Workplans

Question 1

Can 2 workplans have 1 authorized officer?

Answer 1

Yes, the person is authorized to sign any and all workplans the IP covers

Question 2

Can we sign a WP even if the IPA has not been signed

Answer 2

No. A valid workplan must be governed by a valid IP agreement and be signed by the authorized officers identified in the IP agreement

Question 3

Can Officer in Charge of IP’s sign the Workplan if they provide memo or letter of OIC?

Answer 3

The Workplan should have the name of the IP authorized officer and the OIC signs on behalf of that person. They don’t need to provide a memo or letter of OIC. But it should clearly state “for” and add OIC after signature

Question 4

What if the WP is sent to the IP with a start date but the IP takes time to sign off and it comes back only 2-3 weeks later. Is that acceptable?

Answer 4

The workplan should be signed before or after the start date. We recognize there may be some challenges to this and a slight difference can be acceptable. However, under no circumstances should the IP begin spending any funds prior to the date of signature and the approved cash transfer request. When the workplan is signed after the start date, any funds spent by the IP between the earlier start date and date of signature will be considered ineligible.

Question 5

“Sometimes the process of signing the WP takes longer than expected, and leads to the starting date of the WP being earlier. How to manage?
“

Answer 5

Try to start as early as possible, particularly if you know the partner takes a while to process. Also, you can try to do a workplan for only those essential elements where there is agreement and you can do a workplan revision on the other activities which are holding up signature.

Question 6

In some countries there are certain procedures until the WP reaches the IP. To estimate an accurate time when the WP reaches the IP is impossible. Considering the fact that the WP should be generated by the GPS, there is no way to adjust the WP date to the actual time the IP receives it, what will be your recommendation to COs facing such situation regarding the rule that date of the WP to be the same as the signature date, as noted in the presentation.

Answer 6

The workplan should be signed before or after the start date. We recognize there may be some challenges to this and a slight difference can be acceptable. However, under no circumstances should the IP begin spending any funds prior to the date of signature and the approved cash transfer request. When the workplan is signed after the start date, any funds spent by the IP between the earlier start date and date of signature will be considered ineligible.

Question 7

“Сan we include in the IP workplan cost for renovation work? this is challenge for us and we do not have in house expertise to implement
“

Answer 7

In some circumstances, yes when they meet eligibility requirements and obtained proper approval. It is very important to read the procurement procedures to see what is required and when it is possible. See page 12-15 of procurement procedures in PPM

Question 8

Usually development of WP depends on agreement reached with the IP and is out of control of UNFPA. Often the delay emanates from the IP due to various reasons and needs strong advocacy to have it finalized even during the previous year and the WP is expected to start at the beginning of the year and implementation might have started. Thus in that case do we need to halt the implementation even if a reimbursement is requested?

Answer 8

Unfortunately, our financial regulations and rules and our policies prevents any funds being spent outside of a valid workplan. We strongly recommend starting the process with sufficient time to allow for delays. And/or, if possible, do an initial workplan with the salary or other costs that need to be done immediately and then do a revision to add the rest of the activities so you can start implementation as soon as possible.

Question 9

“how many times are allowed to revise a AWP per year?

Due to COVID 10 crisis and to respond to the crisis, we are obliged to revise the workplan twice in one quarter, are you fine with it?”

Answer 9

There are no restrictions in the policy on the amount of times a WP can be revised. However, it should be kept to a minimum

Question 10

“Is a current IP can act as a sub-contractee in the WP of another existing IP of UNFPA in the same year?

Can IP be a third party (sub-contractee) under another WP during the same period? Can a IP sub contract another IP?

Can IP sub contract another IP?”

Answer 10

Nothing in the policy prevents this. However, if it is an activity that can/should be done in the IP’s workplan, it should be done by the IP. But if it is a totally different type of activities, it is fine to be a sub-contractee in another IP’s workplan (if UNFPA agrees).

Question 11

In our FTP, there is a provisional authorization to make the AWP less detailed. However, there are no samples as a reference. Hope to have support on this.

Answer 11

This is being removed from the FTPs as we feel it’s important to have details on what the IP is going to be doing. To start immediately, suggest to do a workplan with the minimum activities needed and do a revision to add the rest of the activities.

Question 12

If an IP sub-contracts for services to a vendor, what is level of detail UNFPA needs for work plan operational clearance/approval?

Answer 12

UNFPA just needs to know who the sub-contractee will be, what they will be doing and confirms they have a contract with the IP. The sub-contractee needs to be identified on the workplan or, if added after the workplan is signed, UNFPA must agree, in writing, to the proposed sub-contractee. Per the IP Protocol on PSEA, the contract between the IP and the sub-contractee should have a clause on PSEA.

Question 13

“Is it ok for switch of budget between activities in the AWP of the IP
“

Answer 13

Yes but there needs to be a workplan/budget revision (and supported by detailed budget breakdown)

Question 14

“We can revise WP number of times, then why the auditor have observation?
“

Answer 14

I’d need to look into this to see what the observation was. We don’t have a limit on the number of revisions. But too many might signal it wasn’t well designed in the first place.

Question 15

It is a challenge sometimes that the IP can implement the activities after they receive the fund.

Answer 15

If the IP has challenges spending the funds, a workplan revision may need to be done to remove activities from the IP’s workplan.

Question 16

The issue about the start date of the WP is really confusing. We put the start and end date of the WP in the preparation phase, then it’s sent for signatures. How can we control or amend the start date to make it after the signature date at this stage. This issue never came up through audits or review. Pls advise

Answer 16

The workplan should be signed before or after the start date. We recognize there may be some challenges to this and a slight difference can be acceptable. However, under no circumstances should the IP begin spending any funds prior to the date of signature and the approved cash transfer request. When the workplan is signed after the start date, any funds spent by the IP between the earlier start date and date of signature will be considered ineligible.

Question 17

2020 is the last year of country programme and we didn’t sign multi-year WP for EU funded projects and budgeted all received funds from EU in 2020 WPs in order to have savings and spend it in the beginning of the next year until next transfer from EU in March-April, 2021. We did it to be able to continue EU funded activities. Due to it CO implementation rate is low. Could you please how to proceed?

Answer 17

If the donor agreement allows you to spend those funds in 2021, you can do a revision to reduce the workplan amount and the budget in KK. Your implementation rate on your donor report may be low, but you have justification for why that is.

Question 18

In light that the IP is under a modality which leads to high transaction costs and has huge amounts of funds.It would therefore need close monitoring especially if there are risks.Does UNFPA allow recruitment of another organization to monitor IP grant management.

Answer 18

UNFPA can (using the procurement procedures) hire an entity to help monitor the IP. However, those costs would be included on a UNFPA implemented workplan as a programmatic in nature activity or as a sub-activity under a programmatic activity. If this isn’t clear, please email and I will respond.

Question 19

I understand that costs that are incurred before the work plan signature date are ineligible. However, in the context of a workplan revision, where similar activities that were already approved by both UNFPA and the IP are being implemented. Are the costs incurred by the IP (for those similar activities) prior to the revised work plan being signed eligible to be covered by UNFPA?

Answer 19

In this case, there is a valid workplan in place and an active dialogue with UNFPA and the IP so the activities would be eligible. But the revision (in the form of an exchange of letters or a re-signed workplan) and the updated budget template should be done as soon as possible.

Question 20

in case of multiple WP, is it possible to have next years with ) budget =0 or any amount (just symbolic) (as we don’t know ahead how much we will need for the next year), thus allowing activities to start before exact budgetary details are clarified. ??

Answer 20

Initially you can so you can create the workplan. But please keep in mind, it is the WP and the approved cash transfer request that constitutes the authority to spend. If you have $0 in the workplan and there is no cash transfer request, the IP is not eligible to spend anything. We would suggest you add an initial amount, it can always be revised at a later date once you have a better understanding of what it would cost. The WP is the basis for requisitioning, committing, etc. If you only commit, $0, that’s all the IP can spend.

Question 21

Can the CO office agree with implementing partner after signing IP agreement to go ahead with implementing while finalising the AWP, with an idea to reimburse the IP at the end of the quarter. If there is an approval for the office?

Answer 21

No. No funds can be committed or spent without a signed WP and an approved cash transfer request. The IP agreement alone is not a commitment to spend funds. It is the framework under which UNFPA and the IP will work together.

Question 22

Is it possible for one IP to have two different AWP for different units?

Answer 22

“If by unit you mean department, an IP can work with multiple departments at the same time (if they are legally able to work in the country/region).
But if by unit you mean different units within a department, the policy recommends one workplan per implementing partner per department. However, when there is a programmatic need for different units within a department to manage its own workplan, that is possible. “

Question 23

Does the quarterly breakdown of estimated expenses linked to the WPs needs to be signed? If so by who?

Answer 23

No, it does not need to be signed by anyone.

Question 24

In an emergency situation, where UNFPA needs to respond immediately, but can not proceed because of the WP processes,– is there a streamlined process for humanitarian responses on WP processes, especially when we need to engage an IP?

Answer 24

Even in a humanitarian crisis we still need a valid IP agreement and workplan in place, which is why contingency planning is so important (especially identifying IPs who would be able to respond in a crisis in advance and signing the IP agreement with them, as IP agreement is not a promise we will work with them). Because there can be multiple revisions to a workplan, one could design and sign a workplan with the activities that need to be immediately undertaken and do a revision to add on to the workplan.