improving results reporting operations managers workshop kiev, october 2008 bratislava regional...

Improving Results Reporting

Operations Managers Workshop Kiev, October 2008

Bratislava Regional Center Management Practice

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Outline

Substantive Results Reporting– Individual Project Progress Reports– ERBM Platform – Development Plan

How to make it happen?– Atlas Project Management module– External Access

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Making RBM Work…

Improved

Project Management

Programme and Operations Policies and Procedures(prescriptive content)

PRINCE2(methodology)

ATLAS(tool)

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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 monitoringTo improve the user interface for

budget revisions

Links

Atlas Project Management Module

OnDemand Atlas Training

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Project Management in Atlas

Access to Output and Activity Definition

pages

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Output Definition

As per RRF

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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

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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?

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Risks Log

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Risk Log

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Issues Log

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Monitoring and Comm. Plan

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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

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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

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The challenge of structuring projects in Atlas

Structuring projects in Atlas should strike a balance between the following pragmatic considerations:

RBM Reporting Atlas Manageability

Donors requirements

Setting activities at “right” level to

avoid fragmentation

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Compliance checklistProject 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

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Resource Persons

Patrick GrémilletRegional Project Management Advisor

Management Practice Team (BoM)

Bratislava Regional Center

patrick.gremillet@undp.org