United Nations Development Programme

Title Project Document Template

Document Language English (original), French - Spanish
Bureau for Development Policy/Capacity Development
Responsible Unit
Group
Approver Terence D. Jones (BDP/CDG)
Dien Le [email protected] - Patrick Gremillet
Creator (individual)
[email protected]
Contributors BDP/CDG, BOM/CBS, OLPS, BRSP
Subject (Taxonomy) Programming for Results, Project Management
Date approved January 2008
All country offices. Primarily intended for staff involved in
Audience
programming/project formulation.
This project document format is applicable to all UNDP-
Applicability
funded projects.
Project Document: Required Format and Contents (8 Dec.
2006 version).
The purpose of this update is to simplify the previous
Replaces
template and clarify specific requirements related to
monitoring, risks management and management
arrangements.
Is part of UNDP User Guide – Project Management section
Conforms to Harmonized programming procedures and ATLAS
UNDG AWP guidelines
Related documents Project Document – Deliverable Description
UNDP User Guide – Defining a Project
Management Practice Document Repository - Project
Document Location
Management - Defining - Deliverables

Please download the Deliverable Description mentioned above for additional instructions and
guidance on how to use this template.

This template includes two separate formats:

 Project Document Format for projects within a CPAP
 Project Document Format for non-CPAP Countries or Projects outside a CPAP (also
applicable to Global and Regional Projects)
 Project Document Format for projects within a CPAP

Sample Cover Page (as per UNDG requirements)

United Nations Development Programme

Country: _______________
Project Document

Project Title
UNDAF Outcome(s):

Expected CP Outcome(s):
(Those linked to the project and extracted from the
CPAP)
Expected Output(s):
(Those that will result from the project and extracted
from the CPAP)
Implementing Partner:
Responsible Parties:

Brief Description

For projects within a CPAP, the narrative section is limited to this box as it is assumed that more
detailed information shall be found in the approved CPAP. However, additional sections can be inserted
as required within the template.

Programme Period: ______________ YYYY AWP budget: _________

Key Result Area (Strategic Plan): ______________ Total resources required _________
Total allocated resources: _________
Atlas Award ID: ______________
 Regular _________
 Other:
Start date: ______________
o Donor _________
End Date ______________
o Donor _________
PAC Meeting Date ______________ o Donor _________
o Government _________
Management Arrangements ______________ Unfunded budget: _________
Agreed by (Implementing
In-kind Contributions
Partner):

Agreed by UNDP:

2
I. ANNUAL WORK PLAN

Year:

EXPECTED OUTPUTS PLANNED ACTIVITIES TIMEFRAME PLANNED BUDGET

And baseline, associated List activity results and associated RESPONSIBLE PARTY
indicatorsand annual targets actions Q1 Q2 Q3 Q4 Funding Source Budget Description Amount

Output 1 1. Activity Result

Baseline: - Action
- Action
Indicators: 2. Activity Result
Targets: - Action
Related CP outcome: - Action
3. Activity Result
- Action
- Action
4. Activity Result
- Action
- Action
Output 2 1. Activity Result
Baseline: - Action
- Action
Indicators:
2. Activity Result
Targets: - Action
Related CP outcome: - Action
3. Activity Result
- Action
- Action
4. Activity Result
- Action
- Action
Output 3
Baseline:
Indicators:
Targets:
Related CP outcome:
TOTAL
II. MANAGEMENT ARRANGEMENTS

Explain the roles and responsibilities of the parties involved in managing the project.
Please refer to the Project Document – Deliverable Description to complete this component of the template.
Use the diagram below for the composition of the Project Board.

Project Organisation Structure

Project Board
Project Board
Senior Beneficiary Executive Senior Supplier
Senior Beneficiary Executive Senior Supplier

Project Assurance
Project Assurance
(by Board members or
(by Board
delegated members
to other or
individuals)
delegated to other individuals)
Project Manager Project Support
Project Manager Project Support

TEAM A TEAM B TEAM C

TEAM A TEAM B TEAM C

Suggested sub-headings in this component may include:

 results of capacity assessment of implementing partner

 UNDP Support Services (if any)
 collaborative arrangements with related projects (if any)
 prior obligations and prerequisites
 a brief description/summary of the inputs to be provided by all partners
 audit arrangements
 agreement on intellectual property rights and use of logo on the project’s deliverables
III. MONITORING FRAMEWORK AND EVALUATION

Please refer to the Project Document – Deliverable Description to complete this component of the template.
Suggested text to be adapted to project context

In accordance with the programming policies and procedures outlined in the UNDP User Guide, the project will be monitored through
the following:

Within the annual cycle

 On a quarterly basis, a quality assessment shall record progress towards the completion of key results, based on quality
criteria and methods captured in the Quality Management table below.
 An Issue Log shall be activated in Atlas and updated by the Project Manager to facilitate tracking and resolution of potential
problems or requests for change.
 Based on the initial risk analysis submitted (see annex 1), a risk log shall be activated in Atlas and regularly updated by
reviewing the external environment that may affect the project implementation.
 Based on the above information recorded in Atlas, a Project Progress Reports (PPR) shall be submitted by the Project
Manager to the Project Board through Project Assurance, using the standard report format available in the Executive
Snapshot.
 a project Lesson-learned log shall be activated and regularly updated to ensure on-going learning and adaptation within the
organization, and to facilitate the preparation of the Lessons-learned Report at the end of the project
 a Monitoring Schedule Plan shall be activated in Atlas and updated to track key management actions/events

Annually

 Annual Review Report. An Annual Review Report shall be prepared by the Project Manager and shared with the Project
Board and the Outcome Board. As minimum requirement, the Annual Review Report shall consist of the Atlas standard
format for the QPR covering the whole year with updated information for each above element of the QPR as well as a
summary of results achieved against pre-defined annual targets at the output level.
 Annual Project Review. Based on the above report, an annual project review shall be conducted during the fourth quarter of
the year or soon after, to assess the performance of the project and appraise the Annual Work Plan (AWP) for the following
year. In the last year, this review will be a final assessment. This review is driven by the Project Board and may involve other
stakeholders as required. It shall focus on the extent to which progress is being made towards outputs, and that these remain
aligned to appropriate outcomes.

In case a project evaluation is required, please indicate the justification and proposed timing for the evaluation. A project evaluation is
required only when mandated by partnership protocols such as GEF. However, a project evaluation may be required due to the
complexity or innovative aspects of the project.

5
Quality Management for Project Activity Results
Replicate the table for each activity result of the AWP to provide information on monitoring actions based on quality criteria. To be
completed during the process “Defining a Project” if the information is available. This table shall be further refined during the process
“Initiating a Project”.

OUTPUT 1:
Activity Result 1 Short title to be used for Atlas Activity ID Start Date:
(Atlas Activity ID) End Date:
Purpose What is the purpose of the activity?

Description Planned actions to produce the activity result.

Quality Criteria Quality Method Date of Assessment

how/with what indicators the quality of the Means of verification. What method will be When will the assessment of
activity result will be measured? used to determine if quality criteria has been quality be performed?
met?

IV. LEGAL CONTEXT

Click here for the standard text.

ANNEXES
Risk Analysis: An assessment of risks that may affect the project should be conducted during the formulation. Please refer to the
section “Defining a Project”.
Use the standard Risk Log template
Please refer to the Deliverable Description of the Risk Log for instructions

Agreements: Any additional agreements, such as cost sharing agreements, project cooperation agreements signed with NGOs 1
(where the NGO is designated as the “executing entity”) should be attached.

Terms of Reference: TOR for key project personnel should be developed and attached

Capacity Assessment: Results of capacity assessments of Implementing Partner (including HACT Micro Assessment)

For GEF projects, the agreement with any NGO pre-selected to be the main contractor should
include the rationale for having pre-selected that NGO.

6
7
 Project Document Format for non-CPAP Countries or Projects outside a CPAP

United Nations Development Programme

Country: _______________
Project Document

Project Title
UNDAF Outcome(s):

Expected CP Outcome(s):
(Those linked to the project and extracted from the CP)
Expected Output(s):
(Those that will result from the project)
Executing Entity:
Implementing Agencies:

Brief Description

Programme Period: ______________ Total resources required _________

Total allocated resources: _________
Key Result Area (Strategic Plan) ______________  Regular _________
 Other:
Atlas Award ID: ______________ o Donor _________
o Donor _________
Start date: ______________
o Donor _________
End Date ______________
o Government _________
PAC Meeting Date ______________ Unfunded budget: _________

Agreed by (Government)
Management Arrangements ______________ In-kind Contributions _________
Agreed by (Executing Entity):

Agreed by (UNDP):

V. SITUATION ANALYSIS

(minimum one paragraph, suggested maximum one page)

To the greatest extent possible, link to the Country Programme Document (CPD), CCA and UNDAF situation analysis. State the
problem to be addressed usually in terms of needs for capacity development, and provide a reference to the relevant outcome in the
country programme. References to the HDR and MDGs may also be included. Explain the institutional and legal framework. and the
intended beneficiaries. Provide a reference (and hypertext links) to the findings of relevant reviews or evaluations.

8
VI. STRATEGY

(minimum one paragraph, suggested maximum one page)

Link to the CP and UNDAF to the greatest extent possible, which should outline the national strategy, including the national
commitment to achieving the outcome and the UN comparative advantage in supporting the strategy. This section should detail how
the project outputs will contribute to the achievement of the outcome. Explain in particular how UNDP will support policy development
and strengthen national capacities and partnerships to ensure lasting results. In addition, for projects co-financed with other partners,
the rationale for donor assistance and how they support the outcome should be described.

9
VII. RESULTS AND RESOURCES FRAMEWORK

Intended Outcome as stated in the Country Programme Results and Resource Framework:
Assign a number to each outcome in the country programme (1, 2,...).
Outcome indicators as stated in the Country Programme Results and Resources Framework, including baseline and targets:

Applicable Key Result Area (from 2008-11 Strategic Plan):

Partnership Strategy
Project title and ID (ATLAS Award ID):
INTENDED OUTPUTS OUTPUT TARGETS FOR (YEARS) INDICATIVE ACTIVITIES RESPONSIBLE PARTIES INPUTS

Specify each output that is planned to help Use this column for more complex List activity results and associated actions needed to Specify parties that have Specify the nature and total
achieve the outcome. projects where an output takes more produce each output or annual output targets. been engaged by the costs of the UNDP inputs
For each output, include a baseline with than one year to produce. Each activity result shall ultimately become an executing entity to carry out needed to produce each output.
associated indicators and targets to facilitate Activity ID in Atlas. these activities
monitoring of change over time. Targets (year 1)
Each output shall ultimately become a -
Project ID in Atlas.
1 Activity Result
-  Action
Targets (year 2)  Action
Output 1
-
Baseline:
-
Indicators: 2 Activity Result
 Action
 Action
Output 2 Targets (year 1) 1 Activity Result
Baseline: -  Action
Indicators: -  Action
Targets (year 2)
-
2 Activity Result
-
 Action
 Action
VIII. ANNUAL WORK PLAN

Year:

EXPECTED OUTPUTS PLANNED ACTIVITIES TIMEFRAME PLANNED BUDGET

And baseline, indicators including List activity results and associated RESPONSIBLE PARTY
annual targets actions Q1 Q2 Q3 Q4 Funding Source Budget Description Amount

Output 1 1. Activity Result

Baseline: -Activity action
-Activity action
Indicators: 2. Activity Result
Targets: -Activity action
Related CP outcome: -Activity action
3. Activity Result
- Activity action
- Activity action
4. Activity Result
-Activity action
-Activity action
Output 2 1. Activity Result
Baseline: -Activity action
-Activity action
Indicators:
2. Activity Result
Targets: -Activity action
Related CP outcome: -Activity action

Output 3
Baseline:
Indicators:
Targets:
Related CP outcome:
TOTAL

11
IX. MANAGEMENT ARRANGEMENTS

Explain the roles and responsibilities of the parties involved in managing the project.
Please refer to the Deliverable Description to complete this component of the template.
Use the diagram below for the composition of the Board.

Project Organisation Structure

Project Board
Project Board
Senior Beneficiary Executive Senior Supplier
Senior Beneficiary Executive Senior Supplier

Project Assurance
Project Assurance
(by Board members or
(by Board
delegated members
to other or
individuals)
delegated to other individuals)
Project Manager Project Support
Project Manager Project Support

TEAM A TEAM B TEAM C

TEAM A TEAM B TEAM C

Suggested sub-headings in this component may include:

 results of capacity assessment of implementing partner

 UNDP Support Services (if any)
 collaborative arrangements with related projects (if any)
 prior obligations and prerequisites
 a brief description/summary of the inputs to be provided by all partners
 audit arrangements
 agreement on intellectual property rights and use of logo on the project’s deliverables
X. MONITORING FRAMEWORK AND EVALUATION

Please refer to the Deliverable Description to complete this component of the template.
Suggested text to be adapted to project context

In accordance with the programming policies and procedures outlined in the UNDP User Guide,
the project will be monitored through the following:

Within the annual cycle

 On a quarterly basis, a quality assessment shall record progress towards the
completion of key results, based on quality criteria and methods captured in the
Quality Management table below.
 An Issue Log shall be activated in Atlas and updated by the Project Manager to
facilitate tracking and resolution of potential problems or requests for change.
 Based on the initial risk analysis submitted (see annex 1), a risk log shall be activated
in Atlas and regularly updated by reviewing the external environment that may affect
the project implementation.
 Based on the above information recorded in Atlas, a Project Progress Reports (PPR)
shall be submitted by the Project Manager to the Project Board through Project
Assurance, using the standard report format available in the Executive Snapshot.

 a project Lesson-learned log shall be activated and regularly updated to ensure on-
going learning and adaptation within the organization, and to facilitate the preparation
of the Lessons-learned Report at the end of the project

 a Monitoring Schedule Plan shall be activated in Atlas and updated to track key
management actions/events

Annually

 Annual Review Report. An Annual Review Report shall be prepared by the Project
Manager and shared with the Project Board and the Outcome Board. As minimum
requirement, the Annual Review Report shall consist of the Atlas standard format for
the QPR covering the whole year with updated information for each above element of
the QPR as well as a summary of results achieved against pre-defined annual targets
at the output level.
 Annual Project Review. Based on the above report, an annual project review shall
be conducted during the fourth quarter of the year or soon after, to assess the
performance of the project and appraise the Annual Work Plan (AWP) for the
following year. In the last year, this review will be a final assessment. This review is
driven by the Project Board and may involve other stakeholders as required. It shall
focus on the extent to which progress is being made towards outputs, and that these
remain aligned to appropriate outcomes.

In case a project evaluation is required, please indicate the justification and proposed timing for
the evaluation. A project evaluation is required only when mandated by partnership protocols
such as GEF. However, a project evaluation may be required due to the complexity or
innovative aspects of the project.

13
Quality Management for Project Activity Results
Replicate the table for each activity result of the AWP to provide information on monitoring
actions based on quality criteria. To be completed during the process “Defining a Project” if the
information is available. This table shall be further refined during the process “Initiating a
Project”.

OUTPUT 1:
Activity Result 1 Short title to be used for Atlas Activity ID Start Date:
(Atlas Activity ID) End Date:
Purpose What is the purpose of the activity?

Description Planned actions to produce the activity result.

Quality Criteria Quality Method Date of Assessment

how/with what indicators the quality of the Means of verification. what method will be used When will the assessment of
activity result will be measured? to determine if quality criteria has been met? quality be performed?

14
XI. LEGAL CONTEXT

Click here for the standard text.

XII. ANNEXES

Risk Analysis. Use the standard Risk Log template. Please refer to the Deliverable Description
of the Risk Log for instructions

Agreements. Any additional agreements, such as cost sharing agreements, project cooperation
agreements signed with NGOs2 (where the NGO is designated as the “executing entity”) should
be attached.

Terms of Reference: TOR for key project personnel should be developed and attached

Capacity Assessment: Results of capacity assessments of Implementing Partner (including

HACT Micro Assessment)

Special Clauses. In case of government cost-sharing through the project which is not within the
CPAP, the following clauses should be included:

1. The schedule of payments and UNDP bank account details.

2. The value of the payment, if made in a currency other than United States dollars, shall
be determined by applying the United Nations operational rate of exchange in effect on the date
of payment. Should there be a change in the United Nations operational rate of exchange prior
to the full utilization by the UNDP of the payment, the value of the balance of funds still held at
that time will be adjusted accordingly. If, in such a case, a loss in the value of the balance of
funds is recorded, UNDP shall inform the Government with a view to determining whether any
further financing could be provided by the Government. Should such further financing not be
available, the assistance to be provided to the project may be reduced, suspended or
terminated by UNDP.
3. The above schedule of payments takes into account the requirement that the
payments shall be made in advance of the implementation of planned activities. It may be
amended to be consistent with the progress of project delivery.
4. UNDP shall receive and administer the payment in accordance with the regulations,
rules and directives of UNDP.
5. All financial accounts and statements shall be expressed in United States dollars.
6. If unforeseen increases in expenditures or commitments are expected or realized
(whether owing to inflationary factors, fluctuation in exchange rates or unforeseen
contingencies), UNDP shall submit to the government on a timely basis a supplementary
estimate showing the further financing that will be necessary. The Government shall use its best
endeavors to obtain the additional funds required.
7. If the payments referred above are not received in accordance with the payment
schedule, or if the additional financing required in accordance with paragraph []above is not
forthcoming from the Government or other sources, the assistance to be provided to the project
under this Agreement may be reduced, suspended or terminated by UNDP.
8. Any interest income attributable to the contribution shall be credited to UNDP Account
and shall be utilized in accordance with established UNDP procedures.
In accordance with the decisions and directives of UNDP's Executive Board:
The contribution shall be charged:
(a) […%]cost recovery for the provision of general management support (GMS) by
UNDP headquarters and country offices
(b) Direct cost for implementation support services (ISS) provided by UNDP and/or an
executing entity/implementing partner.

9. Ownership of equipment, supplies and other properties financed from the contribution
shall vest in UNDP. Matters relating to the transfer of ownership by UNDP shall be determined in
accordance with the relevant policies and procedures of UNDP.

For GEF projects, the agreement with any NGO pre-selected to be

the main contractor should include the rationale for having pre-selected that
NGO.

15
10. The contribution shall be subject exclusively to the internal and external auditing
procedures provided for in the financial regulations, rules and directives of UNDP.”

16