Gijima KZN Cycle Management Workshops
- Gijima KZN Cycle

 BEF and LCF CAP Grant Beneficiaries (November 2007)
- Project Cycle Management Workshop Agenda
- Observations from Monitoring of Projects
- Project Generation, Contracting and Procurement
- How to Develop a Project Activity Schedule
- Managing a Gijima KZN Funded Project
- How to Prepare an Interim Monitoring Report
- Gijima KZN Monitoring System – Monitoring Visits
- How Can Gijima KZN Assist You Further

 LCFI Grant Beneficiaries (January 2008)
- LCFI Project Cycle Management Workshop Agenda
- Observations from Monitoring of Projects
- Project Generation and Contracting
- Assisting Grant Beneficiaries with Procurement
- Managing a Gijima KZN Funded Projects
- How to Develop a Project Activity Schedule
- How to Prepare an Interim Monitoring Report
- Gijima KZN Monitoring System – Monitoring Visits
- How to Close Out a Gijima KZN Funded Project

 EU Project Cycle Management
- Introduction to PCM
- PCM Training Handbook (March 2002)
- Project Cycle Management Training Handouts

• Financial Administrative Formats
  
  - Audit certificate for Grant Contract
  - Financial Identification Form
  - Standard Request for payment for Grant Contract
• 
  Example Project Implementation Tools…
• ...to help you manage your project generally:
  
  - Checklist of documents for tranche payments
  - Project information sheet
  - Example of an invoice
• ...to help you manage contributions on your LCFI project:
  
  - Tracking of human Resources & Office related Expenditure including example of timesheets to record actual time spent in undertaking activities and meeting milestones on projects
  - Example of Travel Log to record travel on project
• ...to help you manage In-Kind Contributions on your BEF/LCF CAP project:
  
  - Example of a memo to team members setting out time contributions per activity
  - Example of Travel Log to record travel on project
  - Example of table to record Office Cost contributions to the project
  - Summary record of In-Kind Contribution including example of timesheets to record In-Kind Time Contributions
  - Example of timesheets to record In-Kind Time Contributions
• ...to help you manage the Overall Budget of your project:
  
  - Example of Schedule to record Transaction in a Reporting Period
  - Example of an income and Expenditure Schedule (tracks actual transactions on your bank account)
  - Example of a Close Out Audit Expenditure Schedule (Summarises overall expenditure per line item on the project budget; and summarises Gijima KZN contribution and GB contributions to project costs
• ...to help with developing the financial section of a business plan:
  
  - Proposed Financial Template

- Annex IV of Grant Beneficiaries’ contract: Procurement by Grant Beneficiaries
- Annex II of Grant Beneficiaries’ contract: General Conditions
- National Treasury letter regarding the exemption of the prescripts of the preferential procurement policy framework Act No. 5 of 2000 (PPPFA)
- Contracting Authority circular letter to all grant beneficiaries regarding single tenders
- European Commission letter regarding single tenders
- Procurement Thresholds (Euro & Rand): Which procurement procedure to apply?
- EU official Rand/Euro exchange rate (up to July 2008) (click here to access current exchange rate)
- Example Procurement Schedule for Grant Beneficiaries
- Pro forma Procurement Schedule
- Simplified Steps of Procurement for Grant Beneficiaries (to be read in conjunction with  Annex IV )
- Indicative Timings of CNP for Grant Beneficiaries (to be read in conjunction with  Annex IV, specifically Article 3)
- Contents of Procurement Dossier (suggested checklist)
- Tender Evaluation Guidelines for Grant Beneficiaries (to be read in conjunction with Annex IV, specifically Article 3)
- Services: Curriculum Vitae (EU format)
- Services: Terms of References (EU format)
- Services: Evaluation Grid (EU format)
- Services: Gijima KZN generic Short Term Expert Terms of Reference
- Supplies: Advertisement for Local Open Tender procedure (EU format)
- Supplies: Technical Specifications (EU format)
- Supplies: Evaluation Grid (EU format)
- South African Revenue Service letter regarding VAT and foreign grants and foreign funded projects
- Glossary of Terms
Detailed Procurement Schedule for Grant Beneficiaries(suggested step-by-step guide to procurement) (to be read in conjunction with
   Annex IV )

- Gijima KZN Implementation & Monitoring Framework (February 2008)

  Interim Reporting:
- Annex I OVIs
- Annex II Project Activity Schedule
- Annex III Beneficiary Interim Monitoring Report Form (February 08)
- Annex IV Beneficiary Interim Monitoring Report Guidance (February 08)
- Annex V Beneficiary Interim Monitoring Report Administrative Compliance Checklist (February 08)
- Annex VI Interim Monitoring Report PDMT Declaration

  Final Report:
- Annex VII Beneficiary Final Monitoring Report Form (February 08)
- Annex VIII Beneficiary Final Monitoring Report Guidance (February 08)
- Annex IX Beneficiary Final Monitoring Report Administrative Compliance Checklist (February 08)
- Annex X Beneficiary Final Monitoring Report PDMT's Declaration

- EU Visibility Guidelines
- Example of Gijima KZN Visibility
- EU logos
- Gijima KZN
- Department of Economic Development

This Practical Guide is the first sole working tool, which explains the contracting procedures applying to all EC external aid contracts financed from the European Communities general budget (Budget) and the European Development Fund (EDF).

The latest version of PRAG is available on the European Commission's EuropeAid website:
http://ec.europa.eu/europeaid/work/procedures/implementation/practical_guide/index_en.htm

When reading PRAG, please bear in mind that Gijima KZN is funded from the General Budget (Budget) and is Decentralised ex-ante (Decentralised, ex-ante i.e. decisions concerning the procurement and award of contracts are taken by the Contracting Authority and referred for approval to the European Commission).