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REPORT

Project: “Capacity Building for the ASEAN Inter-Parliamentary Assembly (AIPA)": Consultancy on the Development of AIPA Communication Master Plan and its Strategies

Activity:Workshop on the First Draft of AIPA Communication Master Plan and Corporate Design

Venue: The Hermitage Hotel Jakarta, 21-22 November 2016

GIZ Project No.: 15.9065.2-001.00

Report prepared by: Kevin Foo, Hill+Knowlton Strategies

Date: 10 December 2016

"Capacity Development for AIPA, Phase 2 (2016-2018)"

Report on Project No.: 15.9065.2-001.00

ContentsList of abbreviations..................................................................................................................3

Executive Summary...................................................................................................................4

1. Introduction........................................................................................................................6

2. Framework of the workshop.............................................................................................72.1 Target of the initiative.....................................................................................................................7

2.2. Methodology...................................................................................................................................7

2.3 Workshop objectives.......................................................................................................................8

2.4 Target participants..........................................................................................................................8

3. Workshop on the First Draft of AIPA Communication Master Plan and Corporate Design..........................................................................................................................................8

4. Workshop on the First Draft of AIPA Communication Master Plan and Corporate Design..........................................................................................................................................94.1 The participants...............................................................................................................................9

4.2 Achievement of objectives...........................................................................................................11

4.2 Follow up........................................................................................................................................11

4.3 Other issues raised by participants.............................................................................................12

5. Conclusion and recommendations................................................................................12

Annexes.....................................................................................................................................13Annex 1:Terms of Reference.............................................................................................................14

Annex 2: Workshop programme........................................................................................................22

Annex 3: PowerPoint presentation on the AIPA Communication Master Plan............................29

Annex 4: List of participants...............................................................................................................57

Annex 5: Group outputs......................................................................................................................60

Annex 6: Consolidated participant evaluation..................................................................................61



List of abbreviations

AEC ASEAN Economic CommunityAIPA ASEAN Inter-Parliamentary Assembly

AMP ASEAN Member Parliament

AMS ASEAN Member State

APCMP AIPA Communication Master Plan

ASEAN Association of South East Asian Nations

GIZ Deutsche Gesellschaft für Internationale Zusammenarbeit GmbH.

HCD Human Capacity DevelopmentMPs Members of Parliament



Executive Summary

Member parliaments of ASEAN Inter-Parliamentary Assembly (AIPA) play a very important role in disseminating information, knowledge and other messages to their target audiences, particularly its objectives, organizational structures, main activities, as well as its ongoing contributions to ASEAN’s integration process. As the key representative of the people of ASEAN, AIPA plays an important role in facilitating the implementation of regional integration and achievement of the overall vision and goals of ASEAN. Members of ASEAN Inter-Parliamentary Assembly recognized the need develop a Communication Master Plan to enhance public awareness of AIPA’s role and purpose. The Master Plan would provide a comprehensive and coherent guide to AIPA national secretariats to disseminate information, knowledge and other messages, and also engage their target audiences on AIPA as a regional inter-parliamentary organization of South East Asia, particularly its objectives, organizational structures, main activities, as well as its ongoing contributions to ASEAN’s integration process.

The target participants of this workshop are the legislators, or barring their availability, senior managers and administrators of AIPA member parliaments (with a focus on AIPA national secretariats), who are directly involved in planning and implementation of all communication activities in their respective parliaments. It was expected that the same people would be committed to the entire 12 month duration of the project to ensure continuity in the management of the approval process for each AIPA national secretariat.

The ‘Workshop on the First Draft of AIPA Communication Master Plan and Corporate Design’ served as a project kickoff for the participants and the objectives were:

By the end of the workshop the participants will have: Understood the objectives of the AIPA Communication Master Plan Reached a consensus on the framework and sections in the first draft of the

AIPA Communication Master Plan. Contributed in providing relevant feedback for the revision of the first draft

of the AIPA Communication Master Plan.

According to the planned programme, the Secretary General of AIPA provided his vision for the new direction for AIPA, the opportunity offered by AIPA’s 40 th anniversary in 2017, and the significance of the Development of AIPA Communication Master Plan and its Strategies project to enhancing public awareness of AIPA moving forward. The GIZ Technical Assistance Advisor then provided an overview of the Development of AIPA Communication Master Plan and its Strategies, before introducing the external project consultants, Hill+Knowlton. This was followed by Hill+Knowlton presenting the agenda for Day 1 and Day 2 of the workshop, which would cover all of the sections in the



draft AIPA Communication Master Plan, and also include brainstorm and groupwork exercises. The entire workshop was designed to be interactive and fluid, open to questions and discussions, and the sharing of ideas and views, which motivated participants to contribute instead of just listening passively.

Participants often also found that they shared a common point of view, especially when it came to acknowledging the persistent gaps in communication and awareness about AIPA. A case in point would be the near unanimous suggestion to change the proposed key message of “Your AIPA, Our ASEAN” to “Our AIPA, Our ASEAN”. The first version was perceived by almost all participants as sending a divisive message and appearing to demarcate between “yours” and “mine” or “ours”. The second iteration was proposed to communicate the all-inclusive nature and sense of belonging to AIPA, and establish a connection to the target audience.

Finally, an overview of the ASEAN Communication Master Plan including key challenges and learnings experienced during the implementation process was also shared with participants by the Assistant Director, Community Relation Division, ASEAN Secretariat. This provided practical implementation examples and also illustrated the need for a comprehensive and detailed plan in order to achieve effective results.

The level of engagement was very high, and the participants clearly gained a great deal during the actual workshop sessions and from their interaction at the breakfast, lunch, coffee breaks and group dinners. It was hoped that this small group engagement would contribute to good relationships and help to build the peer network across the parliaments. The assessment of how well the objectives were achieved, based on the participants’ evaluation.

• I understood the objectives of the AIPA Communication Master Plan: There was strong agreement from the participants that this objective had been achieved.

• I believed that participants of the workshop reached a consensus on the framework and sections in the first draft of the AIPA Communication Master Plan: There was strong agreement from the participants that this objective had been achieved.

• I contributed in providing relevant feedback for the revision of the first draft of the AIPA Communication Master Plan: There was a high level of agreement among the participants that this objective had been achieved.

With the workshop acting as the project kickoff, participants were provided with the draft AIPA Communication Master Plan and the ASEAN Communication Master Plan as reference materials. They were informed that the consultant would incorporate all of their feedback and insights to deliver a revised draft of the AIPA Communication Master Plan that they could then share with their AIPA national secretariat and legislators. They were also advised to contact the Technical



Assistance Advisor of the GIZ project, and the consultant, at any time if they had any questions, concerns, ideas and suggestions. The participants were also encouraged to keep in touch with each for mutual support and exchange of ideas as they began the feedback process for the AIPA Communication Master Plan. The programme and content were delivered as planned and the workshop came to a satisfactory conclusion with extensive feedback and insights obtained for the revision of the plan.

Given the positive evaluation from participants, this workshop may be judged a success. However, keeping in mind the long duration of this project, and the level of understanding and commitment required, the real success can only be judged in terms of the progress achieved in obtaining honest and detailed feedback about the AIPA Communication Masterplan from each ASEAN member parliament. It is not possible to assess at this point in time if participants have received the level of understanding, knowledge and confidence required to be an effective advocate of the plan.

This single workshop represents a positive and productive start, but also is just the first step towards the eventual goal of a comprehensive and coherent communication plan that has been approved to be presented for adoption at the 38th AIPA General Assembly. It is crucial to keep the participants motivated and inspired, and provide them with all of the content, materials and tools needed to revise and rework the plan, in order to achieve approval by all ten ASEAN member parliaments by the official deadline. These initiatives are made even more significant by the possibility of AIPA stakeholders deciding to accelerate the feedback and approval process in order to finalize the plan in time for AIPA’s 40 th anniversary in 2017.

1. Introduction

Member parliaments of ASEAN Inter-Parliamentary Assembly (AIPA) play a very important role in disseminating information, knowledge and other messages to their target audiences, particularly its objectives, organizational structures, main activities, as well as its ongoing contributions to ASEAN’s integration process. As the key representative of the people of ASEAN, AIPA plays an important role in facilitating the implementation of regional integration and achievement of the overall vision and goals of ASEAN. Members of ASEAN Inter-Parliamentary Assembly recognized the need develop a Communication Master Plan to enhance public awareness of AIPA’s role and purpose. The Master Plan would provide a comprehensive and coherent guide to AIPA national secretariats to disseminate information, knowledge and other messages, and also engage their target audiences on AIPA as a regional inter-parliamentary organization of South East Asia, particularly its objectives, organizational structures, main activities, as well as its ongoing contributions to ASEAN’s integration process.

This plan has to address certain key considerations. First, it will be necessary to



establish a common understanding as to what actually constitutes AIPA’s main “services” and “contributions” in the wider scheme of ASEAN’s integration. Second, it will be pivotal to identify the different “audiences” that are on the receiving end of AIPA’s communication efforts. Accordingly, the adjustment to different audiences implies a distinct approach in respect to communication channels and information contents. This will require prior analyses and liaising efforts with key representatives of these different audiences. Third, AIPA’s Communication Master Plan should be devised in ways that key elements are consistent with (or at least not contradictory to) ASEAN’s Communication Master Plan. By drawing up a communication roadmap that indicates a high level of compatibility and complementary with its ASEAN equivalent, this effort will pave the ground for an integration of AIPA-ASEAN relations.

The attainment of the objectives of this project are expected to contribute to achieve the following outcome, namely:

“As of end of 2017 onwards, AIPA follows an adopted (by AIPA General Assembly 2017) 'AIPA Communication Master Plan'”.

2. Framework of the workshop

2.1 Target of the initiativeThe initiative was conceived as an introduction to the Development of AIPA Communication Master Plan (APCMP) and its Strategies Project, which is scheduled to take place from September 2016 to September 2017 (see Annex 1 for full details in the Terms of Reference). Due to the long duration and significance of the project and the expected outcome, this workshop is designed to provide a platform to introduce and facilitate discussion of the first draft of the AIPA Communication Master Plan. It is also designed to provide participants with a better understanding of the rationale and need for the APCMP, and more details about the development and eventual execution of the APCMP, in order to conduct advocacy for the AIPA Communication Master Plan in their AIPA national secretariat and ASEAN member parliament. The target outcome for this workshop is:

At the end of this workshop, the participants would fully understand the rationale and need for the APCMP, and how it was developed. They would also be familiar enough with the different elements of the APCMP in order to become advocates responsible for conveying the rationale and objectives of the Master Plan. They would also be equipped with the knowledge of how to obtain feedback for the APCMP from the relevant decision makers in their national assemblies and eventually gain approval for the APCMP from their national assemblies.

2.2. MethodologyThe conceptual design of the initiative was to equip the participants with the necessary understanding of the objectives, development and execution process



of the AIPA Communication Master Plan. Utilising a face-to-face format for the workshop, which is also the de facto project kickoff, would have the dual effect of establishing strong relationships right from the start, while offering a platform for participants to voice concerns, share ideas and engage in earnest dialogue. AIPA Secretariat, GIZ and Hill+Knowlton would be able to learn of, understand and devise solutions to address key concerns and issues. Hill+Knowlton would also be able to collate and utilize relevant feedback and insights received during the workshop to enhance the appeal of the draft AIPA Communication Master Plan to ASEAN member parliaments. Finally, the intention was to provide participants with the knowledge of their contributions to the development of AIPA Communication Master Plan and give them the necessary confidence to advocate for the plan to their ASEAN member parliament.

2.3 Workshop objectivesThis ‘Workshop on the First Draft of AIPA Communication Master Plan and Corporate Design’, is designed as a kickoff to the AIPA Communication Master Plan project, with the specific objectives that at the end of the workshop, participants shall have achieved the following:

2.3.1 Understood the objectives of the AIPA Communication Master Plan2.3.2 Reached a consensus on the framework and sections in the first draft of the AIPA Communication Master Plan. 2.3.3 Contributed in providing relevant feedback for the revision of the first draft of the AIPA Communication Master Plan.

2.4 Target participantsThe target participants of this workshop are the legislators, or barring their availability, senior managers and administrators of AIPA member parliaments (with a focus on AIPA national secretariats), who are directly involved in planning and implementation of all communication activities in their respective parliaments. It was expected that those nominated to participate in the initiative would have direct supervision of staff and officers supporting members of parliament (MPs) and, and play an active or leading role in the creation and execution of communication strategies. It was also expected that the same people would be committed to the entire 12 month duration of the project. This is to ensure that the APCMP undergoes the most comprehensive and detailed review possible, and also ensure continuity in the management of the approval process for each AIPA national secretariat.

3. Workshop on the First Draft of AIPA Communication Master Plan and Corporate Design

Hill+Knowlton Strategies prepared the first draft of the AIPA Communication Master Plan, ready for presentation and feedback at the workshop. (See Annex 2 for the workshop programme.) The presentation included:

Introduction of the APCMP capacity building project



o Expected outcomeso Roles and responsibilities o Timelineo Research Phase

Structure and sections of the APCMPo The Evolution of AIPA o AIPA’s Vision and Purpose o AIPA’s Audiences o AIPA’s Key Messages o AIPA-ASEAN Cooperation o Communications Strategy o Communication Tacticso Timeline and Key Dates o Assessing the Effectiveness of the Communication Masterplan

(See Annex 3 for the PowerPoint presentation.)

4. Workshop on the First Draft of AIPA Communication Master Plan and Corporate Design

4.1 The participantsAlthough only two legislators (one from Lao PDR and one from Myanmar) were able to participate in this workshop, most of the participants are long-time national AIPA secretariat staff members and many have in-depth personal experience and expertise working on AIPA matters. Most of the AIPA Secretariat staff were also on hand to observe, contribute and participate. All of this will help to streamline the overall feedback and approval process for the AIPA Communication Master Plan.

As with the previous workshops, the level of engagement was very high, and all participants were knowledgeable and supportive of AIPA. They also showed a high level of interest and were effusive in their interactions with the facilitators and each other. This was demonstrated by the extensive sharing of experiences and insights about AIPA, and in the detailed feedback and questions about the AIPA Communication Master Plan project. There was good rapport between the facilitators, participants and Secretariat staff, and most of the participants expressed firm views to institutionalize a framework for communication and feedback.

H.E. Hon. Isra Sunthornvut, Secretary General of AIPA, made the opening and closing remarks, and highlighted the importance of this project, which takes place during the 40th year of AIPA’s founding, offering an opportunity to revitalize the vision and purpose of AIPA. As a demonstration of this importance, Mr Sunthornvut attended all three days of the workshop and actively participated in many of the sessions. Mr. Timo Goosmann, First Secretary ASEAN Affairs,



German Embassy, Jakarta, who spoke after Mr Sunthornvut’s opening remarks, further reinforced the significance of this project, and the expected benefits to AIPA.

Mr. Bernardo R. Agawin, Jr.,Technical Assistance Coordinator/Regional Adviser, GIZ Capacity Development for AIPA Project, then provided a broad overview of the objectives and expected process for the development and delivery of the AIPA Communication Master Plan before introducing Mr. Vivian Lines, Global Vice Chairman, Chairman Asia Pacific, and Mr. Kevin Foo, Director, from Hill+KnowIton Strategies, the external consultants appointed to develop the AIPA Communication Master Plan and manage the AIPA Communication Master Plan project. The effectiveness of the workshop had been enhanced with the added benefit of Hill+Knowlton’s experience with the ASEAN Communication Master Plan. Mr. Lines had managed the ASEAN Communication Master Plan from first draft to approval stage while Mr. Foo had developed the social media framework for the ASEAN Communication Master Plan.

Guest speaker, Mr. Romeo Jr. Abad Arca, Assistant Director, Community Relation Division, ASEAN Secretariat, provided an overview of the development of the ASEAN Communication Master Plan, and also shared the key challenges and learnings with the participants. Mr. Arca also fielded the numerous questions about the ASEAN Communication Master Plan from the participants, together with Mr. Lines, and Mr. Foo.

Finally, Ms. Mira Fitria Viennita Zakaria, Communication & PR Manager, GIZ Office Indonesia, attended the second and third days of the workshop while the AIPA Secretariat not only participated in the workshop, but also provided valuable assistance with the workshop logistics to Mr. Agawin and excellent support to the participants and the facilitators.

Country Participants

Brunei Darussalam X

Cambodia 3 participants

Indonesia 3 participants

Laos 3 participants

Malaysia X

Myanmar 3 participants

The Philippines 2 participants

Singapore 1 participant



Thailand 2 participants

Vietnam 2 participants

AIPA Secretariat 9 participants

(See Annex 4 for the attendance list for this workshop.)

4.2 Achievement of objectives4.1.1 Understood the objectives of the AIPA Communication Master Plan:

There was strong agreement among the participants that this objective has been achieved as many of them recognized the need to enhance awareness of AIPA among its target audiences

4.1.2 Reached a consensus on the framework and sections in the first draft of the AIPA Communication Master Plan: the structure and sections of the first draft of the AIPA Communication Master Plan had been presented as the main focus for this workshop. (See Annex 3 for the presentation.) The interactive nature of the workshop allowed participants to contribute ideas, insights, and useful feedback for tightening and fine-tuning the structure. Participants often also found that they shared a common point of view, especially when it came to acknowledging the persistent gaps in communication and awareness about AIPA. The prime example would be the near unanimous suggestion to change the proposed key message of “Your AIPA, Our ASEAN” to “Our AIPA, Our ASEAN”. The first version was perceived by almost all participants as sending a divisive message and appearing to demarcate between “yours” and “mine” or “ours”. The second iteration was proposed to communicate the all-inclusive nature and sense of belonging to AIPA, and establish a connection to the target audience. There was strong agreement from the participants that this objective had been achieved.

4.1.3 Contributed in providing relevant feedback for the revision of the first draft of the AIPA Communication Master Plan: The entire workshop had been designed to be interactive and fluid, open to questions and discussions, and the sharing of ideas and views, which motivated participants to contribute instead of just listening passively. The final outputs about key learning points were relevant and useful. (See Annex 5 for the group outputs.) There was also a high level of agreement among the participants that this objective has been achieved.

4.2 Follow upWith the workshop acting as the project kickoff, participants were provided with the draft AIPA Communication Master Plan and the ASEAN Communication Master Plan as reference materials. They were informed that the consultant would incorporate all of their feedback and insights to deliver a revised draft of the AIPA Communication Master Plan that they could then share with their AIPA national secretariat and legislators. They were also advised to contact the Technical Assistance Advisor of the GIZ project, and the consultant, at any time if they had



any questions, concerns, ideas and suggestions. The participants were also encouraged to keep in touch with each other for mutual support and exchange of ideas as they began the feedback process for the AIPA Communication Master Plan.

4.3 Other issues raised by participantsThe participants did not raise any substantive issues about the content of the workshop, or the process of delivery when completing their evaluation of the workshop. There was a common request for the workshop materials to be provided in advance, and for relevant resource materials. (See Annex 6 for the consolidated participant evaluation.)

5. Conclusion and recommendations

This workshop came to a satisfactory conclusion with participants having benefited from the programme and all content had been delivered as planned. Given the positive evaluation from participants, this workshop may be judged a success. However, keeping in mind the long duration of this project, and the level of understanding and commitment required, the real success can only be judged in terms of the progress achieved in obtaining honest and detailed feedback about the AIPA Communication Masterplan from each ASEAN member parliament. It is not possible to assess at this point in time if participants have received the level of understanding, knowledge and confidence required to be an effective advocate of the plan.

This single workshop represents a positive and productive start, but also is just the first step towards the eventual goal of a comprehensive and coherent communication plan that has been approved to be presented for adoption at the 38th AIPA General Assembly. The GIZ Technical Advisor and the consultant must establish a two-way communication channel and regularly engage the participants in order to maintain the momentum generated during the workshop. It is crucial to keep the participants motivated and inspired, and provide them with all of the content, materials and tools needed to revise and rework the plan, in order to achieve approval by all ten ASEAN member parliaments by the official deadline.

Participants must also continue to have the assurance that the GIZ Technical Advisor and the consultant are always ready to support them in the course of their work to achieve approval of the Master Plan. These initiatives are made even more significant by the possibility of AIPA stakeholders deciding to accelerate the feedback and approval process in order to finalize the plan in time for AIPA’s 40 th anniversary in 2017.



Annexes

Annex 1: Terms of Reference Annex 2: Workshop programmeAnnex 3: PowerPoint presentation on the AIPA Communication Master PlanAnnex 4: Attendance listAnnex 5: Group outputsAnnex 6: Consolidated participant evaluation



Annex 1:Terms of Reference

Terms of Reference

“Capacity Building for the ASEAN Inter-Parliamentary Assembly (AIPA)": Consultancy on the Development of AIPA Communication Master Plan and its

Strategies

I. Specification of Services

1. Preliminary Remarks

1.1 GIZ Profile

Broad-based expertise for sustainable developmentThe services delivered by the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH draw on a wealth of regional and technical expertise and tried and tested management know-how. As a federal enterprise, we support the German Government in achieving its objectives in the field of international cooperation for sustainable development. We are also engaged in international education work around the globe.

Tailored servicesWe offer demand-driven, tailor-made and effective services for sustainable development. To ensure the participation of all stakeholders, we apply a holistic approach based on the values and principles upheld in German society. This is how we facilitate change and empower people to take ownership of their own sustainable development processes. In doing this, we are always guided by the concept of sustainable development, and take account of political, economic, social and ecological factors. We support our partners at local, regional, national and international level in designing strategies and meeting their policy goals.

Developing solutionsGIZ operates in many fields: economic development and employment promotion; governance and democracy; security, reconstruction, peacebuilding and civil conflict transformation; food security, health and basic education; and environmental protection, resource conservation and climate change mitigation. We also support our partners with management and logistical services, and act as an intermediary, balancing diverse interests in sensitive contexts. In crises, we carry out refugee and emergency aid programmes. As part of our services, we also second development workers to partner countries.

Through programmes for integrated and returning experts, we place managers and specialist personnel in key positions in partner countries. We also promote networking and dialogue among actors in international cooperation. Capacity development for partner-country experts is a major component of our services, and



we offer our programme participants diverse opportunities to benefit from the contacts they have made. We also give young people a chance to gain professional experience around the world – exchange programmes for young professionals lay the foundations for successful careers in national and international markets.

Who we work forMost of our work is commissioned by the German Federal Ministry for Economic Cooperation and Development. GIZ also operates on behalf of other German ministries – including the Federal Foreign Office, the Federal Ministry for the Environment, Nature Conservation, Building and Nuclear Safety, the Federal Ministry of Defence, the Federal Ministry of Economic Affairs and Energy and the Federal Ministry of the Interior – as well as German states and municipalities, and public and private sector clients in Germany and abroad. These include the governments of other countries, European Union Institutions, such as the European Commission, the United Nations and the World Bank. We work closely with the private sector and promote synergies between the development and foreign trade sectors. Our considerable experience with networks in partner countries and in Germany is a key factor for successful international cooperation, not only in the business, research and cultural spheres, but also in civil society.

Global reach – the company at a glanceGIZ operates throughout Germany and in more than 130 countries worldwide. Our registered offices are in Bonn and Eschborn. We have 16,510 staff around the globe, almost 70 per cent of whom are employed locally as national personnel. There are also 869 development workers currently carrying out assignments for GIZ. In addition, CIM – which is jointly run by GIZ and the German Federal Employment Agency – places experts with local employers. At the end of 2013, GIZ had concluded subsidy agreements with 545 integrated experts, while 439 returning experts were receiving financial support and advice.

In 2014, GIZ business volume exceeded two billion euros (2 Billion EUR).

1.2 Project FrameworkIn 2012 the Federal Foreign Office of the Federal Republic of Germany and the ASEAN Inter-Parliamentary Assembly (AIPA) have signed a cooperation agreement to strengthen the parliamentary normative and control functions of member parliaments of AIPA and to support ASEAN to achieve its goal of establishing the ASEAN Community by 2015.

The ASEAN Inter-Parliamentary Assembly (AIPA) and Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) agreed on the joint implementation of the project "Capacity Development for the ASEAN Inter-Parliamentary Assembly (AIPA)" commissioned by the Federal Foreign Office of the Federal Republic of Germany. The project implemented its Phase I for the period 2014-2015 and pursued a three-pronged capacity development strategy: i) Support to AIPA institutional reform



processes; ii) Advanced training measures for parliamentarians/ staff of relevant AIPA Committees, of the AIPA-Secretariat as well as of the National AIPA-Secretariats; and iii) Support to enhanced AIPA Information and Communication Management (AIPA Intranet, Awareness building).

After Phase 1 of the project ended in Feb. 2016, the Federal Republic of Germany and the ASEAN Inter-Parliamentary Assembly (AIPA) jointly agreed to extend the project for two more years ending February 29, 2018 which is termed hereinafter as Phase II. The summary of the project objectives, components and activities is described below:

Project Title: Capacity Development for the ASEAN Inter-Parliamentary Assembly (AIPA) - Phase II (03/2016 - 02/2018)Project Objective: The parliamentary normative and control functions of ASEAN Member States (AMS) are strengthened

Component 1AIPA Inter-parliamentary Knowledge Management (AIPA InterKnowledge)

Component 2Human Capacity

Development

Component 3Communication and

Outreach

Objective Objective ObjectiveKey elements of the 'AIPA InterKnowledge' have been defined, documented and practiced

Selected AIPA Parliamentarians & staff members are trained in specialized skills

AIPA Communication strategy and branding contribute effectively to AIPA communication and outreach

Activities Activities Activities1. AIPA Intranet: Roll out to AMPs - Content Management and policy2. AIPA Intranet: Technical review and expansion

1. Workshop Series on Human Capacity Development Framework2. Workshop Series on Networking and Outreach with Civil Society Organizations

1. AIPA Communication Master Plan2. Branding AIPA: AIPA Corporate Design 3. AIPA - ASEAN Retreat: Working towards an enhanced partnership

2.0 Rationale and Key Considerations

As the implementation of ASEAN integration is now on its full swing, member parliaments of ASEAN Inter-Parliamentary Assembly (AIPA), being the parliamentary arm of their governments, play a key role in aligning and harmonizing their policies for the ASEAN integration. Parallel with these efforts, member parliaments of ASEAN Inter-Parliamentary Assembly (AIPA) also play very important role in disseminating information, knowledge and other messages to their



target audiences, particularly its objectives, organizational structures, main activities, as well as its ongoing contributions to ASEAN’s integration process.

The members of ASEAN Inter-Parliamentary Assembly already saw the need to enhance public awareness of ASEAN and AIPA when it passed a Resolution No. 13GA/92/Res-O-28 entitled “Resolution on Enhancing Awareness of ASEAN and AIPO Among the People in the Region” during the AIPO 13 th General Assembly held on September 21-26, 1992 in Jakarta, Indonesia. A similar resolution entitled “Resolution on Awareness Building Program” (Resolution No. RES. 34GA/2013/Org/09) was also passed by the members of AIPA during its 34 th

General Assembly held on September 17-23, 2013 in Bandar Seri Begawan, Brunei Darussalam. However, these resolutions have yet to be implemented because of a lack of comprehensive and coherent communication plan to disseminate messages to their target audiences.

On the other hand, ASEAN has published its ASEAN Communication Master Plan in October 2014. The plan provides the framework to communicate messages about the character, structure and overall vision of ASEAN and the ASEAN Community to key audiences including local communities of ASEAN Member States (AMS), women and children, youth, governments, businesses, Civil Society Organisations (CSOs), influencers, media and global audiences.

There is therefore a need for AIPA to develop its own Communication Master Plan to disseminate information, knowledge and other messages to their target audiences on AIPA as an inter-governmental organization, particularly its objectives, organizational structures, main activities, as well as its ongoing contributions to ASEAN’s integration process.

This plan has to address certain key considerations. First, it will be necessary to establish a common understanding as to what actually constitutes AIPA’s main “services” and “contributions” in the wider scheme of ASEAN’s integration. Second, it will be pivotal to identify the different “audiences” that are on the receiving end of AIPA’s communication efforts. Accordingly, the adjustment to different audiences implies a distinct approach in respect to communication channels and information contents. This will require prior analyses and liaising efforts with key representatives of these different audiences. Third, AIPA’s Communication Master Plan should be devised in ways that key elements are consistent with (or at least not contradictory to) ASEAN’s Communication Master Plan. By drawing up a communication roadmap that indicates a high level of compatibility and complementary with its ASEAN equivalent, this effort will pave the ground for an integration of AIPA-ASEAN relations.

3.0 Objectives the Terms of Reference (ToR)



This Terms of Reference aims to seek tenders to provide consultancy services in the development of AIPA Communication Master Plan (APCMP) and to provide most effective strategies for its implementation.

The attainment of the objectives of this ToR are expected to contribute to achieve the following indicators in Component 3 (Communication and Outreach) of the Project, namely:“1) As of end of 2017 onwards, AIPA follows an adopted (by AIPA General Assembly 2017) 'AIPA Communication Master Plan';”

4.0 Tasks, Timetable and Milestones

Place of the assignment: (1) Home Based (Singapore), (2) Jakarta, Indonesia, (3) Manila, PhilippinesDuration of the assignment: September 14, 2016 – October 31, 2017Language: English

Tasks(1)

Timetable(2)

Description of Output

(3)

Milestones/Deliverables

(4)

A. Research and Data Gathering

Research, Data Gathering and Consultations

Sep 14 – Oct 14, 2016

(Jakarta, Indonesia)

Data, Information and Knowledge will be gathered which shall serve as inputs in crafting the first draft of APCMP

Milestone 1: Draft Outline of APCMPMilestone 2: Methodology on Research and Data GatheringMilestone 3: Report on the results of research and data gathering activitiesMilestone 4: Draft Timeline of Activities and deliverables for the whole process of the



Tasks(1)

Timetable(2)


(3)


(4)

drafting the APCMP

Writing of the first draft of APCMP

Oct 17-Nov 18,

2016

Writing of the first draft based on the results on the results of research, data gathering and consultations

Milestone 5: First Draft of APCMP

B. Presentation to the Committee* – First Draft

Presentation of the first draft to the APCMP Committee

Nov 21-22, 2016

(Indonesia)

First draft will be presented to the Committee to gather feedback

Milestone 6: Report of comments and feedback from the Committee

C. Writing of the ACMP – Second Draft

Writing of the second draft of APCMP

Dec 5, 2016 –

March 31, 2017

First draft will be revised based on the feedback and other inputs from the Committee. This draft should include recommendation of strategies for its implementation.

Milestone 7: Second Draft of APCMPMilestone 8: Primer and Q&A about APCMP

D. Presentation to the Committee* – Second Draft

Presentation of the second draft to the APCMP Committee

April 3-4, 2017

(Jakarta or Other Venue)

Second draft will be presented to the Committee to gather feedback. This draft should include

Milestone 9: Report of comments and feedback from the Committee



Tasks(1)

Timetable(2)


(3)


(4)

recommendation of strategies for its implementation.

Communicating with the Committee on their feedback re the final form of the Second Draft of APCMP

April 7 – May 15,

2017

Second draft will be finalized upon further comments and feedback from the Committee.

Milestone 10: Finalized version of the Second Draft of APCMP ready for presentation to the 38th AIPA General Assembly

E. Presentation of the third draft to the 38th AIPA General Assembly

Presentation of the third draft to the 38th AIPA General Assembly for approval

2017(Venue: Manila,

Philippines. Exact

date to be announce

d later)

Revision of the second draft. Third draft will be presented to the 38th AIPA General Assembly for approval

Milestone 11: Report of comments and feedback of the Third draft from the 38th AIPA General Assembly

F. Writing of the Final Draft of APCMP

Writing of the Final draft of APCMP

Sept 18-22, 2017

Third draft will be revised into a final draft after feedback from the 38th AIPA General Assembly

Milestone 12: Final draft of APCMP

Writing of final report of Consultancy Work

Sept 25-26, 2017

Final Report of consultancy work is submitted.

Milestone 13: Final Report of Consultancy Work

*The APCMP Committee will be composed of combined representatives of



national secretariat and parliamentarians (MPs) from each AIPA member parliaments. This Committee will be organized by AIPA Secretariat and will be convened anytime if needed. The AIPA Secretariat and GIZ will also establish an electronic platform for efficient, effective and timely exchange of information and knowledge among the members of the Committee and the team of consultants.

5.0 Quality Assurance

All work completed and submitted must be of high standard and quality.

6.0 Interaction and Communication with Involved Parties

The Contractor shall be contracted by Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) and be primarily accountable to GIZ. All outputs and formal communication will be directed to GIZ. GIZ will apply quality controls and forward the outputs and formal communication to AIPA as applicable.

The Contractor shall work under the supervision of and close coordination with Regional Expert/Technical Assistance Coordinator, Bernardo Agawin, Jr. ([email protected]) The Contractor shall direct any informal communication, particularly urgent ad-hoc advisory, directly to AIPA and GIZ. In doing so, the workshop facilitator will keep GIZ closely informed about all matters of substance and/or with organizational or logistical implications.

7.0 Participation of Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ)

GIZ is commissioned by the Federal Foreign Office of the Federal Republic of Germany to develop and agree with AIPA on the overall Project design as well as the individual activities. The Project concept is based on GIZ capacity building methodology and GIZ manages the project according to its planning, monitoring and evaluation system.Specific tasks of GIZ within the framework of the activities described in these ToR are among others:

Selecting, contracting and monitoring the performance of the Expert; Quality control of outputs by the Expert; Correspondence with AIPA and joint coordination of implementation of

activities; Adjusting the Work Plan to new requirements occurring during

implementation, including due coordination with all involved actors; Financial management; Correspondence with German Embassies and reporting to the Federal

Foreign Office of the Federal Republic of Germany;

mailto:[email protected]



Logistical and organisational preparations for all events; Provision of venues for all events; Provision of flights, accommodation and meals for 'sponsored' participants. As a rule, the Expert(s) shall reside in same hotel as participants to a

specific event / workshop. GIZ will provide assistance with hotel room booking, if requested.

1. Place(s) of Assignment

Jakarta, Indonesia. Singapore and Manila, Philippines.

2. Reporting

Reporting to the Principal Advisor, Nicole Heppner and Bernardo Agawin, Jr. Detail deliverables as stipulated above in the Term of Reference.

Annex 2: Workshop programme

Program

Workshop on the First Draft of AIPA Communication Master Plan and Corporate Design

November 21-23, 2016

Semarang and Cilacap RoomsThe Hermitage Hotel, Jakarta, Indonesia

Arrival Day - Sunday, November 20, 2016All Day

Arrival of Participants Jakarta International Airport

Airport Transfer to The Hermitage Participants will be



Hotel, JakartaAddress:

Jalan Cilacap No.1, Menteng, Kota Jakarta Pusat, Daerah Khusus Ibukota Jakarta 10310

Phone: (021) 31926888

provided with transport service upon arrival at the airport and will be brought to The Hermitage Hotel, Jakarta, courtesy of GIZ

Welcome Dinner at the Courtyard, The Hermitage Hotel, Jakarta

Upon arrival at The Hermitage Hotel, Jakarta, international participants will be served with dinner courtesy of GIZ

DAY ONEMonday, November 21, 2016

Workshop on the First Draft of AIPA Communication Master Plan

TIME SESSION RESOURCE PERSON/FACILITATOR

7:00 AMBreakfast at L’Avenue RestaurantThe Hermitage Hotel, Jakarta

8:30 AM – 9:00 AM Registration of Participants

9:00 AM – 9:30 AM

Opening Remarks

Hon. Isra Sunthornvut Secretary General of AIPA

Mr. Timo Goosmann First Secretary ASEAN Affairs, German Embassy Jakarta (TBC)

Mr. Bernardo R. Agawin, Jr.Technical Assistance Coordinator/Regional AdviserGIZ Capacity Development for AIPA Project

9:30 AM - 9:40 AM

Group Photo

9:40 AM – 9:50 AM

Introduction of Participants and Program

Bernardo Agawin, Jr. Workshop Co-Facilitator



9:50 AM – 10:45 AM

Session 1: Introduction of the APCMP capacity building project - Expected outcomes- Roles and responsibilities - Timeline- Q&A

Mr. Vivian LinesGlobal Vice ChairmanChairman Asia PacificDirector, Hill+Knowlton Strategies

Mr. Kevin FooDirector, Hill+Knowlton Strategies

10:45 AM – 11:00 AM

Coffee Break

11:00 AM – 12:00 Noon

Session 2: Presentation and Discussion on the research conducted for the AIPA Communication Master Plan



12:00 Noon – 1:00 PM

Lunch BreakL’Avenue RestaurantThe Hermitage Hotel, Jakarta

1:00 PM - 2:00 PM

Session 3: Presentation and discussion on the AIPA Communication Master Plan structure and sections



2:00 PM – 3:00 PM

Session 4: Discussion on the AIPA Communication Master Plan draft – Vision and Purpose



3:00 PM – 3:15 PM

Coffee Break



3:15 PM - 4:15 PM

Session 5: Discussion on the AIPA Communication Master Plan draft – The Work of AIPA in ASEAN



4:15 PM – 5:00 PM

Session 6: Discussion on the AIPA Communication Master Plan draft – Audiences



7:00 PM Joint Dinner Sponsored by GIZFoyer, The Hermitage Hotel

DAY TWOTuesday, November 22, 2016

Workshop on the First Draft of AIPA Communication Master Plan



9:00 AM – 9:30 AM

Recap of Day 1 Discussion and Outcomes



9:30 AM – 10:30 AM

Session 7: Discussion on the AIPA Communication Master

Mr. Vivian LinesGlobal Vice Chairman



Plan draft – Key Messages Chairman Asia PacificDirector, Hill+Knowlton Strategies


10:30 AM – 10:45 AM

Coffee Break

10:45 AM – 11:15 AM

Session 8: Overview and Discussion of Key Learnings from ASEAN Communication Master Plan

Mr. Romeo Jr. Abad Arca Assistant Director, Community Relation Division, ASEAN Secretariat

11:15 AM – 12:30 PM

Session 9: Discussion on the AIPA Communication Master Plan draft – Strategy and Tactics



12:30 PM – 1:30 PM


1:30 PM – 2:00 PM

Session 10: Brainstorm - Assess the relevance of the APCMP strategy and tactics in each AMPs (ASEAN Member Parliaments)



2:00 PM – 3:00 PM

Session 11: Presentation of Brainstorm Results and Continuation of Discussion on the AIPA Communication Master Plan draft – Strategy and Tactics





3:00 PM – 3:15 PM

Coffee Break

3:15 PM – 4:15 PM

Session 12: Final Discussion on the APCMP



4:15 PM – 4:30 PM

Workshop Feedback Evaluation


4:30 PM - 4:45PM

Closing Remarks Mr. Isra SunthornvutSecretary General of AIPA

7:00 PM Joint Dinner sponsored by GIZPool Deck The Hermitage Hotel, Jakarta

DAY THREEWednesday, November 23, 2016

Workshop on the First Draft of AIPA Corporate Design



9:00 - 9:15 AM

Introduction of the workshop program


9:15 – 9:20 AM

Session 1: Rationale for Creating New AIPA Corporate Design

Mr. Isra Sunthornvut Secretary General of AIPA

9:20 – 9:50 AM

Session 2: Basic Elements of an Effective Corporate Design

Mr. Stephen RinaldyManaging Director PT. Prismagraphia Indonesia

9:50 – 10:15 AM

Coffee Break

10:15 -10:45 AM

Session 3: Presentation on the Draft AIPA Corporate Design

Mr. Stephen RinaldyManaging Director PT. Prismagraphia Indonesia

10:45 – Session 4: Gathering Feedback Mr. Stephen Rinaldy



12:00 Noon on the Proposed AIPA Corporate Design through Focus Group Discussion

Managing Director PT. Prismagraphia Indonesia

Bernard Agawin, Jr. Workshop Co-Facilitator

12:00- 1:00 PM


1:00 - 2:45 PM

Session 5: Presentation of the Results of Focus Group Discussion

Workshop Participants

2:45 – 3:15 PM

Session 6: Next Action Steps Bernard Agawin, Jr. Workshop Co-Facilitator

3:15 - 3:30 PM

Coffee Break

3:30 – 4:30 PM

Session 7: Establishing Communication Protocol on the AIPA Communication Master Plan and Corporate Design


4:30 – 4:45 PM

Session 8: Workshop Feedback Evaluation


4:45 - 5:00PM

Closing Remarks Mr. Isra Sunthornvut Secretary General of AIPA

7:00 PM Joint Dinner sponsored by GIZFoyer, The Hermitage Hotel, Jakarta

Departure Day – Thursday, November 24, 20167:00 AM - onwards

Breakfast at The Hermitage Hotel, Jakarta

until 12.00 pm Hotel check out

All DayDeparture from The Hermitage Hotel, Jakarta to Jakarta International Airport

Participants will be provided with transport service from The Hermitage Hotel to Jakarta International Airport courtesy of GIZ

In case you have any questions, please contact:



Mr. Bernard Agawin Ms. Ria R. Aritonang Ms. Sofia ArianiMobile: +62 877 8296 4687 Mobile: +62 812 9377631 Mobile: +62 858 2003 6417



Annex 3: PowerPoint presentation on the AIPA Communication Master Plan



This presentation was held on the occasion of the Workshop on the First Draft of AIPA Communication Master Plan and Corporate Design held in Jakarta, Indonesia, 21-23 November 2016.

This event was organised in the framework of the project "Capacity Development for AIPA, Phase II (2016 – 2018)", jointly agreed and implemented by AIPA and Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) funded by the Federal Foreign Office of the Federal Republic of Germany.

Annex 4: List of participants

Workshop on the First Draft of AIPA Communication Master Plan and Corporate Design

November 21-23, 2016, Jakarta, Indonesia

No Country Participant Names Position1 Cambodia Mr. Meas Siphandorn Chief of ASEAN and AIPA Office, International

Relations Department, Secretariat General of the National Assembly of Cambodia

2 Cambodia Mr. Moeurt Rattanak Vice-Chief of ASEAN and AIPA Office, International Relations Department, Secretariat General of the

National Assembly of Cambodia3 Lao PDR Hon. Viengthavisone

ThepphachanMember Parliament, Vice-Chairman of Foreign Affairs

Committee4 Lao PDR Ms. Panekham Khagnong-ek Deputy Director of Personnel Department5 Lao PDR Ms. Anyphet Keola Technical Staff of Inter-parliamentary Cooperation

Department6 Indonesia Ms. Endah T.D. Retnoastuti Head of the Inter-Parliamentary Cooperation Bureau of

No Country Participant Names Positionthe Secretariat General of DPR RI

7 Indonesia Mr. Djaka Dwi Winarko Head of Parliament Reportage Bureau and Public Relation of the Secretariat General of DPR RI

8 Indonesia Mr. Chairil Patria Head of Regional Parliamentary Organizations Section of the Secretariat General of DPR RI

9 Myanmar Hon. Mr. Naing Htoo Aung Member of Parliament of Pyithu Hluttaw (House of Representatives)

10 Myanmar Ms. Thida Tun Deputy Director General of the office of the Amyotha Hluttaw (House of Nationalities)

11 Myanmar Mr. Aung Thu Min Deputy Director of the office of the Pyidaungsu Hluttaw (The Union Assembly)

12 The Philippines Mr. Ferdinand Bolislis Director Public Affairs Department of the House of Representatives of the Philippines and Institutional

Design Service13 The Philippines Ms. Catherine Lin-Pangilinan Public Affairs Department of the House of

Representatives of Representatives of the Philippines and Institutional Design Service

14 Singapore Ms. Chua Lin Hwee Principal Assistant Clerk, Parliamentary Clerks Department

15 Thailand Ms. Steejit Taipiboonsuk Director of AIPA Division16 Thailand Ms. Isaraporn Prompriengpun Foreign Relations Officer/Senior Professional Level17 Viet Nam Ms Phan Thi Hong Lam Editor18 Viet Nam Ms Dang Thi Mai Staff of Information Departments19 AIPA Secretariat Hon. Mr. Isra Sunthornvut Secretary General20 AIPA Secretariat Ms. Darumuti Ratmoko Deputy Secretary General21 AIPA Secretariat Ms. Ria Rumata Aritonang AIPA Consultant22 AIPA Secretariat Ms. Sofia Ariani Dir. PEP23 AIPA Secretariat Ms. Shabrina H. Basri Acting Dir. FAS24 AIPA Secretariat Mr. Muhammad Ilyas Saudek Education Officer

No Country Participant Names Position25 AIPA Secretariat Mr. Resky Wiwoho Dir. ICT26 AIPA Secretariat Mr. Zulkamal Hidayat Dir. Committees27 AIPA Secretariat Mr. Wahyu Samodra Specialist Officer28 GIZ Mr. Bernardo R. Agawin Jr. GIZ Technical Assistance Coordinator29 Workshop Facilitator Mr. Vivian Lines Global Vice Chairman, Chairman Asia Pacific, Director,

Hill+KnowIton Strategies30 Workshop Facilitator Mr. Kevin Foo Director, Hill+KnowIton Strategies31

GIZ Ms. Mira Fitria Viennita Zakaria Communication & PR ManagerGIZ Office Indonesia

32ASEAN Secretariat Mr. Romeo Jr. Abad Arca Assistant Director, Community Relation Division

Annex 5: Group outputs

Summary of Group Outputs during Workshop Proceedings

Presentation of the First Draft of the AIPA Communication Master Plan

Mr. Vivian Lines, Global Vice Chairman, Chairman Asia Pacific, and Mr. Kevin Foo, Director, Hill+KnowIton Strategies, presented the research methodology, rationale and development process for drafting the AIPA Communication Master Plan. They also presented the proposed structure and sections of the AIPA Communication Master Plan including:

Executive Summary The Evolution of AIPA AIPA’s Vision and Purpose AIPA’s Audiences AIPA’s Key Messages AIPA-ASEAN Cooperation Communications Strategy Timeline and Key Dates Assessing the Effectiveness of the Communication Master Plan Appendices – References

Overall FeedbackThe aim of the workshop is to obtain insights about AIPA and feedback about the AIPA Communication Master Plan. It was fortuitous that the majority of the participants have worked extensively within or with the AIPA national secretariats, and many are still in those roles. As a result, the feedback and views raised during the workshop were very honest but also constructive. They can be broadly categorized into the following areas which will be highly useful in the continual revision of the AIPA Communication Master Plan.

Perceptions of AIPA Although AIPA has made a lot of progress, it remains or is perceived to be

loosely organized While the ASEAN member parliaments have grown and evolved, AIPA has

experienced little or no change over the past 25 years AIPA also appears to be too ceremonial with joint action limited to just the

General Assembly The General Assembly itself produces few results from the caucus and

meetings The only visible result is the establishment and reinforcement of friendships

and relationships It’s seen too much as a social club

GIZ – Deutsche Gesellschaft für Internationale Zusammenarbeit GmbH

If AIPA is strong, that makes ASEAN strong as AIPA is a key partner for ASEAN

However, we are also starting to see a reenergized and strengthened AIPA Secretariat, with a new website and new activities as evidence of change

The AIPA Secretariat is more professional and more effective now We need to explore ways to make AIPA as strong and as effective as the

European Parliament so that everyone knows about us AIPA is a “family” with all my “brothers” and “sisters”. You need to help your

“family” improve by providing details earlier so that have enough time to prepare. For example, notifying us about this workshop much earlier

AIPA needs to be more focused on what we would like to have We need a system so that every ASEAN member parliaments will work on

the same path, in the same direction and in the same way. I would like to be proud to be working for AIPA and be able to tell friends who

would get excited because they recognize the significance of working for AIPA

AIPA is unique, and needs to find its own direction and journey

Challenge of engaging the ASEAN member parliaments Most of the parliaments and parliamentarians do not know about AIPA,

although there is strong awareness in the Myanmar Parliament This is due to the different political systems, political parties and electoral

systems in each AMS Politicians will focus on getting re-elected and will show little interest in AIPA Parliamentarians come and go, and will never be able to understand AIPA as

well as the officers. As a result, the national secretariat has to reintroduce AIPA to each new

batch of MPs over and over again Therefore, there is a need to institutionalize how we explain AIPA to MPs, to

make this process more effective and efficient AIPA needs to be clear about its purpose and where it is heading towards.

This is because many parliament leaders are unclear about AIPA’s purpose and roles, and have different views about AIPA as a result. We need to be very clear about our purpose and who we are so that we can dispel these inaccurate perceptions.

Some leaders would like AIPA to be modeled on the European Parliament while others may not. Regardless of the variety of opinions, AIPA needs to find a way to for all ASEAN member parliaments to work together to harmonize laws

AIPA needs to be responsible for promoting solidarity, understanding, cooperation and close relations between ASEAN member parliaments. Communication is very important in achieving this

Many ASEAN member parliaments AIPA have concerns about what AIPA InWEnt – Internationale Weiterbildung und Entwicklung gGmbH

really does since the resolutions that we pass are not enforceable. AIPA needs to address this issue by producing more implementable resolutions.

Challenge of engaging the people of ASEAN There is little information and content about AIPA online How would you expect people in ASEAN to know about AIPA if they can’t find

any information about AIPA? ASEAN people need to know more about ASEAN member parliaments and

about AIPA. This is because ASEAN member parliaments and AIPA are the sole grouping that fully represents the people of ASEAN

AIPA needs to communicate that its role is to harmonize laws AIPA needs to be stronger than just the General Assembly in order to be

representative of ASEAN peoples. There is a need for more communication and understanding. People to people contact is important to have a strong AIPA, and become a

better association/organization AIPA needs to change for the ASEAN peoples AIPA needs to convince people that ASEAN has to stay together for the

benefit of our Peoples AIPA should think about how we can empower ASEAN peoples and member

states Although AIPA is on par with ASEAN in terms of public recognition, it needs

to identify how it wants to be seen, and decide how ASEAN citizens can identify with AIPA

AIPA-ASEAN Cooperation AIPA needs to work more closely with ASEAN AIPA is the legislative body of ASEAN which pushes ASEAN to reach our

common goals AIPA and ASEAN need to cooperate on communications in order to achieve

more AIPA needs an ASEAN feeling to get us to 2025

InWEnt – Internationale Weiterbildung und Entwicklung gGmbH

Annex 6: Consolidated participant evaluation

1. General information

Workshop Title: Workshop on the First Draft of AIPA Communication Master Plan

Venue: The Hermitage Hotel, Jakarta, IndonesiaDuration: November 21-22, 2016

2. Content relevance and transfer possibilities

Totally disagree

Totally agree

No answer

The topics and content of the “Workshop on the First Draft of AIPA Communication Master Plan” are important for my work.

0 0 0 2 8 12

Please list the topics that the Workshop did not deal with but would have been important for your work:

- “Just okay.”- “The work of AIPA in ASEAN.”- “Inter-cultural relations.”- “I need AIPA Yearplan.”- “Challenges and opportunities and samples of communication mechanism of other regional/international organizations.”- “ASEAN Presentation on Communication Master Plan because we went to focus on AIPA more.”

InWEnt – Internationale Weiterbildung und Entwicklung gGmbH



Totally disagree

Totally agree

No answer

I can pass on what I have gained from the workshop to my colleagues in my parliament.

0 0 1 2 6 13

I feel encouraged to cooperate and exchange ideas with some of the workshop participants on the draft AIPA Communication Master Plan.

0 0 04 9 9

I support the idea to develop the AIPA Communication Master Plan.

0 0 0 3 5 14

I anticipate my parliament’s and national AIPA Secretariat’s support for the development of AIPA Communication Master Plan.

0 0 06 9 7

Do you have concrete ideas on how you develop support from your parliament on the draft Communication Master Plan?

16 Yes

No

Please describe the initial steps you will take to implement your ideas:- “A continuous exchange and sharing of information should be maintained at a first step. Reminders on the assigned tasks should be done in order to keep with the approved timeline.”- “Make proposal regarding this matter.” - “Providing several strategies according to its audience (concrete examples.)”- “Pass on what I already learned from the workshop to my colleagues.”- “Encourage my colleagues to support the implementation and spread the message.”- “Need approval from management.”- “To explain and discuss about AIPA Communication Master Plan with MPs and staff from the parliament.”- “Go back to home and report it to parliament through Speaker.”- “Firstly, to inform what we got in the last two days. Then we share and discuss with our colleagues.”- “Setting up AIPA Exhibition on ASEAN Day and AIPA’s 40th Anniversary.” - “I will inform authorities concerned in the parliament to seek support from them on the APCMP.”- “Circulate information to all AMP about the chief purpose of APCMP.”- “Asking some questions about those who have been involved in any of AIPA meetings/workshops. For example, do you like our logo? Do you think people really know about AIPA in our parliament?”



- “Prepare special edition about APCMP in parliament newspaper.”- “Draft a recommendation report highlighting the important points discussed during the seminar.”What support do you require in this process?- “Funding.”- “Providing links on the Communication Master Plan.”- “Need support, funding and manpower.”- “Through understanding of the whole Parliament including MP and staff and public.”- “Financial and technical support.”- “Parliamentary Budget.”- “Better response from AMP and in time and buy-in by AMP to the whole idea of this APCMP.”- “Need as much information as possible.”- “A briefer on the discussions that arose during the workshop.”

3. Working and learning methods

Totally disagree

Totally agree

No answer

Participants were able to bring their own experience and examples into the workshop discussion.

0 0 0 2 7 13

The learning and teaching methods (e.g. expert & participants’ presentations, working groups, etc.) facilitated the result-oriented exchange between the participants.

0 0 0 2 11 9

The working and learning methods were appropriate to the tasks and suitably varied.

0 0 1 2 9 10

The workshop training was ... too long □ too short 1 just right 20

4. Moderator/Expert

Totallydisagree

Totally agree

No answer

The moderator/expert obviously had considerable expertise in her own field and was well prepared.

0 0 0 2 7 13

All specialist terms used by the moderator/expert had been explained or were already familiar.

0 0 0 4 11 7

The moderator/expert could listen to the participants and steered the dialogue professionally.

0 0 1 2 11 8



The moderator/expert facilitated a constructive atmosphere that helped to initiate and vitalise communication between the participants.

0 0 0 2 12 8

5. Participants

Totallydisagree

Totally agree

No answer

The atmosphere among the participants themselves was always cooperative.

0 0 0 2 7 13

I was able to benefit from the experience of other participants.

0 0 0 1 7 14

6. Achievement of objectives

Totallydisagree

Totally agree

No answer

I understood the objectives of the AIPA Communication Master Plan.

0 0 0 2 9 11

I believed that participants of the workshop reached a consensus on the framework and sections in the first draft of the AIPA Communication Master Plan.

0 0 0 3 13 5 1

I contributed in providing relevant feedback for the revision of the first draft of the AIPA Communication Master Plan.

0 0 0 5 9 8

What competences or expertise have you acquired in addition to the workshop’s explicit outcomes?

- “Identifying the most possible options available and drawing the most effective options to execute the strategic plan.”- “Anything.”- “Examples of how to measure the implementation.”- “To share my own ideas and experience.”- “Communication to the people of ASEAN.”- “How to draft a good (best practice) of a communication system to various (different) stakeholders.”- “Get to know some research/strategic communication approach.”

7. Organisation



How happy are you with….Very unhappy

Very pleased No answer

the overall organisation of the workshop? 0 0 0 1 9 12

your accommodation? 0 0 1 0 5 15 1

the catering? 0 1 1 2 8 10

the accompanying programme? 0 0 1 2 8 7 4

the information you received in the run-up to the workshop (e.g. organisational details, technical / professional information on the subject …)?

0 0 0 3 11 7

What other information / documents would have you needed as well?- “Copy of the workshop materials.”- “The softcopy of PPT.”- “The final draft.”- “The ASEAN Communication Master Plan and other Related Documents.”- “More samples from other communication or media roles like in the European Parliament or IPU.”- “Presentation materials.”

Since there are lots of aspects a survey like this cannot cover, we would ask you to add any comments or recommendations below that you might have for future workshops.- “Food preference i.e. vegetarian” - “Accommodation for participants”- “More attractive ice breaking” - “Workshop on AIPA branding.”- “Right persons who know the topic we discuss is needed for the most effective and efficient result.”- “It is all good.”- “It’s great.”- “Kindly provide the information in advance so we can send the participants who take the direct responsibilities on the workshop.”- “More samples of best practices of other Inter-Parliamentary Regional Entities.”

Thank you!

Your GIZ team



Would you like to continue learning and remain in contact with other participants? Then simply visit the Alumni portal at http://globalconnect.giz.de/en/startpage.html.The Alumni portal offers a learning, information and platform for everyone who feels a part of GIZ - current and former participants at GIZ training events, cooperation partners, staff and other people interested in GIZ's work, vision and goals.

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