Phase 2 – Administrative and Financial Setup (Weeks 1–4)

Objectives

Establish the administrative, financial, and contractual foundations necessary for implementation.

Activities

a)Review Grant Agreements

Confirm:

• Payment schedules.

• Cost-sharing obligations.

• Allowable costs.

• Procurement requirements.

• Partner obligations.

• Reporting timelines.

• Amendment procedures.

b)Financial Setup

Prepare:

• Project budget tracker.

• Financial reporting templates.

c)Establish Project Files

Create dedicated folders containing:

• Proposal documents.

• Approved proposal.

• Contracts.

• Budgets.

• Reporting templates.

• Procurement documentation.

• Communications materials.

• Ethics documentation.

• Partner agreements.

d)Partner Agreements

Where applicable, finalize:

• Memoranda of Understanding.

• Sub-award agreements.

• Consultancy agreements.

• Collaboration agreements.

• Data-sharing agreements.

Outputs

• Financial management systems established.

• Partner agreements initiated.

• Procurement plans completed.

• Project documentation organized.