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UNDP-Global Fund and Health Implementation

Guidance Manual

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 * Grant Lifecycle
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 * Resource Repository
 * Grant Lifecycle
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 * Functional Areas
 * Principal Recipient Start-up
 * Legal Framework
 * Health Product Management
 * Financial Management
 * Monitoring and Evaluation
 * Sub-recipient Management
 * Grant Reporting
 * Capacity Development
 * Risk Management
 * Audit and Investigations
 * Human Rights
 * Human Resources
 * Grant Closure

 * Functional Areas
   * Principal Recipient Start-Up
     * Overview
     * Key Start-up Activities
     
   * Legal Framework
     * Overview
     * Project Document
     * The Grant Agreement
       * UNDP-Global Fund Grant Regulations
       * Grant Confirmation
       * Grant Confirmation: Face Sheet
       * Grant Confirmation: Conditions
       * Grant Confirmation: Conditions Precedent (CP)
       * Grant Confirmation: Special Conditions (SCs)
       * Grant Confirmation: Schedule 1, Integrated Grant Description
       * Grant Confirmation: Schedule 1, Performance Framework
       * Grant Confirmation: Schedule 1, Summary Budget
       
     * Implementation Letters and Performance Letters
     * Agreements with Sub-recipients
     * Agreements with Sub-sub-recipients
     * Signing Legal Agreements and Requests for Disbursement
     * Language of the Grant Agreement and other Legal Instruments
     * Amending Legal Agreements
     * Other Legal and Implementation Considerations
       * Property Issues
       * Logos and Other Markings
       * Intellectual Property Rights and Disclosure of Information
       * Conflict of Interest and Anti-corruption Measures
       * Anti-terrorism Requirements
       * Payment of Incentives to Government Staff
       
     * Legal Framework for Other UNDP Support Roles
     
   * Health Product Management
     * Overview - Health Product Management
       * Introduction
       * Definitions
       * Scope
       * Guiding Principles for Procurement of Health Products
       
     * UNDP Quality Assurance Policy
       * QA Toolkit for UNDP Country Offices
       * Tools and guidance for UNDP Suppliers
       
     * Product Selection
       * Pharmaceuticals
       * In-vitro Diagnostic (IVD) Products
         * Diagnostics for Research Use Only (RUO)
         
       * Vector Control Products
       * Male and Female condoms
       * Other Products
       
     * Quantification and Forecasting
     * Supply Planning of Health Products
       * Special Requirements for Narcotic and Psychotropic substances
       * Special Requirements for Pesticides
       
     * Sourcing and regulatory aspects
       * Global Health Procurement Center (GHPC)
       * Development of List of Health Products
       * Development of the Health Procurement Action Plan (HPAP)
       * Health Procurement Architecture
       * Local Procurement of health products
       * Procurement of Pharmaceutical Products
       * Procurement of non-pharmaceutical Health Products
       * Other Elements of the UNDP Procurement Architecture
       * Submission of GHPC CO Procurement Request Form
       * Guidance on donations of health products
       
     * International freight, transit requirements and use of INCOTERMS
       * International freight
       * Transit
       * INCOTERMS
       
     * Inspection and Receipt
     * Storage
       * Storage Facilities
       
     * Inventory Management
       * Logistics Management Information Systems (LMIS)
         * Global Data Standards
         
       
     * Distribution
       * Distribution Networks
       
     * Quality monitoring of health products
       * Quality Monitoring at different stages
       * Quality Control (QC) activities
       * Surveillance and monitoring for substandard and falsified medical
         products
       
     * Waste management
     * Rational use
       * Pharmaceuticals
       * Laboratory diagnostic products
       
     * Pharmacovigilance
     * Risk Management for PSM of health products
     * Compliance with the Global Fund requirements
     * UNDP Health PSM Roster
     
   * Financial Management
     * Overview
     * Grant-Making and Signing
       * Prepare and Negotiate Work Plan and Budget with the Global Fund
       * Prepare Funding Request
       * Prepare and Finalize a Global Fund Budget during Grant-Making
         * Transition between Allocation Utilization Periods
         * Foreign exchange
         * Taxes
         * Costs
         * Cost recovery
         * Detailed budgeting guidance
         * Budget approval
         
       * Secure Banking Arrangements
       * Project and Budget Formulation in Quantum
       * Prepare and Negotiate Advance Payment Mechanism
       
     * Grant Implementation
       * Revenue Management
         * Global Fund Funding Decisions and Disbursements
         * Process Metrics for Annual Funding Decisions and Disbursements
         * Disbursements
         * Revenue Management Processes
         * Interest Revenue
         * Other Revenue
         
       * Expenses Management
         * Prepayments
         * Asset Management
         * UNDP Inventory management
         * Global Fund inventory
         
       * Budget Revisions
         * Reprogramming and Sub-recipient Budget Reallocations
         
       * Project Management and Update in Quantum
       
     * Sub-recipient Management
       * Harmonized Approach to Cash Transfer (HACT)
       * Direct Cash Transfers
       * Detailed Steps in Verification and Monitoring of SR Financial Reports
         and Records
       * Reimbursements
       * Direct Payments
       * UN Agencies
       
     * Grant Reporting
       * Annual Reporting
       * Progress Update/Disbursement Request
       * Tax reporting
       
     * Grant Closure
       * Step-by-step Process for Grant Closure (Consolidation)
       * Step-by-step Process for Grant Closure (Change in PR or end of Global
         Fund Funding)
       * Procedures
         * Closure Workbench and Checklist Steps
         
       
     * CCM Funding
     * Import duties and VAT / sales tax
     
   * Monitoring and Evaluation
     * Overview
     * Differentiation Approach
     * Monitoring and Evaluation Components of Funding Request
       * Overview
       * Programmatic Gap Tables
       * Performance Framework
         * Selection of Indicators
         * Key considerations for indicator selection
         * Types of indicators
           * Impact and Outcome Indicators
           * Coverage and Output Indicators
           * Additional consideration for selection of coverage indicators
           * Indicator Parameters
           * Data Sources
           * Target-setting
           * Data Disaggregation
           * Workplan Tracking Measures
           * Allocation and Prioritized Above Allocation Requests
           
         
       * Global Fund M&E System Requirements and Budgeting
       * Resourcing of the Monitoring & Evaluation function
       
     * Monitoring and Evaluation Components of Grant Making
       * Finalization of Performance Framework
       * M&E Plan
       * M&E in the PR Capacity Assessment Tool (CAT)
       
     * M&E Components of Grant Implementation
       * Programmatic Revision / Changes to Performance Framework
       * Ensuring Data Quality
       * Reporting to the Global Fund - Progress Update/Disbursement Request and
         Pulse Check
       
     
   * Sub-Recipient Management
     * Sub-recipient Management in Grant Lifecycle
     * Selecting Sub-recipients
     * Capacity Assessment and Approval Process
       * Assessing Sub-recipient Capacity
         * Sub-recipient Minimum Capacity Requirements
         * Types of Capacity Assessment
         * Outcome of the SR Capacity Assessment
         * Capacity Development of Sub-recipients
         
       * Value for Money and Approval Process
       * UNDP Country Office Review
       
     * Engaging Sub-recipients
       * The Sub-recipient Agreement
       * Induction Workshop
       * Procurement by Sub-recipients
       * Sub-sub-recipient Engagement
       * Renewal of Sub-recipient Agreements
       * Termination of Sub-recipient Agreements
       
     * Managing Sub-recipients
       * Managing partnership with Sub-recipients
       * Cycle of Sub-recipient Monitoring
       * SR Reporting
       * Ongoing Monitoring of Sub-recipient Activities
         * Integrated Site Visits
         * Monitoring Sub-recipient Training Activities
         
       * Sub-recipient Performance Management
       * Managing Risks Related to Sub-recipients
       
     * Sub-recipient Audit
       * Sub-recipient Audit Approach
       * Budgeting for Sub-recipient Audit
       * Sub-recipient Audit Criteria
       * Sub-recipient Audit Process
       * Sub-recipient Audit Follow-up
       
     
   * Grant Reporting
     * Overview
     * Reporting to the Global Fund
       * First Disbursement, Execution Period and Reporting Calendar
       * Progress Updates/Disbursement Request (PU/DR)
         * Programmatic Sections of the Progress Update
         * Health Product Procurement and Supply Chain Management (PSCM) Section
           of the Progress Update
         * Financial Sections of the Progress Update
         * Performance-based Funding and Disbursement Decision
         * Local Fund Agent review of the Progress Update/Disbursement Request
         
       * Tax Status Reporting
       
     * PR and Coordinating Mechanism (CM) Communication and Governance
     * UNDP Corporate Reporting
       * Results-oriented Annual Reporting (ROAR)
       * Integrated Results and Resources Framework (IRRF) reporting
       
     * Communicating Results
     
   * Capacity development and transition, strengthening systems for health
     * Overview
     * Interim Principal Recipient of Global Fund Grants
     * A Strategic Approach to Capacity Development
     * Resilience and Sustainability
     * Legal and Policy Enabling Environment
     * Functional Capacities
     * Capacity Development and Transition
     * Transition
       * Transition Strategy
       
     * Capacity Development Objectives and Transition Milestones
     * Capacity Development Results - Evidence From Country Experiences
     * Capacity development and Transition Planning Process
     * Capacity Development and Transition - Lessons Learned
     
   * Risk Management
     * Overview
     * Introduction to Risk Management
       * Why Risk Management?
       * Risk Management in International Development
       
     * Risk Management in the Global Fund
       * Global Fund Risk Management Framework
       * Local Fund Agent
       * Challenging Operating Environment (COE) Policy
       * Additional Safeguard Policy
       * Global Fund Risk Management Requirements for PRs
       * Global Fund Risk Management Requirements During Funding Request
       * Global Fund Review of Risk Management During Grant Implementation
       
     * Risk management in UNDP
     * Risk Management in UNDP-managed Global Fund projects
       * Risk management architecture for UNDP-implemented Global Fund projects
       * UNDP risk management measures during grant formulation
       * UNDP risk management measures during grant implementation
       
     * UNDP Risk Management Process
       * Scope and Context
       * Risk assessment
       * Common risks identified in Global Fund projects
       * Risk treatment
       * Risk escalation process
       * Risk recording and reporting
       * Communication and consultation
       * Risk monitoring and review
       
     * Risk management in crisis settings
       * UNDP policies
       * Considerations in high-risk environments
       
     
   * Audit and Investigations
     * Principal Recipient Audit
       * Principal Recipient Audit Approach
       * Budgeting for Principal Recipient Audit
       * Principal Recipient Audit Follow-up
       * Principal Recipient Audit Process
       
     * Audit of Country Coordinating Mechanism Funding
     * Sub-recipient Audit
     * Ad hoc Site Visits
     * Office of Audit and Investigations (OAI) Investigations
     * Global Fund Office of the Inspector General (OIG) Investigations and
       Audits
     
   * Human rights, key populations and gender
     * Background
     * Overview
       * Sustainable Development Goals
       * Human Rights
       * Key Populations
       * Gender
       
     * UNDP’s Work on Human Rights, Key Populations and Gender
     * Integrating Human Rights, Key Populations and Gender in the Grant
       Lifecycle
       * National Strategic Plans (NSPs)
       * Country dialogue and funding request development
       * Grant-Making
       * Grant Implementation
       
     * Access to Medicines
     
   * Human resources
     * Overview
     * HR During Start-up
     * HR During Grant Implementation
     * HR During Grant Closure
     * GPN Expert Rosters
     * UN Volunteers
     
   * Grant closure
     * Overview
     * Terminology and Scenarios for Grant Closure Process
     * Steps of Grant Closure Process
       * 1. Global Fund Notification Letter 'Guidance on Grant Closure'
       * 2. Preparation and Submission of Grant Close-Out Plan and Budget
       * 3. Global Fund Approval of Grant Close-Out Plan
       * 4. Implementation of Close-Out Plan and Completion of Final Global Fund
         Requirements (Grant Closure Period)
       * 5. Operational Closure of Project
       * 6. Financial Closure of Project
       * 7. Documentation of Grant Closure with Global Fund Grant Closure Letter
       
     
   


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OVERVIEW

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The purpose of the ‘grant closure’ process is ensuring the orderly closure of
Global Fund grants managed by UNDP Country Offices (COs) that are acting as
interim Principal Recipient (PR) to Global Fund grants. The Global Fund and UNDP
have agreed at the corporate level on the approach to closing UNDP-managed
Global Fund grants, with modified guidance and templates to be used specifically
for UNDP-managed grants. The main guiding document is the Global Fund
Notification Letter ‘Guidance on Grant Closure’.

The closure process typically begins six to nine months prior to the end of the
implementation period. It is prompted when the CO receives the Global Fund
Notification Letter “Guidance for Grant Closure’ and begins with the submission
of a close-out plan and budget. The grant’s final funding decision is approved
at the same time as the close-out plan. Following the last disbursement, the
grant is placed in financial closure. Once all closure documentation has been
submitted, the grant is placed in final administrative closure and is
de-activated from all Global Fund systems.

The guidance provided in this section of the Manual reflects Global Fund
policies and procedures. Please refer to the Operational Policy Note (OPN) on
Grant Closures in the Global Fund Operational Policy Manual for further
guidance.

UNDP CO serving as interim PR should also ensure that the relevant requirements
of the UNDP Programme and Operations Policies and Procedures (POPP) are met,
including the completion of the Final Project Review and Lessons Learned Report.

Additional guidance to support this area of work are also available through
resources listed below:

 * Global Fund Grant Closure Notification Letter

 * Global Fund Operational Policy Manual

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