OMT RETREAT (WORK PLANNING)

The UNDG Operational Guidelines for the Implementation of Common Services were developed in 2000 by an inter-agency group of senior operations staff from more than 20 country offices.

The Guidelines offer practical suggestions and guiding principles on the governance and implementation of common services in country offices.

Guidelines include: Integrated process approach model Guidance on governance and accountability, roles and responsibilities Performance measurement indicators/results tracking system and Reporting Suggestions for applicability to various country situations- it is not a 'one-size-fits-all' Model documents, templates and country office examples

RolesAuthority/Delegation of Authority AccountabilityReporting UN Country Team (UNCT) Approve OMT Action Plan Endorse OMT recommendations on selected contracts, suppliers and providers of the various services Review progress and evaluate impact and value of common arrangements based on info provided by OMT. Endorse OMT recommendations for contractual/LTA issuance. Each Head of Agency to sign the agreed contract/LTA or designates RC to sign on behalf of all participating agencies. (Some agencies may require pre-approval from their HQS. before such action is completed) As Head of Agency, fully accountable to their respective organization with regards to contractual commitments on joint procurement arrangements and services. Shared responsibility in terms of the decision-making process. RC, on behalf of the UNCT members, to report to UNDG on common arrangements Individual reporting to respective HQS on benefits, cost savings, efficiencies of common LTAs /contracts. Operations Management Team (OMT) Develop Options Plans and Implements Action Plan Establish and oversee Task Forces or Working Groups on specific CS development Provide recommendations and any cost-sharing requirements for UNCT endorsement Monitor progress and implementation of various contracts and services Recommending body to UNCT on selected supplier or provider. Serve as UN Contracts Review Committee Management oversight of CS contracts and arrangements Quality of information to support recommendations. Quality assurance of contract – terms and provisions, schedules, penalty clauses and legal provisions. Daily management and use of common LTA/contract arrangements. Periodical review of contractual benefits and quality of services provided. Submit OMT work plans to UNCT. Use of CS Results Tracking System (RTS) to ease performance monitoring and reporting. Regular scheduled reporting to UNCT on achievements, constraints and milestones. Task Force/Technical Working Group Needs-assessment exercise on the specific CS envisaged Develop technical specifications for RFPs & bids for specific contracts and services. Technical review functions, specific recommendations and arrangements for OMT consideration. Review and adjudicate individual submissions as delegated by the OMT. Detailed accountability on individual service arrangements, terms of services and payment schedule. Develop performance measurement indicators for RTS for each specific contract/LTA. Conduct periodic management reviews with suppliers and service providers, as required. Report to OMT.

ORGANIZATIONAL STRUCTURE OF THE GOVERNANCE FRAMEWORK FOR COMMON SERVICES Country Team UN Resident Coordinator + UN Representatives + Chair Operations Management Team Operations Management Team Operations/Administrative Managers of participating UN Agencies Task Force(s) As formulated by OMT depending on the tasks at hand

ROLE OF UNCMT 1.SET POLICIES AND STRATEGIC DIRECTIONS 2.PROVIDE DIRECTIVES 3.MAKE DECISION 4.SIGN AGREEMENT 5.COMMIT FUNDS 6.OVERSEE AND GUIDE THE WORK OF OMT/TASK FORCES

ROLE OF OMT I. PURPOSE OF THE OMT Under the guidance of UN Country Team (UNCT), make assessments and recommendations to the UNCT on any activities requiring their approval for joint initiatives on the effectiveness of existing common services, identify new services/activities for efficient and effective implementation, plan and manage the services/activities as per the governance framework depicted above and this Terms of Reference.

ROLE OF OMT I. MEMBERSHIP A. The most senior Operations/ Administrative Managers of all agencies or their designated alternates. B. Other staff from participating agencies/entities based on their area of expertise and membership of assigned Task Forces.

ROLE OF OMT I. FUNCTIONS & RESPONSIBILITIES OF OMT Under the overall supervision of the UNCT, the OMT will be responsible to: A. Serve as the UN Contracts Review Committee that will be responsible for – making recommendations to the UNCT on all common services procurement and – contracting. B. Maintain a roster of service providers by different areas of specialties – (travel, banking, maintenance) C. Develop and submit a work plan for common services to the UNCT. D. Identify, assess, plan and implement activities as per the approved workplan. E. Establish task forces/subcommittees, where necessary, to carry out detailed studies on how to implement specific common services. For each task force: i. Develop Terms of Reference, ii. Appoint leader who is a senior member of the OMT, iii. Report as a group to the OMT on a regular basis or as otherwise agreed upon. F. Decide on UN Agency best suited to manage the particular common service to designate a Common Services Manager.

ROLE OF OMT A. Ensure implementation is transparent, internal control measures are in place and activities are undertaken with as much participation amongst interested agencies as possible. B. Carry out, either directly or through task forces/working groups, all approved activities in the work plan within the agreed-upon time frames and budget resources, ensuring that: –i. UN rules and regulations of the designated Service Manager are adhered to for all contracting, procurement, etc., –ii. Openness and transparency in processes and decision-making are followed. C. Ensure payments are promptly made by participating agencies. D.Review performance and performance standards/indicators to evaluate the quality and timeliness of the services. E.Monitor common services and identify areas where services can be improved and cost reduced. F. Report progress and results of the performance evaluations and recommend any needed changes in performance standards/indicators or implementation of common services. G. Make recommendations on adjustments in any of the areas covered in the Agreement made for each common service. H.Conduct periodic evaluations/analysis of the functioning of the common services and report progress/results in recognized forum. A. Ensure implementation is transparent, internal control measures are in place and activities are undertaken with as much participation amongst interested agencies as possible. B. Carry out, either directly or through task forces/working groups, all approved activities in the work plan within the agreed-upon time frames and budget resources, ensuring that: –i. UN rules and regulations of the designated Service Manager are adhered to for all contracting, procurement, etc., –ii. Openness and transparency in processes and decision-making are followed. C. Ensure payments are promptly made by participating agencies. D.Review performance and performance standards/indicators to evaluate the quality and timeliness of the services. E.Monitor common services and identify areas where services can be improved and cost reduced. F. Report progress and results of the performance evaluations and recommend any needed changes in performance standards/indicators or implementation of common services. G. Make recommendations on adjustments in any of the areas covered in the Agreement made for each common service. H.Conduct periodic evaluations/analysis of the functioning of the common services and report progress/results in recognized forum.

ROLE OF OMT A.Identify opportunities for collaboration and innovation to improve efficiency and effectiveness of services. B.Ensure that the operation of common services takes advantage of the economies of scale and that the quality of services is improved or at least be the same as existent. C.Ensure UN policies and procedures are adhered to for each common service initiative. D.Analyze bids, shortlists and interviews and select service providers to be submitted to the UNCT for review and approval. E. Prepare cost and benefit analysis. F. Determine appropriate performance measurements including performance indicators and benchmarks for each common service. G.Submit proposals and budgets to the UNCT for decision-making and approvals. H.Draw up schedule of payments by UN Agencies for services rendered. I.Ensure that large Contracts negotiated by the OMT are covered by an Inter- Agency Agreement or Memorandum of Understanding (MOU) between participating agencies.

ROLE OF OMT I. DELIVERABLES AND FUNCTIONS A. Options Report Create an Options Report on Common Services by according to the Common Service Process Approach Model and submit to the UNCT for approval by [DATE]. B. Feasibility Plan and Inter-Agency Agreement on Common Services Prepare a Feasibility Plan for each recommended new common service or enhancement of existing common service by [DATE]. Attach to this document an Inter-Agency Agreement for each common service to be approved and signed by participating members of the UNCT.

ROLE OF OMT I. METHODOLOGY All components of good governance and transparency are important for consistency and decision making process. A. Chairmanship The Chair of the OMT will rotate on a periodic basis of [annual/semi- annual/monthly] and will be recommended by the OMT and approved by the UNCT. To assist the chair on matters of common services, a secretary should be appointed. B. Frequency of meetings The OMT will meet on a monthly basis on the first [DAY] of every month. This is to ensure that progress made on the OMT CS Work plan can be reported at the monthly UNCT meeting.

ROLE OF OMT A. Task Forces/Working Groups The OMT has the authority to set up Task Forces/Working Groups to accomplish activities/tasks relating to the work plan or assignments delegated by the UNCT. The membership will be decided by the OMT and should be identified based on competency and added value. Existing or potential suppliers, service providers, or technical experts in the industry may also be considered for membership. The co-ordinating agency/Chair of each task force/working group should be selected for their knowledge of the activity and/or agency strength in that particular field.

ROLE OF OMT A. Reporting The OMT will report [monthly] to the UNCT through the chair on the Common Services Work Plan by providing minutes of the monthly OMT meeting and discussions if required. The OMT Task Forces/Working Groups will report back to the OMT on a monthly basis of progress made. The Chairs of the Tasking Forces/Working Groups are also encouraged to keep OMT members up-to-date on progress or seek assistance/clarification via rather than wait for the next OMT meeting.

ROLE OF TASK FORCES PURPOSE: Task forces are created to assist the OMT review and evaluate specific projects and proposals for joint initiatives in common services, as well as areas of concern. These are chaired by different UN agencies based on expertise, interest and capacity.

ROLE OF TASK FORCES COMPOSITION: The task forces will be composed of at least three member agencies but not exceeding five. Since the task forces will require specific technical competencies that may be lacking internally or needs to be augmented, members need not be representatives from the agencies. These can be existing or potential suppliers and service providers, or technical experts in the industry.

ROLE OF THE TASK FORCES OBJECTIVES AND FUNCTIONS: 1. Develop and submit work schedule to OMT within its TOR. 2. Identify opportunities for collaboration and innovation to improve efficiency and effectiveness of services. 3. Prepare technical proposals and costing; review technical and operational feasibility. 4. Prepare cost and benefit analysis. 5. Elaborate proposals, implementation modalities and work plans. 6. Determine appropriate performance measurements.

ROLE OF THE TASK FORCES DELIVERABLES AND EXPECTATIONS: 1. Options Report a) Inventory and scope (including resources utilized) of existing and potential common – services. b) Review of country operational needs and long-term priorities. c) Knowledge of procedures, constraints of other UN system organizations involved. d) Review of management mechanisms and protocols. e) How the service will be provided (common, shared, out-sourced or pooled) and – capabilities of the Service Manager. f) Preliminary cost and benefit analysis (cost efficiency and quality of service expectations); –relevance and usefulness of the common service. g) Technical and operational specifications. h) User and manager roles, decision-making process and oversight. i) Resource requirements, agency financial commitment and the availability of financial – resources and/or contribution of capital assets. 2. Feasibility Plan. The financial planning process outlining the feasibility plan, quantification, budgeting and cost apportionment is in the Operational Guidelines for the Implementation of Common Services. 3. Draft of Inter-Agency Agreement Contract provisions, including implementation framework, reporting, audit & review mechanisms, and performance measurement system are also outlined in the Operational Guidelines.

Continuous Process