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  FREQUENTLY ASKED QUESTIONS

  DEPARTMENT OF FOREIGN AID AND BUDGET MONITORING

1. What is the Mission of the Department of Foreign Aid and Budget Monitoring?
2. What is the role of Department of Foreign Aid and Budget Monitoring and its function?
3. At a National Level how do you monitor development projects?
4. How many projects are presently in the system?
5. What are the main features of the Web – based Project Monitoring System?
6. What information is available in the system ?
7. How to use this system?

1. What is the Mission of the Department of Foreign Aid and Budget Monitoring?
   Focal point for Monitoring and Evaluation of timely implementation of Government Policies, Programmes and Projects and utilization of Foreign Aid to ensure ” Results and Development Effectiveness “

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2. What is the role of Department of Foreign Aid and Budget Monitoring and its function?
   Department of Foreign Aid and Budget Monitoring has been established in the Ministry of Finance and Planning to monitor and facilitate the implementation of donor funded and locally funded development projects and programmes of the Government.
   Functions of Department of Foreign Aid and Budget Monitoring
   1. Monitoring and review of the implementation of government policies, programmes and projects
   2. Monitor the implementation of Foreign funded Projects; the utilization of foreign aid and intervene to accelerate the implementation of development projects and programmes.
   3. Monitor the efficient and effective implementation of National Budget
   4. Keep constant dialogue with the Project Directors , Department of Treasury Operations, Department of National Budget and Department of State Accounts to ensure cash flow requirements of the projects are met in an uninterrupted manner for smooth implementation of projects.
   5. Direct, encourage and influence the Project Directors to expedite the submission of reimbursement claims with regard to foreign funded projects in a timely manner to facilitate the Department of Treasury Operations and thereby ease the liquidity problems of the Treasury.
   6. Take necessary steps to overcome the problem of low foreign aid utilization ratio and improve the overall foreign aid disbursement
   7. Keep close scrutiny of the “ Lead Project “ in the Public Investment Strategy and ensure expeditious implementation to accelerate the economic growth .
   8. Conduct Ex – ante, On – going , Ex – post and thematic evaluation of selected key projects and programmes and provide feed – back to the planning process
   9. Develop and maintain electronic development Management Information System (DMIS) for foreign and locally funded projects and provide on - line access to the policy makers and development managers to facilitate informed decision - making.

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3. At a National Level how do you monitor development projects?
   This department has introduced a user-friendly Web-based electronic Project Monitoring System (e-PMS) to track the progress of all development projects and programmes with the assistance of Information Communication Technology Agency (ICTA) under the World Bank supported e-Sri Lanka Project.

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4. How many projects are presently in the system?
   Presently, the system captures projects over US$ 5 million each in respect of foreign funded projects and projects over Rs. 5 million each in respect of locally funded projects. Currently, there are over 110 foreign funded projects worth over US$ 4.0 billion and over 242 locally funded projects worth over Rs. 2.5 billion in the system.

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5. What are the main features of the Web – based Project Monitoring System?
   Main Features
   • Keep track of the progress electronically
   • Implementation progress (Financial / Physical)
   • Achievement of Development Objectives and helps to monitor "results" (Benefits/Effects/Impacts)
   • Alerts short-falls and gaps
   • Assist in resolving problems, issues and constraints
   • The e-PMS provides a new web-based electronic on line project monitoring system to keep track of the progress of foreign funded and locally funded development projects and programmes.
   • The e-PMS helps to build a paperless monitoring capabilities within the government and helps to provide timely information to the policy-makers to improve the accountability, transparency and good governance in the public sector.
   • As a user friendly system, it captures information at source related to financial progress, physical progress, Reimbursable Foreign Aid (RFA) claims, cash flow requirements, key issues and constraints in the implementation of projects and thereby helps to expedite project implementation .

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6. What information is available in the system ?
   The e-PMS covers on-going and new projects as well as completed projects. The system includes 6 modules which are explained below.
   1. Project Profile
   2. Project Log Frame
   3. Monthly Financial Report
   4. Activity Monitoring Report
   5. Cash flow Requirement
   6. Monthly Reimbursable Foreign Aid (RFA)
   
   Project Profile
   Provides basic information on the projects such as Project Name, Purpose, Project Period, Sector, Executing Agency, Donors, Project Output, Cost, Location, Key Dates and Project Director details
   
   Project Log Frame
   Facilitate to monitor the outcomes and results of the projects. Indicators and external factors are displayed at different hierarchical levels namely Input, Output , Purpose and Goal levels.
   
   Monthly Financial Report
   Helps to monitor the financial progress of the projects. Expenditure, Disbursement, Cumulative utilization, Outstanding RFA Claims and Key issues and Problems related to the financial matters are displayed. (You should select the year and month to view this.)
   
   Activity Monitoring Report
   Helps to monitor the progress of key activities of the projects. Progress of project components, activities, sub activities are displayed as against planned time schedule. Also quantitative achievements and issues are displayed. (You should select the year and month to view this.)

Cash Flow Requirement
Helps Treasury to manage project related cash flows more effectively. Project cash flow requirements, with amount requested and received are displayed on monthly basis.
Monthly Reimbursable Foreign Aid
Displays the outstanding reimbursement claims for each project. Helps to expedite reimbursement claims and helps to overcome liquidity problems of the Treasury. Expenditure under RFA, claims submitted, amount reimbursed by donor and outstanding claims are displayed in the system.

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7. How to use this system?
   Web Address: www. fabm.gov.lk
   
   In the home Page you can see the
   Project Monitoring System
   1. Under the Project Monitoring system you find
   1. Foreign Funded Projects
   2. Locally Funded Projects
   2. Select (Double click) any type of project you will get
   1. On going Projects
   2. Completed Projects
   3. New Projects
   3. Select any one of the above. You can access the projects on a
   1. Ministry -wise basis
   2. Sector -wise basis
   3. Donor agency -wise basis or
   4. All projects
   4. You can select any one of the above and access any specific project.
   5. Then you can see the Project Profile.

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   To access detailed information on the Project, you will have to log into the system. You need the User name and Password.