Project Review Board Implementation This document contains 1

Project Review Board Implementation This document contains 1. 2. 3. 4. 5. 6. 7. Objectives for the Project Report Board (PRB) How it will work, step by step Tool requirements IT Systems Requirements Board members Implementation plan (including promotional aspects) Other issues / feedback questions 1

1. Objectives for the Project Review Board Why have it as part of the IYPF 1. 2. To add value to our projects by • Having deeply experienced people commenting on their project plans • Having these people recommend key contacts and make connections for the projects To add credibility and objectivity to our project selection process by virtue of their clear expertise and involvement and as such be a draw card for projects to seek IYPF endorsement 2

1. Objectives for the Project Review Board Who is responsible for this process • The CIO has overall responsibility for this process • The Project Review Board will report to the CIO 3

2. How it will work, step by step What is important about how the PRB engages with new projects • It should provide the point of expert review of potential IYPF Endorsed Projects before they are formally endorsed • It should identify critical improvement areas to work on before the project is ready for Endorsement • It should highlight strengths to focus on in early implementation stages • It will be a that at which we introduce the project team to a potential source of future value add for their project 4

2. How it will work, step by step On the following page is a map which shows… • When and how the PRB will do its work with potential IYPF Endorsed Projects. • The tasks performed by the Implementation Team and the PRB. It also shows the Tools and IT systems that will be required to operate this process. • Where relevant, some Rules and Timings. • Further detail on what happens at each step appears in the pages following the map. 5

PRB Members 2. How will it work, step by step A 3 A 4 PRB members review the plan and comment Advise Imp Team of feedback Implementation Team A 5 A 1 A 2 Imp Team declares Project Plan ready for PRB review Project Plan made available to PRB members for review Project ready to Endorse? Timing Rules Tools • Advisory • Project Plan • PRB Project Summary The intent here is that the PP is ready for Endorsement when it goes to the PRB. We do not treat the PRB as an Ideas / general feedback group for potential projects. TIG Projects Database OR Projects Extranet email to PRB • Project progress spreadsheet The PRB will receive Projects for review on a set date, once per month, It may be that the Seed fund will require us the change this frequency of submission. • PRB Project Review guidelines A 6 Yes No CIO Endorses the Project Back to Project Plan Development • Advisory • PRB Project Feedback form 60% of PRB members must participate for the review to be valid. When the Project Seed Fund becomes available. This review process will be competitive such that a limited number of projects are approved by the PRB, OR Endorsement may be made with or without seed funding awards. Two weeks from notification to review to feedback. (Steps A 2 – A 3 – A 4) email to project and PRB On-line comments tracking tool The Project will be endorsed if a majority of PRB members agree that it is ready AND the CIO agrees that no significant barriers to a formal relationship with the IYPF exist The CIO needs the authority to approve projects after this process. This means that the CEO and IYPF Board do not approve projects 6

2. How will it work, step by step Step A 1 A 2 A 3 A 4 What happens in this step Who performs it What they should do What tools / systems After preparing the detailed Project Plan and PRB Summary, the Project is ready to go to the PRB for review • Project Development Officer • CIO • The PDO does the work • The CIO approves the projects readiness • Project Plan Template (T 1) • PRB Project Summary (T 2) The Project Plan is submitted to some kind of on-line group. The Summary is emailed to the PRB member along with an invitation to review the PP for details • PDO submits the plan • PDO or a database sends the email with project summary attached • Depends on the technology available, but at least prepare and send the email with summary attached • Put the PP on the TIG project page • Simple: TIG project database (IT 1) / email with Summary attached (T 3) / Project Progress Spreadsheet (T 4) • Better: Projects Extranet with related tools (IT 2) PRB members review the summary and where necessary the PP in order to provide detailed feedback and their interpretation of whether the project is ready for IYPF endorsement • Individual PRB members • Read the materials and consider the following: • Key improvement areas for project to be successful • Implementation issues or project strengths • Ways they can help the project • Connections they can make for the project • PRB Project review operating guidelines (T 5) PRB members submit their feedback to the Implementation Team • Individual PRB members • Complete the on-line feedback form which will lead them through the questions above • Simple: Word template document that is attached to the email when the summary goes out (T 6) • Better: An on-line form that they can fill in live (IT 3) • Best: A discussion board for each project that allows PRB members to see each others comments (IT 4) 7

2. How will it work, step by step Step A 5 A 6 What happens in this step Who performs it What they should do What tools The CIO checks the feedback to determine whether the project will be endorsed or sent back to the PDO for modification. • CIO • Ensure the 60% minimum participation has been met • Ensure that there are no outstanding issues for the IYPF • None except emails as required The Project leaders and the PRB are advised that the project has received endorsement. • CIO • Send an email • Modify the status of the project • Initiate next phase of project support – Including funds allocation when seed fund is in place. • Email (T 7) • Project Progress Table spreadsheet (T 4) 8

3. Tool requirements This is an index of the tools (documents, forms, spreadsheets) that will be required to operate the process. Some are already in use. • Project Plan Template (T 1): The same project plan template we use now – USE EXISTING (Project Plan Form) • PRB Project Summary (T 2): Could be based on the Project Proposal form – DRAFT CREATED (PRB_T 2_Project Summary Tool) • Notification email of project pending PRB review with project summary (T 2) attached (T 3): A standard email will be needed – CREATE • Project Progress Table spreadsheet (T 4): Already in place. Needs a new column – MODIFY EXISTING • PRB Project review operating guidelines (T 5): Need to be written – CREATE • Project Review form template: Word template document that is attached to the email when the summary goes out (T 6): This is the starting point whatever the end IT solution. Can be like Tam’s membership form – CREATE • Notification email for Project Endorsement (T 7): Write a standard one – CREATE 9

3. Tool requirements Additional tools required to establish and launch the PRB • Great invitation letter to potential candidates (T 8) – CREATE • Explanatory email to projects about how this will effect them (T 9) – CREATE • Pilot plan for ironing out a few bugs. Which projects will go through first and the outcomes we want (T 10) – CREATE • Risk management plan (T 11) – CREATE • Additional web content including PRB member bio’s (T 12) – CREATE 10

4. IT systems requirements This is an index of the IT systems (extranet, database, message board) or capability that would make the process more streamlined. • Simple: TIG project database (IT 1): Already in place. Needs checking so it can be explained to our PRB members – MODIFY EXISTING • Better: Projects Extranet including a database that tracks replies (IT 2): Wishful thinking really. I’ll consider how we can achieve this without any budget – RESEARCH SOLUTION • Better: An on-line form that they can fill in live (IT 3): The hard thing will be the on-line database to store – NOT A PRIORITY • Best: A discussion board for each project that allows PRB members to see each others comments (IT 4): Yahoo might be able to do the job , but don’t want the PRB to have to use multiple tools – RESEARCH SOLUTION 11

5. Board Members These are the broad requirements Experience: • UN / World Bank / IMF or other organisation development projects • National Aid programs that perform international projects • Leading large scale sustainable development projects • Social Entrepreneur / social venture capital • A mix of nationalities (developed and developing countries) • Significant global or regional social / business networks, such as Rotary International Skill Mix: • Financial management • Fund Raising • Political affairs • Economics • Legal • Sustainable Development • Strategic Human Resource Management • Environment, fresh water, technology, pollution, health care, or other IYPF campaign area Note: A gender and geographical mix is also desirable 12

6. Implementation Plan This is the work required to be ready to for PRB roll out 13

7. Other issues / feedback questions Other thoughts • Currently the mentoring, nurturing role of the PRB is limited to feedback they give to projects at the set times and any interest or follow up they take themselves. At this stage I believe this enough as the PRB will not provide hands-on nurturing of projects. We do not want to simple replicate the Implementation team with older professionals. The role of the PRB is to make connections and give ‘pearls of wisdom’, if there is a close relationship needed to do something about one of these ‘pearls’, the Implementation team staff will do it. • Remember to include links to the Project Plan and Project Discussion Board (probably the TIG Project page) probably in the project document as well as in the email. Man this needs to be slick… maybe an html email is required. 14

Important feedback not yet incorporated in the plan … - on-line, pdf and word format version of the evaluation sheet for each project - September 10 th Make the decision about recruitment of an Administrator / Board facilitator (When is the next recruitment newsletter Tam? ) - A good explaination page of the board members experience (and photo's) for our web site for promotion, and to send to all the board members so they know who they are working with - Candidate project plans up on our (or somwehere) website for easy on-line access 15