Transcript Document

Development of integrated
project and financial
management tools in conformity
with the 2003 FPA
Design an
“evaluable project”
In collaboration with
ECHO and the
evaluability
ECHO and the
evaluation
The Commission shall carry out evaluations of the
humanitarian operations financed (art. 22.1.
Provisions; art. 8 CG)
Carrying out of the mission in co-ordinated way by
ECHO and the NGO
The Commission shall make the draft of the report
available to the NGO for eventual comments
If agreed on, the comments of the NGO shall be
inserted in the Final Report
The NGOs must make ex ante/ex post evaluations
where possible (art. 22.2 Provisions)
Keep a constant monitoring
Include evaluation cost in budget
Insert generic ToR in Single Form
Present specific ToR to ECHO before the mission
with Curriculum Vitae of evaluators
Present Evaluation Report with Final Report
ACCOUNTABILITY
(From ECHO Aid Strategy 2003)
Introduces the principle of responsability towards
beneficiary, donors and partners
Control of results based on the promotion
of best practice
Allocation of aid in a balanced and
verifiable way for beneficiary
Application of HOLIS program – Standard
Operative Procedures
Introduces the principle of measurability and
monitorability
Obligatory insertion PCM, LF and
indicators (project forms)
Possibility of “de-selection” of underperforming partners (monitoring &
evaluation)
ACCOUNTABILITY
(From ECHO Aid Strategy 2003)
Control of results using “best practice” approach
Adoption of measures focusing on control of results using a “best practice” approach.
Capacity building through the dissemination of best practices.
Allocation of aid in balanced way for beneficiary
Conceptual work on a methodology to allocate aid in a more balanced way per
beneficiary has progressed in 2002, highlighting, however, problems with data
quality. Data availability and quality will therefore be addressed as a priority in the
2003 HOLIS work programme.
Application of HOLIS program – Standard Operative Procedures
The establishment of final Standard Operating Procedures for crisis response in
humanitarian emergencies will also contribute to ECHO´s quality-based approach
and its operational management capacity.
Obligatory insertion LF and indicators
In order to facilitate the monitoring of results, the objectives of an operation and
the performance indicators applicable to measure achievements will become
constituent parts of the new project proposal standard forms.
Possibility of Partner “de-selection”
The concept of quality partnership also involves a regular monitoring of
performance, with the concrete possibility of “de-selection” of under-performing
partners.
ACCOUNTABILITY
(From ECHO Manual Project Cycle
Management 2003)
Obligation to draw up a Log frame
Project presentation: mandatory LF of maximum 3
pages
Interim Report: the LF is adapted in light of what
has been done
Final Report: the LF is adapted in light of the
completed operation
Monitoring
The partner shall guarantee an internal monitoring
of the project, informing ECHO through the Interim
Report
The base of the monitoring system is given by the
Work Plan
Evaluation
Accountability of ECHO on money spent
Lessons learned
The
“evaluable”
quality
Key points expressed by ECHO in “Qualitative Approach”
CLEARNESS
Precise identification of the beneficiaries and the objective
Identify needs, problems, priorities and risks
Detailed analysis – elements defined (better if supported by Report)
TRUSTWORTHINESS
The Project
(the Operation)
Expected results in relation to defined indicators (SMART)
Realistic planning – efficient expense organization
RESPONSABILITY
Continuous monitoring, ability to adapt, no over budgeting
Transparency of procedure, correctness of work
CROSSOVER
Quality control
Attention to priority themes (Gender, Human Rights)
Visibility and General Protocols and safety details
Project phases
Passages project Logic
Identification
Feasability
…
Evaluation
PCM phases with emphasis on qualitative aspects of the
construction of the proposal:
•
Problem analysis, single out objectives/strategies
•
Work plan, monitoring
•
Evaluation, best practices
Passages ECHO procedures
Approval
Comunication
…
Liquidation
Phases relative to project iter foreseen by GC and
documents:
•
Responsability and maturity towards ECHO
•
Procedure, statements and mandatory documents
Passages Internal Projects
Preparation
Start
Real definition phases and project management:
•
Predisposition of statements
•
Reference system (sinergies)
•
Supervision e monitoring
…
Closure
Focal points
The project cycle shall keep in account the various
needs according to points of view which must be
considered:
Respect the orthodoxy of the project
Respect the ECHO procedures
Respect internal HO procedures
Focal points in
practice
The project
implicates
Qualitative
approach
From the proposal to the end
focus on method
Evaluation
and Monitoring
Demonstrate know how and
knowledge of procedures
Preventive
approach
Plan the work from the initial
phase
The basic idea is…
Qualitative
approach
Evaluation
and monitoring
The “perfect”
Project
Preventive
approach
Quality of
Reports
The “Five
points”
 Relevance
 Effectiveness
 Efficiency
 Impact
 Sustainability
Qualitative approach
basic elements
Qualitative approach
basic elements
Stakeholder
Analysis
 Potential of beneficiaries (number,
category, types), institutions, local
groups, etc…
 Limits (obstacles)
 Interests
 Possible role of stakeholders in the
project
Stakeholders Analysis tool
Qualitative approach
basic elements
Problem and
needs analysis
 Identify general problems
 Identify particular problems and needs
 Identify needs of beneficiaries (by categories)
 Correlation and articulation of main elements
(logic of analysis)
Problem Tree
Macro contest shown
by ECHO/CE
Intervention
focus
Qualitative approach
basic elements
Analysis of
objectives

Define (strategic) general objectives (connecting
strategy EU and HO)

Identify quantitative and qualitative beneficiaries

Identify objective of the opertion (services given to
target group)

Define observtion criteria (type of need) and selection
(inclusion-exclusion)
Objective Tree
Analysis of
results and
activities
Qualitative approach
basic elements
 Define general framework of services (expected
results in line with budget)
 Identify activities (description, management,
human resources, times, detailed description of
costs)
 General framework of main points relative to
implementation (purchase/tender, safety, visibility,
monitoring plan)
Analysis of
risks and
assumptions
Qualitative approach
basic elements
 Identify (evaluate) risks inherent to the
action
 Identify (evaluate) assumptions
 Identify mitigation meausures
Log Frame
Intervention
Logic
Refer to the EC/ECHO
strategic framework
Objectively
Verifiable
Indicators
Principal
Objective
Sources of
Verification
Risks and
Assumptions
Cannot be modified, refer
to ECHO decision
Specific
Objective
Results
Activities
Consider costs and
organization of a
monitoring plan
Means
Costs
Pre-conditions
Refer to the budget lines
Workflow
Qualitative approach
basic elements
Quality
factors
 Ownership by beneficiaries
 Policy support (positive/negative)
 Appropriate technology
 Socio-cultural issues
 Equality of all (especially the most vulnerable group)
 Institutional and management capacity
 Co-ordination between the different actors
Qualitative approach
basic elements
Cross cutting
issues
 LRRD (towards self sufficiency)
 Gender (roles, impact of project,
women’s role as development factor)
 Human Rights (impact on HR)
 Safety
 Visibility
Indicators and
sources of
verification
Qualitative approach
basic elements
 Clear definition
(quantity, relevance, thresholds,
minimum standards)
 Feasability of control
 Relevance of project variable
observed
Reference Documents
 Define and plan steps;
Data Base and HO
praxis
 General indication of operative formalities and
more critical points (personnel, tender, means,
safety);
 Experience, ideas, strategies.
Country Strategy
Paper ECHO/UE
PCM ECHO and
Solint manual
FPA
documents
 Indication on UE/ECHO strategies on regional,
national and local levels.
 PCM synthesis (with attention to preliminary
analysis and log frame construction);
 Terms and synthesis of criteria for defining,
monitoring and evaluating the projects.
 Defines procedures, times, and focal elements of
work;
 Elegible expences, purchases, visibility,
responsability.
Sphere Manual
 Indicates main variables for the defining,
monitoring and evaluation of the activity
(performance e benchmark);
 Formation of log frame.
Instruments and
methods
 Collects preliminary data;
Rapid
survey
 Meetings with key actors;
 Meetings (Focus Group) with privileged actors and
stakeholders analysis.
Problem
Tree
 Clear identification of beneficiaries and project
components;
 Clear identification of critical points;
 Coherent base of project logic (attention to
objectives, not activity)
Chek List
 Lists minimum elements for defining the proposal.
Log frame
 Defines project logic and analysis (deviation from
plan, hiring, indicators);
 List key elements (objectives, results activity and
indicators).
Work-flow
(activity plan)
 Realistic analysis of times;
 Initial Assessment and verification of responsability
and focal moments of intervention.
The end