UNFPA

Policies and Procedures Manual

Development and Approval of the Country Programme Document (CPD) Programme

1 June 2012

POLICY AND PROCEDURES FOR DEVELOPMENT AND APPROVAL OF THE

COUNTRY PROGRAMME DOCUMENT (CPD)

Table of Contents

I. Overview ................................................................................................................................. 2

II. Key Steps in CPD Development and Approval ...................................................................... 3

A. STEP 1: Development of the draft CPD ......................................................................... 3

B. STEP 2: Review and Quality Assurance ....................................................................... 10

C. STEP 3: Revision and Clearances ................................................................................. 10

D. STEP 4: Editing and Submission .................................................................................. 11

E. STEP 5: Review and Approval by the Executive Board ............................................... 11

F. Other Forms of CPDs ..................................................................................................... 12

III. Extension of Current Country Programme ............................................................................ 13

IV. Deferment of submission of draft CPD to September Board ................................................ 13

V. Roles and Responsibilities ..................................................................................................... 14

VI. Key Milestones and Timelines for CPD Development and Approval .................................. 15

UNFPA

Policies and Procedures Manual

Development and Approval of the Country Programme Document (CPD) Programme

2 June 2012

I. Overview

This policy and procedures apply to the development and approval of the UNFPA country

programme document (CPD).

The UNFPA supported country programme is implemented jointly by national partners and

UNFPA, while the ownership of the country programme rests with the government. Results to be

achieved by the country programme should contribute logically to United Nations Development

Assistance Framework (UNDAF) results, based on national priorities and in the context of

UNFPA’s organizational mandate as in its strategic plan. All UNFPA programmes must

participate in the United Nations common country programming processes and procedures as

jointly agreed within the United Nations Country Team (UNCT). The country programme

results, including implementation arrangements and budget, are described in a CPD. The CPDs

are finalized once the UNDAF is completed, and are submitted to the respective Executive

Boards in the year prior to implementation. Once the CPD is approved, the financial resources

are released for implementation. The country programme follows a harmonized cycle in line with

the UNDAF, usually for five years.

UNFPA-supported country programmes must:

Establish clear alignment to the UNFPA strategic plan and its results frameworks;

Provide a clear contribution to selected results of the UNDAF and national priorities and

plans;

Reflect the Fund’s comparative advantage in the country;

Establish a robust results framework with clear indicators and targets for UNFPA

contributions in the country;

Be based on a thorough analysis and evidence related to the local context;

Use evaluative evidence from the implementation of the previous country programme,

when available;

Be developed through a participatory process and engage key national stakeholders to

ensure ownership of the programme;

Be developed in such a manner that the choice of interventions relating to the UNFPA

strategic plan development results framework is kept to a minimum, to ensure a focused,

measurable and effective country programme;

Have a budgeted plan for monitoring and evaluation that clearly demonstrates how the

country programme outputs will be monitored and evaluated during the course of the

programme cycle, using the output targets and indicators;

Identify programme management processes to ensure most effective programme

implementation;

Estimate total financial resources from various sources for planning;

Be formalized/signed after quality assurance and review processes have been

satisfactorily completed at global, regional and country level; and

Be submitted for review by the UNFPA Executive Board with related documents, in

accordance with timelines, standard formats and procedures.

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Policies and Procedures Manual

Development and Approval of the Country Programme Document (CPD) Programme

3 June 2012

The programming policy is applicable to all UNFPA-supported country programmes. The

document also provides procedures for country programmes in four special circumstances

outlined in the last section of the policy. However, for context specific aspects, programmes must

refer to the UNFPA strategies/ guidelines developed on, for example, middle income countries,

fragile contexts, humanitarian response, sector-wide approaches and others available in the

PPM.

II. Key Steps in CPD Development and Approval

There are five key steps for CPD development and approval (as shown in Figure 1).

1) Development of the Draft CPD; 2) Review and Quality Assurance; 3) Revision and Clearance;

4) Editing and Submission and 5) Review and Approval.

h

A. STEP 1: Development of the draft CPD

Steps required to draft the CPD must be implemented collaboratively with various categories of

stakeholders. A participatory process with participation and engagement of key stakeholders is

essential for: ensuring ownership of the programme; agreeing on results, indicators, targets and

data collection activities; validating the priorities for the UNFPA programme; and developing

logic around the cause-and-effect relationships between problems and results.

CO – Country Office

HQ – Headquarters

RO – Regional Offices

Exec. Board –

Executive Board

UNFPA

Policies and Procedures Manual

Development and Approval of the Country Programme Document (CPD) Programme

4 June 2012

Key UNFPA documents:

The format for Draft Country Programme Documents

UNFPA Strategic Plan 2008-2011 (DP/FPA/2007/17)

Report of the Executive Director on the MTR of the UNFPA Strategic Plan 2008-2013

(includes the Development Results Framework for 2012-2013) DP/FPA/2011/11

Indicators Metadata for the Development Results Framework 2012-2013

Aligning country programmes to UNFPA strategic plan Mid-term review, strategic

direction and revised results frameworks FAQ (Nov 2011)

1. CPD components

1.1 Situation Analysis

The UNFPA country programme must be designed based on evidence on the needs and gaps in

the local country context. The situation analysis must rely on quantitative and qualitative data to

provide a clear and coherent picture, from which possibilities for interventions can be identified.

There must be a clear strategic advantage leading to choices with the highest possible

contribution to areas of UNFPA’s strategic plan and its mandated areas of focus. Often, in such

instances, the leveraging of existing resources and potentialities both at the community and

governmental level can yield important dividends in positioning UNFPA to achieve for a given

level of investment impressive results.

The UNFPA country programme is part of a broader set of analyses and interventions, which

include those by other UN agencies. Combined efforts from various United Nations agencies are

expressed in the development of the UNDAF. It is essential that UNFPA’s situation analysis

contributes, based on its mandated area of work and expertise, in positioning UNFPA’s input to

the UNDAF. The sectoral analysis related to UNFPA mandated areas, especially capacity

development, should be initiated even before the development of the UNDAF and contribute to

the UNDAF exercise as appropriate to the context (refer to UNDAF guidelines, including on

sector analysis by partner agencies, below).

The priorities for UNFPA support, identified in the UNDAF exercise (using the five

programming principles: the human rights-based approach, gender equality, environmental

sustainability, results-based management, and capacity development), must be validated by the

UNFPA country office and government counterparts during the country programme formulation,

including taking into consideration the available human and financial resources.

Key UNFPA guidelines/tools for situation analysis

Population Situation Analysis: A Conceptual and Methodological Guide, 2010

Evidence-Based Programming Guidance Note, 2011

Integrating Gender, Human Rights and Culture in UNFPA Programmes, 2010

How to develop the UNDAF (Part I and Part II)

Assessing UNFPA’s Comparative Advantage

PPM Chapter on Population and Reproductive Health Analysis

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Policies and Procedures Manual

Development and Approval of the Country Programme Document (CPD) Programme

5 June 2012

1.2 Lessons Learned from the Previous Country Programme

The country programme development exercise must use findings from the previous country

programme evaluation and build on proven good practices and lessons learned in the specific,

identified priority areas. Evaluation of the previous country programme is essential to generating

and using good practices and lessons learned.

Key UNFPA Guidelines on Evaluation

Evaluation Policy

UNFPA Guidance Note on Sharing Good Practices in Programming

1.3 Proposed Programme

The country programme strategy and results framework should be developed based on: the

situation analysis; UNDAF priorities; good practices and lessons learned from previous UNFPA

programmes, identification of UNFPA strategic priorities, as per the strategic plan; and the

Fund’s comparative advantage in the country context. At the start of the exercise, UNFPA

country offices outline an initial concept note of key components of the proposed programme.

This, together with a schedule of milestones and completion dates will be shared for peer review

with other country offices, regional offices and/or headquarters.

Programme priorities, strategies, assumptions, risk and results

The first step is to identify, together with the government counterpart, key priorities for UNFPA

support and determine the most effective strategies to achieve results. This requires an analysis

of risks and assumptions. The contextual risk factors are those that could jeopardize the

achievement of programme results and may require the adoption of alternative programme

strategies. Clarifying the risks fosters a deeper understanding of what actions may be necessary

and sufficient to attain the specified results. Assumptions relate to anticipated events and

organizational structures or systems that are necessary to achieve the desired impact.

Country programme strategies should be based on an analysis of cause and effect that

demonstrates all necessary requirements to initiate change. Building a ‘results chain’ for each of

the country programme outputs demonstrates their logic in relation to the desired outcomes, and

suggests types of activities required. It is critical that the country programme outputs are specific,

measurable, achievable, realistic and time bound (SMART).

Setting targets, identifying indicators and establishing baselines

Each output must have clear target(s) for each year of the country programme cycle, and lead up

to the end-of-cycle target(s). To develop specific, measurable, achievable and realistic targets,

the indicators of output progress should first be identified. The indicators must be objectively

verifiable. Once the indicators are defined, the baseline data for those particular indicators must

be found or developed, depending on data availability. With knowledge of the baseline, relevant

and realistic targets can be established. The baseline data and targets must be known for all

outputs before country programme implementation is initiated. If data availability is an issue,

plans must be made for how to develop the required baseline.

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Policies and Procedures Manual

Development and Approval of the Country Programme Document (CPD) Programme

6 June 2012

Indicators are quantitative and qualitative measures of programme performance that allow

programme managers to track results. The data sources for indicators (their means of

verification) and those responsible for collecting the data must be identified. Data sources may

be available already through regular government surveys and administrative records or donor

data collection exercises. In some cases, when data is not readily available, it is necessary for

UNFPA-funded programmes to include activities and budgets for the collection of data. When

determining data sources required to achieve country programme outputs, it is important to

consider available financial and human resources. The number of indicators should match the

resources available to track them.

Output results cannot be measured without indicators, baselines and targets.

Key UNFPA guidelines for developing programme results, strategies, indicators

Guide for developing robust results frameworks for effective programmes (UNFPA 2010)

Evidence-based Programming Guidance Note (UNFPA 2011)

UNFPA strategies and frameworks in thematic areas: Framework for Action on

Adolescents and Youth, Reproductive Rights and Sexual and Reproductive Health

Framework, UNFPA’s Strategic Framework for Gender Mainstreaming and Women’s

Empowerment 2008-2011

UNFPA Data Guidance Note

1.4 Results and Resources Framework (RRF)

The results and resources framework (RRF) is an essential annex to the CPD and provides an

overall summary of UNFPA’s outputs and targets to be achieved, including indicative financial

resources available for the CPD. The RRF should reflect the analysis of cause and effect (and the

results chains) conducted at the start of the CPD formulation stage. The RRF must not exceed

two pages in the prescribed format (font and margins) as per editorial guidelines.

The format for the RRF is aligned with the UNDAF results and resources framework and

includes similar details: indicators, baselines targets, role of partners and indicative resources.

The means of verification and risks and assumptions (as provided in the UNDAF format) are not

included here, but must be detailed in the country programme Action Plan (CPAP). The CPD

RRF must indicate the strategic plan development results framework outcome(s) to which the

country programme outputs contribute. The indicative resources must be provided by output. The

country programme must ascertain the appropriateness of the available resources to reach the

planned results as well as ensure evaluability of the results framework.

The UNFPA country office must be aware that programmable resources must also cover

administrative costs which impact overall amount of programmable resources.

Key UNFPA guidelines/tools for developing results frameworks

Guide for developing robust results frameworks

UNDG RBM Handbook

Framework for Assessment of UNFPA Country Programme Documents for Results-

Based and Evidence-Based Programming

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Policies and Procedures Manual

Development and Approval of the Country Programme Document (CPD) Programme

7 June 2012

Format for the UNFPA CPD Results and Resources Framework

1.5 Programme Management, Monitoring and Evaluation

The country programme development process and the development of programme management

strategies and structure must be done concurrently with a plan for how to measure the intended

results.

The country programme planning process must identify the necessary programme monitoring

and evaluation activities and allocate appropriate funds. The results of the planning steps

described previously must be used by the UNFPA country office to develop the plan for

monitoring and evaluation of the country programme. This should be done in collaboration with

key national stakeholders and in coordination with the overall monitoring and evaluation of the

UNDAF (as agreed by the United Nations Country Team [UNCT]).

For monitoring and evaluation activities to be successful, they must include: data collection;

results of participation in UNDAF exercises, including field monitoring; evaluation; and annual

programme progress reports. These activities require comprehensive planning and budgeting to

ensure a seamless and meaningful monitoring and evaluation. As required by UNFPA’s

Executive Board, details of the evaluation(s) to be conducted during the programme cycle need

to be clearly outlined in an annex as per the standard format. The budgetary requirements for

programme monitoring and evaluation must be provided in the allocation process.

Key UNFPA Guidelines/tools on monitoring and evaluation

Policy and Procedures for Preparation and Management of Annual Work Plans (AWPs)

Policy and Procedures for Programme and Financial Monitoring and Reporting

Policy and Procedures for Country Programme Evaluation

Format for the Programme Cycle Evaluation Plan

1.6 Programme Management

1.6.1 Composition and staffing of UNFPA offices for facilitating programme results

UNFPA representatives/country directors/chiefs of operations must use the programme

planning exercise to critically review staffing against requirements for programme

management. This must be achieved within the broader context of in-country security

conditions. The country programme development process provides an excellent opportunity

to re-profile the country office with the required skills and competencies to achieve

programme results, including skills to conduct and manage humanitarian programming.

When necessary, UNFPA shall use programme funds to establish posts and personnel, as

well as the associated operational costs required to facilitate achievement of programme

results.

Every CPD that is submitted to the Executive Board for review and approval must include a

reference to the required programme budget. The exact number of posts/designations or the

proposed organogram is not expected to be included in the CPD.

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Policies and Procedures Manual

Development and Approval of the Country Programme Document (CPD) Programme

8 June 2012

Proposed staffing structure of the country office must be discussed and agreed upon during

internal UNFPA review of the draft CPD. The CPD quality assurance and clearance process

will also approve the final staffing budget and expertise charged to programme funds.

1.6.2 Addressing programme management aspects/issues

The new country programme development process also provides an opportunity to examine

and address the lessons learned from prior programmes. The country programme must

examine and address programme management issues, particularly those from previous

programme audit and evaluations. A programme management structure must be put in place

to addresses previous management issues and to enable fulfilment of the organizational

targets related to the UNFPA Strategic Plan Management Results Framework, within the

country context.

Key UNFPA Guidelines on Programme Management

The format for Draft Country Programme Documents

Report of the Executive Director on the MTR of the UNFPA Strategic Plan 2008-2013

(includes the Development Results Framework for 2012-2013 in Annex II)

DP/FPA/2011/11

1.7 Financial resources and budget estimates

1.7.1 Unified resources for the country programme

The UNFPA country office must develop an overall estimate of resources available for the

country programme from various sources. The programme development exercise must factor

in resources from key sources such as:

Regular resources (guided by the UNFPA Resource Allocation System)

Global resources for country programming from UNFPA thematic funds (Maternal

Health, Reproductive Health Commodity Security (RHCS); Multi-donor Trust Fund

(MDTF), others)

Humanitarian funding, where relevant

Country level resources expected from the UNDAF One Fund and other

contributions.

Additional resources expected to be mobilized at country level, including for joint

programmes

It is essential to estimate the total indicative resource package for the programme period to

ensure an integrated results-focused planning exercise. For the results and resources

framework, these will be grouped as regular and other resources.

1.7.2 Budget estimates

Realistic budget requirements must be calculated for each of the country programme outputs,

based on the indicators and targets to be achieved during the programme period. The total

budget post(s) and associated operational costs for those post(s) must be included under the

individual relevant country output(s) that the particular post(s) support. Programme posts

should be charged to the one output they contribute to the most, and not split across outputs.

Operational costs (e.g., rent, utilities) should be apportioned to outputs based on the number

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Policies and Procedures Manual

Development and Approval of the Country Programme Document (CPD) Programme

9 June 2012

of posts charged to eachIf the responsibility is exactly fifty per cent on two separate outputs,

then costs should be budgeted to the output with the larger share of programme funds. It is

important to ensure that resources allocated to a specific output are reasonable given the

importance of that particular output within the overall context of the country programme.

1.7.3 Programme Coordination and Assistance

Programme Coordination and Assistance (PCA) is the segment of a country programme

which may be approved for activities with direct relevance for the programme as a whole, but

that cannot be attributed to a specific outcome of the strategic plan development results

framework. The activities must be exclusively UNFPA-implemented. The UNFPA

representative/country director/chief of operations approves the funds for the PCA, which

can be used solely for the following activities, in accordance with applicable Policies and

Procedures. (For more details, see List of activities for which PCA can be used).

PCA must be implemented directly by UNFPA and must be reflected under one work plan

(AWP) approved by the UNFPA representative/country director/chief of operations or, in

countries not covered by a UNFPA representative/country director/chief of operations, by the

regional director. Total PCA resource requirements must be included on the cover page of

the country programme document, and in the document itself in part IV: Programme

Management, Monitoring and Evaluation.

At the beginning of each calendar year, the UNFPA representative/country director/chief of

operations prepares a work plan of activities, including a budget, describing in broad terms

the purposes for which PCA funds are being approved. PCA is to be charged to project type

A1 in Atlas.

The PCA is estimated on the country programme document (CPD) at the beginning of the

programme cycle. Total PCA resource requirements must be included on the cover page of

the CPD, and in the document itself. It can be as much as 15% of total expenditures for

regular resources; but must not exceed $1.5 million cumulative throughout the life of the

country programme. The annual PCA amounts may vary from year to year. However, the

cumulative PCA amounts for the entire country programme approved on a yearly basis shall

not exceed the financial limits established above.

The UNFPA representative/country director/chief of operations is responsible for ensuring

the PCA component does not exceed the financial limit. The regional director will play an

oversight role to identify cases where the country offices spend more than 15% of

expenditures on PCA. Any exception to the thresholds established above must be cleared, in

writing, by the Deputy Executive Director (Management). Cases of humanitarian

emergencies may require exceptions to the thresholds.

Key UNFPA tools/guidance related to financial/budget planning

UNFPA Resource Allocation System and Resource Distribution System 2008-2013

Strategic Plan Integrated financial resources framework (Section VI of the Report of the

Executive Director on the MTR of the UNFPA Strategic Plan 2008-2013)

List of activities for which PCA can be used

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Policies and Procedures Manual

Development and Approval of the Country Programme Document (CPD) Programme

10 June 2012

B. STEP 2: Review and Quality Assurance

The UNFPA country office must submit the draft CPD for review and quality assurance to the

respective regional office. This will ensure adherence to the Fund’s strategic focus/direction, its

overall strategic plan and results frameworks and related policy and procedures. The overall

roles and responsibilities for the review and quality assurance are provided in section 5.

The regional office must review and provide feedback on the draft CPD developed by the

UNFPA country office. A formal regional review process through a regional programme review

committee including, among others, programme staff and technical advisers of the UNFPA

regional/sub-regional offices, will be organized to conduct the review and provide feedback on

country offices.

UNFPA guidelines, frameworks and checklists would be used (or their regional adaptations) to

provide the review and feedback on the draft document.

Key UNFPA Guidelines on CPD Quality Assurance

Framework for Assessment of UNFPA Country Programme Documents for Results-

Based and Evidence-Based Programming

Format for the UNFPA CPD Results and Resources Framework

C. STEP 3: Revision and Clearances

1. Internal UNFPA Approval Procedures

Step1: Following feedback from the regional office, the country office will revise the draft CPD

with continued engagement by the national government.

Step 2: This draft will be submitted, along with companion documents of the CPD approval

package (see section 2.4) to the regional director for clearance.

Step 3: Following clearance at the regional level, the CPD is submitted for approval to the

Programme Review Committee (PRC) at headquarters. The review process and structure,

composition of the PRC and submission processes and timelines are defined in detail in the PRC

guidelines.

2. National Government Approval

Following internal UNFPA approval of the CPD, the UNFPA Representative must submit the

CPD for formal approval to the national government. The Government must be continuously

engaged in development of the CPD and should provide a written endorsement. This can be a

letter from the Government endorsing the CPD. Alternatively, a letter from the UNFPA

Representative to the Government recording its oral approval will suffice.

Key UNFPA Guidelines for internal approval of the CPD

Guidelines on UNFPA programme review process – PRC (under development)

UNFPA

Policies and Procedures Manual

Development and Approval of the Country Programme Document (CPD) Programme

11 June 2012

D. STEP 4: Editing and Submission

Following internal UNFPA and government approval, the UNFPA Regional Office submits the

final draft CPD to IERD for editing, with a copy to PRC. UNFPA headquarters assists in the

final editing and submission of the documents to the Board using the standard United Nations

editing guidelines. As per the Executive Board Decision 2006/9, the submission of the CPD to

the Board is to be accompanied by four companion documents. The following package of

documents needs to be submitted by the country office:

Final draft CPD (Internally approved and endorsed by Government)

Country programme performance summary

Evaluation of the last country programme

Budgeted Evaluation Plan

The UNDAF (as applicable) is also provided for information to the Board.

Key UNFPA Guidelines for editing/submission

Editorial Guidelines for UNFPA Draft CPDs

Format for the Country Programme Performance Summary

Format for the Programme Cycle Evaluation Plan

E. STEP 5: Review and Approval by the Executive Board

In accordance with Executive Board Decision 2001/11, UNFPA presents the draft CPD to the

Executive Board at its annual session in June. All the documents in the CPD package, including

the UNDAF, where applicable, are made available to the Board for information. The Executive

Board reviews and discusses the draft CPD during its annual session, after which the Regional

Director conveys the Executive Board’s comments to the country office.

Step 1: The UNFPA representative/country director/chief of operations assists the Government

in finalizing the CPD, taking into account the comments of the Executive Board. The final CPD

is similar to the draft in format and length.

Step 2: The Government submits the final version of the CPD to UNFPA through the UNFPA

representative/country director/chief of operations for approval by the Executive Board.

Step 3: The UNFPA representative/country director/chief of operations forwards the CPD to the

regional director, who is responsible for final internal approval of the CPD.

Step 4: The document is transmitted to IERD for editorial review of the changes in the document

and for posting on the UNFPA web site, within six weeks of its review by the Board. It is posted

on the UNFPA website for the second regular session of the Board (typically held

September/October of the final year of the current country programme cycle) and so becomes the

final CPD.

Step 5: The Executive Board approves the CPD at its second regular session on a no-objection

basis, without presentation or discussion. The exception would occur if at least five members

have informed the secretariat, in writing before the meeting, of their wish to bring a particular

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Development and Approval of the Country Programme Document (CPD) Programme

12 June 2012

final CPD for discussion before the Executive Board. Draft CPDs that have been approved for

deferment to the second regular session (September) are approved at the first regular session of

the subsequent year.

F. Other Forms of CPDs

1. Countries without formal Country Programme Documents

For countries where a full-fledged country programme is not deemed necessary as per the

UNFPA Resource Allocation System, the UNFPA representative/country director/chief of

operations will develop and submit relevant programme documentation for approval by the PRC

based on an UNDAF. In the absence of an UNDAF, the relevant programme documentation can

be based on an alternative framework as available, such as the Integrated Strategic Framework

(ISF), a country situational analysis or other national exercises that can guide UNFPA within

national priorities in line with the Fund’s mandate. The UNFPA Executive Director will approve

relevant programme documentation with a budget within his approval authority as delegated to

him/her in the UNFPA Financial Regulations and Rules, rule number 109.2. Thereafter, regular

annual work plans (AWP) can be developed for implementation.

Key UNFPA Guidelines for countries without formal CPDs

Policy and Procedures for Development and Approval of Country Programme Action Plan

(CPAP)

Policy and Procedures for Preparation and Management of Annual Work Plans (AWPs)

UNFPA Financial Regulations and Rules

2. Multi-Country Programme Document

In some cases, groups of countries (such as the Pacific Island Countries and the Dutch and

English speaking Caribbean countries) present one combined country programme document to

the Executive Board, in the same format as individual country programmes. The programme

however, must ensure the CPD includes the overall situational analysis in the represented group

of countries, and the results and resources must represent the aggregate of the results to be

achieved through the various interventions in the countries. There is no difference in the policies

and procedures for development and approval of multi-country programmes.

3. Common Country Programme Document

The Common CPD (CCPD) was approved by the General Assembly in its resolution

A/RES/64/289 of 9 July 2010. The CCPD is a single document developed by all interested

agencies and thereby replaces agency-specific CPDs. The decision to develop the CPPD is taken

at the country level. Current information on how to develop and submit the CCPD is available in

the UNDG Interim Guidance Note, which is being updated to reflect the experience of five

countries that have implemented the CCPD.

Key Guidelines for countries developing the CCPD

UNDG Interim Guidance Note on CCPD

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Development and Approval of the Country Programme Document (CPD) Programme

13 June 2012

III. Extension of Current Country Programme

In some cases, delays may occur in the development of a national framework and a decision to

delay/extend the UNDAF is taken by the UNCT. In this specific situation, UNFPA (as well as

other agencies) may be required to extend its CPD by one or two years, depending on the status

of review/development of the national framework and decision by the UNCT.

When an extension is required, an extension chart is completed by UNFPA country office and

follows the same approval process as for the CPD. A one-year extension, the request is approved

by the Executive Director. Extensions for more than one year must be submitted to the Executive

Board. When additional resources are requested, a revised/updated results and resources

framework is required, adjusting for the extension period.

Key UNFPA Guidelines for extension of CPDs

Guidance for extension of UNFPA CPD

IV. Deferment of submission of draft CPD to September Board

In exceptional circumstances, when the UNFPA office cannot meet the deadline for submission

of the draft CPD to the annual session of the Board in June, particularly when the national

processes and /or the UNDAF development exercise has been delayed, a request for deferment of

submission can be processed, as follows:

Step1: UNFPA Representatives consult with UNCT and decide jointly to defer the draft CPD for

submission to the September Executive Board. Usually such deferments occur when there are

delays in the national process and/or in the UNDAF development process, or during emergency,

humanitarian or conflict situations, including political instabilities.

Step 2: Once the decision is taken at the UNCT level, the UNFPA Representative seeks

endorsement from the Regional Office, providing the reasons. The request should include the

joint UNCT message for justification. The deadline for seeking the extension is suggested to be

end of December of Year N-1 of the current programme.

Step 3: The Regional Director reviews and endorses the request for deferment and submits to the

Deputy Executive Director – Programme (DED-P) for formal clearance . If there are multiple

requests from one regional office, they should be tabled together for clearance .

Step 4: DED-P’s office processes the deferral requests from all regions and in consultation with

IERD, makes a decision on clearance and future timing of submission and informs the regional

offices.

Step 5: The respective regional offices inform countries about the decision and provide them

with the revised deadline for submission of their draft CPDs.

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The standard deadlines for submission to the September Board should be March of year N for

internal review process/clearances and the first week of May for submission to IERD.

V. Roles and Responsibilities

The table below provides the roles and responsibilities of various UNFPA units /persons for the

key steps in CPD development and approval procedures.

STEP TASK RESPONSIBLE

UNIT/PERSON

DELIVERABLE

1. Develop the

draft CPD

Develop draft CPD UNFPA representative and

country office

Draft CPD document

Submit draft to regional

office for review

UNFPA representative

/country director

Draft CPD document

reviewed/cleared by UNFPA

representative

2. Review and

Quality Assurance

Review and provide

feedback to country

office on the draft CPD

by regional office

Regional programme team

(including programme and

technical teams of regional

office/sub-regional office)

Consolidated review/feedback

comments on draft CPD to country

office

4. Revision and

Clearance

Revise the draft CPD

based on regional office

feedback

UNFPA representative

(with support from country office team)

Revised CPD draft for processing

clearances

Review of revised CPD

+ companion

documents for

clearance by regional

office

Regional director

Clearance of draft CPD package by

regional director and submission to

Programme Review Committee

(PRC)

Review and feedback

by UNFPA

headquarters PRC

PRC (Chair/Secretariat) CPD reviewed and comments

provided by headquarters PRC

Incorporate PRC

comments and develop

final draft CPD

UNFPA representative CPD final draft incorporating PRC

review comments

National Government

endorsement

UNFPA representative Endorsement by national

government

4. Editing and

Submission

Approved draft

submitted to IERD for

editing and processing.

This needs to be copied

to PRC Secretariat

Regional director

Final draft CPD endorsed by

national government

Editing of the final

draft CPD

IERD, Executive Board

and External Relations

Branch

Edited draft CPD draft

Final Review of edited

CPD

Regional director

UNFPA Representative

Edited final draft CPD for

submission to United Nations Documents Planning Unit

UNFPA

Policies and Procedures Manual

Development and Approval of the Country Programme Document (CPD) Programme

15 June 2012

Submission of the

edited final draft CPD

to United Nations

Documents Planning

Unit

Chief, Executive Board and

External Relations Branch,

IERD

Edited final draft CPD submitted to

United Nations Documents

Planning Unit

Web posting of the

final edited draft CPD

IERD Final edited draft CPD and

companion documents posted

5. Review and

Approval by the

Executive Board

Presentation of the final

edited draft CPD at the

Board session

DED-P Chair regional

director (with

participation/support from the UNFPA

Representative)

Oral presentation at the Executive

Board session and

questions/comments

Comments of the Board

and its communication

Board comments on the

draft CPD communicated

by regional director to

country office

Board comments on the draft CPD

Revise CPD based on

comments by the Board

UNFPA representative

assists national Government to finalize the

CPD incorporating the

comments from the Board

Final CPD

Submission of the final

CPD for editorial

review of the changes

and posting

National Government

through the UNFPA

Representative and

Regional Director

Final CPD for approval

Posting of the final

CPD

IERD (Executive Board

and External Relations

Branch)

Final CPD posted for Executive

Board approval

VI. Key Milestones and Timelines for CPD Development and Approval

The timelines for the milestones for countries with new programmes beginning in January of

Year N in the table below are based on the requirement that the edited draft CPD needs to be

submitted for processing to the Documents Planning Unit, Department for General Assembly

and Conference Management at least eight weeks prior to the June Board session.

Timelines for submission and approval new country programmes beginning January of Year N

Number of weeks prior

to the Executive Board Session when the CPD

will be tabled

Key Milestones/Steps Time available for relevant units for

the review process

At the start of

developing the

proposed programme

Initial outline/concept note of proposed

programme shared with other country

offices, regional offices and/or

headquarters for peer review

Regional offices and headquarters

will have 4 weeks to do the peer

review and provide comments

23 weeks Draft CPD submitted for review to

regional offices

21 weeks

Review and consolidated comments

provided to country offices by regional

Regional offices will have 2 weeks

to provide their comments to

UNFPA

Policies and Procedures Manual

Development and Approval of the Country Programme Document (CPD) Programme

16 June 2012

offices country offices

19 weeks

Revised draft CPD submitted to regional

offices for final quality assurance review

before forwarding to PRC Secretariat

Country offices have 2 weeks to

incorporate the review comments

17 weeks

Submission of revised draft CPD by

regional office to headquarters PRC

Secretariat

Regional offices have 1 week for

final quality assurance

16 weeks

PRC provides its feedback to the field

offices

The PRC has 2 weeks to review,

discuss, compile and share its

feedback with field offices

14 Weeks Country offices incorporate the PRC

comments, finalize the document and sent

to regional offices, for onward submission

to IERD for editing

Field offices have 2 weeks to

incorporate the PRC comments

8 weeks

IERD submits edited document to the

United Nations Documents Planning Unit

IERD has 6 weeks to edit the

documents

Session of the

Executive Board where

the CPD is tabled

The UNDP/UNFPA/UNOPS Executive

Board reviews the draft Country

Programme document

The Board has 8 weeks to review

the draft documents posted on the

Executive Board website

1 week

after the Board Session

The concerned regional director

communicates to the country office of the

Executive Board’s comments

The regional director has one week

to communicate the comments of

Board members

4 Weeks

after the Board Session

The final version of the country

programme document, taking into account

comments from the Board is posted on the

UNFPA Executive Board web page

The country office has 4 weeks to

incorporate the Board suggestions

and transmitting to IERD. Within

one week IERD posts on the web

page

Next regular session of

the Board

The UNDP/UNFPA/UNOPS Executive

Board formally approves the final country

programme document