- I) What is a Technical Review
- II) How to conduct a Technical Review
- III) Withdrawing a Project
What is a Technical Review Top
The objective of the technical review process is to ensure that proposals are of the highest possible quality before final approval by the HC.
The review committees are comprised of groups of technical experts, per sector/cluster, that review project proposals according to their technical merit and the appropriateness of budget provisions. Sufficient time and effort have to be dedicated to ensure that substandard projects are approved or rejected.
The technical review stage ends with the financial review by Finance HQ so that programmatic and financial feedback can be compiled by the HFU and shared with the applicant for their consideration.
How do I conduct a Technical Review Top
Role: Cluster Coordinator
The Cluster Coordinator has the ability to make comments conveying their evaluation of the project proposal. If revisions are suggested, the Cluster Coordinator will send the project proposal to the HFU, for HFU to send the project proposal to the IP for re-draft (TR Draft by IP)
If based upon the Cluster Coordinator’s evaluation, the project proposal is recommended as is, the project proposal is sent to the HFU with proper comments (Under TR by HFU).
During the Technical Review stage, Cluster Coordinators, Specialists (such as gender advisors) and Finance also have the ability to review the project proposal. If the HFU or any of these groups, adds comments to the project mentioning that changes in the project proposal are needed, the HFU will send back the project proposal to the IP for the project proposal to be re-drafted.
If based upon the HFU or any other group (CC, Finance, Specialist) comments that the project proposal is to be rejected, the HFU will take the decision to reject the project proposal on the GMS and send it to 'TR Non-recommended'.
Role: FCS Finance (or HFU Finance)
The FCS/HFU Finance receives the project proposal from the HFU after the project proposal has been reviewed by the HFU and the Cluster Coordinator and after all comments (if any) have been addressed by the IP. After completing their evaluation, FCS/HFU Finance can either send the project back to the HFU (TR HFU) if there are additional comments to be addressed by the IP, OR proceed with clearing the budget before the project can move to the GA preparation stage.
Shown below are the screenshots of a project proposal undergoing a Technical Review
The Cluster Coordinator and Specialists must review the project proposal, and leave comments under each tab in their respective comment's section.
Once reviewed and commented, the Cluster Coordinator can return the project proposal back to HFU by clicking on [Return to HFU].
On clicking the Return to HFU button, the Cluster Coordinator will be prompted to type in ‘Comments for project in "Under TR review"’. Click the Yes button to submit the TR reviewed project to HFU.
After reviewing the TR reviewed project from the Cluster Coordinator, including all saved comments, the HFU can either:
- Send the project proposal back to the Partner for re-draft by clicking on [send to IP for re-draft]; OR
- Send the project proposal to Finance review by clicking on [Send to HFU Finance for TR].
Upon clicking on [Send to Finance for TR] button, the HFU will be prompted to type in ‘Comments for project in "Under TR HFU"’. Also check the checkbox wherein the HFU is held accountable for the reviewing of the project. Click the [Yes] button to submit the project proposal for Technical review to Finance.
After reviewing the project, FCS/HFU Finance can either :
- Leave comments if changes are required from the Partner and send it back to the HFU so that they can transfer to the partner for revision, by clicking on [return to HFU].
- Clear the budget by clicking on [Budget Cleared].
On clicking the [Budget Cleared] button, the FCS Finance will be prompted to type in ‘Comments for project in "Under TR Finance”’. Click the [Yes] button to submit the project proposal to the HFU.
TR Recommended versus Non-recommended Top
A project proposal is not recommended until it goes through the full technical review cycle of being reviewed and commented on by the Cluster Coordinator, (the advisor of cross cutting issues or Specialist if applicable), HFU and Finance. After Finance (the last user group involved in the Technical Review) provides their final comments, the HFU will determine:
- If the project is to be non-recommended
- The project proposal based upon comments made needs further revisions for further consideration
- The project proposal is good as is and is recommended
Checklist to review the budget:
Addressing Technical Review comments Top
A user can view comments that have been made on the project proposal by clicking on the 'More Comments' hyperlink to review 'Workflow Status Comments'.
Or at the bottom of each project proposal tab, view the comments trail provided within. The comments trail will provide you with who made the comment, the date and time stamp of the comment, the workflow project status in which the comment was made, and the comment itself.
How to include specialized comments (gender, environment and other cross cutting issues) Top
Advisor cross cutting issues / Specialist
The Advisor of cross cutting issues or Specialist receives the project proposal within the Technical Review phase. The Advisor cross cutting issues or Specialist will have the ability to make comments on the project proposal and send it back to HFU. HFU can send the proposal back to the partner for re-draft if needed. Once the re-draft is completed, it can be sent to FCS Finance for budget clearance.
The Advisor cross cutting issues or Specialist can repeat this same process if further project proposal comments and revisions are needed.
Withdrawing a projectTop
If an Implementing Partner wishes to withdraw their project proposal during the Technical Review, they will have to contact HFU to have their project proposal withdrawn.