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SAI Capacity Development Database

 
Directory of Projects
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INTOSAI Global Level Projects
INTOSAI Regional Level Projects
Country Level Projects
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Project Search
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Guidance
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User Guide
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  User Guide

Dear colleague, this guide provides guidance on:

1) How to explore the contents of the database
2) How to acquire user rights for entering data
3) What kind of information to be included
4) How to enter data

Please note before you get started: To make sure the database works probably, you should click “Yes” if your web browser asks permission to run Active X.

1. How to explore the contents of the database

You may explore the database either by viewing lists of projects/programmes, by searching for projects/programmes, or by downloading an excel file with a copy of the database for further analysis.

You do not need to be logged in to view the information in the database.

a) Viewing lists of projects/programmes

- By clicking “All Projects” in the menu on the left, you will get a list of all the projects in the database.
- By clicking “INTOSAI Global Level Projects”, you will get a list of all projects with a global focus, i.e. projects not limited to a specific INTOSAI region/sub region or a specific SAI.
- By clicking “INTOSAI Regional Level Projects” you will get a list of projects targeting a specific INTOSAI region/sub region, and “Country Level Projects” gives you the list of projects targeting individual SAIs.
The projects are by default listed according to the date they were published. By clicking on either of the column headings you may however sort the data to suit your preference. By clicking on the headings you may also choose to filter data, e.g. only show projects targeting a specific SAI.

b) Project search

The Project Search function allows you to conduct a more targeted search. You can for example search by:
- Beneficiary SAI
- Implementing partner or donor
- Projects targeting one or more specific categories of capacity development.
- Project status (proposed-no expression of interest, proposed-expression of interest, planned, partly supported, ongoing or completed)
- How was the project initiated? (Global Call for Proposals 2011, Global Call for Proposals 2013, SAI Capacity Development Fund (SAI CDF), other)

c) Downloading an Excel file for further analysis

A copy of the database in Excel format will be posted on the site at regular intervals. To download the file, click “Export Data for Analysis” in the menu on the left. Then right click on the file, select “Save Target As…” and save it in your computer. Please note that the narrative project information in the database is not included in the excel file.


2) How to acquire user rights for entering/editing data

A user name and password is required for entering and updating information in the database.

To request user rights, click “Register as New User” in the menu on the left and follow the instructions. In the registration form, please appoint an operative contact person acting on behalf of your organization and provide valid contact details for this contact person. The administrator will handle your request as soon as possible and provide you with a user name (your e-mail address) within a few days.

Potential providers of information to the database comprise all donors, SAIs, INTOSAI regions/sub regions as well as other service providers. In order to ease the burden on SAIs receiving support, donors and SAI providers of support are encouraged to take the lead in adding information to the database. It is however recommended that these coordinate with the beneficiary organizations to ensure the data they enter are as accurate as possible.
- Forgotten password: If you have forgotten your password, click “Password Recovery” under “Enter data - Add or Update Project” (http://www.saidevelopment.org/Documents/Passwordrecovery.aspx). Your password will then be sent to the e-mail address you have registered.
Please contact the administrator (admin@saidevelopment.org) if there has been a change of staff in your organization and you need to change the contact person and user name/e-mail address.

3) What kind of information should be included

Information on all forms of support provided to the SAI community should be included in the database, such as:
- Financial support
- In-kind or peer-to-peer support
- Initiatives targeting one or more individual SAI, INTOSAI regions/sub regions, INTOSAI committees or working groups
- Information on both planned and ongoing projects should be included (for planned projects, please include projects that are expected to be initialized within the next three years and where a formal agreement has been entered into).
In order to make the database useful both for coordination and analysis purposes, users are encouraged to make sure the data entered are as accurate and complete as possible.

All data should be entered in the English language.

Historical data
Please contact admin@saidevelopment.org  to get access to the previous CBC Directory, which contains information on completed SAI capacity building initiatives.

4) How to enter data

The process of entering data

You need to sign in with your user name and password to be able to enter data. Click “Add or Update Project” in the menu on the left to start. Under “Register New Project” you will find a standardized form which needs to be filled out. You may save a draft and return to it later, or submit it directly to the administrator for publishing.

A draft is only visible to the user who created it and the administrator. Projects that are submitted are sent to the administrator, who will verify the data to avoid duplication of entries, and ensure completeness and consistency in terms of language and terminology. After having reviewed the data, the administrator will either publish the submitted project directly, or modify data upon consultation with the user. When a project has been published, it is publicly available on the database website. The user can however update the information after it has been published.

Registering a new project/programme

When registering a new project, click “Add or Update Project” and then “Register New Project”. Fill out the registration form. Please see detailed guidance on how to fill in the form below. If you select “Draft” at the bottom of the form, you will save the registration as a draft which is only visible to you. If you instead select “Submit”, it will be sent to the administrator for review and subsequent publishing.

In the case of planned projects that cannot be published until the donor organization has officially launched the project/programme, the user can register the project without naming the donor organization/provider of support until he/she gets clearance to publish it; the user can put the INTOSAI-Donor Secretariat as contact institution. This way, visitors can get to know about planned projects at specific countries and try to coordinate support accordingly without compromising the user’s registration of the project.

Please note that some fields in the form are required (marked with a *). You have to complete these fields even if you only want to save a draft. You may find that it seems like nothing happens when you click “OK” at the bottom of the form to save a project. In such cases, please do not navigate away from the site, but scroll upwards to see if the required fields have been completed correctly.

Updating information on a project/programme

The information in the database should be updated regularly to ensure relevance and completeness! Users may at any time edit the projects they have entered. The administrator will also send out regular reminders to users, inviting them to add information on new projects and/or update information on previously added projects.

To update a project, you need to be logged in. Under “Add or Update Projects”, click “My Projects” to see a list of the projects you have registered. Both drafts and submitted projects are visible in this list. Click on the relevant project to open it, and then click on the “Edit Item”-button on the top of the form and make the desired changes. Please note that the bottom field by default is set on “Draft” and that you have to change this to “Submit” if you would like to submit the project to the administrator.

How to complete the “Register New Project” form:

Please provide as much information as possible on each project.
Fields marked * are mandatory.

Project/Programme Name *
The project name should start with the name of the beneficiary organization (to facilitate searches), i.e. Colombia – Performance Audit capacity building programme 2015.
If possible, try to avoid abbreviations which other users of the database may not be familiar with.

Status of the Project: *
Choose the status of the project you are registering either by picking:
- Proposed- No expression of interest (yet)
-
- Proposed- Expression of interest (received)
-
- Planned (detailed proposal being developed, or already developed but not yet approved)
-
- Partly supported (part of the proposal has been taken forward under another project recorded separately on the database. The applicant wishes to retain the initial project in the database and seeks further support) if you choose this option it is crucial to add the link to the other related project!
-
- Ongoing (project approved and commenced, or about to commence)
-
- Completed (project no longer ongoing)

Beneficiary level *
- Global Level: Projects targeting an INTOSAI Committee or Working Group, or several SAIs in more than one region
- Regional Level: Projects targeting an INTOSAI Regional Working Group/Sub Group or several individual SAIs within an INTOSAI region
- Country level: Projects targeting an individual SAI-

For country level projects choose the country of the SAI receiving support from the scroll down list. If your project targets a group of SAIs across different regions, it should be registered as a global project. If it targets a group of SAIs within a region, it should be registered as a regional project. If the project targets only a few (2-3) individual SAIs, please choose regional level. For cases of regional and global level projects kindly choose each of SAIs/countries within the “Beneficiary SAI” option so that all kinds of support is captured per country as well and users get a more complete picture.

INTOSAI Region
Tick the INTOSAI Regional Working Group(s)/Sub Group the beneficiary SAI is a member of.

For global projects: Beneficiary/-ies
Please provide brief information on what organization(s) the project targets. It may for example be an INTOSAI Committee or Working Group, or you may provide the number of individual beneficiary SAIs and indicate which INTOSAI regions they belong to.

Brief project description
Give a brief description of the project, including its purpose, goals and activities. Please also provide information on support arrangements, e.g. twinning, fellowship programme, peer review etc. The information provided should be comprehensive enough to allow other stakeholders to assess whether it is pertinent for them to coordinate their activities with yours.

How was the project initiated
Please mark if this project initiated by the SAI submitting a proposal under the INTOSAI Global Call for proposals or with the SAI Capacity Development Fund (SAI CDF). If ”other”, please fill in the field below.

Link to further information on project
Type the Web address: If further project information on the project is publicly available, please insert hyperlink to the relevant web page in this field.
Type the description: In this field, please enter the name of the organization the web site belongs to.

Contact person beneficiary SAI/region/committee
Please provide comprehensive contact information, including name, organization, position, phone and e-mail address. You should inform the contact person that you have provided his or her contact details, as these will be publicly available.

If applicable: Donor(s)
Provide the name of organization(s) financing the project, if this is an organization different from the organization implementing the project. This can e.g. be a development agency, an international financial institution, or an SAI providing support.

Contact person – donor
Please provide comprehensive contact information, including name, organization, position, phone and e-mail address. You should inform the contact person that you have provided his or her contact details, as these will be publicly available.

Implementing partner(s)
The implementing partner is the organization, whether governmental, non-governmental, international or commercial, to which the responsibility for the implementation of the programme/project has been delegated and funds for this purpose have been provided. A project may have several implementing partners, or the beneficiary organization may itself be the implementing partner. Examples: the IDI, INTOSAI regions, the beneficiary SAI, an SAI providing support to another SAI, a consultancy firm.

Contact person – implementing partner(s)
Please provide as comprehensive contact information as possible. You should inform the contact person that you have provided his or her contact details, as these will be publicly available.

Duration from *
Planned starting date. You may use the calendar function to find the date, or you may type it in directly. Please note that the American date format is used, i.e. MM/DD/YYYY.

Duration to *
Planned ending date. You may use the calendar function to find the date, or you may type it in directly. Please note that the American date format is used, i.e. MM/DD/YYYY.

Total budget (in US $) and type of support
Include the total budget figure in US Dollars (numerical values only) for the whole duration of the project. If possible, include both financial and (an estimate of) in-kind support. Please explain in the narrative what kind of support the budget figure includes.

Keep in mind that you are providing the total budget intended for support to the SAI, if known and mark as a “stand alone project” in the following box . If not known, please provide the total budget for the project and mark as “part of broader PFM reform programme” in the following box.

Support categories covered *
Indicate which of the following eight categories of capacity development the project targets (a project may encompass more than one support category):
• Organizational Capacity refers to the legal framework within which the SAI operates, to the competencies (both technical and managerial) of individuals within the SAI, or to the assets, systems and external relationships of the SAI; all of which will determine the degree to which the SAI can operate effectively. E.g. management development, strategic plans, strategic development, annual planning, financial resources, professional staff development, ability to manage outsourcing of audit work, ability to manage inward capacity development assistance, quality control systems, internal controls, infrastructure.
• Financial Audit Capacity is the SAI’s capacity to review the financial statements of public entities resulting in the publication of an independent opinion on whether those financial statements are relevant, accurate, complete and fairly presented.
• Compliance Audit Capacity is the SAI’s capacity to review financial records and determine whether the audited entity is complying with specific procedures or rules.
• Performance Audit Capacity is the SAI’s capacity to conduct audits of economy, efficiency and effectiveness of the use of public funds.
• IT Audit Capacity is the SAI’s capacity to audit the public entities’ management of IT systems and applications.
• Other Specialized Audit Capacity encompasses the SAI’s capacity to conduct all other types of audit, e.g. environmental audit, investigation of fraud and corruption/forensic audit, audit of revenue.
• Administrative Services Capacity refers to the SAI’s support functions. This category includes human resources, registry, building and cleaning services, IT services, training function, accounts and information.
• External Stakeholder Relations includes the SAI’s reporting, media management, public relations, communication with Parliament and Public Accounts Committee and other stakeholders.
• Other form of support refers to activities that do not target any of the above categories.

Is support based on beneficiary SAI/INTOSAI Region Strategic Plan?
Select “Yes” if the project supports the accomplishment of strategic goals.

Further information on Strategic Plan
If the project is based on the Strategic Plan of the beneficiary, describe how the project is linked to specific goals and objectives in the Strategic Plan.

Link to completed projects/programs
If the project is a continuation of or linked to a project which has already been entered into the database, select the relevant project from the list. If the project is linked to a project which is not in the database, please explain this in the Brief project description field.

Any other information
Insert any other relevant information on the project.

If applicable: CRS project identification number
The OECD Development Assistance Committee (DAC) maintains a database of the Official Development Assistance provided by the OECD countries and multilateral organizations. Some of the projects targeting SAIs may already be registered there. If applicable, include the OECD/DAC CRS Database project identification number: http://stats.oecd.org/index.aspx?DataSetCode=CRS1

If applicable: OECD/DAC purpose code
When OECD countries and multilateral organizations provide data on their Official Development Assistance to the OECD/DAC, they are asked to state which sector of the beneficiary country’s economy the support they provide targets. In order to ensure consistency of the data, the OECD has developed definitions of the sectors and given each of the categories a so called CRS purpose code.

Please select the relevant purpose code for your project. The choices in the form are listed below. For most projects targeting SAIs, purpose code 15111 Public finance management will be the relevant one. For guidance, please consult OECD’s definitions: http://www.oecd.org/document/18/0,3746,en_2649_34447_1914325_1_1_1_1,00.html

15111 Public finance management
15112 Decentralization and support to sub-national government
15113 Anti-corruption organizations and institutions
15130 Legal and judicial development
15150 Democratic participation and civil society
15152 Legislatures and political parties
15153 Media and free flow of information
73010 Reconstruction relief and rehabilitation
Other

If applicable: Further information on OECD/DAC purpose code
If you chose “Other” above, please provide additional information on CRS purpose code.

If applicable: OECD/DAC CRS Type of aid classification
The OECD/DAC is also gathering information on the ways in which OECD countries and multilateral organizations provide aid. They have therefore defined different “Types of aid”. Please select the relevant type of aid for your project. The choices in the form are listed below. For guidance, please consult OECD’s definitions: http://www.oecd.org/dataoecd/11/27/44479737.pdf

Contributions to specific-purpose programmes and funds managed by international organizations
Core support to NGOs, other private bodies, PPPs, and research institutes
Basket funds/pooled funding
Project-type interventions
Donor country personnel
Other technical assistance
Scholarships/training in donor country
Imputed student costs
Other

If applicable: Further information on Type of aid
If you chose “Other” above, please provide additional information on Type of aid.

DAC Country Income Classification
This field is system generated. Please do not enter value.

Publish Status
If you select “Draft” and press OK, the project will be saved as a draft and will only be visible to you. You may return to it later under “My Projects” and change the information you have registered. Make sure the mandatory fields (*) are completed in the right format before you save the draft. The draft will not be saved if these fields are not correctly filled in.

If you select “Submit” and press OK, the project will be sent to the administrator of the database for approval and subsequent publishing in the database. It will still be listed under “My Projects” and you may update it at any time.