Save the Children

Award Management

Embracing Change to Work Better

RMCPU Planning Meeting

Pretoria Nov 2016

1

Agenda

Expectations

Full AMCP Changes

What are we asking of RMCPU Team

Understanding AM at SCI and link to AMCP

Understanding KPIs and How they are Generated

2

Session Objectives

3

Session Objective and Agenda

bull Increase understanding of AM Process (AMS approvals

tools available)

bull Understand scope and purpose of AMCP (Phase 1 and Phase

2) How to link with AM function and maintain momentum after

AMCP

bull Increase understanding on KPIs

how theyrsquore generated

how they are measured and

what they seek to achieve

4

New AM Manual In SCI we refer to Award Management rather than

lsquoGrantrsquo or lsquoContract managementrsquo to reflect that funding for projects

may come from a wide range of sources such as

bull On-going framework agreements with donors

bull Members undesignated funds

bull Contracts

bull Gifts in Kind (GIK) donations

bull GrantsCooperative Agreements

All SCI and Member staff must follow the core processes for managing

SCI awards of both cash and non-cash (GIK) donations

Award Management (AM) at SCI

5

The Award Cycle

6

The Award Cycle ndash other version

Prepare Opportunity Proposal Inception Implement Report Close

Portfolio Planning

Securing an Award

Managing an award

Lay the

groundwork

for success

Create and

pursue the

right

opportunities

Develop

winning

proposals

Set-up

delivery

fast and

right

Proactively

manage

compliance

Inspire

donor

confidence

in our

results

Finish as

strong as

you

start

7

The Award Management System (AMS) is our central repository must be

used by Members and SCI to store information and manage processes

the approvals of opportunities concept notes proposal agreements

and amendments AMS is used by SCI and Members to

bull Share information about opportunities awards partnerships and donors

bull Manage the joint approvals of opportunities concept notes proposals

agreements and amendments

bull Support AM activities such as proposal development and review donor

reporting donor compliance and close out

bull Manage the legal vetting of SCI partners and approval of SCI partner

agreements

bull Store and share documents relating to awards partners donors and

projects

bull Provide management reporting and analysis to support teams to monitor

and manage their Award Portfolios

AMS Award Management System

8

bull Opportunity Member can decide to issue single or many SOFs

single SOF must have Lead implementing office (RO or CO)

bull Proposal The Lead ( RO or CO) will have full oversight and must

ensure this role is adequately budgeted for under the award

bull Inceptionbull Ensure that all countries are involved in the kick-off (the notes and actions from

the meeting should be saved on AMS for all to reference)

bull The lead implementing office must clearly assign all roles and responsibilities and

ensure these are understood by all parties

bull Where you have multi-country awards monitoring progress can be more

complicated because of the number of players therefore you must agree the

monitoring mechanism at the kick-off meeting

AM For Multi Country Awards

9

bull Implement Regular Award Reviews must occur for multi-country

awards and must involve all offices The process for monitoring

implementation must be agreed at the kick-off meeting

bull The ldquoleadrdquo can facilitate regular oversight BVA discussions on the overall

project with the Member and other implementing COs via a Program

Implementation Committee (PIC) call

bull Participants on the PIC call include Member the ldquoleadrdquo and

representatives from each implementing CO Minutes of each PIC call

must be kept and added to the award file

bull Report Either the Member or SCI can ldquoleadrdquo and be responsible for

monitoring and consolidating narrative and financial reports from each

implementing CO as required by the donor Within SCI the RO can take

this role or they can designate one CO This must have been agreed at

the inception phase

bull Close close out plan should be coordinated and all relevant

documentation saved on AMS whether single or CO specific

AM For Multi Country Awards

10

Scope of AMCP 2015ndash2017

To implement a consistent efficient and effective end-to-end Award Management

process across Save the Children

bull Single-point accountability for each step in the process

bull Consistent monitoring of performance and clear definition of expected standards

bull Close co-ordination between Award Management and other programming functions

bull Clear definition of responsibilities

bull Capable and properly resourced COs able to deliver high quality programs and

working with local donors directly

bull ROs acting as the first port of call for escalation and issue resolution

bull Members being able to focus more fully on their account management remit including

strategic alignment and ensuring programming and reporting meet donor

requirements

11

Then AM Functional Matrix was born before COOM

12

Roll Out Approach

Phase 1 (January 2015 to March 2016)

bull Development of improved processes procedures and tools to provide the organisation with a full

set of guidance on managing awards within Save the Children Simplification and consistency

bull Conduct pilots in two COs to test the functional and structural changes to demonstrate what a well

resourced CO can achieve and learn lessons for application in other CO during phase 2 roll out

Phase 2 (CO Specific)

Develop Country Owned Action Plan and Implement

1 Recommended structure for Award Management

2 Reviewing roles and responsibilities within the office for key Award Management processes

(ie proposal reporting close out) against the Functional Responsibilities Matrix identifying

areas for change and working through the implementation of changes as agreed by the SLT

3 Ensuring processes tools and templates for Award Management have been embedded and

are being used

13

What Do we want to see after phase 2

Exit Criteria CO need to fully embed AMCP changes into lsquoAM normal Business as

Usualrsquo Or CO must demonstrate they are on trajectory to meeting these in full

1Empowered single point accountability for AM allowing handover to BAU activity

2There is an AM team in place and it follows the recommended structure

3The roles and responsibilities of the AM team follow the Functional Matrix and

process maps (any exceptions have been discussed amp agreed by the CO and

AMCP)

4AMCP indicators show that AMCP changes have been fully embedded

Guidance tools and templates are being used consistently and within useful

timeliness

5KPI performance meets Global targets or demonstrate trajectory improvement

14

So What are we asking of you

bull Understand the AM cycle and Engage fully with all the requirements

bull Coordinate and fully engage with AM function through out the AM cycle

(from Prepare to close outs)

bull Commit to continuous improvements and supporting other functions

bull Remember if you do not understand the governing processes and

procedures you might think you are doing a great job and winning only to

realise you have lost it all at close out

15

It is a coordinated effort

Save the Children

Q amp A

18

Annexes

Annexes

19

Award Management Processes

1 Prepare and Opportunity

2 Proposal

3 Agreement to Fund Summary

4 Partner Agreement

5 Kick Off

6 Regular Award Reviews

7 Report

8 Amendments

9 Audits and Evaluations

10Close Out

11 GIK (Gift In Kind)

12 Match Funding Key steps

20

Award Management Processes

21

Award Management Processes

22

Award Management Processes

RMCPU

Key Performance Indicators Analysis

ESA Regional Awards 20 11 2016

KPIs Overview

References

bull AMS - Portfolio Analysis Report

bull Onenet ndash Core KPIs

bull Regional Multi-Country Programme awards are implemented by Nairobi and Pretoria offices

bull The overall KPIs results for ESARO however are calculated to combine EARO and RMCPU awards

bull To calculate the RMCPU KPIs one manually drills the RMCPU awards and calculate individual performance based on KPI guidance

KPIs Calculation ProcessExplanationOn Time Reporting to Member

Includes award reports in current month as per the lsquodate due to Memberrsquo field in AMS Only Lead

Implementing Office is considered (not including where CO is Other Implementing Office

Numerator Total of reports submitted to member on time in the period Denominator Total

of reports to member to be submitted for the period

Quality of Donor Reporting Numerator of reporting schedules with a lsquodate submitted to donorrsquo in the reporting period (Types of reports included in list below) that have been given a Member effort rating of lsquoMinorrsquo Denominator of all reporting schedules with a lsquodate submitted to donorrsquo in the reporting period Ratings are

triggered when the lsquodate submitted to donorrsquo is entered in AMS

FS or PAL in place within 14 days of Award Start Date Numerator Sum of total award amount to

implementing office for all awards activated in the period where Date 1st made active is within 14 days of

award start date Denominator Sum of total award amount to implementing office for all awards activated in the period PALs are taken in to consideration if they were signed within the timeframe (above) and cover the

full period until the FS is signed

Awards Closed Out on Time Looks at value (USD) of awards that are closed by the target close out date as a percentage of all awards close during the month Target

close out date is 90 days after the date of the final report to the donor or 180 days after the award end date if there

is no final report Numerator Sum of Total Award Amount to Implementing Office of all awards that should close in the period that are closed on or before the target

close out date Denominator Sum of Total Award Amount to Implementing Office of all awards that should

close in the period

How To Extract RMCPU KPIs fro ESARO

KPIs

Run KPIs Report on onenet

Use any Dashboard to select parameters for Year-2016 Region

ESARO CO-ESARO

All KPIs will show from January to October with all the Quarterly Cumulative

Linking to Individual awards contributing to the KPIs performance

Click the individual KPI performance to link to award detail (Quarterly

Cumulative)

Extract the awards details to sort the RMCPU award by lead implementing personprogramme

location

Calculating RMCPU KPIs Performance

Sort only RMCPU awards by drilling down based on the parameters of lead implementing person or Cost

centre

Exa KPI on on time reporting to member take all RMCPU reports due for the periodmdashand note the

number Select reports submitted on time for RMCPU awards selected Then proceed to calculate

the KPIs based on KPIs guidance explanation

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

1

Agenda

Expectations

Full AMCP Changes

What are we asking of RMCPU Team

Understanding AM at SCI and link to AMCP

Understanding KPIs and How they are Generated

2

Session Objectives

3

Session Objective and Agenda

bull Increase understanding of AM Process (AMS approvals

tools available)

bull Understand scope and purpose of AMCP (Phase 1 and Phase

2) How to link with AM function and maintain momentum after

AMCP

bull Increase understanding on KPIs

how theyrsquore generated

how they are measured and

what they seek to achieve

4

New AM Manual In SCI we refer to Award Management rather than

lsquoGrantrsquo or lsquoContract managementrsquo to reflect that funding for projects

may come from a wide range of sources such as

bull On-going framework agreements with donors

bull Members undesignated funds

bull Contracts

bull Gifts in Kind (GIK) donations

bull GrantsCooperative Agreements

All SCI and Member staff must follow the core processes for managing

SCI awards of both cash and non-cash (GIK) donations

Award Management (AM) at SCI

5

The Award Cycle

6

The Award Cycle ndash other version

Prepare Opportunity Proposal Inception Implement Report Close

Portfolio Planning

Securing an Award

Managing an award

Lay the

groundwork

for success

Create and

pursue the

right

opportunities

Develop

winning

proposals

Set-up

delivery

fast and

right

Proactively

manage

compliance

Inspire

donor

confidence

in our

results

Finish as

strong as

you

start

7

The Award Management System (AMS) is our central repository must be

used by Members and SCI to store information and manage processes

the approvals of opportunities concept notes proposal agreements

and amendments AMS is used by SCI and Members to

bull Share information about opportunities awards partnerships and donors

bull Manage the joint approvals of opportunities concept notes proposals

agreements and amendments

bull Support AM activities such as proposal development and review donor

reporting donor compliance and close out

bull Manage the legal vetting of SCI partners and approval of SCI partner

agreements

bull Store and share documents relating to awards partners donors and

projects

bull Provide management reporting and analysis to support teams to monitor

and manage their Award Portfolios

AMS Award Management System

8

bull Opportunity Member can decide to issue single or many SOFs

single SOF must have Lead implementing office (RO or CO)

bull Proposal The Lead ( RO or CO) will have full oversight and must

ensure this role is adequately budgeted for under the award

bull Inceptionbull Ensure that all countries are involved in the kick-off (the notes and actions from

the meeting should be saved on AMS for all to reference)

bull The lead implementing office must clearly assign all roles and responsibilities and

ensure these are understood by all parties

bull Where you have multi-country awards monitoring progress can be more

complicated because of the number of players therefore you must agree the

monitoring mechanism at the kick-off meeting

AM For Multi Country Awards

9

bull Implement Regular Award Reviews must occur for multi-country

awards and must involve all offices The process for monitoring

implementation must be agreed at the kick-off meeting

bull The ldquoleadrdquo can facilitate regular oversight BVA discussions on the overall

project with the Member and other implementing COs via a Program

Implementation Committee (PIC) call

bull Participants on the PIC call include Member the ldquoleadrdquo and

representatives from each implementing CO Minutes of each PIC call

must be kept and added to the award file

bull Report Either the Member or SCI can ldquoleadrdquo and be responsible for

monitoring and consolidating narrative and financial reports from each

implementing CO as required by the donor Within SCI the RO can take

this role or they can designate one CO This must have been agreed at

the inception phase

bull Close close out plan should be coordinated and all relevant

documentation saved on AMS whether single or CO specific

AM For Multi Country Awards

10

Scope of AMCP 2015ndash2017

To implement a consistent efficient and effective end-to-end Award Management

process across Save the Children

bull Single-point accountability for each step in the process

bull Consistent monitoring of performance and clear definition of expected standards

bull Close co-ordination between Award Management and other programming functions

bull Clear definition of responsibilities

bull Capable and properly resourced COs able to deliver high quality programs and

working with local donors directly

bull ROs acting as the first port of call for escalation and issue resolution

bull Members being able to focus more fully on their account management remit including

strategic alignment and ensuring programming and reporting meet donor

requirements

11

Then AM Functional Matrix was born before COOM

12

Roll Out Approach

Phase 1 (January 2015 to March 2016)

bull Development of improved processes procedures and tools to provide the organisation with a full

set of guidance on managing awards within Save the Children Simplification and consistency

bull Conduct pilots in two COs to test the functional and structural changes to demonstrate what a well

resourced CO can achieve and learn lessons for application in other CO during phase 2 roll out

Phase 2 (CO Specific)

Develop Country Owned Action Plan and Implement

1 Recommended structure for Award Management

2 Reviewing roles and responsibilities within the office for key Award Management processes

(ie proposal reporting close out) against the Functional Responsibilities Matrix identifying

areas for change and working through the implementation of changes as agreed by the SLT

3 Ensuring processes tools and templates for Award Management have been embedded and

are being used

13

What Do we want to see after phase 2

Exit Criteria CO need to fully embed AMCP changes into lsquoAM normal Business as

Usualrsquo Or CO must demonstrate they are on trajectory to meeting these in full

1Empowered single point accountability for AM allowing handover to BAU activity

2There is an AM team in place and it follows the recommended structure

3The roles and responsibilities of the AM team follow the Functional Matrix and

process maps (any exceptions have been discussed amp agreed by the CO and

AMCP)

4AMCP indicators show that AMCP changes have been fully embedded

Guidance tools and templates are being used consistently and within useful

timeliness

5KPI performance meets Global targets or demonstrate trajectory improvement

14

So What are we asking of you

bull Understand the AM cycle and Engage fully with all the requirements

bull Coordinate and fully engage with AM function through out the AM cycle

(from Prepare to close outs)

bull Commit to continuous improvements and supporting other functions

bull Remember if you do not understand the governing processes and

procedures you might think you are doing a great job and winning only to

realise you have lost it all at close out

15

It is a coordinated effort

Save the Children

Q amp A

18

Annexes

Annexes

19

Award Management Processes

1 Prepare and Opportunity

2 Proposal

3 Agreement to Fund Summary

4 Partner Agreement

5 Kick Off

6 Regular Award Reviews

7 Report

8 Amendments

9 Audits and Evaluations

10Close Out

11 GIK (Gift In Kind)

12 Match Funding Key steps

20

Award Management Processes

21

Award Management Processes

22

Award Management Processes

RMCPU

Key Performance Indicators Analysis

ESA Regional Awards 20 11 2016

KPIs Overview

References

bull AMS - Portfolio Analysis Report

bull Onenet ndash Core KPIs

bull Regional Multi-Country Programme awards are implemented by Nairobi and Pretoria offices

bull The overall KPIs results for ESARO however are calculated to combine EARO and RMCPU awards

bull To calculate the RMCPU KPIs one manually drills the RMCPU awards and calculate individual performance based on KPI guidance

KPIs Calculation ProcessExplanationOn Time Reporting to Member

Includes award reports in current month as per the lsquodate due to Memberrsquo field in AMS Only Lead

Implementing Office is considered (not including where CO is Other Implementing Office

Numerator Total of reports submitted to member on time in the period Denominator Total

of reports to member to be submitted for the period

Quality of Donor Reporting Numerator of reporting schedules with a lsquodate submitted to donorrsquo in the reporting period (Types of reports included in list below) that have been given a Member effort rating of lsquoMinorrsquo Denominator of all reporting schedules with a lsquodate submitted to donorrsquo in the reporting period Ratings are

triggered when the lsquodate submitted to donorrsquo is entered in AMS

FS or PAL in place within 14 days of Award Start Date Numerator Sum of total award amount to

implementing office for all awards activated in the period where Date 1st made active is within 14 days of

award start date Denominator Sum of total award amount to implementing office for all awards activated in the period PALs are taken in to consideration if they were signed within the timeframe (above) and cover the

full period until the FS is signed

Awards Closed Out on Time Looks at value (USD) of awards that are closed by the target close out date as a percentage of all awards close during the month Target

close out date is 90 days after the date of the final report to the donor or 180 days after the award end date if there

is no final report Numerator Sum of Total Award Amount to Implementing Office of all awards that should close in the period that are closed on or before the target

close out date Denominator Sum of Total Award Amount to Implementing Office of all awards that should

close in the period

How To Extract RMCPU KPIs fro ESARO

KPIs

Run KPIs Report on onenet

Use any Dashboard to select parameters for Year-2016 Region

ESARO CO-ESARO

All KPIs will show from January to October with all the Quarterly Cumulative

Linking to Individual awards contributing to the KPIs performance

Click the individual KPI performance to link to award detail (Quarterly

Cumulative)

Extract the awards details to sort the RMCPU award by lead implementing personprogramme

location

Calculating RMCPU KPIs Performance

Sort only RMCPU awards by drilling down based on the parameters of lead implementing person or Cost

centre

Exa KPI on on time reporting to member take all RMCPU reports due for the periodmdashand note the

number Select reports submitted on time for RMCPU awards selected Then proceed to calculate

the KPIs based on KPIs guidance explanation

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

2

Session Objectives

3

Session Objective and Agenda

bull Increase understanding of AM Process (AMS approvals

tools available)

bull Understand scope and purpose of AMCP (Phase 1 and Phase

2) How to link with AM function and maintain momentum after

AMCP

bull Increase understanding on KPIs

how theyrsquore generated

how they are measured and

what they seek to achieve

4

New AM Manual In SCI we refer to Award Management rather than

lsquoGrantrsquo or lsquoContract managementrsquo to reflect that funding for projects

may come from a wide range of sources such as

bull On-going framework agreements with donors

bull Members undesignated funds

bull Contracts

bull Gifts in Kind (GIK) donations

bull GrantsCooperative Agreements

All SCI and Member staff must follow the core processes for managing

SCI awards of both cash and non-cash (GIK) donations

Award Management (AM) at SCI

5

The Award Cycle

6

The Award Cycle ndash other version

Prepare Opportunity Proposal Inception Implement Report Close

Portfolio Planning

Securing an Award

Managing an award

Lay the

groundwork

for success

Create and

pursue the

right

opportunities

Develop

winning

proposals

Set-up

delivery

fast and

right

Proactively

manage

compliance

Inspire

donor

confidence

in our

results

Finish as

strong as

you

start

7

The Award Management System (AMS) is our central repository must be

used by Members and SCI to store information and manage processes

the approvals of opportunities concept notes proposal agreements

and amendments AMS is used by SCI and Members to

bull Share information about opportunities awards partnerships and donors

bull Manage the joint approvals of opportunities concept notes proposals

agreements and amendments

bull Support AM activities such as proposal development and review donor

reporting donor compliance and close out

bull Manage the legal vetting of SCI partners and approval of SCI partner

agreements

bull Store and share documents relating to awards partners donors and

projects

bull Provide management reporting and analysis to support teams to monitor

and manage their Award Portfolios

AMS Award Management System

8

bull Opportunity Member can decide to issue single or many SOFs

single SOF must have Lead implementing office (RO or CO)

bull Proposal The Lead ( RO or CO) will have full oversight and must

ensure this role is adequately budgeted for under the award

bull Inceptionbull Ensure that all countries are involved in the kick-off (the notes and actions from

the meeting should be saved on AMS for all to reference)

bull The lead implementing office must clearly assign all roles and responsibilities and

ensure these are understood by all parties

bull Where you have multi-country awards monitoring progress can be more

complicated because of the number of players therefore you must agree the

monitoring mechanism at the kick-off meeting

AM For Multi Country Awards

9

bull Implement Regular Award Reviews must occur for multi-country

awards and must involve all offices The process for monitoring

implementation must be agreed at the kick-off meeting

bull The ldquoleadrdquo can facilitate regular oversight BVA discussions on the overall

project with the Member and other implementing COs via a Program

Implementation Committee (PIC) call

bull Participants on the PIC call include Member the ldquoleadrdquo and

representatives from each implementing CO Minutes of each PIC call

must be kept and added to the award file

bull Report Either the Member or SCI can ldquoleadrdquo and be responsible for

monitoring and consolidating narrative and financial reports from each

implementing CO as required by the donor Within SCI the RO can take

this role or they can designate one CO This must have been agreed at

the inception phase

bull Close close out plan should be coordinated and all relevant

documentation saved on AMS whether single or CO specific

AM For Multi Country Awards

10

Scope of AMCP 2015ndash2017

To implement a consistent efficient and effective end-to-end Award Management

process across Save the Children

bull Single-point accountability for each step in the process

bull Consistent monitoring of performance and clear definition of expected standards

bull Close co-ordination between Award Management and other programming functions

bull Clear definition of responsibilities

bull Capable and properly resourced COs able to deliver high quality programs and

working with local donors directly

bull ROs acting as the first port of call for escalation and issue resolution

bull Members being able to focus more fully on their account management remit including

strategic alignment and ensuring programming and reporting meet donor

requirements

11

Then AM Functional Matrix was born before COOM

12

Roll Out Approach

Phase 1 (January 2015 to March 2016)

bull Development of improved processes procedures and tools to provide the organisation with a full

set of guidance on managing awards within Save the Children Simplification and consistency

bull Conduct pilots in two COs to test the functional and structural changes to demonstrate what a well

resourced CO can achieve and learn lessons for application in other CO during phase 2 roll out

Phase 2 (CO Specific)

Develop Country Owned Action Plan and Implement

1 Recommended structure for Award Management

2 Reviewing roles and responsibilities within the office for key Award Management processes

(ie proposal reporting close out) against the Functional Responsibilities Matrix identifying

areas for change and working through the implementation of changes as agreed by the SLT

3 Ensuring processes tools and templates for Award Management have been embedded and

are being used

13

What Do we want to see after phase 2

Exit Criteria CO need to fully embed AMCP changes into lsquoAM normal Business as

Usualrsquo Or CO must demonstrate they are on trajectory to meeting these in full

1Empowered single point accountability for AM allowing handover to BAU activity

2There is an AM team in place and it follows the recommended structure

3The roles and responsibilities of the AM team follow the Functional Matrix and

process maps (any exceptions have been discussed amp agreed by the CO and

AMCP)

4AMCP indicators show that AMCP changes have been fully embedded

Guidance tools and templates are being used consistently and within useful

timeliness

5KPI performance meets Global targets or demonstrate trajectory improvement

14

So What are we asking of you

bull Understand the AM cycle and Engage fully with all the requirements

bull Coordinate and fully engage with AM function through out the AM cycle

(from Prepare to close outs)

bull Commit to continuous improvements and supporting other functions

bull Remember if you do not understand the governing processes and

procedures you might think you are doing a great job and winning only to

realise you have lost it all at close out

15

It is a coordinated effort

Save the Children

Q amp A

18

Annexes

Annexes

19

Award Management Processes

1 Prepare and Opportunity

2 Proposal

3 Agreement to Fund Summary

4 Partner Agreement

5 Kick Off

6 Regular Award Reviews

7 Report

8 Amendments

9 Audits and Evaluations

10Close Out

11 GIK (Gift In Kind)

12 Match Funding Key steps

20

Award Management Processes

21

Award Management Processes

22

Award Management Processes

RMCPU

Key Performance Indicators Analysis

ESA Regional Awards 20 11 2016

KPIs Overview

References

bull AMS - Portfolio Analysis Report

bull Onenet ndash Core KPIs

bull Regional Multi-Country Programme awards are implemented by Nairobi and Pretoria offices

bull The overall KPIs results for ESARO however are calculated to combine EARO and RMCPU awards

bull To calculate the RMCPU KPIs one manually drills the RMCPU awards and calculate individual performance based on KPI guidance

KPIs Calculation ProcessExplanationOn Time Reporting to Member

Includes award reports in current month as per the lsquodate due to Memberrsquo field in AMS Only Lead

Implementing Office is considered (not including where CO is Other Implementing Office

Numerator Total of reports submitted to member on time in the period Denominator Total

of reports to member to be submitted for the period

Quality of Donor Reporting Numerator of reporting schedules with a lsquodate submitted to donorrsquo in the reporting period (Types of reports included in list below) that have been given a Member effort rating of lsquoMinorrsquo Denominator of all reporting schedules with a lsquodate submitted to donorrsquo in the reporting period Ratings are

triggered when the lsquodate submitted to donorrsquo is entered in AMS

FS or PAL in place within 14 days of Award Start Date Numerator Sum of total award amount to

implementing office for all awards activated in the period where Date 1st made active is within 14 days of

award start date Denominator Sum of total award amount to implementing office for all awards activated in the period PALs are taken in to consideration if they were signed within the timeframe (above) and cover the

full period until the FS is signed

Awards Closed Out on Time Looks at value (USD) of awards that are closed by the target close out date as a percentage of all awards close during the month Target

close out date is 90 days after the date of the final report to the donor or 180 days after the award end date if there

is no final report Numerator Sum of Total Award Amount to Implementing Office of all awards that should close in the period that are closed on or before the target

close out date Denominator Sum of Total Award Amount to Implementing Office of all awards that should

close in the period

How To Extract RMCPU KPIs fro ESARO

KPIs

Run KPIs Report on onenet

Use any Dashboard to select parameters for Year-2016 Region

ESARO CO-ESARO

All KPIs will show from January to October with all the Quarterly Cumulative

Linking to Individual awards contributing to the KPIs performance

Click the individual KPI performance to link to award detail (Quarterly

Cumulative)

Extract the awards details to sort the RMCPU award by lead implementing personprogramme

location

Calculating RMCPU KPIs Performance

Sort only RMCPU awards by drilling down based on the parameters of lead implementing person or Cost

centre

Exa KPI on on time reporting to member take all RMCPU reports due for the periodmdashand note the

number Select reports submitted on time for RMCPU awards selected Then proceed to calculate

the KPIs based on KPIs guidance explanation

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

3

Session Objective and Agenda

bull Increase understanding of AM Process (AMS approvals

tools available)

bull Understand scope and purpose of AMCP (Phase 1 and Phase

2) How to link with AM function and maintain momentum after

AMCP

bull Increase understanding on KPIs

how theyrsquore generated

how they are measured and

what they seek to achieve

4

New AM Manual In SCI we refer to Award Management rather than

lsquoGrantrsquo or lsquoContract managementrsquo to reflect that funding for projects

may come from a wide range of sources such as

bull On-going framework agreements with donors

bull Members undesignated funds

bull Contracts

bull Gifts in Kind (GIK) donations

bull GrantsCooperative Agreements

All SCI and Member staff must follow the core processes for managing

SCI awards of both cash and non-cash (GIK) donations

Award Management (AM) at SCI

5

The Award Cycle

6

The Award Cycle ndash other version

Prepare Opportunity Proposal Inception Implement Report Close

Portfolio Planning

Securing an Award

Managing an award

Lay the

groundwork

for success

Create and

pursue the

right

opportunities

Develop

winning

proposals

Set-up

delivery

fast and

right

Proactively

manage

compliance

Inspire

donor

confidence

in our

results

Finish as

strong as

you

start

7

The Award Management System (AMS) is our central repository must be

used by Members and SCI to store information and manage processes

the approvals of opportunities concept notes proposal agreements

and amendments AMS is used by SCI and Members to

bull Share information about opportunities awards partnerships and donors

bull Manage the joint approvals of opportunities concept notes proposals

agreements and amendments

bull Support AM activities such as proposal development and review donor

reporting donor compliance and close out

bull Manage the legal vetting of SCI partners and approval of SCI partner

agreements

bull Store and share documents relating to awards partners donors and

projects

bull Provide management reporting and analysis to support teams to monitor

and manage their Award Portfolios

AMS Award Management System

8

bull Opportunity Member can decide to issue single or many SOFs

single SOF must have Lead implementing office (RO or CO)

bull Proposal The Lead ( RO or CO) will have full oversight and must

ensure this role is adequately budgeted for under the award

bull Inceptionbull Ensure that all countries are involved in the kick-off (the notes and actions from

the meeting should be saved on AMS for all to reference)

bull The lead implementing office must clearly assign all roles and responsibilities and

ensure these are understood by all parties

bull Where you have multi-country awards monitoring progress can be more

complicated because of the number of players therefore you must agree the

monitoring mechanism at the kick-off meeting

AM For Multi Country Awards

9

bull Implement Regular Award Reviews must occur for multi-country

awards and must involve all offices The process for monitoring

implementation must be agreed at the kick-off meeting

bull The ldquoleadrdquo can facilitate regular oversight BVA discussions on the overall

project with the Member and other implementing COs via a Program

Implementation Committee (PIC) call

bull Participants on the PIC call include Member the ldquoleadrdquo and

representatives from each implementing CO Minutes of each PIC call

must be kept and added to the award file

bull Report Either the Member or SCI can ldquoleadrdquo and be responsible for

monitoring and consolidating narrative and financial reports from each

implementing CO as required by the donor Within SCI the RO can take

this role or they can designate one CO This must have been agreed at

the inception phase

bull Close close out plan should be coordinated and all relevant

documentation saved on AMS whether single or CO specific

AM For Multi Country Awards

10

Scope of AMCP 2015ndash2017

To implement a consistent efficient and effective end-to-end Award Management

process across Save the Children

bull Single-point accountability for each step in the process

bull Consistent monitoring of performance and clear definition of expected standards

bull Close co-ordination between Award Management and other programming functions

bull Clear definition of responsibilities

bull Capable and properly resourced COs able to deliver high quality programs and

working with local donors directly

bull ROs acting as the first port of call for escalation and issue resolution

bull Members being able to focus more fully on their account management remit including

strategic alignment and ensuring programming and reporting meet donor

requirements

11

Then AM Functional Matrix was born before COOM

12

Roll Out Approach

Phase 1 (January 2015 to March 2016)

bull Development of improved processes procedures and tools to provide the organisation with a full

set of guidance on managing awards within Save the Children Simplification and consistency

bull Conduct pilots in two COs to test the functional and structural changes to demonstrate what a well

resourced CO can achieve and learn lessons for application in other CO during phase 2 roll out

Phase 2 (CO Specific)

Develop Country Owned Action Plan and Implement

1 Recommended structure for Award Management

2 Reviewing roles and responsibilities within the office for key Award Management processes

(ie proposal reporting close out) against the Functional Responsibilities Matrix identifying

areas for change and working through the implementation of changes as agreed by the SLT

3 Ensuring processes tools and templates for Award Management have been embedded and

are being used

13

What Do we want to see after phase 2

Exit Criteria CO need to fully embed AMCP changes into lsquoAM normal Business as

Usualrsquo Or CO must demonstrate they are on trajectory to meeting these in full

1Empowered single point accountability for AM allowing handover to BAU activity

2There is an AM team in place and it follows the recommended structure

3The roles and responsibilities of the AM team follow the Functional Matrix and

process maps (any exceptions have been discussed amp agreed by the CO and

AMCP)

4AMCP indicators show that AMCP changes have been fully embedded

Guidance tools and templates are being used consistently and within useful

timeliness

5KPI performance meets Global targets or demonstrate trajectory improvement

14

So What are we asking of you

bull Understand the AM cycle and Engage fully with all the requirements

bull Coordinate and fully engage with AM function through out the AM cycle

(from Prepare to close outs)

bull Commit to continuous improvements and supporting other functions

bull Remember if you do not understand the governing processes and

procedures you might think you are doing a great job and winning only to

realise you have lost it all at close out

15

It is a coordinated effort

Save the Children

Q amp A

18

Annexes

Annexes

19

Award Management Processes

1 Prepare and Opportunity

2 Proposal

3 Agreement to Fund Summary

4 Partner Agreement

5 Kick Off

6 Regular Award Reviews

7 Report

8 Amendments

9 Audits and Evaluations

10Close Out

11 GIK (Gift In Kind)

12 Match Funding Key steps

20

Award Management Processes

21

Award Management Processes

22

Award Management Processes

RMCPU

Key Performance Indicators Analysis

ESA Regional Awards 20 11 2016

KPIs Overview

References

bull AMS - Portfolio Analysis Report

bull Onenet ndash Core KPIs

bull Regional Multi-Country Programme awards are implemented by Nairobi and Pretoria offices

bull The overall KPIs results for ESARO however are calculated to combine EARO and RMCPU awards

bull To calculate the RMCPU KPIs one manually drills the RMCPU awards and calculate individual performance based on KPI guidance

KPIs Calculation ProcessExplanationOn Time Reporting to Member

Includes award reports in current month as per the lsquodate due to Memberrsquo field in AMS Only Lead

Implementing Office is considered (not including where CO is Other Implementing Office

Numerator Total of reports submitted to member on time in the period Denominator Total

of reports to member to be submitted for the period

Quality of Donor Reporting Numerator of reporting schedules with a lsquodate submitted to donorrsquo in the reporting period (Types of reports included in list below) that have been given a Member effort rating of lsquoMinorrsquo Denominator of all reporting schedules with a lsquodate submitted to donorrsquo in the reporting period Ratings are

triggered when the lsquodate submitted to donorrsquo is entered in AMS

FS or PAL in place within 14 days of Award Start Date Numerator Sum of total award amount to

implementing office for all awards activated in the period where Date 1st made active is within 14 days of

award start date Denominator Sum of total award amount to implementing office for all awards activated in the period PALs are taken in to consideration if they were signed within the timeframe (above) and cover the

full period until the FS is signed

Awards Closed Out on Time Looks at value (USD) of awards that are closed by the target close out date as a percentage of all awards close during the month Target

close out date is 90 days after the date of the final report to the donor or 180 days after the award end date if there

is no final report Numerator Sum of Total Award Amount to Implementing Office of all awards that should close in the period that are closed on or before the target

close out date Denominator Sum of Total Award Amount to Implementing Office of all awards that should

close in the period

How To Extract RMCPU KPIs fro ESARO

KPIs

Run KPIs Report on onenet

Use any Dashboard to select parameters for Year-2016 Region

ESARO CO-ESARO

All KPIs will show from January to October with all the Quarterly Cumulative

Linking to Individual awards contributing to the KPIs performance

Click the individual KPI performance to link to award detail (Quarterly

Cumulative)

Extract the awards details to sort the RMCPU award by lead implementing personprogramme

location

Calculating RMCPU KPIs Performance

Sort only RMCPU awards by drilling down based on the parameters of lead implementing person or Cost

centre

Exa KPI on on time reporting to member take all RMCPU reports due for the periodmdashand note the

number Select reports submitted on time for RMCPU awards selected Then proceed to calculate

the KPIs based on KPIs guidance explanation

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

4

New AM Manual In SCI we refer to Award Management rather than

lsquoGrantrsquo or lsquoContract managementrsquo to reflect that funding for projects

may come from a wide range of sources such as

bull On-going framework agreements with donors

bull Members undesignated funds

bull Contracts

bull Gifts in Kind (GIK) donations

bull GrantsCooperative Agreements

All SCI and Member staff must follow the core processes for managing

SCI awards of both cash and non-cash (GIK) donations

Award Management (AM) at SCI

5

The Award Cycle

6

The Award Cycle ndash other version

Prepare Opportunity Proposal Inception Implement Report Close

Portfolio Planning

Securing an Award

Managing an award

Lay the

groundwork

for success

Create and

pursue the

right

opportunities

Develop

winning

proposals

Set-up

delivery

fast and

right

Proactively

manage

compliance

Inspire

donor

confidence

in our

results

Finish as

strong as

you

start

7

The Award Management System (AMS) is our central repository must be

used by Members and SCI to store information and manage processes

the approvals of opportunities concept notes proposal agreements

and amendments AMS is used by SCI and Members to

bull Share information about opportunities awards partnerships and donors

bull Manage the joint approvals of opportunities concept notes proposals

agreements and amendments

bull Support AM activities such as proposal development and review donor

reporting donor compliance and close out

bull Manage the legal vetting of SCI partners and approval of SCI partner

agreements

bull Store and share documents relating to awards partners donors and

projects

bull Provide management reporting and analysis to support teams to monitor

and manage their Award Portfolios

AMS Award Management System

8

bull Opportunity Member can decide to issue single or many SOFs

single SOF must have Lead implementing office (RO or CO)

bull Proposal The Lead ( RO or CO) will have full oversight and must

ensure this role is adequately budgeted for under the award

bull Inceptionbull Ensure that all countries are involved in the kick-off (the notes and actions from

the meeting should be saved on AMS for all to reference)

bull The lead implementing office must clearly assign all roles and responsibilities and

ensure these are understood by all parties

bull Where you have multi-country awards monitoring progress can be more

complicated because of the number of players therefore you must agree the

monitoring mechanism at the kick-off meeting

AM For Multi Country Awards

9

bull Implement Regular Award Reviews must occur for multi-country

awards and must involve all offices The process for monitoring

implementation must be agreed at the kick-off meeting

bull The ldquoleadrdquo can facilitate regular oversight BVA discussions on the overall

project with the Member and other implementing COs via a Program

Implementation Committee (PIC) call

bull Participants on the PIC call include Member the ldquoleadrdquo and

representatives from each implementing CO Minutes of each PIC call

must be kept and added to the award file

bull Report Either the Member or SCI can ldquoleadrdquo and be responsible for

monitoring and consolidating narrative and financial reports from each

implementing CO as required by the donor Within SCI the RO can take

this role or they can designate one CO This must have been agreed at

the inception phase

bull Close close out plan should be coordinated and all relevant

documentation saved on AMS whether single or CO specific

AM For Multi Country Awards

10

Scope of AMCP 2015ndash2017

To implement a consistent efficient and effective end-to-end Award Management

process across Save the Children

bull Single-point accountability for each step in the process

bull Consistent monitoring of performance and clear definition of expected standards

bull Close co-ordination between Award Management and other programming functions

bull Clear definition of responsibilities

bull Capable and properly resourced COs able to deliver high quality programs and

working with local donors directly

bull ROs acting as the first port of call for escalation and issue resolution

bull Members being able to focus more fully on their account management remit including

strategic alignment and ensuring programming and reporting meet donor

requirements

11

Then AM Functional Matrix was born before COOM

12

Roll Out Approach

Phase 1 (January 2015 to March 2016)

bull Development of improved processes procedures and tools to provide the organisation with a full

set of guidance on managing awards within Save the Children Simplification and consistency

bull Conduct pilots in two COs to test the functional and structural changes to demonstrate what a well

resourced CO can achieve and learn lessons for application in other CO during phase 2 roll out

Phase 2 (CO Specific)

Develop Country Owned Action Plan and Implement

1 Recommended structure for Award Management

2 Reviewing roles and responsibilities within the office for key Award Management processes

(ie proposal reporting close out) against the Functional Responsibilities Matrix identifying

areas for change and working through the implementation of changes as agreed by the SLT

3 Ensuring processes tools and templates for Award Management have been embedded and

are being used

13

What Do we want to see after phase 2

Exit Criteria CO need to fully embed AMCP changes into lsquoAM normal Business as

Usualrsquo Or CO must demonstrate they are on trajectory to meeting these in full

1Empowered single point accountability for AM allowing handover to BAU activity

2There is an AM team in place and it follows the recommended structure

3The roles and responsibilities of the AM team follow the Functional Matrix and

process maps (any exceptions have been discussed amp agreed by the CO and

AMCP)

4AMCP indicators show that AMCP changes have been fully embedded

Guidance tools and templates are being used consistently and within useful

timeliness

5KPI performance meets Global targets or demonstrate trajectory improvement

14

So What are we asking of you

bull Understand the AM cycle and Engage fully with all the requirements

bull Coordinate and fully engage with AM function through out the AM cycle

(from Prepare to close outs)

bull Commit to continuous improvements and supporting other functions

bull Remember if you do not understand the governing processes and

procedures you might think you are doing a great job and winning only to

realise you have lost it all at close out

15

It is a coordinated effort

Save the Children

Q amp A

18

Annexes

Annexes

19

Award Management Processes

1 Prepare and Opportunity

2 Proposal

3 Agreement to Fund Summary

4 Partner Agreement

5 Kick Off

6 Regular Award Reviews

7 Report

8 Amendments

9 Audits and Evaluations

10Close Out

11 GIK (Gift In Kind)

12 Match Funding Key steps

20

Award Management Processes

21

Award Management Processes

22

Award Management Processes

RMCPU

Key Performance Indicators Analysis

ESA Regional Awards 20 11 2016

KPIs Overview

References

bull AMS - Portfolio Analysis Report

bull Onenet ndash Core KPIs

bull Regional Multi-Country Programme awards are implemented by Nairobi and Pretoria offices

bull The overall KPIs results for ESARO however are calculated to combine EARO and RMCPU awards

bull To calculate the RMCPU KPIs one manually drills the RMCPU awards and calculate individual performance based on KPI guidance

KPIs Calculation ProcessExplanationOn Time Reporting to Member

Includes award reports in current month as per the lsquodate due to Memberrsquo field in AMS Only Lead

Implementing Office is considered (not including where CO is Other Implementing Office

Numerator Total of reports submitted to member on time in the period Denominator Total

of reports to member to be submitted for the period

Quality of Donor Reporting Numerator of reporting schedules with a lsquodate submitted to donorrsquo in the reporting period (Types of reports included in list below) that have been given a Member effort rating of lsquoMinorrsquo Denominator of all reporting schedules with a lsquodate submitted to donorrsquo in the reporting period Ratings are

triggered when the lsquodate submitted to donorrsquo is entered in AMS

FS or PAL in place within 14 days of Award Start Date Numerator Sum of total award amount to

implementing office for all awards activated in the period where Date 1st made active is within 14 days of

award start date Denominator Sum of total award amount to implementing office for all awards activated in the period PALs are taken in to consideration if they were signed within the timeframe (above) and cover the

full period until the FS is signed

Awards Closed Out on Time Looks at value (USD) of awards that are closed by the target close out date as a percentage of all awards close during the month Target

close out date is 90 days after the date of the final report to the donor or 180 days after the award end date if there

is no final report Numerator Sum of Total Award Amount to Implementing Office of all awards that should close in the period that are closed on or before the target

close out date Denominator Sum of Total Award Amount to Implementing Office of all awards that should

close in the period

How To Extract RMCPU KPIs fro ESARO

KPIs

Run KPIs Report on onenet

Use any Dashboard to select parameters for Year-2016 Region

ESARO CO-ESARO

All KPIs will show from January to October with all the Quarterly Cumulative

Linking to Individual awards contributing to the KPIs performance

Click the individual KPI performance to link to award detail (Quarterly

Cumulative)

Extract the awards details to sort the RMCPU award by lead implementing personprogramme

location

Calculating RMCPU KPIs Performance

Sort only RMCPU awards by drilling down based on the parameters of lead implementing person or Cost

centre

Exa KPI on on time reporting to member take all RMCPU reports due for the periodmdashand note the

number Select reports submitted on time for RMCPU awards selected Then proceed to calculate

the KPIs based on KPIs guidance explanation

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

5

The Award Cycle

6

The Award Cycle ndash other version

Prepare Opportunity Proposal Inception Implement Report Close

Portfolio Planning

Securing an Award

Managing an award

Lay the

groundwork

for success

Create and

pursue the

right

opportunities

Develop

winning

proposals

Set-up

delivery

fast and

right

Proactively

manage

compliance

Inspire

donor

confidence

in our

results

Finish as

strong as

you

start

7

The Award Management System (AMS) is our central repository must be

used by Members and SCI to store information and manage processes

the approvals of opportunities concept notes proposal agreements

and amendments AMS is used by SCI and Members to

bull Share information about opportunities awards partnerships and donors

bull Manage the joint approvals of opportunities concept notes proposals

agreements and amendments

bull Support AM activities such as proposal development and review donor

reporting donor compliance and close out

bull Manage the legal vetting of SCI partners and approval of SCI partner

agreements

bull Store and share documents relating to awards partners donors and

projects

bull Provide management reporting and analysis to support teams to monitor

and manage their Award Portfolios

AMS Award Management System

8

bull Opportunity Member can decide to issue single or many SOFs

single SOF must have Lead implementing office (RO or CO)

bull Proposal The Lead ( RO or CO) will have full oversight and must

ensure this role is adequately budgeted for under the award

bull Inceptionbull Ensure that all countries are involved in the kick-off (the notes and actions from

the meeting should be saved on AMS for all to reference)

bull The lead implementing office must clearly assign all roles and responsibilities and

ensure these are understood by all parties

bull Where you have multi-country awards monitoring progress can be more

complicated because of the number of players therefore you must agree the

monitoring mechanism at the kick-off meeting

AM For Multi Country Awards

9

bull Implement Regular Award Reviews must occur for multi-country

awards and must involve all offices The process for monitoring

implementation must be agreed at the kick-off meeting

bull The ldquoleadrdquo can facilitate regular oversight BVA discussions on the overall

project with the Member and other implementing COs via a Program

Implementation Committee (PIC) call

bull Participants on the PIC call include Member the ldquoleadrdquo and

representatives from each implementing CO Minutes of each PIC call

must be kept and added to the award file

bull Report Either the Member or SCI can ldquoleadrdquo and be responsible for

monitoring and consolidating narrative and financial reports from each

implementing CO as required by the donor Within SCI the RO can take

this role or they can designate one CO This must have been agreed at

the inception phase

bull Close close out plan should be coordinated and all relevant

documentation saved on AMS whether single or CO specific

AM For Multi Country Awards

10

Scope of AMCP 2015ndash2017

To implement a consistent efficient and effective end-to-end Award Management

process across Save the Children

bull Single-point accountability for each step in the process

bull Consistent monitoring of performance and clear definition of expected standards

bull Close co-ordination between Award Management and other programming functions

bull Clear definition of responsibilities

bull Capable and properly resourced COs able to deliver high quality programs and

working with local donors directly

bull ROs acting as the first port of call for escalation and issue resolution

bull Members being able to focus more fully on their account management remit including

strategic alignment and ensuring programming and reporting meet donor

requirements

11

Then AM Functional Matrix was born before COOM

12

Roll Out Approach

Phase 1 (January 2015 to March 2016)

bull Development of improved processes procedures and tools to provide the organisation with a full

set of guidance on managing awards within Save the Children Simplification and consistency

bull Conduct pilots in two COs to test the functional and structural changes to demonstrate what a well

resourced CO can achieve and learn lessons for application in other CO during phase 2 roll out

Phase 2 (CO Specific)

Develop Country Owned Action Plan and Implement

1 Recommended structure for Award Management

2 Reviewing roles and responsibilities within the office for key Award Management processes

(ie proposal reporting close out) against the Functional Responsibilities Matrix identifying

areas for change and working through the implementation of changes as agreed by the SLT

3 Ensuring processes tools and templates for Award Management have been embedded and

are being used

13

What Do we want to see after phase 2

Exit Criteria CO need to fully embed AMCP changes into lsquoAM normal Business as

Usualrsquo Or CO must demonstrate they are on trajectory to meeting these in full

1Empowered single point accountability for AM allowing handover to BAU activity

2There is an AM team in place and it follows the recommended structure

3The roles and responsibilities of the AM team follow the Functional Matrix and

process maps (any exceptions have been discussed amp agreed by the CO and

AMCP)

4AMCP indicators show that AMCP changes have been fully embedded

Guidance tools and templates are being used consistently and within useful

timeliness

5KPI performance meets Global targets or demonstrate trajectory improvement

14

So What are we asking of you

bull Understand the AM cycle and Engage fully with all the requirements

bull Coordinate and fully engage with AM function through out the AM cycle

(from Prepare to close outs)

bull Commit to continuous improvements and supporting other functions

bull Remember if you do not understand the governing processes and

procedures you might think you are doing a great job and winning only to

realise you have lost it all at close out

15

It is a coordinated effort

Save the Children

Q amp A

18

Annexes

Annexes

19

Award Management Processes

1 Prepare and Opportunity

2 Proposal

3 Agreement to Fund Summary

4 Partner Agreement

5 Kick Off

6 Regular Award Reviews

7 Report

8 Amendments

9 Audits and Evaluations

10Close Out

11 GIK (Gift In Kind)

12 Match Funding Key steps

20

Award Management Processes

21

Award Management Processes

22

Award Management Processes

RMCPU

Key Performance Indicators Analysis

ESA Regional Awards 20 11 2016

KPIs Overview

References

bull AMS - Portfolio Analysis Report

bull Onenet ndash Core KPIs

bull Regional Multi-Country Programme awards are implemented by Nairobi and Pretoria offices

bull The overall KPIs results for ESARO however are calculated to combine EARO and RMCPU awards

bull To calculate the RMCPU KPIs one manually drills the RMCPU awards and calculate individual performance based on KPI guidance

KPIs Calculation ProcessExplanationOn Time Reporting to Member

Includes award reports in current month as per the lsquodate due to Memberrsquo field in AMS Only Lead

Implementing Office is considered (not including where CO is Other Implementing Office

Numerator Total of reports submitted to member on time in the period Denominator Total

of reports to member to be submitted for the period

Quality of Donor Reporting Numerator of reporting schedules with a lsquodate submitted to donorrsquo in the reporting period (Types of reports included in list below) that have been given a Member effort rating of lsquoMinorrsquo Denominator of all reporting schedules with a lsquodate submitted to donorrsquo in the reporting period Ratings are

triggered when the lsquodate submitted to donorrsquo is entered in AMS

FS or PAL in place within 14 days of Award Start Date Numerator Sum of total award amount to

implementing office for all awards activated in the period where Date 1st made active is within 14 days of

award start date Denominator Sum of total award amount to implementing office for all awards activated in the period PALs are taken in to consideration if they were signed within the timeframe (above) and cover the

full period until the FS is signed

Awards Closed Out on Time Looks at value (USD) of awards that are closed by the target close out date as a percentage of all awards close during the month Target

close out date is 90 days after the date of the final report to the donor or 180 days after the award end date if there

is no final report Numerator Sum of Total Award Amount to Implementing Office of all awards that should close in the period that are closed on or before the target

close out date Denominator Sum of Total Award Amount to Implementing Office of all awards that should

close in the period

How To Extract RMCPU KPIs fro ESARO

KPIs

Run KPIs Report on onenet

Use any Dashboard to select parameters for Year-2016 Region

ESARO CO-ESARO

All KPIs will show from January to October with all the Quarterly Cumulative

Linking to Individual awards contributing to the KPIs performance

Click the individual KPI performance to link to award detail (Quarterly

Cumulative)

Extract the awards details to sort the RMCPU award by lead implementing personprogramme

location

Calculating RMCPU KPIs Performance

Sort only RMCPU awards by drilling down based on the parameters of lead implementing person or Cost

centre

Exa KPI on on time reporting to member take all RMCPU reports due for the periodmdashand note the

number Select reports submitted on time for RMCPU awards selected Then proceed to calculate

the KPIs based on KPIs guidance explanation

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

6

The Award Cycle ndash other version

Prepare Opportunity Proposal Inception Implement Report Close

Portfolio Planning

Securing an Award

Managing an award

Lay the

groundwork

for success

Create and

pursue the

right

opportunities

Develop

winning

proposals

Set-up

delivery

fast and

right

Proactively

manage

compliance

Inspire

donor

confidence

in our

results

Finish as

strong as

you

start

7

The Award Management System (AMS) is our central repository must be

used by Members and SCI to store information and manage processes

the approvals of opportunities concept notes proposal agreements

and amendments AMS is used by SCI and Members to

bull Share information about opportunities awards partnerships and donors

bull Manage the joint approvals of opportunities concept notes proposals

agreements and amendments

bull Support AM activities such as proposal development and review donor

reporting donor compliance and close out

bull Manage the legal vetting of SCI partners and approval of SCI partner

agreements

bull Store and share documents relating to awards partners donors and

projects

bull Provide management reporting and analysis to support teams to monitor

and manage their Award Portfolios

AMS Award Management System

8

bull Opportunity Member can decide to issue single or many SOFs

single SOF must have Lead implementing office (RO or CO)

bull Proposal The Lead ( RO or CO) will have full oversight and must

ensure this role is adequately budgeted for under the award

bull Inceptionbull Ensure that all countries are involved in the kick-off (the notes and actions from

the meeting should be saved on AMS for all to reference)

bull The lead implementing office must clearly assign all roles and responsibilities and

ensure these are understood by all parties

bull Where you have multi-country awards monitoring progress can be more

complicated because of the number of players therefore you must agree the

monitoring mechanism at the kick-off meeting

AM For Multi Country Awards

9

bull Implement Regular Award Reviews must occur for multi-country

awards and must involve all offices The process for monitoring

implementation must be agreed at the kick-off meeting

bull The ldquoleadrdquo can facilitate regular oversight BVA discussions on the overall

project with the Member and other implementing COs via a Program

Implementation Committee (PIC) call

bull Participants on the PIC call include Member the ldquoleadrdquo and

representatives from each implementing CO Minutes of each PIC call

must be kept and added to the award file

bull Report Either the Member or SCI can ldquoleadrdquo and be responsible for

monitoring and consolidating narrative and financial reports from each

implementing CO as required by the donor Within SCI the RO can take

this role or they can designate one CO This must have been agreed at

the inception phase

bull Close close out plan should be coordinated and all relevant

documentation saved on AMS whether single or CO specific

AM For Multi Country Awards

10

Scope of AMCP 2015ndash2017

To implement a consistent efficient and effective end-to-end Award Management

process across Save the Children

bull Single-point accountability for each step in the process

bull Consistent monitoring of performance and clear definition of expected standards

bull Close co-ordination between Award Management and other programming functions

bull Clear definition of responsibilities

bull Capable and properly resourced COs able to deliver high quality programs and

working with local donors directly

bull ROs acting as the first port of call for escalation and issue resolution

bull Members being able to focus more fully on their account management remit including

strategic alignment and ensuring programming and reporting meet donor

requirements

11

Then AM Functional Matrix was born before COOM

12

Roll Out Approach

Phase 1 (January 2015 to March 2016)

bull Development of improved processes procedures and tools to provide the organisation with a full

set of guidance on managing awards within Save the Children Simplification and consistency

bull Conduct pilots in two COs to test the functional and structural changes to demonstrate what a well

resourced CO can achieve and learn lessons for application in other CO during phase 2 roll out

Phase 2 (CO Specific)

Develop Country Owned Action Plan and Implement

1 Recommended structure for Award Management

2 Reviewing roles and responsibilities within the office for key Award Management processes

(ie proposal reporting close out) against the Functional Responsibilities Matrix identifying

areas for change and working through the implementation of changes as agreed by the SLT

3 Ensuring processes tools and templates for Award Management have been embedded and

are being used

13

What Do we want to see after phase 2

Exit Criteria CO need to fully embed AMCP changes into lsquoAM normal Business as

Usualrsquo Or CO must demonstrate they are on trajectory to meeting these in full

1Empowered single point accountability for AM allowing handover to BAU activity

2There is an AM team in place and it follows the recommended structure

3The roles and responsibilities of the AM team follow the Functional Matrix and

process maps (any exceptions have been discussed amp agreed by the CO and

AMCP)

4AMCP indicators show that AMCP changes have been fully embedded

Guidance tools and templates are being used consistently and within useful

timeliness

5KPI performance meets Global targets or demonstrate trajectory improvement

14

So What are we asking of you

bull Understand the AM cycle and Engage fully with all the requirements

bull Coordinate and fully engage with AM function through out the AM cycle

(from Prepare to close outs)

bull Commit to continuous improvements and supporting other functions

bull Remember if you do not understand the governing processes and

procedures you might think you are doing a great job and winning only to

realise you have lost it all at close out

15

It is a coordinated effort

Save the Children

Q amp A

18

Annexes

Annexes

19

Award Management Processes

1 Prepare and Opportunity

2 Proposal

3 Agreement to Fund Summary

4 Partner Agreement

5 Kick Off

6 Regular Award Reviews

7 Report

8 Amendments

9 Audits and Evaluations

10Close Out

11 GIK (Gift In Kind)

12 Match Funding Key steps

20

Award Management Processes

21

Award Management Processes

22

Award Management Processes

RMCPU

Key Performance Indicators Analysis

ESA Regional Awards 20 11 2016

KPIs Overview

References

bull AMS - Portfolio Analysis Report

bull Onenet ndash Core KPIs

bull Regional Multi-Country Programme awards are implemented by Nairobi and Pretoria offices

bull The overall KPIs results for ESARO however are calculated to combine EARO and RMCPU awards

bull To calculate the RMCPU KPIs one manually drills the RMCPU awards and calculate individual performance based on KPI guidance

KPIs Calculation ProcessExplanationOn Time Reporting to Member

Includes award reports in current month as per the lsquodate due to Memberrsquo field in AMS Only Lead

Implementing Office is considered (not including where CO is Other Implementing Office

Numerator Total of reports submitted to member on time in the period Denominator Total

of reports to member to be submitted for the period

Quality of Donor Reporting Numerator of reporting schedules with a lsquodate submitted to donorrsquo in the reporting period (Types of reports included in list below) that have been given a Member effort rating of lsquoMinorrsquo Denominator of all reporting schedules with a lsquodate submitted to donorrsquo in the reporting period Ratings are

triggered when the lsquodate submitted to donorrsquo is entered in AMS

FS or PAL in place within 14 days of Award Start Date Numerator Sum of total award amount to

implementing office for all awards activated in the period where Date 1st made active is within 14 days of

award start date Denominator Sum of total award amount to implementing office for all awards activated in the period PALs are taken in to consideration if they were signed within the timeframe (above) and cover the

full period until the FS is signed

Awards Closed Out on Time Looks at value (USD) of awards that are closed by the target close out date as a percentage of all awards close during the month Target

close out date is 90 days after the date of the final report to the donor or 180 days after the award end date if there

is no final report Numerator Sum of Total Award Amount to Implementing Office of all awards that should close in the period that are closed on or before the target

close out date Denominator Sum of Total Award Amount to Implementing Office of all awards that should

close in the period

How To Extract RMCPU KPIs fro ESARO

KPIs

Run KPIs Report on onenet

Use any Dashboard to select parameters for Year-2016 Region

ESARO CO-ESARO

All KPIs will show from January to October with all the Quarterly Cumulative

Linking to Individual awards contributing to the KPIs performance

Click the individual KPI performance to link to award detail (Quarterly

Cumulative)

Extract the awards details to sort the RMCPU award by lead implementing personprogramme

location

Calculating RMCPU KPIs Performance

Sort only RMCPU awards by drilling down based on the parameters of lead implementing person or Cost

centre

Exa KPI on on time reporting to member take all RMCPU reports due for the periodmdashand note the

number Select reports submitted on time for RMCPU awards selected Then proceed to calculate

the KPIs based on KPIs guidance explanation

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

7

The Award Management System (AMS) is our central repository must be

used by Members and SCI to store information and manage processes

the approvals of opportunities concept notes proposal agreements

and amendments AMS is used by SCI and Members to

bull Share information about opportunities awards partnerships and donors

bull Manage the joint approvals of opportunities concept notes proposals

agreements and amendments

bull Support AM activities such as proposal development and review donor

reporting donor compliance and close out

bull Manage the legal vetting of SCI partners and approval of SCI partner

agreements

bull Store and share documents relating to awards partners donors and

projects

bull Provide management reporting and analysis to support teams to monitor

and manage their Award Portfolios

AMS Award Management System

8

bull Opportunity Member can decide to issue single or many SOFs

single SOF must have Lead implementing office (RO or CO)

bull Proposal The Lead ( RO or CO) will have full oversight and must

ensure this role is adequately budgeted for under the award

bull Inceptionbull Ensure that all countries are involved in the kick-off (the notes and actions from

the meeting should be saved on AMS for all to reference)

bull The lead implementing office must clearly assign all roles and responsibilities and

ensure these are understood by all parties

bull Where you have multi-country awards monitoring progress can be more

complicated because of the number of players therefore you must agree the

monitoring mechanism at the kick-off meeting

AM For Multi Country Awards

9

bull Implement Regular Award Reviews must occur for multi-country

awards and must involve all offices The process for monitoring

implementation must be agreed at the kick-off meeting

bull The ldquoleadrdquo can facilitate regular oversight BVA discussions on the overall

project with the Member and other implementing COs via a Program

Implementation Committee (PIC) call

bull Participants on the PIC call include Member the ldquoleadrdquo and

representatives from each implementing CO Minutes of each PIC call

must be kept and added to the award file

bull Report Either the Member or SCI can ldquoleadrdquo and be responsible for

monitoring and consolidating narrative and financial reports from each

implementing CO as required by the donor Within SCI the RO can take

this role or they can designate one CO This must have been agreed at

the inception phase

bull Close close out plan should be coordinated and all relevant

documentation saved on AMS whether single or CO specific

AM For Multi Country Awards

10

Scope of AMCP 2015ndash2017

To implement a consistent efficient and effective end-to-end Award Management

process across Save the Children

bull Single-point accountability for each step in the process

bull Consistent monitoring of performance and clear definition of expected standards

bull Close co-ordination between Award Management and other programming functions

bull Clear definition of responsibilities

bull Capable and properly resourced COs able to deliver high quality programs and

working with local donors directly

bull ROs acting as the first port of call for escalation and issue resolution

bull Members being able to focus more fully on their account management remit including

strategic alignment and ensuring programming and reporting meet donor

requirements

11

Then AM Functional Matrix was born before COOM

12

Roll Out Approach

Phase 1 (January 2015 to March 2016)

bull Development of improved processes procedures and tools to provide the organisation with a full

set of guidance on managing awards within Save the Children Simplification and consistency

bull Conduct pilots in two COs to test the functional and structural changes to demonstrate what a well

resourced CO can achieve and learn lessons for application in other CO during phase 2 roll out

Phase 2 (CO Specific)

Develop Country Owned Action Plan and Implement

1 Recommended structure for Award Management

2 Reviewing roles and responsibilities within the office for key Award Management processes

(ie proposal reporting close out) against the Functional Responsibilities Matrix identifying

areas for change and working through the implementation of changes as agreed by the SLT

3 Ensuring processes tools and templates for Award Management have been embedded and

are being used

13

What Do we want to see after phase 2

Exit Criteria CO need to fully embed AMCP changes into lsquoAM normal Business as

Usualrsquo Or CO must demonstrate they are on trajectory to meeting these in full

1Empowered single point accountability for AM allowing handover to BAU activity

2There is an AM team in place and it follows the recommended structure

3The roles and responsibilities of the AM team follow the Functional Matrix and

process maps (any exceptions have been discussed amp agreed by the CO and

AMCP)

4AMCP indicators show that AMCP changes have been fully embedded

Guidance tools and templates are being used consistently and within useful

timeliness

5KPI performance meets Global targets or demonstrate trajectory improvement

14

So What are we asking of you

bull Understand the AM cycle and Engage fully with all the requirements

bull Coordinate and fully engage with AM function through out the AM cycle

(from Prepare to close outs)

bull Commit to continuous improvements and supporting other functions

bull Remember if you do not understand the governing processes and

procedures you might think you are doing a great job and winning only to

realise you have lost it all at close out

15

It is a coordinated effort

Save the Children

Q amp A

18

Annexes

Annexes

19

Award Management Processes

1 Prepare and Opportunity

2 Proposal

3 Agreement to Fund Summary

4 Partner Agreement

5 Kick Off

6 Regular Award Reviews

7 Report

8 Amendments

9 Audits and Evaluations

10Close Out

11 GIK (Gift In Kind)

12 Match Funding Key steps

20

Award Management Processes

21

Award Management Processes

22

Award Management Processes

RMCPU

Key Performance Indicators Analysis

ESA Regional Awards 20 11 2016

KPIs Overview

References

bull AMS - Portfolio Analysis Report

bull Onenet ndash Core KPIs

bull Regional Multi-Country Programme awards are implemented by Nairobi and Pretoria offices

bull The overall KPIs results for ESARO however are calculated to combine EARO and RMCPU awards

bull To calculate the RMCPU KPIs one manually drills the RMCPU awards and calculate individual performance based on KPI guidance

KPIs Calculation ProcessExplanationOn Time Reporting to Member

Includes award reports in current month as per the lsquodate due to Memberrsquo field in AMS Only Lead

Implementing Office is considered (not including where CO is Other Implementing Office

Numerator Total of reports submitted to member on time in the period Denominator Total

of reports to member to be submitted for the period

Quality of Donor Reporting Numerator of reporting schedules with a lsquodate submitted to donorrsquo in the reporting period (Types of reports included in list below) that have been given a Member effort rating of lsquoMinorrsquo Denominator of all reporting schedules with a lsquodate submitted to donorrsquo in the reporting period Ratings are

triggered when the lsquodate submitted to donorrsquo is entered in AMS

FS or PAL in place within 14 days of Award Start Date Numerator Sum of total award amount to

implementing office for all awards activated in the period where Date 1st made active is within 14 days of

award start date Denominator Sum of total award amount to implementing office for all awards activated in the period PALs are taken in to consideration if they were signed within the timeframe (above) and cover the

full period until the FS is signed

Awards Closed Out on Time Looks at value (USD) of awards that are closed by the target close out date as a percentage of all awards close during the month Target

close out date is 90 days after the date of the final report to the donor or 180 days after the award end date if there

is no final report Numerator Sum of Total Award Amount to Implementing Office of all awards that should close in the period that are closed on or before the target

close out date Denominator Sum of Total Award Amount to Implementing Office of all awards that should

close in the period

How To Extract RMCPU KPIs fro ESARO

KPIs

Run KPIs Report on onenet

Use any Dashboard to select parameters for Year-2016 Region

ESARO CO-ESARO

All KPIs will show from January to October with all the Quarterly Cumulative

Linking to Individual awards contributing to the KPIs performance

Click the individual KPI performance to link to award detail (Quarterly

Cumulative)

Extract the awards details to sort the RMCPU award by lead implementing personprogramme

location

Calculating RMCPU KPIs Performance

Sort only RMCPU awards by drilling down based on the parameters of lead implementing person or Cost

centre

Exa KPI on on time reporting to member take all RMCPU reports due for the periodmdashand note the

number Select reports submitted on time for RMCPU awards selected Then proceed to calculate

the KPIs based on KPIs guidance explanation

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

8

bull Opportunity Member can decide to issue single or many SOFs

single SOF must have Lead implementing office (RO or CO)

bull Proposal The Lead ( RO or CO) will have full oversight and must

ensure this role is adequately budgeted for under the award

bull Inceptionbull Ensure that all countries are involved in the kick-off (the notes and actions from

the meeting should be saved on AMS for all to reference)

bull The lead implementing office must clearly assign all roles and responsibilities and

ensure these are understood by all parties

bull Where you have multi-country awards monitoring progress can be more

complicated because of the number of players therefore you must agree the

monitoring mechanism at the kick-off meeting

AM For Multi Country Awards

9

bull Implement Regular Award Reviews must occur for multi-country

awards and must involve all offices The process for monitoring

implementation must be agreed at the kick-off meeting

bull The ldquoleadrdquo can facilitate regular oversight BVA discussions on the overall

project with the Member and other implementing COs via a Program

Implementation Committee (PIC) call

bull Participants on the PIC call include Member the ldquoleadrdquo and

representatives from each implementing CO Minutes of each PIC call

must be kept and added to the award file

bull Report Either the Member or SCI can ldquoleadrdquo and be responsible for

monitoring and consolidating narrative and financial reports from each

implementing CO as required by the donor Within SCI the RO can take

this role or they can designate one CO This must have been agreed at

the inception phase

bull Close close out plan should be coordinated and all relevant

documentation saved on AMS whether single or CO specific

AM For Multi Country Awards

10

Scope of AMCP 2015ndash2017

To implement a consistent efficient and effective end-to-end Award Management

process across Save the Children

bull Single-point accountability for each step in the process

bull Consistent monitoring of performance and clear definition of expected standards

bull Close co-ordination between Award Management and other programming functions

bull Clear definition of responsibilities

bull Capable and properly resourced COs able to deliver high quality programs and

working with local donors directly

bull ROs acting as the first port of call for escalation and issue resolution

bull Members being able to focus more fully on their account management remit including

strategic alignment and ensuring programming and reporting meet donor

requirements

11

Then AM Functional Matrix was born before COOM

12

Roll Out Approach

Phase 1 (January 2015 to March 2016)

bull Development of improved processes procedures and tools to provide the organisation with a full

set of guidance on managing awards within Save the Children Simplification and consistency

bull Conduct pilots in two COs to test the functional and structural changes to demonstrate what a well

resourced CO can achieve and learn lessons for application in other CO during phase 2 roll out

Phase 2 (CO Specific)

Develop Country Owned Action Plan and Implement

1 Recommended structure for Award Management

2 Reviewing roles and responsibilities within the office for key Award Management processes

(ie proposal reporting close out) against the Functional Responsibilities Matrix identifying

areas for change and working through the implementation of changes as agreed by the SLT

3 Ensuring processes tools and templates for Award Management have been embedded and

are being used

13

What Do we want to see after phase 2

Exit Criteria CO need to fully embed AMCP changes into lsquoAM normal Business as

Usualrsquo Or CO must demonstrate they are on trajectory to meeting these in full

1Empowered single point accountability for AM allowing handover to BAU activity

2There is an AM team in place and it follows the recommended structure

3The roles and responsibilities of the AM team follow the Functional Matrix and

process maps (any exceptions have been discussed amp agreed by the CO and

AMCP)

4AMCP indicators show that AMCP changes have been fully embedded

Guidance tools and templates are being used consistently and within useful

timeliness

5KPI performance meets Global targets or demonstrate trajectory improvement

14

So What are we asking of you

bull Understand the AM cycle and Engage fully with all the requirements

bull Coordinate and fully engage with AM function through out the AM cycle

(from Prepare to close outs)

bull Commit to continuous improvements and supporting other functions

bull Remember if you do not understand the governing processes and

procedures you might think you are doing a great job and winning only to

realise you have lost it all at close out

15

It is a coordinated effort

Save the Children

Q amp A

18

Annexes

Annexes

19

Award Management Processes

1 Prepare and Opportunity

2 Proposal

3 Agreement to Fund Summary

4 Partner Agreement

5 Kick Off

6 Regular Award Reviews

7 Report

8 Amendments

9 Audits and Evaluations

10Close Out

11 GIK (Gift In Kind)

12 Match Funding Key steps

20

Award Management Processes

21

Award Management Processes

22

Award Management Processes

RMCPU

Key Performance Indicators Analysis

ESA Regional Awards 20 11 2016

KPIs Overview

References

bull AMS - Portfolio Analysis Report

bull Onenet ndash Core KPIs

bull Regional Multi-Country Programme awards are implemented by Nairobi and Pretoria offices

bull The overall KPIs results for ESARO however are calculated to combine EARO and RMCPU awards

bull To calculate the RMCPU KPIs one manually drills the RMCPU awards and calculate individual performance based on KPI guidance

KPIs Calculation ProcessExplanationOn Time Reporting to Member

Includes award reports in current month as per the lsquodate due to Memberrsquo field in AMS Only Lead

Implementing Office is considered (not including where CO is Other Implementing Office

Numerator Total of reports submitted to member on time in the period Denominator Total

of reports to member to be submitted for the period

Quality of Donor Reporting Numerator of reporting schedules with a lsquodate submitted to donorrsquo in the reporting period (Types of reports included in list below) that have been given a Member effort rating of lsquoMinorrsquo Denominator of all reporting schedules with a lsquodate submitted to donorrsquo in the reporting period Ratings are

triggered when the lsquodate submitted to donorrsquo is entered in AMS

FS or PAL in place within 14 days of Award Start Date Numerator Sum of total award amount to

implementing office for all awards activated in the period where Date 1st made active is within 14 days of

award start date Denominator Sum of total award amount to implementing office for all awards activated in the period PALs are taken in to consideration if they were signed within the timeframe (above) and cover the

full period until the FS is signed

Awards Closed Out on Time Looks at value (USD) of awards that are closed by the target close out date as a percentage of all awards close during the month Target

close out date is 90 days after the date of the final report to the donor or 180 days after the award end date if there

is no final report Numerator Sum of Total Award Amount to Implementing Office of all awards that should close in the period that are closed on or before the target

close out date Denominator Sum of Total Award Amount to Implementing Office of all awards that should

close in the period

How To Extract RMCPU KPIs fro ESARO

KPIs

Run KPIs Report on onenet

Use any Dashboard to select parameters for Year-2016 Region

ESARO CO-ESARO

All KPIs will show from January to October with all the Quarterly Cumulative

Linking to Individual awards contributing to the KPIs performance

Click the individual KPI performance to link to award detail (Quarterly

Cumulative)

Extract the awards details to sort the RMCPU award by lead implementing personprogramme

location

Calculating RMCPU KPIs Performance

Sort only RMCPU awards by drilling down based on the parameters of lead implementing person or Cost

centre

Exa KPI on on time reporting to member take all RMCPU reports due for the periodmdashand note the

number Select reports submitted on time for RMCPU awards selected Then proceed to calculate

the KPIs based on KPIs guidance explanation

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

9

bull Implement Regular Award Reviews must occur for multi-country

awards and must involve all offices The process for monitoring

implementation must be agreed at the kick-off meeting

bull The ldquoleadrdquo can facilitate regular oversight BVA discussions on the overall

project with the Member and other implementing COs via a Program

Implementation Committee (PIC) call

bull Participants on the PIC call include Member the ldquoleadrdquo and

representatives from each implementing CO Minutes of each PIC call

must be kept and added to the award file

bull Report Either the Member or SCI can ldquoleadrdquo and be responsible for

monitoring and consolidating narrative and financial reports from each

implementing CO as required by the donor Within SCI the RO can take

this role or they can designate one CO This must have been agreed at

the inception phase

bull Close close out plan should be coordinated and all relevant

documentation saved on AMS whether single or CO specific

AM For Multi Country Awards

10

Scope of AMCP 2015ndash2017

To implement a consistent efficient and effective end-to-end Award Management

process across Save the Children

bull Single-point accountability for each step in the process

bull Consistent monitoring of performance and clear definition of expected standards

bull Close co-ordination between Award Management and other programming functions

bull Clear definition of responsibilities

bull Capable and properly resourced COs able to deliver high quality programs and

working with local donors directly

bull ROs acting as the first port of call for escalation and issue resolution

bull Members being able to focus more fully on their account management remit including

strategic alignment and ensuring programming and reporting meet donor

requirements

11

Then AM Functional Matrix was born before COOM

12

Roll Out Approach

Phase 1 (January 2015 to March 2016)

bull Development of improved processes procedures and tools to provide the organisation with a full

set of guidance on managing awards within Save the Children Simplification and consistency

bull Conduct pilots in two COs to test the functional and structural changes to demonstrate what a well

resourced CO can achieve and learn lessons for application in other CO during phase 2 roll out

Phase 2 (CO Specific)

Develop Country Owned Action Plan and Implement

1 Recommended structure for Award Management

2 Reviewing roles and responsibilities within the office for key Award Management processes

(ie proposal reporting close out) against the Functional Responsibilities Matrix identifying

areas for change and working through the implementation of changes as agreed by the SLT

3 Ensuring processes tools and templates for Award Management have been embedded and

are being used

13

What Do we want to see after phase 2

Exit Criteria CO need to fully embed AMCP changes into lsquoAM normal Business as

Usualrsquo Or CO must demonstrate they are on trajectory to meeting these in full

1Empowered single point accountability for AM allowing handover to BAU activity

2There is an AM team in place and it follows the recommended structure

3The roles and responsibilities of the AM team follow the Functional Matrix and

process maps (any exceptions have been discussed amp agreed by the CO and

AMCP)

4AMCP indicators show that AMCP changes have been fully embedded

Guidance tools and templates are being used consistently and within useful

timeliness

5KPI performance meets Global targets or demonstrate trajectory improvement

14

So What are we asking of you

bull Understand the AM cycle and Engage fully with all the requirements

bull Coordinate and fully engage with AM function through out the AM cycle

(from Prepare to close outs)

bull Commit to continuous improvements and supporting other functions

bull Remember if you do not understand the governing processes and

procedures you might think you are doing a great job and winning only to

realise you have lost it all at close out

15

It is a coordinated effort

Save the Children

Q amp A

18

Annexes

Annexes

19

Award Management Processes

1 Prepare and Opportunity

2 Proposal

3 Agreement to Fund Summary

4 Partner Agreement

5 Kick Off

6 Regular Award Reviews

7 Report

8 Amendments

9 Audits and Evaluations

10Close Out

11 GIK (Gift In Kind)

12 Match Funding Key steps

20

Award Management Processes

21

Award Management Processes

22

Award Management Processes

RMCPU

Key Performance Indicators Analysis

ESA Regional Awards 20 11 2016

KPIs Overview

References

bull AMS - Portfolio Analysis Report

bull Onenet ndash Core KPIs

bull Regional Multi-Country Programme awards are implemented by Nairobi and Pretoria offices

bull The overall KPIs results for ESARO however are calculated to combine EARO and RMCPU awards

bull To calculate the RMCPU KPIs one manually drills the RMCPU awards and calculate individual performance based on KPI guidance

KPIs Calculation ProcessExplanationOn Time Reporting to Member

Includes award reports in current month as per the lsquodate due to Memberrsquo field in AMS Only Lead

Implementing Office is considered (not including where CO is Other Implementing Office

Numerator Total of reports submitted to member on time in the period Denominator Total

of reports to member to be submitted for the period

Quality of Donor Reporting Numerator of reporting schedules with a lsquodate submitted to donorrsquo in the reporting period (Types of reports included in list below) that have been given a Member effort rating of lsquoMinorrsquo Denominator of all reporting schedules with a lsquodate submitted to donorrsquo in the reporting period Ratings are

triggered when the lsquodate submitted to donorrsquo is entered in AMS

FS or PAL in place within 14 days of Award Start Date Numerator Sum of total award amount to

implementing office for all awards activated in the period where Date 1st made active is within 14 days of

award start date Denominator Sum of total award amount to implementing office for all awards activated in the period PALs are taken in to consideration if they were signed within the timeframe (above) and cover the

full period until the FS is signed

Awards Closed Out on Time Looks at value (USD) of awards that are closed by the target close out date as a percentage of all awards close during the month Target

close out date is 90 days after the date of the final report to the donor or 180 days after the award end date if there

is no final report Numerator Sum of Total Award Amount to Implementing Office of all awards that should close in the period that are closed on or before the target

close out date Denominator Sum of Total Award Amount to Implementing Office of all awards that should

close in the period

How To Extract RMCPU KPIs fro ESARO

KPIs

Run KPIs Report on onenet

Use any Dashboard to select parameters for Year-2016 Region

ESARO CO-ESARO

All KPIs will show from January to October with all the Quarterly Cumulative

Linking to Individual awards contributing to the KPIs performance

Click the individual KPI performance to link to award detail (Quarterly

Cumulative)

Extract the awards details to sort the RMCPU award by lead implementing personprogramme

location

Calculating RMCPU KPIs Performance

Sort only RMCPU awards by drilling down based on the parameters of lead implementing person or Cost

centre

Exa KPI on on time reporting to member take all RMCPU reports due for the periodmdashand note the

number Select reports submitted on time for RMCPU awards selected Then proceed to calculate

the KPIs based on KPIs guidance explanation

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

10

Scope of AMCP 2015ndash2017

To implement a consistent efficient and effective end-to-end Award Management

process across Save the Children

bull Single-point accountability for each step in the process

bull Consistent monitoring of performance and clear definition of expected standards

bull Close co-ordination between Award Management and other programming functions

bull Clear definition of responsibilities

bull Capable and properly resourced COs able to deliver high quality programs and

working with local donors directly

bull ROs acting as the first port of call for escalation and issue resolution

bull Members being able to focus more fully on their account management remit including

strategic alignment and ensuring programming and reporting meet donor

requirements

11

Then AM Functional Matrix was born before COOM

12

Roll Out Approach

Phase 1 (January 2015 to March 2016)

bull Development of improved processes procedures and tools to provide the organisation with a full

set of guidance on managing awards within Save the Children Simplification and consistency

bull Conduct pilots in two COs to test the functional and structural changes to demonstrate what a well

resourced CO can achieve and learn lessons for application in other CO during phase 2 roll out

Phase 2 (CO Specific)

Develop Country Owned Action Plan and Implement

1 Recommended structure for Award Management

2 Reviewing roles and responsibilities within the office for key Award Management processes

(ie proposal reporting close out) against the Functional Responsibilities Matrix identifying

areas for change and working through the implementation of changes as agreed by the SLT

3 Ensuring processes tools and templates for Award Management have been embedded and

are being used

13

What Do we want to see after phase 2

Exit Criteria CO need to fully embed AMCP changes into lsquoAM normal Business as

Usualrsquo Or CO must demonstrate they are on trajectory to meeting these in full

1Empowered single point accountability for AM allowing handover to BAU activity

2There is an AM team in place and it follows the recommended structure

3The roles and responsibilities of the AM team follow the Functional Matrix and

process maps (any exceptions have been discussed amp agreed by the CO and

AMCP)

4AMCP indicators show that AMCP changes have been fully embedded

Guidance tools and templates are being used consistently and within useful

timeliness

5KPI performance meets Global targets or demonstrate trajectory improvement

14

So What are we asking of you

bull Understand the AM cycle and Engage fully with all the requirements

bull Coordinate and fully engage with AM function through out the AM cycle

(from Prepare to close outs)

bull Commit to continuous improvements and supporting other functions

bull Remember if you do not understand the governing processes and

procedures you might think you are doing a great job and winning only to

realise you have lost it all at close out

15

It is a coordinated effort

Save the Children

Q amp A

18

Annexes

Annexes

19

Award Management Processes

1 Prepare and Opportunity

2 Proposal

3 Agreement to Fund Summary

4 Partner Agreement

5 Kick Off

6 Regular Award Reviews

7 Report

8 Amendments

9 Audits and Evaluations

10Close Out

11 GIK (Gift In Kind)

12 Match Funding Key steps

20

Award Management Processes

21

Award Management Processes

22

Award Management Processes

RMCPU

Key Performance Indicators Analysis

ESA Regional Awards 20 11 2016

KPIs Overview

References

bull AMS - Portfolio Analysis Report

bull Onenet ndash Core KPIs

bull Regional Multi-Country Programme awards are implemented by Nairobi and Pretoria offices

bull The overall KPIs results for ESARO however are calculated to combine EARO and RMCPU awards

bull To calculate the RMCPU KPIs one manually drills the RMCPU awards and calculate individual performance based on KPI guidance

KPIs Calculation ProcessExplanationOn Time Reporting to Member

Includes award reports in current month as per the lsquodate due to Memberrsquo field in AMS Only Lead

Implementing Office is considered (not including where CO is Other Implementing Office

Numerator Total of reports submitted to member on time in the period Denominator Total

of reports to member to be submitted for the period

Quality of Donor Reporting Numerator of reporting schedules with a lsquodate submitted to donorrsquo in the reporting period (Types of reports included in list below) that have been given a Member effort rating of lsquoMinorrsquo Denominator of all reporting schedules with a lsquodate submitted to donorrsquo in the reporting period Ratings are

triggered when the lsquodate submitted to donorrsquo is entered in AMS

FS or PAL in place within 14 days of Award Start Date Numerator Sum of total award amount to

implementing office for all awards activated in the period where Date 1st made active is within 14 days of

award start date Denominator Sum of total award amount to implementing office for all awards activated in the period PALs are taken in to consideration if they were signed within the timeframe (above) and cover the

full period until the FS is signed

Awards Closed Out on Time Looks at value (USD) of awards that are closed by the target close out date as a percentage of all awards close during the month Target

close out date is 90 days after the date of the final report to the donor or 180 days after the award end date if there

is no final report Numerator Sum of Total Award Amount to Implementing Office of all awards that should close in the period that are closed on or before the target

close out date Denominator Sum of Total Award Amount to Implementing Office of all awards that should

close in the period

How To Extract RMCPU KPIs fro ESARO

KPIs

Run KPIs Report on onenet

Use any Dashboard to select parameters for Year-2016 Region

ESARO CO-ESARO

All KPIs will show from January to October with all the Quarterly Cumulative

Linking to Individual awards contributing to the KPIs performance

Click the individual KPI performance to link to award detail (Quarterly

Cumulative)

Extract the awards details to sort the RMCPU award by lead implementing personprogramme

location

Calculating RMCPU KPIs Performance

Sort only RMCPU awards by drilling down based on the parameters of lead implementing person or Cost

centre

Exa KPI on on time reporting to member take all RMCPU reports due for the periodmdashand note the

number Select reports submitted on time for RMCPU awards selected Then proceed to calculate

the KPIs based on KPIs guidance explanation

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

11

Then AM Functional Matrix was born before COOM

12

Roll Out Approach

Phase 1 (January 2015 to March 2016)

bull Development of improved processes procedures and tools to provide the organisation with a full

set of guidance on managing awards within Save the Children Simplification and consistency

bull Conduct pilots in two COs to test the functional and structural changes to demonstrate what a well

resourced CO can achieve and learn lessons for application in other CO during phase 2 roll out

Phase 2 (CO Specific)

Develop Country Owned Action Plan and Implement

1 Recommended structure for Award Management

2 Reviewing roles and responsibilities within the office for key Award Management processes

(ie proposal reporting close out) against the Functional Responsibilities Matrix identifying

areas for change and working through the implementation of changes as agreed by the SLT

3 Ensuring processes tools and templates for Award Management have been embedded and

are being used

13

What Do we want to see after phase 2

Exit Criteria CO need to fully embed AMCP changes into lsquoAM normal Business as

Usualrsquo Or CO must demonstrate they are on trajectory to meeting these in full

1Empowered single point accountability for AM allowing handover to BAU activity

2There is an AM team in place and it follows the recommended structure

3The roles and responsibilities of the AM team follow the Functional Matrix and

process maps (any exceptions have been discussed amp agreed by the CO and

AMCP)

4AMCP indicators show that AMCP changes have been fully embedded

Guidance tools and templates are being used consistently and within useful

timeliness

5KPI performance meets Global targets or demonstrate trajectory improvement

14

So What are we asking of you

bull Understand the AM cycle and Engage fully with all the requirements

bull Coordinate and fully engage with AM function through out the AM cycle

(from Prepare to close outs)

bull Commit to continuous improvements and supporting other functions

bull Remember if you do not understand the governing processes and

procedures you might think you are doing a great job and winning only to

realise you have lost it all at close out

15

It is a coordinated effort

Save the Children

Q amp A

18

Annexes

Annexes

19

Award Management Processes

1 Prepare and Opportunity

2 Proposal

3 Agreement to Fund Summary

4 Partner Agreement

5 Kick Off

6 Regular Award Reviews

7 Report

8 Amendments

9 Audits and Evaluations

10Close Out

11 GIK (Gift In Kind)

12 Match Funding Key steps

20

Award Management Processes

21

Award Management Processes

22

Award Management Processes

RMCPU

Key Performance Indicators Analysis

ESA Regional Awards 20 11 2016

KPIs Overview

References

bull AMS - Portfolio Analysis Report

bull Onenet ndash Core KPIs

bull Regional Multi-Country Programme awards are implemented by Nairobi and Pretoria offices

bull The overall KPIs results for ESARO however are calculated to combine EARO and RMCPU awards

bull To calculate the RMCPU KPIs one manually drills the RMCPU awards and calculate individual performance based on KPI guidance

KPIs Calculation ProcessExplanationOn Time Reporting to Member

Includes award reports in current month as per the lsquodate due to Memberrsquo field in AMS Only Lead

Implementing Office is considered (not including where CO is Other Implementing Office

Numerator Total of reports submitted to member on time in the period Denominator Total

of reports to member to be submitted for the period

Quality of Donor Reporting Numerator of reporting schedules with a lsquodate submitted to donorrsquo in the reporting period (Types of reports included in list below) that have been given a Member effort rating of lsquoMinorrsquo Denominator of all reporting schedules with a lsquodate submitted to donorrsquo in the reporting period Ratings are

triggered when the lsquodate submitted to donorrsquo is entered in AMS

FS or PAL in place within 14 days of Award Start Date Numerator Sum of total award amount to

implementing office for all awards activated in the period where Date 1st made active is within 14 days of

award start date Denominator Sum of total award amount to implementing office for all awards activated in the period PALs are taken in to consideration if they were signed within the timeframe (above) and cover the

full period until the FS is signed

Awards Closed Out on Time Looks at value (USD) of awards that are closed by the target close out date as a percentage of all awards close during the month Target

close out date is 90 days after the date of the final report to the donor or 180 days after the award end date if there

is no final report Numerator Sum of Total Award Amount to Implementing Office of all awards that should close in the period that are closed on or before the target

close out date Denominator Sum of Total Award Amount to Implementing Office of all awards that should

close in the period

How To Extract RMCPU KPIs fro ESARO

KPIs

Run KPIs Report on onenet

Use any Dashboard to select parameters for Year-2016 Region

ESARO CO-ESARO

All KPIs will show from January to October with all the Quarterly Cumulative

Linking to Individual awards contributing to the KPIs performance

Click the individual KPI performance to link to award detail (Quarterly

Cumulative)

Extract the awards details to sort the RMCPU award by lead implementing personprogramme

location

Calculating RMCPU KPIs Performance

Sort only RMCPU awards by drilling down based on the parameters of lead implementing person or Cost

centre

Exa KPI on on time reporting to member take all RMCPU reports due for the periodmdashand note the

number Select reports submitted on time for RMCPU awards selected Then proceed to calculate

the KPIs based on KPIs guidance explanation

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

12

Roll Out Approach

Phase 1 (January 2015 to March 2016)

bull Development of improved processes procedures and tools to provide the organisation with a full

set of guidance on managing awards within Save the Children Simplification and consistency

bull Conduct pilots in two COs to test the functional and structural changes to demonstrate what a well

resourced CO can achieve and learn lessons for application in other CO during phase 2 roll out

Phase 2 (CO Specific)

Develop Country Owned Action Plan and Implement

1 Recommended structure for Award Management

2 Reviewing roles and responsibilities within the office for key Award Management processes

(ie proposal reporting close out) against the Functional Responsibilities Matrix identifying

areas for change and working through the implementation of changes as agreed by the SLT

3 Ensuring processes tools and templates for Award Management have been embedded and

are being used

13

What Do we want to see after phase 2

Exit Criteria CO need to fully embed AMCP changes into lsquoAM normal Business as

Usualrsquo Or CO must demonstrate they are on trajectory to meeting these in full

1Empowered single point accountability for AM allowing handover to BAU activity

2There is an AM team in place and it follows the recommended structure

3The roles and responsibilities of the AM team follow the Functional Matrix and

process maps (any exceptions have been discussed amp agreed by the CO and

AMCP)

4AMCP indicators show that AMCP changes have been fully embedded

Guidance tools and templates are being used consistently and within useful

timeliness

5KPI performance meets Global targets or demonstrate trajectory improvement

14

So What are we asking of you

bull Understand the AM cycle and Engage fully with all the requirements

bull Coordinate and fully engage with AM function through out the AM cycle

(from Prepare to close outs)

bull Commit to continuous improvements and supporting other functions

bull Remember if you do not understand the governing processes and

procedures you might think you are doing a great job and winning only to

realise you have lost it all at close out

15

It is a coordinated effort

Save the Children

Q amp A

18

Annexes

Annexes

19

Award Management Processes

1 Prepare and Opportunity

2 Proposal

3 Agreement to Fund Summary

4 Partner Agreement

5 Kick Off

6 Regular Award Reviews

7 Report

8 Amendments

9 Audits and Evaluations

10Close Out

11 GIK (Gift In Kind)

12 Match Funding Key steps

20

Award Management Processes

21

Award Management Processes

22

Award Management Processes

RMCPU

Key Performance Indicators Analysis

ESA Regional Awards 20 11 2016

KPIs Overview

References

bull AMS - Portfolio Analysis Report

bull Onenet ndash Core KPIs

bull Regional Multi-Country Programme awards are implemented by Nairobi and Pretoria offices

bull The overall KPIs results for ESARO however are calculated to combine EARO and RMCPU awards

bull To calculate the RMCPU KPIs one manually drills the RMCPU awards and calculate individual performance based on KPI guidance

KPIs Calculation ProcessExplanationOn Time Reporting to Member

Includes award reports in current month as per the lsquodate due to Memberrsquo field in AMS Only Lead

Implementing Office is considered (not including where CO is Other Implementing Office

Numerator Total of reports submitted to member on time in the period Denominator Total

of reports to member to be submitted for the period

Quality of Donor Reporting Numerator of reporting schedules with a lsquodate submitted to donorrsquo in the reporting period (Types of reports included in list below) that have been given a Member effort rating of lsquoMinorrsquo Denominator of all reporting schedules with a lsquodate submitted to donorrsquo in the reporting period Ratings are

triggered when the lsquodate submitted to donorrsquo is entered in AMS

FS or PAL in place within 14 days of Award Start Date Numerator Sum of total award amount to

implementing office for all awards activated in the period where Date 1st made active is within 14 days of

award start date Denominator Sum of total award amount to implementing office for all awards activated in the period PALs are taken in to consideration if they were signed within the timeframe (above) and cover the

full period until the FS is signed

Awards Closed Out on Time Looks at value (USD) of awards that are closed by the target close out date as a percentage of all awards close during the month Target

close out date is 90 days after the date of the final report to the donor or 180 days after the award end date if there

is no final report Numerator Sum of Total Award Amount to Implementing Office of all awards that should close in the period that are closed on or before the target

close out date Denominator Sum of Total Award Amount to Implementing Office of all awards that should

close in the period

How To Extract RMCPU KPIs fro ESARO

KPIs

Run KPIs Report on onenet

Use any Dashboard to select parameters for Year-2016 Region

ESARO CO-ESARO

All KPIs will show from January to October with all the Quarterly Cumulative

Linking to Individual awards contributing to the KPIs performance

Click the individual KPI performance to link to award detail (Quarterly

Cumulative)

Extract the awards details to sort the RMCPU award by lead implementing personprogramme

location

Calculating RMCPU KPIs Performance

Sort only RMCPU awards by drilling down based on the parameters of lead implementing person or Cost

centre

Exa KPI on on time reporting to member take all RMCPU reports due for the periodmdashand note the

number Select reports submitted on time for RMCPU awards selected Then proceed to calculate

the KPIs based on KPIs guidance explanation

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

13

What Do we want to see after phase 2

Exit Criteria CO need to fully embed AMCP changes into lsquoAM normal Business as

Usualrsquo Or CO must demonstrate they are on trajectory to meeting these in full

1Empowered single point accountability for AM allowing handover to BAU activity

2There is an AM team in place and it follows the recommended structure

3The roles and responsibilities of the AM team follow the Functional Matrix and

process maps (any exceptions have been discussed amp agreed by the CO and

AMCP)

4AMCP indicators show that AMCP changes have been fully embedded

Guidance tools and templates are being used consistently and within useful

timeliness

5KPI performance meets Global targets or demonstrate trajectory improvement

14

So What are we asking of you

bull Understand the AM cycle and Engage fully with all the requirements

bull Coordinate and fully engage with AM function through out the AM cycle

(from Prepare to close outs)

bull Commit to continuous improvements and supporting other functions

bull Remember if you do not understand the governing processes and

procedures you might think you are doing a great job and winning only to

realise you have lost it all at close out

15

It is a coordinated effort

Save the Children

Q amp A

18

Annexes

Annexes

19

Award Management Processes

1 Prepare and Opportunity

2 Proposal

3 Agreement to Fund Summary

4 Partner Agreement

5 Kick Off

6 Regular Award Reviews

7 Report

8 Amendments

9 Audits and Evaluations

10Close Out

11 GIK (Gift In Kind)

12 Match Funding Key steps

20

Award Management Processes

21

Award Management Processes

22

Award Management Processes

RMCPU

Key Performance Indicators Analysis

ESA Regional Awards 20 11 2016

KPIs Overview

References

bull AMS - Portfolio Analysis Report

bull Onenet ndash Core KPIs

bull Regional Multi-Country Programme awards are implemented by Nairobi and Pretoria offices

bull The overall KPIs results for ESARO however are calculated to combine EARO and RMCPU awards

bull To calculate the RMCPU KPIs one manually drills the RMCPU awards and calculate individual performance based on KPI guidance

KPIs Calculation ProcessExplanationOn Time Reporting to Member

Includes award reports in current month as per the lsquodate due to Memberrsquo field in AMS Only Lead

Implementing Office is considered (not including where CO is Other Implementing Office

Numerator Total of reports submitted to member on time in the period Denominator Total

of reports to member to be submitted for the period

Quality of Donor Reporting Numerator of reporting schedules with a lsquodate submitted to donorrsquo in the reporting period (Types of reports included in list below) that have been given a Member effort rating of lsquoMinorrsquo Denominator of all reporting schedules with a lsquodate submitted to donorrsquo in the reporting period Ratings are

triggered when the lsquodate submitted to donorrsquo is entered in AMS

FS or PAL in place within 14 days of Award Start Date Numerator Sum of total award amount to

implementing office for all awards activated in the period where Date 1st made active is within 14 days of

award start date Denominator Sum of total award amount to implementing office for all awards activated in the period PALs are taken in to consideration if they were signed within the timeframe (above) and cover the

full period until the FS is signed

Awards Closed Out on Time Looks at value (USD) of awards that are closed by the target close out date as a percentage of all awards close during the month Target

close out date is 90 days after the date of the final report to the donor or 180 days after the award end date if there

is no final report Numerator Sum of Total Award Amount to Implementing Office of all awards that should close in the period that are closed on or before the target

close out date Denominator Sum of Total Award Amount to Implementing Office of all awards that should

close in the period

How To Extract RMCPU KPIs fro ESARO

KPIs

Run KPIs Report on onenet

Use any Dashboard to select parameters for Year-2016 Region

ESARO CO-ESARO

All KPIs will show from January to October with all the Quarterly Cumulative

Linking to Individual awards contributing to the KPIs performance

Click the individual KPI performance to link to award detail (Quarterly

Cumulative)

Extract the awards details to sort the RMCPU award by lead implementing personprogramme

location

Calculating RMCPU KPIs Performance

Sort only RMCPU awards by drilling down based on the parameters of lead implementing person or Cost

centre

Exa KPI on on time reporting to member take all RMCPU reports due for the periodmdashand note the

number Select reports submitted on time for RMCPU awards selected Then proceed to calculate

the KPIs based on KPIs guidance explanation

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

14

So What are we asking of you

bull Understand the AM cycle and Engage fully with all the requirements

bull Coordinate and fully engage with AM function through out the AM cycle

(from Prepare to close outs)

bull Commit to continuous improvements and supporting other functions

bull Remember if you do not understand the governing processes and

procedures you might think you are doing a great job and winning only to

realise you have lost it all at close out

15

It is a coordinated effort

Save the Children

Q amp A

18

Annexes

Annexes

19

Award Management Processes

1 Prepare and Opportunity

2 Proposal

3 Agreement to Fund Summary

4 Partner Agreement

5 Kick Off

6 Regular Award Reviews

7 Report

8 Amendments

9 Audits and Evaluations

10Close Out

11 GIK (Gift In Kind)

12 Match Funding Key steps

20

Award Management Processes

21

Award Management Processes

22

Award Management Processes

RMCPU

Key Performance Indicators Analysis

ESA Regional Awards 20 11 2016

KPIs Overview

References

bull AMS - Portfolio Analysis Report

bull Onenet ndash Core KPIs

bull Regional Multi-Country Programme awards are implemented by Nairobi and Pretoria offices

bull The overall KPIs results for ESARO however are calculated to combine EARO and RMCPU awards

bull To calculate the RMCPU KPIs one manually drills the RMCPU awards and calculate individual performance based on KPI guidance

KPIs Calculation ProcessExplanationOn Time Reporting to Member

Includes award reports in current month as per the lsquodate due to Memberrsquo field in AMS Only Lead

Implementing Office is considered (not including where CO is Other Implementing Office

Numerator Total of reports submitted to member on time in the period Denominator Total

of reports to member to be submitted for the period

Quality of Donor Reporting Numerator of reporting schedules with a lsquodate submitted to donorrsquo in the reporting period (Types of reports included in list below) that have been given a Member effort rating of lsquoMinorrsquo Denominator of all reporting schedules with a lsquodate submitted to donorrsquo in the reporting period Ratings are

triggered when the lsquodate submitted to donorrsquo is entered in AMS

FS or PAL in place within 14 days of Award Start Date Numerator Sum of total award amount to

implementing office for all awards activated in the period where Date 1st made active is within 14 days of

award start date Denominator Sum of total award amount to implementing office for all awards activated in the period PALs are taken in to consideration if they were signed within the timeframe (above) and cover the

full period until the FS is signed

Awards Closed Out on Time Looks at value (USD) of awards that are closed by the target close out date as a percentage of all awards close during the month Target

close out date is 90 days after the date of the final report to the donor or 180 days after the award end date if there

is no final report Numerator Sum of Total Award Amount to Implementing Office of all awards that should close in the period that are closed on or before the target

close out date Denominator Sum of Total Award Amount to Implementing Office of all awards that should

close in the period

How To Extract RMCPU KPIs fro ESARO

KPIs

Run KPIs Report on onenet

Use any Dashboard to select parameters for Year-2016 Region

ESARO CO-ESARO

All KPIs will show from January to October with all the Quarterly Cumulative

Linking to Individual awards contributing to the KPIs performance

Click the individual KPI performance to link to award detail (Quarterly

Cumulative)

Extract the awards details to sort the RMCPU award by lead implementing personprogramme

location

Calculating RMCPU KPIs Performance

Sort only RMCPU awards by drilling down based on the parameters of lead implementing person or Cost

centre

Exa KPI on on time reporting to member take all RMCPU reports due for the periodmdashand note the

number Select reports submitted on time for RMCPU awards selected Then proceed to calculate

the KPIs based on KPIs guidance explanation

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

15

It is a coordinated effort

Save the Children

Q amp A

18

Annexes

Annexes

19

Award Management Processes

1 Prepare and Opportunity

2 Proposal

3 Agreement to Fund Summary

4 Partner Agreement

5 Kick Off

6 Regular Award Reviews

7 Report

8 Amendments

9 Audits and Evaluations

10Close Out

11 GIK (Gift In Kind)

12 Match Funding Key steps

20

Award Management Processes

21

Award Management Processes

22

Award Management Processes

RMCPU

Key Performance Indicators Analysis

ESA Regional Awards 20 11 2016

KPIs Overview

References

bull AMS - Portfolio Analysis Report

bull Onenet ndash Core KPIs

bull Regional Multi-Country Programme awards are implemented by Nairobi and Pretoria offices

bull The overall KPIs results for ESARO however are calculated to combine EARO and RMCPU awards

bull To calculate the RMCPU KPIs one manually drills the RMCPU awards and calculate individual performance based on KPI guidance

KPIs Calculation ProcessExplanationOn Time Reporting to Member

Includes award reports in current month as per the lsquodate due to Memberrsquo field in AMS Only Lead

Implementing Office is considered (not including where CO is Other Implementing Office

Numerator Total of reports submitted to member on time in the period Denominator Total

of reports to member to be submitted for the period

Quality of Donor Reporting Numerator of reporting schedules with a lsquodate submitted to donorrsquo in the reporting period (Types of reports included in list below) that have been given a Member effort rating of lsquoMinorrsquo Denominator of all reporting schedules with a lsquodate submitted to donorrsquo in the reporting period Ratings are

triggered when the lsquodate submitted to donorrsquo is entered in AMS

FS or PAL in place within 14 days of Award Start Date Numerator Sum of total award amount to

implementing office for all awards activated in the period where Date 1st made active is within 14 days of

award start date Denominator Sum of total award amount to implementing office for all awards activated in the period PALs are taken in to consideration if they were signed within the timeframe (above) and cover the

full period until the FS is signed

Awards Closed Out on Time Looks at value (USD) of awards that are closed by the target close out date as a percentage of all awards close during the month Target

close out date is 90 days after the date of the final report to the donor or 180 days after the award end date if there

is no final report Numerator Sum of Total Award Amount to Implementing Office of all awards that should close in the period that are closed on or before the target

close out date Denominator Sum of Total Award Amount to Implementing Office of all awards that should

close in the period

How To Extract RMCPU KPIs fro ESARO

KPIs

Run KPIs Report on onenet

Use any Dashboard to select parameters for Year-2016 Region

ESARO CO-ESARO

All KPIs will show from January to October with all the Quarterly Cumulative

Linking to Individual awards contributing to the KPIs performance

Click the individual KPI performance to link to award detail (Quarterly

Cumulative)

Extract the awards details to sort the RMCPU award by lead implementing personprogramme

location

Calculating RMCPU KPIs Performance

Sort only RMCPU awards by drilling down based on the parameters of lead implementing person or Cost

centre

Exa KPI on on time reporting to member take all RMCPU reports due for the periodmdashand note the

number Select reports submitted on time for RMCPU awards selected Then proceed to calculate

the KPIs based on KPIs guidance explanation

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

Save the Children

Q amp A

18

Annexes

Annexes

19

Award Management Processes

1 Prepare and Opportunity

2 Proposal

3 Agreement to Fund Summary

4 Partner Agreement

5 Kick Off

6 Regular Award Reviews

7 Report

8 Amendments

9 Audits and Evaluations

10Close Out

11 GIK (Gift In Kind)

12 Match Funding Key steps

20

Award Management Processes

21

Award Management Processes

22

Award Management Processes

RMCPU

Key Performance Indicators Analysis

ESA Regional Awards 20 11 2016

KPIs Overview

References

bull AMS - Portfolio Analysis Report

bull Onenet ndash Core KPIs

bull Regional Multi-Country Programme awards are implemented by Nairobi and Pretoria offices

bull The overall KPIs results for ESARO however are calculated to combine EARO and RMCPU awards

bull To calculate the RMCPU KPIs one manually drills the RMCPU awards and calculate individual performance based on KPI guidance

KPIs Calculation ProcessExplanationOn Time Reporting to Member

Includes award reports in current month as per the lsquodate due to Memberrsquo field in AMS Only Lead

Implementing Office is considered (not including where CO is Other Implementing Office

Numerator Total of reports submitted to member on time in the period Denominator Total

of reports to member to be submitted for the period

Quality of Donor Reporting Numerator of reporting schedules with a lsquodate submitted to donorrsquo in the reporting period (Types of reports included in list below) that have been given a Member effort rating of lsquoMinorrsquo Denominator of all reporting schedules with a lsquodate submitted to donorrsquo in the reporting period Ratings are

triggered when the lsquodate submitted to donorrsquo is entered in AMS

FS or PAL in place within 14 days of Award Start Date Numerator Sum of total award amount to

implementing office for all awards activated in the period where Date 1st made active is within 14 days of

award start date Denominator Sum of total award amount to implementing office for all awards activated in the period PALs are taken in to consideration if they were signed within the timeframe (above) and cover the

full period until the FS is signed

Awards Closed Out on Time Looks at value (USD) of awards that are closed by the target close out date as a percentage of all awards close during the month Target

close out date is 90 days after the date of the final report to the donor or 180 days after the award end date if there

is no final report Numerator Sum of Total Award Amount to Implementing Office of all awards that should close in the period that are closed on or before the target

close out date Denominator Sum of Total Award Amount to Implementing Office of all awards that should

close in the period

How To Extract RMCPU KPIs fro ESARO

KPIs

Run KPIs Report on onenet

Use any Dashboard to select parameters for Year-2016 Region

ESARO CO-ESARO

All KPIs will show from January to October with all the Quarterly Cumulative

Linking to Individual awards contributing to the KPIs performance

Click the individual KPI performance to link to award detail (Quarterly

Cumulative)

Extract the awards details to sort the RMCPU award by lead implementing personprogramme

location

Calculating RMCPU KPIs Performance

Sort only RMCPU awards by drilling down based on the parameters of lead implementing person or Cost

centre

Exa KPI on on time reporting to member take all RMCPU reports due for the periodmdashand note the

number Select reports submitted on time for RMCPU awards selected Then proceed to calculate

the KPIs based on KPIs guidance explanation

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

18

Annexes

Annexes

19

Award Management Processes

1 Prepare and Opportunity

2 Proposal

3 Agreement to Fund Summary

4 Partner Agreement

5 Kick Off

6 Regular Award Reviews

7 Report

8 Amendments

9 Audits and Evaluations

10Close Out

11 GIK (Gift In Kind)

12 Match Funding Key steps

20

Award Management Processes

21

Award Management Processes

22

Award Management Processes

RMCPU

Key Performance Indicators Analysis

ESA Regional Awards 20 11 2016

KPIs Overview

References

bull AMS - Portfolio Analysis Report

bull Onenet ndash Core KPIs

bull Regional Multi-Country Programme awards are implemented by Nairobi and Pretoria offices

bull The overall KPIs results for ESARO however are calculated to combine EARO and RMCPU awards

bull To calculate the RMCPU KPIs one manually drills the RMCPU awards and calculate individual performance based on KPI guidance

KPIs Calculation ProcessExplanationOn Time Reporting to Member

Includes award reports in current month as per the lsquodate due to Memberrsquo field in AMS Only Lead

Implementing Office is considered (not including where CO is Other Implementing Office

Numerator Total of reports submitted to member on time in the period Denominator Total

of reports to member to be submitted for the period

Quality of Donor Reporting Numerator of reporting schedules with a lsquodate submitted to donorrsquo in the reporting period (Types of reports included in list below) that have been given a Member effort rating of lsquoMinorrsquo Denominator of all reporting schedules with a lsquodate submitted to donorrsquo in the reporting period Ratings are

triggered when the lsquodate submitted to donorrsquo is entered in AMS

FS or PAL in place within 14 days of Award Start Date Numerator Sum of total award amount to

implementing office for all awards activated in the period where Date 1st made active is within 14 days of

award start date Denominator Sum of total award amount to implementing office for all awards activated in the period PALs are taken in to consideration if they were signed within the timeframe (above) and cover the

full period until the FS is signed

Awards Closed Out on Time Looks at value (USD) of awards that are closed by the target close out date as a percentage of all awards close during the month Target

close out date is 90 days after the date of the final report to the donor or 180 days after the award end date if there

is no final report Numerator Sum of Total Award Amount to Implementing Office of all awards that should close in the period that are closed on or before the target

close out date Denominator Sum of Total Award Amount to Implementing Office of all awards that should

close in the period

How To Extract RMCPU KPIs fro ESARO

KPIs

Run KPIs Report on onenet

Use any Dashboard to select parameters for Year-2016 Region

ESARO CO-ESARO

All KPIs will show from January to October with all the Quarterly Cumulative

Linking to Individual awards contributing to the KPIs performance

Click the individual KPI performance to link to award detail (Quarterly

Cumulative)

Extract the awards details to sort the RMCPU award by lead implementing personprogramme

location

Calculating RMCPU KPIs Performance

Sort only RMCPU awards by drilling down based on the parameters of lead implementing person or Cost

centre

Exa KPI on on time reporting to member take all RMCPU reports due for the periodmdashand note the

number Select reports submitted on time for RMCPU awards selected Then proceed to calculate

the KPIs based on KPIs guidance explanation

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

19

Award Management Processes

1 Prepare and Opportunity

2 Proposal

3 Agreement to Fund Summary

4 Partner Agreement

5 Kick Off

6 Regular Award Reviews

7 Report

8 Amendments

9 Audits and Evaluations

10Close Out

11 GIK (Gift In Kind)

12 Match Funding Key steps

20

Award Management Processes

21

Award Management Processes

22

Award Management Processes

RMCPU

Key Performance Indicators Analysis

ESA Regional Awards 20 11 2016

KPIs Overview

References

bull AMS - Portfolio Analysis Report

bull Onenet ndash Core KPIs

bull Regional Multi-Country Programme awards are implemented by Nairobi and Pretoria offices

bull The overall KPIs results for ESARO however are calculated to combine EARO and RMCPU awards

bull To calculate the RMCPU KPIs one manually drills the RMCPU awards and calculate individual performance based on KPI guidance

KPIs Calculation ProcessExplanationOn Time Reporting to Member

Includes award reports in current month as per the lsquodate due to Memberrsquo field in AMS Only Lead

Implementing Office is considered (not including where CO is Other Implementing Office

Numerator Total of reports submitted to member on time in the period Denominator Total

of reports to member to be submitted for the period

Quality of Donor Reporting Numerator of reporting schedules with a lsquodate submitted to donorrsquo in the reporting period (Types of reports included in list below) that have been given a Member effort rating of lsquoMinorrsquo Denominator of all reporting schedules with a lsquodate submitted to donorrsquo in the reporting period Ratings are

triggered when the lsquodate submitted to donorrsquo is entered in AMS

FS or PAL in place within 14 days of Award Start Date Numerator Sum of total award amount to

implementing office for all awards activated in the period where Date 1st made active is within 14 days of

award start date Denominator Sum of total award amount to implementing office for all awards activated in the period PALs are taken in to consideration if they were signed within the timeframe (above) and cover the

full period until the FS is signed

Awards Closed Out on Time Looks at value (USD) of awards that are closed by the target close out date as a percentage of all awards close during the month Target

close out date is 90 days after the date of the final report to the donor or 180 days after the award end date if there

is no final report Numerator Sum of Total Award Amount to Implementing Office of all awards that should close in the period that are closed on or before the target

close out date Denominator Sum of Total Award Amount to Implementing Office of all awards that should

close in the period

How To Extract RMCPU KPIs fro ESARO

KPIs

Run KPIs Report on onenet

Use any Dashboard to select parameters for Year-2016 Region

ESARO CO-ESARO

All KPIs will show from January to October with all the Quarterly Cumulative

Linking to Individual awards contributing to the KPIs performance

Click the individual KPI performance to link to award detail (Quarterly

Cumulative)

Extract the awards details to sort the RMCPU award by lead implementing personprogramme

location

Calculating RMCPU KPIs Performance

Sort only RMCPU awards by drilling down based on the parameters of lead implementing person or Cost

centre

Exa KPI on on time reporting to member take all RMCPU reports due for the periodmdashand note the

number Select reports submitted on time for RMCPU awards selected Then proceed to calculate

the KPIs based on KPIs guidance explanation

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

20

Award Management Processes

21

Award Management Processes

22

Award Management Processes

RMCPU

Key Performance Indicators Analysis

ESA Regional Awards 20 11 2016

KPIs Overview

References

bull AMS - Portfolio Analysis Report

bull Onenet ndash Core KPIs

bull Regional Multi-Country Programme awards are implemented by Nairobi and Pretoria offices

bull The overall KPIs results for ESARO however are calculated to combine EARO and RMCPU awards

bull To calculate the RMCPU KPIs one manually drills the RMCPU awards and calculate individual performance based on KPI guidance

KPIs Calculation ProcessExplanationOn Time Reporting to Member

Includes award reports in current month as per the lsquodate due to Memberrsquo field in AMS Only Lead

Implementing Office is considered (not including where CO is Other Implementing Office

Numerator Total of reports submitted to member on time in the period Denominator Total

of reports to member to be submitted for the period

Quality of Donor Reporting Numerator of reporting schedules with a lsquodate submitted to donorrsquo in the reporting period (Types of reports included in list below) that have been given a Member effort rating of lsquoMinorrsquo Denominator of all reporting schedules with a lsquodate submitted to donorrsquo in the reporting period Ratings are

triggered when the lsquodate submitted to donorrsquo is entered in AMS

FS or PAL in place within 14 days of Award Start Date Numerator Sum of total award amount to

implementing office for all awards activated in the period where Date 1st made active is within 14 days of

award start date Denominator Sum of total award amount to implementing office for all awards activated in the period PALs are taken in to consideration if they were signed within the timeframe (above) and cover the

full period until the FS is signed

Awards Closed Out on Time Looks at value (USD) of awards that are closed by the target close out date as a percentage of all awards close during the month Target

close out date is 90 days after the date of the final report to the donor or 180 days after the award end date if there

is no final report Numerator Sum of Total Award Amount to Implementing Office of all awards that should close in the period that are closed on or before the target

close out date Denominator Sum of Total Award Amount to Implementing Office of all awards that should

close in the period

How To Extract RMCPU KPIs fro ESARO

KPIs

Run KPIs Report on onenet

Use any Dashboard to select parameters for Year-2016 Region

ESARO CO-ESARO

All KPIs will show from January to October with all the Quarterly Cumulative

Linking to Individual awards contributing to the KPIs performance

Click the individual KPI performance to link to award detail (Quarterly

Cumulative)

Extract the awards details to sort the RMCPU award by lead implementing personprogramme

location

Calculating RMCPU KPIs Performance

Sort only RMCPU awards by drilling down based on the parameters of lead implementing person or Cost

centre

Exa KPI on on time reporting to member take all RMCPU reports due for the periodmdashand note the

number Select reports submitted on time for RMCPU awards selected Then proceed to calculate

the KPIs based on KPIs guidance explanation

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

21

Award Management Processes

22

Award Management Processes

RMCPU

Key Performance Indicators Analysis

ESA Regional Awards 20 11 2016

KPIs Overview

References

bull AMS - Portfolio Analysis Report

bull Onenet ndash Core KPIs

bull Regional Multi-Country Programme awards are implemented by Nairobi and Pretoria offices

bull The overall KPIs results for ESARO however are calculated to combine EARO and RMCPU awards

bull To calculate the RMCPU KPIs one manually drills the RMCPU awards and calculate individual performance based on KPI guidance

KPIs Calculation ProcessExplanationOn Time Reporting to Member

Includes award reports in current month as per the lsquodate due to Memberrsquo field in AMS Only Lead

Implementing Office is considered (not including where CO is Other Implementing Office

Numerator Total of reports submitted to member on time in the period Denominator Total

of reports to member to be submitted for the period

Quality of Donor Reporting Numerator of reporting schedules with a lsquodate submitted to donorrsquo in the reporting period (Types of reports included in list below) that have been given a Member effort rating of lsquoMinorrsquo Denominator of all reporting schedules with a lsquodate submitted to donorrsquo in the reporting period Ratings are

triggered when the lsquodate submitted to donorrsquo is entered in AMS

FS or PAL in place within 14 days of Award Start Date Numerator Sum of total award amount to

implementing office for all awards activated in the period where Date 1st made active is within 14 days of

award start date Denominator Sum of total award amount to implementing office for all awards activated in the period PALs are taken in to consideration if they were signed within the timeframe (above) and cover the

full period until the FS is signed

Awards Closed Out on Time Looks at value (USD) of awards that are closed by the target close out date as a percentage of all awards close during the month Target

close out date is 90 days after the date of the final report to the donor or 180 days after the award end date if there

is no final report Numerator Sum of Total Award Amount to Implementing Office of all awards that should close in the period that are closed on or before the target

close out date Denominator Sum of Total Award Amount to Implementing Office of all awards that should

close in the period

How To Extract RMCPU KPIs fro ESARO

KPIs

Run KPIs Report on onenet

Use any Dashboard to select parameters for Year-2016 Region

ESARO CO-ESARO

All KPIs will show from January to October with all the Quarterly Cumulative

Linking to Individual awards contributing to the KPIs performance

Click the individual KPI performance to link to award detail (Quarterly

Cumulative)

Extract the awards details to sort the RMCPU award by lead implementing personprogramme

location

Calculating RMCPU KPIs Performance

Sort only RMCPU awards by drilling down based on the parameters of lead implementing person or Cost

centre

Exa KPI on on time reporting to member take all RMCPU reports due for the periodmdashand note the

number Select reports submitted on time for RMCPU awards selected Then proceed to calculate

the KPIs based on KPIs guidance explanation

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

22

Award Management Processes

RMCPU

Key Performance Indicators Analysis

ESA Regional Awards 20 11 2016

KPIs Overview

References

bull AMS - Portfolio Analysis Report

bull Onenet ndash Core KPIs

bull Regional Multi-Country Programme awards are implemented by Nairobi and Pretoria offices

bull The overall KPIs results for ESARO however are calculated to combine EARO and RMCPU awards

bull To calculate the RMCPU KPIs one manually drills the RMCPU awards and calculate individual performance based on KPI guidance

KPIs Calculation ProcessExplanationOn Time Reporting to Member

Includes award reports in current month as per the lsquodate due to Memberrsquo field in AMS Only Lead

Implementing Office is considered (not including where CO is Other Implementing Office

Numerator Total of reports submitted to member on time in the period Denominator Total

of reports to member to be submitted for the period

Quality of Donor Reporting Numerator of reporting schedules with a lsquodate submitted to donorrsquo in the reporting period (Types of reports included in list below) that have been given a Member effort rating of lsquoMinorrsquo Denominator of all reporting schedules with a lsquodate submitted to donorrsquo in the reporting period Ratings are

triggered when the lsquodate submitted to donorrsquo is entered in AMS

FS or PAL in place within 14 days of Award Start Date Numerator Sum of total award amount to

implementing office for all awards activated in the period where Date 1st made active is within 14 days of

award start date Denominator Sum of total award amount to implementing office for all awards activated in the period PALs are taken in to consideration if they were signed within the timeframe (above) and cover the

full period until the FS is signed

Awards Closed Out on Time Looks at value (USD) of awards that are closed by the target close out date as a percentage of all awards close during the month Target

close out date is 90 days after the date of the final report to the donor or 180 days after the award end date if there

is no final report Numerator Sum of Total Award Amount to Implementing Office of all awards that should close in the period that are closed on or before the target

close out date Denominator Sum of Total Award Amount to Implementing Office of all awards that should

close in the period

How To Extract RMCPU KPIs fro ESARO

KPIs

Run KPIs Report on onenet

Use any Dashboard to select parameters for Year-2016 Region

ESARO CO-ESARO

All KPIs will show from January to October with all the Quarterly Cumulative

Linking to Individual awards contributing to the KPIs performance

Click the individual KPI performance to link to award detail (Quarterly

Cumulative)

Extract the awards details to sort the RMCPU award by lead implementing personprogramme

location

Calculating RMCPU KPIs Performance

Sort only RMCPU awards by drilling down based on the parameters of lead implementing person or Cost

centre

Exa KPI on on time reporting to member take all RMCPU reports due for the periodmdashand note the

number Select reports submitted on time for RMCPU awards selected Then proceed to calculate

the KPIs based on KPIs guidance explanation

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

RMCPU

Key Performance Indicators Analysis

ESA Regional Awards 20 11 2016

KPIs Overview

References

bull AMS - Portfolio Analysis Report

bull Onenet ndash Core KPIs

bull Regional Multi-Country Programme awards are implemented by Nairobi and Pretoria offices

bull The overall KPIs results for ESARO however are calculated to combine EARO and RMCPU awards

bull To calculate the RMCPU KPIs one manually drills the RMCPU awards and calculate individual performance based on KPI guidance

KPIs Calculation ProcessExplanationOn Time Reporting to Member

Includes award reports in current month as per the lsquodate due to Memberrsquo field in AMS Only Lead

Implementing Office is considered (not including where CO is Other Implementing Office

Numerator Total of reports submitted to member on time in the period Denominator Total

of reports to member to be submitted for the period

Quality of Donor Reporting Numerator of reporting schedules with a lsquodate submitted to donorrsquo in the reporting period (Types of reports included in list below) that have been given a Member effort rating of lsquoMinorrsquo Denominator of all reporting schedules with a lsquodate submitted to donorrsquo in the reporting period Ratings are

triggered when the lsquodate submitted to donorrsquo is entered in AMS

FS or PAL in place within 14 days of Award Start Date Numerator Sum of total award amount to

implementing office for all awards activated in the period where Date 1st made active is within 14 days of

award start date Denominator Sum of total award amount to implementing office for all awards activated in the period PALs are taken in to consideration if they were signed within the timeframe (above) and cover the

full period until the FS is signed

Awards Closed Out on Time Looks at value (USD) of awards that are closed by the target close out date as a percentage of all awards close during the month Target

close out date is 90 days after the date of the final report to the donor or 180 days after the award end date if there

is no final report Numerator Sum of Total Award Amount to Implementing Office of all awards that should close in the period that are closed on or before the target

close out date Denominator Sum of Total Award Amount to Implementing Office of all awards that should

close in the period

How To Extract RMCPU KPIs fro ESARO

KPIs

Run KPIs Report on onenet

Use any Dashboard to select parameters for Year-2016 Region

ESARO CO-ESARO

All KPIs will show from January to October with all the Quarterly Cumulative

Linking to Individual awards contributing to the KPIs performance

Click the individual KPI performance to link to award detail (Quarterly

Cumulative)

Extract the awards details to sort the RMCPU award by lead implementing personprogramme

location

Calculating RMCPU KPIs Performance

Sort only RMCPU awards by drilling down based on the parameters of lead implementing person or Cost

centre

Exa KPI on on time reporting to member take all RMCPU reports due for the periodmdashand note the

number Select reports submitted on time for RMCPU awards selected Then proceed to calculate

the KPIs based on KPIs guidance explanation

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

KPIs Overview

References

bull AMS - Portfolio Analysis Report

bull Onenet ndash Core KPIs

bull Regional Multi-Country Programme awards are implemented by Nairobi and Pretoria offices

bull The overall KPIs results for ESARO however are calculated to combine EARO and RMCPU awards

bull To calculate the RMCPU KPIs one manually drills the RMCPU awards and calculate individual performance based on KPI guidance

KPIs Calculation ProcessExplanationOn Time Reporting to Member

Includes award reports in current month as per the lsquodate due to Memberrsquo field in AMS Only Lead

Implementing Office is considered (not including where CO is Other Implementing Office

Numerator Total of reports submitted to member on time in the period Denominator Total

of reports to member to be submitted for the period

Quality of Donor Reporting Numerator of reporting schedules with a lsquodate submitted to donorrsquo in the reporting period (Types of reports included in list below) that have been given a Member effort rating of lsquoMinorrsquo Denominator of all reporting schedules with a lsquodate submitted to donorrsquo in the reporting period Ratings are

triggered when the lsquodate submitted to donorrsquo is entered in AMS

FS or PAL in place within 14 days of Award Start Date Numerator Sum of total award amount to

implementing office for all awards activated in the period where Date 1st made active is within 14 days of

award start date Denominator Sum of total award amount to implementing office for all awards activated in the period PALs are taken in to consideration if they were signed within the timeframe (above) and cover the

full period until the FS is signed

Awards Closed Out on Time Looks at value (USD) of awards that are closed by the target close out date as a percentage of all awards close during the month Target

close out date is 90 days after the date of the final report to the donor or 180 days after the award end date if there

is no final report Numerator Sum of Total Award Amount to Implementing Office of all awards that should close in the period that are closed on or before the target

close out date Denominator Sum of Total Award Amount to Implementing Office of all awards that should

close in the period

How To Extract RMCPU KPIs fro ESARO

KPIs

Run KPIs Report on onenet

Use any Dashboard to select parameters for Year-2016 Region

ESARO CO-ESARO

All KPIs will show from January to October with all the Quarterly Cumulative

Linking to Individual awards contributing to the KPIs performance

Click the individual KPI performance to link to award detail (Quarterly

Cumulative)

Extract the awards details to sort the RMCPU award by lead implementing personprogramme

location

Calculating RMCPU KPIs Performance

Sort only RMCPU awards by drilling down based on the parameters of lead implementing person or Cost

centre

Exa KPI on on time reporting to member take all RMCPU reports due for the periodmdashand note the

number Select reports submitted on time for RMCPU awards selected Then proceed to calculate

the KPIs based on KPIs guidance explanation

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

KPIs Calculation ProcessExplanationOn Time Reporting to Member

Includes award reports in current month as per the lsquodate due to Memberrsquo field in AMS Only Lead

Implementing Office is considered (not including where CO is Other Implementing Office

Numerator Total of reports submitted to member on time in the period Denominator Total

of reports to member to be submitted for the period

Quality of Donor Reporting Numerator of reporting schedules with a lsquodate submitted to donorrsquo in the reporting period (Types of reports included in list below) that have been given a Member effort rating of lsquoMinorrsquo Denominator of all reporting schedules with a lsquodate submitted to donorrsquo in the reporting period Ratings are

triggered when the lsquodate submitted to donorrsquo is entered in AMS

FS or PAL in place within 14 days of Award Start Date Numerator Sum of total award amount to

implementing office for all awards activated in the period where Date 1st made active is within 14 days of

award start date Denominator Sum of total award amount to implementing office for all awards activated in the period PALs are taken in to consideration if they were signed within the timeframe (above) and cover the

full period until the FS is signed

Awards Closed Out on Time Looks at value (USD) of awards that are closed by the target close out date as a percentage of all awards close during the month Target

close out date is 90 days after the date of the final report to the donor or 180 days after the award end date if there

is no final report Numerator Sum of Total Award Amount to Implementing Office of all awards that should close in the period that are closed on or before the target

close out date Denominator Sum of Total Award Amount to Implementing Office of all awards that should

close in the period

How To Extract RMCPU KPIs fro ESARO

KPIs

Run KPIs Report on onenet

Use any Dashboard to select parameters for Year-2016 Region

ESARO CO-ESARO

All KPIs will show from January to October with all the Quarterly Cumulative

Linking to Individual awards contributing to the KPIs performance

Click the individual KPI performance to link to award detail (Quarterly

Cumulative)

Extract the awards details to sort the RMCPU award by lead implementing personprogramme

location

Calculating RMCPU KPIs Performance

Sort only RMCPU awards by drilling down based on the parameters of lead implementing person or Cost

centre

Exa KPI on on time reporting to member take all RMCPU reports due for the periodmdashand note the

number Select reports submitted on time for RMCPU awards selected Then proceed to calculate

the KPIs based on KPIs guidance explanation

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

How To Extract RMCPU KPIs fro ESARO

KPIs

Run KPIs Report on onenet

Use any Dashboard to select parameters for Year-2016 Region

ESARO CO-ESARO

All KPIs will show from January to October with all the Quarterly Cumulative

Linking to Individual awards contributing to the KPIs performance

Click the individual KPI performance to link to award detail (Quarterly

Cumulative)

Extract the awards details to sort the RMCPU award by lead implementing personprogramme

location

Calculating RMCPU KPIs Performance

Sort only RMCPU awards by drilling down based on the parameters of lead implementing person or Cost

centre

Exa KPI on on time reporting to member take all RMCPU reports due for the periodmdashand note the

number Select reports submitted on time for RMCPU awards selected Then proceed to calculate

the KPIs based on KPIs guidance explanation

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

Overall KPI Performance as at October

2016 KPIs for ES Africa RO Country in East and Southern Africa

Region

2016

Q1 2016 Q2 2016 Q3 2016 Q4 2016 Year

TotalJanuary February March Total April May June Total July August Septemb

er

Total October Total

Code KPI Indicators

KPI06 On-time reporting

(Member)

38 33 63 41 33 60 33 41 50 57 0 39 71 71 46

KPI07 Quality of reporting 0 20 17 40 89 50 69 0 100 100 75 50 50 58

KPI08 FS or PAL in place within

14 days of Award Start

Date

18 18 52 100 56 100 85 100 100 100 92

KPI09 Awards closed out on time 0 57 22 44 0 0 13 3 100 0 5 10

KPI10 Funding Gap as of

Latest Budget

036 036 036 036 178 138 138 138 138 00 00 00 00 00 00

Code MI Indicators

MI06 On-time reporting (Donor) 8 43 0 20 40 75 25 54 25 0 50 31 54 54 40

MI07 Outstanding Reports to

Members

13 15 19 19 15 13 13 13 13 7 9 9 7 7 7

MI08 Awards Close-out Backlog 16 10 9 9 8 10 7 7 10 7 5 5 5 5 5

RMCPU Quarterly KPIs in 2016

Q1 Q2 Q3 Q4

age Unit age Unit age Unit age Unit

Quality of donor reporting 20 5 64 11 100 2 75 4

On time reporting to member 48 25 40 5 20 10 70 10

FS or PAL in Place withing 14days Not ranked 0 54 2 100 2Not Ranked 0

Awards closed out on time 0 1 4 4 0 3Not Ranked 0

RMCPU Contribution to ESARO KPIs

Q1 Q2 Q3 Q4

RMCPU ESARO RMCPU ESARO RMCPU ESARO RMCPU ESARO

Quality of donor reporting 20 17 64 69 100 75 75 50

On time reporting to member 48 41 40 41 20 39 70 71

FS or PAL in Place withing 14days Not ranked 18 54 56 100 100 Not Ranked 100

Awards closed out on time 0 44 4 3 0 5 Not Ranked Not Ranked

30

RMCPU Summary AM 2016 KPIs Trend

Comparison of KPIs

Key IssuesPain points

bull RMCPU Contribution to KPIs performance is indispensable and the outcome of best

performance depends on their active contribution

bull RMCPU Contributes to most awards in ESARO as compared to EARO programme specific

awards which majorly support staff and few which support PDQ hence EARO programme

awards have less reporting requirements as compared to RMCPU

bull Lower trends of RMCPU KPI performance results in lower trends in ESARO KPIs

bull Blockers to timely award close out from RMCPU and Member side MUST be jointly

identified and managed (outside of awards pending Audit receivable from donor and

response from donor of the final reports submitted

bull The cost of late FS activation to RMCPU should be assessed and the members concerned be

engaged too

bull Each number of award or report due counts equally in the reporting period Case scenario

RMCPU closeout in Q2 Vs number of awards

bull A KPI cannot be ranked if it has 0 awards in the reporting period

bull All KPIs updates are reflected after the hard close for that month hence even if 100 effort

is directed to KPIs after target dates it will not improve the KPIs after the hard close update

ESA Awards Offer to RMCPU

Portfolio Planning

Information sharing on donors funding likeminded initiatives within SCI

globally

Pipeline Monitoring

Portfolio analysis for senior management

Donor specific analysis based on what is available within AMS and FMS

Securing an Award Interpretation of the fundraising protocol

Management of SCI directly received funds

Development and Reviewing of proposal documents where need be

Guidance on match funding including engagement with members on the same

Guidance on systems specific issues from opportunity to close out stage

Review of Partner Agreements Member to Member Agreements (Where

Applicable)

Managing of Awards

Guidance on donor specific guidelines or policies vis a vis emerging issues during

implementation

Periodically monitoring the health of RMCPU awards portfolio

Partner reviews

Guidance on close out processes and engaging members on the same

People Gap filling Backstopping (where need be)

Supporting recruitment of awards staff and performance oversight (technically)

Cross country peer support (presently doing this for Uganda and Sudan)

Opportunities for secondments within the region and globally on awards

management

Linking up awards staff with donor specific trainings

RMCPU Contribution to ESARO KPIs

Q1 Q2 Q3 Q4

RMCPU ESARO RMCPU ESARO RMCPU ESARO RMCPU ESARO

Quality of donor reporting 20 17 64 69 100 75 75 50

On time reporting to member 48 41 40 41 20 39 70 71

FS or PAL in Place withing 14days Not ranked 18 54 56 100 100 Not Ranked 100

Awards closed out on time 0 44 4 3 0 5 Not Ranked Not Ranked

30

RMCPU Summary AM 2016 KPIs Trend

Comparison of KPIs

Key IssuesPain points

bull RMCPU Contribution to KPIs performance is indispensable and the outcome of best

performance depends on their active contribution

bull RMCPU Contributes to most awards in ESARO as compared to EARO programme specific

awards which majorly support staff and few which support PDQ hence EARO programme

awards have less reporting requirements as compared to RMCPU

bull Lower trends of RMCPU KPI performance results in lower trends in ESARO KPIs

bull Blockers to timely award close out from RMCPU and Member side MUST be jointly

identified and managed (outside of awards pending Audit receivable from donor and

response from donor of the final reports submitted

bull The cost of late FS activation to RMCPU should be assessed and the members concerned be

engaged too

bull Each number of award or report due counts equally in the reporting period Case scenario

RMCPU closeout in Q2 Vs number of awards

bull A KPI cannot be ranked if it has 0 awards in the reporting period

bull All KPIs updates are reflected after the hard close for that month hence even if 100 effort

is directed to KPIs after target dates it will not improve the KPIs after the hard close update

ESA Awards Offer to RMCPU

Portfolio Planning

Information sharing on donors funding likeminded initiatives within SCI

globally

Pipeline Monitoring

Portfolio analysis for senior management

Donor specific analysis based on what is available within AMS and FMS

Securing an Award Interpretation of the fundraising protocol

Management of SCI directly received funds

Development and Reviewing of proposal documents where need be

Guidance on match funding including engagement with members on the same

Guidance on systems specific issues from opportunity to close out stage

Review of Partner Agreements Member to Member Agreements (Where

Applicable)

Managing of Awards

Guidance on donor specific guidelines or policies vis a vis emerging issues during

implementation

Periodically monitoring the health of RMCPU awards portfolio

Partner reviews

Guidance on close out processes and engaging members on the same

People Gap filling Backstopping (where need be)

Supporting recruitment of awards staff and performance oversight (technically)

Cross country peer support (presently doing this for Uganda and Sudan)

Opportunities for secondments within the region and globally on awards

management

Linking up awards staff with donor specific trainings

30

RMCPU Summary AM 2016 KPIs Trend

Comparison of KPIs

Key IssuesPain points

bull RMCPU Contribution to KPIs performance is indispensable and the outcome of best

performance depends on their active contribution

bull RMCPU Contributes to most awards in ESARO as compared to EARO programme specific

awards which majorly support staff and few which support PDQ hence EARO programme

awards have less reporting requirements as compared to RMCPU

bull Lower trends of RMCPU KPI performance results in lower trends in ESARO KPIs

bull Blockers to timely award close out from RMCPU and Member side MUST be jointly

identified and managed (outside of awards pending Audit receivable from donor and

response from donor of the final reports submitted

bull The cost of late FS activation to RMCPU should be assessed and the members concerned be

engaged too

bull Each number of award or report due counts equally in the reporting period Case scenario

RMCPU closeout in Q2 Vs number of awards

bull A KPI cannot be ranked if it has 0 awards in the reporting period

bull All KPIs updates are reflected after the hard close for that month hence even if 100 effort

is directed to KPIs after target dates it will not improve the KPIs after the hard close update

ESA Awards Offer to RMCPU

Portfolio Planning

Information sharing on donors funding likeminded initiatives within SCI

globally

Pipeline Monitoring

Portfolio analysis for senior management

Donor specific analysis based on what is available within AMS and FMS

Securing an Award Interpretation of the fundraising protocol

Management of SCI directly received funds

Development and Reviewing of proposal documents where need be

Guidance on match funding including engagement with members on the same

Guidance on systems specific issues from opportunity to close out stage

Review of Partner Agreements Member to Member Agreements (Where

Applicable)

Managing of Awards

Guidance on donor specific guidelines or policies vis a vis emerging issues during

implementation

Periodically monitoring the health of RMCPU awards portfolio

Partner reviews

Guidance on close out processes and engaging members on the same

People Gap filling Backstopping (where need be)

Supporting recruitment of awards staff and performance oversight (technically)

Cross country peer support (presently doing this for Uganda and Sudan)

Opportunities for secondments within the region and globally on awards

management

Linking up awards staff with donor specific trainings

Comparison of KPIs

Key IssuesPain points

bull RMCPU Contribution to KPIs performance is indispensable and the outcome of best

performance depends on their active contribution

bull RMCPU Contributes to most awards in ESARO as compared to EARO programme specific

awards which majorly support staff and few which support PDQ hence EARO programme

awards have less reporting requirements as compared to RMCPU

bull Lower trends of RMCPU KPI performance results in lower trends in ESARO KPIs

bull Blockers to timely award close out from RMCPU and Member side MUST be jointly

identified and managed (outside of awards pending Audit receivable from donor and

response from donor of the final reports submitted

bull The cost of late FS activation to RMCPU should be assessed and the members concerned be

engaged too

bull Each number of award or report due counts equally in the reporting period Case scenario

RMCPU closeout in Q2 Vs number of awards

bull A KPI cannot be ranked if it has 0 awards in the reporting period

bull All KPIs updates are reflected after the hard close for that month hence even if 100 effort

is directed to KPIs after target dates it will not improve the KPIs after the hard close update

ESA Awards Offer to RMCPU

Portfolio Planning

Information sharing on donors funding likeminded initiatives within SCI

globally

Pipeline Monitoring

Portfolio analysis for senior management

Donor specific analysis based on what is available within AMS and FMS

Securing an Award Interpretation of the fundraising protocol

Management of SCI directly received funds

Development and Reviewing of proposal documents where need be

Guidance on match funding including engagement with members on the same

Guidance on systems specific issues from opportunity to close out stage

Review of Partner Agreements Member to Member Agreements (Where

Applicable)

Managing of Awards

Guidance on donor specific guidelines or policies vis a vis emerging issues during

implementation

Periodically monitoring the health of RMCPU awards portfolio

Partner reviews

Guidance on close out processes and engaging members on the same

People Gap filling Backstopping (where need be)

Supporting recruitment of awards staff and performance oversight (technically)

Cross country peer support (presently doing this for Uganda and Sudan)

Opportunities for secondments within the region and globally on awards

management

Linking up awards staff with donor specific trainings

Key IssuesPain points

bull RMCPU Contribution to KPIs performance is indispensable and the outcome of best

performance depends on their active contribution

bull RMCPU Contributes to most awards in ESARO as compared to EARO programme specific

awards which majorly support staff and few which support PDQ hence EARO programme

awards have less reporting requirements as compared to RMCPU

bull Lower trends of RMCPU KPI performance results in lower trends in ESARO KPIs

bull Blockers to timely award close out from RMCPU and Member side MUST be jointly

identified and managed (outside of awards pending Audit receivable from donor and

response from donor of the final reports submitted

bull The cost of late FS activation to RMCPU should be assessed and the members concerned be

engaged too

bull Each number of award or report due counts equally in the reporting period Case scenario

RMCPU closeout in Q2 Vs number of awards

bull A KPI cannot be ranked if it has 0 awards in the reporting period

bull All KPIs updates are reflected after the hard close for that month hence even if 100 effort

is directed to KPIs after target dates it will not improve the KPIs after the hard close update

ESA Awards Offer to RMCPU

Portfolio Planning

Information sharing on donors funding likeminded initiatives within SCI

globally

Pipeline Monitoring

Portfolio analysis for senior management

Donor specific analysis based on what is available within AMS and FMS

Securing an Award Interpretation of the fundraising protocol

Management of SCI directly received funds

Development and Reviewing of proposal documents where need be

Guidance on match funding including engagement with members on the same

Guidance on systems specific issues from opportunity to close out stage

Review of Partner Agreements Member to Member Agreements (Where

Applicable)

Managing of Awards

Guidance on donor specific guidelines or policies vis a vis emerging issues during

implementation

Periodically monitoring the health of RMCPU awards portfolio

Partner reviews

Guidance on close out processes and engaging members on the same

People Gap filling Backstopping (where need be)

Supporting recruitment of awards staff and performance oversight (technically)

Cross country peer support (presently doing this for Uganda and Sudan)

Opportunities for secondments within the region and globally on awards

management

Linking up awards staff with donor specific trainings

ESA Awards Offer to RMCPU

Portfolio Planning

Information sharing on donors funding likeminded initiatives within SCI

globally

Pipeline Monitoring

Portfolio analysis for senior management

Donor specific analysis based on what is available within AMS and FMS

Securing an Award Interpretation of the fundraising protocol

Management of SCI directly received funds

Development and Reviewing of proposal documents where need be

Guidance on match funding including engagement with members on the same

Guidance on systems specific issues from opportunity to close out stage

Review of Partner Agreements Member to Member Agreements (Where

Applicable)

Managing of Awards

Guidance on donor specific guidelines or policies vis a vis emerging issues during

implementation

Periodically monitoring the health of RMCPU awards portfolio

Partner reviews

Guidance on close out processes and engaging members on the same

People Gap filling Backstopping (where need be)

Supporting recruitment of awards staff and performance oversight (technically)

Cross country peer support (presently doing this for Uganda and Sudan)

Opportunities for secondments within the region and globally on awards

management

Linking up awards staff with donor specific trainings