PROJECT DOCUMENT  FORMAT

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This should include: 

·        Project title:                                         

·        Project number:

·    UNFIP/UNF project code:                (to be inserted by UNFIP/UNF)

·        Programme Framework topic:         

·        Project purpose:                                should be same as in Log Frame             

·        Duration:                                           in years and months

·        Start date:                                         month after Project signature

      or expected start date (if not yet signed)

·        Docket number:                             (to be inserted by UNFIP/UNF)

·        Location:                                           primary and secondary location(s) 

·        Name(s) of the UN organisation(s) responsible for management and identification of the lead agency (if applicable under joint programming)

·        Non-UN executing partners (if applicable)

·        Statement of approved UNF funding and total overall budget (amounts inclusive of 5% support cost reimbursements) broken down by implementing partner

·        A brief summary description of the programme/project

2.0               Problem Statement/ Challenge/Context

a)      Indicate what the need is and why it exists

b)      Gender analysis of the problem and perceived solutions

c)      Population groups adversely affected

d)      Indicate the environmental aspects of the problem   

3.0              Relationship to UNF/UNFIP Programme Framework and Project Criteria 

a)      Should include a clear and precise statement of the manner in which the project will: (i) operationalise/address the “Priority Areas for UNF Focus” identified in the UNF/UNFIP Programme Framework; and (ii) address general project criteria set by UNF

 4.0              National/Government Commitment 

a)      What is the project’s relationship to national strategies and priorities and what are its relevant goals and objectives

b)      Are there any prior obligations and prerequisites required for start of implementation, including policy measures, financial, personnel, equipment and accommodation

c)      Is the project included in the government budget/plans

d)      What measures of the national authorities will be required to ensure project sustainability after its’ conclusion  

5.0              Process followed in Project Identification/Formulation 

a)      How was the project developed (i.e. who initiated it?  who prepared the materials and when?  who was consulted during preparation?)

b)      Who participated in the Logical Framework preparation

c)      Were the beneficiaries and the other stakeholders consulted during project preparation  

6.0               Related Past and Current Activities 

a)      Lessons learned from past approaches to resolve the problem

b)      List other relevant government/civil society efforts which are currently underway to address this problem

c)      Describe how the current joint project/programme will draw from, build on and complement these efforts  

7.0              Programme/Project Objectives, Activities and Anticipated Results

a)      Specify goals and objectives.  These should be stated in terms of results achievable during lifetime of the project

b)      List the major programme/project activities

c)      List indicators to measure progress in quantified and measurable terms

d)      Describe changes that the project will facilitate and highlight any innovative, catalytic aspects

e)      What provisions are being made to ensure that the project is sustainable  (economically, financially, socially, culturally)

f)        Gender and environmental considerations  

8.0        Beneficiaries

a)      Who are the direct beneficiaries of the project?  How many?  How are they to be affected?  How will they be consulted?

b)      Who are the secondary (or indirect) beneficiaries?  How many?  How are they to be affected?  How will they be consulted?  

9.0              Programme Strategy and Risk

a)      Outline the strategy(ies) for achieving the specific goals, objectives and anticipated results  

b)      List and analyse the risks which may constrain achievement of the anticipated results

c)      Specify the measures required to minimise these risks (if applicable)  

10.0           Value Added of Joint UN Intervention

a)      Summarise the principal thrust of each partner’s intervention

b)      Describe how the interaction between these interventions will enhance the development impact of the programme/project  

11.0          Value Added from NGO and Civil Society Partnerships

a)       Summarise the principal thrust of each partner’s intervention

b)      Describe how the interaction between these interventions will enhance the development impact of the programme/project  

12.0          Charitable Purposes Justification for UNF

Please ensure that the project objectives as written in the document specifically define the project’s purpose as one or more of the definitions given below:

·        Relief of the poor and distressed or of the underprivileged

·        Advancement of education or sciences

·        Lessening the burdens of Government

·        Promotion of social welfare by organisations designed to accomplish the above purposes; or to (i) lessen neighbourhood tensions, (ii) eliminate prejudice and discrimination, (iii) defend human and civil rights secured by law; or (iv) to combat community deterioration and juvenile delinquency

For example: “This project can be deemed an exclusively charitable project because as described in the project objective it (insert appropriate wording)” 

I          Programme Management and Implementation  

 13.0          Management and Administration

a)      Describe the management and execution modality- i.e. national, UN agency or NGO management

b)      Composition of the Management Committee (if relevant) and a summary of its terms of reference

c)      Who will be accountable for the implementation of the project?

d)      The Administrative Agent and/or the composition of the Technical Group for Programme and Finance (in the case of joint programming)

e)      Funding, accounting and reporting arrangements

f)        Administrative cost charges

g)      If appropriate, describe co-financing and matching arrangements  

14.0          Inputs

a)      Provide a descriptive explanation of inputs to be funded by UNF  

15.0          Reporting 

a)      Please include the following statement:

 “Quarterly unaudited financial utilization reports, annual progress reports, annual certified or audited financial statements and final project reports and audited financial statements will be provided in accordance with existing memorandum of understanding (MOU) or Basic Implementation Agreement (BIA) as applicable with UNFIP.”

b)      Specify the official/agency who will be responsible for reporting  

16.0          Monitoring and Evaluation  

a)      Identify baseline data/benchmarks which define the starting point at the outset of project activities

b)      Define quantified, measurable and achievable indicators that measure change or progress by the project

c)      Describe the project’s key milestones

d)      Specify who will be responsible for undertaking project monitoring and reporting

e)      What are the anticipated methods of evaluation? Who will be performing evaluations? How often and when will they be done?

f)        Include arrangements for full stakeholder participation

g)      Have specific funds been earmarked for monitoring and evaluation?  Has a provision been made in the budget?

h)      Establish one common format for all monitoring and evaluation reports

i)        Set up a system of feeding back lessons learned into the ongoing programme/project including review meetings  

ANNEX I            Logical Framework / Project Summary 

Prepare a project summary, preferably one page, which presents the objectives, expected results of the project as well as the objectively verifiable indicators (with time frames) against which progress can be measured.  Many different variations of this summary exist and it is recommended that the format and terminology used are in accordance with the practices of the concerned organisation

One sample version of the Logical Framework is presented below 

Objectives wider than that of the project itself. Other project and activities will also contribute to the achievement of these objectives 

Operational description of the overall objectives in terms of quantity and quality of results for a target group, indicating time and place

Indicate where and in what form information on the achievement of overall objectives can be found 

External factors that are outside the direct control of the project, but crucial for the achievement of the overall objective 

Results

ANNEX II            Implementation plan

·        Provide a short implementation plan or global workplan for the whole project/programme for the full project period

·        Specify key milestones

·        For joint programming projects: provide a one page workplan for each implementing partner so that the division of the separate responsibilities and tasks can be clearly identified 

Note:

A short Annual Workplan should be sent to UNF/UNFIP within three months after start of the project or, for ongoing projects, attached to the annual progress reports for the coming year.  

·        Prepare a project budget broken down by budget line, following the UNFIP expenditure categories in the table below mapped to UNDP and ACC expenditure codes.  The attached template (provided for discussion at the focal points meeting on 28 November 2000) may be used with modification of key fields only.

·        In case of joint programming, option II, each managing agent will prepare a separate budget, also in the UNDP format.  The lead agency should prepare a consolidated budget for submission to UNFIP.  The template supports joint programming with separate sheets for up to four implementing partners and one total sheet.

·        Actual expenditures are reportable to UNFIP using the same breakdown.