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Policy Areas

Managing Portfolio and/or Project-Level Risk (Country, Regional or Global Portfolios and/or Projects)

1

Step

Communications & Consultation

 

Responsible Party

Risk Owner

Template/Guideline
Explanatory Notes

Engage key stakeholders in risk identification and risk analysis process. Keep the Portfolio and/or Project Board and other stakeholders/partners informed on RM processes at the portfolio and/or project level.

2

Step

Scope, Context and Criteria

Responsible Party

Portfolio Developer, Project Developer, Portfolio Manager or Project Manager

Template/Guideline
Explanatory Notes

Integrated in Programme and/or Portfolio Document, Project Document, Multi-Year Work Plan.

3

Step

Risk Assessment:
 
Identification of Risks

Risk Analysis

Evaluation of Risk

Responsible Party

Portfolio Developer, Project Developer, Portfolio Manager or Project Manager,

Portfolio Manager and/or Project Manager

Template/Guideline
Explanatory Notes

Assess risks during Portfolio/Project Design and as often as needed during implementation, once a year at a minimum. Track in Risk Register.

In consultation with relevant stakeholders, identify major risks for the portfolio/project objectives.

Analyze likelihood and impact of the portfolio/project risks by applying the ERM Criteria Model and record in Risk Register.

Evaluate each portfolio/project risk to determine which risks can be accepted and which risks require a priority treatment in order to meet portfolio/project objectives and avoid harm.

4

Step

Risk Treatment

Responsible Party

Portfolio/Project Developer or Portfolio/Project Manager

Template/Guideline
Explanatory Notes

Identify risk treatment measures in Risk Register during portfolio/project design, prior to portfolio/project approval.

During implementation, update/confirm risk treatment measures to address changes in context, new information and new risks, as necessary and based on Step 4. Implement identified risk treatment measures. Escalate/transfer the risks that meet any of the escalation conditions to the applicable line management.

5

Step

Risk Monitoring & Review

Responsible Party

Risk Owner

Template/Guideline
Explanatory Notes

Monitor and review risks at the frequency that is best fit for the risk and complexity of the portfolio/project. Update Risk Register once a year at a minimum.

6

Step

Risk Recording and Reporting

Responsible Party

Portfolio/Project Manager

Template/Guideline
Explanatory Notes

Risks are to be recorded in ERM Risk Register and risk reporting is integrated in agreed portfolio/project reporting cycle, once a year at a minimum. Portfolio/Project risks presented to the Portfolio/Project Board.

Security Policy Procedure

1

Step

Provide guidance to UNDP managers and personnel on key UNSMS/UNDP security responsibilities
 

Responsible Party

Resident Representative,

UNDP, UNV and UNCDF personnel

Template/Guideline
Explanatory Notes

All to familiarize themselves aware of security policy and the security responsibilities inherent in their roles.
 

 

2

Step

Provide guidance on the applicability of individuals employed/hosted by UNDP
 

Responsible Party

Resident Representative

Template/Guideline
Explanatory Notes

Due to the broad nature of the UNSMS applicability policy, the UNDP Security Applicability Guideline is developed and expands on the applicability of certain individuals within UNDP’s context including clarity on if the same individuals fall under UNDP’s security accountability and responsibility.

(a) Alternate Work Modalities; and (b) Personnel and family restrictions (relocation and evacuation) are covered by the United Nations Security Management System (UNSMS) Security Policy Manual – Chapter IV Section D – Revised Policy on Risk Avoidance

3

Step

Assignment of an Agency Country Security Focal Point (ACSFP)
 

Responsible Party

Resident Representative

Template/Guideline
Explanatory Notes

In the absence of a dedicated UNDP security professional, the senior most UNDP representative at the country level, in consultation with the UNDP Security Office, will assign an ACSFP to assist the RR in managing the day to day security related matters of UNDP.

 

4

Step

Provide guidance on security mainstreaming

 

Responsible Party

Resident Representative

Template/Guideline
Explanatory Notes

Ensures security considerations form an integral dimension of the design, implementation, monitoring and evaluation of all projects and programmes. It necessitates early consultations with the UNDP Security Office to ensure security inputs are prioritized at the inception stage, that costs for security are included in appropriate budget lines in proposals and operating budgets.

5

Step

Request for Security Support Mission

 

Responsible Party

Resident Representative

Template/Guideline
Explanatory Notes

Missions are conducted by UNDP security personnel to assist Offices in the implementation of Security Risk Management measures, to monitor and report on security compliance and provide technical security advice to enable and ensure the mainstreaming of security in all programmes and activities.

 

6

Step

Request for Surge Support

 

Responsible Party

Resident Representative

Template/Guideline
Explanatory Notes

While the Security Office remains UNDP’s first line of security surge support and backstopping, capacity to respond over the medium term can be stretched. The Security Office maintains or has access to a structured roster as follows: Internal UNDP Security Advisory Resources, External Security Advisory Resources within the UN and a roster of Pre-Identified Security Advisory Resources including the ExpRes Consultancy Roster.

7

Step

Provide support to UNDP Country Offices for Surge response

 

Responsible Party

Resident Representative

Template/Guideline
Explanatory Notes

UNDP Security Office may provide temporary central funding for a maximum period of 3 months in principle to address security surge requirements. Beyond 3 months, COs will need to commit to mainstreaming the cost of the security advisory/support requirements. 
 

8

Step

Provide database on all approved Residential Security Measures in duty stations

 

Responsible Party
Template/Guideline
Explanatory Notes

RSMs are intended to protect personnel from physical harm or injury at their residence as a result of increased criminal activity and are only applicable to all internationally recruited, or internationally deployed, personnel covered under the UNSMS including eligible family members residing at the duty station of internationally recruited personnel serving elsewhere. Regarding cost-based elements, Offices will notify personnel of the financial and implementation modalities under which such RSM elements may be obtained and will hold personnel accountable for any default, fraud, and deceit with regards to the RSMs.

 

9

Step

Request psychosocial support

 

Responsible Party

Resident Representative

Template/Guideline
Explanatory Notes

Personnel requiring support during assignments should directly contact UNDP counsellors via oshw.focalpoint@undp.org or the local CISMS UNDSS Counsellor. 

10

Step

Request security clearance for movement or travel in complex high-threat environments

Responsible Party

Resident Representative

Template/Guideline
Explanatory Notes

In line with the SRM’s Acceptable Risk Model and the Guidelines on Acceptable Risk Oversight and Approval Mechanism (AROAM), a separate procedure is required to clear movement and travel in Very High Risk contexts for personnel delivering PC1 activities.

Approval by the UNDP Administrator will be required to confirm that personnel operating in an area with very high security risk are engaged in PC1 activities.

11

Step

Reporting Security Incidents

 

Responsible Party
Template/Guideline
Explanatory Notes

UNDP personnel are required to report security related information and/or security incidents to UNDSS and through the UNDP Security Office1 to the corresponding UNDP manager.

[1] In the absence of a UNDP Security Office personnel, reports should be made to the Agency Country Security Focal Point. 

12

Step

Request for Support in recruiting CO security personnel

Responsible Party

Resident Representative

Template/Guideline
Explanatory Notes

Offices should follow procedures stipulated, to ensure due diligence in the selection process. Hiring managers should consult with the UNDP Security Director to ensure inputs of the Security Office are incorporated at each stage of the planning and selection process.

13

Step

Achieve full security compliance to Security Risk Management requirements

 

Responsible Party

Resident Representative

Template/Guideline
Explanatory Notes

The exercise is annual, mandatory and applies to the main offices, sub-offices, Regional Service Centres, HQ locations/Coordination Offices and GSSU.  It is also highly recommended for project offices and includes offices of UNV and UNCDF. The self-assessment process will be completed in the last quarter of the year being assessed.

14

Step

Applying for UNMSM resources

Responsible Party

Resident Representative

Template/Guideline
Explanatory Notes

Guidelines outline budgetary, financial, and procurement procedures for the resources available centrally within UNDP to cover UN Mandated Security Measures (UNMSM). These requirements are undertaken in response to United Nations Security Management System (UNSMS) policy directives and recommendations made within the Security Risk management (SRM) process to ensure security compliance in duty stations.

15

Step

Support in the use of Commercial Air Travel

Responsible Party

Resident Representative

Template/Guideline
Explanatory Notes

All UNDP Personnel are expected to comply with the safety requirements and briefings provided by crew members with regard to safety while on board an aircraft. UNDP personnel will share concerns or observations regarding the safety of a commercial air carrier to local UNDSS advisor and the UNDP Air Travel Focal points reachable at security@undp.org.

Formalizing private sector partnerships through Pro Bono Agreement

1

Step

Sign Pro-bono agreement

Responsible Party

RR,Regional Bureau Director

Template/Guideline

Templates

For additional guidance, please visit the PSRM Toolkit

PSRM Toolkit
Explanatory Notes

1) Pro-bono agreements receives goods and/or services in accordance with the UN SG Bulletin on Acceptance of pro-bono goods and services (2006), complemented by UNDP policies. 

2) The comprehensive template has the option to formalize a partnership for both Pro-bono (goods and services), and financial contributions.
 

    a) RR signs national agreements with national entities or national branch of multinational entities.

     b) RBx Director signs regional agreements with region entities or regional branch of a multinational entity.

3) When a private sector entity approaches UNDP with an unsolicited offer of pro bono contribution of goods or services,  it is necessary, in addition to the risk assessment of the private sector entity itself, to take special care to ensure that this is the most cost effective way to achieve a particular objective. If it is not clear that there is a unique feature to the offer being made, then it is essential to undertake a thorough mapping and scoping exercise to research comparable alternatives and to:

 

a.   approach a wide range of similar companies in order to ascertain that there are no better offers available;

b.    provide evidence that the pro bono services or goods are fit for purpose and offer best value by obtaining complete specifications of donated goods, including quality standards;

c.   define the necessary quality checks to be conducted depending on the nature of the donation;

d.    have a documented process of peer review of options;

e.   Conduct an analysis as to whether the contribution may lead to a ‘future standardization whereby a specific good/service limits UNDP future choice and imposes unexpected costs. In particular, the analysis must show that there will be no dependency that can incur future costs;

f.    Provide no unfair advantage.


 

Annual Performance Review

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
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
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
Explanatory Notes

An annual performance review by the supervisor includes:

  1. Responses to a set of questions regarding the supervisee’s performance and competency proficiency, and narrative comments
  2. 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
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
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
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
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
Explanatory Notes

Unsatisfactory service

1

Step

Submission of the request for termination of appointment.

Responsible Party

Template/Guideline
Explanatory Notes

Discuss expectation and feedback with staff member.

Seek guidance on managing underperformance with Local HR Advisor.

Inform staff of the possible conseuquence of underperformance.

Submit the termination of appointment request to Local HR Advisor.

 
 

 

 

2

Step

Review of the request.

Responsible Party

Local HR Advisor, OHR Business Partner

Template/Guideline
Explanatory Notes

Review the request and documentation.

Inform staff member of performance review process.

Engage TMRG.

Inform Supervisor of HR position & consideration.

Provide recommendation on separation types to Supervisor.

 

3

Step

Approval of the request in section 1.0.

Responsible Party

Assistant Administrator and Director, BMS

Template/Guideline
Explanatory Notes

Approve termination of appointment.  

 

 

4

Step

Implementation of the decision.

Responsible Party

OHR Business Partner, Staff Member, PFU

Template/Guideline
Explanatory Notes

Notify staff member.

Staff member receives notification.

 

 

Expenditure of Income Accrued from Cost Recovery

1

Step

Projection of Cost Recovery Incomes and spending from GMS, Agency Services and other revenues (AA fees and other miscellaneous income) are included in IWP and reviewed at Cost center level.

Responsible Party

Template/Guideline
Explanatory Notes

2

Step
Institutional budget resources from cost recover income and spending plans are reviewed and approved.
Responsible Party

Executive Group

Template/Guideline
Explanatory Notes

3

Step

ASLs issued to cost centers and units.

Responsible Party

Template/Guideline
Explanatory Notes

Use Quantum queries
- to be developed (Previous Atlas query : UN_KK_BudJOURNAL_SUMMARY)

Refer to annual Internal Resource Allocation guidelines to Cost Centers


4

Step

Funds are expended with the issued ASL in accordance with the annual guidelines on Institutional Budget.

Responsible Party

Template/Guideline
Explanatory Notes
Quantum query yet to be developed (Previous ATLAS query - UN_Resource_overview_acct_lv)

Rebuttal

1

Step

Form the Rebuttal Panel
 

Responsible Party

Human Resources Management

Template/Guideline
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
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

Options for approaching potential foundation partners

1

Step
Submitting a letter of inquiry
Responsible Party

Template/Guideline
Explanatory Notes
This is the most common method preferred by foundations and can sometimes be accompanied by a project submission.

Many foundations accept letters of inquiry on an ongoing basis while others set specific submission deadlines.

2

Step
Submitting project proposal - foundations often invite organizations to submit proposals following a successful review of a letter of inquiry
Responsible Party

Template/Guideline
Explanatory Notes
A direct request for proposal may also occur in instances where a foundation is initially approached informally and, upon expressing interest regarding a proposed project idea.

3

Step
Informal approaches – in cases where there is significant partnership potential and foundations only support pre-selected organizations
Responsible Party

RR focal points, and Directors of initiating business unit

Template/Guideline
Explanatory Notes
Informal approaches and efforts to establish and maintain good rapport, can often open doors to the possibility for future collaborations with a foundation.

Medical Insurance: Medical Insurance Plan (MIP)

1

Step
Flowchart - MIP process
Responsible Party
Template/Guideline
Explanatory Notes

2

Step
Enrollment of staff:

MIP Application/ Request for Change Form completed and submitted together with supporting documents in respect of staff member’s participation, including his/her eligible family members, where relevant
Responsible Party

Staff member

Template/Guideline
Explanatory Notes
Education of staff about MIP and distribution of materials by the person most familiar with the scheme is absolutely necessary

If an office administers personnel on behalf of another agency for MIP purposes, the same rules procedures for UNDP staff must be followed

3

Step
Enrollment of staff:

Staff member and eligible dependents (where relevant) are enrolled in MIP in Quantum.
Responsible Party

Template/Guideline
Explanatory Notes
In addition to ensuring the correct payroll calculation of these elements, the data entry process is also critical for reporting purposes and for the timely and accurate payments of MIP reimbursement claims

4

Step
Managing eligibility data in Global Payroll:

Data on enrollment form is verified and validated and any change in coverage is processed into Quantum 
promptly
Responsible Party

Template/Guideline
Explanatory Notes

5

Step
Eligibility Data:

Reviews and validates eligibility data in the system and transmits file to claims administrative company
Responsible Party

MIP HR Technical Support

Template/Guideline
Explanatory Notes
A technical interface uploads enrollment and eligibility data from Quantum
 and the claims administration company (TPA)



6

Step
ID Cards:

Uploads eligibility data; issues ID cards; and communicates exceptions, if any, to HR Technical support
Responsible Party

Template/Guideline
Explanatory Notes

7

Step
Claims:

MIP claims are submitted through the online Claiming tool in a sealed envelope containing the MIP Refund Claim form and supporting documents directly to the company that administers MIP, following the instructions on the claim form
Responsible Party

Staff member

Template/Guideline
Explanatory Notes
Effective January 2004, UNDP outsourced the administration of MIP claims to an independent administration brokerage company. The TPA company is responsible for administering MIP claims and for ensuring compliance by subscribers with the MIP rules and avoiding unreasonable or abusive use of the plan.

8

Step
Reimbursement of claims:

Claims are verified and processed as follows:
- If the claim fully meets requirements, a payment instruction is processed through interface between the TPA and UNDP and a Statement of Benefits is sent to the staff member
- If the claim does not meet requirements, a notification and/or request for further information/documentation is sent to the staff member
Responsible Party

Claims Administration Company

Template/Guideline
Explanatory Notes
Payment of claims is made through an interface between the claims administration company and Quantum. Payment that goes through this interface will not indicate the nature of the medical services provided.

Payment is made to the insured person, but, if the subscriber is no longer alive, payment will be made to his/her beneficiary as per P-2 Form Designation of Beneficiaries. Patient confidentiality will be protected as any MIP.

9

Step
Payments:

The payment instruction file received from the MIP Administration Company (TPA) is uploaded into system and an instruction is sent to UNDP to effect payment
Responsible Party

MIP HR Technical Support

Template/Guideline
Explanatory Notes

10

Step
Payments:

Vouchers are uploaded, payments are processed and staff member is notified
Responsible Party

Template/Guideline
Explanatory Notes
In order to effect prompt and timely payment, staff member must be properly set up as a vendor in Quantum

Purchase Orders and Commitments

1

Step

Generate/Create Contract/Purchase Order

Responsible Party
Template/Guideline
Explanatory Notes

1.1

Step

Three Document Styles exist for Orders: 

  • Purchase Orders
  • Contact Order
  • Contract Work Order

Purchase Order

Purchase Order similar as in Atlas. Includes obligation of funds, schedules and distributions.

Supporting amount / fixed price, rate based and quantity based lines.

The Purchase Order lines may be associated to or created from Agreements / LTAs.

Contract Order

The Contract Order is a new concept in Quantum which combines the contract legal templates and deliverables with the obligation of funds of the Purchase Order. Meaning no additional Purchase Order is needed for a Contract Order.

  • Supporting amount / fixed price, rate based and quantity based lines.
  • Includes start and end date for contract in addition to the defined deliverables on the schedules.

Contract Work Order

Contract Work Order is similar to Contract Order but tailored for civil works and service only contracts, e.g. for Individual Contractors.

  • No Incoterms or shipping information
  • Only supporting line type “Fixed Price”
  • Schedule description is editable. This enables buyers to create or process often a single line from Solicitation or Requisition only representing what to buy, e.g. “Consultant”, and enter detailed deliverable information in the schedule.

Future option: Work confirmation from suppliers in the Supplier Portal with approval and automatic receipt.

Responsible Party

Procurement Buyer

Template/Guideline
Explanatory Notes

1.2

Step

When completed, the Contract or Purchase Order must contain enough information to make it legally valid, to reserve funds and to enable reporting.

Responsible Party

Procurement Buyer

Template/Guideline
Explanatory Notes

2

Step

Apply Contract Terms 

The buyer must add Contract Terms to create a legally viable Contract.

Responsible Party

Procurement Buyer

Template/Guideline
Explanatory Notes

3

Step

Approve Contract and Purchase Order

All Contract and Purchase Orders are sent for approval. The process serves multiple purposes:

  • Validation of Data
  • Budget check override
  • Financial / budget approval
  • Purchasing approval
  • Supplier change order control

The buyer can pre-view the Approval flow and future approvers using the “Manage Approvals” setting. 

The process includes data validation controls which should be done prior to submission for approval:

  1. Requestor must have a value
  2. Requestor not have a buyer
Responsible Party

PO Approver

Template/Guideline
Explanatory Notes
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