Module 9: Transition and Exit Strategy ASEAN Training of Trainers (TOT) on Disaster Recovery

Module 9: Transition and Exit Strategy Module Description Module 9 discusses the importance of developing exit strategies to promote a smooth transition from disaster recovery to development. Module 9: Transition and Exit Strategy

Module 9: Transition and Exit Strategy Overview Duration: 1 hour Topics: Transition and Exit Strategies Key Considerations for Program Transfer Group Activity and Discussion Module 9: Transition and Exit Strategy

Module 9: Transition and Exit Strategy Overview Module Learning Outcomes Participants will be introduced to transition and exit strategies as they relate to disaster recovery. Participants will gain insight into the process and considerations for transitioning from recovery to development. Module 9: Transition and Exit Strategy

Transition and Exit Strategies Module 9: Transition and Exit Strategy

Transition and Exit Strategy What is it? An exit strategy is a plan describing how recovery organizations intend to withdraw their resources while ensuring that program achievements are sustained and that progress towards program goals will continue. Why is it important? To ensure the sustainability of program and project impacts after an organization involved in the recovery effort withdraws its support. Module 9: Transition and Exit Strategy

Transition and Exit Strategy How are they accomplished? May involve: Gradual turning over of projects to local control; Simultaneous withdrawal from the program area; or Transition of the projects to other programs. Module 9: Transition and Exit Strategy

Main Points of an Exit Strategy To be successful, an exit strategy should outline the following: Who will be responsible for the activity going forward? What is the role of local authorities? Is there a local agency (municipality, community organization, or NGO) to which the activity should be transferred? How will the activity be transferred? Module 9: Transition and Exit Strategy

Main Points of an Exit Strategy To be successful, an exit strategy should outline the following: Are there performance specifications to be maintained? How will the activity be funded? How will the activity be monitored? Module 9: Transition and Exit Strategy

Main Points of an Exit Strategy To be successful, an exit strategy should outline the following: What will be the role of the community in managing or monitoring the activity? Do successor organizations need any training? Which assets need to be retained and which ones can be transferred to a successor? Module 9: Transition and Exit Strategy

Key Considerations for Program Transfer Module 9: Transition and Exit Strategy

The Changing Status of Recovery Agencies During Transition As the recovery phase comes to a close, programs must transition from management by ad hoc recovery agencies to organizations within the long-term governance structure. This can be accomplished by: Transitioning programs to existing line ministries or departments; Revising the mandates of existing ministries or organizations to take on new roles; or Converting an institution established during recovery into a permanent body. Module 9: Transition and Exit Strategy

The Changing Status of Recovery Agencies Transitioning programs and projects to existing line ministries or departments: Most common transition strategy. Programs, projects and activities are incorporated into the annual work plans of the line departments concerned. One issue with this strategy is ensuring the line departments have the capacity to absorb the additional work. Module 9: Transition and Exit Strategy

The Changing Status of Recovery Agencies Revising the mandates of existing ministries or organizations to take on new roles: As programs come to an end, there are often additional requirements identified. Rather than establish a new organization, it is sometimes easier to revise the mandate of existing organizations to cover the new programs or projects. Module 9: Transition and Exit Strategy

The Changing Status of Recovery Agencies Converting an institution established during recovery into a permanent body: If you did not establish recovery organizations during your pre-disaster recovery planning, then the institutions established during recovery might transition into a permanent body. This will provide a core agency that remains focused on recovery and can help maintain your recovery programs and support the next disaster. Module 9: Transition and Exit Strategy

Key Considerations for Program Transfer The process of transferring recovery programs from one management structure or institution to another, must be formalized to ensure that all stakeholders acknowledge: The timing of program transfer; The full range of commitments and responsibilities associated with program transfer; Which partners will be transferring programs; and Which partners will be renewing existing commitments.

Key Considerations for Program Transfer It will be important for both those transferring responsibility, and those accepting responsibility for programs to consider the following: What is the level of demand for continued services? To what extent does the successor organization or community value the services or program activities?

Key Considerations for Program Transfer How strong is the sense of commitment on the part of the successor organization or community to continue program activities? Do the local organizations implementing the activities have sufficient institutional and human resource capacities? Are the organizations responsible for implementing the continuing programs resilient to shocks and changes in the political and social environment?

Handing Over of Projects All will benefit from a smooth handover of projects and activities during the transition process. Key points to consider for the hand-off of complete projects include: Ensure that all project assets, including those needed for the sustainability of the projects, along with knowledge products, are transferred to the new managing agency. Module 9: Transition and Exit Strategy

Handing Over of Projects Include systems for maintaining assets, along with adequate documentation to transfer knowledge related to the project. As needed, conduct training or capacity building prior to, or coincident with the transfer, so that systems or assets associated with the project can be effectively utilized or maintained to ensure their long-term viability. Module 9: Transition and Exit Strategy

Handing Over of Projects As appropriate, conduct social and financial audits of the project. Results should be made public or presented to all involved stakeholders. This will add to the transparency and credibility of the work accomplished. Module 9: Transition and Exit Strategy

Handing Over of Projects It will be additionally important to clearly outline the process, milestones, and timeframe for transfer of the projects, and Have well-defined roles and responsibilities of all those involved in transitioning the activities. These, in turn, will ensure that affected communities and other stakeholders are well-informed of the transition. Module 9: Transition and Exit Strategy For hand-off of projects that are still in progress:

Exit Strategy Monitoring and Evaluation Benchmarks may be defined that help determine the success of your Exit Strategy. Some criteria for measuring success: Program impacts have been sustained, expanded or improved after the program ended. Relevant activities are continued in the same or modified format. The systems developed continue to function effectively. Module 9: Transition and Exit Strategy

Exit Strategy Monitoring and Evaluation Monitoring of exit strategy benchmarks should be integrated into the overall M&E plan to avoid duplication of effort, and to maximize the use of existing data. An evaluation conducted after program completion will determine the success of your exit strategy. Programming funds for the purpose of evaluating transition and exit strategies into disaster recovery plans will ensure that this crucial component of the recovery process can be carried out. Module 9: Transition and Exit Strategy

Group Activity: Formulating an Exit Strategy Module 9: Transition and Exit Strategy

Group Activity: Formulating an Exit Strategy Break into the same groups as Module 4 Activity: Disaster Recovery Interventions. You are members of the Interim Recovery Organization for the Central government. You have been tasked with planning a transition and exit strategy for the projects you identified in Module 4. You will be transitioning your projects over to another organization. You have 20 minutes to answer the questions on the next slide. Module 9: Transition and Exit Strategy

Who will be responsible for handling the activity? (Local government? Community-based organization? Other?) List two performance specifications to be maintained after project handover. How will it be monitored? List one method of verification. How will it be funded? List two recommended areas of training for successor organizations. Module 9: Transition and Exit Strategy Group Activity: Formulating an Exit Strategy

Conclusion Module 9: Transition and Exit Strategy It is important to develop your transition and exit strategy during pre- disaster recovery planning. Transitioning programs smoothly to successor organizations is critical. Funding for evaluating the exit strategy must be programmed in advance.