Seychelles - Aid Management Information System Project - IPR May 2023

IMPLEMENTATION PROGRESS AND RESULTS REPORT IPR A. Report summary and proposed actions Report Data Project name: AID MANAGEMENT INFORMATION SYSTEM PROJECT Project code: P-SC-K00-021 Country Seychelles Sector: Multi -Sector Environmental categorization 3-Low ES risks and Report type: Date of report: 24.05.2023 Mission: DESK SUPERVISION 0004 From: 16.05.2023 To: 17.05.2023 Prepared by Task Manager: Mosllem Ahmed ALAMIR AHMED Alternate Task Manager : Division Manager : GEBRE -SELASSIE Kalayu ECGF2 Project Data PROJECT FINANCING in UAC Financing sourceinstrument Foreign currency Local currency Total M.I.C.F TechAssistMIC 203,636.00 50,909.00 254,545.00 GOVERNMENT TechAssistMIC 0.00 44,920.00 44,920.00 T O T A L 203,636.00 95,829.00 299,465.00 PROCESSING MILESTONES bank approved financing only Loan Number Date approved Date signed Date of entry into force Date effective for first disbursement Disbursement deadline 5500155013901 15.12.2020 18.02.2021 18.02.2021 18.02.2021 30.06.2024 LOAN AMOUNT in UAC Loan Number Net loan Approved UAC Signed UAC Cancelled UAC Net Loan UAC 5500155013901 254,545.00 254,545.00 254,545.00 0.00 254,545.00 T O T A L 254,545.00 254,545.00 0.00 254,545.00 DISBURSMENT STATUS at supervision date in UAC Loan Number Disbursed to date Disbursed to date UAC Disbursed to date Undisbursed to date in UAC Undisbursed to date 5500155013901 70,264.81 70,264.81 27.60 184,280.19 72.40 T O T A L 70,264.81 27.60 184,280.19 72.40 Executing and Implementation agencies Borrower GOVERNMENT OF SEYCHELLES MINISTRY OF FINANCE Guarantor GOVERNMENT OF SEYCHELLES MINISTRY OF FINANCE Executing Agency MINISTRY OF FINANCE Performance status Progress towards development objective Rating on Development Objective DO Performance rating Summary of key findings Current Previous The project Development Objective is rated satisfactory. The both project's outcomes and outputs are satisfactory. The project imple mentation is expected to achieve its development objective strengthen institutional capacity for efficient and transparent aid management in satisfac tory satisfactory Seychelles in order to enhance transparency and accountability in the management of public resources. Implementation progress Rating on Implementation Progress IP Performance rating Summary of key findings Current Previous The project's implementation progress is rated as satisfactory. The project remains under close watch for slow disbursement rate. Im plementation of the planned activities has not commenced due to delays in assigning the project's implementation team with the mandate satisfactory to the Bank which was only fulfilled in July 2021. However, the project has m ade progress. IT equipment have been procured and delivered to support the web -based database management system for donor support. A consultancy service has been recruited to support the implementation of the Seychelles Aid Information Management System, r elated training, and services. The signed contract is about 70 of the grant. Two payment requests were submitted, which improved the disbursement to 28. A third disbursement payment is planned by end of June 2024, which will improve the disbursement rate to at least 50 of the grant. It is expected that the implementation progress will improve following the engagement of the consultancy firm. The engaged firm is critical for the project implementation to facilitate the acquisition and installation of an Off-the Shelf Aid Management package to support the implementation of the Seychelles Aid Information Management System AIMS; professionally designed business processes, which are user -friendly; creating interface links with existing legacy applications i n MoFEPT; conversion of data from legacy application to the AIMS; and successful go-live for the AIMS. The Project disbursement closing date has been extended to 30 June 2024 to enable full implementation and absorption of the project's resources to achie ve the project's overall development objectives. The extension would enable the finalization of the pending activities and allow the project to deliver the envisaged key outputs and development outcomes of the project. Implementing the full scope of the pr oject's pending activities will also further consolidate the positive results achieved in enhancing government's capacity. satisfactory satisfactory Overall project performance classification Overall Project Performance PP, PPP or NPPP Performance rating Summary of key findings Current Previous Both the project's DO and IP are rated satisfactory, therefore, the project is classified a NPPP. The project is under close watch in the Bank sys tems for low disbursements. The disbursement rate was 28 of May 2023; with more than 60 commitments in the system. However, the process for the recruitment of a consulting firm to unlock the implementation of the acquisition of Aid Management software, related training and services has been completed. The PIU is urged to focus on the procurement of the acquisition of Aid Management software which has a budget allocation of over 80 of the grant. Non Potentialy Problematic Project Non Potentialy Probl ematic Project Issues, risks and actions for management consideration Issues affecting project implementation Key issues Corrective actions Responsible Deadline Status Delays in fulfilling implementation arrangement as a result of slow government response. The Bank to stay engage with the project's PIU including in -house procurement and financial management focal point persons. MoFEPTAfDB 30.06.2023ongoing In progr ess Main risks and mitigation Risks Mitigation measures applied or proposed Responsible Deadline Low disbursement. Low disbursement. A number of actions are agreed to improve the disbursement rate, including recruiting one consultancy service to conduct all project activities related to the acquisition of Aid Management software, and related training and services. MoFEPTAfDB 30.06.20 23 done Portfolio management Portfolio management issues and weak project implementation capacity in Executing Agency EA Continuous engagement between the Bank and Executing agency on various portfolio implementation issues. The Bank to continue organizing training sessions for EA on procurement, disbursement, financial reporting, and monitoring evaluation ME, at indivi dual level during project preparationlaunching, and annually for all implementation teams. The MoFN PT to continue strengthening its coordination role to ensure implementation of ADB -funded projects government wide stays of track. MoFEPTAfDB 30.06.2023 ongoing B. Results reporting and assessment Progress towards development objective project purpose State the project development objective usually the project purpose as set out in the Results -based Logframe and assess progress To strengthen institutional capacity for efficient and transparent aid management in Seychelles in order to enhance transpa rency and accountability in the management of public resources. Outcome reporting Outcome indicators as per RLF Baseline value Most recent value End target Progress toward endtarget Assesment Transparency and accountability in aid manageme nt enhanced Legislative scrutiny of audit reports is done in a timely manner PEFA: PI-230 0.000 100.000 100.000 100.00 Likely to be achieved with correctives actions Achieved. PEFA: PI -30=C+ in 2022 Enhanced government leadership in the development agenda Foreign aidgrants ratio on -budget 4.000 10.160 13.000 68.44 Likely to be achieved with correctives actions Target likely to be achieved. The Foreign aid grants ratio on -budget is 10.16 in 2022. Outcome rating Rating on project outcomes Performance rating Summary of key findings Current Previous The overall project outcomes rating is Satisfactory. Overall, 2 of the 2 project's outcomes were fully achieved or on track. 3 3 Output reporting Output indicators Most recent value Annual target End target Progress towards annual target Progress towards end of project target Assessment Aid management processes and procedures upgraded Web -based database management system for donor support nbr 0.200 1.00 1.000 20.00 20.00 On track On track. A consulting firm has been selected for acquisition of Aid Management software, related training, and services. The consultancy firm is e xpected to facilitate the acquisition and installation of an Off -the Shelf Aid Management package to support the implementation of the Seychelles Aid Information Management System AIMS; professionally designed business processes, which are user -friendly; creating interface links with existing legacy applications in MoFNPT; conversion of data from legacy application to the AIMS; and successful go -live for the AIMS. Staff trained in data management, information exchanges and reporting Staff training and capacity building nbr 0.200 5.00 5.000 4.00 4.00 On track On track. A consulting firm has been selected for acquisition of Aid Management software, related training, and services. The consultancy firm is expected to develop professionally designed business processes, which are user -friendly, development of user guidelines and procedure and training manuals. ME framework for Performance -Based Budge t developed ME framework for Performance -Based Budget nbr 0.200 1.00 1.000 20.00 20.00 On track On track. A consulting firm has been selected for acquisition of Aid Management software, related training, and services. Output rating Rating on project outputs Performance rating Summary of key findings Current Previous The project is rated as satisfactory. All of the project outputs are on track to reaching the annual targets and it is expected that end of project outputs will be achieved. 4 4 Development objective DO rating Progress towards development objective Rating on Development Objective DO Performance rating Summary of key findings Current Previous The project Development Objective is rated satisfactory. The both project's outcomes and outputs are satisfactory. The project imple mentation is expected to achieve its development objective strengthen institutional capacity for efficient and transparent aid management in Seychelles in order to enhance transparency and accountability in the management of public resources. satisfactory satisfactory Additional andor unanticipated outcomesoutputs optional Indicator Baseline End target Most recent value C. Project implementation progress reporting and assessment Compliance with covenants Criteria NumberPercent of conditions complied with Current Rating Previous rating Assessment Compliance with project covenants 100.00 4 4 All covenants such as signature, opening of special account, etc. identified in the Letter of Agreement have been c omplied with, though not in a timely manner. The covenants for entry into force and first disbursement were fulfilled within a period of 2 months. The agreement between the Bank and the Government came into force on the 11th February 2021, while the actu al first disbursement was on 24th September 2021. The grant was eligible for cancellation according to PD022015 since it has been signed but remains undisbursed for more than ninety 90 days and a cumulative period of more -than one hundred and eighty 180 days from the date of approval. A special waiver has been approved by the Senior Vice President for the project disbursement to be affected. Compliance with environmental and social safeguards 0.00 NA NA The project has no environmental impacts Audit compliance NA NA 3 The First audit report is due by 31122024. Performance is satisfactory. Project systems and procedures Criteria Current Rating Previous rating Assessment Procurement 3 3 The procurement plan was approved based on the work plan for activities to be implemented. The Bank supports the project in all processes of procurement, and approvalno -objection for all activities. Financial management NA 3 Quarterly interim finan cial reports IFR were not submitted in a timely manner. Quarterly reports are expected to be submitted to the Bank with no delays. In line with the Protocol of Agreement, the project is required to produce interim financial reports IFR to the Bank as part of the quarterly progress reporting. The Project Special Account has USD 1,373.48 unjustified. The unjustified amount was part of the advance made on 24092021. The Bank's Disbursement Guidelines require that funds disbursed through the special a ccount are to be utilized and justified within a maximum period of 12 months. Monitoring and Evaluation 3 2 Quarterly Progress Reports were not submitted in a timely manner. Project execution and financing Criteria Amount at supervision date Total approved amount Cumulative amount to date Cumulative amount at beginning of the year Annual projection Progress towards annual projection Progress towards total Current Rating Previous report Disbursements 254,545.00 70,264.81 9,156.99 254,545.00 0.00 27.60 2 3 Budget commitments 254,545.00 70,264.81 9,156.99 254,545.00 24.90 27.60 2 3 Counterpart funding disbursements 44,920.00 0.00 0.00 44,920.00 0.00 0.00 3 1 Co-Financing disbursements 0.00 0.00 0.00 0.00 0.00 0.00 NA NA . Criteria Assessment Disbursement Bank approved financing only The Project is being implemented over two years. 27.6 of funds have been disbursed with the remaining 72.4 expected to be disbursed during the period to the closing date of 30062024. The disbursement rate fell short of the target as the implementatio n of the planned activities has not commenced due to delays in assigning the project's implementation team with the mandate satisfactory to the Bank which was only fulfilled in July 2021. Most of the above issues have been resolved and do not require fu rther attention of management. Budget commitments Bank approved financing only Project in progress. The budget estimate is adequate to cover all project components. Counterpart funding disbursements NA Co-Financing disbursements Overall imp lementation Implementation progress Rating on Implementation Progress IP Performance rating Summary of key findings Current Previous The project's implementation progress is rated as satisfactory. The project remains under close watch for slow disbursement rate. Im plementation of the planned activities has not commenced due to delays in assigning the project's implementation team with the mandate satisfactory to the Bank which was only fulfilled in July 2021. However, the project has made progress. IT equipment have been procured and delivered to support the web -based database management system for donor support. A consultancy service h as been recruited to support the implementation of the Seychelles Aid Information Management System, related training, and services. The signed contract is about 70 of the grant. Two payment requests were submitted, which improved the disbursement to 28. A third disbursement payment is planned by end of June 2024, which will improve the disbursement rate to at least 50 of the grant. It is expected that the implementation progress will improve following the engagement of the consultancy firm. The engaged firm is critical for the project implementation to facilitate the acquisition and installation of an Off -the Shelf Aid Management package to support the implementation of the Seychelles Aid Information Management System AIMS; professionally designed bus iness processes, which are user -friendly; creating interface links with existing legacy applications in MoFEPT; conversion of data from legacy application to the AIMS; and successful go -live for the AIMS. The Project disbursement closing date has been ext ended to 30 June 2024 to enable full implementation and absorption of the project's resources to achieve the project's overall development objectives. The extension would enable the finalization of the pending activities and allow the project to deliver th e envisaged key outputs and development outcomes of the project. Implementing the full scope of the project's pending activities will also further consolidate the positive results achieved in enhancing government's capacity. satisfactory satisfactory 

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