The Twenty-sixth Meeting of the Executive Committee took note of the consolidated progress report while recognizing that it was an initial report, to be updated, in a periodic report series and decided that, in the preparation of subsequent consolidated reports, the new Senior Evaluation Officer should ensure better consultation with the parties concerned, with a view to resolving any issues outstanding from the review of the project completion reports.
(UNEP/OzL.Pro/ExCom/26/70, Decision 26/11, para. 27).
The Twenty-ninth Meeting of the Executive Committee decided:
(a) to take note of the schedules prepared by the Implementing Agencies to deal with the backlog of project completion reports, as contained in Annex XI.7 to the present report;
(b) to request the Secretariat to prepare, for the third Meeting of the Executive Committee in the year 2000, a report on the Implementing Agencies’ compliance with the schedules for submission of project completion reports and on the practicalities and the legal aspects of withholding a part of the administrative costs for a project until such time as the project completion report, including the final financial data, has been submitted;
(c) to note that, where a project was approved before 1995, the project completion report should include only the basic information required, tied to the original project proposal. For projects approved after 1995, an effort should be made to improve the quality of information contained in the project completion reports;
(d) that, where a project completion report has been submitted to a national ozone unit or Government for comments and no response has been received after a period of one month, the Implementing Agency should submit the project completion report to the Secretariat, with the clear notation that it has not been approved by the national ozone unit or the Government concerned. The Implementing Agency should also inform the relevant Government that the project completion report has been submitted to the Secretariat and should invite the Government to comment on the project completion report, as appropriate;
(e) that information covering the ongoing UNEP activities should be included within the framework of the annual progress report;
(f) to request the Senior Monitoring and Evaluation Officer to organize a workshop, bringing together the Implementing Agencies and the Secretariat, to discuss and finalize elements to be included in a revised project completion report format, including the issue of improving the quality of information contained therein. With regard to institutional strengthening projects, the workshop would examine the question of merging the project completion report and terminal report into a new template to be used for project extension. At this workshop, reporting related to country programmes will also be discussed, taking into account the need for information on the past country programmes in the context of preparing updated country programmes. A report on the outcome of the workshop should be submitted to the Executive Committee at its Thirtieth Meeting;
(g) to note that, for institutional strengthening projects, project completion reports should still be submitted to the Senior Monitoring and Evaluation Officer only in cases where there were no requests for extension;
(h) that information required on the completion of country programmes should be included within the framework of the agencies’ annual progress reports;
(i) to note that no project completion reports were requested for project preparation projects. Instead, the Senior Monitoring and Evaluation Officer will send a questionnaire to the Implementing Agencies to obtain information on project preparation for projects included in the sample of projects to be evaluated.
(UNEP/OzL.Pro/ExCom/29/65, Decision 29/3, para. 21).
The Thirty-second Meeting of the Executive Committee decided:
(b) to endorse the new overall assessment scheme (Annex XI.8) contained in section 2 of the Project Completion Report format, which will be used from 1 January 2001 onwards;
(c) to take note of the schedule for submission of outstanding Project Completion Reports in 2001 (Annex XI.9);
(d) authorize Implementing Agencies to withhold part of funding until such time as proof of equipment destruction has been provided according to the guidelines being finalized by the Secretariat in consultation with the Implementing Agencies and the company has also submitted to the Implementing Agency the necessary data to prepare a project completion report of good quality.
(UNEP/OzL.Pro/ExCom/32/44, Decision 32/18, para. 29 (b-d)).
(Supporting document: UNEP/OzL.Pro/ExCom/32/19, Corr.1 and Add.1).
The Thirty-fifth Meeting of the Executive Committee decided:
(a) to take note of the report on the implementation of the monitoring and evaluation work programme for the year 2001 and the schedule for submission of project completion reports due in 2002 contained in document UNEP/OzL.Pro/ExCom/35/11;
(b) with a view to improving the quality of project completion reports:
(i) to request the Implementing Agencies to report to the 38th Meeting of the Executive Committee on measures taken to improve submission of data for project completion reports from beneficiary companies, in particular on experiences with withholding part of project funds until such data had been delivered and proof of equipment destruction had been provided in accordance with Decision 32/18;
(ii) also to request the Implementing Agencies to specify in the project documents the list of equipment to be destroyed and the modalities for such destruction, including the certification, as well as the data required for the project completion reports;
(iii) further to request the Implementing Agencies to ensure consistency of data reported in the project completion reports and the annual progress reports.
(UNEP/OzL.Pro/ExCom/35/67, Decision 35/8, para. 34).
(Supporting document: UNEP/OzL.Pro/ExCom/35/11).
The Thirty-eighth Meeting of the Executive Committee decided:
(a) to take note of the consolidated project completion report (UNEP/OzL.Pro/ExCom/38/7 and Add.1), including the schedule for submission of project completion reports (PCRs) due in 2003;
(b) to request the Implementing Agencies, in co-operation with the Multilateral Fund Secretariat, to establish by the end of March 2003 full consistency of data reported in the PCRs, the Inventory of Approved Projects, and the Annual Progress Reports;
(c) also to request the Implementing Agencies to provide final financial figures on actual expenditures of financially completed projects for projects that were to be evaluated, as required by the Senior Monitoring and Evaluation Officer, instead of updating all PCRs;
(d) to encourage the Implementing Agencies to provide in future project completion reports insight into the project history, the problems encountered and resolved, and the lessons learned in the process leading to a substantive analysis of projects.
(UNEP/OzL.Pro/ExCom/38/70/Rev.1, Decision 38/4, para. 35).
The Forty-first Meeting of the Executive Committee decided:
(a) to take note of the 2003 consolidated project completion report, as contained in document UNEP/OzL.Pro/ExCom/41/8 and Add.1, including the schedule for submission of project completion reports due;
(b) to request the World Bank, in cooperation with the Fund Secretariat, to establish full consistency of data reported in the project completion reports, in the inventory and in the annual progress reports by the end of January 2004;
(c) also to request UNDP and the World Bank to provide the information still missing in a number of project completion reports by the end of January 2004;
(d) to urge Implementing Agencies to continue to improve their descriptive assessments of completed projects in project completion reports, while at the same time ensuring that each assessment contained useful information specific to the project that was the subject of the report; and
(e) to request the Senior Monitoring and Evaluation Officer to provide the Executive Committee with information compiled on the lessons learned from project completion reports.
(UNEP/OzL.Pro/ExCom/41/87, Decision 41/6, para. 37).
(Supporting document: UNEP/OzL.Pro/ExCom/41/8 and Add.1).