1. Improving Results Reporting Regional DRR Meeting Istanbul, December 2008 Bratislava Regional Center Management Practice

2. December 2008 Management Practice - BRC 2 Outline  Substantive Results Reporting –ERBM Platform – Development Plan –New functions –Implications for 2009  Knowledge Management 2.0

3. December 2008 Management Practice - BRC 3 Making RBM Work… Improved Project Management Programme and Operations Policies and Procedures (prescriptive content) PRINCE2 (methodology) ATLAS (tool)

4. December 2008 Management Practice - BRC 4 Using the ATLAS Project Management Module  What is the purpose of the Project Management module?  To integrate results-based management methods in Atlas  To allow for quality tracking and monitoring of projects, linking resources to results  To facilitate reporting and monitoring  To improve the user interface for budget revisions Links Atlas Project Management Module OnDemand Atlas Training

5. December 2008 Management Practice - BRC 5

6. December 2008 Management Practice - BRC 6 Project Management in Atlas Access to Output and Activity Definition pages

7. December 2008 Management Practice - BRC 7 Output Definition As per RRF

8. December 2008 Management Practice - BRC 8 Activity Definition Page how/with what indicator are you measuring quality of the Deliverable? what method are you using to determine if quality criteria has been met? To make this work, make sure that a key deliverable is defined as Activity ID This function will be available once the Quality Criteria is activated

9. December 2008 Management Practice - BRC 9 Activity Quality Assessment What did the project actually achieve, based on the above criteria? Were the beneficiaries satisfied? What the achievement reached within the planned timeframe? Within planned budget?

10. December 2008 Management Practice - BRC 10 Risks Log

11. December 2008 Management Practice - BRC 11 Risk Log

12. December 2008 Management Practice - BRC 12 Issues Log

13. December 2008 Management Practice - BRC 13 Monitoring and Comm. Plan

14. December 2008 Management Practice - BRC 14 How often should information be updated?  Award Level Risks and Issues: updated monthly  Monitoring and Communication Plan: updated after milestone dates  Project level Outputs: target, baseline and indicator entered at the beginning of the year, results at the end of the year  Activity level indicators: –- updated after quality criteria date –- % progress updated monthly

15. December 2008 Management Practice - BRC 15 Structuring your project -Award level: -Risks log -Issues log -Monitoring and Communication Milestones -Project ID (Output) level: -Annual targets -Annual results -Activity ID (Activity Result) level: -Achievements/progress to be monitored on quarterly basis -Progress % -Quality criteria and Quality method -Quality Perspectives (User, Timeliness, Resource Usage) -Rating

16. December 2008 Management Practice - BRC 16 The challenge of structuring projects in Atlas Structuring projects in Atlas should strike a balance between the following pragmatic considerations: RBMReportingAtlasManageability Donors requirements Setting activities at “right” level to avoid fragmentation

17. December 2008 Management Practice - BRC 17 Compliance checklist Project Formulation Project responsibilities assigned as per RMG roles Results Framework & Monitoring Framework Outputs defined (description, baseline, indicators, targets for the year) Activities defined (Description, purpose, quality criteria, quality method) Risks Analysis Local Project Appraisal Committee Monitoring and Reporting Activity Quality Assessment updated (quarterly) Annual Workplan (AWP) prepared and approved for each project Risks Log initiated and updated Issue Log initiated and updated Lessons Learned Log initiated and updated Monitoring Schedule Plan completed Progress Reports Annual Report & Annual Review

18. December 2008 Management Practice - BRC 18 Knowledge Management 2.0 RBEC DRR Meeting December 2008

19. Management Practice - BRC 19 Content  Corporate direction  Regional initiatives  Communities of Practice  Supporting tools

20. December 2008 Management Practice - BRC 20 Present Corporate Picture collecting and presenting info Main concept: Geographic reach: Main vehicles: Design: Main weaknesses: Little integration email and static websites Global/regional/national levels disconnected Email overload, English language domination, poor participation, disconnected form business processes, etc.

21. December 2008 Management Practice - BRC 21 Moving forward – Priority Results Areas  Establish a corporate knowledge service, its governance and a knowledge-support structure;  Establish a system of record for knowledge – Teamworks – also suitable for adoption by the broader UN system, to expand and improve the collaboration of our communities of practice.

22. December 2008 Management Practice - BRC 22 A supporting common platform: Connected through their projects, experiences, initiatives, etc. Bring in the action on the ground and knowledge base Relevant & connected across global/regional – common service delivery

23. December 2008 Management Practice - BRC 23 RBEC Regional KM Initiatives focus on 1.Communities of Practice Knowledge derived from Expertise Knowledge derived from Experience From Network of PeopleTo Community of Practice People connected around similar issues Reach out to network as needed; more ad hoc A network supported by: Portfolio (projects) People’s expertise Accessible knowledge base Tools Methodologies Partnerships

24. December 2008 Management Practice - BRC 24 RBEC Regional KM Initiatives focus on 2.Supporting Tools

25. December 2008 Management Practice - BRC 25 RBEC Regional KM Initiatives focus on 3.Knowledge Products/Publications

26. December 2008 Management Practice - BRC 26 Knowledge Base exists, but… 6000 Projects Regional interpretation/ systematization Global Policies and Practices Fragmented and disconnected Regional silos Knowledge base far from the field

27. December 2008 Management Practice - BRC 27 Turn the Pyramid around - enrich the knowledge base 6000 Projects Regional interpretation/ systematization Global Policies and Practices

28. December 2008 Management Practice - BRC 28 Moving forward – K.M 2.0 guiding principles Respect the connection between people their knowledge & communities Main concept: Geographic reach: Main vehicles: Design: Base on people’s connection and social/professional networking, interaction. Establish presence for projects and activities, knowledge base. Common platform for service delivery Global/regional/national levels connected

29. December 2008 Management Practice - BRC 29 Resource Persons Patrick Grémillet Regional Project Management Advisor Management Practice Team (BoM) Bratislava Regional Center patrick.gremillet@undp.org