SAWEP-2 1st Project Steering Committee Meeting Agenda
Agenda for SAWEP-2 1st Project Steering Committee meeting held on 24th October 2016 including discussions on feedback from the inception workshop, confirmation of PSC members, risk management, annual work plan approval, financial management, and next meeting arrangements. Attendees and apologies from various organizations are also listed.
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SAWEP 2 SAWEP 2 1 1st stProject Steering Committee Project Steering Committee Meeting 24 Oct 2016 Meeting 24 Oct 2016 DoE DoE
Agenda RESPONSIBLE PERSON 1. WELCOME DoE 1.1 Apologies 1.2 Confirmation of Agenda 2 ACTIVITIES 2.1 Feedback from Inception workshop (7 Oct 2016) PM 2.2 Confirmation of the PSC ToR and members DoE 2.2.1 Risk Management PM 2.2 Approval of Annual Work plan 2016 All 2.3 Financial Management and reporting UNDP 2.3.1 Reprogramming of exchange rate windfall & savings All 3 GENERAL ALL 4 NEXT MEETING DATE & CLOSURE
Feedback from Inception meeting Organisation Invitees (1stnotice, 16 Sept 2016) Responded on 1stnotice (16 Sept 2016) Accepted Attend Declined/Apologies DoE 5 Lazarus, Lebogang apologies 3 Mokgadi Modise, Noma Qase, Siyabonga Zondi, Lebogang Mojanaga, Lazarus Mahlangu Mokgadi, Noma, Siyabonga, Lazarus, Lebogang UNDP/GEF 6 Walid, Wakhile, Adey, Aubrey, Puleng Rob (another event), Puleng (another event) 4 Walid Badawi, Wakhile Mkhonza, Aubrey Manamela, Adey Tesfaye, Rob Kelly, Puleng Mkhatshwa DEA Dee Fisher, Deborah Ramalope, Olga Chauke 3 Dee Olga (strat plan meetings) DTI Gerhard Fourie, Witness Mokwana, Phillip Ninela 3 Gerhard, Witness, Phillip 3 DST Rebecca Maserumule, Tumi Mailula, Somila Xosa 3 Rebecca, Tumi Somila Tumi attend 2 DHET Brenda Swart 1 1 DoE IPP Office Lolette Kritzinger van Niekerk, Martin Marcam 2 apologies GIZ Marlett Balmer, Sascha Thielmann 2 Marlett Sascha apologies 1 Danish RE EE Program Yaw Afrane Okese, Maleepile Felicity Moseki 2 1 Northern Cape 1 Cannot make it Natalie Uys (Northern Cape Department of Environment and Nature Conservation (DENC), Western Cape Mike Mulcahy (Green Cape), Brian Jones (City of Cape Town) 1 Brian declined Eastern Cape Alistair McMaster 1 Another meeting KZN Susanna Godehart 1 Magash Naidoo apologise, Sussana not there anymore Indicate (morning of 7th) SAWEA Johan van den Berg 1 1 Nersa Mr Moefi Moroeng 1 apologies Eskom Barry MacColl, Riaan Smit, Kubeshnie Bhugwandin 3 Kubeshnie, Riaan apologies SARETEC Naim Rassool, Sven Pietrangeli 2 Sven Naim (school holiday), Sven declined SANEDI Thembakazi Mali, Andre Otto 2 Thembakazi, Andre Otto 2 IDC Gerrit Kruyswijk, Piet Badenhorst (Industrial Infrastructure SBU) 2 Gerrit other unit now DBSA Najma Mohamed (PAGE) 1 Apologies 42 20 18
Feedback from Inception meeting cont. Feedback from Inception meeting cont. UNDP-GEF Project Cycle Project idea Pre- SESP PIF submission LOE from GEF OFP (Mar LOE from GEF OFP (Mar 18, 13) 18, 13) + Project Identification + Project Identification Form (PIF) (Oct 29, 13) Form (PIF) (Oct 29, 13) GEF Council Approval GEF Council Approval GEF CEO endorsement GEF CEO endorsement PPG phase stated on PPG phase stated on April 24, 2013 April 24, 2013 Project Closure Dec 2019 C o n t i n u o u s Project Midterm Year 2018 M o n ProDoc ProDoc submission submission GEF CEO Approval 'package' prepared, 'package' prepared, cleared technically and cleared technically and financially financially May 8, 2015 May 8, 2015 Inception Report PIRs SESP TTs Gender Analysis i t o r Inception Workshop Oct 7, 2016 Oct 7, 2016 i n g UNDP Approval UNDP Approval Start Date Start Date Prodoc signed Prodoc signed Dec 18, 2015 Dec 18, 2015 Adey Tesfaye, Regional Programme Associate, UNDP) RSC Addis Ababa
UNDP UNDP- -GEF Project Implementation GEF Project Implementation Roles and Responsibilities Roles and Responsibilities GEF GEF UNDP UNDP- -GEF (NY) GEF (NY) Agreement and Formal Agreement and Formal delegation of authority delegation of authority to implement the GEF to implement the GEF project M&E project M&E responsibilities responsibilities UNDP UNDP- -GEF Regional GEF Regional Center Center Addis Ababa Addis Ababa for Africa for Africa Reporting Reporting responsibilities responsibilities UNDP South Africa UNDP South Africa Department of Energy (DoE) Department of Energy (DoE) Project Steering Committee Project Steering Committee PSC member DTI, DST, DEA, DHET, SANEDI DTI, DST, DEA, DHET, SANEDI PSC member PMU PMU Technical Advisory Committee Technical Advisory Committee PSC member SAWEA, GIZ, DANIDA SAWEA, GIZ, DANIDA PSC member Adey Tesfaye, Regional Programme Associate, UNDP) RSC Addis Ababa
SAWEP 2 Organogram SAWEP 2 Organogram
PSC Responsibilities Provide overall guidance and direction to the project, ensuring it remains within any specified constraints; Address project issues as raised by the project manager; Provide guidance on new project risks, and management actions to address specific risks; Review the project progress, and provide direction and recommendations to ensure that the agreed deliverables are produced satisfactorily according to plans; Review Combined Delivery Reports prior to certification by the implementing partner; Wakhile N. Mkhonza, Programme Officer, SAWEP II Inception Workshop 07 Oct 2016
PSC Responsibilities (Cont) Appraise the project annual review report, including the quality assessment rating report; make recommendations for the work plan; and inform the outcome group about the results of the review; Provide ad hoc direction and advice for exceptional situations when the project manager s tolerances are exceeded; and Assess and decide to proceed on project changes through appropriate revisions. Wakhile N. Mkhonza, Programme Officer, SAWEP II Inception Workshop 07 Oct 2016
Monitoring and Reporting Inception Report Quarterly reports (focus on results) - CDR Quarterly financial reports Quarterly expenditure reports and Project Audits (1st Annual Review Report and PIR (1st 2017) Project Steering Committee Meetings Field visits by UNDP CO Independent Evaluations (Mid-Term 2018 & Terminal 2019) Wakhile N. Mkhonza, Programme Officer, SAWEP II Inception Workshop 07 Oct 2016
Risk Management Risk Management Why manage risk in a UNDP Why manage risk in a UNDP- -GEF project? GEF project? GEF-funded projects are complex and therefore likely to face risks and challenges Strengthen project and portfolio management (efficiency and effectiveness) Adey Tesfaye, Regional Programme Associate, UNDP) RSC Addis Ababa
FINANCIAL MANAGEMENT Preparatory (PPG) funds cannot be transferred to the main project Project Management Cost (PMC) budget can be: max. 5% of outcomes subtotal for projects above $2 mil of GEF grant PMC cannot be overspent at all over the project lifetime Project PMC is USD 169250 Miscellaneous and Supplies is kept within 3-5% of the total budget over the lifetime of the project Adey Tesfaye, Regional Programme Associate, UNDP) RSC Addis Ababa
FINANCIAL MANAGEMENT Authorized changes in TBWP Authorized changes in TBWP Major change (amendment) requiring re- submission to the GEF for approval (applies for GEF 5 and GEF 6 projects): Funds transfer between project outcomes exceeding 10% of the total GEF project grant Introduction of new budget items or outcomes exceeding 5 % of the total GEF project grant Adey Tesfaye, Regional Programme Associate, UNDP) RSC Addis Ababa
FINANCIAL MANAGEMENT BUDGET LINES NOT ALLOWED, NOT BUDGET LINES NOT ALLOWED, NOT RECOMMENDED: RECOMMENDED: 75100 75100 (F&A) GMS is paid separately to XB budget 72700 72700 (Hospitality) use 75700 instead 73500 73500 (Reimbursement Costs) - unless approved in prodoc by GEF BLs starting with 6 6 except DIM projects and DPC BL 64398 73100 73100 (Rental and maintenance of premises) unless approved in prodoc by GEF Adey Tesfaye, Regional Programme Associate, UNDP) RSC Addis Ababa
Procurement & Support services UNDP, DoE letter
Approval Annual Work Plan (AWP 2016) Developed over 2013/14 Project approved May 2015, Prodoc signed Dec 2015 USD 3.5 million GEF grant 4 Components Component 1: Monitoring and Evaluation of the implementation of local content requirements Component 2: Resource-mapping and wind corridor development support for policy-makers: Component 3: Support for the development of small-scale wind sector Component 4: Training and human capital development for the wind energy sector
