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The detailed transition plan should list the activities that are required to transition the grant and the timeline.
It should include the following:
- All activities needed for transitioning the grant management from UNDP to one or more national entities.
- If the transition plan is integrated with a capacity development plan, details of the capacity milestones to be achieved that will allow transition of specific activities or full functions to sustainable country systems.
- Risk mitigation activities to improve resilience of systems and to minimise risk of moving services, in particular to avoid disruptions in treatment.
UNDP has example transition plans from carrying out transition in multiple counties, which outline activities to develop strong country systems and support transition processes, and can be adapted for the country context.
The Process for Transition Planning
Confirm the timing of transition planning
Organise the transition planning process
Set-up management arrangements
Identify milestone indicators, transition scheduling, and risks
Develop an estimated budget
Conduct integrated reviews
Move toward implementation
Activities to be included in the Transition Plan
The focus should be on:
- Establishing and staffing a dedicated department or a cross department unit that will manage the grant in the future organisation.
- Development of Operations Manuals and Standard Operating Procedures covering all aspects of grant implementation such as finance, reporting, asset management, procurement, etc.
- Ensuring the new grant manager has suitable software to manage finances, to collect and verify data, and to ensure a functioning Logistics Management Information System, which meet national requirements.
These points signal that certain capacity has been achieved, showing that the national entity is fully prepared to take responsibility for that activity or area. Although timelines should be set to achieve these milestones, they can be flexible.
The first transition milestone in each operational area is usually to put in place procedures, and systems, with sufficient training and ‘on the job’ support to meet donor requirements. The second milestone for each functional area will then measure the level of use of the systems; for example following the development of new financial reporting templates, the second milestone measures the percentage of provincial medical departments submitting financial reports on time using the new templates.
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