gwp programme management presentation

GWP Programme Management

OBJECTIVES• To “institutionalise” the programme

management cycle and sequence• To have a shared understanding of the

present approach to workplanning and monitoring

• To discuss possible improvements for 2011 workplanning and monitoring

GWP Programme Management

• References:– GWP Strategy: 2009-2013– GWP Work Programme: 2009-2013

• 13 Regional Strategic Plans• 1 Global Strategic Plan

– Annual Workplans:• 2009 completed• 2010 under implementation, and• 2011 to be prepared now

Principles

• Programme management: not rocket science

• Who is going to do what, when and how?

• Clarity, Simplicity and Alignment– keys to effective implementation

Principles

• Alignment – following an Outcome Mapping approach:– why the GWP Vision and Mission statements– what we want to do – ref. GWP Strategy:

4 strategic goals 12 outcome challenges, and 17 strategic elements

– who will implement the workplan, and– who are the boundary actors that GWP aims to

influence– when milestone dates– how will GWP contribute to the change process

through:• human resources institutional arrangements• financial resources budgets

GWP Annual Programming Cycle

monitoringreporting &evaluation

planning &budgeting

implementat

ion

GWP Strategy

2009-2013

“programme development” under the overall guidance of the Strategy

GWP programme management sequence

• Governance sequence• Aligning programme management sequence

GWP Network governance meetings sequence

• Informing the SC in May of where GWP system is in terms of implementing its strategy

• Informing the SC in November of what GWP system plans to do the following year

• Making best use of CP to take stock of achievements and start planning

JAN MAR APR MAY JUN JUL AUG SEP OCT NOV DECFEB

FPG SC CPRDays

FPG SC


Annual report

CPRDs

SCMonitoring

SCPlanning

GWPWork plan

(from 14Work plans)

On-going programme / project development roster……………………………… On-going programme / project development roster

Monthly regional & global reports / monthly monitoring……………………….. Monthly regional & global reports / monthly monitoring

PLANNING

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Work planimplementationNoteSC

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status noteCP

GWPWorkplan

Improving monitoring


Annual report

WorkplanningOrientation

note

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SCPlanning

15 draft Workplanning

notes

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(from 14 Work plans)



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status noteCP

GWPWorkplan

Improving planning


Annual report

WorkplanningOrientation

note

CPRDs

SCMonitoring

(PSC)

SCPlanning

(PSC)

15 draft Workplanning

notes

GWP Work-Plan&overview

(from 14 Work plans)



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status noteCP

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Improved sequence

• Some issues to address:

• Ensuring that we allow for iterative process, cross-fertilization and learning

• Making the proposed “GWP system” cycle compatible with regional cycles

For taking stock of achievements

– January/June

For work planning & budgeting

– September/November

• What OM says in terms of planning– BA, OC, PM, activities

• Present GWP work planning & budgeting tools• GWP planning data / information today• Possible improvements for 2011?

Discussion on planning / budgeting

20132012201120102009

Changes we would like to see

Planning: Activities, outputs we think could help (intentional design)

GWP Overall approach:

Outcome MappingThe linkages as hypothesis

Outcome ChallengesProgress MarkersInitial status

Bo

unda

ry A

ctor

s

Templates used

across the GWP system

Link work plan / budget

(Example from

Central Africa)

GWP Work Plan & Budget =

Σ 14 work plans & Budget

(annual)

THE INFORMATION WE HAVE

Some issues to address:•Formulation of OC / PM•Link activities / budgets

IS THE PRESENT OVERALLPLANNING & BUDGETING INFORMATION ADEQUATE?

Proposed adjustments & timeline• Overall approach: keep momentum in rolling out OM approach,

ensure that overall cohesiveness (in particular thematic) is improved

• Work plan template– Ensure logical consistency in the sequence OC, PM, activities.– Numbering for activities is consistent across plan & budget

• Budget template– Unpack secured locally raised funds by projects (funded

agreements)– Do not try and split input costs (salaries, HI costs, office, audit...)

across activities; keep them as a block under Goal 4• Timeline for 2011 Work Plan & budget

– 15 October 2010: GWPO and regions work plans & budgets ready

– 17 November 2010: GWPO presents a GWP work plan & budget overview to SC

– Post SC: comments from SC taken into account for final version of GWP 2011 work plan & budget

• Reminder on what OM says in terms of monitoring system

• Present GWP reporting tools• GWP monitoring data / information today• Possible improvements for 2011?

Discussion on monitoring

2013

2012201120102009

Monitoring changes we observe

Monitoring the activities we implement, outputs we produce

Investigating the linkages

GWP Overall approach:

Outcome Mapping

2013

2012201120102009

Changes we would like to see Changes we observe

Activities, outputs we think could help

Activities we implement, outputs we produce

Present reporting

mechanisms

Issue to address:•No systematic monitoring (incl. weak alignment planning/monitoring)

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IS THE PRESENT OVERALLMONITORING INFORMATIONADEQUATE?

Proposed adjustments & timeline

• Overall approach: improve gradually the content of reporting, based on existing tools, in order to better implement OM approach

• Monthly reports (COM driver)– NO CHANGE but keep improving quality. Be more robust in terms of

reporting outcomes as they arise (refer to PM if relevant)• Quarterly financial report (FIN driver)

– NO CHANGE but keep improving quality. Include small adjustments to the budget template discussed earlier

• Bi-annual progress report on outcomes (NOp driver)– NEW PROPOSAL. Recap on changes observed against PM (new

template needed)• Timeline for 2011 monitoring

– 15 October 2010: first bi-annual progress report on outcomes – 15 April 2011: second bi-annual progress report on outcomes – May 2011: GWPO compiles a GWP overview of achievements to date

for submission to SC (iterative / interactive process)– April-August 2011: GWPO facilitates an overall mid term self-evaluation

process (?)

Ideas for new template for bi-annual report on outcomes?

Thank you!

• Possible Exercise: Having a look at our Progress Markers

• Convene in small groups -by region + GWPO (14 groups);

• Fill the template, following the instructions (15mn)• Pin the filled template on the wall

• Can we collectively assess where we stand after 2.5 year implementation of GWP strategy and identify areas requiring attention in 2012 & 2013? Typical questions:

• Which are the most significant changes fostered by our activities in the area of food security?

• What have we done so far with Donor X funding? In partnership with ally Y? With which results?

• What have we done so far in the area of water financing? (activities, budgets, partners, projects)

• What are we doing in terms of capacity building? Across the GWP system, by regions?

• What is the portfolio of current activities / projects dealing with climate issues?

• …

QUESTIONS FOR NEXT YEAR

gwp programme management presentation

Documents

programme development

gwp work programme

programme management

gwp system

gwp vision

work planson

strategic elementswho

strategic goals