Agricultural
Development in the American Pacific (ADAP) Project
Coordinator's Handbook
On the web at www.ctahr.hawaii.edu/adap2
Table of Contents
Plan of Work
In January, the ADAP Directors approve activities and budget allocations for the next program year, based on the anticipated new allocation plus anticipated rollover from the current year. Once the budget and activities for the next program year are approved in January, a Plan of Work document is compiled and distributed by the ADAP Home Office. The Plan of Work serves as the basic road map for the year, indicating who is responsible for what and with how much money. The individual Plan of Work for each project includes the following sections: Names of PIs/Cooperators; Brief Description of Project; Measurable Objectives; Evaluation Process and Criteria; Activities Plan; Budget; and Matching Funds. The Plan of Work is used as a reference by Directors and Coordinators when approving expenses and working with PIs/Cooperators.
The PI and Cooperators are responsible for the budgets allocated to their institutions for activities based there. In order to successfully meet their objectives, the PI and Cooperators of a project may need to revise activities and budget distribution (among existing budget categories and/or among institutions). The PI and Cooperators of a project may decide this among themselves. PIs/Cooperators must monitor budgets carefully so that cost savings can be utilized within the project, and over expenditure avoided. If expenditures are expected to exceed the budget at an institution, the PI/Cooperator there may negotiate with the other cooperators to reallocate funds from elsewhere within the project. If this is not possible, and the institution does overspend, they will not be eligible for reimbursement from ADAP funds to cover the over expenditure. The PI and Cooperators must inform the Project Manager and Coordinators of any revised plans in writing before implementing them so that there is clear documentation before expenses are incurred.
An individual PI or Cooperator may revise his/her own institution's budget by shifting allocations among budget categories already approved, as long as the increase or decrease is less than 25% per budget category. For example he/she can decide to spend more for travel and less for supplies if both of those budget categories have allocations in the plan of work; but a Cooperator cannot shift funds into a budget category not anticipated in the original budget without prior written agreement of the PI and other Cooperators. This provides some individual flexibility and involves all project leaders in decisions about significant changes in plans. Once these decisions are made, the PI or Cooperator must inform the Project Manager and Coordinators of the change in writing before implementing the revised plan.
PI/Cooperators on a project may revise activities plans as needed to adjust to changing circumstances and still meet the stated objectives of the plan of work. Whether or not the activity changes involve budget changes, the PI must inform the Project Manager and Coordinators in writing so that documentation will be clear. Each plan of work specifies how evaluation will be carried out. If possible, evaluation is done as part of the current plan of work. If not, the plan of work indicates who is responsible for conducting the evaluation as a follow-up to the project.
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ADAP Home Office
University of Hawaii
CTAHR
3050 Maile Way
Gilmore 112
Honolulu, Hawaii 96822
Phone (808) 956-8140
Fax (808) 956-6967
All or part of this publication may be reproduced for educational purposes. When doing so, please credit the Land Grant Institutions and the ADAP Project. Publication made possible by USDA Grant #2004-38826-02201, Agricultural Development in the American Pacific (ADAP), Year 19.