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Supersedes 2009 PCAs and SSFAs Guidelines (CF/EXD/2009-011) effective April 1, 2015
For use by Country & Regional Offices
All agreements entered into prior to effective date remain valid. Any new agreement/ amendments – except no cost extensions - follow new Procedure
Overview
PCA “umbrella” legal agreement to cover duration of the country programme
Details of the partnership defined in accompanying programme document(s) – results, work plan, budget
SSFA limit raised to $50K
Can be used in humanitarian response also for transfer of 3 months supplies
New legal agreements
Not included MoU – where there is no transfer of resources
Clarifies Partnership vs Procurement
Procurement Partnership
UNICEF defines scope of work & results to be achieved. CSO identified through competitive bidding process Institutional contract or Long-Term Arrangement for
Services (LTAS)
UNICEF and the CSO pool together resources to achieve commonly defined results, sharing costs and benefits Programme Cooperation Agreement (PCA)
or Small-Scale Funding Agreement (SSFA)
No set amount for contribution but a key requirement for partnership
If major components of programmes to be sub-contracted, other options should be considered
These modalities can be used concurrently with the same CSO
Requires documentation of CSO selection
Direct selection
UNICEF office partners with a CSO for a specific proposal– Responsive to specific
considerations, such as known expertise, timing/ criticality of intervention, innovation…
– Limits transparency/ cost effectiveness analysis
Open selection
UNICEF office issues a call for expression of interest– Transparent process– Supports identification of new
partners/ approaches– May require more time
Type of agreement Core values HACT/ Micro
assessmentProgramme assessment
Simplified financial asses.
PCA with regular, contingency or humanitarian)
Mandatory before partnership
If CSO expected to receive $100K or more/ year before or after PCA onset
CO discretion
CO discretion when partnership <$100/year (before or after PCA onset)
SSFA Mandatory before partnership
Not required CO discretion
CO discretion
Clarifies due diligence process
• Done by HQ for ICSO• By COs for other CSO based on Partner Declaration & check of UN sanctions list
Ability to deliver programme results part of CSO selection process
Reduced narrative Results-based workplan & budget in the same table Budget defined at activity – not input level Includes planned assurance activities & partnership
review dates
Simplified programme document
Simplified programme document/ humanitarian response
Key featuresProgramme DocumentRegular programme or emergency response
Simplified Humanitarian DocFirst 3 months of humanitarian response or L2/L3 emergencies
1. Programme info & CSO overview
Basic Very basic
2. Programme description
Brief but complete programme rationale & expected results
Simplified humanitarian data & targets for the response
3. Workplan & budget
Results, performance indicators activities, timeframe & budget
Simplified activity based budget with 1 line for ops&mngt costs
4. Partnership review plan
Complete plan of reviews with UNICEF
Status of assessments & risk management measures (if any)
5. Other Additional reporting & technical guidance
N/A
Signatures & date Yes Yes
Programme costs include a standard output & activities for Effective & Efficient Progr. Management Replace DPSC and the
associated 25% cap HQ Support Costs same rate (7%
of cash component) payable to INGOs upon reporting
actual expenditures – not as advance Payment to national CSOs at Rep.
discretion Not applicable to SSFAs
Revised budgeting & detailed guidance
Detailed guidance on budgeting, eligible expenses & other fin./ admin. issues (currency, bank account, VAT..)
Benchmark of 45 days to operationalize partnership in regular programme 20 days for initial disbursement of donor funs in
humanitarian action Benchmark of 10 working days for disbursing funds
following submission of properly filled FACE form Accompanied by itemized cost estimate – ICE
New benchmarks for CSO partnerships
Guidance on partnership management
Joint Partnership Review meeting if partnership >$100K
PCA/Programme document revisions guidance
Streamlined reporting
Simple template for quarterly reporting on results aligned to reporting with FACE – no additional report required
Additional reporting requirements to be agreed upfront in progr.doc (e.g. monthly reporting in humanitarian situations)
Options for onset of humanitarian response
Type of partnership
Programme instruments for rapid response Approval
Ongoing partnership
Contingency PCA/ prog.doc Rep.
Simplified humanitarian progr.doc Rep.
Revision of existing progr.doc Rep.
New partnership
PCA + Simplified humanitarian progr.doc Rep.
SSFA Rep.
New role of SSFA to transfer up to 3 months of supplies for immediate distribution
IMPLEMENTATION, MONITORING, REPORTING
STEP 1Identifying CSO
STEP 2Designing & Formalising
Relationships
STEP 3Implementation, Monitoring &
Reporting
STEP 4Concluding,
Suspension or Termination
In summary – New Procedure Overview
CONCLUDINGIDENTIFYING CSO
Procurement vs Partnership: decision tree & list of services
CSO selection Core values ICSOs – done by HQ
based on Partner Declaration
PCA “umbrella” legal agreement covering CP or grant duration
SSFA for transfers <$50,000 & 3 months supplies in emergency
New Programme doc. Template & Simplified emergency doc
Guidance on Budgetary issues
Assurance activities integrated in the Prg.Doc as per HACT
Financial & programmatic quarterly reporting with FACE
Annual Partnership Review meeting
Guidance for revisions & PCA amendment form
Activity closure & performance review
Termination of programme document/ partnership
DESIGNING & FORMALISING RELATIONSHIP
Roll-out activities (staff & CSO)
Key 2015 activities Q2 Q3 Q4
Training material/tools
2 pager Overview of key changes for partners & staff
2 pager Overview of CSO Procedure
Partner version of the CSO Procedure
Training materials (presentation, website, intranet)
Working with CSO e-course for staff & partners
Capacity building events
Dedicated CSO roll-out/TOT trainings
Series of webinars Mar-Apr. & on request
Orientation on new Procedure mainstreamed in key regional events Feb. onwards entry point for training of CSO partners at regional level