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STANDARD OPERATIONAL,FORMAT GUIDANCE for,REPORTING PROGRESS. January 2010,28 January 2010 UNDG Working Group on. Programming Issues, General Assembly resolution A RES 62 208 on the triennial comprehensive policy review TCPR underscored. that the Resident Coordinator supported by the United Nations Country Team UNCT should report to national. authorities on progress made against results agreed in the United Nations Development Assistance Framework. UNDAF 1 This request was reiterated in Economic and Social Council ECOSOC resolution 2009 1 which. specifically requested that the Secretary General through the United Nations Development Group and its. member agencies develop a standard operational format on reporting for this purpose bearing in mind the need. to reduce the administrative burden and transaction costs. The standard operational format and guidance for developing the UNDAF Progress Report are a direct response. to these requests They are a product of an extensive consultative process with UN staff at both headquarters and. country levels, In addition UNDG sees the standard operational format for reporting progress on the UNDAF as part of UN. reform efforts towards greater system wide coherence simplification and harmonization It also represents the. UN s response to the wider aid effectiveness agenda by supporting greater mutual accountability between the. UN and national authorities at country level, The ECOSOC resolution included an explicit statement on the need to reduce the administrative burden and.
transaction costs As with other UN reform coordination initiatives there will be time and other costs incurred. when developing the UNDAF Progress Report However to minimize these costs this guidance is based to the. extent possible on material drawn from information and reports from existing systems and processes that Country. Teams have in place, The extent to which the administrative burden and transaction costs can be further reduced will be contingent. upon introduction of parallel initiatives on for example common business practices and expenditure reporting. which are being addressed under other UNDG processes These initiatives once implemented will help to. provide clarity and reduce the burden to Country Teams of producing the UNDAF Progress Report. In this document reference to national authorities includes technical ministries and development agencies corresponding to the mandates. of UN agencies and bodies The reporting also envisages social partners In the case of outcomes related to labour and employment social. partners includes workers and employers organizations. 2 Standard Operational Format Guidance for Reporting Progress on the UNDAF. Table of Contents,Preamble 2,Table of Contents 3,1 Introduction 4. 2 Principles 5,3 Purpose of the UNDAF Progress Report 8. 4 Standard Operational Format for the UNDAF Progress Report 8. 5 Using the Annual Review Process to Develop the UNDAF Progress Report 12. Annex 1 Examples of Good Practice in the Annual Review Process 15. Annex 2 An Example of Assessing the UN s Contribution in Rwanda 16. Annex 3 Examples of Good Practice for the UNDAF Progress Report 19. Annex 4 Annexes to the UNDAF Progress Report Examples and Guidance 21. Annex 5 Roles and Responsibilities in the Production of the UNDAF Progress Report 23. Standard Operational Format Guidance for Reporting Progress on the UNDAF 3. 1 Introduction, The purpose of this guidance note is to help Country The guidance on the UNDAF Progress Report is. Teams to implement General Assembly resolution consistent with the UNDAF guidelines for Country. A RES 62 208 on the TCPR effectively It does this by Teams entitled How to Prepare an UNDAF Part I. providing Country Teams with a standard operational Guidelines for UN Country Teams and Part II. format for producing an UNDAF Progress Report 2 Technical Guidance for UN Country Teams. According to the UNDAF guidelines the UNCT and, This guidance was developed following extensive the government must conduct an annual review of the.
review and consultations with UN staff in field offices UNDAF While it is essential that the annual review. and at headquarters It also provides examples of process is documented an annual Progress Report. good practice in the annual review process that were is not mandatory However as a minimum a single. collected to serve as inputs to support this exercise UNDAF Progress Report must be produced per. by the UNDG 3 Consultations during the development UNDAF cycle. of this guidance highlighted the importance of making. it relevant and responsive to field needs and the The following is a summary of the contents of the. commitment from the Country Teams if the process different parts of the guidance. is to be successful The guidance is therefore, designed to be short concise and easy to use Part 2 elaborates key principles that the UNCT. by Country Teams should consider,This guidance also responds to the need to offer. Part 3 identifies the purpose of the UNDAF,Progress Report. flexibility to Country Teams in developing a coherent. approach that is a responsive to country needs Part 4 presents the standard operating format. b fits with the context within which Country Teams structure that UNCTs should use to develop the. operate and c the level of capacity existing within UNDAF Progress Report. Country Teams To support those who will lead the,development of the reporting approach and UNCT. Part 5 outlines the annual review process to, develop the analysis and narrative for the sections.
management hyperlinks to examples from existing of the UNDAF Progress Report and. results reports and other relevant UN guidance are. provided in the annexes Additional material and good practice examples. are annexed, UNCT refers to representatives of the UN funds programmes and specialized agencies and other UN entities accredited to a given country. It could also include representatives of the Bretton Woods institutions. a UNDAF Annual Review Process and Annual Review Reporting Good Practice Study Report produced for the UNDG September 2009. and b Mapping Exercise and Analysis of Agency Annual Report Requirements June 2009. 4 Standard Operational Format Guidance for Reporting Progress on the UNDAF. 2 Principles, a The TCPR 2007 requests that the resident supported activities it should only report on outputs in. coordinator supported by the United Nations terms of how their achievement has contributed to the. Country Team should report to national outcomes defined in the UNDAF results framework. authorities on progress made against results, agreed in the United Nations Development c The UNDAF Progress Report is a tool to enhance. Assistance Framework This request was mutual accountability with national authorities. reiterated in paragraph 10 of the 2009 ECOSOC, Resolution which further requested that the The report is intended to contribute to the UN s. Secretary General through the United Nations response to the wider aid effectiveness agenda by. Development Group and its member agencies supporting greater mutual accountability between the. develop a standard operational format for UN and Member States at country level 4. reporting for this purpose bearing in mind,d The UNCT and government are required to.
the need to reduce administrative burden,have clear agreement on how the UNDAF. and transaction costs,Progress Report is to be used and the. The UNDG interprets the above to mean that Country frequency of reporting. Teams must produce a report to national authorities. UN agencies and their partners remain accountable for. on progress towards the UNDAF results at least once. the performance of individual projects and programmes. during the UNDAF cycle However the option remains,and the UNDAF Progress Report does not blur this. open for the UNCT to decide in consultation with, existing line of accountability The UNCT and government. government and other key partners to produce more, agree on how the UNDAF Progress Report is to be used.
than a single UNDAF Progress Report per UNDAF, to reinforce mutual accountability for progress towards. cycle if this will add value,UNDAF outcomes and any other uses of the report. b The UNDAF Progress Report should focus on,As a minimum a single UNDAF Progress Report. reporting the UN s contribution to results at,must be produced per UNDAF cycle with the timing. the UNDAF outcome level, to be agreed between the Country Team and national.
Results should be reported at the UNDAF outcome level authorities 5 The option remains open for the UNCT. with discussion of the evidence of the UN s contribution to decide in consultation with government and other. towards these results Outcomes describe the intended key partners to produce more than a single UNDAF. changes in development conditions and normally relate Progress Report per UNDAF cycle if this will add. to changes in institutional performance or behaviour value Delivering as One countries are currently. among individuals or groups which partially result from required to report annually. UNCT cooperation The report should not discuss UN, Mutual accountability has become established as a consideration of development and aid effectiveness although questions remain. on its actual implications For the purpose of the UNDAF Progress Report mutual accountability is interpreted to mean the respective. accountability of parties working together towards shared outcomes This notion of respective accountability reflects the fact that. accountability is not fungible and must in the final analysis be attached to a specific actor Many stakeholders contribute to UNDAF. outcomes and each is accountable for its contribution The UNDAF Progress Report will focus on UNCT contributions to these outcomes. and as such will address the respective accountability at the outcome level of each UNCT. The suggestion is that the UNDAF Progress Report would have the maximum impact if produced in the first quarter of the last year of the. UNDAF cycle This will maximize the use of UNDAF evaluation work normally carried out in the penultimate year First the context analysis. can draw upon the common country analysis work carried out in the penultimate year Second the annual review and UNDAF design. processes in the penultimate year will both provide analysis of the relevance of the UN s support and contribution and agreement with the. Government on lessons learned and the way forward Finally the UNDAF evaluation would enhance the credibility of results reported as it. would provide an impartial assessment of the evidence of the UN s contribution and much of the narrative needed in the UNDAF Progress. Report on the UN s contribution by outcome, Standard Operational Format Guidance for Reporting Progress on the UNDAF 5. e Reporting is an integral part of a comprehensive f Strong engagement and ownership by national. and strategic UNDAF planning and programming partners and the UNCT are critical. cycle which supports informed evidence based, decision making Strong engagement ownership and leadership are. required from both national authorities and the UNCT. The credibility of the results reported will depend on in order to develop an UNDAF Progress Report Unity. how well the UNDAF planning and annual review of purpose and commitment within the UNCT as well. systems operate The annual review process should as the participation of national partners are vital. inform and provide inputs for the UNDAF Progress, Report Ideally an UNDAF process reflects g UNCTs have the flexibility to decide what. and how much information is presented in, Strong links to national priorities and national the UNDAF Progress Report.
ownership of the UNDAF,The UNDAF Progress Report should be short and. An approach based on the current UNDAF focused on reporting results at a strategic level in. guidelines or country specific modifications order to minimize transaction costs and enhance. UN staff ownership of the UNDAF and strong clarity and value. support for the annual review process and,The standard operational format is applicable to. UNDAF progress reporting by the UNCT, most country situations since the areas of focus are. Involvement of both national authorities and generic 7 The amount of narrative and evidence. UNCT members including specialized and presented is decided by the UNCT in consultation. non resident agencies with the national authorities and would reflect the. performance information available This will depend. Simplified procedures and reduced transaction,on the stage of the UNDAF cycle and the amount of. costs for partners including government,analysis available from either the UNCT i e UNDAF.
A scale of effort appropriate for the end of cycle or other evaluations or the national. country programme authorities and other stakeholders. A strong results based management RBM h Maximize use of data from existing reporting. approach examining results areas and,systems wherever possible. indicators against the work that has been, done the outputs and outcomes and utilizing To assess progress towards outcomes the UNCT. a credible monitoring and evaluation M E will rely on data from national systems where. plan and modification of the UNDAF based on available UNCTs determine how far outputs have. periodic reviews and evaluations and been achieved and how far they are likely to contribute. to the outcomes In doing so UNCTs also maximize,UNDAF programming principles particularly the. the use of performance data from project programme. principle of human rights based approach as, established by the UN and specialized agencies 6 performance assessments the RC Annual Report. and any process for reviewing UN reform, Universal rights are part of each Member State s commitments under the UN Charter the constitutions of the specialized agencies and.
related declarations and conventions Each stage of the programming cycle should ensure that adherence to such principles and rights. is promoted by the UNCT Reporting should include measurement of progress on principles and rights. The format is also applicable in post conflict situations where the UN has developed a transition plan However UNCTs should have. flexibility to decide how to report on the UN s humanitarian response where relevant. 6 Standard Operational Format Guidance for Reporting Progress on the UNDAF. 3 Purpose of the UNDAF Progress Report, The UNDAF Progress Report serves as a tool to show Since countries face different circumstances the. progress towards achieving national development UNCT in consultation with the national authorities. priorities supported by the UNDAF and thereby can identify whether the report might meet additional. enhances mutual accountability The UNCT consults needs Suggestions of additional purposes that might. with national authorities to ensure that they share be considered include. common expectations on how the UNDAF Progress, Report will be used where the added value in a Increasing information sharing. enhancing mutual accountability will be gained b Increasing ownership of shared outcomes. and when in the UNDAF cycle the report s will be between the national authorities other. produced In fostering mutual accountability the stakeholders and the United Nations. UNCT government and other key partners share,c Strengthening the strategic management cycle. key results to which they contribute,for the UNDAF by linking assessments of. In this context it is important to remember that it is performance lessons learned and decisions on. during the annual review process that the UNCT how the overall programme might be adjusted. primarily engages with government and other partners d Documenting agreed revisions of the UNDAF. based on the use of robust performance information results framework and consequently changes. to increase informed decision making and identify adaptations for which the UN may be held. detailed commitments for the coming year The accountable and. UNDAF Progress Report will be accessible to a range. of stakeholders both within the national authorities e Reporting on implementation of key UN reform at. and more widely The added value of the UNDAF country level and how the reform enhances UN. Progress Report may therefore come through coherence and effectiveness. increased transparency as it will become the single. point of reference on what has been achieved at the. UNDAF outcome level and the UN s contribution, Standard Operational Format Guidance for Reporting Progress on the UNDAF 7.
4 Standard Operational Format for the,UNDAF Progress Report. This section provides an outline of the standard Key changes during the reporting period that have. operational format for the UNDAF Progress Report affected the development context in which the. The format includes the following five sections and UNDAF has been implemented and. required annexes,External trends that affected the risks and. assumptions made on what needed to be in place, I Introduction for the UN s support to be effective i e political. changes and emerging priorities that significantly. Length 2 3 pages changed policy focus disasters either. What should be covered humanitarian or natural significant shifts in. international prices etc,State the purpose agreed with the Government for. the UNDAF Progress Report and summarize the III P,rogress Towards the UNDAF Outcomes.
process for developing the report and the UN s Contribution. Briefly describe how relevant national strategies,Length Suggested 2 pages per UNDAF outcome. the poverty reduction strategy paper PRSP, and sector wide approaches SWAPs if relevant What should be covered under each separate. link to the achievement of the internationally UNDAF outcome. agreed development goals including the, Millennium Development Goals MDGs A summary of progress in achieving the outcome. against the established baselines and targets for,Briefly describe the UNDAF its time span goals. each outcome This information should be normally,and links between UNDAF outcomes and.
drawn from information found in the government s,achievement of the internationally agreed. reporting and data collection systems,development goals including the MDGs. State the period covered by the UNDAF Progress A narrative report assessing the UN s contribution to. achieving progress against the UNDAF outcomes,Report and describe any revisions of the UNDAF. based on the annual reviews and where possible,that occurred during the reporting period. end of cycle reviews by an inter agency group, Identify the UN agencies for which results are responsible for M E or equivalent The narrative.
included and any changes in agency roles that report should focus on. have affected UNDAF reporting and,a i Describing the strategic contribution of. Cross reference to annex 2 which should concerned UN agencies and ii whether there. include definitions of key terms to assist is evidence that the contribution has been. non UN stakeholders unfamiliar with them 8 greater thanks to better coherence between. the agency outputs There is no need to report, II Key Development Trends on activities under projects and programmes. and UN outputs should only be identified, Length 1 2 pages in terms of how their achievement has. contributed to a significant change at UNDAF,What should be covered. outcome level It should also focus on, The minimum number of annexes that should be appended to the UNDAF Progress Report is given in annex VI.
8 Standard Operational Format Guidance for Reporting Progress on the UNDAF. TCPR guidance on the contribution of UN A narrative identifying what the UNCT planned in. operational activities to national capacity this area for the reporting period and the degree to. development and development effectiveness which these intentions have been met. including contributions to i capacity building,ii South South cooperation and development. A review of any improved functioning of the UN,development system in line with TCPR guidance. of national capacities iii gender equality and,in terms of a coherence effectiveness and. women s empowerment and iv transition,relevance and b country level capacity of the. from relief to development as appropriate to,UN development system.
each country context,b Outcome level quantitative indicators rarely. Assessment of progress against agreed benchmarks,and results where agreed. track performance under each of the UN s five,inter related programming principles namely. human rights gender equality environmental V Lessons Learned and Way Forward. sustainability results based management and,Length 3 4 pages maximum. capacity development The narrative report on, the UN s contribution however must include What should be covered.
an assessment of the degree to which these, five principles have been reflected in the UN s Remember that this section addresses issues at. overall contribution and towards making the UNCT level and therefore should not focus on. progress against UNDAF outcomes or other what is happening within agency specific projects. cross cutting issues relevant to the country and programmes where accountability remains. with the individual UN agencies and their partners. c Identifying advocacy successes of the, United Nations that have led to the Building on the deliberations during the annual. government increasing its commitment or review process the narrative should cover the. prioritizing achievement of internationally following issues. agreed normative standards relevant to the,a Changes in major planning assumptions. UNDAF outcome,risks and emerging opportunities,d Presenting evidence showing that the UN s. b Continued relevance of UNDAF outcomes,planned support remains relevant to the.
and outputs to national priorities and broader,country context and national priorities. country context,e Describing progress on the implementation. c Corresponding adjustments to expected,or realization of principles rights or other. results country programme outputs,normative standards. d Revisions to strategies planned activities, IV Progress on UN Reform partnerships and resource allocations and.
identification of those responsible for these,Length 3 pages maximum changes and. What should be included e Any agreed changes in the UNDAF. results matrix, Standard Operational Format Guidance for Reporting Progress on the UNDAF 9. VI Annexes to the Report Annex 2 Definitions, Annex 1 Description of the Annual What should be covered. Review Process,Provide key definitions particularly for non UN. What should be covered stakeholders and a listing of acronyms used. Describe the annual review processes undertaken,Annex 3 Indicative and Provisional.
and how they fed in to the progress report,Programme Expenditures. Explain the annual review and coordination, mechanisms that have been put in place by the What should be covered. UN and the government and the efficacy of their, use compared with what is proposed in UN Report on provisional expenditure across the. whole UN at country level,guidance on the annual review process and. Assess the degree to which the process has Identify continued funding gaps against the indicative. budget framework found in the UNDAF and,been inclusive including both non resident and.
specialized agencies and how the UNCT might Discuss transaction costs and efficiency where. strengthen this aspect in the future appropriate as per TCPR reporting requirements. 10 Standard Operational Format Guidance for Reporting Progress on the UNDAF. 5 Using the Annual Review Process to,Develop the UNDAF Progress Report. Figure 1 illustrates how the information needed to This leads to step 3 where a high level consultation. complete the various sections of the UNDAF Progress with the government and other partners takes place. Report can be developed as part of the annual review to review overall progress This is a once a year. process particularly the sections outlined above on opportunity for all agencies and national partners to. reporting progress against UNDAF outcomes the interact and review the collective contribution of the. UN s contribution and progress on UN reform UN to national priorities based on the UNDAF At this. meeting key lessons learned and the way forward is. According to the UNDAF guidelines the UNDAF agreed and document as per Section V of the format. annual review process is to be aligned with the review. of the national development plan to the extent possible The consultative process at all levels of the. The agency specific annual review processes would UNDAF results chain should provide agencies. contribute to the UNDAF annual review The annual and their national counterparts with an opportunity. review process is where the UNCT primarily engages to assess and make recommendations related. with government and other partners to review overall to the planning assumptions risks and emerging. progress towards results and takes stock of lessons opportunities continued relevance of the UNDAF. and good practices that feed into the annual planning results to national priorities and any revisions to the. processes and commitments for the coming year In planned UNDAF results at various levels including. order to facilitate the UNDAF annual review process the related strategies partnerships and resource. the UNCT engages with national review mechanisms allocations Any adjustments to the UNDAF outcomes. where such mechanisms exist for monitoring the and outputs will need to be made to the corresponding. national development priorities and or forms inter inter agency and agency documents to maintain. agency groups around each national development consistency and alignment. priority reflected in the UNDAF,In a given year when the UNDAF Progress Report. As shown in figure 1 a UNCT may follow a three step is being developed the annual reviews of the current. process for conducting an UNDAF annual review In and previous years as appropriate would help to. step 1 agency specific annual consultations take generate different sections of the progress report. place on their individual programmes projects to particularly sections III and V. review and agree on progress made including on, the related UNDAF outputs The results of these The recent Good Practice Study on UNDAF Annual. consultations will feed into step 2 Review Process and Annual Review Reporting and. consultation during the development of this guidance. In step 2 inter agency groups responsible for M E identified a number of examples and approaches that. track the UN s contribution towards UNDAF outcome UNCTs could consider in strengthening their annual. level results The M E groups prepare assessment review process Based on field requests these are. reports by UNDAF outcome area describing the summarized in annex 1 and include hyperlinks to. progress made towards the UNDAF outcome and key relevant country level examples An example of. UN s contributions as per Section III of the format contribution analysis is presented in annex 2 More. examples will continue to be compiled and made,available to Country Teams. Standard Operational Format Guidance for Reporting Progress on the UNDAF 11. FIGURE 1 USING THE ANNUAL REVIEW PROCESS TO PRODUCE THE RELEVANT ANALYSIS. FOR VARIOUS SECTIONS OF THE UNDAF PROGRESS REPORT, STEP 3 High level UNDAF consultation with Government.
Meeting called by Government and or RC and coordinated by government. coordinating body and RCO Product,UNDAF Review,High level UNDAF consultation. documenting,with Government lessons learned, Endorse conclusions of UNDAF outcome reviews and way forward. Consider issues identified in lessons learned and define way forward. Look for examples of inter linkage between outcomes. STEP 2 Annual review of UNDAF outcomes, Review progress towards achieving UNDAF outcomes against Product. established indicators baselines and targets,Synthesis of agency. Identify strategic contribution of agencies and evidence that consultations by. their contribution is greater thanks to better coherence between UNDAF outcome. agency outputs Inter agency UNDAF M E Groups area describing. Analyze UN contribution and its ongoing relevance to country context progress towards. UNDAF outcomes, Conduct assessment of effect on human rights gender equality and key UN.
environmental sustainability RBM and capacity development in contributions. assessment of outcome progress and UN contribution. Review outcome level proposed work plans for the following year. STEP 1 Annual review of UNDAF outputs, Review and assess progress UNDAF output as part of agency specific. annual review For shared outputs involved agencies should collectively. review progress,Product Agency, Assess constraints and opportunities and relevance of UNDAF outputs specific findings. to national priorities and identify strategic shifts relating to programme Agency A Agency B Agency C Agency D emerging from their. design and operational issues consultations consultations consultations consultations annual reviews and. annual work plans, Update output level indicators as necessary for following year. Identify opportunities to cut transaction costs by using same narrative. for corporate reporting, Agree on draft Annual Work Plans and or equivalent for each agency. for the following year, Standard Operational Format Guidance for Reporting Progress on the UNDAF.
Annex 1 Examples of Good Practice in,the Annual Review Process. The table below represents a compilation of country examples in four broad areas related to the annual review. process These examples have been collected in an attempt to share good practices including in undertaking. specific tasks related to the preparation conduct and result of an annual review process The examples may help. provide further guidance and or be adapted to different country contexts as appropriate. Area One Planning the UNDAF annual review with national partners as a tiered cumulative process. How to Examples, Develop a concept note with guidance and a schedule Pacific UNDAF 2008 2012 Annual. for implementing the annual review and include them Review Guidelines. in the UNDAF,Viet Nam Guidance Note on PCG Annual, Determine a manager for the process such as a Review Reporting and Planning Process. consultant agency staff or a lead agency with 2009 2010. co manager from the government,Solomon Islands Joint Strategy Meeting. Determine the resources and time that should be Objectives Methodology and Messages 2008. applied to the process in addition to how far in, advance and or periodically the analysis that Papua New Guinea Mini paper Integrated UN.
Annual Progress Report with flow of quarterly,should take place. reports into annual report, Determine how non resident agencies NRAs Cambodia UNDAF Evaluation 2008 concept. will participate,note with government expectations. Develop jointly agreed terms of reference TOR for Democratic Republic of the Congo 2008. all stakeholders in the process and vet them,UNDAF M E concept note with budget for. Develop a schedule for the annual milestones annual review meeting. Incorporate the process into the flow of UNCT reporting Malawi 2008 Guidelines for UNDAF. requirements and choices Annual Review, Gain agreement with high level Government officials Bosnia Herzegovina TOR for UNDAF.
for the process and schedule Evaluation Consultant 2009. Promote adherence to process through the RC,and Government counterpart and the agreement. on deadlines, Standard Operational Format Guidance for Reporting Progress on the UNDAF 13.

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