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B5 Format for Project Documents of £1m and above

Background

DFID provides development partners with finance and/or technical assistance. Circumstances surrounding funding will influence the choice of DFID's formal exchange, including consideration of partner's documentation.

  • You must refer to both links under Processes and Tools : Aid Spending: Which Formal Exchange to use with development partners? -Text and Aid Spending: Which Formal Exchange to use with development partners? - Flowchart.
    Task assigned to: Project Staff
  • All proposals for Non-Grant Financial Instruments (NGFIs), Trusts or Endowment Funds must be submitted to FCPD Service Desk for clearance before any formal submission is made (see Processes and Tools).

    • Task assigned to: Head of Department, Project Staff
  • Where using DFID's format, staff must download the Formal Exchange Templates from Office templates available on Word (in the folder File>New>Templates on my computer>More>Project Management for MoUs and Financial Management for the Accountable Grant Letter)

    • Task assigned to: Project Staff
  • All Formal Exchanges, once signed by partners, must be saved in Quest in the appropriate project live folders.
    Task assigned to: Project Staff

Risks of non-compliance:

  • DFID funds could be used for purposes other than originally intended and lead to fraud or non-compliance with the International Development Act 2002
  • Confusion as to the responsibilities of DFID and the recipient
  • Waste of resources negotiating Memoranda of Understanding (MoUs) when there are accepted templates available.

Compliance Tasks


1. The Project document must be accompanied by the Logical Framework, Consultation Record,  Environmental Screening Note and Assurance Checklist. Staff must download and use these documents from office templates available on Word (in the folder File>New>Templates on my computer>Project Management).

Task assigned to: Project Staff

2. You must make appropriate reference to the sections detailed in the 'Format for Project Documents £1m and above', especially those relating to Risks and Conditionality (see processes and tools).

Task assigned to: Head of Department, Project Staff

3. All project documents must be published on DFID's external website in line with the Freedom of Information (FOI) legislation. Any sensitive information relating to a project, which would fall under an FOI exemption, must be flagged in the Submission for approval (see Blue Book section J1).

Task assigned to: Project Staff

4. Once finalised and approved, Project Documents must be saved in the appropriate "Live Project Folder" in Quest, assigned the correct content type and declared a record.

Task assigned to: Project Staff

Risks of non-compliance

  • Projects not consistent with the International Development Act 2002, Human Rights Act 1998, Divisional Performance Framework and/or country/regional planning or Institutional Strategy
  • DFID open to legal challenge
  • Poorly designed or ineffective projects
  • Poor financial planning (by DFID and potential partners)
  • Detrimental impact on resources
  • Detrimental impact on the Environment
  • Incorrect official statistics.
Last updated: 08 Aug 2012

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