Equality

Has a gender-sensitive stakeholder analysis been carried

out, addressing relative roles of men and women,
indigenous people, institutional dimensions, etc.?
 P r oj e ct cyc l e g u i d e 19

Capacity Development

Are the three dimensions of capacity development

(i.e. policy enabling environment, organizations and
individuals) adequately addressed?17

Environmental and Social Sustainability

Has the Initial Environmental Review (IER) been

performed? Does the IER adequately explain the
Environmental category of the project?
Have adequate measures been taken in Category A or
B projects in order to gather additional information for
environmental and social analysis or impact assessment
respectively?
Will the technology to be introduced/used by the project
be appropriate and compatible with the prevailing socio-
economic and cultural context?
Other comments

Name and Unit of reviewers

17
http://www.fao.org/capacitydevelopment/en/
20 P roj ect cycle g u i de

PHASE 2 - PROJECT FORMULATION

During the Project Formulation phase, all the necessary inputs are defined to ensure a complete
operational, administrative and legal framework for project implementation. Based on the concept note,
a fully fledged project document is developed and is submitted to a resource partner for support.
This phase includes the following steps:
1. REVIEW AND CONFIRMATION of FULL Project Task Force
2. Identification of Project Implementation modality
3. STANDARD project documentation
Project Document – Project Agreement – Funding agreement

When the Project Concept Note has been endorsed, The table below shows how different combinations
the Project Task Force (PTF) is responsible for the of implementation modalities are possible under
preparation of the full project document and agreement(s) both execution modalities (DEX and NEX). Before
under the coordination of the PTF chairperson. establishing whether a project will be developed under
a NEX/NIM arrangement, it must be ascertained
Modalities for Project Execution that the selected Government entity has adequate
and Implementation capacity and is committed to carrying out the project,
as determined by a previous “implementing partner
At this stage, it is necessary to establish who (FAO assessment”. For further guidance see the Practical
or Government) will execute the project. Project Guidance manual.
execution entails overall ownership and technical and
fiduciary accountability for the achievement of agreed
results. Until now, the standard modality for carrying
out FAO’s technical cooperation activities worldwide is
Direct Execution (DEX) by FAO. However, within the
context of UN reforms18 FAO is committed to moving
towards national execution by the Government to the
extent possible.
It is also necessary to establish who (FAO or
Government or NGO/CSO) will implement the various
components of the project and assume technical and
fiduciary accountability for the achievement of agreed
results regarding a specific project component.

18
General Assembly Resolutions 59/250 (2004) and 62/208 (2007) – endorsed by the FAO Conference Resolutions 13/2005 and 2/2007
 P r oj e ct cyc l e g u i d e 21

Table 3. Project Modalities 19

EXECUTION IMPLEMENTATION20 ACCOUNTABILITY/PROCEDURES

DEX: FAO • FAO purchases goods and services following its own
corporate policies and procedures.
FAO is technically
and fiduciary GOVERNMENT • Government is substantively and fiduciary accountable
accountable for the to FAO for the achievement of results in project
achievement of all (referred to as NIM-National
components assigned for its implementation.
expected project Implementation)
• Government purchases goods and services following its
results.
own (FAO acceptable) rules and procedures.
• Letter of Agreement (following MS 507) between FAO
and Government, FAO NEX/NIM Guides and HACT21
may apply.
NGO/CSO • NGO/CSO is substantively and fiduciary accountable to
FAO for the achievement of results in project
components assigned for its implementation.
• NGO/CSO purchases goods and services following
internationally acceptable rules and procedures.
• Letter of Agreement between FAO and NGO/CSO, FAO
NEX/NIM Guides and HACT may apply.
NEX: FAO • FAO is technically and fiduciary accountable to the
Government for the achievement of results in project
Government is (referred to as DIM-Direct
components assigned for its implementation.
technically and FAO Implementation)
fiduciary accountable • FAO purchases goods and services following its own
for all expected corporate policies and procedures.
project results. • FAO NEX Guides and HACT apply
GOVERNMENT • FAO provides substantive technical advice to the
Government during the whole project cycle, from
formulation to evaluation.
• Government purchases goods and services following its
own (FAO acceptable) rules and procedures.
• FAO NEX Guides and HACT apply
NGO/CSO • NGO/CSO is substantively and fiduciary accountable to
the Government for the achievement of results of
project components assigned for its implementation.
• NGO/CSO purchases goods and services following
internationally acceptable rules and procedures.
• FAO NEX Guides and HACT apply

Formulation of project documentation • The Project Document draws further on the

application of the Logical Framework Approach
The following documents serve not only as the basis
expanding on the description of the context, the
for planning, implementation and monitoring during
problem(s) to be solved, inter-stakeholder dynamics
the project lifetime, but also permit to take into account
and FAO’s comparative advantage in its
key fiduciary, legal and accountability aspects inherent
interventions. It is normally produced in two
to the organization’s work:
progressive and mutually supportive stages:

19
Terminology based on recommended harmonized terminology in the JIU report/2008/04 on National Execution of Technical Cooperation Projects
20
While the Executing Agency is a sole entity, there may be many Implementing Agencies in a given project, i.e. each one implementing different
project components.
21
Specific guidelines on the Harmonized Approach to Cash Transfers to Implementing Partners (HACT) are available in the Guidance Note on HACT.
22 P roj ect cycle g u i de

−− Analysis Government Cooperative Programme (GCP) and

−− Planning (i.e. the translation of analytical findings Unilateral Trust Fund (UTF) projects is available at
into the necessary building blocks of the project). the end of this phase.

Project formulators should adhere to the generic • The Funding Agreement (between FAO and
template for the project document to be used in the resource partner) is project specific and
conjunction with various supportive tools. However, negotiated with resource partners by the
responsible FLU, i.e. either the Resource
due flexibility and discernment should be exercised
Mobilization and Operations Support Service
depending on the relative degree of complexity of
(TCSR) or the Emergency Operations and
project objectives and planned activities.
Rehabilitation Division (TCE). In cases where a
• The Project Agreement (between FAO and the General or Cooperation Agreement22 exists, the
recipient government) describes the respective Funding Agreement may take the form of a simple
obligations and responsibilities of the recipient exchange of letters between FAO and the partner.
government and the Organization, during TCSR is responsible for FAO’s liaison with resource
implementation of the specific project. In the case partner governments or financing institutions and
of Unilateral Trust Fund projects, the Project should be consulted regarding the applicable
Agreement serves also the purpose of a Funding formats.
Agreement. A Project Agreement template for

For United Nations Joint Programmes (UNJP), a  UNDG standard format enables UN organizations
and  partners to implement harmonized, results-focused joint programmes with a minimum of
documentation. The ensuing document includes the overall UNJP results framework , workplan  and
budget, its relevance and significance, its contribution to national priorities and international commitments,
the results expected to be achieved, intended participants, resource partners and implementing partners.
While the UNJP documents vary in size and depth, they normally do not contain enough information to
guide the implementation of the FAO component(s) within the JP. For this reason, based on the UNJP
document, the PTF should develop a succinct description of the FAO component(s) including the applicable
FAO-specific results framework, related budget and technical/operational/institutional support arrangements.
It is not necessary to formulate a distinct FAO stand alone full project document for the FAO component
of a Joint programme.  However, a brief ‘FAO Component Description’ covering specific FAO responsibilities
within the UNJP must be prepared.
A UNJP FAO component standard template includes the following information:
1. Basic information on the project including proposed environmental assessment category
2. Implementation and management arrangements for FAO
3. Oversight and monitoring arrangements.
4. The logical framework relating to the components for FAO Implementation (to be extracted from the JP
document if detailed enough to support operations, otherwise, to be formulated in full)
5. Related FAO workplan
6. Related FAO budget
In addition, sections 4, 5 and 6 need to be uploaded into FPMIS.

22
This is signed by FAO and the resource partner and contains the key concepts and conditions governing collaboration. Individual funding or
resource partner agreements are guided by these general agreements which may indicate specific thematic preferences and geographic
priorities for resource partner’s support and describe cooperation as well as funding modalities (e.g. projects negotiated and funded on a
case-by-case basis, or as a programme with annual allocations, frequency of official meetings, reporting arrangements, use of special accounts
such as General Income Account, GINC, interest account, etc.). General or Cooperation Agreements currently in effect, as well as other relevant
guidelines applicable for specific resource partners, are posted in the FPMIS for consultation by project formulators.
 P r oj e ct cyc l e g u i d e 23

PROJECT DOCUMENT TEMPLATE23

PROJECT DOCUMENT STRUCTURE

The project document should not exceed 25 pages including appendixes.
Additional documents could be included as numbered annexes)

Cover Page
Table of Contents
Acronyms

SECTION 1 - RELEVANCE (strategic fit and results orientation)

1.1 GENERAL CONTEXT
Rationale
FAO’s Comparative Advantage
Participants and Other Stakeholders
Lessons Learned from past and related work, including Evaluation
Links to National Development Goals, Policy and Legislation and FAO’s Strategic Objectives
1.2 EXPECTED RESULTS
SECTION 2 – FEASIBILITY (fundamental dimensions for high quality delivery)
2.1 ENVIRONMENTAL IMPACT ASSESSMENT
2.2 RISK MANAGEMENT
2.3 WORKPLAN
2.4
IMPLEMENTATION AND MANAGEMENT ARRANGEMENTS
Institutional Framework, Partnerships, Information Management and Knowledge Sharing and Coordination
Budget and inputs of partners
Procurement
Technical and Operational Support
2.5 MONITORING AND REPORTING
2.6 COMMUNICATION
2.7 PROVISION FOR EVALUATION
SECTION 3 – SUSTAINABILITY OF RESULTS
Appendices
Results Matrix
Workplan
Budget
Risk Matrix24
Procurement Plan
All Appendices – with the exception of the procurement plan – must be formulated in FPMIS according to the
related guidelines detailed in the FPMIS instructions manual and then exported from FPMIS to the project
document. Additional annexes may be required to provide technical specifications and/or support project
rationale or subsequent implementation. Project formulators should use their best judgement for this.

23
Applicable to both Technical Cooperation for Development projects and Emergency Response projects; does not apply to TCP and Telefood
projects, or to Associate Professional Officer (APO) posts.
24
Risks Matrix will be available soon online in FPMIS.
24 P roj ect cycle g u i de

GUIDANCE ON CONTENTS

Cover page
Project Title: Project symbol:

Recipient Country/ies: Resource Partner:

Government / other counterpart(s):

Expected EOD (Starting Date)

Expected NTE (End Date)

Contribution to FAO’s a. Strategic Objective/Organizational Result

Strategic Framework: b. Regional Result/ Priority Area
(Indicate as appropriate)25 c. Country Programming Framework Outcome

Environmental Impact Assessment Category: A B C

(Please consult FAO‘s EIA Guidelines)

FAO Budget (or contribution): Total Budget:

Executive Summary
Provide essential information about the project in a straightforward and concise narrative style, including
the context, rationale, management structure and expected outcome(s). Whenever possible, partnership
arrangements and contributions to a specific national programme should be highlighted. The executive
summary should be about half page in length.

25
For projects operated by country offices, it is necessary to link projects in FPMIS at OR level. For all other projects, linkage at product/service
level is necessary
 P r oj e ct cyc l e g u i d e 25

SECTION 1 – RELEVANCE
1.1 GENERAL CONTEXT the government, participants, stakeholders, other UN
This opening section is to present key contextual agencies and resource partners when relevant and
elements and the problem(s) that the project will be required. In particular:
addressing and a brief overview of the physical, social, a. Clearly describe the problem(s) that the proposed
political, programmatic and economic context within project will address, including history and causes
which the project will operate. It should draw on the as well as capacity (or lack thereof) issues.
most recently available data and lessons learned. The problem analysis should be done ensuring
An underlying theme should be “national stakeholders’ participation and taking into account
ownership” of the project results and implementation specific constraints related to gender equality,
approaches. By ensuring national ownership of a capacity, rural employment dimensions, Right to
project and alignment with national priorities, the Food and environment and social sustainability.
likelihood of sustainable results is increased. b. Explain why the government(s) requires external
support to address the problems/issues; why it is
1.1.1 Rationale needed in the specific location(s) and timeframe;
This is based on various analyses (problem, and what the consequences would be in the
stakeholders, results and strategies) previously carried absence of the project.
out according to the LFA and in collaboration with

In an emergency response context, the government declares a state of emergency and might request
international assistance. In some exceptional cases, a government’s formal request may not have been made
and FAO may be planning to intervene with partners under the International Humanitarian Principles.
These need to be described as relevant. It should be noted that all needs/situation/problem assessments
need to take into account underlying livelihoods and forms of access to food disaggregated by sex and age.
In emergency response contexts, this type of analysis is generally conducted jointly by UN System agencies;
and only in exceptional cases it is carried out by FAO alone. Further guidance on specific aspects of problem
and needs assessment is provided in the ‘Practical Guidance’ manual.

1.1.2 FAO’s Comparative Advantage 1.1.3 Links to National Development Goals and
FAO’s Strategic Objectives
Describe how FAO’s comparative advantages26 make
the Organization best placed, among others to execute Describe related government goals, as defined
and / or implement the project and deliver quality and in national planning documents, United Nations
timely results. In demonstrating the relevance of the Development Assistance Framework (UNDAF),
comparative advantages for the success of the project, Poverty Reduction Strategy (PRS) or national
consider FAO’s length and breadth of experience in the investment plans. Articulate also how the project
country/ies and / or global forums concerned and the will relate to FAO-government outcomes/areas
interplay of this knowledge with the unique technical of work as reflected in the Country Programme
expertise FAO offers. Framework (CPF) or other documents. If more than
one country is involved, a brief justification may
highlight FAO’s capacity to serve all countries taking
account of respective national development goals.
Recall the Strategic Objective, Regional Result and

26
FAO’s comparative advantages are currently defined as: 1. Authority and status as a global intergovernmental organization, 2. FAO as an honest
broker, 3. Unparalleled information source and institutional memory, 4. Broad networking capacity with Members and other partners, 5.
Decentralized capabilities, 6. Professional and multidisciplinary staff, 7. Capacity
26 P roj ect cycle g u i de

Organizational Results as indicated on the project SECTION 2 – FEASIBILITY

cover page. Indicate what legislation is pending or
proposed or what legislation will be needed to enhance 2.1 ENVIRONMENTAL IMPACT
the project impact. ASSESSMENT
Based on the Category assigned in the concept
1.1.4 Participants and other Stakeholders note, design and incorporate appropriate prevention,
Describe which beneficiaries/ stakeholders (individuals/ mitigation, management and monitoring measures
groups/organizations) stand to benefit the most from in order to avoid potential environmental and social
participating in implementation and which may be impacts as detailed in FAO’s Environmental Impact
negatively affected; how they have been involved, and Assessment.
disaggregated according to gender criteria.
2.2 RISK MANAGEMENT
1.1.5 Lessons Learned from past and related work, During project design, it is important to identify and
including Evaluation assess risks and allocate time and other resources
Demonstrate how lessons learned from other FAO to manage them through monitoring and mitigation
projects have been drawn upon. Project evaluation measures. A risk management matrix – which will be
reports should be valuable sources for this (indicate updated during the implementation phase – is available
relevant projects by their title and symbol). Consider in FPMIS and also provided in the Appendix III of
mentioning lessons learned from other projects the project document. Specific guidelines on how to
implemented by UN partners and civil society, conduct a risk assessment in alignment with FAO risk
if possible. corporate strategy are defined in the Practical Guidance.

1.2 EXPECTED RESULTS 2.3 WORKPLAN

Summarize the results (impact, outcome, outputs) The workplan is to be included in Appendix IV of
described in the Results Matrix in Appendix I of the the project document. Activities need to be detailed
project document.�27 specifying the timeframe and responsibility for their
completion. Further guidelines are defined in the
‘practical guidance’ manual.

2.4 IMPLEMENTATION AND MANAGEMENT

ARRANGEMENTS
While the previous sections would have defined “why”
the project is needed and “what” the project is going
to do, this section should describe “how” the project
will do it.

2.4.1 Institutional Framework, Partnerships

Information Management and Knowledge Sharing
and Coordination
Key partners involved and responsible for project
implementation in addition to FAO, namely:
resource partner(s), recipient government(s) at
central and local levels, should be indicated.
Based on assessment by implementing partners
of other participating organizations, an overview
of their roles and responsibilities should be given.
These should specifically indicate whether the

27
For further guidance on the formulation of the matrix, please consult the detailed guidelines in the Practical Guidance manual. Please note that
the Results Matrix should be completed in FPMIS as the first step, i.e. before the Project Document is elaborated and not as an after-thought.
 P r oj e ct cyc l e g u i d e 27

project implementation arrangements imply on PSC29 needs to be consulted and adhered to.
Government Execution of the Project or Government
In order to avoid under- or over-budgeting, assess
implementation of certain project components,
carefully the estimated cost of each input, taking
indicating which they are. The partners with
into consideration possible additional costs such as
experience in dealing with these participants should
be actively involved, as well as other groups which may medical examination, visa, transportation, casual
stand to “loose” from the project. labour, etc.

A project may require the establishment and support Provide the amount of the project budget and indicate
throughout the project timeline of a coordinating the contribution of the project partners including
mechanism such as a steering or advisory committee governments, co-financiers, if applicable.
to facilitate and monitor involvement of participating • Government
organizations. A short description of the composition −− Describe conditions that the government needs
and functions of such a committee as well as its to put in place prior to the commencement of
need of coordination support should be included.
activities to ensure smooth project
Organizational relationships should be presented
implementation.
through an organigramme in an annex. It may also be
pertinent to explain how the project can strengthen −− Describe the inputs that the government
cross-sectoral collaboration. commits to providing in kind (facilities,
resources and services) or financial resources to
To serve its mandate, FAO’s activities comprise of
ensure timely and effective implementation of
ensuring information is put within the reach. It should
be ensured that all information produced during the project. This may include office space,
the project is collected, analysed, disseminated and equipment, staffing, coordination and leadership
archived properly as well as it is available beyond functions (National Project Director, Steering
the project cycle28. Specific guidelines on publishing Committee, etc.), customs clearance for
are available via the FAO Web Guide. All knowledge equipment, clearance of international personnel,
products (publications, videos, presentations, images, etc. (as well as full funding in the case of UTF
etc.) in all available official languages need to be projects). In projects where participants are
appropriately shared and preserved through FAO’s expected to provide a contribution in order to
repositories or other appropriate channels. benefit from the project’s outputs, the modalities
A comprehensive information management and should be explained, and if needed, further
knowledge sharing strategy should also be developed in elaborated in a separate annex.
order to effectively disseminate information and increase • Resource partner(s)
the visibility of project activities and results. This includes Identify clearly the resource partner(s) and what
ensuring regular assessments of the work being carried
they are providing through FAO to implement this
out, capturing of lessons learned and good practices,
project30. This information needs to be monitored
participation and engagement through knowledge sharing
and updated throughout the lifecycle of the project.
networks and communities of practice.
In the case of Regular Programme funding, identify
2.4.2 Budget and inputs of partners FAO’s input. Discuss any subcontracts or Letters of
Agreement that are envisioned for project
In delivering projects funded by extra-budgetary
implementation. Other items may be: operating
contributions, FAO incurs various administrative and
expenses, duty travel, possible security provisions31,
operational support costs in order to facilitate project
delivery. Therefore, in developing the project budget, it and any other inputs from the resource partner.
is important to consider the Project Support Cost rate When co-financing arrangements are envisaged
concerned. FAO’s policy on PSC is to fully recover such with other resource partners, this section should
costs from projects. FAO’s Information note and policy explain the inputs that will be provided.

28
http://www.fao.org/docrep/014/am859e/am859e11.pdf
29
Available at: https://extranet.fao.org/fpmis/docs/278308
30
Please refer to the paragraph on budget revision in the Implementation phase.
31
Please refer to Administrative Circular 2003/18: “FAO Field Security Policy” and “Minimum Operating Security Standards (MOSS)” available
from the Intranet and FPMIS.
28 P roj ect cycle g u i de

UNJPs: envisaging the use of the Harmonized Approach to Cash Transfers to Implementing Partners
(HACT). HACT is the common operational framework for transferring cash to government Implementing
Partners and was adopted initially by UNDP, UNICEF, UNFPA and WFP pursuant to the UN General
Assembly Resolution 56/201. FAO and other Specialized Agencies have agreed to adopt HACT at the UNDG
meeting on 24 April 2008. The overall rationale for this approach is to contribute to reduced transaction costs
for national implementing partners, and to increase UN Agencies’ focus on strengthening national capacities
for financial management, programme and project implementation and accountability.
If the use of HACT is envisaged for a project/programme, the budget holder must take the preliminary steps
during project formulation to ensure timely clearance for this approach is obtained, following the FAO Guidance
Note on HACT. Partner UN Agencies and Implementing Partner (s) should be contacted and involved.

2.4.3 Procurement Procurement Plan

Careful procurement planning32 is necessary for Budget Holders should, to the extent possible, draw
securing goods, services and works in a timely up an annual procurement plan for major items which
manner, on a “Best Value for Money” basis, and in will be the basis of requests for procurement actions
accordance with the Rules and Regulations of FAO. It during implementation (cf. the Practical Guidance
requires analysis of needs and constraints, including manual for more details).
forecast of the reasonable timeframe required to The plan includes a description and quantities
execute the procurement process. of the goods, works or services to be procured,
Procurement and delivery of inputs in technical estimated budget and source of funding, schedule
cooperation and emergency assistance projects follow of procurement activities and proposed method of
FAO’s rules and regulations for the procurement of procurement. It should consider, as far as possible,
supplies, equipment and services (available in the grouping together items with similar specifications,
FAO Procurement Intranet page, Manual Sections 502 deadlines and destinations from different projects.
and 507). If substantial or complex procurement is In situations where exact information is not yet
envisaged, it is recommended to contact the Chief of available, the procurement plan should at least contain
the Procurement Service (CSAP) for specific advice or reasonable projections that will be corrected as
support on how to adequately plan procurement action. information becomes available.

Manual Section 502: “Procurement of Goods,

Works and Services” establishes the principles and For Emergency Response projects, upon
procedures that apply to procurement of all goods, initiation of an emergency, the Budget Holder
works and services on behalf of the Organization, in together with the relevant Technical Services as
all offices and in all locations, with the exception of appropriate should establish to the extent possible
the procurement actions described in Appendix A – a Procurement Plan that will include the budget
Procurement Not Governed by Manual Section 502. for goods and services required, final destinations
and estimated required delivery schedules and
Manual Section 507 establishes the principles and
quantities. Procurement Plans may be established
rules that govern the use of Letters of Agreement (LoA)
for shorter periods of time as dictated by the
by FAO for the timely acquisition of services from
nature of the Emergency Project or Programme
eligible entities in a transparent and impartial manner,
and updated/modified regularly as additional
taking into consideration economy and efficiency to
information is received.
achieve an optimum combination of expected whole-
life costs and benefits (“Best Value for Money”).

32
More details on procurement planning can be found at http://intranet.fao.org/csd/procurement/information_on/procurement_planning/
 P r oj e ct cyc l e g u i d e 29

2.4.4 Technical and Operational Support • FAO’s operational and administrative support
• FAO’s technical support arrangements arrangements

−− Mechanisms need to be defined in relation to −− Responsibilities and reporting lines within the
the type of technical support required, which project and with regard to national coordination
could range from direct supervision by a units should be clarified, as well as oversight
technical officer to the subcontracting or hiring mechanisms involving the project team and the
of local or international expertise that would partner organization. The cost for this internal
operate under the supervision and/or guidance management and administrative support within
of the technical officer. Most projects will require the project must be assessed and included in
a mix of international expertise, that can only be the budget.
provided by FAO technical officers, as well as −− Operational support to the project is generally
expertise that can also be found at national provided under the overall oversight of the
level. The involvement of local national Budget Holder, through the Field Programme
organizations as implementing partners for Support Network (FPSN) who monitor
technical support is encouraged, wherever operations at portfolio level at subregional,
possible, in order to contribute to building regional and global levels, mainly for Delivery
national capacities, as well as in relation to performance and reporting obligations and who
possible cultural sensitivities. can notify Budget Holders when individual
projects would appear to be nearing or have
−− All projects should envisage technical
entered certain critical points in operations: i.e.
backstopping, supervision and support visits by
in terms of financial performance such as no or
the technical officer(s) concerned, and assess
low delivery and reporting obligations such as
the related cost. The location from where the
progress report required.
technical support will primarily be provided
(normally the FAO sub-regional office) should be −− The Budget Holder may also request operations
identified, as well as oversight and supervision support and advice at various stages throughout
by the regional office (RO) and HQ, together implementation on a wide range of issues
with a description of the means and nature of related to financial performance reporting
technical support (technical backstopping obligations, HR and more. The FPSN works on
missions, information/expertise support, or a subsidiarity principal, with the first port of call
advice via phone or email, etc.). for national projects being the SRO.

−− During budget formulation, due attention should −− Project operators (budget holders) receive a
be paid to costing backstopping, both for percentage of the PSC income earned and can
missions and desk work from technical staff. use these funds to strengthen their capacity by
The daily honorarium reimbursement rate for hiring additional staff. This income is referred to
trust fund projects is based on professional as Administrative and Operational Services
grade and location. (AOS) income.
−− In case of large-scale and/or complex projects,
specific articulated internal control mechanisms
may be required, particularly if the project is
operated by an FAO Representative, or other
arrangements ensuring segregation of
administrative and finance duties within the
FAOR office. The cost for such additional
capacity should be assessed and shown, to the
extent possible, as part of the project’s direct
costs under the budget, while accountability
and reporting lines for such arrangements need
to be clearly defined.
30 P roj ect cycle g u i de

2.5 MONITORING AND REPORTING SECTION 3 – SUSTAINABILITY

Monitoring is an integral part of project cycle. In this OF RESULTS
section the responsibilities assigned for monitoring
In a Technical Cooperation context, sustainability
and reporting on the project implementation and
is the continuation of benefits from a development
results should be described. Furthermore, the
intervention after assistance has been completed and
chronology of the monitoring - including timing for
the probability of continued long-term benefits. This
the mid-term review mission and evolution mission -
concerns all individuals, institutions and the policy
should be presented as well as the need for training
enabling environment supported by FAO via the
and/or technical assistance to be provided.
project. The likelihood of sustainability is increased
when projects comprehensively address all three
The project monitoring and reporting framework dimensions and involves national/local organizations in
is detailed in Phase 4 – Implementation and carrying forward the activities over time.
Monitoring.
Every project should have an “exit” strategy, ensuring
a smooth transition/handover period whereby
arrangements for the continuation of benefits
2.6 COMMUNICATION
beyond the life-time of the project can operate and
Communication is essential for project effectiveness
handover to stakeholders can be envisaged. Project
and sustainability. Communication for development
sustainability should be assessed as appropriate
activities should be planned since the beginning
taking into consideration the following defining factors:
to ensure stakeholders’ engagement, access to
Capacity Development (from a policy, organizational
relevant information and ownership. A comprehensive
and individual perspective), Gender Equality, Socio-
communication strategy should be designed to
Cultural dimensions, Environmental Sustainability,
effectively promote participation, dialogue and improve
Appropriateness of Technology Introduced/Enhanced,
the visibility of project results. Any specific visibility
Human Rights Based Approaches/ Right to Food,
arrangements requested by the resource partner
Financial/Economic Sustainability and knowledge
should also be factored in.
transfer. For methodological details see the Practical
Communication activities should be considered for Guidance manual.
all projects and be planned/budgeted for during the
project formulation phase33.

2.7 PROVISION FOR EVALUATION

Project evaluation services are considered direct
project costs as part of technical support provided
by FAO. Thus, they do not fall under administrative
and operational support services. The policy of
the Organization stipulates that: “All programmes
under FAO’s managerial responsibility are subject to
evaluation, including voluntary funded activities. Such
evaluation provides not only accountability on results,
but also lessons learned and recommendations
to improve the future performance of FAO and an
evidence-base for decision-making.”
To this end, adequate provisions for evaluation must
be included and it is the responsibility of project
formulators to ensure that this is done. The current
policy for evaluation of voluntary funded activities is
synthesised in phase 5.

33
Cf. FAO guidelines on ComDev planning
 Project Document Appendix I

FAO Project Results Matrix34

Activities and inputs are detailed in the following Appendix IV

Results Chain I ndicators 35 Assumptions

Means of verification
Indicators Baseline36 Target
(MOV)
Impact37

Outcome38

Outputs

Activities (optional)

P r oj e ct cyc l e g u i d e
34
To support strategic planning, the results matrix and the workplan and budget describe the entire chain of inputs, activities, outputs, outcomes and strategic goals. It provides an effective and transparent
linkage between means and ends.
35
It is recommended to formulate up to two indicators for project outcome and up to three indicators for each outputs. Please consult for further details the practical guidance manual section on how to build an
indicator.
36
When baseline is not available and may require additional resources, a preliminary activity could be created in the workplan.
37
Impact measures project contribution to higher level results including contribution to CPF. For that purpose the relevant CPF outcome indicator(s) should be included in the results matrix and tracked.
38
FAO projects should have one outcome. Programmes may have more.

31
 32
Project Document Appendix II

P roj ect cycle g u i de

Workplan
Year 1 Year 2 Year 3
Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
Output 1
Activity 1.1 X
Sub-Activity 1.1.1 X
Activity 1.2 X
Sub-Activity 1.2.1 X
Activity 1.3 X
Activity 1.4 X
Output 2
Activity 2.1 X X X
Sub-Activity 2.1.1 X X
Activity 2.2 X X
Activity 2.3 X X
Sub-Activity 2.3.1 X
Activity 2.4 X X
Output 3
Activity 3.1 X
Activity 3.2 X X X

The workload analysis, based on the workplan, provides the justification for the required personnel inputs, related travel costs, training and equipment costs
(including security requirements), as well as technical support costs. The analysis of the workload/workplan is an essential prerequisite for a realistic estimation of
the budget. In general, in order to avoid under- or over-budgeting, assess carefully the estimated cost of each input, taking into consideration possible additional
costs such as medical examination, visa, transportation, casual labour etc.
 P r oj e ct cyc l e g u i d e 33

Project Document Appendix III

Budget
In the context of FAO’s adherence to Results-Based Management principles, it is recommended to establish the
project budget based on a detailed estimation of the inputs needed to achieve the agreed results. As such, any
budget preparation should be based on a detailed analysis of the inputs and services required to implement the
workplan and deliver the outputs. The FPMIS budget module allows formulators to prepare a budget according
to several templates: results-based, TCP, resource partner specific. Ideally and wherever possible the results-
based budget should be used. This facility automatically creates the budget structure based on the outputs
defined in the Results Matrix and it will convert the results-based budget into the Oracle format for subsequent
processing by Finance Division (CSF). On the basis of project budget, it is recommended to formulate in FPMIS
in annualized results-based budget.

Example of Results Based Budget

Budget
Output 1 : xxx
Activity 1.1 :  
Activity 1.2 :  
Output 2 : xxx
Activity 2.1 :  
Activity 2.2 :  
Activity 2.3 :  
Activity 2.4 :  
Activity 2.5 :  
Activity 2.6 :  
Unlinked Transactions  
Evaluation Costs xxx
Project Support Costs (PSC) xxx

TSS xxx
General Operating Expenses (GOE) xxx
EIA/EA (for Category A and B projects) xxx
Grand Total xxx
 34
Project Document Appendix IV

P roj ect cycle g u i de

Risk Management Matrix
Risk Description Category39* Impact Likelihood Mitigating action(s) Owner Status41
[narrative [effect on project/ [estimate of likelihood [what actions will be [person/ unit [No change,
description] programme/ H,M,L] taken/ have been appointed to monitor reduced, etc.]
organization if risk taken to counter this this risk]
were to occur, risk]
H,M,L]40

*F
 AO ERM Strategy has defined the following risk categories which should be selected also at project level: CLEAR INTENDED PURPOSE (IMPACT &
OUTCOME); EFFECTIVE DELIVERY STRATEGY; EXTERNAL STAKEHOLDER SUPPORT; INTERNAL STAKEHOLDER SUPPORT; RIGHT RESOURCES; VIABLE
DELIVERY STRUCTURES; STRONG DELIVERY MANAGEMENT.
A comprehensive ‘’Risk Catalogue” is also available as part of FAO Risk Management Handbook.

39
In addition to the corporate categories, please consult the EIA guidelines http://www.fao.org/docrep/014/am862e/am862e00.pdf
40
High, Medium, Low
41
To be completed during project cycle formulation and updating during implementation and monitoring phase
 Project Document Appendix V

Procurement Plan
To be filled only if required by resource partner at formulation stage. Mandatory at implementation stage

DATE:
PROJECT TITLE AND SYMBOL:

Ref. No. Requirement UNIT (Lts. Estimated Estimated Unit Solicitation Procurement Buyer Targeted Targeted Targeted Final Status43 Other
(Item MT, Kg., quantities Cost Price Method Method (CSAP, tender contract Delivery destination Constraints/
Description) etc.) 42
(RFP, RFQ, (Direct Non-HQ launch award date and Considerations
ITB) Proc, re-use Location, date date delivery
of tender PM) terms
results, UN,
Framework,
etc.)

RFQ: Request for Quotation

RFP: Request for Proposal
ITB: Invitation to Bid
PM: Procurement Mission
MT: Metric tons

P r oj e ct cyc l e g u i d e
Lt: Liter
Kg: Kilogram

42
To be completed during project cycle implementation and monitoring phase
43
Planned, Requested, Tendered, Order Placed, Delivered, Completed.

35
36 P roj ect cycle g u i de

PROJECT AGREEMENT TEMPLATE

FAO/Government Cooperative Programme (GCP)
1. Upon request from the Government of       (the Government), and within the framework of its agreement
with the Government of       (the Donor Government), the Food and Agriculture Organization of the United
Nations (FAO) will supply assistance for the execution of the following Project once it is also accepted by the
Donor Government.
Project Title:      

Project Symbol:       

A detailed description of the Project, including background, rationale, project framework, implementation and
management arrangements as well as oversight, monitoring, management information and reporting, is provided
in the attached Project Document.

FAO OBLIGATIONS
2. FAO shall be responsible for the recruitment, international travel, salaries and emoluments of the international
personnel scheduled in the Project Document. The candidatures of these international staff shall be submitted
to the Government for clearance following FAO’s procedures. FAO shall also be responsible for the recruitment,
salaries and emoluments of the national experts, national consultants, and national personnel as scheduled in
the Project Document, except for counterpart personnel assigned by the Government.
3. FAO will procure, in accordance with its rules and regulations, the equipment and supplies described in the
Project Document. The equipment will remain the property of FAO for the duration of the Project. Its ultimate
destination shall be decided by FAO in consultation with the Government and with the Donor Government.
4. FAO will arrange for periodic technical supervisory, support or review missions to the Project, with the full costs
to be financed from the Project’s budget.
5. All FAO’s obligations arising under this Project Agreement shall be subject to: (i) the decisions of its Governing
Bodies and to its constitutional, financial and budgetary provisions; and (ii) the receipt of the necessary
contributions from the Donor Government. All financial accounts and statements shall be expressed in United
States Dollars and shall be subject exclusively to the internal and external auditing procedures laid down in the
Financial Regulations, Rules and directives of FAO. Any obligations assumed by FAO may, at any time, be taken
over by the Donor Government.
6. FAO may, in consultation with the Government, execute part or all of the Project by subcontract. The selection of
the subcontractors shall be made, after consultation with the Government, in accordance with FAO’s procedures.

GOVERNMENT OBLIGATIONS
7. The Government shall take all necessary measures to facilitate the execution of the Project and to assist the
FAO staff in obtaining such services and facilities as they may require to fulfil their tasks. The Government shall
apply to FAO, its property, funds and assets, its officials and to the persons performing services on its behalf in
connection with the Project: (i) the provisions of the Convention on Privileges and Immunities of the Specialized
Agencies; and (ii) the United Nations currency exchange rate.
8. The Government shall deal with any claims brought by third parties against FAO, its personnel or other
persons performing services on its behalf in connection with the Project, except when it is agreed by FAO and
the Government that such claims arise from gross negligence or wilful misconduct of such persons. The present
agreement shall be governed by general principles of law, to the exclusion of any single national system of law.
9. The Government shall be responsible for the recruitment, salaries and social security measures of its own
national staff assigned to the project. The Government shall also provide as and when required for the Project,
the facilities and supplies indicated in the Project Document.
 P r oj e ct cyc l e g u i d e 37

10. The Government shall grant to the staff of FAO and of the Donor Government and to persons acting on their
behalf, access to the Project site and to any material or documentation relating to the Project, and shall provide
any relevant information to such staff or persons.
11. The Government shall be responsible for the cost of import and customs clearance of the Project’s
equipment, its transportation, handling, storage, and related expenses within the country; its insurance, safe
custody, and maintenance, after delivery to the project site, as well as replacement if necessary.

REPORTING AND EVALUATION

12. FAO will report to the Government (and to the Donor Government) as scheduled in the Project Document.
13. The Government shall agree to the dissemination of information, like descriptions of the project and of its
objectives and results, for the purpose of educating public opinion.
14. The Project may be subject to independent evaluation according to the arrangements agreed to between the
donor, recipient government and FAO. The evaluation report will be treated as confidential with restricted access
by parties not directly involved in the Project. However, FAO is authorized to prepare a brief summary of the
report for the purpose of disseminating broadly its main findings, issues, lessons and recommendations as well
as to make judicious use of the report as an input to evaluation synthesis studies.

CLAIMS, AMENDMENTS AND TERMINATION

15. Any dispute, controversy or claim arising out of or in connection with this Agreement or any breach thereof,
shall, unless it is settled by direct negotiation, be settled by arbitration in accordance with the UNCITRAL
Arbitration Rules in force on the date when this Agreement takes effect. The parties hereto agree to be bound by
any arbitration award rendered in accordance with this Section as the final adjudication of any disputes.
16. Nothing in or related to any provision in this Agreement shall be deemed a waiver of the privileges and
immunities of FAO.
17. This Project Agreement may be amended or terminated by mutual consent. Termination shall also take
effect sixty days after receipt by either party of written notice from the other party. In the event of termination,
the obligations already assumed by the Government shall remain in force to the extent necessary to permit
orderly withdrawal of the funds and assets of FAO, and of personnel performing services on its behalf.
18. This Project Agreement shall enter into force upon signature by both parties.

On behalf of: On behalf of:

The Government of The Food and Agriculture Organization
of the United Nations

Name:       Name:      

Title:       Title:      

Date:       Date:      

38 P roj ect cycle g u i de

PROJECT AGREEMENT TEMPLATE

Unilateral Trust Fund (UTF) Agreement (nationally funded projects)
between the Government of       and the Food and Agriculture Organization of the United Nations (FAO)
concerning the provision of technical assistance services in respect of:
Project Title:      
Project Symbol:     

WHEREAS the Government of       (hereinafter referred to as “the Government”) and the Food
and Agriculture Organization of the United Nations (hereinafter referred to as “FAO”) have held consultations with
regard to management and other support services to be provided by FAO within the framework of this Project
(hereinafter referred to as “the Project”).
WHEREAS the Government has decided to finance the services specified in this Agreement
(hereinafter referred to as “the Services”) from its own resources.
WHEREAS FAO has agreed to provide the services identified under the attached Project
Document and to establish Trust Fund account Nº       for this purpose.
NOW THEREFORE, the Government and FAO agree as follows:

ARTICLE I
1. FAO shall be responsible for the provision, with due diligence and efficiency, of the Services described in
the Project Document attached to this Agreement. The duration of the Services is estimated to be       ,
calculated from the date on which this Agreement becomes effective in accordance with the provisions
of Article XI.1 of this Agreement. The Work Plan for such Services is set forth in Annex 3 of the Project
Document.
2. The Government shall retain overall responsibility for the implementation of the Project.
3. FAO and the Government shall consult closely with respect to all aspects of the provision of the Services under
this Agreement.

ARTICLE II
1. The total cost of the provision of the Services, including a specified amount for FAO support costs, is
estimated at US$       as set out in detail in the Budget provided in the Project Document. This total cost
shall not be exceeded without the prior agreement of the Government. Should the total cost of the Services
change upwards or downwards, the amount for FAO’s support costs will be adjusted proportionally.
2. Upon signature of this Agreement, the Government shall make arrangements for the direct payment to FAO
of the total cost of the provision of the Services, and to transfer an initial amount of US$       to the FAO
account specified in Article II para 4 below.
3. FAO shall submit periodic payment requests to the Government in accordance with the schedule of payments
indicated in the Budget of the Project Document, adjusted on the basis of quarterly statements showing
expenditures during the previous three months and estimated cash requirements for the following period of
six months.
 P r oj e ct cyc l e g u i d e 39

4. FAO shall establish a separate account for the purpose of recording financial transactions related to the
Services provided under this Project. All payments to FAO shall be made in US Dollars and credited to:
Account Name: FAO Trust Fund (USD)
Bank Name: HSBC New York
452 Fifth Ave.
New York, NY, USA, 10018
Swift/BIC: MRMDUS33
ABA/Bank Code: 021001088
Account No. 000156426
indicating that the funds should be credited to Trust Fund Nº      
5. FAO shall not be required to commence or continue the provision of the Services until the respective
payments referred to above have been received by FAO and it shall not be required to assume any liability in
excess of the funds paid into the account referred to above.

ARTICLE III
1. FAO shall either provide the personnel needed to carry out the Services, or shall subcontract part or all of
these Services, provided that the recruitment of any personnel or any subcontractor, and the terms and
conditions thereof, shall be made only after approval by the Government.
(a) FAO shall make arrangements to meet all payments due to such personnel or subcontractors and any
other expenses in connection with their assignment.
(b) In the discharge of their responsibilities in accordance with the respective terms of reference in their
contracts, such personnel or subcontractors shall be assigned to work with the designated Government
Agency responsible for the Project, shall cooperate closely with Government staff and shall assist
in Project implementation in accordance with the overall directives laid down by the Government in
consultation with FAO. FAO shall provide such personnel or subcontractors with appropriate guidance,
supervision, administrative support and advisory technical services as FAO may deem necessary for the
successful implementation of the Services.
2. FAO shall administer, in consultation with the Government, any fellowships and training detailed in the Project
Document.
3. FAO shall procure, in accordance with its procurement rules and regulations, the equipment and supplies
specified in the Project Document. Title to non-expendable equipment shall be vested in FAO and
subsequently transferred to the Government (upon full payment of suppliers invoices). To the extent that
the costs in respect of any customs duties, levies or charges related to the landing, warehousing, clearance
and inland forwarding of such equipment and supplies into the country are not the subject of an exemption
by the Government, the Government shall be responsible for such costs out of resources other than those
specified in the Budget of the Project Document.
4. FAO shall, in addition to the insurance arrangements existing under its normal procedures as specified in
any relevant provisions of the Project Document, make appropriate arrangements for such other insurance in
respect of the Services under this Agreement as may be requested by the Government. Such arrangements
shall be as agreed between the Government and FAO.
40 P roj ect cycle g u i de

ARTICLE IV
1. Except as otherwise agreed in writing between the Government and FAO, the Government shall be
responsible for the recruitment, employment and social costs of national staff, as well as for the supporting
administrative services such as local secretarial and other personnel services, office space, equipment
and supplies produced locally, transportation within the country and communications as required for the
implementation of the Project and these Services. The related costs will be covered by the Government
directly from resources other than those specified in the Budget of the Project Document.

ARTICLE V
1. All financial accounts and statements shall be expressed in United States Dollars and shall be subject
exclusively to the internal and external auditing procedures laid down in the Financial Regulations, Rules and
directives of FAO.
2. Expenditures for personnel services, as may be provided in the Budget of the Project Document, shall cover
salaries, allowances and other entitlements applicable to FAO staff and consultants. FAO shall budget for
such costs on the basis of estimated costs, but shall be paid for the provision of such services on the basis of
actual costs. Adjustments in the duration, nature and cost of such services, as required, may be made after
consultation between the Government and FAO if this is found to be in the best interests of the Project.
3. Expenditures for subcontracting as may be provided in the Budget of the Project Document shall be specified
in the contracts between FAO and the respective subcontractors and shall be limited to the costs arising
from such contracts. Adjustments in the duration of their services, referred to in the Budget of the Project
Document, may be made after consultation between the Government and FAO if this is found to be in the
best interests of the Project.
4. Expenditures on fellowships, or other training, as described in the Project Document shall be made in
accordance with the directives of FAO relating to fellowships and training. Within such total allocation,
adjustments with respect to the training component may be made after consultations between FAO and the
Government, if this is found to be in the best interests of the Project.
5. Expenditures for purchase of equipment shall be limited to the items specified in the attached Project
Document and its Budget.
6. If, due to unforeseen circumstances, the funds stipulated under Article II.1 of this Agreement prove to
be insufficient to cover the total cost of the provision of the Services, FAO shall inform the Government
accordingly. The parties shall then hold consultations with a view to agreeing upon appropriate modifications
to the Services so as to ensure that the funds provided by the Government shall be sufficient to cover all
expenses for the provision of the Services.

ARTICLE VI
1. FAO shall submit such reports relating to the Services as may reasonably be required by the designated
Government Agency responsible for the Project in the exercise of its duties as described in the Project
Document.
2. Following FAO’s completion of the Services, a final statement of expenditure shall be submitted to the
Government.
3. Any balance of funds that is undisbursed and uncommitted by FAO upon completion of the scheduled
Services, including interest accrued, shall be held by FAO at the disposal of the Government in the account
referred to in Article II.4 of this Agreement.
 P r oj e ct cyc l e g u i d e 41

ARTICLE VII
1. The present Agreement shall be governed by general principles of law, to the exclusion of any single national
system of law.
2. In all matters connected with performance under this Agreement, the Government shall apply to FAO,
its property, funds and assets, officials and any person designated by FAO to perform services under this
Agreement, the provisions of the Convention on the Privileges and Immunities of the Specialized Agencies
and Annex II thereof relating to FAO.
3. The Government shall be responsible for dealing with and settling any claims by third parties brought against
FAO, its officials or other persons performing services on its behalf, which are not covered by the insurance
arrangements made by FAO under Article III.4 of this Agreement, except where it is agreed by FAO and
the Government that such claims or liabilities arise from the gross negligence or wilful misconduct of such
personnel or persons.

ARTICLE VIII
1. Any dispute, controversy or claim arising out of or in connection with this Agreement or any breach thereof,
shall, unless it is settled by direct negotiation, be settled by arbitration in accordance with the UNCITRAL
Arbitration Rules in force on the date when this Agreement takes effect. The parties hereto agree to be
bound by any arbitration award rendered in accordance with this Section as the final adjudication of any
dispute.
2. Nothing in or relating to any provision in this Agreement shall be deemed a waiver of the privileges and
immunities of FAO.

ARTICLE IX
Any amendment to this Agreement or its attached Project Document (with Annexes) shall be effected by mutual
agreement of the parties through an exchange of letters.

ARTICLE X
1. This Agreement may, at any time, be terminated by the Government by written notice to FAO.
2. This Agreement may, at any time, be terminated by FAO by written notice to the Government, if in the opinion
of FAO, an event beyond the reasonable control of FAO occurs which makes it impossible for FAO to carry out
its obligations under this Agreement.
3. This Agreement shall terminate sixty days after receipt of a notice under paragraphs 1 or 2 of this Article X.
4. The obligations assumed by the parties under this Agreement shall survive the termination of the Agreement
to the extent necessary to permit the orderly conclusion of activities, the withdrawal of personnel, funds and
property, the settlement of accounts between the parties hereto and the settlement of contractual liabilities
that are required in respect of any personnel, subcontractors, consultants or suppliers.

ARTICLE XI
1. This Agreement shall become effective on the date on which it has been signed by both parties hereto.
In the event that this Agreement is not signed by the parties on the same day, the last party to sign this
Agreement shall promptly inform the other party of the date on which it has been so signed, and this date will
be the date on which this Agreement becomes effective.
2. Any notice or request required or permitted to be given or made under this Agreement and any agreement
between the parties contemplated by this Agreement shall be in writing. Such notice or request shall be
deemed to have been duly given or made when it shall be delivered by hand or by mail, telegram, or fax to
the party to which it is required or permitted to be given or made at such party’s address hereinafter specified
42 P roj ect cycle g u i de

or at such other address as such party shall have designated by notice to the party giving such notice or
making such request.
IN WITNESS WHEREOF, the parties hereto, acting through their respective representatives thereunto duly
authorized, have caused this Agreement to be signed in their respective names:

For the Government of       For the Food and Agriculture Organization
of the United Nations

Name:       Name:      

Title:       Title:      

Date:       Date:      

 P r oj e ct cyc l e g u i d e l i n e s 43

PHASE 3 - AP P RAISAL AN D AP P RO VAL

44

The Project Appraisal and Approval phase covers the required corporate technical reviews and
quality assurance processes that enable management to give final approval to the project.

APPRAISAL • Independence: i.e. the reviewers are distinct from

the project task force members in charge of
Main features of the appraisal formulating projects and well placed to perform a
process parallel and objective review of the proposals;
The appraisal process applies to all projects
• Timeliness: by drawing on the first appraisal (at the
regardless of their funding source45. It checks
concept note stage) to influence the design and
consistency and technical soundness and
strategic underpinning of operations;
adherence to quality standards of the interventions
foreseen in the project. Two basic steps are involved: • Complementarities of roles: a peer review will
i) a collegial Interdisciplinary Technical Review; precede a review of the project compliance with
and ii) an independent Quality Assurance Review. generic quality standards that can normally apply to
A clear distinction is made between the review of all operations, independently of the instrument and
technical aspects on one side and the screening the sector considered, as well as with FAO rules,
of the project’s compliance with corporate quality procedures and policies;
standards on the other. • Transparency and accessibility: the results of the
A simple rating system permits aggregation of reviews are stored in FPMIS and add to the
data concerning the quality of project documents. knowledge base for dissemination and use of
Results-oriented monitoring during the subsequent quality criteria and standards;
implementation phase allows for continued focus • Compatibility with decentralization policy: by
on the evolution of these quality aspects throughout delegating the review function to decentralized
the cycle and enhances the value added by the levels as appropriate;
appraisal process. The whole process is FPMIS
• Maintenance of clear lines of accountability:
based, hence will reduce paper work while ensuring
overall accountability for the quality of proposals
full transparency.
rests clearly with the budget holder as PTF
The appraisal and approval process is characterised chairperson, who authorizes the release of
by the following key attributes: documents and integrates the comments provided
by reviewers as deemed appropriate.

44
Based on glossary of Key Terms in Evaluation and Results Based Management OECD / DAC 2003: “Project appraisal is an overall assessment of
the relevance, feasibility and potential sustainability of a development, including Disaster Risk Management (DRM) intervention, prior to a
decision on approval and /or funding. After an appraisal has been satisfactorily completed, approval signals the Organization’s corporate
commitment to implement the project as described in the project document and project agreement, ensuring the application of results-based
management principles and the appropriate use of resources.”
46
Excluding for the time being TCP- and Telefood-funded activities. For emergency response projects please see the red boxes in the text
44 P roj ect cycle g u i de

Appraisal Step 1: Interdisciplinary 4. Arbitration

Technical Review (ITR) In the very rare cases that agreement cannot be
reached in this way, the ADG/TC or the ADG/RR
(depending on the scope of the project) will need
The ITR applies only to projects of Technical
to arbitrate, in consultation with the concerned
Cooperation nature and not to the Emergency
ADGs of the Technical Departments.
Response projects.
Appraisal Step 2: Quality Assurance
1. Submission to the ITR
Review (QAR)
Once the PTF is satisfied with the draft project The project document and the Project ITR Template
document, the project formulator submits it for ITR are then submitted by the PTF for QAR to a group
in order to benefit from multidisciplinary inputs, seek of reviewers across FAO: the Project Appraisal
confirmation of the approaches chosen, as well as allow Committee (PAC) coordinated by a Project Appraisal
for fruitful exchanges across all technical disciplines. Officer (PAO) who is not a PTF member. This review
encompasses key categories of clearance, as well
• For regional, sub-regional and national projects, as adherence to essential quality standards of:
the ITR will be undertaken by the Multidisciplinary relevance; feasibility and sustainability.
Team. In order to ensure adequate skills mix, the
project formulator will have to involve other experts • For sub regional and national projects, the PAO is
of technical disciplines (at HQ or in DOs) which are located in the regional office and works under the
not represented within the MDT. supervision of the SFPO;

• For global and interregional projects, the project • For Global, inter-regional and regional projects
formulator will submit the project document to the PAO is located at headquarters in TCDM
technical officers of relevant divisions at HQs as service.
well as in DOs, as deemed relevant.

2. Review of feedback from the ITR

Technical reviewers send comments directly to the
project formulator who should liaise with the other
members of the PTF and ensure that the project
document is modified accordingly.
Subsequently, the project formulator completes an
ITR Template, indicating how the comments have
been addressed in the project document.

3. D
 iscussion between PTF and Reviewers,
if necessary
Should there be significant disagreement between
the PTF and those consulted through the ITR,
further discussion should take place between the
parties to reach agreement.
 P r oj e ct cyc l e g u i d e 45

Table 4. Project Appraisal Committee (PAC) Composition

For global, inter-regional, and For national and sub regional

Type of review
regional projects project proposals
Adherence to programming principles
Capacity Development
Gender
PAO in RO
Environmental Sustainability - EIA PAO in TCDM
(in collaboration with ES, NR,
Human Rights Based Approach/ (in collaboration with ES, NR, OEK )
OEK)
Right to Food
Results-Based Management
Financial clearance Finance Officer – CSF Finance Officer - CSF

Technical clearance LTU LTU

Legal clearance Legal Officer – LEG Legal Officer – LEG

Operational clearance* PTF Chairperson SFPO/OSP/TCSR/ PTF Chairperson, SFPO, TCSR/

TCE TCE, OSP, RO
• Operational clearance is done by the PTF Chairperson for projects below USD 500.000
• For projects of 500.000 USD and above, operational clearance is done by the SFPO for non-emergency
regional, subregional and national projects and by TCSR/TCE for global and interregional projects and
emergency projects respectively
• OSP is involved in operational clearance only for projects which do not have a standard PSC rate

The PAC needs to use the Project Appraisal Checklist submits the project document to management for
in FPMIS. This checklist is structured according the approval (ADG/TC for global, interregional and
criteria of relevance, feasibility and sustainability. regional projects and the ADG/RR for national and
Reviewers provide comments and ratings against sub- sub regional projects);
criteria related to their respective areas of responsibility.
• Project document is endorsed with comments to
The Project Appraisal Checklist can be accessed by
be addressed: PAC comments need to be
as many reviewers as necessary regardless of location.
addressed by the PTF before the project document
This FPMIS facility allows for aggregate analysis of data,
can be submitted for approval;
using the rating system.
• Project document is not endorsed: Project requires
There are then three possibilities:
full reformulation.
• Project document is endorsed: The PAC results in
endorsement of the project document and the PAO

For United Nations Joint Programmes: The FAO component description (with UNJP draft document attached)
should be submitted to FAO’s QAR (reviewing programming principles as well as financial and operational
clearance). The financial clearance should focus on the FAO budget as well as on a “double-check” of the
UNJP document to make sure that it does not contain any legal or financial clauses. Such clauses are in fact
covered by the separate UNDG Standard MoU for UNJPs which has been agreed-upon by all UNDG agencies
(including FAO). It will be important to request and obtain the clearances before the finalization and signature
of the UNJP document at the country level, so that – if needed – necessary adjustments can still be made.
46 P roj ect cycle g u i de

— ­Applies to sub-regional and national projects

— ­Applies to global, interregional and regional
Figure 2. Work Flow for Project Appraisal
projects
— ­Applies to both

steps responsibility
Endorsement of the Project Document Project task force chairperson

Submission of the Project

Project Formulator
Document

Interdisciplinary Review of the Project

Technical Review Document by the ITR

Revision of the Project

Document based on the Project Formulator
comments provided

Submission of the Project

Project Formulator
Document to the PAO

Quality Review of the QAR criteria PAC Regional Office

Assurance on line PAC HQ
Review

Consolidation of the QAR

on line and provision of a PAO Regional Office
global rating PAO HQ

2. T he project is endorsed 3.  The project is not

Rating? with comments endorsed

NO NO

Revision of Project Document Project Formulator Reformulation of project

OK
PAO Regional Office
Endorsement of PD
PAO HQ

ADG RR
Approval of PD ADG TC

1. The project
is endorsed
 P r oj e ct cyc l e g u i d e 47

APPROVAL 2. Opening of project account in Oracle

Approval commits FAO, legally, operationally and • FPMIS sends a notification to CSF. CSF opens
technically, to implementing the project according the project oracle account.
to corporate rules and regulations and achieving the 3. Designation of Budget Holder Responsibility47
agreed results. Approval by FAO triggers action in • The ADG/TC/ ADG/RR sends a standard email of
financial and operational work streams so that the designation of budget holder responsibility to the
project can enter the implementation phase. budget holder.48
Approval is completed in two steps: 4. The project status is changed to: ‘Operationally
• Endorsement by the Project Appraisal Officer; Active in FPMIS.

• Review and approval by management.

When the PAC is satisfied that the project proposal
meets all required standards, the PAO endorses the
proposal and submits it to management (ADG/TC for
GLO/INT/Regional projects ADG/RR for national and
subregional projects), recommending that the proposal
be approved.
Management receives notification of the PAO’s
endorsement and recommendation to approve via an
email. A final review is carried out at the discretion of
the manager concerned (ADG/TC/ADG/RR as above)
and the project is then approved.
The approved project document will be then sent to
the FLO who will formally submit it to the resource
partner for the final clearance and signature of
the agreement.
Project approval triggers the following automatic
concurrent actions that are required before entering
into the implementation phase.

1. Project approval triggers the following:

• Opening of the project in FPMIS
This is subject to:
• The FPMIS budget module has been correctly
used
• The project is correctly linked to the FAO
Strategic Framework

46
For projects operated by country offices, it is necessary to link projects in FPMIS at OR level. For all other projects, linkage at product/service
level is necessary
The purpose of this action is to enable the ADG-TC (GLO/INT/REG projects) and the ADG-RR (national and sub regional projects) to exercise
47

his/her delegated authority from the Director-General to assign Budget Holder responsibility for a project to a staff member.
In line with the Organization’s decentralization policy, in the case of Global, interregional and regional projects, budget holder responsibility is
48

conferred by the ADG-TC for GLO/INT/REG projects and emergency response/fast track projects respectively, and that for national and sub
regional projects, budget holder responsibility is conferred by the ADG-Regional Representative
48 P roj ect cycle g u i de

PROJECT INTERDISCIPLINARY TECHNICAL REVIEW TEMPLATE

The Project Document has been sent for technical review on (date):
Name and function of reviewers:

Main comments and recommendation received (and how they have been addressed by the PTF) are summarized
in the following table:

Dept Item # Comments/recommendations Action taken by the PTF

1

After having addressed the comments, the PTF has made a positive self-assessment of the project document and
hereby transmits it for Quality Assurance Review.

Date:
 P r oj e ct cyc l e g u i d e 49

PROJECT APPRAISAL CHECKLIST TEMPLATE

Technical Cooperation and Emergency Response projects
Each reviewer has to assess how well the project document addresses each specific criterion falling under his/her
responsibility. He/She provides comments and a related rating (1, 2 or 3) in the appropriate box.
The criteria shadowed in GREY apply to both types of projects; the ones with an E apply only to emergency
response projects; the white ones apply to development projects.

1 The majority of review criteria are considered as fully met.

The project is endorsed

2 Several review criteria are not adequately met and require improvement.
The project is endorsed with comments to be addressed

3 The majority of the review criteria are not adequately met and require substantial improvement.
The project is not endorsed and requires reformulation.

Project Information
Project title
Project symbol
Recipient country/s
Link to OR/CPF outcome/RR, as relevant <from FPMIS >
Project Formulator (name, unit/division)
LTO: (name, unit/division)
LTU name

Resource Partner(s) contribution <Enter Here >

Government contribution < Enter Here >
Total Budget <From FPMIS >

Date of Technical Review <DD/MM/YYYY >

Date: <DD/MM/YYYY>
Overall Appraisal

Name of Project Appraisal Officer : <Enter Here >

Names and division / unit of the other PAC members: <Enter Here ><Enter Here ><Enter Here >

Appraisal Rating <tick the appropriate box>

1. The project is endorsed 2. T
 he project is endorsed with 3. The project is not endorsed
comments to be addressed and requires reformulation

Comments : < Describe the main issues to be addressed by the PTF. Justify the rating proposed >
50 P roj ect cycle g u i de

Detailed Review
1. Relevance
1.1 Alignment and strategic fit Reviewer: Project Appraisal officer
1.1.1 T
 he Project supports the accomplishment of one or more CPF outcomes and Regional and Sub-Regional
priorities.
1.1.2 P
 roject/programs address a strategic area of FAO work and the contribution to specific OR is well
specified and adequate.
1.1.3 T
 he project supports application of FAO normative work at national/sub-regional and regional level and
assist national/sub regional and regional partners in implementing FAO developed/supported international
norms, standards and other Global Public Goods
1.1.4 E
 Project is aligned to UN interventions and those of other International Institutions for an effective
emergency response.
Rating :
Comments:
1.2 Comparative advantage and partnership Reviewer: Project Appraisal officer
1.2.1 T
 he FAO strengths/comparative advantages and what makes FAO intervention key for the success of the
project are well described.
1.2.2 E
 FAO leadership role in the food and agriculture cluster is outlined.
1.2.3 Links with other nationally or resource partner-funded programmes, partnerships with CSOs and NGOs,
are defined.
Rating :
Comments:
1.3 Knowledge Sharing/Lessons learned Reviewer: Project Appraisal officer
1.3.1 R
 eference is made to evaluation recommendations and lessons learned from other projects implemented
in the same sector or in similar environments, and such lessons are reflected and incorporated in the
project.
1.3.2 T
 he way in which information generated by the project, evaluation and lessons learned will be captured
and shared with stakeholders and partners, is planned for in the activities/outputs.
Rating:
Comments:
2. Feasibility
2.1 Technical clearance Reviewer: LTU
2.1.1 T
 he necessary technical inputs are compatible and sufficient to achieve the project outcome and
outputs.
2.1.2 Technical inputs are consistent with FAO policies and standards.
2.2 Results Based Management, including Risk Reviewer: Project Appraisal officer
Management
2.2.1 T
 he project contributes to the improvement in the food and nutrition security of the least privileged
population groups.
2.2.2 T
 he project’s outcome and outputs reflect the needs, priority and constraints of both women and men.
2.2.3 R
 isks Assessment Matrix has been completed and mitigation measures for the identified risks have been
included.
 P r oj e ct cyc l e g u i d e 51

2.2.4 R
 esults - Outcome and Outputs - have been formulated at the right level, are relevant and achievable
within the proposed time frame. SMART indicators (including sex-disaggregated ones) are used to allow
for their measurement. Baseline and targets are defined.
2.2.5 Adequate human and financial resources are allocated to project monitoring.
Rating :
Comments:
2.3 Financial clearance Reviewer: CSF
2.3.1 The project document was reviewed in accordance to the procedure: “PGP005- Financial review and
clearance of extra-budgetary projects” and its checklist on project financial clearance have been completed.
Rating :
Comments:

2.4 Legal Clearance Reviewer: LEG

2.4.1 Clearance of the document by FAO’s Legal Office was obtained.
Rating :
Comments:

2.5 Operational Clearance Reviewer: PTF Convenor, TCSR, TCE or

Regional office49
2.5.1 Project document, including budget, comply with resource partner’s specific requirements.
2.5.2 PSC rate established according to corporate/resource partner policy.
2.5.3 B
 udget adequately covers the envisaged activities (Management, oversight, TSS, Monitoring and
evaluation).
2.5.4 Arrangements for technical and operational backstopping are clear and properly budgeted
2.5.5 P
 roject reporting requirements are clearly described and budgeted (specifically progress reports and
terminal report).
2.5.6 Evaluation is properly budgeted, as summarized in section 2.6 of the Project Document.
2.5.7 The provision for security is budgeted under the correct line according to the latest guidance from OSP.
2.5.8 If the use of HACT is envisaged for the Project/Programme, approval from ADG/TC, in consultation with
the ADG/RR, has been obtained for its implementation.
2.5.9 P
 roject allows for adequate flexibility for redefinition and improvement of components or strategy to
respond to complex and changing realities, including if necessary, flexibility to review the results and
logical framework outputs.
Rating :
Comments:

49
Budget holder for TC project under USD 500.000. TCSR and regional offices for Interregional, global and normative projects TC projects above
USD 500.000. Budget holder and SFPO for national, sub regional and regional projects, TCE for emergency projects. OSP for projects with PSC
rate under 13%. Reference to FPC 2007/09 operational clearance of projects proposals.
52 P roj ect cycle g u i de

3. Sustainability
3.1 Gender Equality Reviewer: Project Appraisal officer
3.1.1 G
 ender equality considerations are included design to address the needs, priorities and constraints
of both women and men. These take into account their differentiated roles, interests, responsibilities,
knowledge and experience, consider stereotypes and/or structural barriers and aim at ensuring that
women and men will equitably participate in and benefit from the project and that existing gender
inequalities will not be reinforced or reproduced by the intervention.
3.1.2 E Project was scored against the IASC Gender Marker (for project applying to the Consolidated Appeal
Process)
3.1.3 T
 he level of continued access/affordability of services by all types of participants, after completion of the
project – women and men and the most disadvantaged including indigenous people and people living
with HIV and AIDS – is determined.
Rating :
Comments:
3.2 Environmental and social sustainability Reviewer: NR and/or TCDM/ Regional office
3.2.1 T
 he Initial Environmental Review (IER) has been performed and provides adequate explanation to the
assigned environmental category of a project.
3.2.2 Project has been design according to FAO Governing Principles. (EIA guidelines)
3.2.3 T
 he Environmental and Social Review Form has been performed and certified for Category C projects.
(EIA guidelines)
3.2.4 T
 he Environmental Screening has been performed and certified for Category A and B projects. (EIA
guidelines)
3.2.5 The EIA report has been prepared and shared to all relevant stakeholders. (EIA Guidelines)
Rating :
Comments:
3.3 Capacity Development Reviewer: Project Appraisal officer
3.3.1 T
 he three dimensions of capacity development (policy enabling environment, relevant organizations and
individuals) are properly assessed, and resulting issues in all three dimensions are considered in project
design.
3.3.2 T
 he project respects country priorities as laid out in CPF, National Agriculture Sector Plans and national
development plans. With a view to make the project results sustainable, it uses national systems,
organizations and procedures as much as possible.
3.3.3 C
 apacity development efforts in the project go beyond technical areas and include soft skill development
in areas such as planning, budgeting, partnering, negotiating, etc
Rating :
Comments:

50
Participation by people in policy issues, development and nation-planning; Accountability for states, legal and non-legal means; Non-
discrimination to vulnerable groups, disaggregate data to see who enjoys what rights. Equality in law, opportunities and outcomes; State-
Transparency in political processes by the media and public; Human dignity-respect; Empowerment-of people; Rule of law-tool for accountability.
 P r oj e ct cyc l e g u i d e 53

3.4 HRBA Reviewer: Project Appraisal officer

3.4.1 T
 he project adopts the HRBA: it aims at the realization of human rights; applies human rights principles
(PANTHER50); and promotes the concepts of rights and obligations.
3.4.2 T
 he project contributes in particular to achieving the right to adequate food, in accordance with
international standards and based on the Right to Food Guidelines adopted by FAO in 2004. (http://www.
fao.org/righttofood/
3.4.3 T
 he project promotes decent rural employment, aiming at the progressive realization of the right to
Decent Work for rural people, in accordance to the Decent Work Agenda endorsed by the UN World
Summit of 2005 and by ECOSOC (http://www.fao-ilo.org/)
3.4.4 E
 Humanitarian needs of the affected population have been assessed - FAO rapid assessment exercise/
UN needs assessment has been conducted.
Rating :
Comments:
3.5 Technical sustainability and exit strategy Reviewer: Project Appraisal officer
3.5.1 There is a defined exit/hand-over strategy.
3.5.2 E
 The project supports an enabling environment for future transition strategies.
Rating :
Comments:
54 P roj ect cycle g u i de

Appraisal and Approval Annex I

Designation of Budget Holder

From: ADG/TC/ ADG/RR

To: Budget Holder
Cc: as relevant, the Heads of the Sub regional/regional offices/technical divisions involved, the Funding Liaison
Unit, Project Task Force members.
The following project has been approved by the funding source(s) and recipient authorities and was approved by
the FAO Project Appraisal Committee on ............... (date).
(insert symbol and title of project and recipient country(countries)/organization, as relevant)
You are requested, with immediate effect, to assume budget holder responsibility for this project in full
cognizance of, and in accordance with:
• your role and responsibilities as Project Task Force Chair;
• the FAO corporate definition of a budget holder “... a person who has been designated, by virtue of his/her
Organizational position and/or through delegation, the responsibility for managing an area of work (in this case
a project), including the related budget, for the agreed-upon results”. For the comprehensive definition,
consult:  http://pires.fao.org/pires/Info/BudgetHolderFAO.pdf;
• the expected results, related work plan and budget of the project as agreed in the project document and
related project agreements with both the funding source and recipients;
• FAO corporate guidance on the project cycle, in particular, the implementation phase, available in the Project
Cycle Guidelines;
• FAO rules, regulations and financial procedures, as set out in the relevant sections of the FAO Administrative
Manual and procedural guidance of the Finance Division.
You are reminded of the responsibility to be fully cognizant of all the above areas, to seek to achieve the agreed
results of the project, and to identify and manage risks that could affect the achievement of these results.
I wish you every success in the exercise of the above responsibilities.

(Scanned signature ADG/TC/ ADG/RR)

 P r oj e ct cyc l e g u i d e 55

Notes
56 P roj ect cycle g u i de

Notes