1. EuropeAid PARTICIPATORY SESSION 1: 3 topics Each table chooses its topic: o Managing reality (Blue) o Assessing performance (Yellow) o Monitoring & reporting (Green) Table facilitator: show the colour card of the topic chosen by your table We will try to keep a balanced number of tables by topic

2. EuropeAid 1 st question Topic 1: how do we deal with reality in our projects? « What are the main issues you encounter due to the gap between what was planned and the actual situation Topic 2: how do we assess the quality of our projects? « When asked to assess the performance of your activities/implementation, what are the main problems you encounter » Topic 3: how do we monitor and report? « What are the key challenges for designing and implementing a good monitoring system in your projects »

3. EuropeAid Round table... Take 5 to reflect individually and note down your 2 or 3 answers related to question 1 for your topic (one idea/post-it) Use worksheet #3 Part 1 to take some notes Round table brainstorming 20: share your ideas/place post-its on flip chart Round table discussion 20: check if something is missing and organise ideas on the flipchart Use worksheet #3 Part 2 to take some notes

4. EuropeAid 2 nd question For Topic 1, Topic 2, Topic 3: Choose collectively 2 of the issues identified for question 1: what tips & tricks, solutions, good practices, resources can you share to help address these questions? How did you manage in your projects to solve these problems?

5. EuropeAid Round table... Take 5 to reflect individually and note down your 2 or 3 answers related to question 2 for your topic (one idea/post-it) Use worksheet 3 to take some notes round table brainstorming 20: share your ideas/place post-its on flip chart round table discussion 20: check if something is missing and organise ideas on the flipchart. Choose 5 cards solutions/tips that will be reported in plenary.

6. EuropeAid LUNCH at the 26th floor of The Hotel Do no forget: The Question Box The game: Lets work together… The time: please, be back to seminar on time

7. EuropeAid Reporting Topic 1 – managing reality General: Put less details in project proposal and more vision Conflict resolution: -Communicate on changes and issues early with EC -Have a EC database of case studies -Specify How to deal with conflict in partnership agreement -Build Lots of Sharing expertise and community building into project meetings Sustainability/Strategic Issues/ Question of Reduced buy-in due to current economic crisis -Adapt the teaching approaches to suit education priorities -Revise activities in the annual planning meetings/ adjust accordingly

8. EuropeAid Reporting Topic 1 – managing reality Partnership issues: -Improved communication between EC and project partners -More coordination meetings +trainings -Identification upstream of the most motivated partners -Leadership from lead partner -Clear schedule and timetable coordination by coordinator -Communication between partners -Develop interactive forum operated by the commission/ Social media/web tools Budget issues/How to deal with changes in Budget -Find other sources of Funding/Fund raising strategies -Shift parts of the budget

9. EuropeAid Reporting Topic 1 – managing reality Changes in Activities/implementation -Use partners feedback as resources/ Steering Committee of partners to monitor activities -Develop/use implementation guidelines for partners -The EC has to inform more and better on what is a substantial change from the proposal: more transparency in the selection process/Report on why a proposal is selected

10. EuropeAid Reporting Topic 2 – Assessing performance What are suitable Tools for assessing quality and long-term effects -Ask participants to report after meetings, take further actions and verify compliance -Focus on close cooperation not big numbers (of beneficiaries) -Evaluation Ex-Post: - Follow up surveys of participants reached/beneficiaries - Measure impacts after a certain number of year What indicators for Project management performance -Revision of proposal documents to adapt: - involve recognized expertise, review indicators with EUROPAID or with task managers, discussion during contract negotiation -External evaluation on project outputs (participatory methodologies, in depth interviews)

11. EuropeAid Reporting Topic 2 – Assessing performance Partnerships -Mutual evaluation/ Constant sharing with local partners and more responsibilities given to local partners -Reducing the number of partners -Looking for similar partners -Work directly in countries Evaluation - KPIs: Key Performance Indicators/Differences between Outputs/ Outcomes and how to collect Feedback - Using a monitoring framework: expected outputs, outcomes, responsibilities - Sharing assessment values and indicators with partners - External Intermediate evaluations - Starting from personal experience of the target group to reach ownership -Inception, mid-term and final evaluation -Networks for expertise and solutions

12. EuropeAid Reporting Topic 2 – Assessing performance Assessing Results: Quality versus quantity -Addressing elected political representatives in medias -Adapt to target groups for activities and evaluation tools: medias involvement, communication means young people, contest as involvement indicator

13. EuropeAid COFFEE BREAK 15

14. EuropeAid Reporting Topic 3 – Monitoring & reporting Monitoring and Complex Partnership -Regular communication (mail out between meetings, internal mailing lists, event publishing) between partners -Regular reporting (quaterly basis on finances, link with accounting software, shared online documents like google docs -Argumented request to EC to exclude a partner -Monitoring in multi-country context: prior information to EC before out- sourcing too many activities and be aware of specific constraints (e.g. distance, culture…)

15. EuropeAid Reporting Topic 3 - Monitoring & reporting Realistic and Efficient Monitoring systems (for EU, Partners and beneficiaries) -Team meetings (face to face, democratic discussion, quality of processes) -Good practices for partnership agreements: EC recommendations and templates -Guidance to partners on procedures and EC requirements (internal monitoring guideline to all partners) Lack of Indicators in the project -Agreement between partners and EC on indicators -Rely on log-frame matrix to design indicators