Quarterly reports

Why? What? When? How?

Jorge OcañaTask Manager (POPs)UNEP DGEF

Project configuration

NGOs

Other gov. institutions

Industry

UNITAR

UNEP DGEF

GEF Sec

National CoordinatorPRTR

Why QRs?

To ensure that:

• The country teams have the necessary tools to run the project (efficiency)

• The progress made is oriented to expected results and products (effectiveness)

• Project funds are available on the right time and are used appropriately (responsibility, transparency)

No only between the project country and UNITAR but also between UNITAR and UNEP DGEF

It is not a bureaucratic exercise, is the working relationship between the EA and the country project

What?

1.Technical progress

report

a) What has been achieved in the last 6 months?

b) What we plan to do in the next 6 months?

2. Financial report How much have we spent and in what in the last 3 months?

3. Inventory Goods bought within the project

Progress reports: working together

Progress report

Looking back Looking forward

1 January – 31 March 1. 31 March 1 April – 30 June

1 April – 30 June 2. 30 June 1 July – 30 September

1 July – 30 September 3. 30 September 1 October – 31 December

1 October – 31 December 4. 31 December 1 January – 31 March

Financial report

Financial report

Planned activities

Planned activities

inventoryinventory

PlannedActual

Progress reports

a) What have we done?b) What we will do?

Progress reports• What have we done in the last three months?

– Who has been hired?• Project personnel and consultants • Project activities done and products obtained

– Meetings we had• Meeting reports + list of participants (as annexes)

• What do we plan to do in the next 3 months?– Work plan– Problems we need to solve– Services required to UNITAR

Report of local expenses

• Prepared from receipts and invoices of local expenses– Keep receipts and invoices of local expenditure –

national audits

• How much?:– Spent in the last three months?

– In the current year?

– How much have we received?

• Financial report prepared based on UNEP budget lines

Budget lines

• 1100 – National Project Coordination

• 1200 – National Consultants

• 1300 – Admin personnel

• 1600 - travel

• 3200 - Training

• 3300 – Workshops and Meetings

• 4100 – Operating cost

• 4200 – Equipment

• 5200 – Information dissemination, printing

• 5300 – Communications

It relates to “people” employed

in the progress report

Related with the iventory

Inventory

• Equipment– “permanent” equipment, lasting more than

the project duration– Computers, faxes …

• Cost > US$1,000• What is, how much, where it is, in which

conditions, etc• The basis for a physical audit

Transfer or Funds

• First installment upon project signature

• Next cash advances: – It is not automatic – based on progress made

and outputs delivered

• Last deposit to be made upon submission of the National Proposal for PRTR design

Sending reports

• Every three months – End of March, June, September and December

• Processing reports– Does the report justify the expenditure?– If equipment has been purchased, has this been

entered in the inventory?• Every component of the progress report must

be: – SIGNED by the project coordinator– SIGNED by the Project Coordinator Supervisor

GraciasJorge Ocaña

Task Manager POPs

UNEP DGEFjocana@chemicals.unep.ch