Quarterly reports Why? What? When? How? Jorge Ocaña Task Manager (POPs) UNEP DGEF

Project configuration NGOs Other gov. institutions Industry UNITAR UNEP DGEF GEF Sec National Coordinator PRTR

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 backLooking forward 1 January – 31 March1. 31 March1 April – 30 June June1 July – 30 September September1 October – 31 December December1 January – 31 March Financial report Planned activities inventory 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 travel 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

Gracias Jorge Ocaña Task Manager POPs UNEP DGEF