| United Nations Development Programme

Step

Discuss the annual performance and learning and development goals

Responsible Party

Supervisor (initiative) Supervisee (participate, request)

Template/Guideline

Explanatory Notes

See guidance on how to prepare for an annual performance planning discussion. In case of matrix reporting, both direct and matrix supervisors should be part of the discussion on annual goals.

In discussing learning and development goals, it is important to have a discussion with the supervisee about their career aspirations so that goals could relate to both current and potential future jobs.

Step

Draft annual performance and learning and development goals based on the discussion; record them in the on-line PMD tool

Responsible Party

Supervisee

Template/Guideline

See Quantum PMD Module

Explanatory Notes

See guidance on setting goals.

Performance goals should include goal statements and more detailed descriptions to clarify expectations and success criteria. Goals should be prioritized to acknowledge that they can be different in terms of importance/criticality and time and effort required.

Performance goals should include a mandatory goal on effective people management for all staff with supervisory responsibilities. This goal is assigned automatically, through a centrally managed process.

Project Managers, Heads of Offices, senior managers in Country Offices, Regional Hubs and HQs and other staff with delegated authority and accountability for budget and financial management should also have a goal on financial management. This goal is assigned automatically, through a centrally managed process, to all RRs and Heads of Offices.

In line with the commitments of the UNDP Gender Equality Strategy and Gender Parity Strategy, managers and staff should include into their performance goals results related to gender equality and gender parity. These individual results should be aligned with and contribute to the specific results/targets that the Bureau/office/unit plans to achieve both in terms of UNDP policy/programmatic response to gender equality and empowerment of women, as well as gender inclusion in the workplace. This goal is assigned automatically, through a centrally managed process, to all Heads of Offices.

All RRs will have a mandatory goal related to their contribution to the UNCT results. It will be assigned to them through a centrally managed process. Additional indicators of success should be discussed with the UN RC, as needed. Other staff should also include such goals as relevant.

Learning and development goals should include goal statements and more detailed descriptions of activities to advance staff development, including increase their proficiency in the UNDP core and technical competency areas.

Learning and development goals may respond to immediate needs for a staff member to be/remain successful in the current job, as well as those that relate to their longer-term career aspirations and plans.

Since goals should be aligned with one's functions, it is important to ensure that Job Descriptions are kept up to date and are reflective of the functions that a staff member is expected to perform.

Step

Approve the annual performance and learning and development goals

Responsible Party

Template/Guideline

See Quantum PMD Module

Explanatory Notes

Approval should be recorded in the on-line PMD tool.

Supervisor can assign additional goals to the supervisee in the PMD tool, as needed, following the discussion.

Step

Ensure that all supervisors in their team approve the annual goals of their supervisees. Find an appropriate solution in case goal plans are not completed for some supervisees

Responsible Party

Supervisor of the supervisor,

Head of Office

Template/Guideline

Explanatory Notes

Step

Submit the request for approval.

Responsible Party

CO Procurement

Template/Guideline

Pre-Award Negotiations Strategy

Explanatory Notes

Negotiations on procurement actions below the CAP threshold shall be initiated after authorization by the Head of Business Unit or personnel delegated with Procurement Authority.

Negotiations on procurement actions above the CAP threshold shall be initiated after authorization by the Procurement Authority (Head of BU or RCPO or CPO), based on the recommendation of the appropriate Procurement Review Committee (CAP, RACP or ACP).

Step

Manage negotiations (see Managing Negotiations Guidance Notes)

Responsible Party

Template/Guideline

Guidance Notes on Managing Negotiations

Explanatory Notes

Step

Conduct due diligence and complete the mandatory Risk Assessment Tool (RAT) digitally in UNITY/Quantum+

Responsible Party

Template/Guideline

Private Sector Risk Assessment Tool

UNDP Private Sector Due Diligence Risk Assessment Tool User Manual

Explanatory Notes

The Business Unit Initiating the partnership completes the Private Sector Risk Assessment Tool in Quantum+ and makes a recommendation to engage or refrain from engaging. Refer to the Private Sector Resource Mobilization for additional information and to the Offline Private Sector Risk Assessment Tool Guide.

Step

Develop risk log, monitoring plan and communications material

Responsible Party

Initiating Business Unit – Project/Programme Manager

Template/Guideline

Risk Management

Explanatory Notes

Document the identified risks into a risk log. If the partnership is part of a project that already has a risk log, these risks can be added into the existing mechanism. In low-risk and short-term partnerships the project manager may decide that a risk log is not needed.
Monitoring activities to screen publicly available information relating to the partner and the industry as well as assessing whether the partner is meeting the conditions (if any) of the partnership.
The communications materials covers the basic details about the partnership and should address the main risks identified during the risk assessment process

Step

Quality assurance

Responsible Party

For Low-Risk: Country Office (CO) Private Sector Due Diligence Focal Point (PSDD) for CO level partnerships; Regional Bureau PSDD Focal Point for regional level partnerships; and relevant Central Bureau PSDD Focal Point for global level partnerships,

For Moderate/Substantial Risk: CO Private Sector Due Diligence (PSDD) Committee for CO level partnerships; Regional PSDD Committee for regional level partnerships; and HQ Inter-Bureau PSDD Committee for global level partnerships,

For High-Risk: Regional Private Sector Due Diligence Committee for CO level partnerships; HQ Inter-Bureau Private Sector Due Diligence Committee for regional and global level partnerships

Template/Guideline

Explanatory Notes

Refer to Policy on Due Diligence and Partnerships with the Private Sector for further clarification.

Step

Decision making

Responsible Party

For Low-Risk: RR for CO level partnerships; relevant Bureau Director for regional and global level partnerships,

For Moderate/Substantial Risk: Relevant Bureau Director for CO, regional and global level partnership,

For High-Risk: Corporate Risk Committee

Template/Guideline

Explanatory Notes

For moderate, substantial and high-risk cases the CO, Regional or HQ Private Sector Due Diligence Committee provides quality assurance and advisory support to the relevant decision maker.

Refer to Policy on Due Diligence and Partnerships with the Private Sector for further clarification.

Step

Monitoring the partnership, managing risks, reporting

Responsible Party

Initiating Business Unit – Project/Programme Manager

Template/Guideline

Explanatory Notes

Initiating business unit conducts monitoring on a regular basis.

Refer to Policy on Due Diligence and Partnerships with the Private Sector for further clarification.

Step

Spot-check

Responsible Party

The relevant Regional Bureau for Due Diligence conducted by Country Office,

BPPS/Quality Programming Team will organize independent assessment for Due Diligence conducted by Regional and Central Bureaus

Template/Guideline

Explanatory Notes

Refer to Policy on Due Diligence and Partnerships with the Private Sector for further clarification.

1	Step Ensure all agreements (new and renewed agreements eod 1 January 2014 ) in accordance with new cost recovery policy	Responsible Party UNDP Office and Fund Managers	Template/Guideline Financing Agreements and Templates	Explanatory Notes A renewal of existing agreements with additional contributions should be amended with new cost recovery rates; please see Financing Agreements and Templates.
2	Step Regularly review average GMS charged to projects to ensure that correct and latest rates are entered in Quantum	Responsible Party UNDP Office and Fund Managers	Template/Guideline OFM Reports -GMS exceptions report	Explanatory Notes OFM report: Cost Recovery - Average GMS rates
3	Step Seek an approval for any deviations, exceptions and special GMS rate prior to signing donor agreement	Responsible Party	Template/Guideline Template: Action Memorandum for the Assistant Administrator and Director Bureau of Management Services	Explanatory Notes Refer to Template: Action Memorandum for the Assistant Administrator and Director Bureau of Management Services with relevant justifications to BMS director. The requesting bureau needs to obtain a clearance from BMS/OFM prior to its submission.
4	Step Review requests on exceptions on GMS rates	Responsible Party	Template/Guideline	Explanatory Notes Non-standard GMS rates are reported to the Executive Board
5	Step Endorse GMS internal distributions such as Vertical Funds.	Responsible Party Executive Office	Template/Guideline	Explanatory Notes
6	Step Report on average GMS by funding source and budget departments	Responsible Party	Template/Guideline	Explanatory Notes
7	Step Report to the EB on all waiver cases	Responsible Party	Template/Guideline	Explanatory Notes

1	Step Inform supervisor as soon as possible of absence due to injury or illness.	Responsible Party Staff member	Template/Guideline	Explanatory Notes Staff member must inform the office immediately that he/she will be absent from the office due to illness or injury. Staff member must consult his/her treating physician to obtain the required certification for sick leave. All staff members are expected to familiarize themselves with the sick leave policy and other relevant leave entitlements, and are responsible for providing copies of the required specific documents for attendance recording purposes.
2	Step Submit certified sick leave (CSL) to the UN Medical Services Division (UN MSD).	Responsible Party Staff member	Template/Guideline MS.24 Form - Sick Leave Certification Request	Explanatory Notes Verify sick leave balance prior to submitting request. Initiate a leave request in Quantum self-service Select the appropriate leave type in Quantum self-service as “Sick leave/Certified sick leave.” For any absence of more than 20 cumulative or consecutive days during a 12-month period, staff member must submit a MS.24 form with the medical report/certificate to the UN Medical Services Division (DHMOSH) via email: sickleave@un.org Record certified sick leave in Quantum no later than 20 calendar days following the 1st day of the sick leave. If unable to send MS.24 and the medical certificate/report to DHMOSH, due to health condition, the staff member’s HR focal pointto support the staff member in this process, and make a pre-notification to DHMOSH, for such a delay.
3	Step Secure DHMOSH confirmation on certification of the sick leave.	Responsible Party Staff member,	Template/Guideline	Explanatory Notes Staff member must follow up with the DHMOSH on receipt of the certification of the sick leave. If staff member is unable to follow up with DHMOSH due to health condition, the HR focal point must support the staff member by facilitating contact with DHMOSH.
4	Step Upload approved DHMOSH sick leave certification for the indicated period in Quantum self-service.	Responsible Party Staff member	Template/Guideline	Explanatory Notes Approval of the sick leave for the indicated period is uploaded in Quantum self-service. If staff member is unable to upload the document, leave monitor will ensure that MSD approval is uploaded in Quantum self-service.
5	Step Approve certified sick leave in Quantum self-service	Responsible Party	Template/Guideline	Explanatory Notes The request is approved in Quantum by the supervisor who must ensure that the uploaded certification is in accordance with the absence request.
6	Step Ensure that leave is appropriately recorded in Quantum self-service	Responsible Party	Template/Guideline	Explanatory Notes If leave is not recorded in Quantum self-service, supervisor/leave monitor must request the staff member to submit sick leave in Quantum within the 1st day upon receipt of the certification from DHMOSH.
7	Step Contact HR focal point for next steps if sick leave is exhausted, as appropriate.	Responsible Party	Template/Guideline	Explanatory Notes Supervisor must inform the staff member’s HR focal point and the staff member when the sick leave entitlement is close to exhaustion
8	Step Contact GPS and OHR, specifically the respective OHR Business Partner	Responsible Party	Template/Guideline	Explanatory Notes HR focal point in the CO to contact respective OHR Business partner in HQ when the staff member exhausts Sick Leave with Full Pay entitlement in order to request extended sick leave audit and further guidance on sick leave procedure. HR focal point must ensure that sick leave is duly certified by DHMOSH and provide copies of attendance record cards for the last four years, as applicable, and copies of sick leave certifications by DHMOSH
9	Step Advise CO on the next steps in the process.	Responsible Party HR Business Partner	Template/Guideline	Explanatory Notes Based on the specific case, OHR will provide advice and guidance on the next steps, including the submission process for Disability benefit cases.

1	Step Issue the first notification to the supervisee of performance shortcomings and initiate the development of PIP. Record the notification in the on-line PMD tool and upload the PIP	Responsible Party	Template/Guideline See template for the Improvement Performance Plan (PIP)	Explanatory Notes The PIP should generally be of at least 3 months, provided sufficient time is available within the supervisee’s contract with UNDP. It should be finalized within 10 working days from the time of the notification.
2	Step Implement improvement measures	Responsible Party Supervisee	Template/Guideline	Explanatory Notes Supervisee is responsible for participating in relevant discussions and implementing required improvements.
3	Step Periodically monitor implementation of agreed activities	Responsible Party	Template/Guideline	Explanatory Notes Supervisor is responsible for providing agreed support, having regular performance discussions with the supervisee, and providing guidance.
4	Step Assess the need for the second PIP	Responsible Party	Template/Guideline	Explanatory Notes
5	Step Issue the second the notification to superviseeof performance shortcomings and initiative the revision/extension of PIP	Responsible Party	Template/Guideline	Explanatory Notes
6	Step If improvement in performance is not achieved in line with the established expectations and within the established timeline, make a recommendation to the Head of the Office re: next steps	Responsible Party	Template/Guideline	Explanatory Notes
7	Step Initiate action in accordance with policy on Separation from Service/Termination of Appointment, in case the recommendation is to separate the staff member from service	Responsible Party Head of Office	Template/Guideline	Explanatory Notes

1	Step Form the Rebuttal Panel	Responsible Party Human Resources Management	Template/Guideline See Terms of Reference of the Rebuttal Panel	Explanatory Notes
2	Step Submit a formal rebuttal request, in writing, with a copy to the respective HR Business Partner or HR focal point in the office	Responsible Party Supervisee	Template/Guideline	Explanatory Notes A rebuttal request should be summited to hq.rebuttal@undp.org within 15 working days of the final decision by the TMC being communicated to the supervisee. Requests submitted after the deadline without a reason that is in the opinion of the Chair of the Rebuttal Panel compelling will not be accepted. The Rebuttal Request should include: 1. a copy of the annual performance review to be rebutted 2. a cover memo outlining the reasons for rebuttal and the justifications 3. any other supporting documents as deemed necessary. The expectation is that each case will take, on average, 30 working days to complete. No template. Submission is to be done by e-mail.
3	Step Refer the request to the Rebuttal Panel for review	Responsible Party Secretary of the Rebuttal Panel in OHR	Template/Guideline	Explanatory Notes
4	Step Assign members of the review team for each rebuttal case	Responsible Party Chair of the Panel	Template/Guideline	Explanatory Notes
5	Step Review the case and present findings in a report	Responsible Party	Template/Guideline See Terms of Reference of the Rebuttal Panel for more details	Explanatory Notes The review panel will be supported by the consultant, as specified in the Terms of Reference. This will allow to ensure shorter timelines for processing rebuttal cases.
6	Step Review the recommendation of the review team and sign-off	Responsible Party Chair of the Panel	Template/Guideline	Explanatory Notes The final decision is captured in the Rebuttal Panel Report signed-off by the Chair.
7	Step Inform the supervisee, the supervisor, and the Head of the Office	Responsible Party Secretary of the Rebuttal Panel in OHR	Template/Guideline	Explanatory Notes
8	Step Implement the decision of the Rebuttal Panel	Responsible Party Supervisor and/or Supervisee, as needed	Template/Guideline	Explanatory Notes

Step

Discuss modifications to the annual goals

Responsible Party

Template/Guideline

Explanatory Notes

Periodic performance check-ins and the mid-term review should provide a forum for discussions about potential modifications to the annual goals. In case of matrix reporting, both direct and matrix supervisors should be part of the discussion on goal modifications.

Step

Record modifications in the annual goals in the Quantum PMD Module

Responsible Party

Template/Guideline

Quantum PMD Module

Explanatory Notes

Step

Approve modifications in the annual goals and provide justification in the Quantum PMD module

Responsible Party

Template/Guideline

Quantum PMD Module

Explanatory Notes

Supervisor can decide on modifications but has the obligation to inform the staff member.

Step

Hold regular check-in discussions with the supervisee about performance, provide feedback, and discuss support needs; record their results in the Quantum PMD module, as appropriate

Responsible Party

Supervisor (initiative) Supervisee (participate, request)

Template/Guideline

Quantum PMD module

Explanatory Notes

While the supervisor is responsible for providing feedback to supervisees on performance, in line with the principle of mutual accountability for performance, supervisees should also proactively seek feedback on performance and indicate support and development needs.

Records of the periodic reviews are strongly encouraged for all staff but optional. For staff with performance shortcomings, however, the supervisor must make a record of performance discussions and agreements on improvement, next steps, consequences, etc.

Step

Hold a formal mid-term review of the supervisee’s performance and record its results in the on-line PMD tool

Responsible Party

Template/Guideline

Quantum PMD module

Explanatory Notes

Unless confirmed otherwise, the mid-term reviews of performance are expected to be conducted in July-August of the year.
The record of the mid-term review in the on-line PMD tool should include an update on progress in the achievement of annual goals, confirmation of any modifications in the annual plan, if required, and brief feedback on performance to-date and support needs (the latter part is optional).

Detailed comments are required for supervisees with identified performance shortcomings. Performance Improvement Plans (PIPs) should be attached to the mid-term reviews in the on-line PMD tool.

In case of matrix reporting, both direct and matrix supervisors should be part of the mid-term review discussion/decisions.

1	Step Hold a discussion about supervisee’s performance, achievements and development in the past year	Responsible Party	Template/Guideline	Explanatory Notes In case of matrix reporting, both direct and matrix supervisors should be part of the annual performance review discussions/decisions.
2	Step Prepare a statement of annual achievement and post it in Quantum	Responsible Party Supervisee	Template/Guideline Quantum PMD module	Explanatory Notes In case the supervisee has not prepared and submitted the statement of annual achievement within the agreed timeframe, the supervisor must still complete their annual performance review.
3	Step Request additional feedback from others (optional)	Responsible Party	Template/Guideline See Quantum PMD module	Explanatory Notes Requesting additional feedback from others is optional and it is recommended that it is requested throughout the year, as appropriate (e.g. after large projects are completed) rather than all at once at the time of the annual performance review. It is advisable that an indicative list of potential additional feedback providers is discussed by the supervisor and the supervisee when the performance goals are agreed on, but the final decision on who to request additional feedback from should be made at the time of the request. In Quantum, the supervisee will see all the feedback provided by others without the indication of who provided what feedback.
4	Step Record the outcome of the annual review in Quantum	Responsible Party	Template/Guideline APR Offline Template (for reference purposes) Quantum Step by Step guide APR Guidance Core Behavioural Competencies People Management Competencies	Explanatory Notes An annual performance review by the supervisor includes: Responses to a set of questions regarding the supervisee’s performance and competency proficiency, and narrative comments An indication of whether the performance of the staff member ‘Successfully meets performance expectations’ and ‘Does not fully meet performance expectations’ For the staff members reassigned to new positions within UNDP during the performance year, as a general principle, the supervisor who supervised the staff member for most of the year will lead the annual review. However, specific arrangements for the review and its record in Quantum will be determined depending on the time of the reassignment and circumstances of the case.
5	Step Make a recommendation for supervisees to receive a special recognition certificate to TMRG	Responsible Party	Template/Guideline Guidance for Supervisors on recommending Certificates of Special Recognition	Explanatory Notes Supervisees are qualified to receive special recognition for consistently exceeding performance expectations throughout the year, or for a special achievement(s) or impact achieved. The supervisor should include into the annual performance review of such staff members examples of incidents where expectations were exceeded or of special achievements. The recommendation of the supervisor should be endorsed by the second level supervisor and approved by the Head of the Office before uploading the certificate to Quantum.
6	Step Review the annual performance review by the Supervisor	Responsible Party Supervisee	Template/Guideline	Explanatory Notes
7	Step In case of disagreement, request a TMC review	Responsible Party Supervisee	Template/Guideline Guidance for HR focal point to create TMC Document on Quantum	Explanatory Notes The request for the TMC review should be submitted within 10 working days from the notification that the supervisor has completed their review to the HR Focal Point. The HR Focal Point will capture this in a TMC Document for the supervisee on Quantum
8	Step Review the outcomes of all performance reviews in the respective Bureau/Office where staff have received a ‘Does not fully meet performance expectations’ rating to ensure consistency between teams in the application of standards. Review cases of supervisees who disagree with the annual performance review by the Supervisor.	Responsible Party	Template/Guideline Talent Management Committee (TMC) Terms of Reference (TOR)	Explanatory Notes
9	Step Record the final TMC comments, as needed, in the supervisee’s personal record on Quantum	Responsible Party	Template/Guideline	Explanatory Notes
10	Step Review the final results of the annual performance review and provide relevant comments, as needed	Responsible Party Supervisee	Template/Guideline See Quantum PMC Module	Explanatory Notes
11	Step Ensure that all supervisors in their team complete the annual reviews of their supervisees. Find an appropriate solution in case reviews are not completed. Review recommendations for special recognition submitted by supervisors in their team along with the comments and examples of special achievement. If in agreement, endorse the recommendation and submit certificate to the Head of the Office for approval.	Responsible Party Supervisor of the supervisor	Template/Guideline	Explanatory Notes Template for Certificate of Special Recognition-to be uploaded in Quantum once proposal is approved.
12	Step Once approved upload the Certificate of Special Recognition to Quantum.	Responsible Party	Template/Guideline Guidelines for uploading Certificate of Special Recognition on Quantum	Explanatory Notes

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Policy Areas

Annual Performance Planning

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Pre-Award Negotiations

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Conducting due diligence for private sector entities

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Responsible Party

Template/Guideline

Explanatory Notes

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Responsible Party

Template/Guideline

Explanatory Notes

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Responsible Party

Template/Guideline

Explanatory Notes

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Responsible Party

Template/Guideline

Explanatory Notes

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Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Cost Recovery from Other Resources - GMS

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Responsible Party

Template/Guideline

Explanatory Notes

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Responsible Party

Template/Guideline

Explanatory Notes

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Responsible Party

Template/Guideline

Explanatory Notes

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Responsible Party

Template/Guideline

Explanatory Notes

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Responsible Party

Template/Guideline

Explanatory Notes

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Template/Guideline

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Template/Guideline