ATPS GUIDELINES FORASSESSING AND FOLLOWINGUP ON THIRD PARTIES

2015
This document outlines the procedures andresponsibilities for ensuring that funds areused appropriately and align with ATPS's
mission and objectives.

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ATPS GUIDELINES FOR ASSESSING AND
FOLLOWING UP ON THIRD PARTIES

African Technology Policy Studies Network (ATPS)The Chancery, 8th Floor, Valley Road
P. O. Box 10081-00100, Nairobi, Kenya
Email: executivedirector@atpsnet.org
Phone No: +254-202714092

Date: January, 2015

African Technology Policy Studies Network (ATPS) Guidelines for forwarding funds
Introduction and Rationale
The African Technology Policy Studies Network (ATPS) is dedicated to promoting the generation,dissemination, and application of science, technology, and innovation (STI) for African development. As partof our commitment to transparency, accountability, and effective use of resources, it is crucial to establish
guidelines for monitoring and evaluating the use of funds forwarded to third parties. This document outlines
the procedures and responsibilities for ensuring that funds are used appropriately and align with ATPS's
mission and objectives.
Definition of Key Terms


Third Parties: Individuals, organizations, or entities that receive funds from ATPS for specificprojects or activities.

Funds: Financial resources provided by ATPS to third parties to support specific projects or activities.

Monitoring: The ongoing process of overseeing the use of funds to ensure they are used as intended.

Evaluation: The systematic assessment of the effectiveness, efficiency, and impact of the funded
projects or activities.

Accountability: The obligation of third parties to report on the use of funds and the outcomes offunded activities.

Goals and Objectives
Goals
1. Ensure Accountability: Guarantee that funds are used transparently and responsibly by third parties.
2. Promote Effective Use of Resources: Maximize the impact of funds by ensuring they are usedeffectively and efficiently.
3. Support Project Success: Provide oversight and support to third parties to achieve project objectives
and outcomes.
4. Foster Collaboration: Build strong, collaborative relationships with third parties based on mutual
trust and accountability.
Objectives
1. Establish Clear Guidelines: Develop and disseminate clear guidelines for third-party fund usage andreporting.
2. Implement Monitoring Mechanisms: Establish robust mechanisms for regular monitoring of thirdparty activities and fund usage.
3. Conduct Evaluations: Perform systematic evaluations of third-party projects to assess effectivenessand impact.
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African Technology Policy Studies Network (ATPS) Guidelines for forwarding funds
4. Provide Training and Support: Offer training and support to third parties to enhance their capacity
for effective fund management.
5. Ensure Compliance: Ensure that third parties comply with ATPS's financial management policies
and procedures.
Policy Framework
Pre-Funding Due Diligence
1. Assessment of Third Parties: Conduct a thorough assessment of third parties before forwarding
funds. This includes evaluating their financial stability, governance structures, and track record ofmanaging similar projects.
2. Risk Assessment: Identify potential risks associated with funding third parties and develop mitigation
strategies.
3. Contractual Agreements: Develop clear contractual agreements outlining the responsibilities,
reporting requirements, and accountability measures for third parties receiving funds.
Fund Disbursement
1. Disbursement Schedule: Develop a disbursement schedule that aligns with the project timeline andmilestones.
2. Initial Disbursement: Release initial funds based on the completion of pre-agreed conditions and thesigning of the contractual agreement.
3. Subsequent Disbursements: Tie subsequent disbursements to the achievement of specific milestones
and the submission of progress reports.
Monitoring and Reporting
1. Regular Reporting: Require third parties to submit regular progress reports detailing the use offunds, activities undertaken, and outcomes achieved. The frequency of reporting should be specified
in the contractual agreement.
2. Site Visits: Conduct periodic site visits to monitor the implementation of funded projects and verify
the accuracy of reports submitted by third parties.
3. Financial Audits: Require third parties to undergo regular financial audits to ensure funds aremanaged appropriately and in compliance with ATPS's financial policies.
4. Performance Reviews: Conduct performance reviews to assess the progress of third-party projects
and identify any challenges or areas for improvement.
Evaluation and Accountability
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African Technology Policy Studies Network (ATPS) Guidelines for forwarding funds
1. Mid-Term Evaluations: Perform mid-term evaluations to assess the ongoing effectiveness andimpact of funded projects. Adjust funding or provide additional support as needed based on evaluation
findings.
2. Final Evaluations: Conduct final evaluations at the conclusion of projects to assess overall success,impact, and lessons learned.
3. Feedback Mechanisms: Establish mechanisms for collecting feedback from third parties on thefunding and monitoring process to improve future practices.
4. Accountability Measures: Implement measures to hold third parties accountable for the misuse offunds, including the recovery of funds and termination of agreements if necessary.
Implementation Strategy
Leadership Commitment
Senior Management Involvement: Ensure commitment from ATPS senior management to upholdand enforce the guidelines for third-party fund follow-up.

Resource Allocation: Allocate necessary resources, including funding and personnel, to support theimplementation of these guidelines.

Training and Support
Capacity Building: Provide training and support to third parties on financial management, reporting,and project implementation to enhance their capacity to manage funds effectively.

Guidance Materials: Develop and distribute guidance materials, including templates for reporting
and best practice documents, to assist third parties in meeting ATPS's requirements.

Continuous Improvement
Policy Review: Regularly review and update these guidelines to reflect best practices and emerging
trends in financial management and project oversight.

Stakeholder Engagement: Engage with stakeholders, including third parties and donors, to gather
input and improve the guidelines.

Monitoring and Evaluation
MonitoringRegular Audits: Conduct regular audits to ensure compliance with these guidelines and identify areas
for improvement.

Feedback Mechanisms: Implement feedback mechanisms to gather input from staff, third parties,and other stakeholders on the effectiveness of the guidelines.

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African Technology Policy Studies Network (ATPS) Guidelines for forwarding fundsPerformance Indicators: Develop and track performance indicators related to the follow-up of thirdparty fund usage.

EvaluationAnnual Reviews: Conduct annual reviews of the guidelines and their implementation to identify areas
for improvement.

Impact Assessment: Assess the impact of these guidelines on the effectiveness and accountability ofthird-party projects.

Scope of Application
This policy applies to all third parties receiving funds from ATPS, as well as ATPS staff involved in thedisbursement, monitoring, and evaluation of these funds. Compliance with this policy is mandatory, and any
breaches will be addressed promptly and decisively.
Conclusion
The ATPS Guidelines for Third-Party Follow-Up When Forwarding Funds underscore our commitment totransparency, accountability, and effective use of resources. By establishing clear guidelines, implementing
robust monitoring and evaluation mechanisms, and providing training and support to third parties, ATPS aims
to ensure that funds are used appropriately and contribute to the achievement of our mission and objectives.

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African Technology Policy
Studies Network (ATPS)
Contact Executive Director:
executivedirector@atpsnet.
org
8th Floor Chancery
Building,
Valley Road
P. O. Box 10081-00100,
Nairobi
Tel: +254 (020) 2714092
www.atpsnet.org

Science Technologyand Innovation for
African Development
https://atpsnet.org/