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11.3 DFP Monitoring of Post Project Evaluations (PPEs)

11.3.1In January 1993 the Audit Review Group examined the control of capital projects and recommended that DFP Supply should rigorously pursue and monitor the completion of PPEs. Since then, Supply Divisions, with the assistance of DFP economists have regularly monitored Departments' performance in completing PPEs.
11.3.2DFP requires all projects to be subject to proper monitoring and control measures including PPEs for expenditures above de minimis levels (i.e. above £500k). Such measures can help ensure good VFM by identifying difficulties, preventing the repetition of mistakes, revealing positive points and generally learning lessons which may be of use in other projects and/or other Departments.
11.3.3DFP will expect both a PER and PPR to be prepared for all projects as described at 11.2.2 above, in accordance with the guidance at DFP's Successful Delivery (NI) website and PRINCE2. However, DFP recognises that the PER is primarily a management tool for the use of the SRO and Project Board, whereas the PPR is the main substance of the ex-post evaluation or PPE. Accordingly, DFP Supply will only require the submission of PPRs and will generally use the term PPE to refer to the PPR.
11.3.4In monitoring PPEs, DFP intends to give greater priority to the larger projects and areas where lessons learned can be of most value. To date, DFP has required Departments to submit PPEs to Supply Divisions for all projects above delegated limits. From now on, DFP will request to see PPEs only for larger projects and those projects which DFP believes to have substantial read across to other projects. In future, the letter of approval from DFP will stipulate in each case whether or not a PPE report must be submitted to Supply.
11.3.5This does not affect the continuing requirement to ensure that suitable arrangements for PPEs are made for all projects, but simply means that DFP will not require sight of all PPEs as a matter of routine. DFP approval of all projects above delegated limits will still be conditional upon satisfactory arrangements for PPEs in all cases. DFP will request an assurance from Departments on an annual basis that all PPEs that are due to be carried out have actually been completed.
11.3.6In the interest of ensuring good practice and VFM, DFP may occasionally require Departments to produce a list of all projects approved in the previous year which were below delegated limits, but above de minimis levels, and to specify when these projects will be, or have been, completed and whether PPEs have been undertaken or when they are due to commence. DFP may ask to see a sample of these PPEs from time to time by way of quality assurance.

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