EuropeAid Reforming TC and PIUs: A Backbone Strategy ………………………… Basics and state of progress EUROPEAN COMMISSION April 2010

EuropeAid Contents 1) Basics and state of progress of the reform 2) Mainstreaming quality 3) Communication, knowledge management and training 4) Tracking and monitoring the Backbone implementation

EuropeAid 1.Basics & State of 1. Basics & State of progress of the reform Challenges and drivers of the reform Objectives and guiding principles The reform: phase 1 and phase 2

EuropeAid Main challenges Supply-driven Not enough focus on results Mixed quality standard for experts Overreliance on northern commercial providers Unsatisfactory tracking of TA performance And little evidence of change… Parallel PIUs - outside country structures – absorb resources and do not develop capacities 1. Basics and state of progress

EuropeAid Drivers of the reform European Court of Auditors report on TA Improve design + result orientation Promote new sources Better selection of expertise Enhance donors coordination Performance tracking/ database More ownership Paris Declaration Accra Agenda for Action Aid effectiveness commitments Indicators 4 and 6 : 50% of TC coordinated; reduce by 2/3 stock of parallel PIUs Jointly select and manage TC Local and regional resources, South-South Cooperation Donors own capacity and skills 1. Basics and state of progress

EuropeAid Objectives of the TC reform 1. Basics and state of progress

EuropeAid 8 guiding principles 7. Avoid use of Parallel PIU & promote effective PIAs EC Technical Cooperation 1. Primary aim is Capacity Development 2.Demand led approach where TC is not provided by default 8. Consider innovative options for TC provision 3.Strong result orientation 6. Work through harmonized and aligned actions 5. Take account of country/sector requirements 4.Country owned & managed TC processes 1. Basics and state of progress

EuropeAid 4 purposes of Technical Cooperation Capacity development support is the priority 1. Basics and state of progress

EuropeAid The reform: work plan phase 1 (July 2008) 1. Basics and state of progress

EuropeAid The reform - phase 1 completed Guidance and working tools Quality Matrix and QSG Revised ROM Procedures screened Communication/training Mapping of TC: 1st round Implementation teams & Steering Committee EU operational framework on Aid Effectiveness 1. Basics and state of progress

EuropeAid Delegations Mainstream quality in all programmes Check quality – Use matrix Dialogue & use capacity4dev.eu Country plan / mapping Overall results and TC tracking Geo Directorates Road maps QSG Feedback!!! Innovative practices Dir.E: ad hoc support, communication, training + ad hoc coaching, working tools, overall tracking, QSG, ROM… 1. Basics and state of progress The reform – phase 2 (from Oct. 2009)

EuropeAid 2.Mainstreaming quality: how? Guidance + key concepts Quality matrix Procedures : whats new

EuropeAid Guidelines on TC – Quality in practice Convert ownership into practice : results, roles, inputs to be defined both for partners and donors Assess/adapt to demand, to context and to existing capacity – and harmonize Let results be the driver Analyse options, look for the right type of provider Track / monitor results, ensure domestic accountability …… think in terms of project implementation arrangements 2. Mainstreaming quality

EuropeAid Guidelines: Table of contents Chapter 1 – Reading Guide and Key Terms Chapter 2 – Reforming Technical Cooperation Chapter 3 – Demand-driven and harmonized TC Support Chapter 4 – Results-oriented TC Support Chapter 5 – Programme Implementation Arrangements Chapter 6 – Monitoring, Evaluation and Quality Assurance 2. Mainstreaming quality

EuropeAid Guidelines: Table of annexes Annex 1: Aid effectiveness commitments in the area of TC Annex 2: Court of Auditors Recommendations Annex 3: The cycle of operations for « TC support » Annex 4: Quality assessment grid Annex 5: Format for mutual performance dialogue Annex 6: Short guide to EC rules and procedures – How to apply EC procedures to TC table of content 2. Mainstreaming quality

EuropeAid Focusing on the partners programme Donor TC inputs & activities is wrongly assumed leading to Sustainable capacity and results may lead to Sustainable capacity and results Activities by partner and by donor TC inputs, under partner leadership Donor TC inputs & activities 2. Mainstreaming quality

EuropeAid Look for results beyond TC deliverable TC support CD processes Recurrent inputs Capacity Outputs Outcomes Wider impact Internal resourc es Start from feasible impact, work backwards to determine if and how TC support may be and feasible relevant 2. Mainstreaming quality

EuropeAid Quality Matrix in a snapshot 2. Mainstreaming quality Quality Technical Cooperation Demand & ownership 2. Fits the context and existing capacity 4. Results oruienation: outputs and outcomes 3. The support is harmonised; new types of TC considered 5. Programme implementation arrangements are appropriate + top up

EuropeAid QSG questions on TC/PIU Identification Fiche: Other TC interventions assessed? Is there a strong demand of TC? Are PIAS appropriate in terms of ownership and sustainability? Beneficiaries involved in the needs identification? 2. Mainstreaming quality

EuropeAid QSG questions on TC/PIU Action Fiche: 2. Mainstreaming quality In line with the Backbone Strategy? Local capacities assessed? Grille qualité CT par Délégation Use the TC Quality Grid throughout the identification and formulation!

EuropeAid Going beyond donor-driven PIUs Programme Implementation Arrangement Implemented by partners Integrated and managed by local administrations Fitting the type of programme and expected +/- autonomous depending on expected results 3 « yes » = parallel PIU according to DAC 1.Are the PIUs accountable to the external funding agencies/donors rather than to the country implementing agencies? (Y/N) 2.Are the terms of reference for externally appointed staff determined by the donor? (Y/N) 3.Is most of the professional staff appointed by the donor? (Y/N) 4.Is the salary structure of national staff (including benefits) higher than those of civil service personnel? (Y/N) 2. Mainstreaming quality

EuropeAid Key questions throughout the cycle Implementation - Domestic accountability - Monitor results:outputs & capacities - Use the ROM report - Mutual performance assessment? Formulation - Results beyond direct outputs - Partners contributions and roles - Quality of ToR Identification - Demand and commitment - Favourable context -Fit to existing capacities - TC : Yes or Not - Harmonisation - Which implementation modalities/financing source? - Type of contract, etc - Beyond classic TA Plan in advance in order to get answers! 2. Mainstreaming quality

EuropeAid Procedures in a snapshot Procedures in a snapshot Objectives: More ownership of Partner Governments Facilitate co-financing and delegated cooperation (variety of management modes) Mobilize public sector expertise, including of MS Improved quality of experts … These objectives are possible with the existing rules and procedures! 2. Mainstreaming quality

EuropeAid How to contract expertise (public administration expertise as example) Identi- fication Based on a careful institutional and stakeholders analysis, choice the contractual forms: Identi- fication (2) Does the context analysis could justify the use of: Formu- lation Present the options in the identification fiche Further investigated the feasibility of the preferred options during the formulation Service contractGrant Negotiated procedure or others tendering Direct award or call for proposal 2. Mainstreaming quality

EuropeAid Good practices for more quality CONTENTSPROCESS Drafting good term of reference take time. Plan ahead! Deadline for Framework agremeent: More 14 days necessary for good expertise. Has the partner be the leader in the drafting? Or at least be involved/consulted? Evaluation grid: specify the competencies needed (related to local expertise) as a criteria Check references Evaluation of tenders/standard practices: - organise interview for mid term position (telephone, video) -check references Is the partner responsible for the evaluation? If not how is he involved as a voting member in the evaluation? If not key experts must be approved by partner country. They can ask replacement of key experts. Monitoring: assess /fill up forms + creation of a database to monitor TC performance Is the partner supervising the TC activities? 2. Mainstraming quality

EuropeAid Revision of PRAG (finalised end of 2008) Revision of PRAG (finalised end of 2008) __________ Recruitment of individual consultants Interviews and references of experts Mobilisation of public expertise Partner Government ownership (design, evaluation, reporting..) Clarification of the use of suspensive clause Mid-term actions: Further develop twinning 2. Mainstreaming quality

EuropeAid Guidelines on TC: Annex 6 on procedures 2. Mainstreaming quality

EuropeAid …..In practice Revision of PRAG (finalized 2008) Recruitment of individual consultants Interviews and references of experts Partner Government ownership (design, evaluation, reporting..) Suspensive clause Annex 6 to Guidelines on TC Clarification on negotiated procedure (services) and direct award (grants) Framework contract Operational guidance – Q & As and examples Mid-term actions More on suspensive clause Database on quality experts Further develop peer support/twinning 2. Mainstreaming quality

EuropeAid Communication and learning 3. Communication and learning Dialogue Use Learning & Training

EuropeAid Dialogue! Better TC EC Delegations WB/ UN/ ADB…. MS Internationa l Donors Line Minister + MoF Partner organisation 3. Communication and learning

EuropeAid The Platform: 3. Communication and learning

EuropeAid News, interviews, hands on practical information Documents /guidance/ tools/events Online discussions Work groups, collaboration spaces Users: EC family – Delegations + HQ Public at large: partner countries, Member States, other donors, academia and civil society 3. Communication and learning

EuropeAid Learning and training Training session in HQ – Open to Member States Tailor-made country /sector focused training sessions Short coaching sessions For more details and training flyers see: 3. Communication and learning

EuropeAid Tracking / Monitoring the Backbone implementation 4. Tracking / Monitoring the Backbone implementation Monitoring Components Mapping TC and Country Plan

EuropeAid Monitoring components SystemsData Time frame PCM PlatformQuantitative info on TC Data collection in March 2010 – 1st baseline available in March 2011 Mapping of TC and PIUs N. of operations, amount, purpose, management mode Data collected by end January 2010 and process data by end March 2010 For centralised operations: data processed by April 2011 Data from QSGs - Qualitative analysis of TC - Qualitative/ qualitative analysis of « innovative programmes » - New system in place by January Data used by the end of 2010 Standard ROM reports Answer the11 questions on TC/PIU on ROM reports Data from +/ projects available by January 2010 Global and Project Evaluations Qualitative data From Tracking & Monitoring

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