: Memorandum Circular No.- 36

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SUBJECT r GUIDELINES IN THE PREPARATION OF . I , ! . . . " 6. - r .

PROJECT COMPLFSION/TERMINATI:ON REPORT _ I. i . . ; i (PCR/PTR) FOR FOREIGN-ASSISTED PROJECTS - - .

: . I . : ' t i a . j Section 1. BASIC POLICY. -~oreig+-a~sisted projeqts!. 1,. - , I : ! - : : SFAqs) are rich source of information whtch ;can be of mqat : . , ! help for project management and concerned policy-makere J i f ! ) ; . such information .are known to them. j Information i7e. I

i . . . eppr',opriatenesb of the design, effective strat'egiqs, ! . . 1 management e l r i l l s and style that can be used ili"" formulati,ng - . . specific actions and plans necessary to qnsura satisfactqry , :

perf,ormance of current and future projects. Studies and i: I 'policies .are likewise often generated and formulated from " i .

P the- projects through Technical ~asiatance extended Iby , ! : foreign consultants and experts.

- i j S e ~ b i o n 2.

1 ' GENERAL i I however, of p r d a c t findings ,and .other:

i ! . . i given due a t t en t ion . If ever the re a r e . I 'are .deficient of important information

I

T : decision. It is. in t h i s context that t

up and have a standard format for . t Pro jec t CompletionlTerminal Report

recokd the findings, lessons learned . .

I by the project; to serve as guide in " ! future pal ic iea and .projects.

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. ! .section 3. SPBCIFICOBJECTIVB. Tpcbhe up w i t h [ + I.- . i'

, ! ' stdn$ard camprehensive ddcumentation and, ,eva$uation out l i ~ e , 1 . . - ] i i: ! I

I .of : a project report necessary to aesesg the' ; results pf a 1 . ;/' project activities and performance and thy e f gectiveness the means employed Ga achieve the results;. . Pf 1 ' , -.

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: I ' i i f I +contained in the report. . - I . - 1 1 ' . . ' S

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i visayar Avenue, Dillman, Quezon ~ i w i .: I , r t - . = .i .: ! - I'

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.. *' 4 ' . . - i , .'-';;b;, .:,,;:. . . . . . . ' - . &. , " : :.;,;,.."" . . . . I . * - . . I .Secti I .: ! .,.- . COVERAGE .- ; AND S :OF- . P R E P A ~ T I ~ N ; +: : ;.-r.,- I .

. .:project Compretion/Tsrminal Reports'. cPCRslP,FRq)v should ilbea. ;I.. 1 . ;:; . . : - . . . prepared . f a r all comple t ing / te r~ i r ia t~ ,mnQ; :.projects * ' h ~ ~ a . ; . - - ~ . -

.. programs :implemented by the Departrnerjt .... i It-- . sh~uld : \be ... prepared by the Project Management O f f i q e . ('PMO) within Yne; ' L . -: : I j . (1) *.years before the' completion of the ~ , roJep t . The first .. ,

draft of the re'bbrt should be submitta,d :aFx (6) montkc i.: . . ! . ." : * ! '. : before the - completion/terinination date. a,nd ,the f i n a l . ripopt-. i . , . I '

. ; within three ( 3 ) . months before thk cbmple t . io r i / t e~ i ina t ih , .. [ . . . :: , . date' with due considera t ion to t h e c o n h e n t s : mgde on 4 $he.. / - ' ! ' . draft report. ' ! I . : ' . i I .

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t ; . . . . . . . . '. .. 1 .: ' - .* :i' . , section 6. CONTENT. A$lD STYLE. . A n . ohtlihe .,is prepakpd ,.. , a

, (see, Annex "I" 1 to facilitate the prepa~at&or! pf the , PCR/PFR , , I . .

.and. ' to ha general u , n i f o r m i t ~ ,of formpt and content . fpr:-.- i L ..,. ; 1 , cans+stenc posea. ' However, projects dref net 1imite.d .' $0' , :. . I ., *,

provide m information than what is\ , required '.in .: t$b * [ ' - '.'I . . . ' . out l ine . . mxnor variations. can be .made to! suit'.the s p e c i f h c : . - I.* +. 03! i h v i d u a l needs of t he projects. . t . . " I I . ' , ._ . ! . a : . I .

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.BRIEF DESCRIPTION OF REPOFKC' CONTENT. ^ : , + . ! . . :.I 1 . . .;.I, ..... ,;. ..

' t 7.1 ' . Fronc . Gover. The formkt for .the iront,'.*=ovek &all i . . include the name of $he agency (at the. top of paper), the .". - - # .

kina of report ( i - e . , Projec t CompletionYTqrminal Report); 1.;. > " the pf'ogram/pr?ject t i t l e and t he date the report was ' made,

'.This E o r i a t should .be. used f o r all PCR~/PTR~ ' , ' . ' ., . . . , ..I -a s:

i .+ ,i; . ' I , . . , I. - . * . 07.2'~Table. of Contents. The format and stylelfor tho 'table : . I . i - . I :

,of .;content& of PCRs/PTRs shall be the us$al.format used t+n ., . l i ' . . ;all' reppr t preparation.. I . ; . ... . ! a . . . . .... ' i b 1 . - ! .

I 1 3 - . I . : ' . 7.3; ~ i p d : A map showing .the proj~Ct and the. l b c i t i a n ., I . . . . i . .

: . of major ' project fac4lities should be! p~ovided; : + , 'Other': - : . relevat maps should also be included inn the ?$port.: . !. .

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:. . . * .. . . 7.4 pro f i l e br &sic PrBject Data. : Th' is ;section presents [a .I :. . : . one-page relevant data and information .;about 'i t he . p ~ o j e c t . . . . I . , ' i ' '

This ; inclridks a brief .descr.iption of thk p~oject , .and it8- ', :I:*, . r i .- . .... bbjecliives, the location, duration and type of project.,.. t+e ,i. . . . +-,*. : .. C...:. - . - . . to ta l .project coat .as well as the,'-fending, executing, ..<, .>:,.+?

! implementing and participating agencies-:.. " : I 7 '" ' ., :;. . . .I' . k . " . . i .

. - . _ : .' 7i5. &iicutiys ~ u k a r y . ' This portion is . . oyerall . content . 'of . the PGRDTR as . significant findings. and conclusimis, ndgative. . This por t ion - shbuld include a ' one paragrayh + .

I "reports of .the d i f f e r e n t 'headings and subheadings in' the . . ', . . . ' I . ... report . '

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- 1 7-6 +.Projec . ,activities This incluc

, its abjecl ments,

- ' - - { i - . . cription. This chaptt rcribes mainly 1 the : . ,he me-implementation pnase of the project. '

t iona le , i d e n t i f i f t and preparation, I --- r;

~e ra and components and o'

:a$ior ther project- arrahee- : 1 , . .

1 , . . 7.7 Tmplementat ion Achievemen specific project accomplishment during the i ~ n p l e m c r ~ ~ t r b ~ u ~ p~lase are and described in this chapter. This should cover actual '

activities of each components of the project as against ithe . . planned targets- This chapter should also include problems encountered Allring implementation I ict iona talreni to ,

address suc ~blems. 4 I

7.8 Imple*-.. Y= YLYU Performance . Thib ~ l l n ~ t e r describes 1 and : '

assesses the basic features of the projectfa implementation '

inc,luding any significant deviations made by the project land , 1: the factor- * I . = + affec t the project ! performance. This I I chapter shc a l l aspects of t' j j e c t from project ,

ident if ica. ject imnplementat . .

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L U " C I

:over ;o pro

impact meaE

npact~

ihou Id t he

he Iprc ion.

7 -9 Pro jec t . Rosults. This chapter describes the imp4ote '

made and the benefits derived from the project achievements- This chapter' should focus on the pos i t ive as well as the negative , ;s. Attention E be g i ~ n to / t h e mitigating rures adopted bs :t to avoid such negative i~ I.. 1 I _

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7.10 Key Issues far the Future. :chapter pres=nts * ' :

project specific issues which remai ssolved or those . !.# "- that continue to be crucial f o r sustairiability of proJect . . '

benefits or those tha t have broader irnpiications f o r future projects intended to ass i s t project management and policy mdlrers in 'formulating actions and pla-- I

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shall . . 7.11 Lesaons Learned. This chapter contain relkvant positive ~ e g a t i v e Lessons experaenced during project fmplementa It is important to :first identify land I , .

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present th i t ive lessons experienced so tha t they cquld A . be repeat,-, ,,I the future. This should be, followed by a. , discussion of the lessons from negative [aspects which shqyld !

I be given special attention in the :design far future . !

projects. I I

1 -:. 7.12 Conclueion. This chapter presents the genq~al '%. . , - :

conclusions aris ing from the project experience which /are ,

-. relevant to future developmental activities., It could - also ,

contain a summary of project specific matters which require . I f u r t h e r action by concerned parties. I 'P..;. . 1 -. .. .

rr, sub .n th ;o ' ela

? brie many

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.- -- . 7-13 Appex! . Onlyper t ine .tion should ibe included i pendices. Thos ; re j lu~~es which ?re - : essential fc stantiating and/or clarifying the findings 1 +

presented i e t e x t of the PCR/PTR. The use /of Appendices t borate technical aspects of the project jar its operations should be avoided or if abnolutely necessary, it should b~ f. The project &e not l imi ted /to provide as appendices as th .ch they deemed important. I

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IELI NE! . . , . . Sectiox ADDITIONAL GUIP

I 3. The Secretary may

issue additional instructions/gu~ae~lnes necessary f o r the I

' i c ien t implement 1 effective ax lis Circular. I

I. Sectior- - . REPEALING CLAWS

orders, memos, circulars, rules and re; to the provisions herein specified arl modified accordingly.

. Sectior t a k e effect

EFFECTIVITY. liately ,

Menc

:her provisio$s, ions inconsist$nt . :by repealed, and

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,randm ~ircujar ! i i !

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.". : ' . .* : : . " ' I . . . Annex '.' : t

, i , - " . FOM~TAND CONTFHTS. dk THE PREPA~ATIUN~B , ' . - ;

: a PROJECT COMPLETION/TGRMINATIDN RFP~RT. j (~PCR/PTI~). *. . + .

FOR FOREIGN-ASSIGTED PROJECTS : ' .

O ' U T L I N E i i 1 ' 1 .

FRONT COVER ' TRBm OF CONTENTS

MAPS ' PROFILE or BASIC PROJECT DATA , . !

. EXECUTIVE SUMMARY . * ! ! 1 PROJECT DESCRIPTION

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:a. ~ationala . :b. Identification, Preparation .and dppraisal . Objectives and Scope d . Components 1 .

I ; . . e. Implementation Arrangements end ~chidule

f. Co 1 Financing Arrangements 1 I

IV.

ION ACHIEVEMENT . ! . . "

u r - a *

ganizr st anc -s-..-.

. : ! : iIMPLENENTATION PERFORMANCE . I

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'a. Dee+- " ..-I- - . . 'b. Or s t ion and Management I / : :c. Co 1 Financing i d. P ~ L - A Y I - J I E ~ ~ C ~ of Con~ultants, contdactors & Supplit e. Engagement of Consultants & Procurement of Good

and Services f . Compliance with LoanIGrant ~ovenints : !g . Pisburst I I .

.h. , Operatic I Maintenance i ;

I + ii . Performance of Funding, Executing and .Irnplementi~

A g 3 t

. Ca t ing , Construct ion and do-iqdioning ,

' , 'C .

:merit 3n and . . - - - -

. . PROJECT RESULTS . -4

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a. Institutional Development ,

:b. Economic Re-Evaluation c . Socioeconomic and ir . . d, Women in Development

! :e. Environmental tf. Gestation and. . .

:; . V. kEY ISSUES FOR TME FWTWRF, . .

VI. 'LESSONS LEARNED . . . . V ~ I . CONCLUSION

.a. Overall Assessment 'b. Follow-up Actions Needed

! ~PPENDXCES . oL . -. i - i . i : !a, Photographa i .- Ib. ' Other video mat'erials . . I

funds I nco'un I ---

and ies ; ued ; z

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D E P A ~ M E N ~ OF ' i n . "*.

EW~RONMENTI !&P 0.184 -. ~ .

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SECTION xi. ~ c f i n i t i o ~ of Terms i ; I

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i i had . . ~n - systematic t r a n s f e r / i n t e

, j i . ' " i ! . : : i - component thereof to anotneu

, , - I . . : . . . a11 cl~aracteristics inhe ' j

component. ! . . , - . . i . - I .

phase O u t - systematic withdrawal o . : . . - 1 complete or partial. i ; .

I . I. . ; - r : ,

, , . . ; . ~s@i{tnnce - may be in the f orln of p,ro jec$,l funds ! . ' i . .

from foreign and GOP couit$rpa$t fund; : ; .I - ; ! .. . i . . . power; ndministration/supe~v~sidn~

! . . , . :: : . . * !. i . : . ',Party . - a recognized agency, brgz --. .

community, or u n i t 1 : I - , f ; ! I . . 1 : i * I - ;L

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i NATURAL RESOL : I I I - - 1 ' .:! 1. i :

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: ~ E M R MEMORANDGM CII IR I: I : ;

i NO. 36.' : . 1 " t

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SUBJECT: ESTABLISHING GUIDELINES FOR :PREPARATION OF , !-+.. !: . : PHA {PHASE-OUT PLAN I

4SSISTED PROJECT: FOR : 1 , '

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SECTION I.; R a t i o !. : i 1 ' ! ' . :Foreign s t e d projects are

funde!d t h r o fore ign loans or t periqd. Bo , whi le continued

are assured durlng their sourcing of period are e tered A c t i v i t i e s ' e . g . , i p l a n t a t i o n main- !.. . 1 . 3 . tenance and y ~ u t c c t i o n are disrupted lor d*scontinyed, resulting in the waste af i n i t i a l inves tments M o r e o v e ~ ,

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[I '

i . , maintenance of e x i s t i n g infrastructure and other f a c i l i t i e i . , , .. are qffected. thereby hastening their d e t e r i d r a t i o n ' - ' i ' 4

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,It is 1 1 - are, imperative that plans , ~ t r a t c g i ~ s : 1, - ,;. for.$he phase-lnlphase-out of said projec~s~be'formulated :t ,

I !.,, : 1 ; 1'. t h g !earlie: me p o s s i b l e . This w i l l / p?dvide f d r - the: :I I 1 . t ' smooth inte an of t h e projects' components into, tHe i.. .)

r e g h l ~ r a c t i ~ ~ L A G S of .the Regional Off ices, local governmcljt +,

. .

u n i t s or community, where approp acceptable,' aqd , : . -. ensure that the developmental ac existing infr+- , . structure and equipment are c bnd 3 . * . respectively,

I : : : I

lute Sphas: the . -

~ i r c m e o u t pe

C I .

1 . To formu plans , strategies and edules for the phasing-in ing-out of foreign-as d p r o j e c t s a?d f aciJ. i t a te integrationJtransition heir activitips into t h e regular activities of their respective R e g i o n ~ l Offices, L r community as tl tproach their Lermina- tion/compl d a t e ; 1

i I

2 . To determ he budgetary reqr f t h e projecss during th sing-in/phasing-I f o r integratibn into t h e buagetary requirements or m e ncgional Offices;

> \

3 . To recommendations t h e appropriapc uses - .. e ~ ~ t s ~ i n g inIras1;ruc-1;ul-c u deployment and maintenance of the existing equ : and vehic les; 1

l ing 1 +La

I 4. To ' identify operational proble ...-, - .~c lhding the issue pn

utilization of highly trained rac tua l project . p e p sonnel and f orrnulste strategic courses of action address s a i d problems; and

5 . To conduct a complete inventor :omplishments of

... ' . .

T" the equipment, inf ra-

structure, o t h e r properties a foreign-assisted projects.

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SECTION IV. Ex~ected O u t ~ u t ? j j . . . I

1. Plans , strategies and schedule of in tegrat ing projept a c t i v i t i e s into t h e regu lar a c t i v i t i e s of t h e

,LGUs or community,

2. ~ r d j e c i s ' budgetary requirement termination of loans/grants and into the regions, LGUs regu funding .

L d ilternatives a f . t , r tegjes for integratign budget .or

! communir 1

3 . Recommendations on t h e uses 1

the! prgjects' infra- structure, deployment and mai nce 1 of : vehicles abd equipme,nt after termination of loans/grants:

4 . L i s t of identified operation^ , including tbc placement of h i g h l y t r a ined conzracxua+ personnel by t p e projects and strategies and courses of'nction' to t h e problems.

rl p r o . L . . .

I 5. A complete inventory and distribution blankof equipmen?,

vehicles, infrastructure, and other p r o p e r t i e s , the physical and financial accomplis$ment reports o t h e r documents of the projects. i !

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SECTION V. i ,J

A . COVERAGE 0

All ongoin eign-assisted prl

'ING 0: PPICES AND ROLES

tive irnplemcd: lowing off i cds

I d/consulted . i ,n Phase-XnJPhasd-

B .1 ra* ~ , ~ b ~ ~ a b i n g O f f ices

urc .(;he e f f i c i e n f t he undertalcin,, -.

nformed/represenled/ir ation and execution ol thus :

T . 8 Z 1 C

s11aI.l the O u t 5

l ff ice 1% the

of .the Designat Project

ed Sex

F i e l d 2. Off ice of - t h e Undcrsecre.tar: Operations.

y f o r t

3 . Off i ce of t h c Undersec N a t u r a l R~sources Mana

4 . Off,icc of t h e Undersecretar: Environment and Research

5. Office of t h e Foreign- Projects (PASPO)

~d Special ! . . i 1,

, f

t

r - 6. Office of the A s s i s t a n and Policy S t u d i e s

I r f o r Planning I

t

7. O f f i c e of t l ~ c A s s i s t n n . ~ aec Management Services

? f o r

8. Other concerned DENR Office Regional/PENRO/CENRQ I

9 . Concerned Project Management; mana ices (PMO) i 3

Z i

10 .. Concerned oversight agencie LitutionsJ I

organizatians/local governmcrlb, Uilits 11 . I.

! 11, Affec ted communityJie~

. B. 2 Roles

B. 2.1 The Designated Senior offiber, :{DSO) of "% 'i Project shall take t h e lead! id t h e review .an 1 :. .shall oversee the implementhtiod of thc P l a n . The Office of t h e Undersecketary f o r Fie l id * '

. :

Operations through the r tivc PENRO/CENRP concerned shall support coo"rdinnte thie i ' . - implementation of the Pl 1 . ! .+ -- I

?ASP0 shall be f b r m e d to hackstop the Dcs~gnnted Senior 0f fic&{ (DSO) . j

r The Secretariat s h a ~ ~ . ae camposed of: I

I 1. !IS, FASPO rep s ( 2 ) I i

' 2 . PS, FASPO r ep * (1) 3 . m..eld Operation :es&ntatives (2)

I

PCI PD.' -.

resen1 resent

I The concerned FASPO Desk dfficer s h a l l by one of PASPO'S reprcsentatiyes : t o the

t a r i a t . . I

; I The Office of t h e n s s ~ s x n n t :secretary f ~ l Planagement Services s h a l l .&alce 'tho lead $n the i n v e n t d r y and docurnenta3iori of vehicles ,I equipment and other facilisies ,and fixtures of the Prnject, in coordination w i t h P A S P O ' . ~ D e s k Officer f o r the project'. .It shall nlsq - be responsible in the snf.eke'sbing 'of a l 2 original documents. i

R. 2 . 5 L i k e w i s e , t h e OfEic tary f o r Managemen d~zpl i ca ' l e copies of to Item B.2.4, t evaluation purposes

I s i . s t a n t Secre 1 7 r i c c s ;shall. provide

iocGments perta in ing IS-FASPO f o r fu tur4- '

I . . I . ,

0 . 2 . 6 The respective Regional and/or Central-base! ., Project Management Offices sihall prepare t h e

accomplishment r e p o r t s , Horik and ~inancio? + Plans and o-ther pcrt inen.t j d:o,cuments, ifi

I applicable, and p rov ide copi,es ifpr reference.! * !

6 . SCHEDULE OF XHPLEHENTATION ! 1 C . 1 Draft Phase-In/Phase-Out P

I

To Pacilj.tatc the prepusaLlon o f each pro j e c t 9 ; k Phase-In/Phase-Out Plan, a d r a f t f r a m e w o ~ k lad shall be prepared by the respective P?lO of all on-1 . going FAPs in consultation w i t h participntinq off ices (Sect ion V.B.1). The Plan i sha l l be guided' I by the attached outline ( ~ n n e x A ) P u t i shall. not b,e constrained from prov id ing mare $nf prnla t ion than1 what the outline i s requ ir2 - - 1 ' I I

(2.2 Submission of Draft Prarnew~ .an ! ; I

All draf t frornecrorlc plans shall: be: submitted t:oi A . the Secretariat n o t later t han two! (23) months upon

t h e signing of this Circular, The ~ecfetariat will .then prepare a summary of all recbrnmehdations f o r review by the Designated Senior Officer ( D S O ) and other concerned Officcs,

conduct of 4 gnatcd ~enio$ meeting

a , it may f necessary

s id ing l e on

U G 3 J .

T h e I l n n .

n t h e Final /I *- . I: fficcr through the Secre:,

' any proposed nal Phase-In4

- 2 call b$ i

The uusienated Ser t a r i a t 1 informed in amendn -I; c rev i s ion P h a s e - I ? I t e m C. invoked upo ncce::

writ: on tE 2, Pi

C . 4 E f f e c t i v i t y an.

le Pla 11 :be tc 'or - \ - -

. E E P e c t i of t l specified , if the final 1 ( whcl partial phasy . . ? !

i n J o u t e . g . ornlronenl; ; av = i ~ . e 1 .and at w h a t phase of project lementatior ftqils per Annex A u .

thcrwisc, t he p lan under Spec Strategies shal l be fully implement~n "* ' " 0 Tina1 year 05 project i ~ n ~ t a t i o n . L t

j SECTION VI. Funding nna ~ , u g ~ s t i c ... - *

t he r c ... 1 .

All travelling expenses incu1.-rc to t h e implsl ' 1 " _ acn ta t ion of the undertaking shall be cnrrrgqaul~ aga ins t thy .?. appropriations of tl ;pcctivc oPj e "tcnm member i .~ . , . unless 'specified o tl :e . 9 : ! . c -

at i v e ---'-L'

T o : facilitate mobility of the ten Regional pnd Pro jsct Management Off i vehicles , including fuel) and a necessary.

SECTION VXX. Manftoring & Evaluat ion

To ensure the smooth implementat o£ the 1 . In/Phase-Out Plan, the respective regional j o ~ : f j;ces shall responsible in the regular monitoring of t h ~ ex~cutiob of Plan and shall provide monthly feedback tq tqe Designate !

Senior Officer ( D S O ) through the ~ecretar4at.l : Timely and ! . .

appropriate action must: be tnlien to nddrqss . :problems and - . i potential bottleneck areas so as to prdvent significand dclnys in t h e implementation. 1 . I I :

I L i k e w i s e , each PMO shall include in their monthl!

reports to FASPO the progress by which t h e i r plans are being implemented.

I

t .

Plan shall nation ~ e p o t t I

I / . i

A copy of an Annex to (PCR/PTR). .

:c"ut 'Termi

sy issue additional in f f e c t i v e implementatic

I I Lions as may be 1 i

this ~ i r c u l a r ~ / i I

The Secret necessary f o r

ary mi t h e e

I / SECTION I X . Revealing !

! i I ; I ~ 1 1 ' o t h e r nrovib.t.~)11s, orders, rnenlu*. ~irculars and o t h ~ r

,rules and regu ns inconsistent 4 'to the provi- s i o n s h e r e i n ified are hereb: and rnodifi&d a c c o r d i n g l y .

SECTION X. Ef f c c i : ~ v : ~ ~ . y

is M e m

<* Recommending val :

Nat Supe

~nformation/~ocuments needed i - of Phase-In/Phase-Ou

MAIN REPORT

B r i e f statement of what t h e docua

Introduction i 1 - Brief background/history of the project (description,

objectives, duration, location, costs, ,activities, e t c l )

R a t ionale

- Project justification/basis (Why t he project was conductr

- Include project's major acc successes and Iai lures.

Specific Strategies IV.

A . Operatian

: - Site specific activities in d e ~ a ~ ~ . . . - . .. . . 1 . ; i - What are the remaining works to be unaertaktn? , I

- Unresolved issues and problems with rCcommendations. . !'.- - Formulate an adapkab1.e scheme/strategj/schedule f 6 r t $ e

smooth and gradual turn-ovel p ro jec t aclivitiey , f u n c t i o n s , responsibilities, 1 ; and equipment, stru?- tur'es / fnci l i t ies and the like zo ensure t h e sustainn-

r . bility o f t h e project after i t s Le t i o n . f - Speqifications, quantity, sta tus , egbouts , e t c . ' d f

tools, equipment, i n f r a s t r u c t u r e a_-- ---e L i k e , 1 I - Formulate recommendations regarding t he appropriate uses

and maintenance of e x i s Ling i n f r a s t r u c t u r e s and t 4 e deployment (and maintenance) of existing equipment aqd ve11icl.e~. 1 ! i

- Identification of responsibl I R P ~ # C S ' o n phased-qn a c t i v i t i e s . : i

- Source of support funds . : 1 - Effectivity of phasing-in/phasing-out rackivity; fundiyg scheme and etc. I

: . B, Administrative

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.nd $.h,

1 - Formulate a scheme/strategy on how to rr$sorb q u i r l i f i ~ d c~ntractual./casual staff into t h e reiular function :qf DENR and orderly reversion of detailid s taf f to thejr respectivg .mothor u n i t s ,

I I I - Determine t h e budgetary requirement$ of. the projeqt d u r i n g the phase-ou t period f o r inte<gration i n t o t h e budgetary requirements of t h e Regional Offices.

Appendix 2, page 1 I I Project Completion Report .,

General Guidelines for the Preparation of Project CompIetion Reports (For project loans, rnultiproject loans, sector loans and program loans)

CONTENTS

Phge BASIC DATA .'

.,I a

5 A ;=vised map showing the impact of the project should be included. Map in the RRP should not be repeated.

1. PROJECT DESCRIPTION

It. EVALUATION OF IMPLEMENTATION

Project Components Implementation Arrangements Project Costs Project Schedule Engagement of Consultants and Procurement of Goods and Services Performance of Consultants, Contractors and SupplieFs Conditions and Covenants Disburrements Environmental trnpad Performance of Borrower and the Executing Agency Performance of the Bank

A. Financial Performance B. Economic Performance C. Attainment of Benefits

IV. CONC~US~ONS AND RECOMMENDATIONS

A. Conclusions B. ~ecemrnendations (Project-related and General)

Appendix 2

BASIC DATA

A. Loan Identification

1. Country 2. - LoanNumkr

-. 3. Project Title 4. 'Borrower 5. . Executing Agency 6. . Amount of Loan 7. ' PCRNtlrnber '

8. Kbart Data

1. Appraisal - Date Started - Date Completed

2. Loan Negotiations - Date Started - Date Completed

3. Date of Board' Approval

4. Date of Loan Agreement

Date of Loan Effectiveness - In Losn Agreement - Actual - Number of Extensions

6. Closing Dale - In Loan Agreement - Actual - Number of Extensions ' . 1

I . . . . 1 - 7. Terms,of Loan - lilterest Rate - Maturity (number of years) - Grace Period (number af years)

8. Terns of Relending (ii any) - Interest Rate - Maturity (number of years) - Grace Period (number of years) - Second-step Bomwer

I a. Pates

Initial Disbursement Final Disbursement Time Interval

Effective Date

)OOE &

OrioInal CFosina Date Tme Interval

Category Sub-Lo~

TOTAL

Last 5riglnal Revised Amount Amount Net Undisburs ,Ilocation Allocation Cancelled Available Amount ed

Disbursed BaEanes

10. Local Costs (~inancedr

- Amount (US Dollars) - Percentage of Local Costs - Percentage of Total Cost . .

8 l f disbursements are not yet completed, s h m estimated,amounts preceded by "(est)". . .

' " ?

C. . Project Data'

Project Cost d

1.

Appraisal Estimate Actual

Foreign Exchange Cost

Local cost I Total Cost

I

Appraisal Estimate . Actual Foreign Local Total Foreign Local Total

, <.

' 4 I lmplemerlrarwn Costs

8omwer Financed - ------ Bank Financed,

-. - - I Other External Financing - Total - - -

.. . EDC Costs

. # = 1 Borrower Financed - - - Bank Financed - - - I Other External Financing . Total - - - - -

3. Cost Breakdown by Project Components (Use breakdown inJppraisal Report]

\

Appraisal Estimate Actual Foreign Local ~ o t a f Foreign Local ~ d a l

.. - ..- 4. Project Schedule - r e i

I

Appraisal Estimate Actual

f (a) Date of contad with Consultants (b) Completion of Engineering Designs (c) Civil Works Contract

Date of Award Completion of Work

(a, Equipment and Supplies Dates

First

.. < h L . '- to-. . , , . Last procurement .; . ccy:y$,, I- - :.:,',u:-' *: A V J ~ < :-

w ' " "?> 'I -. . .

I .. Completion of equipment ihqtalldon - ' , - :. , - - (e) Sfart of Operations

Completion of tests and commissioning Beginning of start-up

(f) Other ~ilestones'

lf %re than one, show dates for each eonfraet . A ' Show key events not listed ebwe, particularly for projects with elements not involving construction of

supply of materials and equipment

5. Logical FrameworklBeneft Monitoring and Evaluation (BME)

D. Data on Bank Missions

/ No. of Name of,~ission' . date - Persons

No. of Specialization Persondays of Members

Include. fclntifi&tbn, fazbfindlng, p c a p p n h l , appraisal, project imption, d e w , spelal loan a d m b r ' i . disbursement, PCR. If more than om of each type of mission, number consecutively as Revim missh 1, 2, etc. ' 1

IP a-engtneer,'bfinamid mlyst, m, d-w h e - p m e l l r e m e n t l consultant speda~st , f-contmi officer, ppmpms officer. .

I , .! - ., . ' '. referen,ces.should. be made to the.AWRRP to avoid repetitive narratives. Historical aspects of the project y' ' ; -:?-should be-treated in a brief tabular form.

4 ;; .;- ,',-. , .;. ; , - . - ., ., - - I - . . - , . .. . . . . : - 1 . . , ..

. ' The foitowing'topics, should be dealt.with selectively. Topics under which there was no significant . change' during implementation can be treated in one short paragraph ot treated through suitable , - cross-references to the AR or RRP. .

-. i

. . ;- <" ... '. . - . - A . ' ~mject'~orn~onentss

~iscuss'the project components as antldpated during appraisal; give reasons for any major modifications made during implementation; and indicate 'whether .and to what extent such modifications

! had an impad on project costs, time schedule, and expected benefits. -

" In a brief PCR, historical and descriptive anaGsis should be minimized. In evaluating implementation; .? 6; .I :only those matters in which changes have taken place should be discussed. For a31 PCRs, appendices

.-. ' should be limited to those considered essential to explain the text. Appendices which substitute and lengthen the text should not be attached.

I I - * . . , -:. " ' B. : 'Implementation Arrangements

Discuss the Implementation arrangements of the. project as designed at appraisal, and any major c~anges made neqssaty in these srrangements, by changes in project components. !

.*'i . . . . I - E' . C. . Project Costs

< "- . I -.Discuss project costs, 'and explain significant ovemns or undemns (in a tabular form, by year, - currency, and, major componentslcategories) and any major shifts between foreign and lodl costs. State - " ' the reasons for cost changes and their likely effects on the economic and financial rates of return of the

. project. In 'assessing actual project costs, the relationship between different currencies should be 1 :. '' determined on a basis consistent with that given in h e AR or RRP.

1 . :.* A . . . - I ,

'.- Explaln.the causes of stgnMcant delays in completing the project, referring to discussions In other :. '

paragraphs (e.g., those dealing with procurement or performance of contractors) that give reasons that - . could, or contributed to, the delays.

. I

Discuss arrangements for consultants, any deviations from agreed procedures, 'and the causes of disagreements between the 5orrowerlE.A and the Bank on consultant selection, state the manner in which differences were resolved. Describe any significant problems encountered in the packaging of contracts, preparation of tender documents, andfor evaluation of bids. State how they were resolved.

F. Performance of Consultants, Contractors, and Suppliers !

If any of the. consuitants, contractors, or suppliers used by the BomwedEA failed to perform in accordance with the terms of their conjracts or in accordan? with recognized pefionnance standards, describe the nature of such failure and estimate Rs effect, if any, on the quality of the completed installation, the ,project schedule, andlor project costs. It is not considered appropriate to mention the names of consultancy or contracting firms. If necessary, for clarity, their countries of origin may be giving.

G. Conditions and Covenants . I . ' &plain the cause of any significant delays in meeting the conditions of effectiveness, with

particular attention to procedural problems in the Borrowets country that may similarly affect other ,'

projects.

Indiwte. the status of compliance with all general and special covenants: Where covenant compliance was delayed or breached, discuss the reasons and impact and whether the covenant was realistic. !

Indicate if any covenant has been modified, suspended, or waived altogether and the justification for such actions. Where relevant, financial analysis of the EA and a comparison of financial ratios must be undertaken, to check compliance with financial covenants. This section shoutd include a review of the compliance of the Borrower and EA with reporting requirements. Any relevant changes En amortization between the Borrower and EA and conversion of loan to equity should be discussed.

H. Disbursements

If disbursements were not in accordance with the schedule made at appraisal, the circumstances of delays and the corrective adions taken by the BorrowerlEA and the Bank should be assessed. Where imprest fund andlor SOE dispensation is used, the impact (negative or positive) of these procedures on project implementation and the experience of the ENBank should be evaluated.

I. Environmental Impact ! q. I

Provide a general assessment of the significant. envirbnmental impacts (where psssibie, this should include socioculfural impacts] generated during project implementation, particularfy with reference to issues-considered at the lime of project appraisal. If the project included environmental control measures, evaluate their implementation and effectiveness.

3. Performance of the Borrower and the Executing Agency

Summarize the performance of the BomwerEA in meeting the responsibilities assigned in the implementation plan, and discuss any weaknesses in performance that were observed. Indicate whether f he AR's assessment of the EA's capabilities was reasonably accurate.

Assess the present Institutional capabilities and development of the EA, includtng specific strengthhveaknesses, and whether institutional developmentlstrengthening measures envisaged at appraisal were adequate or successful.

K. Perbrmance of the Bank

The Bank's part In project Implementation (e.g., approvals, disbursements, and monitoring) should

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be reviewed to deternine whether any Bank failure to act promptly, or disagreements with the BormwerlEA on terns of reference, bid documents, awards, or other matters, affected the irnplementa-tion

.procedures, project costs, or implementation schedule. If the effects are not significant or do not permit generalized conclusions, such instances should be noted but need not be analyzed and discussed in detail.

State also what type of advisory services (including training) were provided by the Bank and whether the assistance provided was adequate and done on time. . .

Ill. EVALUATION OF INITIAL PERFORMANCE AND BENEFITS

A. Financial Performance

Unless meaningful data are not available from the initial operation of the project, a financial reevaluation should be carried out. If for any reason, it is not possible to undertake such a reevaluation,

.the reasons therefore should be stated in this section.

B. Economic Performance

Wherever possible, economic reevaluation of the project should be carried out concurrently with the financial reevaluation.

C. Attainment of Benefits

Describe briefly the initial operation of the project and attainment of the expected benefits, drawing upon the indicators in the logical framework wherever available.

IV, CONCLUSIONS AND RECOMMENDATIONS . il

A. ~onclusions

Describe briefly (in one or,two short paragraphs) whether the project was implemented as conceived and, if not, explain the difficulties encountered and remedial measures undertaken. Analyze the logical frameworWME, and provide an overall project performance rating, The project should be ,classified as successful, or partially successful, or unsuccessful in accordance with the definition provided by the Post Evaluation Office.

t .* .' B. Recommendations L- . I

This section can include two types of recommendations: (i) project-specific; and (ii) general, which may affect certain types of projects or may be generally applicable to Bank policies, procedures, and practices. Matters on which recommendations might be made include, but need not be limited to, those listed below. The recommendations discussed below should always be included; however, matters on which action has been or is being taken, should be referred to very briefly.

Project-Related il (0 Future Monitoring - Descrlbe the aspects of project operation (technical, financial,

personnel, management, etc.) that currently require monitoring and what monitoring tools are recommended (specified reports by the BorrowerlEA, missions, consultants, etc.) and, at least initially, at what intelvals the project should be reviewed.

( i Covenants - Recommend whether the covenants in the Loan and Project Agreements should be maintained in their existing form, indicating the specific period to maintain such

-.---- - _ --_ --

- . 1 . -

. , -, .. .* ,;. - . ,. .

.:.. . . covenants or whether any of them should be changed or waived, indicating the specific . .,:.

. :. . . covenants and the substance or wording of any change recommended.

- (iif) Further Action or Follow-Up - Indicate adion that may be needed to complete project implementation (including action needed fa complete disbursements and close the loan account), its initial operation, or the achievement of project bsnefds.

(iv) , Additional Assistance --- Indicate any additional assistance under new financing arrangements (technical assistance or loan assistance) that may be required to improve the project's performance'substantially.

(v) Timing of Project ~erfomiance Audit Report (PPAR) Preparation -- Indicate the appropriate timing for preparation of the PPAR. In excepfional cases (for example, where some works have still to be completed or where supplemental assistance may be

- 1 1 ' proposed, or to allow some time for operations to settle down), the PPAR should not be undertaken before a certain date. The reasons for proposing such deferment should be given. .

General

(vi) Project Appraisal

- assess the EA - estimate costs, inciuding allowance for contingencies - financial planning - implementation planning

1 I project scheduling

(vii) Project Implementation Review the following

- the BorrowetslEA's contracting procedures; Bank approval of procurement documentation, including short lists, prequalification documents, contract documents, awards, and contracts; - disburseme~t procedures;

. _ monitoring and reporting; and - special assistance provided.

(viii) Logical Framework . 4 ,

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- (iii) Fullher Action or ~ o l l o w ~ g &pdn$~g~Fap~~nn@ .may e needed to complete7 pmjeh;;;." implementation (including a ip\pe&dJo , -[:c:, somp~b'disbunements r and close thz loan account), its initial operation, att'he acfievement of project benefits.

Ov) Additional Assistance - Indicate any additional assistance under new financing arrangements (technical assistance or loan assistance) that may be required to improve

- "

' the project's perfomance'substantialfy.

(v) Timing of Project ~ e r f o h a n c e Audit Report (?PAR) Preparation - Indicate the appropriate timing for preparation of the PPAR. In exceptional cases (for example, where some works have still to be cornpeefed or where supplemental assistance may be

' I 1 * proposed, or to allow some time for operations to settle down), the PPAR should not be undertaken before a certain date. The reasons for proposing such deferment should be given. .

General

(vi) Project Appraisal

- assess the EA - esthate costs, including allowance for contingencies - financial planning - implementation planning , a - project scheduling

(vii) Project l rnplementatlon Review the following

- 'the Borrowet'slEA% contracting procedutes; Bank approval of procurement documentation, including short lists, prequalification documents, contract . documents, awards, and contracts; - disbunement procedures; - monitoring and reporting; and

- special assistance provided.

(viii) Logical Framework

fV. Evaluation of Bank's Performance

A. Assess the Bank9 performance in supenrising the implementation of the project. Include comments on the adequacy of the terms of references of consultants and appropriateness of specifications in tender documents. Evaluate the effectiveness and timeliness of assistance exZended by the Bank to solve problems encountered during implementation.

-_ 8. comment on problem e n ~ ~ n t e r e d with the Bank's guidelines. procedures and requirements. Note the measures taken to resolve these problems and suggest changes in such procedures and requirements.

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- -. . . .

Appendix 5 - Suggested Topics for Project Completion Reports to be Prepared by Borrowers

(For DF1 Loans)

A. 'History of the DFI and scope of institution's operations. I . . B. The Bank's past relationship to DFI. I

Ci .lV

Rationale for loan. I It. Loan Utilization I

A. Compare expected subloan distribution based on criteria established during appraisal, if any, and actual subtoan distribution. State reasons for any deviations.

B. Evaluate the impact of subloans on the countly's development efforts. Note the extent that the subloans conform to the government's economic, financial, and monetary policies. I

C. State problems encountered in the implementation and opesation of subprojects financed by the DFls. I

5. To the extent available, give basic details to assess the socioecontlmlc impact of completed subprojects.

IIC. Operational Performance of the DFI

A. . . Describe the main aspeds of the DFl's organization, emphasizing recent changes in management, site, and composition of staff and personnel policies. I

8. ' Describe the principal aspects of the DFl's lending operanans, e.g., lending procedures. . loan criteria, terms and conditions, loan administration, and types of loans. I

C. D n a i b e the DFPs finaridat performance in relation to the size and qualify of hs loan partfolio and financial statements and ratios. , ' *"

D. Assess the DFlk performance with loan covenants. giving reasons for noncornplliance or delays in compliance. I

E. Note measures being taken to strengthen the DFl's institutional and financial capabjlities.

IV. The Bank's Performance I1 A. Assess the Bank's performance in supervising the use of the loan proceeds (approval of

subloans).

B. Comment on the Bank's guideli~es and requirements relating to procurement, free lirnlb, and disbursements; if necessary, suggest changes thereto.

. C. , Describe the effectiveness and timeliness of assistance extended by the Bank to wloe I