Improving Results Reporting Operations Managers Workshop Kiev, October 2008 Bratislava Regional Center Management Practice

October 2008 Management Practice - BRC 2 Outline  Substantive Results Reporting –Individual Project Progress Reports –ERBM Platform – Development Plan  How to make it happen? –Atlas Project Management module –External Access

October 2008 Management Practice - BRC 3 Making RBM Work… Improved Project Management Programme and Operations Policies and Procedures (prescriptive content) PRINCE2 (methodology) ATLAS (tool)

October 2008 Management Practice - BRC 4 The likely or achieved short-term and medium-term effects of an intervention’s outputs. Positive and negative, primary and secondary long-term effects produced by a development intervention, directly or indirectly, intended or unintended. Impact: Outcome: Outputs: Results Chain Changes in the lives of people The products and services which result from the completion of activities within a development intervention. Institutional Change: values, ethic, rules, laws – associated with/to institutional performance, access.. Behavioural change: knowledge, skills acquisition, practices (individual level) HIV infections reduced National AIDS Commission operates effectively and guides the national response Leaders committed to making an effective national response Human Change Products & Services Skills & Abilities Institutional & Behavioural Change

October 2008 Management Practice - BRC 5 A Typology for RBM Agency Outcome Impact Output Activity HIV incidence reduced Leadership empowered Skills of NAC strengthened Train 250 district AIDS officers ResultsLike… Timeframe <1 yr <3 yrs 5 yrs 5-10 yrs more less Collective Accountability Institutional/ Behavioural Operational/ skills, abilities, products & services Human! UN Outcome Country Response strengthened Institutional/ Behavioural 5 yrs then if then Assumptions

October 2008 Management Practice - BRC 6 Chain of results Inputs Outputs outcomes Impact Experts; equipment; funds People capacitated; studies completed for results Policies adopted; Laws enacted; Conditions improved health/ longevity > Partnershipsand other interventions

October 2008 Management Practice - BRC 7 more less Collective Accountability A Typology for RBM CP Outcome Impact Project Output Project Activity More children complete school Quality of instruction increased Skills of 1500 teachers strengthened -Train 1500 teachers -Revise curriculum ResultsLike… Timeframe <1 yr <5 yrs 5 yrs 5-10 yrs Institutional/ Behavioural Operational/ skills, abilities, products & services Human! UNDAF Outcome Enrolment increased Institutional/ Behavioural 5 yrs then if then

October 2008 Management Practice - BRC 8 How Programmes & Projects are Linked Development Priorities CP/CPAP Outcome CP/CPAP Outcome Output Activity Input UNDAF COUNTRY PROGRAM (CP outcomes in Atlas = Tree) PROJECT DOCUMENT In Atlas = Award UNDAF Outcome UNDAF Outcome

October 2008 Management Practice - BRC 9 Project Tree Individual Output (Projects ID) linked to one Outcome

October 2008 Management Practice - BRC 10 Intended Outcome as stated in Country Programme: Outcome indicator as stated in the CP, including baseline and target. Partnership Strategy Project Title and number Intended OutputOutput Targets for (year) Indicative Activities Inputs Output 1 Baseline Indicators Output2 Baseline Indicators Results & Resources Framework

October 2008 Management Practice - BRC 11 Optimize Chain of Results Project Document (Annual Workplan) = Award ID Output =Project ID Activity Result =Activity ID Activity Result =Activity ID Activity Result =Activity ID Resources Output =Project ID Activity Result =Activity ID Activity Result =Activity ID Activity Result =Activity ID Resources OUTCOME Country Programme Action Plan (CPAP) OUTCOME Risks/Issues Monitoring Schedule Plan Output description Baseline & Indicators Annual Targets & Achievements Activity purpose & description Quality Criteria & Assessment Budget & Expenditures Chart of Account

October 2008 Management Practice - BRC 12 Using the ATLAS Project Management Module  What is the purpose of the Project Management module?  To integrate results-based management methods in Atlas  To allow for quality tracking and monitoring of projects, linking resources to results  To facilitate reporting and monitoring  To improve the user interface for budget revisions Links Atlas Project Management Module OnDemand Atlas Training

October 2008 Management Practice - BRC 13

October 2008 Management Practice - BRC 14 Project Management in Atlas Access to Output and Activity Definition pages

October 2008 Management Practice - BRC 15 Output Definition As per RRF

October 2008 Management Practice - BRC 16 Activity Definition Page how/with what indicator are you measuring quality of the Deliverable? what method are you using to determine if quality criteria has been met? To make this work, make sure that a key deliverable is defined as Activity ID This function will be available once the Quality Criteria is activated

October 2008 Management Practice - BRC 17 Activity Quality Assessment What did the project actually achieve, based on the above criteria? Were the beneficiaries satisfied? What the achievement reached within the planned timeframe? Within planned budget?

October 2008 Management Practice - BRC 18 Risks Log

October 2008 Management Practice - BRC 19 Risk Log

October 2008 Management Practice - BRC 20 Issues Log

October 2008 Management Practice - BRC 21 Monitoring and Comm. Plan

October 2008 Management Practice - BRC 22 How often should information be updated?  Award Level Risks and Issues: updated monthly  Monitoring and Communication Plan: updated after milestone dates  Project level Outputs: target, baseline and indicator entered at the beginning of the year, results at the end of the year  Activity level indicators: –- updated after quality criteria date –- % progress updated monthly

October 2008 Management Practice - BRC 23 Structuring your project -Award level: -Risks log -Issues log -Monitoring and Communication Milestones -Project ID (Output) level: -Annual targets -Annual results -Activity ID (Activity Result) level: -Achievements/progress to be monitored on quarterly basis -Progress % -Quality criteria and Quality method -Quality Perspectives (User, Timeliness, Resource Usage) -Rating

October 2008 Management Practice - BRC 24 The challenge of structuring projects in Atlas Structuring projects in Atlas should strike a balance between the following pragmatic considerations: RBMReportingAtlasManageability Donors requirements Setting activities at “right” level to avoid fragmentation

October 2008 Management Practice - BRC 25 Compliance checklist Project Formulation Project responsibilities assigned as per RMG roles Results Framework & Monitoring Framework Outputs defined (description, baseline, indicators, targets for the year) Activities defined (Description, purpose, quality criteria, quality method) Risks Analysis Local Project Appraisal Committee Monitoring and Reporting Activity Quality Assessment updated (quarterly) Annual Workplan (AWP) prepared and approved for each project Risks Log initiated and updated Issue Log initiated and updated Lessons Learned Log initiated and updated Monitoring Schedule Plan completed Progress Reports Annual Report & Annual Review

October 2008 Management Practice - BRC 26 Resource Persons Patrick Grémillet Regional Project Management Advisor Management Practice Team (BoM) Bratislava Regional Center