IMPLEMENTATION OF THE BWP & PERFORMANCE MONITORING AND ASSESSMENT

08-09 Performance Monitoring and Assessment Timeline July 08 December 09 PMA by EXM 1 st Week Dec PMA by EXM July 2009 PMA by EXM 1 st Week Dec PMA by EXM August 7, 2008 SPR/SWP July 2008 SPR/SWP Annual Report Last week Nov SPR/SWP Biennial/Final Report Last week Nov SPR/SWP July 2009 SPR (IPS) Semestral Progress Report SWP (PTS) Semestral Workplan PMAPerformance Monitoring and Assessment EXM Executive Management

PAHO’s Planning Framework Results Chain and Indicators Areas of Action Strategic Objectives OWERs RERs OSERs P & S Tasks Planning Instrument SO indicators RER indicators OSER indicators Means of Measurement contribute aggregate or contribute aggregate or contribute GPW (GHA) & HAA WHO MTSP PAHO SP & PB Biennial Workplans AMPESAMPES OWER indicators

Organization-wide Expected Result (OWER) Country-level or Office- Specific Expected Result Product/ Service Product/ Service Tasks Product/ Service Tasks Regional or HQ Expected Result Country-level or Office- Specific Expected Result Office-specific Expected Result (OSER) Region-wide Expected Result (RER) Biennial Workplan Contents and logical structure of a Biennial Workplan (BWP) in the Chain of Results

RERs (Region-wide Expected Results) All Results Aggregate to RERs RERs represent the PASB’s collective corporate efforts OSERs = Office-Specific Expected Results, contained in Biennial Workplans PAHO/WHO Country Office OSERs Subregional OSERs Executive Management OSERs Regional HQs Technical & Administrative Area OSERs Technical Center OSERs

If the ……... are produced The Organization will achieve the.... Organization-wide Expected Result Region-wide Expected Results Office- Specific Expected Results Office- Specific Expected Results Products/ Services In order to achieve the …..., the Organization will have to produce..... Chain of results and planning logic

Traditional RBM Results Chain Impact Impacts refer to the longer-term effects produced, directly or indirectly, by a development intervention. Typically is analized through independent evaluation Outcomes Outcomes refer to the likely or achieved short-term and/or medium-term effect of an intervention’s products and services. Outputs Outputs refer to the immediate results that are observable after the completion of activities and are the type of results over which managers have a high degree of influence. Activities Activities refer to actions taken or work performed through which inputs, such as funds, technical assistance and other types of resources are utilized to produce specific products and services (an output) Inputs Inputs refer to the financial, human, and material resources needed for the development intervention.

Traditional & PAHO RBM Results Chain InputsActivitiesOutputsOutcomesImpact InputsTasksProducts &Service OSER/RER /OWERs Strategic Objectvs Manageable Interest Managerial & Organizational Accountability

Office-specific expected result will be achieved Risks do not occur Risks do not occur IF Assumptions hold Assumptions hold then Product/ service produced and if Assumptions and Risk Logic

PRODUCTS AND SERVICES Product is the final output of a task or combination of tasks. Product is a tangible and observable result to which expected quality and quantity performance criteria, can be attached. Service is on-going and identifiable output of a task or combination of tasks. A service, typically, includes such things as capacity building, advocacy, and support for the development of policies, norms and guidelines The term service has been introduced to reflect the intangible nature of many of the outputs of PAHO/WHO and to enable these to be captured in biennial workplans.

AMPES ENTITY Situation Analysis Problems and Interventions Implementation Strategy Project OSER Link to RER indicator OSER indicator OSER indicator milestones Semester 1 Semester 2 Semester 3 Semester 4 Product / Service Task (PTS) cost $$ Link to: Core/Enabling Function Mainstreaming issues Planned Amount PAHO’s Planning Framework AMPES Biennial Workplan Structure

Semestral Workplan & Progress Report

Pan American Health Organization Report Date _________ Semestral Workplan Entity___________________ Project ___________________ Semester 1:  2:  3:  4:  OSER 1: (TEXTO) Product or Service (TEXT)DateLocation [1] [1] Initial Programmed Cost Responsible Officer Assessment at the end of the Semester StartEnd If the task was to be completed during the semester, check corresponding box if completed Implementation Rate by task [2] [2] Task 1 (TEXT)  Task 2 (TEXT)  Task 3 (TEXT)  Task n (TEXT)  [1] [1] Place or places where the task will be implemented. [2] [2] The system will provide the implementation rate [(expenditure/initial programmed cost) (100)] per task, product/service, OSER, AMPES Project, and Biennial Workplan.

[1] [1] The semestral assessment is cumulative. That is to say, the 2 nd Semester is the mid-term assessment and the 4 th Semester is the end of biennium assessment. [2] [2] Semestral monitoring: Green (90-100%) - Yellow (75-89%) - Red (< 74%) The color of the OSER depends on the level of achievement of the milestones during the semester; the system will automatically generate this information. [3] [3] Cumulative monitoring: Green (90-100%) - Yellow (75-89%) - Red (< 74%) The color of the OSER depends on cumulative level of achievement of the milestones; the system will automatically generate the report. [4] [4] If a milestone or milestones from previous semesters were not achieved in an earlier review, but were achieved subsequently, please check the appropriate boxes. If they remain unchecked, it is understood that they were not achieved; therefore a justification must be provided. [1] [1] The semestral assessment is cumulative. That is to say, the 2 nd Semester is the mid-term assessment and the 4 th Semester is the end of biennium assessment. [2] [2] Semestral monitoring: Green (90-100%) - Yellow (75-89%) - Red (< 74%) The color of the OSER depends on the level of achievement of the milestones during the semester; the system will automatically generate this information. [3] [3] Cumulative monitoring: Green (90-100%) - Yellow (75-89%) - Red (< 74%) The color of the OSER depends on cumulative level of achievement of the milestones; the system will automatically generate the report. [4] [4] If a milestone or milestones from previous semesters were not achieved in an earlier review, but were achieved subsequently, please check the appropriate boxes. If they remain unchecked, it is understood that they were not achieved; therefore a justification must be provided. [1] [1] The semestral assessment is cumulative. That is to say, the 2 nd Semester is the mid-term assessment and the 4 th Semester is the end of biennium assessment. [2] [2] Semestral monitoring: Green (90-100%) - Yellow (75-89%) - Red (< 74%) The color of the OSER depends on the level of achievement of the milestones during the semester; the system will automatically generate this information. [3] [3] Cumulative monitoring: Green (90-100%) - Yellow (75-89%) - Red (< 74%) The color of the OSER depends on cumulative level of achievement of the milestones; the system will automatically generate the report. [4] [4] If a milestone or milestones from previous semesters were not achieved in an earlier review, but were achieved subsequently, please check the appropriate boxes. If they remain unchecked, it is understood that they were not achieved; therefore a justification must be provided. [1] [1] The semestral assessment is cumulative. That is to say, the 2 nd Semester is the mid-term assessment and the 4 th Semester is the end of biennium assessment. [2] [2] Semestral monitoring: Green (90-100%) - Yellow (75-89%) - Red (< 74%) The color of the OSER depends on the level of achievement of the milestones during the semester; the system will automatically generate this information. [3] [3] Cumulative monitoring: Green (90-100%) - Yellow (75-89%) - Red (< 74%) The color of the OSER depends on cumulative level of achievement of the milestones; the system will automatically generate the report. [4] [4] If a milestone or milestones from previous semesters were not achieved in an earlier review, but were achieved subsequently, please check the appropriate boxes. If they remain unchecked, it is understood that they were not achieved; therefore a justification must be provided. Pan American Health Organization Date ____________ Progress Report [1] [1] Entity ________________ Project _______________ Semester 1:  2:  3:  4:  Mid-term End of biennium Assessment Assessment OSER No. 1: (TEXT) COLOR [2] [2] (OSER Semestral Monitoring as per milestones achieved) COLOR [3] [3] (OSER Cumulative monitoring as per milestones achieved) Risk and Assumptions (between products/services and OSER): n… 1.OSER indicator: (TEXT) Milestones [4] [4] Semester: 1 Semester: 2 Semester: 3 Semester: 4 MILESTONE TEXT or N/A  OSER indicator progress is measured based on milestone achievement (check the corresponding box) In the event that the milestone was not achieved, please explain: [1] [1] The semestral assessment is cumulative. That is to say, the 2 nd Semester is the mid-term assessment and the 4 th Semester is the end of biennium assessment. [2] [2] Semestral monitoring: Green (90-100%) - Yellow (75-89%) - Red (< 74%) The color of the OSER depends on the level of achievement of the milestones during the semester; the system will automatically generate this information. [3] [3] Cumulative monitoring: Green (90-100%) - Yellow (75-89%) - Red (< 74%) The color of the OSER depends on cumulative level of achievement of the milestones; the system will automatically generate the report. [4] [4] If a milestone or milestones from previous semesters were not achieved in an earlier review, but were achieved subsequently, please check the appropriate boxes. If they remain unchecked, it is understood that they were not achieved; therefore a justification must be provided.

Cont… Progress Report Products and Services [1] [1] Progress status based on the accomplishment of tasks [2] [2] Implementation Rate Proposed date of delivery for Product/ Service [3] [3] Has the product/service been delivered? (mark the box) [4] [4] 1. TEXT Product/ ServiceColor  2. TEXT Product/ ServiceColor  n. TEXT Product/ ServiceColor  If a product or service was not delivered, or was not delivered on time, please explain: [1] [1] A product is the final output of a task or combination of tasks. It is a tangible and observable result to which expected quality and quantity performance criteria can be associated. A service is an on-going and identifiable output of a task or combination of tasks. A service, typically, includes such things as capacity building, advocacy, and support for the development of policies, norms and guidelines. This term has been introduced to reflect the intangible nature of many of the outputs of PAHO/WHO and to enable these to be captured in the biennial workplans. [2] [2] The level of progress is automatically provided by the system on the basis of the information included in the Semestral Workplan in relation to the accomplishment of tasks: [(Green (90-100%) - Yellow (75-89%) - Red (< 74%)] [3] [3] The date is automatically provided by the system. It refers to the information that is entered when a product/service is created. A completion date is required for each product/service. The system transfers this information to this section in the form. [4] [4] When a product/service has been delivered, the Project Coordinator must check the corresponding box.

Pan American Health Organization AMPES Project Progress Analysis Project Coordinator Name: ______________________________________ Project: __________________ Entity: _________ Report Date:__________ Semester: 1:  2:  3:  4:  Based on the analysis of the OSERs under your project, please comment (where appropriate, and if needed) on: Progress status of the OSERs. ¿Are there any OSERs at risk of achievement? Lessons learnt: Comment if the technical and implementation progress and the assigned resources are appropriate: Unexpected OSERs effects or results - positive or negative- if any: Recommendations on any adjustments to ensure the achievement of the OSERs (example: adjustments in human and financial resources among projects): Recommendations, including adjustments in programming when needed:

Pan American Health Organization Biennial Workplan (BWP) Progress Analysis Name of the Entity Manager: ________________________ Entity: _______________ Date of Report:__________ Semester: 1:  2:  3:  4:  Based on the analysis of the AMPES projects, please comment (where appropriate, and if needed) on: Entity lessons learnt: Proposed managerial adjustments to improve/ensure the achievement of the AMPES projects (i.e. adjustments in human or financial resources among projects): Other issues (such as resources mobilization needs or efforts): Recommendations, including program adjustments when needed:

Schedule of Changes PTS and IPS to be tested by 4th semester assessment Incorporation of Products and Services in BWP Project Management tools: 2010

Q &A Comments