1. Work-Planning and Reporting
Kenroy Roach
Monitoring and Evaluation Analyst
United Nations Development Programme
Guyana
21 September, 2009
Ocean View International Hotel

2. Objectives
To reorient participants to UNDP Project Management Approach in the context of RBM
To orient participants to UNDP’s Reporting Requirements

3. Overview of Project Management in UNDP
Signing of Project Document – UNDP enters into an agreement with an Implementing Partner (IP). AWP is attached.
IP is responsible for : (a) fairly and accurately reporting on project progress and (b) maintaining documentation that shows proper and prudent use of resources

4. Hierarchy of project-level inputs leading to programme-level outcomes
Source:

5. IP Project Initiation Process
Source:

6. UNDP Project Cycle

7. Key Reporting Considerations
Initiating a Project
Key Reporting Considerations

8. Running a Project
Report Submission

9. Running a Project: Work-Planning
AWP – using AWP as a basis, develop quarterly work-plans (outputs, targets, planned actions for the quarter, deliverables, financial delivery targets)
Quarterly Work-Plans – project implementation tool, accountability tool (at institutional level), and supports preparation of Quarterly Project Progress Report (PPR)
Individual Work-plans – sub of quarterly work-plan

10. Example – Quarterly Work-plan

11. UNDP Project Progress Report: An Introduction
Functions:
Support project monitoring and tracking
Documents realized outputs vs planned outputs for quarter
Support financial management and informs delivery projections
Enhances accountability
Provides Information for Decision making

12. Quarterly PPR Template

13. Risk and Issues Log Risk Definition
“ The possibility that an event will occur and affect the achievement of a the project results either negatively or positively.” It can represent a THREAT or MISSED OPPORTUNITY.
Requirements
- The preparation of a risk and log is a corporate requirement for each project at the design stage
- Project Managers are required to monitor risk and issues and update risk log thoroughout the life of each project
- Each Quarter, Project Manager (IP) must submit a report on risk and issues.

14. Risk Log # Description Date Identified Type of risks Impact &
Probability
Countermeasures / Mngt response
Owner
Submitted, updated by
Last Update
Status
Environmental
Financial
Operational
Organisational

15. Issues Log # Description Date Identified Type Impact & Probability
Countermeasures / Mngt response
Owner
Submitted, updated by
Last Update
Status
Enter a brief description of the issue
When was the issue first identified
Request for Change
Problem
Other
Describe the potential effect on the project
Enter priority on a scale from 1 (low) to 5 (high)
Priority =
What actions have been taken/will be taken to address this issue
Who has been appointed to address this issue
Who submitted the issue
(In Atlas, automatically recorded)
When was the status of the issue last checked
e.g. pending, solved

16. Quarterly Reporting Commitments to UNDP: Summary
Project Progress Report – due 10th of 3rd month of each quarter
Risk and Issues Log –dues 10th of 3rd month of each quarter
FACE – due 10th of 3rd month of each quarter
Annual Project Review Report – due 10th of December

17. Group Session:
Having considered the presentations made on RBM, Work- Planning and Reporting:
(1) Identify 2 key challenges your agency have experienced in the past in reporting to UNDP?
(2) Identify 2 key challenges you envisage in complying with UNDP reporting requirements in future?
(3) What positive or negative lessons have you learnt in developing UNDP reports.