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.
(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.
TABLE 2 – CSOP + EA Projects (2) |
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
