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Programme and Project Management
Crisis Response
- Standard Operating Procedure for Crisis Response and Recovery
  - Standard Operating Procedure for Crisis Response and Recovery
- Financial Resources for Response
  - Allocation of TRAC 3 Resources for Crisis Engagements
Financial Resources Management
Human Resources Management
Procurement
Partnerships
Administrative Services
Accountability
Information and Communications Technology
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Programme and Project Management
Crisis Response
Financial Resources Management
Human Resources Management
Procurement
Partnerships
Administrative Services
Accountability
Information and Communications Technology
Security

Programme and Project Management

Programming Standards
Design
Implement
Close
- Close and Transition

Crisis Response

Standard Operating Procedure for Crisis Response and Recovery
- Standard Operating Procedure for Crisis Response and Recovery
Financial Resources for Response
- Allocation of TRAC 3 Resources for Crisis Engagements

Financial Resources Management

Inventory Management
- Inventory Management
Cash Banking and Investment
Financial Closure of Development Projects and Trust Funds
Financial Management and Implementation Modalities
Financial Operations Management
- Corporate Operations and Information Management
- Statutory Financial Reporting
Pipeline and Revenue Management
Expense Management
Resource Planning and Cost Recovery
Working with External Auditors
- Working with External Auditors

Human Resources Management

Duties, Obligations and Privileges
- Standards of Conduct
  - UNDP Legal Framework for Addressing Non-Compliance with UN Standards of Conduct
- Harassment, Sexual Harassment, Discrimination, and Abuse of Authority
  - Harassment, Sexual Harassment, Discrimination, and Abuse of Authority
Classification of Posts
- Job Evaluation
Salaries and Related Allowances
Appointment and Promotion
Annual and Special Leave
Social Security
Travel and Removal Expenses
- Entitlement Travel
- Relocation Shipment
  - Relocation Shipment
Separation from Services
- Entitlements upon Separation
- Types of Separation
Disciplinary Measures and Appeals
- UNDP Legal Framework for Addressing Non-Compliance with UN Standards of Conduct
Non-Staff
Workforce Management
- Organizational Unit Restructuring
  - Organizational Unit Restructuring
- Performance Management
  - Performance Management and Development
  - Probation upon Appointment

Procurement

Procurement Overview
Procurement Strategy and Planning
- Procurement Forecasting and Delivery
- Transactional Procurement Strategies and Procurement Planning
Requisition
- Requisition and Procurement of Goods, Civil Works and Services
Sourcing of Suppliers
- Sourcing and Market Research
- Vendor Sanctions
Procurement Methods
- Procurement Methods
Innovation, CSO engagement
Solicitation Process
Evaluation of Offers and Pre-award Negotiations
- Evaluation of Offers
- Pre-Award Negotiations
Procurement Review Committees
- Procurement Oversight and Procurement Review Committees
Award and Management of Contract
Construction Works
- Construction Works
Individual Contract
- Individual Contract
Long Term Agreements (LTAs) and Cooperation with UN Entities
- Long Term Agreements (LTAs) and Cooperation with UN Entities

Partnerships

Managing Partnerships
- Managing Partnerships
Private Sector
- Policy on Due Diligence and Partnerships with the Private Sector
- Private Sector Partnerships
Foundations
- Foundations

Administrative Services

Asset Management - Property, Plant and Equipment
Asset Management (Intangible Assets)
- Intangible Assets
Vehicle Management
- Vehicle Management
Lease Management (Premises and Equipment)
Management of Local Presences
- Establishing UNDP-supported presence outside a country office
- Closing a Local Presence
Duty Travel
Corporate Purchasing Card
- Corporate Purchasing Card

Accountability

Accountability System Policy
- Accountability System Policy
Information Disclosure
- Information Disclosure
Internal Control Framework (ICF)
- Internal Control Framework
- Anti-Fraud Policy
Risk Management
- Enterprise Risk Management
- Anti-Money Laundering and Countering the Financing of Terrorism Policy
Business Continuity Management
- Business Continuity Management
Delegation of Authorities
- Delegation of Authorities
- Participation and Role of UNDP Delegates at Major International Conferences and Events
Ethics
Evaluation
- Evaluation Policy
Managing Prescriptive Content
- Managing Prescriptive Content

Information and Communications Technology

ICT Security
ICT Oversight
- Change Control and Release Management Standards
Enterprise Solutions
Global Services
- UNDP ICT Standards

Security

Framework of Accountability for Security
- Framework of Accountability for Security
Security Policy
- Security Policy
Commercial Air Travel Safety
- Commercial Air Travel Safety Guidelines

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Programme and Project Management
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Close and Transition

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Latest updates

May 30, 2023 -

Following the launch of the new platform for the Social and Environmental Standards Procedures (SESP) and the Project Quality Assurance in Quantum+ (under Risk Tools) the Close and Transition (Projects) Procedures have been updated, as follows: Step 3.0 Conduct a final project review, including the final report, project closure quality assessment and project closure budget - The new Project QA Closure (Quantum +) link and the Project QA - Closure User Guide (Quantum+)

May 30, 2023 -

Following the launch of the new platform for the Social and Environmental Standards Procedures (SESP) and the Project Quality Assurance in Quantum+ (under Risk Tools) the Close and Transition (Projects) Procedures have been updated, as follows: Step 3.0 Conduct a final project review, including the final report, project closure quality assessment and project closure budget - The new Project QA Closure (Quantum +) link and the Project QA - Closure User Guide (Quantum+) have been added.

January 26, 2023 -

The policy and procedures have been updated to reflect UNDP's transition to its new cloud-based management platform Quantum in January 2023, replacing its previous ATLAS system.

June 17, 2022 -

The policy has been updated to align with the UNDP Evaluation Guidelines’ mandatory criteria for the terminal or final evaluation of projects or programmes. Expected mandatory criteria and thresholds were added to the section.

January 29, 2021 -

The management actions to the OAI GEF Audit that have been completed to date have been uploaded to the POPP. This includes the RACI, the Delegation of Authority Letter and Guidance on GEF Project Revisions.

January 15, 2021 -

The RACI (Roles/Accountability/Consult/Inform) matrix is now available to clarify the roles and accountabilities for the GEF project cycle from origination to project financial closure, including oversight. This is only applicable for GEF-funded projects. It is linked in step 2.0 of the Close and Transition Projects procedures.

December 03, 2019 -

The Close and Transition policy and procedures are now available in French. To access the content, click on the French language tab.

March 20, 2019 -

The Close and Transition policy and procedures are now available in Spanish. To access the content, click on the Spanish language tab.

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Visual Guides

These single-page guides offer overviews of all key roles, documents and guidance for closure and transition of a development programme. They are usable on- and offline as a checklist and roadmap to help manage tasks efficiently and securely.

These single-page guides offer overviews of all key roles, documents and guidance for closure and transition of a development project. They are usable on- and offline as a checklist and roadmap to help you manage tasks efficiently and securely.

Visual Guide: Closure and Transition of a Development Programme

PDF (1.15 MB)

View Download

Visual Guide: Close and Transition of a Development Project

PDF (785.77 KB)

View Download

Relevant Regulations and Rules

UNDP Financial Regulations and Rules

Policies

Main Policy

Close and Transition

DOCX (70.24 KB)

View Download

Related Policies

Internal Control Framework

Procedures

Main Procedures

1.0

Step

Complete Independent Country Programme Evaluation (ICPE).

Responsible Party

Independent Evaluation Office Director

Template/Guideline

Explanatory Notes

The ICPE must be considered in the development of the new programme and submitted to the Executive Board along with the new CPD for approval.

ALT

Step

If no independent country programme evaluation is completed, prepare a Country Programme Performance Summary.

Responsible Party

Template/Guideline

Country programme performance summary

Download

Explanatory Notes

The country programme performance summary is submitted to the Executive Board in lieu of an independent country programme evaluation.

ALT

Step

For regional programmes, complete an independent evaluation.

Responsible Party

Independent Evaluation Office Director

Template/Guideline

Explanatory Notes

1.0

Step

Prepare final project review report.

Responsible Party

Project Manager

Template/Guideline

Explanatory Notes

Final project review report template forthcoming.

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

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

Download

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

Download

Asset Transfer Form (HQ)

Download

Asset Transfer Form (CO)

Download

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

Download

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

Download

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

Download

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

Download

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

Download

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

Download

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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Development Programme

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