| United Nations Development Programme

1.0

Step

Prepare final project review report.

Responsible Party

Project Manager

Template/Guideline

RBM guidance on closing projects

Explanatory Notes

Final project review report template forthcoming.

The report should be generated directly from the corporate planning system.

Consider using the RBM Guidance to improve the closing of projects.

2.0

Step

If required, commission final project evaluation, prepare a management response, and share findings and recommendations for learning.

Responsible Party

Template/Guideline

RACI (Responsible, Accountable, Consulted and Informed) Matrix for GEF Projects Oversight

Explanatory Notes

Templates for this step:

Terms of reference for decentralized evaluations (see UNDP Evaluation Guidelines)
Evaluation report format (see UNDP Evaluation Guidelines)

Projects are required to be evaluated if they are included in the programme's evaluation plan, or if required by partners (see UNDP Evaluation Guidelines). The programme manager may request the project manager to support the commissioning, management and use of evaluation, including the preparation of a management response and implementation of committed actions.

Mid-Term/Interim and Terminal Evaluations of Environmental Vertical Fund financed projects must meet both UNDP and the relevant vertical fund requirements.

For GEF financed projects, see guidance on conducting a Terminal Evaluation and guidance on conducting a mid-term evaluation. These documents are accessible on the UNDP Independent Evaluation Office website in Spanish, French, and English (click on the GEF Project Evaluation tab). For evaluations of GCF and AF financed projects, please consult the Nature, Climate and Energy team.

The RACI matrix sets out the roles and accountability for this stage of GEF-financed projects.

Management responses for all evaluations are required. Progress made in committed actions should be tracked in the UNDP Evaluation Resource Centre.

3.0

Step

Conduct a final project review, including the final report, project closure quality assessment and project closure budget.

Responsible Party

Template/Guideline

Project status is changed from Ongoing (O) to (C) = Operationally closed

Project QA - Closure (Quantum+)

Explanatory Notes

The project board assures that all project deliverables have been produced satisfactorily and endorses the final project review report, including lessons learned.

The project quality assurance assessment (closure stage) is prepared and reviewed during the final project review. Lessons are captured during this process. See Quality Standards for Programming.

Project QA - Closure User Guide (Quantum+)

4.0

Step

Transfer or dispose of project assets and files.

Responsible Party

Template/Guideline

Transfer of title form

Asset Transfer Form (HQ)

Asset Transfer Form (CO)

Asset Disposal (under USD 5,000) Form (HQ)

Asset Disposal (USD 5,000 and above) form (HQ)

Asset Disposal (under USD 5,000) Form (CO)

Asset Disposal (USD 5,000 and above) Form (CO)

Explanatory Notes

Project assets and documents should be transferred to national beneficiaries or national representatives. Worthless assets are discarded. See Transfer or Disposal of Assets.

4.1 ALT

Step

Transfer by donation project assets to another UNDP project.

Responsible Party

Template/Guideline

Note on steps required for donations

Explanatory Notes

Guidance on donations from third parties

5.0

Step

Prepare and submit final financial report to UNDP.

Responsible Party

Project Manager

Template/Guideline

FACE form

Project Delivery Report - Only for UN Agency implementation or execution

Explanatory Notes

Under HACT, national institutions and non-governmental organizations serving as implementing partners prepare the final FACE form. For detailed procedures, see Direct Cash Transfers and Reimbursements.

UN agencies undertaking activities under national implementation report expenditures with a project delivery report.

6.0

Step

Complete project closure activities.

Responsible Party

UNDP Programme Officer

Template/Guideline

Quantum > Projects > Project Results and Project Closure Workbench

Explanatory Notes

A check of the output financials (cash funds and allocation funds) must be done at this stage to ensure these are consistent with the funding sources for the project. This will catch issues such as miscoding funds, donors, etc. that need correction. The project should close with zero balance in the balance sheet and zero fund balance.

6.1

Step

Special donor requirements for refunds.

Responsible Party

Project Manager

Template/Guideline

Explanatory Notes

Any financial resources remaining after reconciling the project should be either refunded to the donor or transferred to general resources in line with relevant policies and procedures. Any pending refund to donors should be moved to account 21030 to avoid delays in closing the project.

Some donors, such as Belgium, the Netherlands and the United States (United States Agency for International Development, United States Department of State through a letter of credit), European Commission, Multi-Partner Trust Fund Office and trust funds, follow the special donor procedures outlined in the policy Refunds to Donors. For some donors, such as the Netherlands, projects must not be reopened once financially closed. For other donors, UNDP issues refunds as the last step before designating a project as financially closed in Quantum.

6.2

Step

Manage exceptions (i.e., outstanding advances under national implementation, signing a Combined Delivery Report, etc.

Responsible Party

UNDP Programme Officer

Template/Guideline

Explanatory Notes

Where exceptions in the project completion checklist apply, the business unit must exercise due diligence by exploring possible solutions in consultation with the implementing partner, Regional Bureau and the Bureau for Management Services/Office of Financial Resources Management. These exceptions must be handled on a case-by-case basis with approval from respective divisions in headquarters on issues outside of corporate policies and procedures. Actions taken should be documented. Offices should not move unspent balances to account 21030 for pending refunds to donors before the appropriate steps and due diligence are carried out while adopting the alternative procedures and before confirming bank account details with the donor. More information on managing exceptions can be found in Project Closure Guidelines (see section 8.0).

7.0

Step

Review and sign final Combined Delivery Report.

Responsible Party

Programme manager/Resident Representative,Implementing partner

Template/Guideline

Combined Delivery Report

Explanatory Notes

Under HACT, all financial transactions (FACE) are recorded in Quantum to generate the final Combined Delivery Report.

UNDP prepares the report and submits it to the project board for virtual review. It is then signed by UNDP and the implementing partner, confirming final project financial accounts and expenditures.

8.0

Step

Close the project.

Responsible Party

Template/Guideline

Explanatory Notes

A project is closed when all financial transactions have been reported and certified, and all project accounts are closed. The programme manager/RR is accountable for ensuring that the project is closed in accordance with the approved closure plan submitted to the project board. This must be done at the latest within 12 months of operational closure.

Quantum Actions: Forthcoming

9.0

Step

Oversee project closure.

Responsible Party

Regional Bureau (programme QA Approver)

Template/Guideline

Explanatory Notes

The Regional Bureau is accountable for overseeing project financial closure to ensure it is completed at the latest within 12 months of operational closure.

Step

Procedures for PPCF are the same as PCF Procedures except for the key differences listed below:

Authority is delegated to the RR only (not to be further delegated) to appoint a holder of Personnel Services Agreement (NPSA/IPSA) as the Custodian for PPCF. When the PPCF Custodian is a NPSA/IPSA, the replenishment request must be reviewed and approved by the Operations Manager and above, not by the Project Manager or the manager for the project office. (Refer to further guidance in ICF)
The CO's main office is required to review and approve the PPCF monthly APJV and the Operations Manager must certify the monthly reconciliation.
If the total of all PPCFs (whether one PPCF or multiple PPCFs) required is higher than the maximum level, the Head of Office must send the request to Treasurer for approval (see Annex 5: Request for Treasury Approval).
The GL Account for Project Petty Cash Fund_PPCF is 16106.
The chart fields ('COA') for PPCF AP non-PO Invoice, APJV and AR Direct Journal must be filled with the following data:

a) Account = 16106

b) Fund = relevant fund code for the project

c) Operating Unit

d) Dept

e) Impl. Agent

f) Donor

g) Project ID (this ID must be the same as the project ID in the request sent to the Treasurer)

h) Open Item Key = PPCF Custodian Staff Index ID or Supplier ID.

Year-end certification must certify the status of each PPCF, including those issued for UNDSS, by submitting the PPCF list with details (follow the exact year-end closing procedures as PCF including deposit the remaining cash in the safe into CO's bank account and full accounting/reconciliation).

Responsible Party

Template/Guideline

Explanatory Notes

Caution: Be completely familiar with the procedures for PCF and follow them for PPCF noting the differences above (especially on Internal Controls, Accounting, Reconciliation and Year-end Closure)

Step

Submission of the request for termination of appointment.

Responsible Party

Bureau or Country Office

Template/Guideline

Explanatory Notes

Step

Review of the request in section 1.0.

Responsible Party

OHR Business Partner and Legal Office

Template/Guideline

Explanatory Notes

Review by Legal Office necessary in all cases

Step

Approval of the request in section 1.0.

Responsible Party

Assistant Administrator and Director, BMS

Template/Guideline

Explanatory Notes

Approve termination of appointment.

Step

Implementation of the decision.

Responsible Party

OHR Business Partner,

Staff member

Template/Guideline

Explanatory Notes

Notify Staff Member and prepare Request for Personnel Action.

Receive notification.

Calculation of indemnities.

Implement termination decision.

Step

Supplemental Recruitment Guidance for UNDP Finance Functions.

Responsible Party

Template/Guideline

Supplemental Recruitment Guidance for UNDP Finance Functions

Explanatory Notes

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

1	Step In the event that the requester is not satisfied with the response from the Legal Office to the request to review, and a request for a document remains denied in whole or in part, the requester may submit an appeal against this response from the Legal Office to the Information Disclosure Oversight Panel, providing reasons for the appeal. Requests for appeals should be directed to: Coordinator of the Information Disclosure Oversight Panel: Effectiveness Group, Bureau for Policy and Programme Support United Nations Development Programme 304 East 45th Street, FF-16th Floor New York, NY 10017 USA Email: IDPOversightPanel@undp.org	Responsible Party Information Disclosure Oversight Panel	Template/Guideline	Explanatory Notes
2	Step Every request for Appeal will be acknowledged. The Panel shall review the denial of requests to disclose a document or portion of a document as described in the appeal to a member of the public. The Panel will have the authority to make the final decision and will make its best efforts to do so within 45 calendar days of receipt of the appeal.	Responsible Party Information Disclosure Oversight Panel	Template/Guideline	Explanatory Notes
3	Step The Panel will share its decision with the appellant, the UNDP Administrator and the relevant internal unit or office. If the Panel determines that the requested information will not be disclosed, its reasons will be provided to the appellant.	Responsible Party Information Disclosure Oversight Panel	Template/Guideline	Explanatory Notes
4	Step Functions: The Panel’s primary function is to review appeals submitted to it, and to consider whether UNDP’s Information Disclosure Policy has been properly applied. Such consideration shall be guided by the principle of seeking amicable solutions in the context of the request and the parties who may be affected by the release of the information.	Responsible Party Information Disclosure Oversight Panel	Template/Guideline	Explanatory Notes
5	Step The Panel may also review the implementation of the Policy, and recommend, as appropriate, more detailed mechanisms and procedures for the review of denied requests in light of operational and other changes within UNDP.	Responsible Party Information Disclosure Oversight Panel	Template/Guideline	Explanatory Notes
6	Step Membership. The Panel consists of three members who are independent to UNDP: one from a non-governmental organization; one from a foundation and one from a UN agency other than UNDP. The Chair of the Panel will be selected from amongst, and by, the Panel members.	Responsible Party , Information Disclosure Oversight Panel	Template/Guideline	Explanatory Notes Criteria for selection of Panel members. Members are selected through a competitive selection process on the basis of the following criteria: keen understanding of UNDP policies, structures, programmes and operations at Headquarters and Country Office levels; knowledge of programmes and operations of UNDP’s associated Funds and Programmes; knowledge of, and familiarity with, information disclosure and access to information policies; and proven ability to work with development partners. All members are appointed by the UNDP Administrator. Members serve for a term of three years, which may be extended for another term at the discretion of the Administrator. Appointments are made at the expiry of the term of a member any time during the course of the year or when a vacancy arises.

Step

Request overtime

Responsible Party

Staff member

Template/Guideline

Overtime Compensation Form

Explanatory Notes

Completes Part A of form and sends it to appropriate authorizing official through his/her supervisor

Step

Overtime reporting

Responsible Party

Staff member

Template/Guideline

Overtime Compensation Form

Explanatory Notes

When overtime is finished, completes part B of form and sends it to the appropriate authorizing official through his/her supervisor.

If compensation is in the form of:

Additional cash payment, a copy of duly completed form is sent to local Finance Section/ Unit for payment.
CTO, a copy of the duly completed form is sent to the Attendance Focal Point. Authorized absences will normally be charged to any accumulated compensatory leave before being debited from the staff member’s annual leave (AL) balance.

1.0

Step

Identify pipeline concept and mobilize partners.

Responsible Party

UNDP Programme Officer

Template/Guideline

Quantum Project Creation Process Overview

Project Management Initiation Plan Template

Project & Portfolio Management Quantum

Optional Concept Note for UNDP Projects:

Concept Note Template: UNDP Internal Review and Clearance Process

Required Concept Note for Green Climate Fund (GCF) Projects:

Concept Note Template: Green Climate Fund (GCF) Projects

Required Concept Note for Global Environmental Facility (GEF) Projects:

Project Identification Form (PIF)

Explanatory Notes

Identify new pipeline concepts by analysing gaps in the programme’s theory of change that are not already being addressed.

Funding and collaborating partners and potential stakeholders must be identified and consulted as early as feasible, ensuring a wide range of partners (international financial institutions, civil society, private sector, etc.)

A concept note may be helpful to articulate ideas for particularly complex projects or to obtain early support from partners. The proposed content can include: output(s) and linkage to CP outcome(s); approach, method and capacity development strategies; stakeholder analysis; potential implementing partner; potential main financing partner(s); and indicative funding requirements.

For GCF projects a Concept Note is required, and for GEF Projects this concept note is called a PIF.

Create a new pipeline linked to the programme and Strategic Plan in the corporate planning system. If a new programme output will be needed to respond to the development need, make a note to discuss in the next Programme Steering Committee meeting.

System action points:

Create a project proposal in the corporate planning system, generating a project number with one or more linked outputs; link the proposal to the programme tree (country programme document output).

*If the project is part of a portfolio, it will share the project number with other projects in the portfolio. A project budget is reflected in one or more output IDs. An output ID can only reflect the budget from one project with one implementing partner.

*If a decision is taken not to continue with the proposal, record this decision in the corporate planning system to close the proposal.

1.1 ALT

Step

For Environmental and Climate Vertical Fund Projects (those supported by the GEF, GCF, Adaptation Fund and other vertical funds), conduct an initial screening and assessment to determine if the conditions and criteria for accepting government requests for programming are met.

Responsible Party

Project Manager

Template/Guideline

One-stop-shop link to all environmental vertical fund (GEF and GCF) templates, procedures and policies

GEF Project Origination and Pre-Investment Screening Committee (PISC) Phase – SOPs and Guidance

PISC Template and Guiding Questions

Execution Support SOPs for GEF projects

GEF RACI (Responsible, Accountable, Consulted and Informed) for NIM projects.

GCF RACI (Responsible, Accountable, Consulted and Informed) for NIM projects

Explanatory Notes

Note that additional quality assurance must be provided by the BPPS/Vertical Fund Hub for GEF and GCF projects as outlined in the RACI.

2.0

Step

Appoint a developer to formulate the project

Responsible Party

Template/Guideline

Explanatory Notes

2.1

Step

If an implementing partner needs to be selected prior to developing the project document, see Select Implementing Partners

Otherwise, select an implementing partner at the appropriate time

Responsible Party

UNDP Programme Officer

Template/Guideline

Explanatory Notes

2.2 OPT

Step

Develop initiation plan (if applicable)

Responsible Party

UNDP Programme Officer

Template/Guideline

Initiation plan template

GEF Project Preparation Grant Total Budget Work Plan template

Adaptation Fund Project Formulation Grants (PFG) Total Budget Work Plan

SOPs and Guidance for GEF PIF and PPG Phase

SOPs and Guidance for Adaptation Fund Projects

Explanatory Notes

For GEF Project Preparation Grant (PPG) projects, the signed PPG Delegation of Authority (DOA), including the annexed PPG Total Budget Workplan, constitutes the equivalent of the corporate Project Initiation Plan for the PPG phase, serving as the formal authorization for initiating PPG activities. The same process is followed for Adaptation Fund Project Formulation Grant (PFG) projects.

3.0

Step

Develop a project document that adheres to UNDP quality standards and partner requirements

Responsible Party

UNDP Programme Officer

Template/Guideline

Project Document Template

GEF Project Document Template

GCF Project Document Template

Adaptation Fund Project Document Template

Guidance on Governance Arrangements for Vertical Fund Programming

Multi-country and SSTC Project Document

Project Board ToR

Project Board FAQ

Project QA - Design and Appraisal (Quantum+)

Evaluation Plan Template

Evaluability Checklist

Evaluation TOR Template

UNDP-supported Guarantees policy

RBM Guidance on designing a project document

Explanatory Notes

The project/portfolio document should attach:

The SESP and any related assessments and management plans
Detailed terms of reference for key project positions and the project board
Standard agreements such as the project cooperation agreement when a civil society organization is implementing and cost-sharing agreements
Standard letter of agreement between the implementing partner and responsible parties for the implementation of the project
Procurement plan
Project monitoring schedule plan
List of foreseeable knowledge products, if relevant

For further guidance, see: Results-Based Management (RBM) Hub

Consider using the RBM Guidance to assist in developing the project document in 10 steps.

3.0 ALT

Step

For joint programmes with other UN agencies, a joint programme project document should be used.

For multi-donor trust funds, each has its own project template which is approved by a steering committee and included in an operations manual.

If UNDP is requested to be the administrative agent, contact the Multi-Partner Trust Fund Office: executivecoordinator.mptfo@undp.org

Responsible Party

UNDP Programme Officer

Template/Guideline

ANNEXES to UNSDG Guidance Note on a New Generation Joint Programmes

Explanatory Notes

UNSDG | Guidance Note on a New Generation of Joint Programmes

3.1

Step

Ensure a wide range of stakeholders participate in the formulation of the project

Responsible Party

UNDP Programme Officer

Template/Guideline

RBM guidance on Context Scanning and Stakeholder Collaboration

Explanatory Notes

Stakeholders include any parties with an interest in the project, including target beneficiary groups, civil society organizations, governments, the media, UN agencies and donors.

The participation of women and disadvantaged groups should be ensured throughout the project cycle, as appropriate.

The participation of stakeholders ensures that potential opportunities and analysis, including lessons drawn from experience, are taken into account in project design.

Participation promotes ownership, sustainability and commitment, without which the results are unlikely to be lasting.

Ensuring participation requires time and resources; adequate provision should be made for these.

Consider using the RBM Guidance to assist with steps for collaborating with all stakeholders in project formulation.

3.2

Step

Prepare fully costed project budgets to ensure that all anticipated programmatic and operational costs, including development effectiveness and implementation support arrangements are identified, fully costed in the budget.

Responsible Party

UNDP Programme Officer

Template/Guideline

A detailed list of components to be budgeted is available here

A budget template is available here

Evaluation Budget Calculation

Explanatory Notes

The requirements for developing a project budget are outlined in Prepare Fully Costed Budgets for Projects.

Refer to the detailed procedures for Costing and Budgeting of projects funded by the following partners:

3.3

Step

Identify potential risks, and conduct further assessment and management plans as needed in a participatory manner

Responsible Party

UNDP Programme Officer

Template/Guideline

Portfolio and Project Risk Register Template

Guidance Note : UNDP Social and Environmental Standards (SES)

UNDP Online Social and Environmental Screening Procedure User Guide

Explanatory Notes

The initial project Risk Register and SESP are submitted to the project appraisal committee as annexes to the project document and recorded in the Quantum Project Results and Project Closure Workbench.

Enterprise Risk Management Policy

Managing Risks Across UNDP Programming and Operations: Guidance Note

3.3 ALT

Step

Complete a risk assessment, including applying mitigatory measures, if UNDP plans to engage with the non-UN security sector.

Responsible Party

Project Developer and/or Portfolio Developer

Template/Guideline

Guidance: UNDP Implementation Tool for the UN Human Rights Due Diligence Policy

Risk Assessment Form: UNDP Implementation Tool for the UN Human Rights Due Diligence Policy

Explanatory Notes

Refer to: Human Rights Due Diligence Policy on United Nations support to non-United Nations Security Forces (HRDDP)

3.4

Step

If the project is part of a portfolio, link the project with the portfolio number in Quantum.

Responsible Party

Template/Guideline

Explanatory Notes

1.0

Step

Develop workplan and budget.

Responsible Party

UNDP Programme Officer

Template/Guideline

Institutional Effectiveness Project Document Template

RBM guidance on Annual Planning

Explanatory Notes

Template requirement depends on funding source. If funding is non-core, the standard project document should be utilized. If funding is core, a prodoc workplan and budget format are required at minimum. If funding is both core and non-core, the standard project document should be utilized.

The institutional effectiveness project document template (core funding) is a simplified version of the standard project document template comprising of the workplan, identifying how the project will be managed and consideration of risks.

View the Visual Guide to Development and Institutional Effectiveness Projects.

Consider using the RBM Guidance to assist with steps in developing the workplan and budget.

1.1

Step

Responsible Party

UNDP Programme Officer

Template/Guideline

Prepare Fully Costed Budgets for Projects: Direct/Indirect Costs Guide (Annex 1)

A detailed list of components to be budgeted is available here

Explanatory Notes

The requirements for developing a project budget are outlined in Prepare Fully Costed Budgets for Projects.

1.0

Step

Designate a Programme Officer to manage the engagement facility.

Responsible Party

Template/Guideline

Quantum Project Creation Process Overview

Review Selecting the Delivery instrument:

RBM Guidance on selecting the delivery instrument

Explanatory Notes

Consider using the RBM Guidance to assist on selecting the best delivery instrument for the initiative.

2.0

Step

Establish a project ID in Quantum, and select engagement facility as the project type.

Responsible Party

UNDP Programme Officer

Template/Guideline

Explanatory Notes

The project ID can remain open for the duration of the country programme unless closed in accordance with step 6.0.

3.0

Step

Prepare a multi-year workplan, identify financial resources for activities and update the workplan as new activities are foreseen.

Responsible Party

UNDP Programme Officer

Template/Guideline

Multi-year workplan template

RBM guidance on Annual Planning

Explanatory Notes

Consider using the RBM Guidance to assist with steps in developing the workplan.

3.1

Step

Ensure that all anticipated programmatic and operational costs, including development effectiveness and implementation support arrangements are identified, fully costed in the budget.

Responsible Party

UNDP Programme Officer

Template/Guideline

A budget template is available here

A detailed list of components to be budgeted is available here

Explanatory Notes

The requirements for developing a project budget are outlined in Prepare Fully Costed Budgets for Projects.

4.0

Step

Approve the multi-year workplan, committing resources.

Responsible Party

Template/Guideline

Explanatory Notes

See notes 1, 2, 3 and 4.

Note 1: (a) Core resources are allocated to the country office through an ASL. Unspent core resources do not roll forward to the next year. The following COA for the ASL resources used for the Engagement Facility should be used to set up the allocation in the project budget:

Year: current year

Fund: 04400

OP Unit: CO code

Impl. Agent: 001981 (UNDP)

Donor: 00012

(b) The fund code (04xxx) for core resource allocations from regional and global windows will be provided by the issuing office.

Note 2: Non-core resource contributions to the engagement facility are cash controlled. The recording of income is done as follows:

(a) For transfers of unutilized cost-sharing balances, the following applies:

Offices are to ensure that corresponding cost-sharing projects are financially closed, and there are no outstanding financial obligations or commitments;
Offices are to secure the concurrence of all relevant donors to redeploy these funds to the engagement facility;
The transfers are done with a general ledger journal entry based on the following entries:

Line	Account	Fund	Project	Oper.	Dept.	Amount	Comment
1	51035	As per cost-sharing project fund	Cost-sharing project	CO	CO	Specify	DEBIT to cost-sharing project(s) to transfer funds to engagement facility
2	51035	As per the funding source	EF project	CO	CO	Specify	CREDIT to engagement facility project from cost-sharing project(s)

(b): When the country office mobilizes government or third-party cost sharing contributions for the engagement facility, upon receipt of the contribution, offices are to apply the contribution to the Engagement Facility through the Document Management System (DMS).

Note 3: UNDP's cost recovery policy on management of non-core resources and general management support charges apply to government and third-party contributions, and transfers from the 11888 account.

Note 4: The facility can receive funds from a variety of core and non-core resources noted above. Once income is recorded in the engagement facility, however, it cannot be considered fungible, and thus is not eligible for transfer for other purposes.

5.0

Step

Report results achieved in the Results-Oriented Analysis Report and annual reviews of the country programme.

Responsible Party

Template/Guideline

RBM guidance on Reporting

Explanatory Notes

Consider using the RBM Guidance to assist with report design, writing and template.

6.0

Step

Close the Engagement Facility when it is no longer needed.

Responsible Party

UNDP Programme Officer

Template/Guideline

Explanatory Notes

The Engagement Facility should be closed in Quantum when it is no longer needed. At least once during the programme period, all Engagement Facilities should be reviewed to see if closure is needed. See Close and Transition.

Subscribe to

Policy Areas

Close and Transition (Projects)

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

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

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

Project Petty Cash Fund (PPCF) Procedure

Step

Responsible Party

Template/Guideline

Explanatory Notes

Termination of appointment in the interest of the good administration of the Organization without consent of the staff member (Staff with continuing appointments)

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

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Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Supplemental Recruitment Guidance

Step

Responsible Party

Template/Guideline

Explanatory Notes

Annual Performance Review

Step

Responsible Party