Planning and Paying for Delivery Enabling Services to Projects | United Nations Development Programme

1.0	Step Identify and estimate costs in all anticipated programmatic and operational support from UNDP country offices and HQ cost. Include all support services and DE in development project proposals.	Responsible Party Country Office Project Manager(s)	Template/Guideline Project Document Template Guidelines for Project Budgeting and Costing Funding from the European Union Project Costing and UNDP Support Services GEF Financed Projects Guidance Note on Planning and Costing Global Fund (GF) Projects	Explanatory Notes All project inputs, including those provided by UNDP staff, should be fully budgeted and included in the multi-year work plan. 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: European Union (EU) GEF funded Global Fund (GF)
2.0	Step Assess and budget annually, support services required from UNDP HQ and country offices in each development project.	Responsible Party Country Office Project Manager(s)	Template/Guideline Guidelines on UNDP Country Office Workload Survey Guidelines on UNDP Country Office Workload Survey - French Guidelines on UNDP Country Office Workload Survey - Spanish UPL or LPL Annual Position Proforma Workload Study Template	Explanatory Notes Apply workload study results to estimate and validate the cost of support and DE services from UNDP CO and HQ to projects.
3.0	Step Determine appropriate methodology to finance all support and DE services from development projects.	Responsible Party	Template/Guideline Guidance note for Atlas position type - Guidance for Quantum will be available soon- User guide on DES (DPC) account codes User Guide for DES (DPC) Entries in Quantum DPC webinars corporate communications and FAQs Annex 1: Managing a Delivery Enabling Services Project for Pre-Positioning Capabilities Until Information on Projects to be Charged Becomes Available	Explanatory Notes Delivery Enabling Service Cost, formerly known as “Direct project costs" (services) can be charged via multi-COA positions (payroll) -preferred method, UPL/LPL billing, zero-dollar Invoices (in Quantum Payables module) and quarterly reversals from a delivery enabling services project (refer to pre-positioning capacity needs as per Annex 1 of this policy).
3.1	Step Pre-financing: When the development project COA is not available, the units can establish a delivery enabling service project (pre-financing) until information projects to be charged becomes available.	Responsible Party	Template/Guideline UN DPC Prefinancing Exception Report	Explanatory Notes The UN DPC Prefinancing Report is available for monitoring the budget utilization of prefinancing in Quantum. UN DPC Prefinancing Exception Report. HQ and COs pre-financing project can be set up with Quantum fund 11309. Provide a pre-financing either from XB ASL or a fund transfer from country co-financing cost-sharing fund (11888). Enter the annual budget in Quantum for a pre-financing. On a monthly or quarterly basis, review actual costs incurred in a pre-financing project and distribute the costs to development projects viaa zero-dollar Invoice in Quantum Payables module.
3.2	Step Pre-financing: At year-end, attribute all expenses from a pre-financing project to development projects to ensure a NIL expense in a pre-financing project. If expenses cannot be transferred to development projects due to change in workload, reverse such expenses to the office institutional budget.	Responsible Party	Template/Guideline	Explanatory Notes Year-end guidelines may require a certification on DPC account and balances in pre-financing fund (11309) by each office. Review DPC exceptions reports and clear incorrect use of DPC accounts. Any expenses remaining in pre-financing project at year-end should be reviewed and documented by the office management.
4.0	Step Provide services to projects.	Responsible Party HQ and Country Offices	Template/Guideline	Explanatory Notes
5.0	Step Review regularly actual delivery of support services vis-à-vis actual costs incurred: Revise project budgets if necessary.	Responsible Party Country Office Project Manager(s)	Template/Guideline DPC implementation report is available on a quarterly basis. DPC Implementation Report	Explanatory Notes Revise position COA distribution and speed charts to reflect services required for projects; distribute expenses via a zero dollar Invoice in Quantum Payables module based on workload and UPL/LPL.