Project Implementation Policy KPK 2023
Project Implementation Policy KPK 2023
Project Implementation Policy KPK 2023
CLOSURE PRINCIPLES
PROJECT PROJECT
REVISION IMPLEMENTATION
Rs.
HUMAN
MONITORING RESOURCE
& EVALUATION MANAGEMENT
Rs.
FINANCIAL REVENUE
MANAGEMENT CLEARANCE
PROJECT PROCUREMENT
MANAGEMENT MANAGEMENT
KHYBER PAKHTUNKHWA
PROJECT IMPLEMENTATION
POLICY 2022
Preface
The Planning and Development Department Khyber Pakhtunkhwa is continuously
striving to improve the pace of development in the province. Formulation of Project
Implementation Policy (PIP) is another such effort to improve the preparation,
execution, monitoring and evaluation of development projects in the province. Project
Implementation is a complex process consisting of setting up of PMU, human resource
management, financial management, procurement management, monitoring &
evaluation and revision of projects. The 2008 project policy of the provincial Government
covered the Human Resource component only. In the absence of a detailed policy
document, there was always a chance for uninformed decisions based on a lack of
knowledge, arbitrariness or bias. A need was therefore felt to develop a comprehensive
policy document to streamline the whole process of project implementation and guide
the stakeholders. The PIP is the first-of-its-kind policy instrument in the history of the
province, which covers all aspects of project implementation.
The policy was developed after a detailed study of the relevant laws, rules, policies and
various issues encountered related to projects. Series of meetings were held under the
chair of the Chief Secretary, Additional Chief Secretary, Secretary Establishment,
Secretary Finance and Secretary P&D, where detailed discussions were held on all
aspects of the new policy. It has been ensured that the policy is in conformity with other
prevalent policies and rules dealing with project implementation, either explicitly or
impliedly.
The policy shall be applicable to all projects being funded by the Annual Development
Plan (ADP) of the Provincial Government, Public Sector Development Program (PSDP),
executed by the Provincial Government, Accelerated Implementation Program (AIP),
ADP for Merged Areas and special categories projects. The document would improve
the quality of decision-making at all levels. It would enable both the planners and
implementers to make informed, efficient and timely decisions leading to risk reduction
in all the phases of project management.
Being a live document, all suggestions for its correction, amendments, improvements
etc., are welcomed.
Introduction ................................................................................................................ 02
Acronyms
AB Autonomous Bodies
FD Finance Department
KP Khyber Pakhtunkhwa
LC Letter of Credit
PD Project Director
Introduction
In pursuance of Rule 3(3) read with entries 3 & 8 under Planning & Development
Department,1 Schedule-II (dealing with distribution of business amongst
departments) of Khyber Pakhtunkhwa Government Rules of Business, 1985 notified
vide No. SO(O&M) S&GAD/3-3/1985 dated 6th April, 1985 and amended from time to
time, and in exercise of the powers conferred to P&D under the said rules, the Project
Implementation Policy (PIP) is being notified as a guiding paradigm/ policy for all
approved development projects of the Government of Khyber Pakhtunkhwa.
Moreover, there are other important policies/ rules covering certain areas and providing
for the extent of power/ function vested in the executing agency. Thus, it is important to
bring relevant provisions under one umbrella and explain the manner in which these
powers/ functions shall be executed. PIP intends to serve as this overarching instrument
to cover every aspect of implementation holistically.
However, in case of these special category projects, the provisions of PIP shall be read
along with provisions of any policies, rules, practices and contractual obligations dealing
with such projects.
Nature of Projects being covered: the nature of development projects over the years
has undergone significant expansion from traditional civil infrastructure projects to
covering broad areas, such as micro finance loans, stipends, cash hand-outs, innovative
1 Appraisal, monitoring and evaluation of development projects and programmes, Determining policies for approval,
review and monitoring of development schemes for Government
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Execution Agency: The Project Implementation Policy shall be applicable to all projects
being funded through development portfolio regardless of executing agency whether it
is administrative department itself, or any of its attached entities (directorate or any
unit), autonomous body, or public sector company, or any other such unit. The role of
Executing Agency shall remain in its own defined legal framework, with other options
allowed by the client organizations/entities as permissible under legal and regulatory
framework.
Khyber Pakhtunkhwa Government Rules of Business, 1985, notified vide No. SO(O&M)
S&GAD/3-3/1985 dated 6th April, 1985
Khyber Pakhtunkhwa Delegation of Financial Powers Rules, 2018, notified vide letter
NO.SO(FR)/FD/9-1/2018/DOP/17441
Khyber Pakhtunkhwa Public Procurement of Goods, Works and Services Rules, 2014,
notified vide letter No.SO (FR)/FD/9-7/2010/Vol-II, and as amended from time to time
PFM Act 2022 after its promulgation as in line with federal Manual for Development
Projects notified by federal Government in 2021 after promulgation of federal PFM Act
Furthermore, provisions of the Manual for Development Projects have been intuitively
incorporated while formulating the Project Implementation Policy.
The instant project implementation Policy refers to many provisions as per current
practice/ authorization in vogue. In case of change in such policies (like opening of Assan
Assignment Account, KPPRA rules, Delegation of Financial Powers etc.), the provisions
of those amended policies shall prevail w.e.f. the date of such amendment. The Project
Implementation Policy shall be deemed to be amended, mutatis mutandis, to the
extent of those provisions.
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Implementation Plan
An implementation plan should be drafted using tools such as Gantt Charts, or any
suitable alternative representation of implementation steps. The implementation plan
should clearly outline which sub-activities need to be undertaken at what time during
the project life cycle, in order to carry out the main activity to completion. The more
detailed an implementation plan, the better the overall execution of the project.
Additionally, projects should aim for a more dynamic mode of hiring, such that
contractual provisions require a three month probation period upon hiring, during
which contract termination can be done without notice; subsequently, a thirty day
notice period may be given for any termination of contract, regardless of whether
request for termination was initiated by the resource, or the project.
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Financial Plan
As a critical component of project execution, financial plans are not just important; they
remain a necessity for the financial health of the project. Thus, all PC-Is should have, as
far as possible, detailed Financial Plans, along with expected financial phasing needs.
Risk Register
Any venture is prone to risk. But timely risk identification, management, and mitigation
can help increase the risk appetite for projects. Thus, all PC-Is should have a detailed risk
register, and risk mitigation plan.
Well-drafted PC-Is should also identify means of verification for each indicator that can
be tracked throughout the life cycle of the project.
Exit Strategy
For projects where the aim is to introduce and institutionalize service delivery innovation
in particular, or for other innovative projects such as cash handouts etc., a viable exit
strategy must be included in the PC-I, outlining how the project will be phased out.
Sustainability
While innovation is appreciated, sustainability should be the focus of all projects. Hence,
all projects, by virtue of their PC-Is, should identify how sustainable impact will be
generated from project activities.
Evidence-based Planning
All PC-Is should be based on utilizing statistics and data to as far an extent as possible, to
ensure that any project is driven by verifiable data and evidence.
Project Phasing
For any project, it is important to recognize that three distinct phases constitute the
entire project cycle; inception, operations, closure. These phases are explained below.
Inception Phase
The inception phase of the project can last between 3 to 6 months from the
commencement date of the project (the date on which the Administrative Approval was
signed), depending upon the nature of the project. It is to be noted that during the
inception phase only skeleton staff may be available, in the form of a lean leadoff team.
This leadoff team should be able to initiate key functions such as:
Initiate recruitments such that all recruitments can be completed by
the time the inception phase ends
Initiate banking processes and streamline financial processes
Initiate baselines, such as baseline development and data collection processes
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Operational Phase
The operational phase of the project will start after 3 to 6 months of the project
commencement, depending upon the nature of the project, and the length of the
inception phase. During this phase, the project is expected to have the following:
100% staffing to ensure that all activities if the project can be initiated.
As the heaviest phase of the project, in terms of work and activities undertaken,
the operational phase will require a completely staffed team
Timely initiation of procurements, civils works, and any other activities listed
in the implementation plan
Routine monitoring of physical and financial progress, and tracking of all key
indicators to identify bottlenecks and critical points for project course correction
Closure Phase
The closure phase can last between 3 to 6 months at the end of the project. While project
staff can be present, a skeleton team will be required to oversee the final documentation
of the project. This skeleton team will be responsible for:
Reporting Hierarchies
The notification of project director role shall deem to transition the project from the
Planning Cell of the Department (such as CPO wing), to the PD of the project. In order to
expedite the communication related to project items, PD may directly submit all cases
(if any) to administrative Secretary or through Special Secretary or any other officer
in-charge of development matters, rather than through Planning Cell of the
Department.
Inception Phase
After the approval of the administrative Secretary, the PD shall undertake key steps to
ensure that the project is initiated efficiently. These steps are outlined below:
Human Resources
Leadoff Team
Upon the approval of the administrative Secretary, and notification of PD, additional
charge of key positions shall be provided to the most suitable individuals available within
the department or any of its attached departments/ entities (including ABs/ PSCs).
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Financial Management
PD shall also send the case for release of fund, through the Planning Cell (such as CPO
wing), to the Finance Department in respect of allocation for the year. However, to
expedite the processing, PD may send an advance copy directly to the Finance
Department.
In addition, PD may also process cases for opening of Assan Assignment Account and/ or
designated account (if required), justifying the need for them. Assan Assignment
Account permission is granted by Administrative Secretary whereas for designated
account, Finance Department will grant the requisite permission. In case the project
requires, PD shall also get necessary documentation for NTN/ FTN/ WeBOC or any other
registrations like KPRA or social security etc.
Ideally PD shall be appointed first through head hunting or through any fasted
mechanism; the rest of the team shall be hired once the PD is on board.
Additional Steps
In addition, PD shall take all other necessary measures that are required by the peculiar
nature of the project. The PD must be empowered to exercise all his powers in light of
DOP 2018, Project Implementation Policy 2022 and as approving authority being head of
procuring entity under KPPRA Procurement Rules 2014. This shall notified by the
concerned approving forum i.e. DDWP and/or PDWP etc.
Ideally PD shall be appointed first through head hunting or through any fasted
mechanism; the rest of the team shall be hired once the PD is on board.
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Ideally PD shall be appointed first through head hunting or through any fasted
mechanism; the rest of the team shall be hired once the PD is on board.
In such cases, where a PMU already exists, and another project is assigned to it, the
subsequently assigned PC-I may provide for strengthening of existing PMU through
additional HR or operational budget.
Ultimately, procurement of office furniture, equipment, and cars, shall enable projects to
utilize finances more efficiently, and reduce the cost of purchase of durable assets as
well as to reduce incremental operating cost (IOC) related to the project.
HR for PMU
PMU shall comprise mostly of managerial and technical personnel. They may be
recruited using any of the methods as outlined in the HR chapter of this policy. The
practice of using PMUs as a source of employment for support staff shall be discouraged.
The managerial and technical staff shall be placed in a flat hierarchy and they shall carry
out their work themselves rather than getting ministerial support in the form of Stenos,
Assistants, Senior Clerks, Junior Clerks etc. These ministerial roles shall not be allowed for
PMUs under instant Project Implementation Policy. Instead, the Project should aim at
hiring experts who have demonstrated experience in relevant fields, to create a
high-functioning body which can deliver on its objectives and results.
Similarly, if the nature of project so requires, PMU shall also procure services of
warehousing, supply chain and transportation and/or any third party services, as project
nature may require.
Operational Expenditures
The operational expenditures of PMU, such as salary of PMU employees, utilities and
other non-salary expenditures may be spent as per prescribed procedure after getting
approval of Project Director.
Moreover, processing of such small individual bills may not be the most efficient process.
Hence, after getting approval from Finance Department under Khyber Pakhtunkhwa
Delegation of Financial Powers Rules, 2018, notified vide letter
NO.SO(FR)/FD/9-1/2018/DOP/17441KP, the Project Director may obtain a monthly limit
against which the funds may be drawn from Assan Assignment Account/ other fund
center, and deposited into designated bank account authorized for this purpose by
Finance Department.
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(i) As far as possible, nomenclature of the posts and pay scales should be such that it exists
in the regular service cadres of the Department and for which service recruitment rules
have already been prescribed.
(ii) The educational qualification, experience, age limit, scale of post, pay package, number
of posts, duration of appointment and responsibilities etc. of each post sanctioned for the
project shall be prescribed in the PC-I. Moreover, selection on project posts through initial
recruitment or by way of deputation shall also be specified. Furthermore, the required
scoring matrix for the purpose of shortlisting and final merit list, as mentioned
at 6(iii) from (a) to (d), shall also be specified for each category of posts.
(iii) Fixed pay package for project posts shall be sanctioned at the time of approval of PC-I
with reference to the responsibilities attached to the post. Fixed package with reference
to various pay scales shall be as follows:
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Provided that for ongoing projects, salary of existing staff shall be fixed in a way that it is not
less than the salary last drawn.
Provided further that projects where daily waged staff is to be hired as per requirement/
nature of project, in all such cases the monthly income of the hired staff shall not be less
than the minimum wages fixed by Government from time to time.
(iv) Negotiable Pay Package: Special Pay Package as determined by the administrative
department shall be included in the PC-I with full justification for such positions which
are (a) either specialized in nature, (b) Unique in terms of qualification, experience and
availability of such services in market are either scarce or monopolized and (c) highly paid.
Note: In the instant case BPS system shall not apply. Furthermore, approval of such positions
shall be granted by the committee headed by the Additional Chief Secretary, Planning &
Development, Khyber Pakhtunkhwa.
(v) Civil Servants appointed against project posts on deputation basis will get pay and allowances
corresponding to their own pay scales, a deputation allowance at the rate of 20% of the basic
pay subject to the maximum of Rs.12,000/- per month, and a project allowance equal to two
basic salaries last drawn on regular post;
Provided that if the circumstances demand for provision of special incentives to the
deputationists in a project, the same special incentives will be placed for consideration
before the committee to be headed by Additional Chief Secretary, P&D with Secretaries
of Finance, Establishment and concerned department as members.
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(i) Applications for the posts shall be invited through wide publicity in the print media.
he advertisement shall be published in at least two leading newspapers having wide
circulation as well as through the official website of the project / concerned administrative
department.
(ii) A reasonable time not less than fifteen (15) days may be given in the advertisement inviting
applications for the posts to provide adequate opportunity to eligible candidates to apply
and to ensure maximum competition. However, in case of urgency, to be determined by the
Administrative Secretary concerned, time for inviting applications can be reduced to seven
(7) days from the date of publication of the advertisement. In case the last date for receipt
of applications falls on a public holiday, the last date shall stand extended to the next
working day. Urgency can be declared in such cases wherein expeditious implementation/
execution is desired in the best public interest. Without prejudice to the generality of the
aforesaid, urgency can be declared if one or more of the following circumstances exist:
(a) Security issues/Projection of counter narrative
(b) Disaster Management/Health Issues
(c) Projects involving seasonal factors
(d) Signature/pilot project
(e) Projects at the verge of completion
(iii) The terms and conditions for appointment including but not limited to following shall
be clearly advertised:
(a) Nomenclature of the posts
(b) Pay scale or Pay Package
(c) Number of vacancies
(d) Minimum Qualification Required
(e) Minimum Experience Required
(f) Age limit at the time of closing date
(g) Duration of Appointment
(h) Nature of Appointment
(i) Mode of Appointment (Testing Service etc.)
(j) Duties & Responsibilities
(k) Station of duty etc.
(iv) The appointing authority / administrative department, before advertising the posts,
keeping in view the anticipated number of the applicants and scoring matrix approved for
the posts, shall assign the conduct of test to Khyber Pakhtunkhwa Educational Testing and
Evaluation Agency (ETEA) and in case of refusal by ETEA to conduct such test, services of
a suitable and registered testing agency to be hired after getting NOC from ETEA. MoU
signed with the testing service agency shall clearly mention passing marks in terms of
percentage for a particular post. Passing score for a post in a test should not be less
than 40%.
(v) Applications received for a post shall be scrutinized by the shortlisting committee
(Para-8) constituted for the purpose. After thorough scrutiny of record, list of shortlisted
candidates will be finalized, duly signed by all the members of shortlisting committee
containing marks obtained in minimum required academic qualification, higher
qualification, relevant experience, test score if any, training, age limit and other conditions
strictly according to selected scoring matrix.
(vi) The appointing authority/administrative department shall ensure competition in the hiring
process. However, it may shortlist 03 to 05 applicants against one post for interview by the
concerned Selection Committee. Furthermore, the number of candidates to be called for
interviews should not be less than 03 per post in the case of posts falling in specialized
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categories. Reasonable time may be given to the candidates to appear for the interview.
The names of those candidates who do not appear for the interview shall be dropped
from the selection process.
(vii) Selection Committee (Para-7) shall interview the qualified and eligible candidates and
shall devise a merit list on the basis of weightages assigned to each component of the
scoring matrix: academic qualification, higher qualification, relevant experience,
test score, professional skills as well as marks obtained in the interview.
(viii) The list containing order of merit of the candidates must be signed by all members of the
Committee including its chairman and forwarded to the Secretary of the department
concerned to process the case for approval of appointing authority.
(ix) The appointing authority shall approve appointment, in order of merit, on the
recommendations of the Selection Committee and orders in this regard shall be issued
within 10 days. In case, the first candidate on the merit list does not join service within a
period of one month, his offer shall stand cancelled, after ensuring that appointment
order was duly received by the candidate, and offer of appointment may be extended
to the next candidate on the merit list. After completion of the hiring process in a project,
a waiting list duly signed by all members of the selection committee shall be maintained.
Such waiting list will be valid for 06 months from the date of issuance and any candidate
on merit can be appointed during the period from the list if a post is fallen vacant due to
the following reason:
(a) Failure to report arrival before the stipulated deadline
(b) Resignation from the post
(c) Disqualification due to disciplinary action
(d) Disqualification due to procedural lapse in recruitment
(e) Disqualification due to non-verification of documents
(f) Disqualification due to Unsatisfactory / Negative Police Report
(g) Disqualification due to being medically unfit
(x) Staff appointed by initial recruitment in a project shall not be entitled to pension or
GP fund. They shall also not be treated as “Civil Servants”.
(xi) Project employees will receive medical allowance as per medical attendance rules of
the Provincial Government.
(xii) They shall be entitled to TA/DA in accordance with the TA rules of the Provincial
Government.
(b) Long Leave: 45 days without pay, during the whole project cycle subject to cogent justification
and at the discretion of the competent authority.
(c) Maternity Leave: Admissible to the female employees as per Khyber Pakhtunkhwa Civil Servants
Revised Leave Rules, 1981.
(xiv) Additional Charge of project posts of mega projects (Rs. 3 Billion and Above) shall not be
allowed to officers of line Department. For projects less than Rs. 3 Billion additional charge
of project posts may be allowed to nominees of line departments on case by case basis,
for a specified period, to be determined by the committee, headed by Additional Chief
Secretary P&D comprising Secretaries of Finance, Establishment and concerned
Department. The additional Charge Allowance will be 100% of the running basic pay.
No additional charge will be allowed below BS-17 in any case. Additional charge of the
post shall not be given for a period of more than 06 months.
(xv) If the competent authority decides to make an appointment to a project post through
deputation, the procedure given in para-4 shall be followed.
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(xvi) Civil Servants can apply for the project posts by following the procedure given in Para-5
hereof. In case of selection, the Civil Servants will be entitled to draw salary at market
rates, as provided in PC-I.
(xvii) Project Director and staff will be appointed for a period of three years or project term
whichever is less. The Government will discourage frequent transfer of Project Director,
officers and staff of the project during execution. However, during execution of the
project, transfer of Project Director if warranted will be notified to the P & D Department.
In case of poor performance, contracts of PD or project staff can be terminated at any time.
(xviii) No extension will be allowed to project staff including Project Director. For cases of
extreme importance, extension beyond three years or for revised extended period of the
project, shall be allowed after approval from the next higher authority.
(xix) Documents to report proceedings of the selection process, including list of shortlisted
candidates, waiting list and final list of selected candidates shall be published on the
website of concerned Administrative Department as proactive disclosure of information.
(xx) The entire process from advertisement till final merit list shall be completed within 03
months including the selection of Project Director.
(xxi) Provided that the administrative secretary concerned, under unavoidable circumstances,
can extend this period for 02 additional months, after recording the reasons for delay.
(xxii) After joining the project post and before payment of salary, the character antecedents
shall be verified through Police and academic / experience certificates shall be verified
through concerned Board/University etc. In addition, a medical certificate shall be
obtained by him/her from the DHQ / MTI duly signed by the Medical Superintendent /
Head of MTI.
(xxiii) Pay scale of Project Director shall be BS-19 or above for projects costing Rs. 3 Billion or
more. For other projects, Project Director shall not be less BS-18 in any case.
(xxiv) Appointment on daily wages shall be allowed for project posts in BPS-03 to BPS-05 only
and mode of appointment shall be specified in PC-I as well as in revenue clearance of
the Finance Department for this purpose.
In case the competent authority decides to fill a post by transferring a regular civil
servant to project post on deputation basis, the procedure laid down herein below shall
be followed:
(i) The Administrative Department where the project has been initiated will provide a panel
of at least 3 officers keeping in view the qualifications and other terms and conditions
prescribed in PC-I for the P&D Department.
(ii) The panel will be considered by the Provincial Project Selection Committee (PPSC) for
selection of civil servants on deputation to project posts falling in BS-17 and above, strictly
on merit keeping in view the job relevance, experience and service record. Deputation to
project posts less than BS-17 shall not be allowed. The constitution of the Provincial Project
Selection Committee (PPSC) shall be as under:
(iii) On receipt of requisition for deputation of a civil servant to a project post, his
administrative department will decide whether the services of the civil servant concerned
be lent for the project post or not. If he can be spared for deputation to project post, the
Department concerned will prepare a self-contained Working Paper for consideration of
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the PPSC, keeping in view the qualifications and other terms and conditions prescribed
in PC-I, which may be circulated among all members three days before the meeting.
Subsequently, notice of the meeting and working paper will be issued to all members
after obtaining approval of the Chairman of the PPSC. The working paper shall, inter alia,
ontain the following:
(a) Provisions of PC-I containing details of post including pay package etc. of the post, life of project
and relevant extract of PC-I;
(b) Academic qualification of the officer proposed for deputation, training received and research
work done, if any;
(c) Service history including present pay scale, cadre of officer and important posts held by him
with assignments;
(d) Mode of appointment of officer to post presently held (i.e. initial recruitment or promotion);
and whether probation period after appointment/promotion has been completed or not;
(e) Any disciplinary proceedings initiated against the officer, if so, the outcome thereof;
(g) Nature of duty attached with the project post and relevance of the previous assignments of
the officer with the post to which deputation is proposed;
(h) Stations of duty (in present post and after proposed deputation)
(i) Whether previously served in a project deputation basis and if so period of stay and other details;
and how much period has lapsed since his repatriation from the last project assignment;
(k) Any other information which may be helpful in disposal of the case by the PPSC
(iv) In case of deputation of a Civil Servant to a project which is fully funded by the Provincial
Government, the pension contribution shall continue to be paid from the proceeds of the
Provincial Government. However, in other cases, the procedure in vogue regarding
pensionary/leave and other service liabilities of the civil servant shall be followed.
(vi) Civil Servants who are in receipt of housing subsidy shall be entitled for the said facility
even after their posting in a project.
(vii) The initial period of deputation will be three years extendible for another two years or till
the project life, whichever is earlier.
(viii) Civil servant will not be considered for deputation to a project post unless he/she has
successfully completed the initial as well as extended period of probation. He/she will
also not be considered for deputation unless a period of at least 4 years has elapsed after
his/her return from last deputation to a project.
(i) Any Civil Servant holding appointment on a regular basis and possessing the minimum
qualification, experience and fulfilling other conditions advertised, may apply for a
project post through proper channels.
(ii) In case of shortage of time, a Civil Servant may forward an advance copy of the
application for the post and simultaneously submit application to the departmental
authority for permission which may be furnished before interviews for the post are held.
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In the event of failure to produce departmental permission at the time of interview, the
candidate shall not be interviewed or considered for appointment to the post.
(iii) The department concerned of the Civil Servant shall process her/his application in a timely
manner and may forward the same to the quarter concerned.
(iv) In the event of appointment of a Civil servant to the post through open competition,
she/he shall be required to obtain extra ordinary leave before joining the project provided
he/she is entitled for EOL as per the Khyber Pakhtunkhwa Civil Servants (Revised Leave)
Rules, 1981. Moreover, he/she shall relinquish charge once he/she is relieved by the
competent authority so that his/her pensionary and other service liabilities are not
accumulated against the Government for service rendered in the project.
(v) Civil servants passing through probationary period and those holding appointments on
contract basis may apply for project posts. However, in the event of their appointment,
they shall be required to resign from government service.
(vi) On joining the project post by availing Extra-Ordinary Leave (Leave without pay), retention
or vacation of officially allotted residential accommodation shall be governed by Khyber
Pakhtunkhwa Residential Accommodation Rules 2018.
(vii) On completion of the project or its conversion into current budget, the services of the
Project staff appointed on contract basis shall stand terminated. However, Government
Servants serving in the project on deputation basis or on EOL (without pay) basis shall be
repatriated to their parent department
(i) A candidate for a project post must possess the minimum educational qualification and
experience and they must be within the age limits advertised for the post.
(iii) Selection for all the project posts will be based on merit on such criteria which shall be
determined by the selection committee. Without prejudice to the generality of the
aforesaid, the selection criteria shall be based on academic qualification, higher
qualification, relevant experience etc. in accordance with any of the following criteria
from (a) to (d). The desired criteria shall be specified against each post in PC-I as well as
in revenue clearance to be issued by Finance department.
Experience 10 10 - 15
Training 5 5 07 07
Test - - 45 30
Interview 15 35 8 23
A. Minimum Qualification:
For General Cadre / Non-Technical Posts:
1 Matric 60 45 36 40 30 24 30 23 18 15 12 9
Matric 30 22 18 20 15 12 15 11 9 7 6 4
2 FA/F.Sc./
Equivalent/ 30 23 18 20 15 12 15 12 9 8 6 5
12 Years Education
Matric 20 15 12 13 10 8 10 7 6 5 4 3
FA/F.Sc./
Equivalent/ 20 15 12 13 10 8 10 8 6 5 4 3
3
12 Years Education
BA/B.Sc./Equivalent/ 20 15 12 14 10 8 10 8 6 5 4 3
14 Years Education
Matric 15 11 9 10 7 6 7 5 4 3 3 2
FA/F.Sc./
Equivalent/ 15 11 9 10 7 6 7 6 4 3 3 2
12 Years Education
4
BA/B.Sc./Equivalent/ 15 11 9 10 8 6 8 6 5 4 3 2
14 Years Education
MA/M.Sc./Equivalent/ 15 12 9 10 8 6 8 6 5 5 3 3
16 Years Education
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For 4 Examinations
1st Professional 15 11 9 10 7 6 7 5 4 3 3 2
1 2nd Professional 15 11 9 10 7 6 7 6 4 3 3 2
3rd Professional 15 11 9 10 8 6 8 6 5 4 3 2
Final 15 12 9 10 8 6 8 6 5 5 3 3
For 4 Examinations
1st Professional 20 15 12 13 10 8 10 7 6 5 4 3
2
2nd Professional 20 15 12 13 10 8 10 7 6 5 4 3
3rd Professional 20 15 12 14 10 8 10 8 6 5 4 3
B. Higher Qualification
Maximum of 10 marks will be awarded for having qualification above minimum required
qualification as under:
C. Experience
Maximum of 15 marks will be awarded for experience over and above minimum required
experience at the rate of 1 mark per year. Only relevant and verifiable experience will be
counted. The relevant experience gained prior to or during the period of minimum
qualification shall not be counted, however, experience gained during higher qualification
shall be counted. However, it will not include an internship done in partial fulfillment of a
degree. Internships completed under National or Provincial Internship Programs / Policies
shall be counted for experience.
Note: No marks will be awarded for experience under scoring matrix (c) as tabulated
on the previous page.
D. Training Course
Maximum of 07 marks will be awarded for minimum three-month training in the relevant
field from a university / institution recognized by the HEC or any Board of Technical
Education or any training institute established by the Federal Government or any Provincial
Government or from an internationally recognized organization.
E. Test
Marks obtained in test conducted by ETEA or other testing agencies, as provided under
para 3(iv),will be counted under scoring matrices (c) and (d), based on its weightage in
relevant matrix. Owing to Specialized and technical nature of the posts, the administrative
department may decide to consider any one of the four tests, i.e. GRE/GMAT/MCAT/SAT for
this purpose. Scoring scales of these tests shall be converted for quantification under
relevant scoring matrix in this policy and shall be duly approved by the administrative
secretary concerned before advertisement.
F. Interview
A candidate securing less than 40% in an interview under the relevant scoring matrix shall
be considered as failed.
(iv) Zonal allocation formula shall not apply to the project posts. However, for
recruitment against posts in BS-16 and below, included in projects under Merged Areas
ADP and Accelerated Implementation Plan (AIP), additional 05 marks shall be awarded
to the candidates holding domicile of tribal districts or tribal subdivisions, till further
orders.
For project employees, who have rendered 02 years continuous service in a developmental
project of Govt: of Khyber Pakhtunkhwa shall be entitled for 10 years automatic age
relaxation in upper age limit.
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Representative of Establishment
Member
Department not below the rank
of Deputy Secretary
Project Director would exercise the powers of appointing authority for posts in and
equivalent to BS 3-16, whereas Administrative Secretary concerned would be appointing
authority for all posts equivalent to BS-17 and above. However, approval of the Chief
Minister, Khyber Pakhtunkhwa shall be obtained, if deputation of Administrative Secretary
or Head of Attached Department to the Project posts is involved.
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(i) A project employee shall work against that post for which she/he was recruited and shall not
be transferred to any other post in the project or at any other station.
(ii) A project employee shall also not be transferred to any other project under the same
department / Government.
(iii) If the performance of the employee is found unsatisfactory, his/her services shall be
terminated on a fifteen day-notice or payment of fifteen days salary in lieu of notice. In the
event such an employee is a Government Servant, he/she may be repatriated to their parent
department.
(iv) At the time of appointment, each employee shall give an undertaking to the effect that
during the employment, they shall be held responsible for the losses (accruing to the project
due to them and shall be held answerable therefore) and shall be bound to follow the terms
and conditions mentioned in the agreement provided in this chapter.
(v) On completion of the project, the services of the project employees shall stand terminated.
However, they shall be re-appointed on a need basis, if the project term is extended.
(vi) In case the project posts are converted into regular budgetary posts, the posts shall be filled
in according to the rules prescribed for the post by the Public Service Commission or the
Departmental Selection Committee, as the case may be. Ex-project employees shall have no
right of adjustment against the regular posts. However, if eligible, they may also apply and
compete for the posts with other candidates.
For projects costing less than Rs. 03 billion, performance evaluation of the project directors,
if any, will be carried out by the concerned Administrative Departments.
(ii) Project Director shall devise an appraisal matrix for all the key staff having direct influence
on progress of the project, based on targets and achievements. Annual performance of the
report will be shared with the Administrative Department clearly mentioning deviations
from targets, if any, and recommendations.
(iii) Performance Evaluation Reports of the Government Servant shall be written by the
concerned PAO during his / her appointment in the project on deputation basis and ACS
P&D Department will be the 1st Countersigning Authority for the posts in BPS-19 and above
or Specialized Positions under Negotiable Pay Packages.
(iv) The Planning & Development Department shall introduce reward for “consistently good
performing project teams”. Selection of such projects will be based on the overall
performance rating of projects first after mid-term review results and second on the
completion of evaluation reports by the donors.
A Centralized Project Management Cell under the Special Secretary, P&D Department
shall be established to monitor and resolve the issues of all the projects included in the ADP.
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AGREEMENT
This agreement is made on this ___________ day of ______________ (Two thousand, and
_______________) between Governor of the Khyber Pakhtunkhwa Province (hereinafter
referred to as the Government) acting through _______________________ on the ONE PART
and _________________________________________________ (hereinafter referred to as the
employee) on the OTHER PART;
WHEREAS the Government has agreed to employ the Employee and the Employee has
agreed to serve the Government as ____________________ on the terms and conditions
hereinafter mentioned;
NOW these present witnesses and the parties hereto respectively agree as follows:
1. Subject to clause 9, the employee shall serve the Government as ______________ in the
project under ________________ Department for a period of _____________ years
commencing from the date of assumption of charge of the post.
(b) carry out such administrative functions in relation to his/her duties as the
Government may, from time to time, assign to him/her;
(c) submit himself/herself to the lawful orders of the Government and of the officers and
authorities under whom his/her services may be placed from time to time, during the
currency of this Agreement; and
(d) Proceed, whenever required, to such part of Pakistan and perform such duties
relating to his/her appointment as the Government may specify.
3. a) For the services rendered, the Employee shall be entitled to receive pay as may be
prescribed in the this policy/PC-I and shall not be entitled to earn any annual increments
during his contractual appointment. The pay of the Employee shall commence from the
date of his/her assumption of charge of the post and cease on the date of termination of
this agreement or on termination of his/her services for any reason, whichever may be
earlier.
(b) The Employee shall, if required to travel in the public interest be entitled to receive
traveling allowance at such rate as may be prescribed, and
(c) The Employee shall not, unless permitted by the Government, indulge in private
practice, nor shall he indulge, directly or indirectly, in any trade, business or occupation,
and in any political activity whatsoever, other than his obligations under this Agreement.
or those Government Servants who joined the project on Extra Ordinary Leave (Leave
without pay), a fact finding inquiry shall be conducted. If charges are proved his/her
services shall be terminated, besides recovery in case of pecuniary loss to the project. The
appointing authority, in such cases, shall be the competent authority in respect of the
project staff, other (Leave without pay). If a deputationist or those who join the project on
Extra Ordinary Leave (Leave without pay), are involved in misconduct or breach of terms
and condition or cause pecuniary loss to the project, they shall be repatriated to their
parent department with proposed action, recovery and penalty which shall be decided
by their respective competent authorities.
6. The Employee shall be held responsible for the losses accruing to the Project due to
his carelessness or inefficiency and shall be recovered from him.
7. The employee shall be entitled for TA/DA in accordance with the TA rules of the
Khyber Pakhtunkhwa.
8. The Employee shall not be entitled to any pension or gratuity for the service rendered
by him;
9. Either party to this agreement may terminate the agreement by giving to the other
party fifteen days notice in writing of its intention to do so and on the expiration of such
notice this agreement shall be terminated:
Provided that where no notice is served or served of a shorter period, the defaulting
party shall pay to the other party an amount equal to the pay of the employee for the
period of fifteen days or for such period by which the notice falls short, as the case may
be:
10. On completion of the project, the services of the employee shall be terminated. He
may, however, be re-appointed if any phase of the project is there.
11. Stamp Duty, if any, on this instrument shall be borne by the employee.
Signed by __________________________________________________
Witness 1. _______________________________________________
2. _______________________________________________
Signed by _______________________________________________
Witness 1. _______________________________________________
2. _______________________________________________
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It shall come into force at once and shall not affect the terms and conditions of the staff
already working in the projects. Unless specified otherwise, all recruitments to project
posts shall be carried out using this policy (even if PC-I is silent on mode of recruitment).
This is usually the preferred mode for all first level managers and middle managers.
Once notified, for specialized positions, the PC-I may opt for this mode. If any such post
within the project requires a resource with a highly specialized or technical knowledge
based skill set, such that neither the KP policy regulating appointment to posts in
development projects, 2008, nor the Recruitment Policy for Market based Talent, 2019,
result in the identification or selection of such a resource, then the Project may decide to
recruit through the Management Position Scales Policy, 2020.
The individuals so provided by third party firms shall not have individual contracts with
the project rather they shall be on payroll of third parties. Third parties may be given a
certain management fee for managing these contracts.
The project shall mention the eligibility requirements to the third party along with either
fixed remuneration or may ask remuneration to be part of the submitted bid. In order to
ensure that there are no intermediary fees (except management fee), the project may
require a third party to make all payments through the bank accounts of individuals.
Similarly, only the process for recruitment under pre-agreed criterion and methodology
may be outsourced and HR so recruited may be offered contractual position.
Chapter 5: Practice of
Revenue Clearance
Project implementation is a specialized task and timely execution of a project requires
focused and dedicated efforts. This section deals with the due diligence aspect carried
out during any PC-I appraisal (both initial approval and subsequent revisions). The due
diligence aspect for the capital component of a project is usually carried at the level of
P&D, whereas whatever is reflected on the revenue side, is considered part of revenue
clearance at the Finance Department.
This chapter of Project Implementation Policy deals with a more pragmatic approach
and intuition behind revenue clearance. Khyber Pakhtunkhwa Delegation of Financial
Powers Rules, 2018, notified vide letter NO.SO(FR)/FD/9-1/2018/DOP/17441KP give
absolute authority and power to P&D for approval of development schemes at level of
PDWP (above Rs 200 Million) and similarly to other respective forums. The current
practice of revenue clearance for the entire revenue component rests on the principle
that any long term liability in terms of SNEs, vehicles etc., shall be with the concurrence
of the Finance Department. However, the underlying presumption is that the
development schemes have a large capital component (like road or building schemes)
and a very minor revenue component. This presumption is no longer true with all
innovative projects comprising a significant pie of overall development portfolio such as
stipends, and micro finance loans, etc. Projects such as hospitals, with significant
machinery and equipment components, or schools where furniture for students and
laboratories is cleared through revenue clearance, rather than due diligence at
concerned sections of P&D.
Any project posts in PMU or otherwise those are fixed pay positions and have
direct equivalence with BS regime
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Stipend to girls student for high school (the scheme’s core function is stipend and
will continue during project life only)
Any project posts in PMU or otherwise those are fixed pay positions and have no
equivalence with BPS regime
Chapter 6: Procurement
Management for Projects
Procurements remain an important component of project execution. Good project
management includes ensuring that all components of the project vis-à-vis civil works,
goods procurements and human resources are completed in a manner such that
service delivery of the project shall commence at the earliest. However, there has been a
tendency to take a conservative view and start procurement as a sequential step after
civil works. This is, at times, also driven by the absence of adequate storage for these
equipment/ furniture. Resultantly, even after completion of civil works, service delivery
cannot commence.
Mode of Procurement
Once the project is approved, it shall be the authority of the PD to determine the most
appropriate method for procurement. This has been legally covered under section 33 of
KPPRA Act that it is the authority of the procuring entity (Project authority in this case)
to select the most appropriate method for carrying out procurements. Devising bid
solicitation documents (BSD) and specifications, TORs, evaluation criteria, all rest with
the project authority and that is the reason PD of the projects has been classified as
Category-I officer in Delegation of Financial Powers Rules 2018.
Procurement Process
The Project Director shall constitute all relevant procurement committees, such as for
devising BSD (specifications/BOQ/Drawing/Design/Evaluation Criteria/ Type of contract
etc.) and if required, a sub-committee for technical evaluation, a committee for
Grievance Redressal and a committee for physical inspection as per provisions of KPPRA
Procurement Rules 2014. For observance of codal formalities, the project director shall be
responsible.
Procurement Committee
This is an overarching committee and shall have ultimate responsibility and authority to
approve recommendations of other sub-committees. Normally the Project Director may
head this committee. However, PD may assign someone under them to head this.
Membership may include representatives of administrative departments; though this
remains purely optional.
Procurement Sub-Committees
One or more sub-committees may be notified to support and assist the primary
Procurement Committee amongst following:
Tender Committee
This committee shall initiate the tender process and shall carry out steps like publishing
of ad (if required), pre-bid conferences, receiving of bids.
Note: in case of pre-qualification/ EOI, technical bid opening committee may also
evaluate the bid against pre-qualification criterion.
Procurement committee based upon technical and financial evaluation shall finalize the
overall evaluation and shall upload final evaluation.
Note: in case of pre-qualification/ EOI, technical bid opening committee may also
evaluate the bid against pre-qualification criterion.
Grievance Committee
Grievance committee shall be constituted to decide upon grievances. Usually, mid to
senior level officers from the Administrative Department shall chair this committee.
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Membership is different from other committees to ensure impartial redressal with the
exception of one individual (who may serve as secretary of the grievance committee).
Additionally, the Grievance Committee shall ensure the application of, and compliance
with, the Khyber Pakhtunkhwa Public Procurement Grievance Redressal Rules, 2017,
notified vide No. SO(FR)/FD/9-7/2011/Vol-II.
Mode of Procurement
An important decision during procurement of equipment is mode of procurement.
Commonly used Inco Terms like DDP, C&F or any other are admissible. The decision
regarding choosing one mode over others or seeking bids for more than one mode
clearly indicating preferred mode for evaluation of bids may be decided upon by the
committees and shall be reflected in procurement documents.
Depending upon project nature, the Project Director and Procurement Committee may
ask for third party inspections of firms both in case of local and imported firms. The third
party inspection is a preferred mode, in case monetary volume of a particular item is
high or quantities are high or complex items are being procured. For imported items,
third party pre shipment inspection may be invoked too. In order to meet with the costs
involved, preferably PC-I shall provide for some funds. However, some of the third party
inspections, after mentioning in procurement documents, may be carried out at the
vendor's cost.
Usually the Procurement Committee shall be competent to decide upon the way
forward in this regard, keeping in view the options listed in next para of instant chapter.
However in case of large volume procurements and for the options other than Option-I,
the Procurement Committee may seek advice of either administrative department or
Steering Committee (see Chapter 9: Institutional Arrangements for Project
Implementation, for details)
There are potentially four options to deal with the above mentioned proposition.
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Option 3: P&D guidelines provide to go overall 10% to 15% over and above approved
cost and the same cushion may be utilized for meeting enhanced cost
Project Conception
Projects shall be conceived as one complete whole, comprising various components
such as civil works, goods (equipment etc.), services, human resource, trainings and
capacity building, Standard Operating Procedures (SOPs) and Project Management (the
instrument that connects all individual components).
Technical Support
Modern project management requires a variety of skill sets. However, it is not absolutely
essential to have all these expertise as in-house resources. Some of the expertise may be
tapped in externally, on a need basis. It implies that whether a PMU is formed or not, on
a need basis, so far as practicable, these expertise may be sourced-in for short term/
medium term support. The executing agency in such a case, may build only enough
capacity in-house, such that it allows the executing agency to benefit from the external
resources (to be able to interpret the reports and advice of external support).
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Certification
An important area to enhance service delivery is enhancing our focus to standardization
and Standard Operating Procedures and this can be best achieved through various
certifications in respective fields. This may include both national and international
certification and licensing. Projects are encouraged to build provisions for such licensing
and certification fees as part of PC-I, along with provisions necessary to achieve these
certifications, such as trainings etc.
Logistics Support
Projects are encouraged to utilize third party logistics services rather than in-house
purchase of such goods or services. These include supply chain, warehousing and
transportation services instead of building own warehouses, rent-a-car services instead
of purchasing own vehicles, use of vouchers for employees through e-based transport
services, instead of own vehicles/ motorcycles, use of courier services instead of in-house
capacity, renting office space for PMU instead of a project aiming to build its own office
(in certain cases, this is equally applicable to service delivery projects such as rest areas
at tourists spots etc.), janitorial, security, maintenance firms engagement instead of
in-house capacity.
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Key financial management provisions, including the financial responsibilities of the PD,
for efficient fiscal management and project functionality are explained below.
If, however, the post of PD is vacant, the Administrative Secretary may give additional
charge of post of PD to a suitable person for a period of 90 days, or till the appointment
of regular incumbent. Any individual with the additional charge can exercise Category-I
powers to ensure smooth project functionality. A three month extension may also be
given in the additional charge, if no suitable candidate is found.
Financial Forecasting
Financial forecasting within the project, will be adhered to, to as maximum an extent as
possible. However, wherever need be, revisions can be allowed. These revisions have to
come through the Administrative Secretary.
It is proposed that the Administrative Secretary will review the project on a monthly
basis. If they feel that forecasting needs to be changed, then a request can be sent
through P&D to FD for the next quarter.
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Authorization of AG
Consequently, the Project director will aim at ensuring that within spending level
availability, the money should be available on the withdrawal level.
In case of projects where a separate PD has been nominated, the PD will be responsible
for opening Assan Assignment Account, in line with instructions in Assan Assignment
Account Procedure (Local Currency), 2020.
In cases where a PD is not nominated, and the project is below a certain cost (PKR 200
million), a Principal Accounting Officer will open this account.
Signatories for the Assan Assignment Account will be in line with the directions
contained in Assan Assignment Account Procedure (Local Currency), 2020. Compliance
with these directions will be the responsibility of the Principal Accounting Officer. In
instances where the PD has been hired, one signatory has to be PD, and one has to be a
representative of the Administrative Secretary.
All payments, except for those payments which are to be made for quotation or petty
purchases, must be made through the Assan Assignment Account.
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It is crucial to note that all procurements done through competitive bidding as per
KPPRA Rules, 2014, shall be paid through the Assan Assignment Account. The PD will be
responsible for ensuring compliance with this condition.
Certain instances where project expenditure is upward of 15% of total approved PC-I cost,
special provision can be given. In such cases, approval can be given by the administrative
Secretary, which can subsequently be confirmed by the approving forum.
Similarly, if the item cost of any one particular item varies, such that this variation does
not raise the cost of the project by more than 15%, the Administrative Secretary (or PD in
the case of procurement of goods and works, as per the delegation of financial powers)
has the power to grant approval, followed by approval from relevant forum.
Audits
All projects shall undergo a regular audit process (statutory audit by Auditor General) on
annual basis and special audit if so required. Additionally, for large and complex projects,
audit by chartered accountant firms shall also be mandated.
All audits shall be conducted for three main elements, and may include any other
project implementation element as per need. These three domains are:
Pre-Audit
Projects for which a separate PMU is made, must ensure the presence of a separate
internal pre-audit wing within the PMU. All payments will be processed through this
pre-audit wing. Only after a pre-audit is conducted by the internal audit wing, will
payments be processed. The Internal Audit Wing will also draft and submit a yearly
internal audit report, which will be put up to the administrative Secretary for necessary
action and compliance.
Process Audit
Process controls of PMU and project implementation will be assessed.
HR Recruitment Audit
HR files and records will be assessed.
May recommend a matter to PDWP for advice (see Advice of Approval Forums
chapter)
May constitute one or more committees under it to support itself (however, such
committees shall be recommending bodies to Steering Committee and would be
restricted by mandate of Steering Committee)
identify and record critical baseline, mid line, and end line data, and;
help identify negative externalities which could impact the overall completion of
the project.
Monitoring Staff
It is recommended that all projects shall have a dedicated monitoring and evaluation
team (or a single dedicated resource, in case of smaller projects). For projects with
dedicated PMUs, it is imperative to include an in-house monitoring and evaluation
resource.
In addition to project specific tools that may be designed, all projects shall be monitored
through available e-based portals that may be used for effective monitoring and
evaluation of projects include the following:
Additionally, it is also recommended that projects spanning across three years or more
may start submitting their PC-III forms during the second year.
PC-IV Forms
The monitoring reports formulated by the Project Monitoring Committee may be used
as justification for project revision, project extension, or for PC-IV formulation. For any
projects looking to move a PC-IV, it is suggested that the PC-IV be drafted primarily, or in
consultation with the monitoring and evaluation team. For this purpose, any project
moving into the closure phase may retain monitoring and evaluation staff as part of the
closure phase skeleton staff.
In the interest of ensuring that only projects that merit moving to the current side, move
a PC-IV form, it is suggested that multi-level monitoring mechanisms may be adopted,
such that for any project moving to submit a PC-IV form, the Administrative Department
and P&D will work in collaboration. The Administrative Department will identify which
projects can be considered for PC-IV. Ultimately, DG M&E will decide which projects
qualify, in consultation with relevant stakeholders.
Risk Assessment
A risk register must be maintained for all projects. The risk register should clearly identify
high, medium and low risks to the projects, including an analysis on the risk appetite of
the project. Additionally, the risk register shall also list key actions needed for risk
reduction, and risk mitigation. Critical risks that should be considered include:
Financial risk
Administrative risk
Implementation risk
Fiduciary risk
FE projects, or projects involving foreign procurements – impact of devaluation
should be accounted for before hand
Environmental risk assessment: projects, especially those that focus on, or relate
to civil works, should have an initial environment impact assessment, and
should also undertake a biannual and/or annual exercise to ascertain the
adverse environmental impacts of the project
The project risk register should clearly identify the person responsible for periodic risk
assessment, escalating high risk warnings to the concerned authority, and risk
mitigation actions.
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Thus, a PC-I may be revised either if it requires certain changes in scope and design or for
projects with long gestation periods, mid project life revision (say after 2 years of
approval) is likely to bring value and improve project implementation quality.
Similarly, in cases where a project can be completed at reduced scope, the project may
be sent for revision to the concerned approval forum.
For all projects going into revisions, the provisions of this project implementation policy
may be incorporated so far as practicable and does not adversely affect the quality of
implementation.
However, if the project requires some clarity or change in one or more aspects and it
does not affect the overall scope nor it goes beyond 15% of its approved cost, the
preferred method is through seeking advice from the approval forum (details in Advice
of Approval Forum chapter of this policy).
PC-IV is the project closure document and shall be prepared preferably 3 months before
the end of gestation life of the project. As suggested in earlier (see Chapter 10:
Monitoring and Evaluation), PC-IV forms may be developed during the Closure phase,
and monitoring and evaluation personnel may assist in the formulation of a PC-IV form.
However, a few other considerations need to be addressed to ensure that the
out-transition of any project is smooth. These considerations are listed below. It is also
imperative to note that project closure ultimately remains the responsibility of the
sponsoring agency.
Closure of PMU
In case a dedicated PMU was established outside the premises of the administrative
department, it is imperative that all assets and equipment procured for the project are
disposed of in an appropriate manner. This disposal can include auction of items, or
return of items to sponsoring agencies or administrative departments. Additionally, all
pending liabilities of rent must be cleared before the project ends.
In cases where the project or PMU was housed within the administrative department, all
items borrowed or loaned from the administrative department may be returned back in
working condition.
Ultimately, by the closing date, the complete inventory of the project must either be
returned to the administrative department, auctioned, or written off.
HR Discharge
In the interest of ensuring that projects do not become draconian in their closure, it is
imperative that all projects must issue closure notices at least three months in advance
to all staff, regardless of whether the project moves to the current side or not.
Additionally, any financial liability, e.g. salaries, must be paid before the closing date of
the project.
Financial Closing
All projects must ensure that financial closing is undertaken efficiently. This includes
ensuring that all liabilities are paid, and all accounts are adjusted before or on the closing
date of the project. Two key actions that need to be undertaken are as follows:
Closure Audits
Financial Audits
The sponsoring agency must ensure that financial audits are conducted during the last
3 to 6 months of the project to ensure that all liability, payments, and cash movements
in general are accounted for. Additionally, these closing financial audits must also
identify that no further expenditures are forecasted.
The Project Director is usually left with no other choice but to take the project to revision
(through submitting revised PC-I). The current process of revision (due diligence at level
of CPO, pre-PDWP, PDWP etc.) is lengthy and the clarity a particular project requires
may not be the most efficient utilization of resources besides unnecessary delayed
execution.
Common examples where advice of approval forum may be sought through submitting
working paper include inability to find HR on approved package or mentioned age limit
or qualifications in the PC-I, any particular technology or specifications have become
upgraded and previous is either not available or not imperative to go for that, PC-I did
not provide for funding for any of enabling/ desirable set of measures (such as
outsourcing or external expertise or audits by chartered accountant or design etc.). Thus
in such cases, instead of revising PC-I, advice from the approval forum may be sought on
that specific issue.
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In this case, all HR, along with JDs etc. will be mentioned in the PC-I to ensure that the
right technical staff is hired. Additionally, basic scale and project allowance will need to
be mentioned as well in the PC-I. This is necessary in cases where department thinks
that recruitment has to be done on scale, and fixed pay is not suitable for the relevant
posts.
For such projects, the HR may need some regulatory powers. The project needs to
identify which law/rule can be used to give them such powers .
All positions may only be taken on the current side, when after PC-IV evaluation, the
positions are proven to be useful and their utility has been established. If the position is
shifted to the current side, and recruitment processes are initiated, staff that may already
be working against these posts during project mode, may be given a fixed number of
marks based upon the issuance (by the PD or equivalent in-charge) of a certificate
marking satisfactory performance. These marks may not exceed 5% of the total marks
available.
Land Acquisition
Projects where a major chunk of land acquisition is involved, will require suitable staff to
assist the land acquisition. This staff needs to be included in the PC-I (should be expert
in land survey and land measurement).
In these cases, the PD will be responsible for identification of suitable land, draft
notification under section 4 and section 6 of Land Acquisition Act, 1894. Project director
will be responsible for transfer of requisite funds to the account of concerned land
acquisition collector.
PC-II
The PC-II forms address feasibility of projects. Projects that are directed by the
department or approving forum, to conduct a feasibility, may do so before drafting a
PC-I.
PPP Projects
In case a project is being implemented in PPP mode, the following may be ensured:
Duration
Disclaimer: The Khyber Pakhtunkhwa Project Implementation Policy is prepared by SEED - Sustainable Energy and
Economic Development Programme. It is funded by United Kingdom’s Foreign, Commonwealth, and Development Office
(FCDO). The programme is implemented by Adam Smith International in close collaboration with the Government of
Khyber Pakhtunkhwa.