Project Document and Guide on Project Cycle Management (PCM)
The Austrian Development Agency (ADA) applies Project Cycle Management (which is being used EU wide) for the quality assurance of its projects and programmes.
Project Document
In order to ensure quality throughout the planning process the Logical Framework Approach is used. A project document therefore consists of the following components:
- Project Description: the structure follows the Logical Framework Approach with specific guiding questions listed under each heading
- Annex No. 1: the Logical Framework gives a summary of the project's design
- Annex No. 2: the Time Schedule gives an overview of the sequence and duration of the planned activities
- Annex No. 3: the Project Budget:
- 3a) Summary project budget (project budget relevant for accounting)
- 3b) Detailed project budget/calculation
- Annex No. 4: the Monitoring Plan gives an overview on how the indicators used to assess the achievement of the project's objectives will be operationalized
- Annex No. 5: Environmental Impact Questionnaire, duly completed
- Annex No. 6: Gender Equality Questionnaire, duly completed
The Project Document (including the gender and environmental impact assessment carried out by the ADA) forms an integral part of the financing contract.
Project Document with its Annexes - doc
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PCM and Quality Assurance
For any questions to ensure the quality of the planning process please refer to the Project Cycle Management Guidelines of the European Commission. This tool can serve as guidance during the planning process to cross check, whether the right strategic decisions have been taken.
Quality Criteria
In addition specific quality criteria of the Austrian Development Cooperation apply for different issues and sectors. Guidance and further information can be found under "Themes".
Reporting on progress
One of the results of a high quality implementation and good monitoring is reporting on progress. A distinction is being made between
- the Activity Report, which is due as at June, 30. This report summarizes implementation progress during the reporting period, management measures taken as a result of monitoring and changes foreseen for the next reporting period. In addition the report includes a detailed list of the planned activities for the reporting period and their actual current status of implementation;
- the Progress Report, which is due as at December, 31 and at the end of the project (Final Report). This report contains a profound analysis of changes in the project context, of the target group (and the beneficiaries) as well as the local partner organization. In addition the report contains a detailed assessment of the project progress based on the intervention logic (and the related indicators) as well as a description of the monitoring and management measures implemented. Based on this assessment the report contains conclusions with regard to future perspectives of the project in terms of implementation and sustainability. If stipulated by contract a detailed activity plan and the budget for the following year are supposed to be annexed to the Progress Report.
Terms of Reference
As a part of contracting a consultant Terms of Reference (ToR) need to be drawn up as well as the profile of requirements for the planned technical consultancy.
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ToR Consulting Services - doc
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Project implementations document for downloading:
Budget reallocations and extensions of project duration.PDF - pdf
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