DFID provides development partners with finance and/or technical assistance. The flow chart provides a list of formats/templates and guidance to be used when engaging with development partners.
1. For a project valued at less than £1 million, the project officer must decide the most appropriate way to present it for approval.
All projects must have clearly identified expected development outcomes, and objectives with inputs specified. This information must be included in the submission for approval and the project data completed in ARIES.
Once approved, the project must be formalised by issuing the appropriate Official Letter or MOU which must include the scope and extent of DFID funding, the purpose for which funding will be used, and any specific requirements.
2. Where appropriate you must take account of the sections detailed in the Format for Project Documents of £1m and above, especially those relating to Risks and Conditionality (see link under Processes and Tools).
3. The officer presenting the project for approval is responsible for co-ordinating the preparation of the documentation using the prescribed submission format, the completion of the Assurance Checklist, for ensuring approval at the appropriate level of delegated authority and must also ensure that project data in ARIES is completed as appropriate.
4. The Project Document must be a freestanding document in standard format, of no more than 5,000 words (including the 500 word summary but excluding tables). It must explain clearly in jargon-free language what is being approved. Project Staff must quality assure the draft before submitting it for approval.
5. All Project Documents must include at the outset a maximum 500 word summary summarising relevant information and must be accompanied by:
All approved Project Documents will be published on DFID's external website in line with Freedom of Information (FOI) legislation. Any sensitive information relating to a project, which would qualify for an FOI exemption, must be flagged in the Submission for approval (see link to Standard Submission format).
6. Project staff must download and use a copy of the Logical Framework, Consultation Record, Environmental Screening Note and Assurance Checklist from office templates available on Word.
7. Supporting annexes and tables must not form part of the documentation for approval but should be saved into the appropriate "Live Project Folder" in Quest, assigned the correct Quest content type and declared a Record.
8. An assessment of risks must be carried out for all projects of £1 million and above.
9. A standardised Fiduciary Risk Assessment (FRA) evaluating the national PFMA system is mandatory for all countries where DFID is considering providing Financial Aid.
Where country or regional planning is undertaken, the standardised assessment should be linked to that process and form an annex to papers submitted for peer review to the Country Planning Review Committee (CPRC). Prior to submission to the CPRC, the FRA must have been reviewed by FCPD.
A standardised FRA is no longer required for all PRBS projects. For general PRBS the standardised FRA will act as an assessment of fiduciary risk. For other aid instruments, it will still be necessary to asess fiduciary risk but the way this is done can be linked to the country context, allowing country offices to work flexibly with partners.
The nature of additional analysis to support the design of individual aid instruments will vary from country to country but typically will involve looking at fiduciary risks in particular sectors or levels of sub-national government. Country offices should carry out this analysis in conjunction with the standardised FRA evaluating national PFMA systems or as a separate exercise, to suit country circumstances. The standardised FRA is subject to central review by Finance and Corporate Performance Division (FCPD). Should be sent to FRA-ASP Central Scrutiny email address.
10. Project Staff must complete the Environmental Screening Note (ESN), in consultation with the Environment Adviser and ensure that any actions identified during screening are taken forward. Specific actions must be reflected in the Project Document and the Logical Framework. The Environment Adviser must approve the ESN and sign off on Aries.
11. The officer presenting the project for approval is responsible for ensuring and verifying that adequate and timely consultation has been carried out. The approver must be satisfied that appropriate consultation has taken place.
12. Submissions for investments above the levels approved by Directors and those that are politically sensitive, novel or contentious regardless of value, must be approved by the Secretary of State (SofS) or where (s)he is the lead Minster the Parliamentary Under Secretary of State (PUSS) and copied to the other. The submission through the relevant Director General must:
13. Once finalised, all Project Documentation must be saved to the appropriate "Live Project Folder" in Quest, assigned the correct Quest content type and Declared as a Record.
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