3rd Round Monitoring and Reporting Guidelines     [français]

Below, you will find the 3rd round project monitoring and reporting guidelines for the UN Democracy Fund.

UNDEF Monitoring and Reporting Guidelines 3rd Round.

 

3rd Round Reporting Timetable

These reporting requirements apply for projects under the following management arrangements:

  • CSO-Implemented projects without Executing Agency (CSOP) (TABLE 1)
  • CSO-Implemented projects with Executing Agency (CSOP + EA) (TABLE 2)

Detailed information on these requirements can be found in UNDEF Monitoring and Reporting Guidelines 3rd Round


Where applicable, templates for the reports mentioned below are available under the 3rd Round Reporting Template section of the UNDEF website or simply by clicking on the name of the report below.

All reports should be sent to UNDEF project officer, with a copy to democracyfund@un.org. In addition, all UN-executed financial reports should also be copied to trustfund@un.org indicating the type of report and the project number in the heading.


 

Report Title

Prepared By

Submitted By/To

Deadline

Milestone Financial Utilization Report (FUR)

CSO and certified by an external Accountant/Auditor

By CSO to UNDEF

Completion of each Milestone (#2 and #3)

Mid-Term Progress Report

CSO

By CSO to UNDEF

13 months after PSD (1)

Final Narrative Report

CSO

By CSO to UNDEF

1 month after project end or 25 months after PSD (1)

Milestone Verification Mission Report

UNDEF monitor

By UNDEF monitor to UNDEF

2 months prior to milestone activity

Final Financial Utilization Report (FFUR) template

CSO and certified by an external Accountant/Auditor

By CSO to UNDEF

3 months after project end or 27 months after PSD (1)

Evaluation Report

UNDEF in consultation with CSO

By Evaluator to UNDEF

After submission of Final Narrative Report

 

 

 

Extension Status Report
(if applicable)

CSO

By CSO to UNDEF

For extensions of 4 months or longer 1/2 way through extension period.

(1)The Project Start Date (PSD) is set by UNDEF according to the date of disbursement of 1st tranche of funds to the CSO or the UN Agency and is indicated on the cover page of the finalized Project Document.

Report Title

Prepared By

Submitted By/To

Deadline

Annual Substantive Progress Report

UN Agency/CO in consultation with CSO By UN Agency/CO to UNDEF

By 31st January of each project year

Project Status Report and Status of funds utilized to date -(no specific template required) UN Agency/CO in consultation with CSO By UN Agency/CO to UNDEF At time of request for second tranche of the grant (if Annual Substantive Progress Report timing does not correspond to the disbursement timing)
Interim Financial Statements UN Agency/CO in consultation with CSO By UN Agency/CO to UNDEF By 31st January of each project year and when requesting the second tranche of the grant
Mid-term Certified Financial Statements -(as of 31st December) UN Agency/CO in consultation with CSO By UN Agency/CO to UNDEF By 31st May of each project year of implementation. To be signed by the authorized UN Agency’s financial person at HQ.
Final Interim Financial Statement UN Agency/CO in consultation with CSO By UN Agency/CO to UNDEF By 31st May for the previous calendar year
Final Narrative Report UN Agency/HQ and certified by authorized person By UN Agency/CO to UNDEF 3 month after project end or 27 months after PSD (1)
Evaluation Report Independent Entity (recommended) By UN Agency/CO to UNDEF 3 months after project end or 27 months after PSD (1)
Final Financial Utilization Report (FFUR) template UN Agency/CO in consultation with CSO By UN Agency/CO to UNDEF No later than 30th June of the year following the financial closing of the project

 

 

 

UNDEF Evaluation Report
(if applicable)

UNDEF in consultation with UN Agency/CO and CSO By Evaluator to UNDEF After submission of Evaluation Report
Extension Status Report
(if applicable)
UN Agency/CO in consultation with CSO By UN Agency/CO to UNDEF For extensions of 4 months or longer 1/2 way through extension period.

(1) The Project Start Date (PSD) is set by UNDEF according to the date of disbursement of 1st tranche of funds to the CSO or the Executing Agency and is indicated on the cover page of the finalized Project Document.

(2) Additional requirements may apply for some UN executed projects and should be contained in an agreement signed between UNDEF and the UN agency/CO. For instance, UNDP executed projects will also refer to the agreement signed between UNDP and UNDEF

February 2010


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