| United Nations Development Programme

1.0

Step

Review multi-year workplan for annual planning.

Responsible Party

Project Manager

Template/Guideline

Multi-Year Work Plan

RBM guidance on Annual Planning

Explanatory Notes

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

2.0

Step

Prepare procurement and HR plans

Responsible Party

Project Manager

Template/Guideline

Quantum

Explanatory Notes

Procurement plans are required for “standard or complex business needs”, the Head of BU has to approve all procurement plans by monitoring requisite report in Quantum. All procurement plans (Project and Operations) are established at the activity level in projects in Quantum. Consolidated plans can be viewed and analyzed in Quantum by running the applicable reports.

1.0

Step

Formulate annual business plan.

Responsible Party

Executive Office

Template/Guideline

RBM guidance on Annual Planning

Explanatory Notes

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

2.0

Step

Formulate unit workplan.

Responsible Party

Head of BU

Template/Guideline

Explanatory Notes

Integrated Workplan Guidance provided annually.

1.0

Step

Select responsible party for PBP.

Responsible Party

Project developer,Project manager

Template/Guideline

Explanatory Notes

Regular policies apply for selection of responsible parties.

2.0

Step

If over $300,000, select independent assessor of international repute, agreed by all parties.

Responsible Party

Project developer,Project manager

Template/Guideline

General Terms and Conditions for Contracts (for Goods and/or Services)

Individual Contract Template

Explanatory Notes

Not applicable for low-value payments; see Guidance on Selecting Evaluators: Individuals versus Firms.

UNDP Evaluation Guideline

2.1 OPT

Step

Initiation plan or advance authorization (if necessary).

Responsible Party

Template/Guideline

Explanatory Notes

May be necessary if the assessor is contracted before project approval.

3.0

Step

Assess capacities and perform due diligence.

Responsible Party

Project Developer, Project Manager

Template/Guideline

Explanatory Notes

4.0

Step

Appraisal of PBP agreement in the local project appraisal committee or project board.

Responsible Party

Project developer,Project manager

Template/Guideline

Explanatory Notes

Validation of the theory of change, result formulation, payment-linked indicators and validation method by the independent assessor and the draft agreement must be included in the submission to the project appraisal committee or project board.

5.0

Step

Signature of agreement.

Responsible Party

Template/Guideline

PBP agreement template

Low value PBP agreement

Explanatory Notes

1.0

Step

Apply criteria to determine the appropriate implementing partner.

Responsible Party

Project Developer and/or Portfolio Developer

Template/Guideline

Explanatory Notes

Apply the criteria for selecting an implementing partner.

2.0

Step

Screen the selected implementing partner and complete any required capacity assessments instructed by the PCAT.

Responsible Party

Project Developer and/or Portfolio Developer

Template/Guideline

The PCAT tool is a macro excel file which contains macros. To complete the download of the PCAT, please follow the quick guide under the explanatory notes.

Partner Capacity Assessment Tool (PCAT)

Quick guide to downloading the Partner Capacity Assess Tool (1851)

Explanatory Notes

Partners’ capacities are assessed through the Partner Capacity Assessment Tool, which assesses the partner management and other capacities. The PCAT is completed for any implementing partner other than UN agencies. (Quick Guide to Downloading the PCAT).

Financial capacities are assessed through the HACT micro-assessment if more than $150,000 is expected to be transferred in one year.

3.0

Step

Complete relevant sections of the project document and/or portfolio document once the implementing partner has been selected, including building in capacity development support to national partners as needed.

Responsible Party

Project Developer and/or Portfolio Developer

Template/Guideline

Explanatory Notes

1.0	Step Designate a UNDP staff member to manage the development services (account manager).	Responsible Party	Template/Guideline Selecting the delivery instrument	Explanatory Notes Selecting the best delivery instrument for the initiative.
2.0	Step Prepare a development services agreement, including two annexes (multi-year work plan, schedule of payments) and assess risks.	Responsible Party Development services account manager	Template/Guideline Development Services Agreement Operational Handbook for OCHA CBPFs	Explanatory Notes Assessing risks includes the SESP, where applicable. See policy on Social and Environmental Standards.
3.0	Step Approve the agreement.	Responsible Party	Template/Guideline	Explanatory Notes
4.0	Step Establish a project ID in Quantum, and select development services as the project type.	Responsible Party Development services account manager	Template/Guideline Quantum Project Creation Process Overview	Explanatory Notes Note: Resources mobilized from partners should be credited using the Fund Code 32050. These are cash-controlled and cannot be transferred for other purposes.
5.0	Step Report results achieved in the Results-Oriented Analysis Report and in 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	Step Once development services have been delivered, prepare the final report and set status to closed in Quantum.	Responsible Party Development services account manager	Template/Guideline	Explanatory Notes

1.0	Step Prepare a project proposal and a multi-year workplan, and identify financial resources (including in-kind) for activities in Quantum.	Responsible Party	Template/Guideline Multi-year Workplan Template Multi-country Project Document Template Project Board ToR Project Board FAQ Considerations for South-South Cooperation Design, Implementation and Documentation	Explanatory Notes Quantum project type should be 'SSC/multi-country'. Outputs designated to be delivered by different countries can share the same output name and be part of the same output in the IRRF. Each of these outputs, along with the specific activities and resources that each country/implementing partner is responsible for, should be set up under projects in the respective participating countries, along with separate multi-year workplans to ensure accountability.
2.0	Step Link the projects in Quantum.	Responsible Party Programme officer (in the coordinating office)	Template/Guideline	Explanatory Notes All projects that fall under the same South-South/multi-country project document will need to be linked in Quantum to enable consolidated monitoring and reporting.
3.0	Step Appraise the multi-country/South-South project in each participating office.	Responsible Party	Template/Guideline Local project appraisal committee (LPAC) TOR	Explanatory Notes For more information on the evaluation of Multi-country or South-South cooperation projects, see UNDP Evaluation Guidelines.
3.1	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 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-country project document.	Responsible Party Coordinating office will conduct a virtual joint project appraisal committee for the participating country offices	Template/Guideline	Explanatory Notes Project cover page with signatories. Coordinating office will conduct a virtual joint project appraisal committee for the participating country offices.
5.0	Step Identify and estimate the non-core resources that need to be mobilized; formulate the cost-sharing multi-country or South-South cooperation or agreement.	Responsible Party Coordinating Office & Participating Offices	Template/Guideline South-South Cooperation Agreement Guidance on SS&TrC and Multi-country Project Funding Sources	Explanatory Notes
6.0	Step Negotiate with donors on resources and payment schedules.	Responsible Party	Template/Guideline	Explanatory Notes
7.0	Step Establish accounts receivable; apply contributions.	Responsible Party	Template/Guideline Guidance on Multi-country Project Cash and In-Kind Contributions	Explanatory Notes
8.0	Step Update and revise the output project budgets if necessary.	Responsible Party	Template/Guideline	Explanatory Notes
9.0	Step Report project outcomes and deliverables to contributing partners.	Responsible Party UNDP Programme Officer	Template/Guideline	Explanatory Notes Executive Snapshot and Quantum reports shall be used to monitor and report South-South and triangular cooperation projects.
10.0	Step Submit financial reports, disaggregated by country, to contributing partners.	Responsible Party The coordinating office & BMS/OFRM	Template/Guideline POPP Guideline: Donor Reporting Guideline and Template	Explanatory Notes This is done by the coordinating office and Bureau for Management Services/Office of Financial Management. The standard donor report template may be changed as needed in accordance with donor needs. **Remaining procedures are similar to normal development projects; however, reporting, evaluation and management arrangements should be conducted jointly under the coordinating office.

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.

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

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 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.

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

GEF Project Preparation Grant (PPG) Initiation Plan Template

Initiation plan template

Explanatory Notes

The GEF PPG Initiation Plan Template contains:

A guidance page
A standard cover page
A description of the activities/key deliverables and how they will be managed
A standard budget in the form of a workplan
Annexes.

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

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

UNSDG Guidance Note on designing, managing and closing MDTFs

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

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

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.

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Policy Areas

Annual Planning (Projects)

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Annual Planning (Programmes)

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Performance Based Payments

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

Select Implementing Partner

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Development Services

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