workshop report-codec-smart project

Report on

Procurement, Finance and Narrative Report

Workshop

6th & 7th April 2015

Organized By: Community Development Center (CODEC)

Supported By: ICCO COOPERATION

Procurement, Finance and Narrative Report Workshop 2

Index

Content Page

Introduction 03 Objectives of the Workshop 03

Participants and Facilitators 03

Day - 1: 04 About ICCO COOPERATION 04

CODEC-SMART Project Update 04 You and Me Session 05

Procurement 05 Principles of Procurement 06

Risk indicators in Procurement 06

General Guidelines of Procurement 07 Procurement Process, Decisions 07

Time constraints, Decision 08 Procurement Method and Planning 08

Day -2: 09

Presentation on Procurement Planning, Decisions 09 Narrative Report Writing 09

Decisions, Procurement Documentation 10 Open Discussion 11

The Learning from workshop 12 The Expectations 13

Conclusion 13

Workshop in Frame 14 Annex-1 list of Participants 16

Annex-2 Programme Schedule 17


Introduction:

A two-day long workshop on ‘Procurement, Finance and Narrative Report’ held on 6th and 7th April 2015

at CODEC Bhaban in Chittagong with the participation of SMART Project personnel including partner

NGOs (DUS, DESHA and KMSS) and technical partners (NK, SEHD and AIMS). This workshop was mainly

on finance, procurement and narrative reporting to be followed the requirements and compliance of

ICCO Cooperation. The representatives from ICCO COOPERATION and CODEC were present in this

workshop. As a facilitator, Ms. Salma Afroz, Finance Controller-ICCO Cooperation, Bangladesh and Ms.

Monowara Sultana, Monitoring Officer-ICCO Cooperation, Bangladesh introduced them with the

participants and briefly described the purpose of the workshop. A Monitoring Officer named Mr. Zillur

Rahman for SMART Bagerhat Region on behalf of ICCO COOPERATION joined the workshop. From

CODEC, Mr. Didarul Alam Chowdhury, Director-Finance and Mr. Sultan Mohammed Giasuddin, Director-

Publication and New strategies expressed their gratitude and gave a valuable speech. Afterwards, the

Project Coordinator of CODEC-SMART Project, Mr. ANM Wahid delivered a welcome speech and showed

gratitude to ICCO COOPERATION for their continuous support of all kinds to implement ‘Security,

Market Access, Rights and Transparency in Coastal Bangladesh’ in 45 Upazilas of 9 Districts in

Bangladesh.

Objectives of the Workshop:

By the end of this workshop participants will be:

Familiar with the procurement policy of ICCO.

Able to prepare reports as per ICCO’s format/pointers.

Participants:

CODEC-SMART Project: Project Coordinator, Project Manager, M&E Manager, Finance Manager,

Regional Coordinators, Finance Officers, M&E Officers, Admin Officers, HR Officer.

Implementing Partners: DUS-SMART Project, DEHSA-SMART Project and KMSS-SMART Project:

Project Coordinator and Finance & Admin Officer

Technical Partners: Nijera Kori, SEHD and AIMS

Mr. Zillur Rahman, Monitoring Officer for SMART Bagerhat Region under ICCO COOPERATION,

Bangladesh

The names of participants are given in Annex-1.

Facilitators:

Ms. Salma Afroz, Finance Controller, ICCO COOPERATION, Bangladesh

Ms. Monowara Sultana, Monitoring Officer, ICCO COOPERATION, Bangladesh

Venue: Conference Hall, CODEC Bhaban, Chittagong, Bangladesh.


Day - 1:

About ICCO COOPERATION:

In the very beginning of the workshop, the participants watched a PowerPoint presentation on ICCO

COOPERATION. Then, Ms. Salma Afroz discussed about ICCO Cooperation in a short-detail. In a

participatory way the workshop started and the participants came to know about ICCO COOPERATION

very well. In the discussion the main following things were:

Background of ICCO COOPERATION

Goal and objectives of ICCO COOPERATION

Policies of ICCO COOPERATION

Sources of fund

Working areas of ICCO COOPERATION

CODEC-SMART Project update:

The progress of SMART Project was shown to the representatives of ICCO COOPERATION Bangladesh

and the participants in a PowerPoint Presentation by Program Manager of the project. The discussed

subjects were related to the followings:

Goal and Objectives of the project

Achievements of the Milestones

Achievements of the SMART project till 31 March 2015

Regional project updates

The major Achievements of SMART Project are as follows:

Target Households Selection (45000HHs) Completed

Staff Recruitment (Completed)

Office Set-up (Completed)

ToR Development for the SMART Project Staffs

Baseline Survey on 45000 HHs (In progress)

Lead Farmer Selection

Group Formation (In each group 25 HHs)

Inception Meeting (5 out of 9)

Basic Orientation for Staffs (Completed)

Training of Trainers (ToT) on Vegetable Cultivation and Family Micro Plan

Module Development on Vegetable Cultivation (Developed)

Module Development on Family Micro Plan (Developed)

Training on Vegetable Cultivation with Modern Technology (in progress at field level)

Training on Family Micro Plan (in progress at field level)


You and Me Session:

This was an interesting introductory session to exchange information of SMART Project staffs including

implementing partners (DUS, DESHA and KMSS) and technical partners (NK, SEHD and AIMS). In this

session, the participants were paired and introduced each-other to all by name, organization and age of

working experience.

Here Ms. Gul-E-Ferdous introduces Mr. Mahbub Hasan to all.

Procurement:

The main purpose of the workshop was to clarify the requirements and compliance of ICCO

COOPERATION for procurement.

What is Procurement? - asked Ms. Salma Afroz, the facilitator of this session. The participants gave their

opinion regarding procurement. Then the facilitator said that it is a complete process of obtaining goods

and services.

Why Procurement? - asked the Facilitator. After a response from the participants, Ms. Salma simplified

that Procurement is to get the right product in right time for smooth operation of the project ensuring

donor compliance’ in perspective of a donor funded project.

Then the participants watched a PowerPoint Presentation on Procurement Manual Implementation.

The PowerPoint Presentation includes:

What is procurement?

Why procurement in project cycle.

General Guideline.

Procurement Ethics

The Procurement Process.

Procurement Committee.

What is procurement planning?


7 Steps of Procurement Plan.

Which are running cost?

Required Procurement Method.

Time Constraints

Type of Contracts

Procurement procedures for suppliers.

Principles of Procurement:

After the discussion on the procurement, the other facilitator Ms. Monowara Sultana discussed on

procurement principles.

The facilitator let the participants know that in ICCO COOPERATION there are mainly 4 types of

principles to be ensured. They are 1. Ethical Procurement (Ethos, Pathos & Logos), 2. Transparency in

Procurement Process, 3. Equal Treatment & non-discrimination and 4. Proportionality between

procedures and value of contract.

The facilitator also discussed on Human Rights of United Nations.

Risk Indicators in Procurement:

After a discussion on Procurement Principles, Ms. Salma Afroz held the floor again and asked the

participants to read the Risk Indicators in Procurement. Then a discussion on risk indicators with the

participants took place. The vicinity of risk was found out in a participatory way and discussed on the

possible solution and the inconsistency in the date of implementation related to procurement.

After that, the mandatory principles given in the ICCO Procurement Manual (Version March 2012) were

discussed.

Finally, the facilitator discussed the following procurement aspects.

These aspects were: Open/ International Open Tender, Procurement Committee, Declaration of the

committee, Procurement Plan, Relationship between DIP and Procurement Plan, Framework

Agreement, Lot, Purchase Planning, Standard determination based on EU guideline, specification

development, supplier selection, value analysis, financing, price negotiation, making the purchase,

supply contract administration, inventory control and stores, and disposals and other related functions.

Necessity of procurement documentation was given very high priority along with conflict of interest.


General Guidelines of Procurement:

Having discussed on the procurement plan, all participants were asked to find out what is excluded from

a procurement plan in a sheet with many options.

Procurement Process:

“Procurement process” discussion includes the formation of the procurement committee, preparation

of procurement plan. There was a handout for practice session to learn the subject matter of

procurement. Here also the requirements of fulfilling the declaration Paper from the suppliers or

vendors have been discussed. Procurement method and Procurement threshold were also discussed

and the participants expressed their opinion on it.

On the basis of the above discussion, some decisions were made.

Decisions:

Finance Manager, CODEC-SMART Project will collect procurement Plan from each Partners and

compile all to finalize the Procurement plan and will submit it to ICCO COOPERATION Bangladesh

within 15th May 2015.

All the partner organizations and CODEC-SMART Procurement committee have to signature in a

Declaration Paper.

In the cases of “Procurement threshold” the partner organizations have to follow comparatively the

strict one (Lower threshold).

For the single quotation procedure, the committee has to preserve at least 2/3 quotations for

justification.

For the unusual situation of any cases, the committee has to submit the justification note and

inform Head office of CODEC and will process the derogation.


Time constraints:

This session includes the time analysis of tender documentation, RFQ, advertisement, etc. for all types

of procurements. In terms of time management, the committee has to consider the emergency

situation, international shipments, etc.

Decision:

For any changes of Procurement plan, the committee has to seek the Derogation from ICCO

COOPETATION Bangladesh.

A group of participants answering procurement related questions.

Procurement Method and Planning:

Single Quotation, Negotiated Procedure, Local Open Tender, International Open Tender were discussed.

In the discussion, all the procurement methods were brought step by step. By this time the comparative

analysis between CODEC Procurement Policy and ICCO Procurement Policy was done. Framework

agreement considering similar types of items under Lots were discussed with an example. Then

necessary steps for Procurement plan were discussed by a prescribed format from ICCO’s side.

In respect of Procurement Plan some groups from the participants were asked to prepare Procurement

plan as homework. In the following day the assigned task was presented by the participants.


Day - 2:

Presentation on Procurement Planning:

In this session, the groups presented their presentation on Procurement Planning to audience. From

their presentation, many questions were risen and following decisions were made:

Decisions:

To avoid the Open tender, it is not allowed to make “split” of the lot.

If Split is happened, the full process has to be followed.

It is suggested to complete the Details Implementation Plan (DIP), for preparing the procurement

plan.

Narrative Report Writing:

Why Reporting? - asked the Facilitator Ms. Monowara Sultana. After the participants’ response the

facilitator said that reporting is mainly for ensuring accountability, major progress, value for money and

for donor requirement.

The facilitator informed that for ICCO there is no specific prescribed method but the report should be

smart enough.

Later the facilitator let the participants know that there are mainly four (04) types of reports that are

required for submission to ICCO COOPERATION Bangladesh. They are, 1. Annual Project Update, 2.

Annual Narrative Report. 3. Annual Financial Report and 4. Audit Report.

As per ICCO COOPERATION’s requirement, the Annual Project Update has to be submitted within 2

months after the end of every fiscal year (January-December) of the project.

The Annual Narrative Report has to be submitted to ICCO COOPERATION Bangladesh at the end of a

project year. For instance in terms of SMART Project, as this project started from 01 October 2014, so

the Annual Narrative Report has to be submitted at the end of September 2015.

In addition, Ms. Salma Afroz added that in December the Annual Financial Report and Audit Report of

respective organization have to be submitted to ICCO COOPERATION Bangladesh.


Decisions:

“Annual Project Update” has to be submitted to ICCO COOPERATION at the end of December every

year.

“Annual Narrative Report” has to be submitted to ICCO COOPERATION in every Project cycle year.

“Annual Financial Report” has to be submitted to ICCO COOPERATION every year in December.

“Annual Audit Report” has to be submitted to ICCO COOPERATION every year in December.

The Programme Reports must follow yearly milestones/result as of agreements of signed contract

paper as well as have to follow the reporting pointers.

Procurement Documentation:

In this session, a brief discussion on procurement documentation was done. The documentation for

previous procurements needs to be revised and updated according to ICCO Guideline.

Decisions:

To adjust the previous procurement documents, all the financial officers have been requested to

submit the application for Derogation to ICCO COOPERATION.

To submit the Procurement Plan, 20th May 2015 is the deadline for CODEC and 15th May 2015 for

Region.

Any changes in procurement method in Final Procurement Plan should be approved by ICCO,

The method will be the same as final procurement plan.


Open Discussion

In this session, the participants were requested to express their suggestions and learning in Yellow and

Green Card.

In the Yellow Card for Suggestion, the following suggestions are provided by the participants:

1. Discussion on Financial part should be of minimum 2 days.

2. Discussion on Report writing may be for whole day.

3. Should arrange a M&E Workshop

4. Development of Monitoring Format for SMART Project is expected.

5. Refreshers Training may be arranged for better practice.

6. Same workshop is expected for better understanding.

7. Training should be provided along with accommodation.

8. Financial Report should be only on donor requirement with supplied format.

9. Should be selected a focal person for Financial decision.

10. For better Report Writing, another training should be arranged.

11. It is expected that ICCO would arrange this type of workshop periodically.

12. It is required a detail Monitoring and Reporting Workshop.

13. It would be better if an exercise on Bill/Voucher is done.

14. Group work can be incorporated.

15. Reporting Format can be shown with example.

16. Training should be residential.

17. Need conceptual Clarity of M&E and Fund Mobilization.

18. This sort of workshop should be organized very early of the project inception.

19. Need to assist partner organization for procurement planning on behalf of ICCO.

In the green card for Best learning, the following things are provided by the participants:

1. Single Quotation is not actually single.

2. Relationship between DIP and Procurement Plan.

3. TEEP

4. Lot

5. Derogation

6. Note to File

7. Lower Threshold

8. Difference between Annual Project Update and Annual Narrative Report

9. Making Procurement Timeline

10. Learning Proper Procurement System

11. Procurement Planning

12. Lot, All terms of procurement


13. Knowing overall Procurement System

14. Various Procurement Method

15. Clear understanding of Ethical Procurement

16. ICCO’s Generation Terms and Condition

17. Principle of Procurement

18. Have Knowledge on procurement policy and system of ICCO

19. I know something; you know many things; let’s share it.

20. Many ambiguities have been removed after this workshop.

21. ICCO is very active

22. Reporting Concept is clear

23. Procurement Documentation is to be preserved for 7 years after the end of project.

24. Risk Indication of procurement

25. Running Cost

26. What is excluded from a procurement plan

27. Quotation, RFQ, Open Tender, Threshold.

28. Learning on ICCO Cooperation

29. Explanation of ICCO’s policy and strategy of investment.

30. Procurement analysis was nice.

31. An ideal procurement process

The learnings from this workshop are:

Single Quotation is not actually a single quotation. It should be justified with other quotations.

Learning on Lot.

Derogation.

Lower Threshold.

TEEP

Got better knowledge about ICCO Cooperation and its policies

Better understanding on Procurement policies.


The expectations are listed below:

- Capacity Building Support from ICCO COOPERATION as per agreement with CODEC.

- Should be developed M&E tools for this project.

- Should be established an M&E system and M&E plan.

- Should be arranged a Monitoring and Evaluation workshop.

- The training should be arranged for 3 or 4 days for better interest.

- A brief training on financial policies and record keeping.

- Refreshers training should be arranged periodically.

- Method of a significant voucher system.

Conclusion:

Finally, a closing ceremony was arranged at the end of the workshop with a vote of Thanks. In the

closing ceremony; Mr. Didarul Alam Chowdhury, Director-Finance, CODEC; Mr. ANM Wahid, Project

Coordinator, CODEC-SMART Project, Ms. Salma Afroz, Finance Controller, ICCO COOPERATION

Bangladesh, Ms. Monowara Sultana, Monitoring Officer, ICCO COOPERATION Bangladesh were present.

Five participants expressed their feeling about the workshop. The workshop was highly appreciated by

the participants.

Ms. Salma Afroz expressed that this workshop is not only all about training; it is also a part of conscious

raising about financial management and Reporting. Later, Ms. Salma Afroz and Ms. Monowara Sultana

have commented that the SMART Project has accomplished outstandingly many activities within last 3

months.

Lastly, Mr. Didarul Alam Chowdhury, Director-Finance, CODEC and Project Coordinator of SMART Project

Mr. ANM Wahid showed gratitude to ICCO COOPERATION for their enormous contribution and support

for implementing the SMART Project.


Workshop in Frame


Annex-1: List of Participants

1. Mr. ANM Wahid, Project Coordinator, CODEC-SMART Project.

2. Mr. Forkan Ahamed, Program Manager, CODEC-SMART Project.

3. Mr. Mamun Ur Rashid, Manager-Finance, CODEC-SMART Project.

4. Mr. Tawhedul Islam, Manager-M&E, CODEC-SMART Project.

5. Mr. Liaquat Ali Khan, Regional Coordinator, Barisal Region, CODEC-SMART Project.

6. Mr. Kamal Hossain, Finance Officer, Barisal Region, CODEC-SMART Project.

7. Ms. Gul-E-Ferdous, M&E Officer, Barisal Region, CODEC-SMART Project.

8. Ms. Khadija Akter Sumi, Admin Officer, Barisal Region, CODEC-SMART Project.

9. Mr. Shafikul Islam Khan, Regional Coordinator, Bagerhat Region, CODEC-SMART Project.

10. Ms. Sharmin Mollik, M&E Officer, Bagerhat Region, CODEC-SMART Project.

11. Mr. AFM Kamrul Islam, Finance Officer, Bagerhat Region, CODEC-SMART Project.

12. Mr. Mizanur Rahman, Regional Coordinator, Chittagong Region, CODEC-SMART Project.

13. Ms. Tarana Mahzabin, M&E Officer, Chittagong Region, CODEC-SMART Project.

14. Ms. Shapla Bhattachargee, Finance Officer, Chittagong Region, CODEC-SMART Project.

15. Mr. Mohammad Ali, Admin Officer, Chittagong Region, CODEC-SMART Project.

16. Mr. Golam Azam, Project Coordinator, DESHA-SMART Project, Pirujpur.

17. Mr. Shariful Islam, Finance & Admin Officer, DESHA-SMART Project, Pirujpur.

18. Mr. Anwar Hossain, Project Coordinator, DUS-SMART Project, Noakhali.

19. Mr. Nazmul Hoq, Finance and Admin Officer, DUS-SMART Project, Noakhali District.

20. Mr. Babar Ali, Project Coordinator, KMSS-SMART Project, Khulna District.

21. Mr. Mahbub Hasan, Finance & Admin Officer, KMSS-SMART Project, Khulna District.

22. Ms. Shaila Sharmin, HR Officer, Head Office, CODEC-SMART Project.

23. Mr. Omar Faroque Shozib, Focal Person, CODEC-SMART Project.

24. Mr. Md. Kamaruzzaman, Sr. Accountant, Nijera Kori (Technical Partner).

25. Mr. Swarna Kamal Barua, Finance & Admin Officer, SEHD (Technical Partner).

26. Mr. Biplob Kumar Saha, Accountant, AIMS Bangladesh (Technical Partner).

From CODEC:

27. Mr. Didarul Alam Chowdhury, Director-Finance, CODEC.

28. Mr. Sultan Mohammed Giasuddin, Director-Publication and New strategies, CODEC.

29. Ms. Naznin Sultana, DAD-Finance, CODEC.

30. Mr. Shahidul Alam, IT Officer, CODEC.

From ICCO COOPERATION Bangladesh:

31. Ms. Salma Afroz, Finance Controller, ICCO COOPERATION Bangladesh.

32. Ms. Monowara Sultana, Monitoring Officer, ICCO COOPERATION Bangladesh.

33. Mr. Zillur Rahman, Monitoring Officer for SMART Bagerhat Region, ICCO COOPERATION Bangladesh.


Annex-2: Programme Schedule

Training Workshop on Procurement & Reporting for SMART Project

April 6 & 7, 2015

Organized by: CODEC, Chittagong.

Supported by: ICCO Cooperation

Monday, 06 April, 2015 Tuesday, 07 April, 2015

Starting 9.00 a.m.-

Introduction, with ICCO & SMART

You & me

Purpose of the Training workshop

Why Procurement!!!

Procurement principles with group work

Starting 9.00 a.m.-

Presentation on Procurement Plan

Procurement Documentation

Rapid fire on procurement question

Lunch 13.00-14.00 lunch 13.00-14.00

General guideline for procurement

- Procurement threshold

- Time frame

- Running cost

Procurement Method

Procurement Planning

Home work

ICCO Reporting requirements

- Narrative Reporting

- Financial Reporting

- Annual Project Study

- Audit repot

Finish 17.00 Finish 16.00

Facilitators: Ms. Salma Afroz, ICCO Finance Controller Ms. Monowara Sultana, ICCO Monitoring Officer

Venue: CODEC Conference room, Chittagong

workshop report-codec-smart project

Documents

workshop participants

procurement policy of

narrative report workshop

behalf of icco cooperation

compliance of icco cooperation

procurement planning

procurement process

procurement method