Manage Change

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Index
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Policy Areas

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
Security

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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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Manage Change

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Latest updates

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.

December 01, 2022 - Step 3 of the Project Revisions procedures have been updated with the UNSDG-endorsed Guidance on the New Generation of Joint Programmes. The guidance defines joint programmes within the UN development system reform context and articulates governance and management arrangements at the country level. The guidance note is linked in Step 3.0 under explanatory notes.

June 17, 2022 -

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.

December 01, 2022 - Step 3 of the Project Revisions procedures have been updated with the UNSDG-endorsed Guidance on the New Generation of Joint Programmes. The guidance defines joint programmes within the UN development system reform context and articulates governance and management arrangements at the country level. The guidance note is linked in Step 3.0 under explanatory notes.

June 17, 2022 - The policy has been updated to add a new section on “Making changes to the evaluation plan” (paragraphs 26-30). This section provides the process of making any adjustments to the plan including date changes, deletions and additions that need to be clearly supported with a detailed rationale validated and approved by the regional evaluation focal point as per UNDP Evaluation Guidelines.

January 13, 2022 - New Standard Operating Procedures for the development of UNDP management actions for Vertical Fund projects escalated for action to the Executive Coordinator – Environmental Finance have been uploaded. The purpose of this SOP is to outline roles and responsibilities in UNDP to develop management actions for a Vertical Fund (VF) project (i.e., projects financed by the GEF, GCF or AF) that has been escalated to the Executive Coordinator – Environmental Finance for action. These management actions will be agreed with the Deputy Director of Regional Bureau and the Resident Representative (for NIM executed projects) and will be carefully documented using a standard Management Action Plan template. Note that management actions can occur in parallel to independent action undertaken by the Office of Audit and Investigation (OAI). This SOP applies to VF projects only to ensure compliance with the relevant VF policies and reporting requirements.

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.

December 03, 2019 - Updates were made across the programme and project management chapter of the POPP to reflect the shift from the UNDAF to the UN Cooperation Framework. Updates were also made under programme appraisal to reflect the shift from the HQ PAC, which quality assured completed CPDs at the end of programme design, to the IPAC, which assesses the programme’s theory of change closer to the start of the process as a learning function.The Manage Change policy and procedures are now available in French. To access the content, click on the French language tab.

March 20, 2019 - The Manage Change 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 providing oversight of a development programme. They are usable on- and offline as a checklist and roadmap to help you manage tasks efficiently and securely.

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

Visual Guide: Provide Oversight for Programmes

PDF (1.3 MB)

View Download

Visual Guide: Manage Change for Development Projects

PDF (748.98 KB)

View Download

Relevant Regulations and Rules

Staff regulations and staff rules, including provisional staff rules, of the United Nations

Policies

Main Policy

Manage Change

DOCX (87.49 KB)

View Download

Procedures

Main Procedures

1.0

Steps

The proposed changes are tracked in the programme documentation in consultation with the programme board and appraised with key stakeholders.

Responsible Party

Programme Manager/Resident Representative

Template/Guideline

Explanatory Notes

Required supporting documentation:
- Copy of minutes of programme board, agreeing to the changes.
- Revised programme documentation, with changes tracked.

2.0

Steps

Details of the programme amendments are submitted to the Bureau Director.

Responsible Party

Programme Manager/Resident Representative

Template/Guideline

Explanatory Notes

3.0

Steps

The Bureau Director, in consultation with the Executive Board Secretariat and the BPPS Effectiveness, reviews the quality of proposed changes and advises on suitable action.

Responsible Party

Bureau Director, Headquarters programme appraisal committee secretariat

Template/Guideline

Explanatory Notes

4.0

Steps

Programme revisions that do not require Executive Board approval are approved following incorporation of feedback and endorsement by the programme board.

Responsible Party

Programme Manager/Resident Representative

Template/Guideline

Explanatory Notes

4.0 ALT

Steps

Programme revisions requiring Executive Board approval are submitted to the Executive Board Secretariat by the relevant bureau through the Effectiveness Group in BPPS.

Responsible Party

Bureau Director,

Executive Board Secretariat,

BPPS Effectiveness Group

Template/Guideline

Clearance form

Download

Explanatory Notes

Required supporting documentation:

-Signed clearance form with reason for revision

-Copy of minutes of programme board, agreeing to the changes

-Revised programme documentation, with changes tracked

1.0

Steps

For programme extension requests, submit required documentation to the BPPS Effectiveness Group (through the Regional Bureau, for country programmes) for clearance.

Responsible Party

Programme Manager/Resident Representative

Template/Guideline

RMT

Download

CPD Extension Clearence form

Download

Explanatory Notes

Required supporting documentation:

-Signed clearance form with reason for extension

-Letter from the government requesting/agreeing with the extension of the Cooperation Framework or equivalent

-Signed agreement from UN country team confirming harmonized approach to the extension

-RMT cleared by the Bureau for Management Services/Office of Financial Management covering complete programme period.

2.0

Steps

Submit request for extension to Executive Board for approval.

Responsible Party

BPPS Effectiveness Group,

Executive Board Secretariat

Template/Guideline

Explanatory Notes

This is included in the note of the administrator to the Executive Board.

1.0

Steps

The Regional Bureau, in collaboration with the country office, prepares a note that the Administrator submits to the Executive Board giving reasons for requesting suspension of the programme, and proposes management arrangements for continued assistance to the country.

Responsible Party

Regional Bureau Director

Template/Guideline

Explanatory Notes

The note should also explain the implications for harmonized programme periods, and the related consultations that have taken place within the UN country team (including, for example, a programme criticality assessment). In the note, the Administrator may seek authority from the Executive Board to approve assistance on a project-by-project basis until the situation permits a return to normal operations.

Programme suspension note forthcoming.

2.0

Steps

The Regional Bureau presents the note to the Associate Administrator through the BPPS Effectiveness Group for review and clearance for submission to the Executive Board for approval.

Responsible Party

Regional Bureau Director

Template/Guideline

Explanatory Notes

1.0

Steps

Revisions are captured in a revised multi-year workplan or project document.

Responsible Party

Project Manager

Template/Guideline

Guidance and Procedures for GEF Project Revisions During Project Implementation (1681)

Download

Explanatory Notes

2.0

Steps

A revised project document must be quality assured and the risk register updated, including an updated SESP.

Responsible Party

UNDP Programme Officer

Template/Guideline

Corporate Planning System

Project QA - Design and Appraisal

Explanatory Notes

See Quality Standards for Programming.

See Social and Environmental Standards.

See Social and Environmental Screening Procedure.

3.0

Steps

Revisions that entail a substantive change to the project’s approach or are above the agreed level of tolerance are reviewed and agreed by the project board and donor, UN pooled fund steering committee or vertical funds as relevant.

Responsible Party

Project board

Template/Guideline

Guidance and procedures for GEF project revisions during project implementation

Download

Explanatory Notes

UNSDG Standard Memorandum of Understanding for Multi-Donor Trust Funds, One Funds and UNSDG | Guidance Note on a New Generation of Joint Programmes.

Find other UNSDG MOUs at UNSDG Standard Legal Documents.

For GEF Projects, see guidance and procedures on the internal and external approvals required when making project revisions during project implementation. For GCF Projects, please see the GCF policy on restructuring and cancellation.

3.0 ALT

Steps

Project extensions for GEF and GCF projects

Responsible Party

Programme Manager,

Resident Representative

Template/Guideline

Explanatory Notes

Project Extension Guidance for GEF Projects

Project Extension Guidance for GCF Projects

For GEF financed projects, the RACI (Roles, Accountability, Consult and Inform) matrix is helpful guidance in defining the roles and accountability of project oversight.

4.0