3rd Round Monitoring and Reporting Guidelines [Français]
Below, you will find the 3rd Round Project Monitoring and Reporting
Guidelines for the UN Democracy Fund.
Monitoring
and Reporting Guidelines
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 non-UN Executing Agency (CSOP +
non-UN EA) (TABLE 2)
- CSO-Implemented projects with UN Executing Agency – (CSOP
+ UN EA) (TABLE 3)
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.
| Table
1: CSOP
|
|
Report
Title |
Prepared
By |
Submitted
By/To |
Deadline |
|
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) |
| Final Financial Utilization Report (FFUR)
|
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 consulation 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 Executing Agency and is indicated on the cover page of
the finalized Project Document.
| Table
2: CSOP + non-UN EA
|
|
Report
Title |
Prepared
By |
Submitted
By/To |
Deadline |
|
Mid-term Progress Report |
EA in consultation with CSO
|
By EA to UNDEF |
13
months after PSD (1) |
| Financial Utilization Report (FUR)
|
EA and certified by an external Accountant/Auditor |
By EA to UNDEF |
With Mid-term Progress Report |
| Final
Narrative Report |
EA in consultation with CSO |
By EA to UNDEF
|
1 month after project end or 25 months after PSD (1) |
| Final Financial Utilization Report (FFUR)
|
EA
and certified by an external Accountant/Auditor
|
By EA to UNDEF |
3 months after project end or 27 months after PSD (1) |
| Evaluation Report |
Independent Entity (recommended) |
By EA to UNDEF |
After submission of Final Narrative
Report
|
|
| Extension Status Report (if applicable) |
EA in consultation with CSO |
By EA 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.
| Table
3: CSOP + UN EA (2)
|
|
Report
Title |
Prepared
By |
Submitted
By/To |
Deadline |
|
Project Status Report and Status of funds utilized
to date |
UN
Agency/CO in consultation with CSO
|
By UN Agency/CO to UNDEF |
At
time of requeest for second disbursement of the grant |
| Annual Substantive Progress Report |
UN Agency/CO in consultation with CSO |
By UN Agency/CO to UNDEF |
By 31st January of each project year |
| Interim Financial Statements
(as of 31st December) |
UN Agency/CO and certified by authorized person |
By UN Agency/CO to UNDEF
|
By 31st January of each project year |
| Certified Financial Statements (as of
31st December) |
UN Agency/HQ and certified by authorized person |
By UN Agency/HQ to UNDEF |
By 31st May for the previous
calendar year |
| Final Narrative Report |
UN Agency/CO in consultation with CSO
|
By UN Agency/CO to UNDEF |
3 month after project end or
27 months after PSD (1) |
| Final Interim Financial Statement |
UN Agency/CO and certified by authorized person |
By UN Agency/CO to UNDEF
|
3 months 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 Certified Financial Statement |
UN Agency/HQ and certified by authorized person |
By UN Agency/HQ 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.