Guidance Note on Joint Programming
United Nations Development Group Prepared by: United Nations Country Office, Maldives
Old versus New Guidelines
June 2000 guidelines, key features: Provided an outline of the programme/ project document which when completed formed the central basis of joint undertaking Discussed 3 funding options for JP: Pooled multi agency funding (including third party sources) Individual agency funding Some combination of the two December 2003 guidelines, key features: A programmatic context for Joint Programming Introduction of ‘pass through’ fund management mechanism which allows one agency to accept funds for a JP and pass them through to another without recording them as income. Legal Agreements (MOU and LOA) to facilitate pass through and pooling fund management mechanisms.
Joint Programming? Purpose: Meant to avoid duplication, reduce transaction costs and maximize synergies among national partners and the UN Planning- starts with CCA (provides analytical basis to identify UN’s contribution to national goals. These are expressed in UNDAF UNDAF- key programmatic tool of UNDAF is UNDAF Results Matrix. Completed UNDAF provides opportunities for participation in Joint Programming- (ExCom Agencies – CPDs and CPAP provides opportunities to work closely together with other agencies and Govt.) Implementation- UN progs, funds, specialised agencies work together with national partners to coordinate interventions that support UNDAF outcomes as set in the UNDAF matrix Monitoring, evaluation and reporting – UNDAF M&E Plan. Monitoring occurs throughout the year and culminates in Annual Reviews.
What is Joint Programming
A set of activities contained in a common work plan and related budget involving two or more UN organisations and (sub-)national partners. Work plan and budget will form a part of JP document, which will also details roles and responsibilities of partners JP document is signed by all participating agencies and (sub-)national partners
How is a Joint Programme Developed?
National Priority or goal: UNDAF Outcome Agency Outcomes Agency Outputs Role of Partners Resource Mobilization Targets Agency Outcome 1 (agency a) Agency outputs (agency a) Agency Outcome 2 (agency b) Agency outputs (agency b) Agency Outcome 3 (agency c) Agency outputs (agency c) Agency Outcome 4 (agency d) Agency outputs (agency d) Agency Outcome 5 (agency e) Agency outputs (agency e) Agency Outcome 6 (agency f) Agency outputs (agency f) Coordination Mechanisms and Programme Modalities 1 2 3 4 Common Work Plan for Joint Programmes
Common Work Plan for Joint Programmes
Expected outputs Key Activities/Annual Output targets Time frame Responsible Party Planned Budget Output 1. Identify UNDG organisation(s) and partners … Output 2….
How is a Joint Programme Managed?
An agreement on division of responsibilities among all partners (UN + others) An agreed decision-making process for managing and implementing, clearly set out in the Joint Programme Document (JPD). JP coordination mechanism should involve senior personnel of all signatories to JPD with similar levels of decision making authority. Desirable this be drawn from existing UNTG or SWAP/Sector mechanism. JP coordination mechanism/ Steering Committee can also have other members in observer capacity such as donors, stakeholders.
Management of JP- continued
Resources: Participating UN orgs. Are expected to allocate available resources to JP. Any resource mobilisation efforts should be coordinated and participating UN orgs should inform each other of source of funds allocated. Communication: All national partners and UN orgs participating should be duly recognised in all communications. Enabling Environment: HQ, Regional and field offices, management and staff are all encouraged to create an enabling environment for JP.
Monitoring and Evaluation of Joint Programmes
Monitored throughout its duration and in evaluated in accordance with UNDAF M&E plan. UNDAF evaluation includes specific assessment of the joint programme, particularly looking at UN System collaboration. Traditional evaluation criteria (relevance, efficiency, effectiveness, impact and sustainability) apply with emphasis on results and JP process.
Reporting on Joint Programmes
Annual review done collectively by all partners result in a consolidated single report. Common format for reporting based on principles such as result-based annual programme level reporting should be used to the extent possible. All reports to be shared with all relevant stakeholders through coordination mechanism. Reporting arrangements and accountabilities vary depending on the fund management option chosen.
Fund Management Options
Parallel Fund Management Pooled Fund Management Pass-through Fund Management Combination of Options
1.Parallel Fund Management
Interventions of participating UN agencies are aimed at common results but with different national,sub-national and/or international partners. Each organisation manages its own activities within the common work plan and the related budget whether from regular or other sources.
2.Pooled Fund Management
When participating UN agencies work for common results with a common (sub) national partner and/or in a common geographical area. Funds pooled together to one UN organisation (Managing Agent) chosen jointly by participating agencies and in consultation with (sub-) national partners. Managing Agent accountable for supporting (sub-) national partner manage JP and for inputs by all participating UN agencies, narrative and financial reporting to the JP coordination mechanism. MA may engage in resource mobilisation but with consultation. A standard MoU exists between UN and Managing Agent
3.Pass-Through Fund Management
Two or more Orgs. develop JP, identify funding gaps and submit a JP document to donor(s) Donors and funding agencies agree to channel funds through one UN organisation (the Administrative Agent) selected by all participating UN organisations in consultation with the Government. Common work plan will indicate clearly the activities supported by each UN agency
3.Pass-Through Fund Management (cont.)
Programmatic and financial accountability rests with the participating agencies and (sub-) national partners that would be managing their respective components of the joint programme May be used as a funding mechanism in broad national level planning and resource mobilisation processes, but most commonly for special Trust Funds approved for emergency purposes only.
MoUs and SLAs Standard memorandum of understanding for pooled fund management and pass through funding Standard letter of Agreement between the donor and the Administrative Agency for pass through funding
Combination of Options
Eg. Funds pooled under a Managing Agent for those parts of the joint programme to be management jointly and the others parts managed through parallel funding. Participating UN organisations are to inform each other of source of funds allocated to joint programme, independent of the fund management option, and are to conduct any resource mobilisation efforts for the joint programme, in a coordinated manner. An aggregated/consolidated budget and reporting will include resources allocated under each fund management option used for the joint programme.
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