Food For The Poor
Projects Department
Standard Operating Procedure
July 2023
Project Viability Validation
Objective: Establish the standard operating procedure for project viability validation of approved projects.
A. A project viability validation will be performed for all approved projects in the project management system (hereinto refer to as QuickBase) on the To Be Assigned list (TBA) longer than 6 months since project approved for fundraising date or assigned longer than 6 months since fundraiser approved earliest date with less than 25% funding, including but not limited to project feasibility, risks, cost including but not limited to inflation, negotiated rates, exchange rate, etc.
B. The Administrative Coordinator will
1. on the first (1st) working day of the month
2. provide the Project Managers a report, hereinafter referred to as the Project Viability Validation Report, listing the projects on the TBA list longer than 6 months since project approved for fundraising or assigned longer than 6 months since fundraiser approved earliest date with less than 25% funding as of the first (1st) working day of the month when the Administrative Coordinator will run the report.
3. Set up a task in Teams for each project manager to track completion
C. The Project managers will validate viability for each project no later than the end of the twenty first (21st) day of the month or the Friday before if it falls on a weekend or prior to a holiday or time off including but not limited to:
a. Obtaining validation and all supporting documents from the in-country partners
b. Documenting validation in the Project Comments and Document sections in QuickBase
c. Processing validation results including but not limited to
i. Change in project scope not affecting the total budget, including submitting a proposal revision or status report revision
ii. Budget revision in accordance with the 2023 SOP Project Budget Revisions(1)
iii. Project cancelation.
d. Marking the task
D. The Administrative Coordinator will
1. Monitor completion of validation by
a. Confirming project manager has marked their task completed by the due date
b. if not completed by the due date Administrative Coordinator will make a comment in the Project Comments section verbatim “PM has not completed the task assigned MM/DD/YYYYE confirming this projects viability” no later than end of the 23rd day of the month or the Friday before if it falls on a weekend or prior to a holiday or time off.
2. Keep log of all project’s validation including but not limited to
a. Date request Posted
b. Date due
c. Date of project manager Response
d. Results of validation including but not limited to
i. Details of each project’s validation including but not limited to
1) project validated with no changes needed
2) project validated with changes needed including but not limited to changes in scope, budget revision
3) project canceled
ii. Status of each project’s validation including but not limited to
1) Project Status
2) Proposal or Status Reports status
3) Date submitted
e. Validation Statistics
i. Total number of projects to be validated
ii. Total number of projects validated
iii. Total number of projects validated with no changes needed
iv. Total Number of projects validated with changes in progress by type of change
v. Total number of projects canceled
vi. Running totals
3. Provide a report
a. To the Development Division including but not limited to:
i. The Vice President of Major and Legacy Giving
ii. The Senior Director Major & Regional Giving
iii. The Senior Project Manager-Major Giving
iv. The Development Office Manager
b. No later than the last business day of the month or the previous Friday if it falls on a weekend or the day before if it falls on a holiday or time off
c. Including but not limited to the Result of Validation as stated above (D.2.)
d. By country by category code
(1) Sandra Chavez Quan, Administrative Manager (2023, June 29). 2023 SOP project Budget Revisions.