1. Multi-Year Partnership Agreement
IMPLEMENTING PARTNERSHIP MANAGEMENT SERVICE (DFAM/IPMS)
INTEGRATED PROGRAMME SERVICE (DPSM/IPS)

2. New Features
The Multi-Year Partnership Agreement supports a multi-year strategy and plan
Multi-Year duration –agreement may cover from 2 up to 4 years ( at this stage, it will be for two years, thereafter will be assessed and scaled up)
Agreement symbol- Business Unit / YYYY / MY / Agreement Number / Amendment
Priority and provisions for the entire duration of the Multi-Year agreement must be foreseen under Operating Level for the two consecutive years
First year of the agreement is considered the Budget Year
Second year of the agreement is considered the Forecast Year for the subsequent year’s plan and budget
Attention: even if the Operation secures approved OL, availability of funds prevail to enable UNHCR to transfer funds to its partners.

3. Budget
Focus/Hyperion/MSRP currently support only  annual budgeting (i.e. there is no institutional system for multi-year resource allocation and budgeting)
Annex B –Project Budgets (Multi-Year Budget/Annual Budget)
Annex B1 -Multi-Year Project Budget (created in excel outside MSRP)
Annex B2-Detailed Project Budget (created in Focus and exported onto MSRP) as it is done ordinarily for the annual Agreements
First Year= Budget Year- the year during which funds are allocated in Focus and MSRP as stipulated in Project Budget.
Second Year= Forecast Year- the budget is made in excel sheet off-line (until UNHCR develops multi-year resource allocation/roll-over system

4. Project Period
Strict application: Any activity not implemented, or expenditure not incurred, by the end of the Budget Year as initially planned. It must be reprogrammed, budgeted and reported in the subsequent year (“Forecast Year”). Provisions for those activities and budget must be made in approved OL of the second year.
No application for extension of liquidation and implementation period from the first year to the next.
Effective start date of implementation (no earlier than 1 January of the Budget Year)
01/01/2019
Completion date of implementation (no later than 31 December of the last forecasted Year)
31/12/2020
Project Liquidation Period
(no later than 31 January of the year following the Project Implementation Period)
01/01/ /01/2021
Current Budget Year Liquidation and Reporting period (no later than 31 Jan of the year following the end of the current Budget Year)
01/01/ /01/2020

5. Timeline
Subject to availability of funds, operational needs and Partner’s performance, the allocation of funds for the Forecast Year shall be confirmed through signing an Amendment to the Agreement, no later than 30th November of the Budget Year ( no need for signing a full agreement for the subsequent year)
Strict application: if not signed by 30th November, MY Agreement will automatically close as an annual Agreement
This MY Agreement Amendment will be linked (technically in MSRP) to MY Agreement (First Year).

6. Reporting Financial reports
Usual PFRs (following the same practice of the annual Agreements) will be used during Budget Year
The Final Financial Report of the Budget Year is due 31 Jan of the subsequent year. Strict Application!
Narrative reports
The simplified “Periodic Performance Report” shall be used throughout the two years of implementation including the end of the first Budget Year
The Harmonized Final Performance Report template shall be used as the final narrative report at the end of the two years.

7. When to Use Multi-Year Agreement
Multi-Year strategy and plan with ideally solutions-oriented activities that support longer-term outcomes
Prioritize budget allocation within OL over the full two years of the Agreement
Consultation with partners from the inception of multi-year planning
Partner has good past performance (reporting, sustainability, use of funds) and capacity for multi-year planning and implementation

8. MY Agreement Components
MY legal agreement
Multi-Year versions of :
Annex A – Project Description
Annex B1 - Multi-Year Project Budget (this is created in excel outside MSRP)
Annex B2- Detailed Project Budget (typical MSRP created detailed budget)
Annex C1 (Workplan) – is no longer needed. It is simplified and embedded into the Planned Results section in Annex A
Annex C2 (Instalment Plan) - with high level view (output level, quarterly), breakdown at activity or account level is not mandatory, unless there is operational need
Annex D (Project Performance Report – simplified periodic template) – for periodic reporting during the implementation year as well as reporting at the end of the first year of the agreement
Annex D (Project Performance Report – final harmonized template) – to be used for reporting at the end of the 2nd implementation period
Annex E – Partner Personnel List
Annex F – Processing and Protection of Personal Data of Persons of Concern

9. Next Steps
Operations that have Multi-Year, Multi- Partner Strategies (Mexico, Costa Rica, Colombia, Ecuador, Brazil, Algeria, Chad, Niger, Mali, Mauritania, Senegal, Ghana, Cameroon, Ukraine, Regional Office Northern Europe, Djibouti, Uganda, Ethiopia, Kenya, Rwanda, Tanzania, Malawi) can start using the MY Partnership Agreements immediately:
Operations that have prepared the two year plans and budgets, and negotiated with their partners will need to convert the Annual Agreements into the MY Partnership Agreement format - IPMS will support the process of conversion.
Operations that have not yet signed Single year Agreements plans and wish to opt for MY, can directly go for entering into MY Agreement
Operations that not MYMP but have a solid Multi-Year Strategies, may opt to sign MY Agreements.

10. Indicative calendar Month Action Purpose Who First week of April
Introductory Webinar
Introduce purpose, benefits, limitations, processes and tools.
IPMS-IPS
With: DRRM, DRS, RBM, Regional bureaux
Field Operations
Soonest but not later than End April
Expressions of Interest
Notify intention to ‘opt-in’ to pilot and the possible partnerships that will be managed under a MY PA
Field operations
April-June
(for agreements)
New agreements: immediately
Negotiations and conclusion agreements with partners
Negotiations and signing agreements with partners using multi-year format for 2019 and 2020 and conclusion/ conversion of agreements
HQs advice on management process for MY PA including conversions of already signed agreements into multi-year
Field operations, Regional Bureaux, IPS, IPMS, DRRM
As of June
Multi-Year Agreements Completed
Multi-year Agreements for in place
Regional bureaux, IPMS, IPS/Operations
Not later than 15 November
Status of Multi-year Agreements updated and HQS notified
Review of progress, decide on cut-off of budget/ expenditure and conducted activities/outputs under first year Budget Year and adjustment and programming into the second year plan and budget (converting Forecast Year into Budget Year)
Not later than 30 November
Amendment for the second signed
Confirm continuance of Year 2
Any operation that does not sign the multi-year agreement will automatically close as a single year agreement.
January-March 2020
Lessons gathered
Learn and adapt on process of concluding, converting and amending agreement for Y2.
February-April 2021
Learn and adapt on management and closure of agreement

11. Support
Implementing Partnership Management Service: for management of Partnership Agreements
Integrated Programme Service: for programming/reprogramming matters
Webinars introducing the Multi-Year Agreement format will be organized as of first week of April.
Posting on UNHCR Intranet (IPMS Page)
Chapter 4 – (Next Update)
Posting on UN Partner Portal
Developing FAQ