INTERNATIONAL WATER MANAGEMENT INSTITUTE (IWMI)

ASIS PROCESS FLOW DOCUMENT

1. IWMI AS-IS PROCESS
1.1 IWMI has two types of project funding as:
a) Restricted: Restricted means that funds cannot be used for other than the purpose and objective project
agreed in the contract by the donor.
b) Unrestricted: Unrestricted means that the usage of funds is not restricted by the donor, i.e., can be used
anywhere as per requirement.
1.2 Initiative is taken by the researcher for the research. Researcher finds the donor for funding the project. An
agreement is signed with the donor for funding the project after the approval from IWMI management. All the
activities of agreement etc. are coordinated by the Program Office.
1.3 A Project leader is assigned to the project. The overall responsibility of the project is to fills a form containing
all the details of the project, submit the project code request etc. This is only applicable for research projects.
1.4 Project code request form is a templates where the project code is define for financial and monitoring
purpose.
1.5 The forms comes to the Program Office (which maintains and records of all the data regarding the projects).
The program office discuss with the Regional Director, Theme Leader and the Project Leader whether it is a
project, sub project or an activity and it lies under which theme. Then it goes to the budget office to create the
project code.
1.6 Project code is created in the SAP PS to keep record of the financial transactions.
1.7 The code is entered in the Time Tracker to get the man hours cost of the personnel working for the project.
1.8 E-Project web portal is used to create the proposal id and attached all the relevant documents e.g. Proposal,
donor agreement, donor templates, reporting templates etc.

2. PROJECT SUBMISSION TO PROJECT INITIATION – PROJECT MANAGEMENT OFFICE

2.1 Donor Notifies IWMI a Proposal Has Been Approved
 IWMI receives email notification from the donor that a proposal has been approved. Business
Development Unit (BDU) informs the Deputy Director General (Research for Development) (DDG-RfD),
Strategic Program Leader (SPL), Regional Director (RD), Project Leader (PL), and Program Management
Office (PMO), Finance, and Human Resources (HR) - and cc BDU assistant
 BDU responsible for following up with donor until the signed agreement is received by the IWMI contact
person designated in the proposal submission
 BDU verifies that budget in the agreement is aligned with the IWMI working budget

2.2 Internal Review of Donor Agreement

  BDU assistant is responsible for coordinating the internal review process, maintaining clear status update in
relevant database and updating information in E-project accordingly
 BDU assistant sends the agreement for review and approval by Legal Officer and Director Finance
 BDU assistant collates comments received and send them to BDU Director for analysis and further
communication with donor
 If any issues are raised, the BDU Director liaises with PMO, PL and SPL and coordinates with the donor to
resolve the issue

2.3 DG Approval and Signature

 BDU assistant is responsible for preparing all documents for signature by DG
 BDU assistant informs BDU Director, PMO & Finance when agreement is signed and is responsible for
uploading documents in E-project
 BDU assistant sends original copy of the agreement signed by the DG to the donor. Note that BDU Director
or PL usually sends e-copy of the agreement to the donor
 BDU assistant is responsible for maintaining status update of agreement on the excel database and E-
project.

2.4 Project Initiation

 SPL-SOs/PMO pulls documents from E-project and sends documents and Project Code Request (PCR) to
PL for review / completion. PL submits PCR through e-Project for approval (assistance from the PMO
available if necessary).
 SPL approves.
 PMO approves and assigns WBS code.
 Finance Approves and creates WBS Codes in SAP, funds lines and PMO provides staff time.
 1For strategic projects, PMO considers the relevance of organizing a project kick-off meeting to ensure IWMI
Figure:
implementation is well briefed including on donor requirements and communications issues.

3. Project Development
 Figure: 2

4. PROJECT IMPLEMENTATION MANAGEMENT

I. Research report review.
II. Periodic reports to donor
III. Web Content
IV. Reports to MT / Board.
V. Agreements(Partnership + Consultants)
VI. Data collection(portal)
 Staff time sheet for current
Figure 3 year updated

Key projects
portfolio updated

Discrepancy in staff
time or budget
allocations

Generate reports

Periodic review and monitoring by sending

downloaded information from TT and SAP Project closure reports submitted
for project leaders to review and revise

Project leaders to
review and revise

Deviations
from Plan

Inform RG/SPL and send variation

request to donor/partner from PMO.
Finance to follow up with revised
financial reports

- PMO – updates records

 5. CURRENT SAP PROJECT STRUCTURE AND THE PROCESS FLOW

5.1 The project code is created in the SAP system manually.

5.2 Funds / Budget received from the donor is allocated at the 3rd Level.
5.3 The budget officer matches or allocate the donor line items to the IWMI expenditure line items and create
WBS elements in the project structure accordingly at the 4th Level in the project structure.
5.4 The budget is entered against the WBS line items in the 4th Level, which may be one year or multiple year.
5.5 In one project there would be multiple donors with their individual line items.
5.6 The cost planning and budget planning will be only applicable to the 4th Level of the project WBS elements.
5.7 After the creation of the project code and structure, the budget is allocated to the line items which is entered
by the budget officer in the 4th Level.
5.8 The Budget office or the officer intimate the Project Leader about the Project Code.
5.9 There are some main line items as Personnel, Travel, Operations, Equipment & Supplies, Communication &
Outreach and Overhead.
5.10 The Personnel & Operations line items is assigned at the 4th Level WBS elements which is linked to the
Time Tracker to keep the staff time and activities record for the project.
5.11 For any type of national or international travels Purchase requisition and Purchase order is created and
assigned to the WBS elements to capture the cost.
5.12 For external services like (Travels, Consultancy services, partners and collaborators) Service Entry Sheet
are used.
5.13 For Equipment & Supplies, Purchase requisition and Purchase order are created against the specific WBS
elements at the 4th level.
5.14 System check the budget for every requisition, purchase order and actual posting and also reduce the
available budget for the commitments and actual.
5.15 The system also check the available budget at the time of issue from the stores to the projects.
5.16 The Actual expenses are booked against the corresponding WBS elements of the 4th level only.
5.17 At the end of each month, man hours cost for the project is downloaded from the time tracker and filled in
the SAP template and then the template is uploaded into SAP.
5.18 Overhead is calculated at the 4th level WBS. This is done at the month end or end of the project. If the donor
agreed to have the line items as “Overhead” than IWMI create a WBS as Overhead and calculate it.
5.19 WBS elements are locked for no further postings when the project is complete, or if there are no revenue or
expenses to be booked.

6. Project Monitoring & Control/REPORTS

Report Name Tools used to make the report Staff resources required
Staff time utilization report Time tracker/excel/ SAP/Pipeline tracker Chanchala/Shehani/Kokila
Pipeline Tracker E-project, Pipeline tracker Chanchala / Samanmali
Key projects Excel, E-project, SAP, PCR Chanchala
PCR,E-project, HR4U, Pipeline tracker, TT and
staff time projections and monitoring for current and following year SAP Chanchala,Shehani/Kokila
Approved pipeline projects E-project, Pipeline tracker, Samanmali
Value of high probability pipeline projects E-project, Pipeline tracker Samanmali
Partner information specific by region Agreement Manager Marene
Consultant information by expertise and cost Agreement Manager Janitha

7. Project Closure: