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Information and Communications Technology

Security

Security Clearance

Effective Date

Oct 10, 2024

Summary of Changes

The policy has been updated to incorporate language adjustments for clarity and in alignment with existing UNSMS policies and the following updates to the ‘Other travel related information’ section:

  • The ceilings on the maximum number of passengers per commercial flight have been adjusted and Bureau Directors have been added to the line of approval in alignment with the UNDP’s Framework of Accountability for Security policy. 
  • Approval from the BMS Director will be required for more than 30 personnel on the same commercial flight. 

Pipeline Management

Effective Date

Oct 02, 2024

Summary of Changes

The policy has been updated to incorporate references to portfolio in alignment with the Portfolio Policy as a new delivery instrument.

Formulate Programmes and Projects

Effective Date

Oct 01, 2024

Summary of Changes

The policy has been updated to introduce the Portfolio Policy as a new delivery instrument. A new Formulate Portfolios procedure is published in the policy page which includes the steps necessary to design and initiate portfolios. The previous portfolio model (aggregation of projects) is now retired from the policy.

UN Agency Services

Effective Date

Sep 30, 2024

Summary of Changes

The UNDP Service Level Agreement (SLA) template has been updated as follows:  

  • Paragraph 3 has been expanded to state that services provided under the SLA do not include the conducting of investigations related to the contractors, personnel or staff under a UNDP Letter of Agreement (LoA) with services limited to the Client related to or arising from any of the services provided.  The paragraph further indicates that if the client requests incidental legal and or investigations services, and UNDP agrees to provide them, these services will be subject to full cost recovery plus reimbursement of all actual costs and expenses incurred by UNDP, without the need for a separate agreement.
  • Paragraph 4 has been expanded to specify: 1) Appendix I to the SLA template shall apply to Partner Personnel Services Agreement (PPSA) services only; 2) In the event of a conflict between any term of Appendix I and the main body of the SLA, Appendix I shall prevail with respect to such PPSA services only.  
  • Paragraph 5 has been updated to clarify that a request or requests for PPSA services shall be processed in accordance with Appendix I.
  • Paragraph 6 has noted options for the calculation of direct cost recovery: UPL/LPL, GSSC Cost Recovery List, or the cost recovery rates for PPSA services as indicated in Appendix I.

Formulate Portfolios

1.0
Step

Design a portfolio.
Responsible Party

UNDP Portfolio Manager

Template/Guideline

Portfolio Primer

Portfolio Document Template

Portfolio Document Guidance

Portfolio Policy

Explanatory Notes

Follow the Portfolio Design Protocol, perform a system analysis of interrelated challenges, identify potential gaps in the programme’s theory of change that are not already being addressed, and formulate the portfolio theory of change.

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.)

The portfolio summary and its theory of change may be helpful to socialize the portfolio and obtain early support from partners. 

If an implementing partner can be selected prior to developing the portfolio document, please see Select Implementing Partners

Otherwise, select an implementing partner at the appropriate time. Please refer to the Portfolio Document Guidance

The draft Portfolio Document must be quality assured (see Appraise and Approve) and a SESP must be performed before sign-off from the LPAC.

2.0
Step

Develop a portfolio document that adheres to UNDP quality standards and partner requirements.
Responsible Party

UNDP Portfolio Manager

Template/Guideline

Portfolio Document Template

Portfolio Document Guidance

Portfolio Board Terms of Reference

Evaluation Plan (in the Portfolio Document Template)

Portfolio Policy

Explanatory Notes

The portfolio document must attach:

  1. Multiyear workplans.
  2. The approved portfolio QA report
  3. The approved Social and Environmental Screening Procedure.
  4. PCAT (and HACT) assessments.
  5. Risk register.
  6. Terms of reference for the Portfolio Board, the PSRC, and key management positions.
  7. On-granting provisions applicable to Implementing Partners.
  8. The full theory of change supporting the portfolio.

For further guidance, see: 
Portfolio Policy

Portfolio Primer

3.0
Step

Prepare fully costed budgets to ensure that all anticipated programmatic and operational costs, including development effectiveness and implementation support arrangements are identified.
Responsible Party

UNDP Portfolio Manager

Template/Guideline

A detailed list of components to be budgeted is available here

Evaluation Budget Calculation

Explanatory Notes

The requirements for developing a budget are outlined in Prepare Fully Costed Budgets
 
For the portfolio budget template use the Portfolio Multiyear Workplan (as by the Portfolio Document).

4.0
Step

Identify potential risks and conduct iterative assessment and treatments.
Responsible Party

UNDP Portfolio Officer

Template/Guideline

Guidance Note : UNDP Social and Environmental Standards (SES)

Social and Environmental Screening Procedure (Quantum+)

UNDP Online Social and Environmental Screening Procedure User Guide

Portfolio and Project Risk Register Template

Explanatory Notes

The initial Portfolio Risk Register and the Social and Environmental Screening Procedure (SESP) are submitted to the appraisal committee as annexes to the Portfolio Document.

Risks will be iteratively identified and managed throughout implementation.

Enterprise Risk Management Policy

Managing Risks Across UNDP Programming and Operations: Guidance Note 

General Considerations of Contracting

Effective Date

Sep 27, 2024

Summary of Changes

The Contract Face sheet for Contracts for Goods and/or Services has been revised to include additional instructions on the ‘Effective Date’, removal of Bank Account details from the Face sheet and some minor edits. The Contract Face Sheet (for Goods and/or Services) is also available in French and in Spanish,

Security Policy

Effective Date

Sep 27, 2024

Summary of Changes

The UNMSM Operational Guidelines have been updated to incorporate clarifications and reflect process transition to UNall without changing the document’s substance. The updates include the following:

  • Request offices to regularly update the Security Office regional teams on the progress of implementation of UNMSM measures to ensure that these are implemented on time and to the required standards/specifications, and to inform of any potential delays affecting the implementation as soon as such circumstances occur.
  • Replace references to the old ERP with the new one (Atlas to Quantum).
  • List the location-specific factors that security practitioners should consider when approving funding requests.
  • Reflect the change in platform for the application and utilization of UNMSM resources (from the old SharePoint to UNall).
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