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1.0
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Steps
Prepare final project review report.
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Responsible Party
Project Manager
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Template/Guideline
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Explanatory Notes
Final project review report template forthcoming. The report should be generated directly from the corporate planning system.
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2.0
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Steps
If required, commission final project evaluation, prepare a management response, and share findings and recommendations for learning.
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Responsible Party
Programme Manager/Resident Representative
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Template/Guideline
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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.
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3.0
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Steps
Conduct a final project review, including the final report, project closure quality assessment and project closure budget.
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Responsible Party
Project board
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Template/Guideline
Project status is changed from Ongoing (O) to (C) = Operationally closed
Project QA - Closure (Quantum+)
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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+)
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4.0
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Steps
Transfer or dispose of project assets and files.
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Responsible Party
Project manager (approved by programme manager)
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Template/Guideline
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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.
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4.1 ALT
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Steps
Transfer by donation project assets to another UNDP project.
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Responsible Party
Project manager (approved by programme manager)
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Template/Guideline
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Explanatory Notes
Guidance on donations from third parties
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5.0
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Steps
Prepare and submit final financial report to UNDP.
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Responsible Party
Project Manager
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Template/Guideline
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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.
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6.0
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Steps
Complete project closure activities.
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Responsible Party
UNDP Programme Officer
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Template/Guideline
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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.
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6.1
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Steps
Special donor requirements for refunds.
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Responsible Party
Project Manager
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Template/Guideline
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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.
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6.2
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Steps
Manage exceptions (i.e., outstanding advances under national implementation, signing a Combined Delivery Report, etc.
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Responsible Party
UNDP Programme Officer
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Template/Guideline
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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).
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7.0
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Steps
Review and sign final Combined Delivery Report.
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Responsible Party
Programme manager/Resident Representative,Implementing partner
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Template/Guideline
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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.
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8.0
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Steps
Close the project.
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Responsible Party
Programme Manager/Resident Representative
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Template/Guideline
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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
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9.0
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Steps
Oversee project closure.
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Responsible Party
Regional Bureau (programme QA Approver)
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Template/Guideline
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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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English
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