Sample Outline for a Project Implementation Manual

Table of Contents

1 INTRODUCTION
1.1 Purpose of the manual
1.2 Review and distribution
1.3 Contractual framework
1.4 Description of the Project / Programme

2 ORGANIZATIONAL STRUCTURE
2.1 General
2.2 MFA and Embassy
2.3 Roles of home and Project office staff
2.3 Programme decision making framework
2.3.1 Supervisory Board
2.3.2 Steering Committee
2.3.3 Project / Programme Management Team
2.3.4 District / Local Management structures (as applicable)

3 PERSONNEL
3.1 Employment of staff
3.1.1 Long-term international staff
3.1.2 Long-term national staff
3.1.3 Local administrative / support staff
3.1.4 Time recording
3.1.5 Leave authorization
3.1.6 Travel regulation
3.2 Short-term Technical Assistance staff
3.2.1 Recruitment / contracting of short-term international consultants
3.2.2 Recruitment / contracting of short-term national consultants
3.3 Procurement and contracting Commercial Service Providers

4 PLANNING, MONITORING AND REPORTING
4.1 Monitoring duties and responsibilities (ref. M&E plan)
4.2 Annual work planning
4.2.1 Project / Programme level
4.2.2 Sub-county / district level
4.3 Quarterly work planning
4.4 Annual reporting 
4.5 Quarterly / Bi-annual reporting
4.6 Project Completion report
4.7 Management reviews and self-assessments

5 BUDGETING, ACCOUNTING AND FINANCIAL MANAGEMENT
5.1 Chart of Accounts (coding expenses)
5.2 Accounting software
5.3 Budgeting
5.3.1 Annual budget
5.3.2 Semi-annual / quarterly budget
5.4 Disbursement planning
5.5 Payment procedures (fund disbursement)
5.5.1 Funds from MFA Finland to Partner Ministry
5.5.2 Funds managed by the Consulting Company
5.5.3 Payments to suppliers and utilities
5.5.4 Payments to Commercial Service Providers
5.5.5 Payments to other parties (Partners if relevant)

5.6 Accounting procedures
5.6.1 Accounting arrangements and responsibilities / duties
5.6.2 Bank account management
5.6.3 Cash funds
5.6.4 Expenditures and voucher requirements (quality requirements)
5.6.5 Reconciliation of the cash and bank accounts
5.6.6 Advances, requests, retirements and monitoring
5.6.7 Exchange rate calculations
5.6.8 Travel claims
5.6.9 Rent and other deposits
5.6.10 Meeting costs
5.6.11 Private use (not allowed)
5.7 Grant management processes (if grants are provided to e.g. CSOs, community groups, local NGOs)
5.8 Audit processes 
5.8.1 Internal control
5.8.2 External control

6 INVESTMENTS
6.1 Procurement procedure
6.2 Asset management
6.3 Vehicle policy (rules for private use)
6.4 Vehicle logbook
6.5 Fuel – transport

7 COMMUNICATION
7.1 Communication strategy
7.2 Project website
7.3 Project reports