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.