00096630 Support Facility for the Peat Restoration Agency Setup Final Evaluation

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Evaluation Plan:
2016-2020, Indonesia
Evaluation Type:
Final Project
Planned End Date:
07/2018
Completion Date:
11/2018
Status:
Completed
Management Response:
Yes
Evaluation Budget(US $):
30,000

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Title 00096630 Support Facility for the Peat Restoration Agency Setup Final Evaluation
Atlas Project Number: 96630
Evaluation Plan: 2016-2020, Indonesia
Evaluation Type: Final Project
Status: Completed
Completion Date: 11/2018
Planned End Date: 07/2018
Management Response: Yes
Corporate Outcome and Output (UNDP Strategic Plan 2018-2021)
  • 1. Output 2.1.1 Low emission and climate resilient objectives addressed in national, sub-national and sectoral development plans and policies to promote economic diversification and green growth
Evaluation Budget(US $): 30,000
Source of Funding: Support Facility for BRG Project
Evaluation Expenditure(US $): 23,672
Joint Programme: No
Joint Evaluation: Yes
  • Joint with Peat Restoration Agency (BRG)
Evaluation Team members:
Name Title Email Nationality
Simon Peter Field besi.pae@gmail.com
Aidil Fitri aidilplg@gmail.com
GEF Evaluation: No
Key Stakeholders:
Countries: INDONESIA
Lessons
Findings
Recommendations
1

1. UNDP in the future should develop a Financial Management Information System (FMIS) that can enable Government Partners to monitor expenditure against budget.

2

2. Operating guidelines on UNDP procurement processes, especially for contracting companies,  should be developed to enable partnering Government agencies to fully understand the strengths and weaknesses of UNDP procurement policies.

3

3. The Procurement Plan needs to be regularly discussed with all stakeholders to ensure all parties are aware of the status of any requests (developing scope of services, tendering, generating Purchase Order and closure).

4

4. Equipment procured for BRG and KLHK needs to be fully transferred from UNDP to the respective agency through the BAST process. All documentation must be compliant to Ministry of Finance guidelines for transferring assets purchased through grants.

1. Recommendation:

1. UNDP in the future should develop a Financial Management Information System (FMIS) that can enable Government Partners to monitor expenditure against budget.

Management Response: [Added: 2018/11/08]

Based upon the recommendation UNDP in the future will develop a simple excel spreadsheet that records expenditures against budget and variances against budgets. The expenditure is recorded at different stages from initiation of request, contracting and actual expenditure.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Provide FMIS infromation via a shared drive using an application like Google Docs. The information is password protected and only assigned UNDP staff have the authority to update the spreadsheet after consultation with the implementing agency.
[Added: 2018/11/08]
No longer applicable. 2018/12 No Longer Applicable [Justification: This recommendation will be used as reference for future projects implemented by UNDP. The BRG project will close December 2018, and as a result recommendations cannot be implemented at this time.]
This recommendation will be used as reference for future projects implemented by UNDP. The BRG project will close December 2018, and as a result recommendations cannot be implemented at this time.
2. Recommendation:

2. Operating guidelines on UNDP procurement processes, especially for contracting companies,  should be developed to enable partnering Government agencies to fully understand the strengths and weaknesses of UNDP procurement policies.

Management Response: [Added: 2018/11/08]

At the beginning of the project UNDP provided BRG with an overview of UNDP’s operating guidelines for procurement processes, which provided all minimum requirements regarding the procurement of goods and services.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
In the future UNDP will ensure that implementing agency(ies) have a strong understanding of the strengths and weaknesses of UNDP procurement policies. This will be done through a coaching clinic held at the onset of the project.
[Added: 2018/11/08]
No longer applicable. 2018/12 No Longer Applicable [Justification: This recommendation will be used as reference for future projects implemented by UNDP. The BRG project will close December 2018, and as a result recommendations cannot be implemented at this time.]
This recommendation will be used as reference for future projects implemented by UNDP. The BRG project will close December 2018, and as a result recommendations cannot be implemented at this time.
3. Recommendation:

3. The Procurement Plan needs to be regularly discussed with all stakeholders to ensure all parties are aware of the status of any requests (developing scope of services, tendering, generating Purchase Order and closure).

Management Response: [Added: 2018/11/08]

UNDP held monthly meetings with the BRG responsible units, where they received updates on the procurement plan. When requests were received from BRG, UNDP informed the agency of the necessary requirements for the processing of procurement requests and informed them of timelines.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Moving forward, UNDP will develop an excel spread sheet to be updated weekly, where implementing agencies can track the status of procurement requests.
[Added: 2018/11/08]
No longer applicable. 2018/12 No Longer Applicable [Justification: This recommendation will be used as reference for future projects implemented by UNDP. The BRG project will close December 2018, and as a result recommendations cannot be implemented at this time.]
This recommendation will be used as reference for future projects implemented by UNDP. The BRG project will close December 2018, and as a result recommendations cannot be implemented at this time.
4. Recommendation:

4. Equipment procured for BRG and KLHK needs to be fully transferred from UNDP to the respective agency through the BAST process. All documentation must be compliant to Ministry of Finance guidelines for transferring assets purchased through grants.

Management Response: [Added: 2018/11/08]

Working closely with BRG, Ministry of Environment and Forestry, and Ministry of Finance, the asset transfer is being finalized. As this is a DIM modality, UNDP has transferred all assets to BRG and is supporting the agency in the registration of assets with the Ministry of Finance.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
An asset transfer timeline has been developed and weekly meetings will be held to ensure the process is implemented according to the timeline developed.
[Added: 2018/11/08]
Abdul Situmorang 2019/12 Initiated Consultation with the government is ongoing to hand over assets properly.

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