Project Administration Instructions

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PROJECT ADMINISTRATION INSTRUCTIONS

PAI No. 6.03
Revised on June 2024

REPORTS BY PROJECT AND TECHNICAL ASSISTANCE ADMINISTRATION MISSIONS¹

In this PAI, the term “loan(s)” includes grant(s) and the term “project(s)” includes program(s), unless the context requires otherwise. This PAI also applies to loans from external sources that are administered by ADB, unless agreed otherwise between ADB and cofinancier(s).

1. This Project Administration Instruction (PAI) describes the required reports after fielding project administration missions for loans and technical assistance (TA).

2. All project administration missions prepare either an aide-mémoire or memorandum of understanding (MOU) as appropriate prior to completion of the mission to reflect the discussions held between the borrower² and Asian Development Bank (ADB). Project administration missions submit back-to-office reports (BTORs) to the respective authority after the mission. The project team captures key information from the BTORs, aide-mémoires, and MOUs as appropriate, and updates the project record in eOperations.

In this PAI, the term “borrower” also refers to recipients of grants, executing agencies, and/or implementing agencies, unless the context requires otherwise.

3. The mission leader should submit BTORs normally within 5 working days of the mission’s return. BTOR requirements, timing of submissions, and guidelines on documentation are in Appendix 1. BTORs for project administration mission follows para 4. BTORs for country portfolio review missions (CPRMs) are submitted by the mission leader after consultations with relevant sector project administration unit (PAU) heads and regional head, operations coordination to the regional director general for approval. Copies of the BTOR are sent to all concerned for information.³

For loans, copies are provided to Vice-President (to be decided by the respective director general); Director General and Group Chief, Sectors Group; Director General, Regional Department; Deputy Director General and Deputy Group Chief, Sectors Group; Deputy Director General, Regional Department; Assistant Controller, Loan Administration Division; Assistant General Counsel, Office of General Counsel; Director, Procurement Division 1 or 2; Director, Public Financial Management Division 1 or 2; Director, Portfolio Management Division; Regional Head, Operations Coordination; relevant country and/or sector directors; relevant country operations heads; Director, Partner Funds Division of the Climate Change and Sustainable Development Department (if project is cofinanced); mission members. The mission leader has flexibility to include other staff. For developing member country (DMC)- specific and regional TAs, copies are provided to regional head, operations coordination, country operations head, and country director and relevant departments/offices. For multiregion TAs, the mission leader will decide on the relevant departments/offices to be copied.

4. Recommended workflow for project administration mission BTORs

(i) The project team leader (PTL) may submit the draft BTOR to sector PAU head for guidance on draft BTOR content and quality assurance. The PTL may also request guidance from country operations head (COH) on draft BTOR content.

(ii) PTL submits as a SharePoint live file to sector director (SD), country director (CD), sector PAU head and COH.

(iii) SD, CD, sector PAU head, and COH add comments if any, within 3 days, and provide concurrence/approval on necessary items if applicable.

(iv) PTL inserts feedback/comments and makes any changes to the BTOR within 2 days.

(v) Finalized BTOR is shared with all intended recipients and filed on project records.

(vi) BTORs do not require approval but may also be used for approval/concurrence of other matters provided that these comply with the relevant PAI(s).

5. The BTOR (no longer than three pages) for project administration missions should include the project’s: (i) brief description, (ii) mission composition including its duration, (iii) implementation status including compliance with covenants, (iv) project rating, (v) mission findings, and (vi) issue requiring guidance, and (vii) recommended action plan and next steps, if any. A standard template is in Appendix 2. The key officials met should be included in the aide-mémoire or MOU, which is attached to the BTOR. The mission leader uses judgement in deciding items covered. The BTOR should clearly indicate project implementation issues and proposed remedial actions to resolve the issues. BTORs of CPRMs and midterm review missions may extend to five pages.

6. Draft letter(s) that remind the borrower and executing agency of any key issues and problems contained in the aide-mémoire or MOU, and the agreed remedial actions required by the borrower may be attached to the BTOR. The SD will issue the letter, in consultation with the country operations head. However, if the issues and remedial actions are substantive, the SD needs to consult with the senior sector director before issuing the letter.

7. The BTOR for the project inception mission attaches a revised project administration manual that was discussed and finalized during the mission. BTORs for special project administration missions and other missions should include matters discussed with the borrower and give recommendations on actions needed by the borrower and ADB.

8. Country Portfolio Review Mission. BTORs for CPRMs follow the framework outlined below. Expected actions to be taken by the regional department, resident mission, and sector offices should be clearly indicated.

a. Introduction

(i) timing and duration of the CPRM (including date of the final wrap-up meeting and senior government officials attending);

(ii) if the CPRM was coordinated with other international financing institutions (IFIs) in the country, include names, positions, and IFI at each joint meeting (in an appendix);

(iii) objectives of the CPRM;

(iv) names, positions, and units of mission members (to be included in footnote); and

(v) names, positions, and agencies of all government officials met (in an appendix).

b. Background

(i) background paper, highlighting portfolio management indicators and issues, is prepared in advance of the CPRM and made available to the developing member countries (DMC) government and agencies for review and comments prior to the CPRM;

⁴

Attached as an appendix.

(ii) brief details of when the last CPRM was held and a brief summary of its findings; and

(iii) description of how the CPRM was structured and approached its work.

c. Mission Findings

(i) key finding(s) on ADB’s portfolio performance and how it compares with the previous year;

(ii) if other IFIs were involved, a brief overview of the joint official development assistance portfolio performance in comparison with the previous year;

(iii) brief details of country-specific common project implementation problems and joint initiatives agreed between ADB, other IFIs, and the DMC government to remedy the situation; and

(iv) brief details of sector-specific problems associated with ADB-funded projects and initiatives agreed between ADB and the DMC government to remedy the situation.

d. Recommendations and Follow-up Actions

(i) a summary of quantifiable targets and time-bound remedial action plan agreed with the DMC government; and

(ii) if, as a result of the agreed action plan, ADB requires specific measures which require approval of higher authorities, make such recommendations accordingly.

Appendix 1

Guidelines on Documentations Prepared after Project Administration Mission¹

Type of Mission	Documentation Prepared After the Mission
A. LOANS
Project inception	A back-to-office report (BTOR) (not more than three pages) with the memorandum of understanding (MOU)²/aide-mémoire and revised project administration manual (PAM) attached. The BTOR is submitted by the mission leader within 5 working days of the mission's return. The mission finalizes the PAM immediately after its return (PAI 1.06: Project Administration Manual).
Project review	A BTOR (not more than three pages) with the MOU/aide-mémoire and PAM, as necessary, attached. It is submitted by the mission leader within 5 working days of the mission’s return. Appendixes and attachments need not be circulated but made available upon request.
Midterm project review	A BTOR (not more than five pages) with the MOU/aide-mémoire and PAM, as necessary, attached, is submitted by the mission leader within 10 working days of the mission’s return. It highlights mission findings, recommendations, and time-bound action plan.
Special project administration	A BTOR (not more than three pages) is submitted by the mission leader within 5 working days of the mission’s return.
Project completion review	A BTOR (not more than three pages) is submitted by the mission leader within 10 working days of the mission’s return in consultation with the country operations head to the SD. The Mission should subsequently finalize the project completion report. An MOU/aide-mémoire is recommended.

Country portfolio review

A BTOR (not more than five pages; with attached MOU and time-bound action plan) is submitted by the mission leader within 15 working days of the mission’s return in consultation with relevant SDs to the regional director general through the regional head, operations coordination for approval with copies to all concerned.

Loan disbursement

A BTOR (not more than three pages) is submitted by the mission leader within 5 working days of the mission’s return to the Controller with copies to all concerned.

For documentation prepared prior to the mission, refer to PAI 6.02 (

Project and T

echnical Assistance Administration Missions

In this PAI, if the MOU is not yet signed, the draft MOU should be attached.

Type of Mission	Documentation Prepared After the Mission
B. TECHNICAL ASSISTANCE
Technical assistance (TA) inception	A BTOR (not more than three pages) indicating the results of tripartite discussions and final work program of all concerned parties. It is submitted by the mission leader within 5 working days of the mission's return in consultation with the country operations head (where the mission was fielded for single country and regional TAs) to the TA supervising unit (TASU) director or head through the TASU PAU head with copies to all concerned. Only one BTOR is prepared if the TA is implemented together with the loan.
TA review	A BTOR (not more than three pages) indicating the progress of activities, problems, and issues on TA implementation based on the discussions with executing agencies³ and the consultants on a tripartite or bilateral basis is submitted by the mission leader within 5 working days of the mission’s return to the TASU director or head through the TASU PAU head with copies to all concerned. Only one BTOR is prepared if the TA is implemented together with the loan.
Special TA administration	A BTOR (not more than three pages) indicating the agreement and or remedies to major problems and issues of TA implementation is submitted by the mission leader within 5 working days of the mission’s return to the TASU director or head through the TASU PAU head with copies to all concerned. Only one BTOR is prepared if the TA is implemented together with the loan.
Regional training program activities	A BTOR (not more than three pages) is prepared. The BTOR is submitted by the mission leader within 5 working days of the mission’s return to Director General, Procurement, Portfolio, and Financial Management Department; Controller; or TASU director or head with copies to all concerned.

this PAI, the term “executing agency” also refers to implementing agency, unless the context requires otherwise.

Appendix 2

Standard BTOR template for project administration missions

Notes:

In case of discrepancies between this template and the main text of PAI 6.03, requirements stipulated under the latter prevails.

Should be no longer than three pages.

Template may be further customized to suit operational requirements of countries/sectors.

This template is meant to be a temporary arrangement until digitalized in SovOps.

Issued by	{Name of staff}
For information of	{Insert staff to whom the BTOR should be submitted, guided by PAI. Typically it is the SD.}

	Cc: CD, COH, Sector PAU Head, mission members as listed
Date of BTOR	{DD/MMM/YYYY}
Mission title	{Name relevant projects}
Mission type	{Select from standard mission types}
Mission dates	{DD/MMM/YYYY} to {DD/MMM/YYYY}
Destinations	{Type in}
Mission members	A B C
Mission objective(s)	A
Brief description of the project; implementation status (including compliance with covenants; project rating;	A B C
Mission findings; issues requiring guidance; recommended action plan and next steps	A B C
References	Project SovOps/eOps record [link] Key officials met [link] Other attachments as required [link]
{Optional. Delete if not applicable} Items for approval through this BTOR if any (In general, approval items should be kept separate from BTOR. Only if PTL wants to seek formal approval as per SIs and PAIs through this BTOR, then include here.)	Example: Minor change in project involving changes to DMF… {description}
	Cleared by:	{if any clearance is needed}
	Concurred by:	{Name of staff}, COH
	Approved by:	{Name of staff}, SD
	Date of approval:
	Example: Extension of loan closing date by less than 2 years… {description}
	Cleared by:	{if any clearance is needed}
	Concurred by:	{Name of staff}, SD
	Approved by:	{Name of staff}, CD
	Date of approval:
	{add as necessary}
Feedback/ comments (It is good practice for the issuer to seek feedback/ comments from the RM and sector office. Comments may be provided in parallel.)	{Name of staff, Sector Director, dd mmm yyyy} Thank you for a good BTOR. Please continue to pay attention to the safeguard issues.	PTL response:
	{Name of staff, Country Director, dd mmm yyyy} Thank you for a good BTOR. Please continue to coordinate with the EA.	PTL response:
	{Name of staff, Sector PAU Head, dd mmm yyyy} Thank you for a good BTOR. Please continue to pay attention to the safeguard issues.	PTL response:
	{Name of staff, COH, dd mmm yyyy} Please make sure to update the Finance Minister by July.	PTL response:
	{Add as required}