Annex 14: Monitoring Check-lists for Quality Assurance
QUALITY AT DESIGN LEVEL
Document is clear
& easily understandable
(P, F, G, VG)
Document is
complete
(P, F, G, VG)
Document is accurate
(P, F, G, VG)
Document is
timely
(P, F, G, VG)
Document is coherent & relevant
(P, F, G, VG)
Performance
ACTIVITY
IMPLEMENTATION
PROPOSAL
(AIP)
Proofread
& well
edited
Well
written
Logically
structured
All sections are
filled in
Information
provided is
accurate and
verified with
EUD, other
programmes,
other sources





Report is clear
& easily understandable
(P, F, G, VG)
INCEPTION REPORT
&
LOGFRAME
Proofread
& well
edited
Well
written
Logically
structured
All relevant
themes are treated
/annexes included




Report is clear
& easily understandable
(P, F, G, VG)
WORKPLAN
&
PROGRAMME
ESTIMATE
Report is
complete
(P, F, G, VG)
Proofread
& well
edited
Well
written
Logically
structured

ACP Business Climate Facility (BizClim)
10 ACP RPR 015
The problem
analysis is
sound and
coherent
Reflects the
needs of the
Beneficiary
(based on
Request
Form)
Activity is in
line with the
project
objectives,
eligible and
sustainable
Intervention
logic is
coherent and in
line with PCM




Report is accurate
(P, F, G, VG)
Baseline
information on
performance
indicators is
created
Arguments
are
balanced
logic is
revised,
adapted &
deepened




Intervention
Report is
accurate
(P, F, G, VG)
All relevant
themes are treated
/annexes included
Includes all
PMU activities
Analyses /
findings are
sound and
coherent




Timetable
proposed is
coherent
with
activities
proposed
Budget is
consistent
with
activities
proposed
Produced at
the right time
and
information is
up to date



Report is
timely
(P, F, G, VG)
Report is balanced & relevant
(P, F, G, VG)
Analyses /
findings are
sound and
coherent
Report is complete
(P, F, G, VG)
indicators at
all levels
(impact,
outcome,
output) are
identified
and are
SMART
Performance
indicators at all
levels (impact,
outcome,
output) are
identified and
are SMART
Timetable
proposed is
coherent
with
activities
proposed
Routines for
monitoring
results are
specified



Conclusions
are valid &
recommenda
tions are
useful
Submitted on
time & up to
date


Report is
timely
(P, F, G, VG)
Report is balanced & relevant
(P, F, G, VG)
Intervention
Arguments
are
balanced
logic is
coherent and
in line with
PCM


Performance
indicators at all
levels (impact,
outcome,
output) are
identified and
are SMART

Consistent
with PRAG
for PE
Timetable
proposed is
coherent
with
activities
proposed
Budget is
consistent
with
activities
proposed
Submitted on
time & up to
date




Manual of Procedures
Monitoring checklist for quality assurance
Page | 1
QUALITY AT PROGRESS LEVEL
Project Progress
Reports
(Inception, Interim,
Final)
Quarterly Progress
Report
(Overall)
Quarterly Progress
Report – Section
on PMU Activities
Quarterly Progress
Report – Section
on Project Activities
Report is clear & easily understandable
POOR, FAIR, GOOD, VERY GOOD
Report is complete
(P, F, G, VG)
Proofread &
well edited
Well
written
Logically
Structured
All relevant themes
are treated /annexes
included
Analyses /
findings are sound
Arguments
used are
coherent
Arguments are balanced
Conclusions are valid
Recommendations
are useful
Submitted on time &
up to date










Report is balanced and relevant
(P, F, G, VG)
Report is accurate
(P, F, G, VG)
Report is timely
(P, F, G, VG)
Report is clear & easily understandable
(P, F, G, VG)
Report is complete
(P, F, G, VG)
Proofread &
well edited
Well
written
Logically
Structured
All relevant themes
are treated /annexes
included
Analyses are
sound
Arguments
used are
coherent
Arguments are balanced
Conclusions are valid
Recommendations
are useful
Submitted on time &
up to date










Report is balanced and relevant
(P, F, G, VG)
Proposes remedial
actions for difficulties
and delays - based
on PMR
Information
presented is up to
date


PMU activities are clearly described
Includes all PMU
activities
Accurate
description of
facts
Coherent
description of
facts
Balanced in relating
achievements &
difficulties encountered
Provides explanation on
delays in the process - when
significant deviance from
standard delays occursbased on Process Monitoring
Report (PMR)






Summarises clearly
the status of projects
being processed
Summarises
different area of
intervention for
projects being
processed
All projects listed in
the Process
Monitoring Report
are described



Financial Monitoring
Quarterly
Progress Report
(Annexes)
Report is accurate
(P, F, G, VG)
Summarises
reasons for project
approval and
refusal
Summarises
main highlights
(past and
planned) for
projects under
implementation
Balanced in
summarising
achievements
& difficulties
encountered
Adequately
explains project
implementation
delays (if
significant
deviance) based
on PMR




Process Monitoring Report (PMR)
Report is timely
(P, F, G, VG)
Adequately
summarises
project
performance
assessment
based on
Activity
Performance
Reports -APR
Summarises actions
(to be) taken to
improve
implementation
delays and
performance
(based on PMR &
quarter APRs)
Information
presented is up to
date



Activity Performance Reports (APR)
Annexes are timely
Included
Accurate
Certified by PA
Signed by
PM
Included
Accurate
Signed by PM
Included
Accurate
Signed by PM
All annexes are up to
date











ACP Business Climate Facility (BizClim)
10 ACP RPR 015
Manual of Procedures
Monitoring checklist for quality assurance
Page | 2
QUALITY AT PROCESS LEVEL
Process Monitoring
Report
Process Monitoring
Report - Project
Pipeline
Process Monitoring
Report - Project
Implementation
Report is clear
& easily
understandable
(P, F, G, VG)
Report is
complete
(P, F, G, VG)
Report is
accurate
(P, F, G, VG)
Report is balanced & relevant
(P, F, G, VG)
Information is
clearly presented
All project
requests treated
by the PMU are
listed
Information on
projects and
milestones is
accurate
Reasons for
project
approval/
refusal are
coherent




Deviance from
recommended
delays are
recorded &
systematically
analysed
Balanced in
analysing
bottlenecks


Information is
clearly presented
All projects under
implementation
are listed
Information on
projects and
milestones is
accurate
Deviance from
recommended delays
are recorded &
systematically
analysed




ACP Business Climate Facility (BizClim)
10 ACP RPR 015
Report is timely
(P, F, G, VG)
Feasible remedial
actions are
proposed
Remedial
actions are
considered
valid
(Validation
Committee
minutes)
Produced on
time for
Validation
Committee
Each new
project is
timely
inserted
Dates in
which
milestones
are achieved
are timely
recorded
Status of
the Project
is timely
updated






Dates in
which
milestones
are achieved
are timely
recorded
Status of
the Project
is timely
updated


Balanced in
analysing
bottlenecks
Feasible remedial
actions are
proposed
Remedial actions are
considered valid
(Validation Committee
minutes)
Produced on
time for
Validation
Committee
Dates in
which
Reports/
Events
are due
are
inserted





Manual of Procedures
Monitoring checklist for quality assurance
Page | 3
QUALITY AT PERFORMANCE LEVEL
Report is clear
& easily
understandable
(P, F, G, VG)
Activity
Performance
Reports (APR)
Annual or biannual reports
Section on
Assessment of
performance
Annual or biannual reports
Section on PMU
activities
Report is complete
(P, F, G, VG)
Report is accurate
(P, F, G, VG)
Information is
clearly presented
All sections
are filled in
All results,
indicators,
targets and
assumptions
are listed



Report is clear
& easily understandable
(P, F, G, VG)
Proofread
& well
edited
Well
written


Baseline information
on targets exists
and is used

Report is complete
(P, F, G, VG)
Report is
timely
(P, F, G, VG)
Report is balanced & relevant
(P, F, G, VG)
Information
on target
achievement
is accurate
Best and worst
performances in
achieving the
targets are
analysed
Balanced in
analysing
achievement of
results & lessons
learnt
The overall
performance
conclusions are
consistent with the
assessment of the
individual targets
achievement
Lessons learnt
are relevant
and useful
Feasible
remedial actions
are proposed
Report is
produced at
the right time
(mid-term or
conclusion)







Report is accurate
(P, F, G, VG)
Report is
timely
(P, F, G, VG)
Report is balanced & relevant
(P, F, G, VG)
Logically
structured
All relevant
themes are
treated
/annexes
included
All Programme
performance
indicators are
assessed
Baseline
information on
performance
indicators exists
and is used
Analysis of
performance is
accurate
Best and worst
performance in
achieving
results are
analysed
Balanced in
analysing
achievement
s & lessons
learnt
Conclusions
are consistent
with individual
assessment
and useful
Lessons
learnt are
relevant and
useful
Feasible
remedial
actions are
proposed
Submitted on
time & up to
date











PMU activities are clearly described
Includes all PMU activities
Accurate
description of
facts



ACP Business Climate Facility (BizClim)
10 ACP RPR 015
Coherent
description of
facts
Balanced in relating
achievements &
difficulties encountered
Provides explanation on
delays in the process - when
significant deviance from
standard delays occursbased on Process Monitoring
Report (PMR)



Proposes remedial
actions for difficulties
and delays - based on
PMR
Information
presented is
up to date


Manual of Procedures
Monitoring checklist for quality assurance
Page | 1
QUALITY AT PERFORMANCE LEVEL
Report is clear & easily
understandable
(P, F, G, VG)
Final Report
Section on
Assessment of
performance
Final Report
Section on PMU
activities
Final Report
Section on Project
activities
Proofread
& well
edited
Well
written


Report is complete
(P, F, G, VG)
Report is accurate
(P, F, G, VG)
Report is balanced & relevant
(P, F, G, VG)
Report is timely
(P, F, G, VG)
Logically
structured
All relevant
themes are
treated
/annexes
included
All Programme
performance
indicators are
assessed
Baseline
information on
performance
indicators exists
and is used
Analysis of
performance is
accurate
Best and worst
performance in
achieving
results are
analysed
Balanced in
analysing
achievements &
lessons learnt
Conclusions are
consistent with
individual
assessment and
useful
Lessons learnt
are relevant
and useful
Submitted on
time & up to date










Coherent
description of
facts
Balanced in
relating
achievements &
difficulties
encountered
Provides
explanation on
bottlenecks in the
process (based
on PMR)
Assesses
effectiveness of
remedial actions
taken
Highlights best
practices and
lessons learnt
Information
presented is up
to date






Assesses
effectiveness of
remedial actions
taken
Highlights best
practices and
lessons learnt
Information
presented is up
to date



PMU activities are clearly described
Includes all PMU activities
Accurate
description of
facts



Summarises clearly information on
projects implemented by type of activity,
beneficiary, country, etc.

ACP Business Climate Facility (BizClim)
10 ACP RPR 015
All projects listed in the Process
Monitoring Report are described
Summarises
reasons for project
approval and
refusal
Summarises
main highlights
for projects
implemented
Balanced in
summarising
achievements &
difficulties
encountered
Adequately
explains project
implementation
bottlenecks
(based on PMR)
and project
performance
(based on APR)





Manual of Procedures
Monitoring checklist for quality assurance
Page | 2