CDC - Policy Documents and Guidelines

7. PROGRAM AND PROJECT COMPLETION AND CLOSURE

81. Development cooperation activities are planned to be implemented over a specific time period. Thus, each program and project requires a formal closure up on completion of program or project activities. A program or project may also require formal closure if a decision has been made jointly by the implementing national institution(s), contributing development partner(s), and the CRDB/CDC to terminate the program or project. Closure of a program or project shall include completion of all operational activities (i.e. operational closure) and financial accounts (i.e. financial closure) of the program or project.

7.1 OPERATIONAL CLOSURE

82. A program or project is operationally complete when all approved and budgeted inputs have been delivered and planned activities have been completed. Three months before the planned closure date of the program/project, the program/project management team shall prepare a final report on the implementation status of the planned program/project activities. The final report shall include:

a brief summary of the program/project’s objectives and expected outcomes;
a review of planned versus actual performance of the program/project;
an assessment of impact of the program/project where such results can be identified;
constraints and issues in program/project implementation;
recommendations; and
annexes, including summary of financial accounts, list of project assets and their locations, list of all project reports.

83. At least one month before the planned closure date, the program/project management team shall organize an end-of-program/project review meeting of representatives of contributing development partners, the implementing national institution(s), and CRDB/CDC to:

review and approve the final report; and
finalize arrangements and complete any documentation needed to dispose off program/project assets.

7.2 FINANCIAL CLOSURE

84. The financial closure of a project shall be completed within 12 months from the date the project is operationally closed. The program/project management team shall prepare the final program/project financial report, close the program/project bank account, if any, and refund balance of funds to the development partner(s). A final audit of program/project accounts shall be carried out immediately after the closing of the program/project accounts in accordance with international accounting and auditing standards.

Roles and responsibilities of relevant government institutions
and development partners

Activity	Responsible Parties
Activity	Royal Government Institution(s)	Development Partner
To formally close the operations of a program/project on completion of program/project activities prepare a final report on the implementation status of program/project activities.	Program/project management team.
Organize end-of-program/project review meeting.	Program/project management team and CRDB/CDC	Contributing development partner(s) and concerned stakeholders.
Finalize arrangements and complete any documentation needed to dispose off program/project assets.	Program/project management team and CRDB/CDC	Contributing development partner(s).
Ensure that the process of financial closure of the program/project is completed with 12 months of the operational closure of the program/project.	Program/project management team and CRDB/CDC	Contributing development partner(s).
Carry out a financial audit of program/project account immediately after closing of the program/project account in accordance with international accounting and auditing standards.	Program/project management team.	Contributing development partner(s).

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