6.2 Documentation and briefing to project implementation and support staff

Share copies of the donor contract, including the final version of the proposal (narrative and budget) and IPIA with appropriate CO staff including:

Ensure that appropriate project, programme and programme support staff is aware of key requirements as specified by the donor contract and IPIA. For example:
- The Project Manager should be familiar with all requirements as stipulated in the donor contract and IPIA.
- Programme/project staff must be aware of the reporting format and due dates, and scheduled CARE International Member monitoring visits.
- Procurement staff must be aware of donor procurement guidelines if they are stricter than the CO standard procedures.
- Finance staff must be aware of payment schedule and conditions, financial reporting formats and due dates, audit schedule, and scheduled CARE International Member monitoring visits.
Ensure that the finance unit requests/creates the:
- project number (non Pamodzi) or project ID (for Pamodzi) (and fund code)
- payment of first tranche
- project coding/Chart of accounts.
As and when appropriate, facilitate a ‘start-up’ meeting during which all appropriate staff (including external partner organisations) can agree on expectations, responsibilities and key roles, deadlines for actions, and other important programme-related accountabilities.

Annex 10.2 Chapter Five-Contract compliance, ‘The Basics of Project Implementation-A Guide for Project Managers’ (November 2007), identifies a number of additional compliance issues to be aware of at this stage and throughout the project cycle.