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Quarterly reports

Quarterly reports. Why? What? When? How?. Jorge Ocaña Task Manager (POPs) UNEP DGEF. Project configuration. NGOs. National Coordinator PRTR. Other gov. institutions. UNITAR. Industry. UNEP DGEF. GEF Sec. Why QRs?.

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Quarterly reports

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

  2. Project configuration NGOs National CoordinatorPRTR Other gov. institutions UNITAR Industry UNEP DGEF GEF Sec

  3. Why QRs? It is not a bureaucratic exercise, is the working relationship between the EA and the country project 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

  4. What?

  5. Progress reports: working together Looking back Looking forward Planned activities • Progress reports • What have we done? • What we will do? Progress report Financial report inventory Actual Planned

  6. 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

  7. 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

  8. 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 Budget lines Related with the iventory

  9. 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

  10. 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

  11. 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

  12. Gracias Jorge Ocaña Task Manager POPs UNEP DGEF jocana@chemicals.unep.ch

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