1 RBM Workplanning and Budgeting-FAO Managing for results in FAO Module II. Operational Planning ‘Workplanning’

2 RBM Workplanning and Budgeting-FAO 1. Distribution of staff costs across organizational results 2. Validation of unit results 3. Development of products and services and related activities for each UR and preparation of workplans 4. Adjustment of estimated planned costs for URs 5. Review of financial feasibility of URs 6. Quality assurance 7. Final approval of workplans Operational Planning Steps in the workplanning process

3 RBM Workplanning and Budgeting-FAO Step 1 Distribution of staff costs across organizational results TBA Watch this space!

4 RBM Workplanning and Budgeting-FAO Step 2 Validation of unit results A UR is a significant, measurable output that a sub-regional office, regional office or HQ division is held accountable for achieving through the delivery of a series of individual products and services. URs are linked to one only OR, in a logical, technically and programmatically sound relationship URs must be SMART, what the Unit - will achieve, and be accountable for - in contribution to the OR - within the biennium - with developed indicators, at least 1 per UR, - together with data sources, baselines and targets - set out in a performance measurement matrix.

5 RBM Workplanning and Budgeting-FAO Tips in Reviewing URs From the Unit’s perspective Are the URs logically linked, technically and programmatically sound? Do they state clearly what the Unit will achieve and how? Can they be consolidated? Will the UR indicators work? Valid, reliable, sensitive, simple, practical and useful? Baselines and Targets? From the OR perspective across Units Are the URs logically linked and coherent? Are they necessary and sufficient to achieve the OR? Any duplication of effort? What’s missing? Who will do it?

6 RBM Workplanning and Budgeting-FAO Step 3 Development of products and services and related activities for each UR and preparation of workplans Define products and services needed to achieve the UR Products and services – outputs of an activity or series of activities Products are final, tangible things Services are on-going, less tangible; typically delivering policy, advice, support, advocacy, guidance Each product or service is linked to only one UR Consider all the activities needed to deliver a product or service Each activity must link with only one product or service

7 RBM Workplanning and Budgeting-FAO Tips in Defining Products and Services In specifying a product or service, define its scope; SMARTly described, manageable with responsibilities assigned, technically and financially feasible within the biennium; in enough detail to allow costing All work done by a unit must be reflected in its products and services, so that it can be costed and approved for the whole biennium. Work done that contributes to the UR of another unit will be in the workplan of the ‘owning’ unit, not the ‘contributing’ unit. Consult across units/offices on collaborative work

8 RBM Workplanning and Budgeting-FAO More tips in Defining Products and Services Apply the ‘necessity and sufficiency’ test. - Are the activities necessary and sufficient to deliver the products & services? - Are the products & services necessary and sufficient to deliver the UR? Carry out a risk analysis, defining your assumptions at each level - the conditions needed to do each activity, to deliver each product & service and to achieve the Unit Result. Do a critical path analysis to identify problems in scheduling, possible parallel tasking etc.

9 RBM Workplanning and Budgeting-FAO Critical Path Analysis Write all necessary activities, one per postit On each postit, write how long it will take Arrange the postits on flipchart in the sequence in which they have to be done, linking where they are interdependent; show where parallel tasking is possible Determine the critical path, the minimum time it will take to deliver the product or service Set key stages as milestones to assess progress Use the CPA later when you come to estimate costs. Inception 3 months Partner planning 2 month Training 6 months Policy development 3 months Product Start Study design 2 months Research study 4 months Procure 7 months Install 4 months Trials 6 months Review 2 months Critical Path

10 RBM Workplanning and Budgeting-FAO Groupwork Your turn Steps 1-3 based on your own unit