Decentralization Support Program, Pakistan

DECENTRALIZATION SUPPORT PROGRAM
Support to Implementation of Decentralization

About DSP

Steering Committees

Support Offices

Implementation of DSP and TA1

Implementation of DSP and TA1
	Programme Steering Committees
	Programme Support Offices
	Technical Committees
	TA1 Annual Work Plan Process
	Flow of Funds and Implementation by PSOs


	Implementation of DSP and TA1

The programme is being executed by the Ministry of Finance through program support offices exclusively established for the implementation of program. The institutional arrangements include

1. Steering Committees
- A National and four Provincial Programme Steering Committees. These provide strategic guidance and decide on allocation of resources.

2. Support Offices
- A National Programme Support Office and four Provincial Programme Support Offices established in the Finance Division and provincial Finance Departments. These function as the 'secretariat' and assist in all aspects of implementation of the programme.

TA1 Support can be accessed through the Annual Work Plan process. This entails potential client agencies submitting Investment Proposals to the PSOs. These are short-listed in accordance with the selection criteria, and converted into Technical Investment Proposals. The Technical Committees appraise the TIP's. These are then short-listed for inclusion in the draft Annual Work Plan. This is submitted for final approval to the Provincial and then National Steering Committees.


	Programme Steering Committees

Programme Steering Committees

The responsibilities and membership of the various Steering Committees are as follows:

RESPONSIBILITIES

MEMBERSHIP

National Programme Steering Committee

-	Approving federal annual work plans
-	Reviewing provincial annual work plans to ensure they meet all the necessary criteria
-	Leading, supervising and carrying out periodic reviews of implementation.

a.	Additional Secretary Finance (Chairman)
b.	Representatives of all four Federal Implementing Agenciesc.
c.	Rep. Of Economic Affairs Division
d.	Rep. Of Planning and Development Divisione.
e.	Two civil society members working in areas similar to DSP objectivesf.
f.	Heads of Provincial Finance, Planning and Development, and Local Government Departments.

Provincial Programme Steering Committees

-	Approving provincial annual work plans.
-	Leading, supervising and carrying out periodic reviews of the provincial programme activities.

a.	Finance Secretary (Chairman)b..
b.	Representatives of key provincial departments and institutionsc.
c.	Local government members, who constitute majority on the PPSCd
d.	Two civil society members working in areas similar to DSP objectives.


	Programme Support Offices

The Programme Support Offices are the 'secretariat' of DSP. They are responsible for implementation of the programme, especially its TA1 component.

Specific duties of the PSOs include:

1.	Holding workshops for TA1 focal persons, as well as to inform potential clients about DSP and TA1;
2.	Assisting in preparation of Investment Proposals (IPs);
3.	Appraising Investment Proposals and short-listing these according to the allocation criteria;
4.	Converting IPs into Technical Investment Proposals (TIPs);
5.	Preparing Draft Annual Work Plans for submission to the Programme Steering Committees;
6.	Selecting best service providers for implementation of TA1 projects;
7.	Carrying out monitoring and evaluation of projects;
8.	Assisting in the Annual Performance Review;
9.	Assisting clients and implementing agencies as needed;
10.	Publicising and promoting DSP.

There is a National Programme Support Office located in the MoF, and four PPSOs, one in each provincial capital.

11.	The NPSO has the additional responsibility of monitoring implementation of DSP by the PPSOs.

PSO Staff

The NPSO has a total strength of 27; each of the PPSOs 25.

The main positions in the NPSO are:

i.	Programme Coordinator/Project Director
ii.	Director Administration
iii.	Director Programme
iv.	Deputy Director Administration
v.	Deputy Director Contract Administration
vi.	Deputy Director TA Loan
vii.	Deputy Director M&E
viii.	Procurement Specialist
ix.	Deputy Director Accounts
x.	Web, Database and Net Manager

The main positions in each PPSO are:

i.	Provincial Director
ii.	Deputy Director Administration
iii.	Deputy Director Programme
iv.	Assistant Director Administration
v.	Assistant Director Contract Administration
vi.	Assistant Director TA Loan
vii.	Assistant Director M&E
viii.	Assistant Director Accounts

Click here for contact details


	Technical Committees

The Technical Committees are responsible for appraising Technical Investment Proposals (TIPs) up to Rs.40 million, before they are included in the Draft Annual Work Plans and submitted to the Steering Committees.

[Proposals beyond Rs.40 million are appraised by the CDWP at the federal level, and PDWP at the provincial level.]

The Technical Committees have been vested with the powers to clear TIPs prepared by PSOs. The purpose of scrutiny by Technical Committees is to ensure that:

a.	The investments are made in accordance with overall design of the Program.
b.	The criteria provided in the PC-II for allocation of funds to TIPs have been properly applied.
c.	The methodology and design of TIPs are practical and appropriate and
d.	Adequate detailing of costs have been provided

In order to simplify the process of disbursement and utilisation of funds under the TA1, a highly decentralised approach has been taken. This involves clearly delegated financial authority, employment of user-friendly procedures, building in a flexible, yet transparent and responsible arrangement for use of funds and moving away from a process-based monitoring mechanism to a risk-based system of ensuring proper utilisation of funds and investments. No PC-Is or PC-IIs are required for approval of investment projects.

Membership of Technical Committees

There are five Technical Committees: one Federal Technical Committee, and four Provincial Technical Committees. The membership of the Technical Committees is as follows:

Federal Technical Committee
1. AFS(B) Ministry of Finance - Chairman
2. Representative of Planning Commission
3. Representative of MoWD
4. Representative of Implementing Agency proposing the investment

Provincial Technical Committees
1. Representative of Finance Department - Chairman
2. Representative of P&D Department
3. Representative of Local Government Department
4. Representative of WDD

Guidelines for Technical Committees for Clearance of TIPs

To facilitate the scrutiny by the Committee, detailed guidelines have been provided. The Technical Committee will apply these keeping in view the type of intervention proposed in the IP. Respective PSOs will support the Technical Committees in scrutinizing the TIPs.

Analytical Review of TIPs Form


	TA1 Annual Work Plan Process

TA1 is a four-year programme. The allocation of resources in each year is decided through an Annual Work Plan process.

The guiding principle in the Annual Work Plan process is demand. TA1 support will only be given in response to demand, articulated through the AWP process. This condition has been included to reduce waste of time and resources (often seen in supply-driven training), and to promote ownership of training (or other assistance) among those receiving it. The long-term benefit is inculcation of local capacity to assess, formulate and articulate demand in response to needs.

How is demand articulated?

1.	The first step is identification of needs. This is done through a participatory dialogue within, e.g. a council, a district government department, a committee, one or more Provincial Finance Commissions, the NRB, etc.

	Example:	Dialogue among members of a District Council Accounts Committee.

2.	Once needs are identified, they are presented as an Investment Proposal. A sample IP form outlines what the problem is, what its effect is, and the kind of support being sought.

	Example:	Problem - lack of understanding of accounts Effect - failure by Committee to carry out its monitoring function Solution being sought - accounts training for Accounts Committee members

	If available, the IP form can also give approximate details of the cost and time-frame of the proposal.

	Example:	Cost - Rs.5,000/Committee member Time - two-week training workshop

3.	The IP form is passed on to the relevant PSO. PSO staff screen all the IPs they receive and short-list those that meet the eligibility criteria

	Example:	Eligibility Criteria Falls within 11 thematic areas? Yes In accordance with mandate of client? Yes Comparative advantage in implementation by client? Yes IP can be completed within one year? Yes

4.	The short-listed IPs are converted by PSO staff (in collaboration with applicants) into Technical Investment Proposals (TIPs). These give more detailed information about the proposal and how it would be implemented.

5.	The TIPs are appraised by the concerned Technical Committees i.e. federal or provincial to ensure that they have been completed properly and meet all the necessary criteria.

6.	PSO staff screen all the approved TIPs and short-list these using the competitive allocation criteria.

	Example:	Competitive Allocation Criteria Improves basic capacities? Yes Demonstrable impact on service delivery? Yes Demonstrable impact on local accountability? Yes Investment in new institution/body? Yes Proposal is well developed and feasible? Yes

7.	The short-listed TIPs are collated into a draft Annual Work Plan. Each PPSO prepares its own draft plan, while the NPSO prepares a draft Federal Annual Work Plan.

8.	The draft Provincial Annual Work Plans are submitted to the respective PPSC. Each PPSC decides the final Annual Work Plan.

The four final Provincial Annual Work Plans and the Federal Annual Work Plan are collated into an Integrated Annual Work Plan which is submitted to the NPSC. The NPSC decides the final Federal Annual Work Plan, and reviews the Provincial Work Plans to ensure consistency with the approval criteria and compliance with the program design.

Once approved/cleared by the NPSC, the Integrated Annual Work Plan goes to the respective PSOs for implementation.

Annual Performance Review

At the end of each year an Annual Performance Review is carried out to assess the performance of TIPs supported in the previous year. The findings of the APR are taken into consideration when deciding resource allocation for the following year.

Sample Investment Proposal Form

Sample Technical Investment Proposal Form

TA1 Allocation Criteria

TA1 resources will be distributed between federal, provincial and local agencies as follows:

20%	Federal Implementing Agencies
70%	Provincial and Local agencies, distributed among four provinces in accordance with National Finance Commission guidelines
10%	Weaker agencies at federal, provincial and local level

Eligibility Criteria
These will be used by the PSO's to screen and short-list investment proposals:
1.	The proposal should fall within the 11 thematic areas
2.	The proposal should be in accordance with the mandate of the agency applying for support
3.	The agency should be the most suitable to carry out the proposed activity
4.	The proposed activity should be for less than one year duration

Competitive Allocation Criteria
These will be used by the PSO's to screen and short-list TIP's, for inclusion in draft work plan:
1.	Preference will be given to proposals that improve basic capacities
2.	The proposed activity should have a demonstrable impact on local service delivery
3.	There should be a demonstrable impact on local accountabilities
4.	Preference will be given to investments in new institutions/bodies
5.	Preference will be given to proposals that are well developed and feasible.

Equalisation Criteria
These will be used by the Steering Committees when allocating resources from 10% equalization pool, designed to ensure that weaker agencies receive a fair share:
1.	1 Client has sought help from the PSO
2.	Demonstration of local political commitment
3.	TIP addresses a crucial area of institutional capacity
4.	Demonstrable weakness in comparison with the average.

Guidelines for Technical Committees for Clearance of TIPs

Analytical Review of TIPs Form


	Flow of Funds and Implementation by PSOs

Funds from the programme will be made available through an Imprest Account operated by the National Programme Director.

Funds will be transferred to Sub-Imprest Accounts operated by the Provincial Programme Directors for province procurements and payments.

Funds will not be transferred directly to client agencies. Once a TIP is approved by the National Programme Steering Committee, the relevant PSO will arrange procurement and implementation. The PSO will make payments directly to capacity providers and other contractors.

For capacity building projects the PSO will seek best providers from the public and private sectors.


	I N S I D E

	-What is TA1
	-Implementation
	-What is TA2
	-What is GRAP
	-Local Government
	-Photo Gallery
	-Video Gallery

WHAT's NEW

ANNOUNCEMENT


	-Workshops
	-EOIs/Consultancy
	-Jobs
	-Tenders

*The contents of the site are under review it is expected that certain change, will follow. webmaster@decentralization.org.pk

		National Program Support Office - DSP Federal Bank for Co-operatives Building G-5/2, Islamabad, Pakistan Privacy \| Terms of Use