The process for reporting the project’s progress includes technical reports and financial reports. In addition, complementary reports, surveys and/or interviews may be requested as well as visits to the implementing organization in order to discuss and study critical aspects of the project and its progress. Submission of reports is a a precondition to receiving any subsequent grant payments.

The combination of these mechanisms allows for a better overview of the implementation of the project activities and of the grant administration as a whole. Periodic analysis and evaluation of the information included in the technical reports is conducted by the ISIF Asia secretariat to seek the substantive outputs of the project and to understand the best practices, which can be transferred, replicated or utilized elsewhere.

Project representatives are expected to actively participate in ISIF Asia online collaborative spaces available. 

The Technical Report’s Guidelines

The output of the project is not a substitute for the technical report. Instead, major outputs should be synthesized in the technical report and submitted separately. Copies of research instruments such as questionnaires, interview guides, and any other documentation judged useful to understand the project may also be included in the submission.

The project leader should contact / inform ISIF Asia if there are difficulties submitting the report on time.

the report should be an opportunity to synthesize and assess the main results of the project, while reflecting on the project's management, limitations, and achievements. The following questions might guide the preparation of the report:

  • Did the project meet the Project Objectives?
  • What were the most important research findings and outputs of the project? What will be done with them?
  • What contribution to development did the project make?
  • What activities were supported by the project?
  • Were certain aspects of project design, management and implementation particularly important to the degree of success of the project?
  • Did the project help build up the research capacity of your institution or of the individuals involved?
  • What lessons can be derived that would be useful in improving future performance?

ISIF Asia does not wish to impose an undue burden on the Recipient(s) in preparing these reports. The amount of effort required for this can be reduced if project personnel are aware of the required content for such a report from the beginning, so that they can be thinking about it during the life of the project. An on going exercise of self-assessment of this nature can be a useful tool for keeping a project on track and making any necessary adjustments.

The technical report, or parts of it, may be used to publicize or disseminate the results of the project.

 

Technical Report’s Guidelines

The output of the project is not a substitute for the technical report. Instead, major outputs should be synthesized in the technical report and submitted separately. Copies of research instruments such as questionnaires, interview guides, and any other documentation judged useful to understand the project may also be included in the submission.

The project leader should contact / inform ISIF Asia if there are difficulties submitting the report on time.

the report should be an opportunity to synthesize and assess the main results of the project, while reflecting on the project's management, limitations, and achievements. The following questions might guide the preparation of the report:

  • Did the project meet the Project Objectives?
  • What were the most important research findings and outputs of the project? What will be done with them?
  • What contribution to development did the project make?
  • What activities were supported by the project?
  • Were certain aspects of project design, management and implementation particularly important to the degree of success of the project?
  • Did the project help build up the research capacity of your institution or of the individuals involved?
  • What lessons can be derived that would be useful in improving future performance?

ISIF Asia does not wish to impose an undue burden on the Recipient(s) in preparing these reports. The amount of effort required for this can be reduced if project personnel are aware of the required content for such a report from the beginning, so that they can be thinking about it during the life of the project. An on going exercise of self-assessment of this nature can be a useful tool for keeping a project on track and making any necessary adjustments.

The technical report, or parts of it, may be used to publicize or disseminate the results of the project.

Financial Report’s Guidelines

The Recipient agrees that the payment of any Project funds under this agreement is subject to its compliance with the conditions set out in the grant agreement.

Refunds: The financial reporting to be conducted by the Recipient under this agreement shall include information on unspent balances. Unspent balances shall be refunded to APNIC Foundation within 3 months of expiry of the agreement, unless otherwise agreed. 

Withholding Project funds: Should circumstances arise that call the feasibility or validity of the Project into question or cause the Recipient to make major changes in its objectives, or if the Recipient decides to make any substantial deviation from the plan presented, the Recipient must obtain APNIC Foundation's written approval before continuing the Project or before implementing such changes. APNIC Foundation may decide to withhold the disbursement, wholly or in part, if substantial deviations from the agreed plan or budget, reports are not delivered as agreed, or circumstances are otherwise revealed which makes the project develop unfavourably in any other important respect. Before taking such a decision, APNIC Foundation shall initiate discussions with the Recipient.

Working Currency: Notwithstanding the working currency of the Recipient and APNIC Foundation's payment of the Project Funds in that currency, APNIC Foundation limits its liability to the US Dollar value stated inthe exchange rate at the time the grant agreement is signed.

Format for Financial Reports: The project budget in the financial reports shall be the same as per the approved budget under the grant agreement. Financial reports shall also be duly signed by the Project leader of the Recipient’s institution and a duly authorized financial officer of the same institution.

The report will include:
(a)            A certification, in the working currency of the Recipient, of the amount of APNIC Foundation grant funds expended and accrued on the Project to the report date;
(b)            A certification of the amount received in the working currency after conversion of APNIC payment;
(c)            A certification of the amount of interest earned, in the working currency;
(d)            Other amounts received and against which APNIC Foundation grant is conditional; and
(e)            A forecast of expenditures, in the working currency, for the following payment period.

The financial report shall compare actual activity for the current reporting period with the agreed budget for the same period. If applicable, cumulative activity from inception of the program should be compared with cumulative agreed budget.

The notes to the financial reports shall contain additional explanatory information: specify the basis of accounting used (cash or accrual). The Recipient shall specify the principle for the allocation of payroll expenses in the notes to the financial report.

Final reports must allow us to determine the correct allocation of resources according to the established goals, as well as to verify the validity of the tools that were used. 

Audit Guidelines

The audit requirements apply only if funding to the Recipient under an agreement with APNIC Foundation exceeds AUD 50,000. However, even if the audit requirements do not apply, the Recipient must still, whenever financial reports are provided under this agreement, provide APNIC Foundation with:

  • Details of the name and qualifications of the Recipient’s financial controller or officer;
  • Copies of any audit reports for audits that have been undertaken of the Recipient’s accounts and finances for other purposes (including during the term of the agreement) that have not previously been provided to APNIC Foundation;
  • A statement from the most senior officer of the Recipient that costs and expenses charged to APNIC Foundation for the Project are equivalent to costs and expenses the Recipient charges to other providers of funding for the Recipient’s other funded projects and activities; and
  • Any other financial information that supports financial record keeping and reporting.
    [Recipients who must comply with the audit requirements must also submit the preceding information to APNIC Foundation.]

Audits generally:

  • The Recipient is responsible for ensuring that the financial reports submitted to APNIC Foundation are audited, based on their annual audit schedules. The audit shall be carried out by an external, independent and qualified auditor. The audit shall be carried out in accordance with international standards issued by International Organisation of Supreme Audit Institutions (INTOSAI) or International Federation of Accountants (IFAC).
  • The Terms of Reference for the audit and the selection of auditor shall be approved by APNIC Foundation. The cost for the audit shall be paid as part of the project budget.
  • The Auditor´s report shall express an opinion whether the submitted annual financial report is in accordance with the Recipient’s accounting records and APNIC Foundation´s instructions for reporting according to ISA 800/805. The auditor shall also express an opinion on other questions if requested in the terms of reference.
  • The auditor shall submit a Management Letter/Audit Memorandum, which shall contain the audit findings made during the audit process and shall also state which measures have been taken as a result of previous audits and whether measures taken have been adequate to deal with reported shortcomings.
  • The Recipient shall submit the auditor´s reporting to APNIC Foundation by the times their own financial year ends, in its absolute discretion. A Management response including an Action plan shall be produced by the Recipient and submitted to APNIC Foundation within three weeks of the submission of the auditor’s reporting.
  • The Recipient shall co-operate with and assist APNIC Foundation in the performance of any additional audits, follow-ups and financial studies that APNIC Foundation may request.

Other audit Requirements

  • The Recipient’s accounting records should be prepared in accordance with internationally recognised accounting standards. The Recipient shall follow its own national laws regarding taxes.
  • The Recipient is obliged to keep full supporting documentation to justify the costs claimed on file.
  • Advances should be avoided as far as possible. If there are any advances, they should be accounted for within one month.
  • The working time to be charged to the project must be recorded throughout the duration of the Project by any reasonable but reliable means. The person in charge of the work should certify the records. A simple estimation of hours worked is not sufficient. There must be a system that allows the time anyone working on the project to be followed and audited. Good practice suggests that the link between the project and the time record is clearly established and that the type of work performed is indicated.
  • Payroll expenses should be charged to the current project in order to enable good follow-up routines.

Additional requirements when grant recipients channel complementary funds:

  • Audits must account for how much that has been paid to other partners.
  • The Recipient must ensure that all funds are subject to annual audit and that the Recipient has acted on the information in the audit reports. Important deviations should be highlighted in the reports to APNIC Foundation.
  • The Recipient must ensure that APNIC Foundation´s requirements regarding audit are included in all agreements where more than AUD 50,000 is being provided to the subsequent recipient.
  • Where a Recipient is required to ensure that the subsequent recipient conducts audits of its financial reports, the Recipient must (besides doing anything else that APNIC Foundation reasonably requires):
    1) Approve the selection of auditor (independent, external and qualified);
    2) Approve the Terms of Reference (ToR) for the audit or agree on ToR during the appraisal phase;
    3) Ensure in the financial report that all funds are subject to annual audit.;
    4) Check that the auditor´s reporting and the organisation’s management response are submitted in time with agreed content;
    5) Document its position to received reports and
    6) Act on the information that is received in the reports.

Procurement Guidelines

All development cooperation activities shall be characterised by efficient use of resources, the promotion of good administrative practices and transparency in the management of funds and the hindrance of corruption.

The organisation always has the responsibility for procurements made by themselves or by their partners using funds allocated through the ISIF Asia program from APNIC Foundation or any of its funding partners. All procurements financed by development cooperation funds shall be characterised by good business practice, competition and objectivity.

This means that the organisation, when purchasing goods and services with grants from APNIC Foundation, shall observe good business practice in their procurements. Where competition exists it must be used. Tenders and bidders shall be treated objectively in order to achieve competition on equal terms.

  • Procurement: Procurement of goods, works and services shall be carried out in accordance with internationally accepted principles and good procurement practices. APNIC Foundation may carry out checks on procurements. The check may take the form of a procurement audit. The Recipient shall provide APNIC Foundation with all the documentation required during the procurement audit. The procurement guidelines below apply to the procurement of goods, works and services. ender documentation, including all published procurement notices, shall be prepared in English. At the request of either of the parties, consultations shall be held on any matter relating to procurement.
  • Importation: The Recipient, if taking delivery of goods, vehicles or equipment purchased with Project funds, whether purchased by the Recipient, by a collaborating institution, or by APNIC Foundation, is responsible for undertaking all formalities and other administrative arrangements necessary for importing the goods, vehicles or equipment into the country in which the Research Work will take place. The Recipient will also take all necessary steps to ensure that Project funds are not used for the direct payment of custom, import, or other duties or taxes levied with respect to such importation.
  • Sale, Cession, or Disposal of Equipment or Goods: During the course of the Project, no goods, vehicles, or equipment purchased with Project funds shall be sold, ceded, or otherwise disposed of without the prior approval of APNIC Foundation. Sales made after the Project is completed may trigger taxes; such taxes shall be the exclusive responsibility of the Recipient.

a) Unless otherwise agreed with APNIC Foundation all procurements of services with a value exceeding AUD 20,000 shall be made in competition. In addition, a written price comparison shall be made of all procurements exceeding AUD 10,000.

b) Unless otherwise agreed with APNIC Foundation all procurements of goods with a value exceeding AUD 10,00 shall be made in competition.

APNIC Foundation may change the figures from time to time.

  • Complete and explicit tender documentation in the form of technical specifications or terms of reference and commercial conditions shall be included in invitations to tender. It is important that the specifications be neutral and, where reference to a certain brand or trade name is necessary, “or similar” be added.
  • In the evaluation of tenders, consideration may only be given to criteria specified in the invitation to tender. The tender accepted shall be the one that is considered most advantageous when all the criteria are taken into consideration.
  • Tenders may not be invited merely for purposes of comparison. A company that is invited to submit a tender shall also be able to expect that it is being seriously considered as a supplier.
    Invitations to tender shall be sent to at least three parties or advertised.
  • The make-up of the group of companies invited to tender should not remain permanently the same, but should be varied from time to time.
  • Where procurements of food are concerned, the invitation to tender should state that bidders must declare the extent to which the price is based on export subsidies or similar grants.
    In all procurements, the acceptance of a tender and the reasons for its acceptance shall be specified in a special procurement decision, which shall be signed by the person responsible for the procurement.
  • Opening of tenders, evaluation of tenders and the procurement decision shall be handled and signed by a minimum of two persons within the organisation.
  • The successful bidder shall be so informed in writing as soon as possible and in any event before the expiry of the period during with the tender is binding on the bidder. Unsuccessful bidders shall be so informed as soon as possible.