Technical Cooperation Programme Cycle Management Framework PCMF Member

Technical Cooperation Programme Cycle Management Framework “PCMF Member State Overview” – January 2020

What is the NLO Role? • NLO is the National Liaison Officer • The NLO can view all information on the TC website https: //www. iaea. org/technicalcooperation/ • On the PCMF (Programme Cycle Management Framework) website - http: //pcmf. iaea. org/ - the NLO performs all upload and clearance work on behalf of the Member State they represent • The NLO can view pre-2011 implementation data related to the Member State they represent on the old TC-PRIDE website http: //tcpride. iaea. org/ • On the In. Touch. Plus website - https: //intouchplus. iaea. org - the NLO performs all clearance functions on behalf of the Member State they represent

What is the NLA Role? • NLA is the National Liaison Assistant • The NLA can view all information on the TC website https: //www. iaea. org/technicalcooperation/ • On the PCMF (Programme Cycle Management Framework) website - http: //pcmf. iaea. org/ - the NLA can perform all tasks an National Liaison Officer (NLO) can perform under the direction of the NLO • The NLA can view all the information the National Liaison Officer (NLO) can see on the old TC-PRIDE website http: //tcpride. iaea. org/ • On the In. Touch. Plus website https: //intouchplus. iaea. org - the NLA can perform the same functions as the NLO

The TC Website (public site) The link https: //www. iaea. org/technicalcooperation/ 5/6/2009

The TC Website (tools page) The page below shows the links to each of the tools 5/6/2009

The TC Website (How to Register) The tool based websites are username and password protected. The page below gives information on how to register for a username and password. 5/6/2009

TC Programme Cycle Management PROGRAMME PLANNING & APPROVAL (PCMF Phases I & II) 1. 2. 3. 4. PROGRAMME REVIEW 5. 6. Formulating Strategies Planning/Concept identification Concept pre-qualification Prioritization Project design & formulation Resource & Budgeting Approval (PCMF Phase IV) Reviewing Results 1. Plan & conduct review 2. Assess Project/Programme 3. Follow-up adjustments and implementation of recommendations PROGRAMME IMPLEMENTATION (PCMF Phase III) 1. 2. 3. 4. 5. Monitoring, Assessing & Reporting Performance Operational execution Monitor progress Assess performance Make adjustments Report performance

Member State Roles • NLO – National Liaison Officer. Reviews, comments on and approves all projects for the Member State they represent. Adds/Removes Counterparts (CPs) • NLA – National Liaison Assistant. Can perform the same tasks as the NLO under the direction of the NLO • NCR – National Coordinator for Regional Agreements. Designs and comments on regional projects in collaboration with PMO and TO. Adds/Removes CPs. • CP – Project Counterpart. Designs both national and regional projects in collaboration with PMO and TO. • RPM – Representative from Permanent Mission.

Major Roles within the Agency • DIR-TC – Director Technical Cooperation. Approves all projects for their division in collaboration with the DIR-TD. • SH-TC – Section Head Technical Cooperation. Comments and approves each project assigned to their section in collaboration with SH-TD. Adds/removes PMO. • PMO – Programme Management Officer. Designs project in collaboration with Member State stakeholders and TO. Adds/removes project team members • PPO – PACT Programme Officer. Design project in collaboration with Member State stakeholders, PMO and TO. Add/Remove project team members. • PSS – Project Support Staff. Assists the project design team in the administration of the project design.

Major Roles within the Agency • DIR-TD – Director Technical Division. Approves all projects for their division in collaboration with the DIR-TC • SH-TD – Section Head Technical Division. Comments and approves each project assigned to their section in collaboration with SH-TC. Adds/removes TO • FOA FP – Field of Activity Focal Point. Liaises between TC and TD in relation to allocation of projects to Fields of Activity. Adds/removes SH-TD and TO • TO – Technical Officer. Designs projects in collaboration with Member State stakeholders and PMO • SR – Safety Reviewer (with input from other TDs) • Proc. R – Procurement Reviewer

My Programme Note Key Features • Submit Programme Note and Concepts • Upload documents related to the project • Email the Programme Note/Concept team • Post discussion comments • Transfer Concepts to Designs • Transparent process

PCMF Concept/Programme Note Phase – Major Steps 1. Programme Note Submission Phase I 2. Secretariat Review 3. Move of Concept to Design Phase

Programme Note: Submission • Upstream work - concept identification • NLO collects concepts • NLO prepares Programme Note • NLO selects concepts for submission • Programme Note and Concepts submitted via PCMF website

Programme Note: Secretariat Review • PMO makes initial review of each concept • PMO checks the FOA Code assigned • Lead counterpart registered and added to the team • FOA Focal extracts a list of concepts by FOA Code

Programme Note - Move to Design Phase • Move to design performed by PMO in PCMF • Withdrawal from further development performed by PMO in PCMF • Any additional team members added at this stage

Brief Overview of PCMF Programme Notes PHASE I

PCMF – Login in website 5/6/2009

PCMF – How to reset your password? 5/6/2009

PCMF – Concept Action Required 5/6/2009

PCMF – Cycles 5/6/2009

PCMF – Member State List 5/6/2009

PCMF – Programme Overview 5/6/2009

PCMF – Add Concept 5/6/2009

PCMF – Add CP to Team 5/6/2009

PCMF – How to edit the Overview? 5/6/2009

PCMF – How to edit the Overview? 5/6/2009

PCMF – How to forward note to the IAEA? 5/6/2009

PCMF – How to forward note to the IAEA? 2020 -01 -14

PCMF – Email Progamme Note Team 5/6/2009

TC Programme Cycle Management PROGRAMME PLANNING & APPROVAL (PCMF Phases I & II) 1. 2. 3. 4. PROGRAMME REVIEW 5. 6. Formulating Strategies Planning/Concept identification Concept pre-qualification Prioritization Project design & formulation Resource & Budgeting Approval (PCMF Phase IV) Reviewing Results 1. Plan & conduct review 2. Assess Project/Programme 3. Follow-up adjustments and implementation of recommendations PROGRAMME IMPLEMENTATION (PCMF Phase III) 1. 2. 3. 4. 5. Monitoring, Assessing & Reporting Performance Operational execution Monitor progress Assess performance Make adjustments Report performance

Project Design Key Features • Collaborative development of project design • Transparent process • Develop and extract LFM • Develop and extract workplan • Upload documents related to the project • Email the project design team • Post discussion comments

Major Steps in PCMF Project Design Phase 1. Project / Programme Design Phase II 2. Secretariat Agreement 3. TACC/Board Approval

Project / Programme Design • The initial project design is developed off-line using a word template provided • Concept moved to the design phase by PMO & returned to MS by SH-TC • Copy background details & the logical framework matrix (LFM) to PCMF • Submission of draft project design • Review of draft designs by PMOs and TOs for continuous improvement • Technical Review • Quality Review • Submission of feedback to MS • Submission of finalized/completed project design

Secretariat Agreement • Consolidated Quality Review • Clearance of project designs by TC Regional Directors • National programme acknowledgement • Approval by DDG-TC and DDG-TDs • Review of TC Programme by Member States • Review of TC Programme by TACC • Approval of TC Programme by Board of Governors • The design goes to the Board of Governors for approval

TACC/Board Approval • The draft Programme of all Member State projects (new & ongoing) is available for the General Conference in September • Approval by DDG-TC and DDG-TDs • Review of TC Programme by Member States • Review of TC Programme by TACC • Approval of TC Programme by Board of Governors • The design goes to the Board of Governors for approval • The approved Programme is initiated at the start of the following year

Brief Overview of PCMF Project Design PHASE II

Project Design Cycle Listing 5/6/2009

Member State Listing 5/6/2009

Programme Note Overview Listing 5/6/2009

Project Design Actions Required

Project Design Details 5/6/2009

Project Design: Background

Project Design: Edit Background

Project Design: Edit Initial Budget

Project Design: Edit Initial Budget

Elements of Project Plan contributing to to achieve an Outcome Plan Down to produce to carry out Overall Objective Outputs Activities Implement Up are provided Inputs

Project Design LFM: Objective

Project Design LFM: Outcome

Project Design LFM: Output

Project Design LFM: Activity

Project Design LFM: Activity – add/edit

Project Design LFM: Input

Project Design LFM: Input Add/Edit

Project Design LFM: Assumptions

Project Design LFM: Indicators

Project Design: Related Documents & Discussion

Project Design: Navigation in Detail

Project Design: Status Map

Project Design: Exporting Information

Project Design: Project Budget from LFM

Project Design: Team

Project Design: Generate LFM

Project Design: Generate Workplan (Text)

Project Design: Workflow

TC Programme Cycle Management PROGRAMME PLANNING & APPROVAL (PCMF Phases I & II) 1. 2. 3. 4. PROGRAMME REVIEW 5. 6. Formulating Strategies Planning/Concept identification Concept pre-qualification Prioritization Project design & formulation Resource & Budgeting Approval (PCMF Phase IV) Reviewing Results 1. Plan & conduct review 2. Assess Project/Programme 3. Follow-up adjustments and implementation of recommendations PROGRAMME IMPLEMENTATION (PCMF Phase III) 1. 2. 3. 4. 5. Monitoring, Assessing & Reporting Performance Operational execution Monitor progress Assess performance Make adjustments Report performance

“My TCPRIDE” in PCMF • Details all projects under implementation for all Member States • Allows full details of HR and Procurement to be viewed on a per project basis • View financial details for projects in summary • Export information to Word, PDF and/or Excel • Information transparent to all Member States

“My TCPRIDE” Search

“My TCPRIDE” Results

The old “TC PRIDE” website The website was migrated to the “My TC PRIDE” tab in PCMF

“My Project Management” Tab (1/4)

“My Project Management” Tab (2/4)

“My Project Management” Tab (3/4)

“My Project Management” Tab (4/4)

PCMF – Frequently Asked Questions • 1. How do I register for PCMF? • Answer: To get a username and password for PCMF the form available at the following URL https: //www. iaea. org/technicalcooperation/onlinetools/how-to-register. html endorsed by the NLO requires to be submitted to your PMO or send to the TC Team Contact Point email address - TCProject-Team. Contact-Point@iaea. org – see slide six of the presentation. • 2. How do I reset my password for my PCMF account? • Answer: Resetting the password for a PCMF account is self-service. Underneath the login box on the homepage of PCMF is a link called “Reset Password” – click the link and either enter your username or email address and a link be sent to you that will allow you to reset the password – see slide 18 of the presentation.

PCMF – Frequently Asked Questions • 3. Why do I have a PCMF username and a Nucleus Username? • Answer: The Nucleus username and password system is the Agencies standard mechanism for authenticating access to Agency websites. Over a period of times websites have been integrated in to the system. We plan to integrate PCMF in to the Nucleus authentication mechanism by the end of 2018. When this task is completed you will only require one username and password to access all TC websites. However, until then you will require two accounts. Even if the PCMF and Nucleus usernames are the same the passwords may be different. • 4. When I login in to PCMF I see no actions - why is this? • Answer: PCMF is a role based system. It is possible for a person to have more than one role. It’s common for an NLO to also be a Counterpart. The most common reason why a person cannot act when they login to PCMF is that the correct role is not set. To set the role, on-logging in to PCMF click on the “My Actions” tab. Each of the roles you have will be presented as a list. To change role, click the radio button next to the role you want to use and then click “Change Role” button. The abbreviated letters of the role will then appear after your name in to the top righthand corner of the PCMF web-page. Please see slide 19 of the PCMF presentation. •

PCMF – Frequently Asked Questions • 5. When I login to PCMF the links to move the workflow or edit are disabled? • Answer: There are two possible reasons for this. The first is that you may not have the correct role set as described in point five above. The second is that the design may not be a point in the workflow where you have access to either edit or move the workflow. The best way to check is to check the status map for the design. The status map highlights where in the workflow the design is at. See slide 60 of the presentation. • 6. I uploaded the concepts for my member state, but the PMO says they cannot act on the concepts – why is this? • Answer: The submission of the Country Programme Note (CPN) is consists of three set of actions. The first the upload of the concepts which involves the copy and paste of the concept text in to the PCMF website. The second is the completion of the note level information the count of concepts submitted and the RASIMS details. The third is the actual submission which requires the “Workflow” link at the Programme Note level to be clicked followed by the “OK” button on the next page. After this has been done confirmation of the submission will be received by email. See slides 27 and 28 in the presentation. •

PCMF – Frequently Asked Questions • 7. I’ve uploaded a regional concept but cannot move the workflow forward – why is this? • Answer: The submission of Non-Agreement Regional concepts is open to all NLO/NLAs. This is done by copying and pasting of the regional concept information in to the PCMF platform from a Word document. The workflow step performed for the submission of national programmes is not required. The workflow action is with the regional direct who closes the Non-Agreement submission process. • For the Regional Agreements (AFRA, ARASIA, RCA and ARCAL) the chair of the agreement is tasked with the upload. The chair has the ability copy and paste concept information in to PCMF and has the edit rights to complete the note level information. Once this has been done the chair completes the submission by clicking the “Workflow” link at the Programme Note level to be clicked followed by the “OK” button on the next page. After this has been done confirmation of the submission will be received by email. The step is like the National Programme submission process. See slides 27 and 28 in the presentation.

PCMF – Frequently Asked Questions • 8. I cannot add CPs to the concept team – why is this? • Answer: There are two possible reasons for this. The first is the person you are trying to add is not registered. When using the search to find the person if the person’s name is not found the reason will be they are not registered. The solution is to complete the registration process described in point one above. In the second case you will be able to find the person via the search. However, where you to try to add them you will see and error message highlighting the person does not have the correct role. In this case all you need to do is send an email to the TC-Project. Team. Contact-Point@iaea. org providing the person’s full name and contact details and request they are given the role. Please see slide 24 and 57 of the presentation. • 9. Who do I contact when there is a change of counterpart (CP) for my project? • Answer: When a counterpart leaves a project or the institute involved in a project as an NLO/NLA you can delete the former counterpart from the team and provided the new counterpart is registered correctly add the new person. When you make the change, you should inform the PMO of the change. Alternatively, if there is an issue adding the new counterpart you can provide the details to the PMO and they will make the change your behalf.

PCMF – Frequently Asked Questions • 10. Where is the best place to find guidance on how to use PCMF? • Answer: There are two locations on PCMF to find information about the ongoing submission process. The first is the home page where reminders of deadlines and documents to be used for the submission process are placed. The second is the PCMF reference desk where more cross cycle based documents and information can be found. The URL to the reference desk is as follow: http: //pcmf. iaea. org/Default. aspx? tabid=70.

Thank You Website(s): https: //www. iaea. org/technicalcooperation/ http: //pcmf. iaea. org/ https: //intouchplus. iaea. org/ http: //tcpride. iaea. org/ For specific questions / comments Email: PCMF. Contact-Point@iaea. org