Programme Division 2011 Booklet

CONNECTING THE DOTS...2011 Programme Effectiveness Resources

Connecting the dots... 2011 Programme Effectiveness Resources highlights Programme Division’s contributions to

enhancing programme effectiveness at UNFPA. This publication

emphasizes some recent key work done in three significant

areas to either respond to specific requests from oversight

bodies such as the Executive Board, the UN Board of Auditors,

or the Division of Oversight Services, or most importantly

to the needs expressed by country offices, or to position the

organization or to ensure business continuity. 2011 was a pivotal

year for the Programme Division as it led the Midterm Review

of the UNFPA Strategic Plan that resulted in a sharpened

organizational focus.

Programme Division...responding to the demand and anticipating country needs.

Plans, Policies and Procedures


What is it? The MTR examines UNFPA’s progress, achievements and challenges in the implementation of the Strategic Plan from 2008 to 2010 and proposes a revised strategic direction and results frameworks to address these challenges, strengthening the organization’s focus and prioritizing the issues the organization faces. It is based on a combination of a series of internal and external reviews, and a broad consultative process involving numerous stakeholders from inside and outside UNFPA.

Midterm Review (MTR) Process and MTR document

Why is it useful? The revised results frameworks present a set of streamlined DRF outcomes (from 13 to 7) , MRF outputs (from 9 to 4) and clear indicators that will strengthen the organization’s accountability for results and will enable UNFPA to strengthen its focus and prioritize issues when programming.

This report (Midterm review of the

UNFPA Strategic Plan) is the result of

extensive consultations, analysis of data

and internal and external reviews.

– Dr. Babatunde Osotimehin, UNFPA Executive

Director, Second regular session UNDP/UNFPA/

UNOPS Executive Board, 8 September 2011

Plans, Policies and ProceduresPlans, Policies and Procedures

Updated Policies and Procedures Manual (PPM)

What is it? The central repository of approved rules, regulations, policies and procedures that all UNFPA staff members are required to uphold in fulfilling their functions.

Why is it useful? It has been updated by 75% to reflect the latest operational procedures and business processes of UNFPA. It is now much easier to navigate and has been significantly reduced in size to make it more targeted. The programme Section of the PPM has been revised and is currently available on myunfpa for comments.


What is it? Provides guidance and facilitates understanding of the essential components for developing robust results frameworks.

Why is it useful? This guidance note is focused on programming and it is envisaged to contribute towards improving the quality of the next generation of results frameworks in UNFPA country programmes. It provides detailed explanations of the “what,” “why” and “how” to develop different components of the results matrix. It provides a quality checklist for ensuring robust results frameworks.

Guidelines & Guidance Notes

Guide for Developing Robust Results Frameworks for Effective Programmes


Evidence-Based Programming (EBP)Guidance Note

What is it? It outlines the concept and approach to EBP in UNFPA and offers a succinct framework with inter-linkages to RBM and evaluation to complement existing guidance documents and to make programming more results-oriented and evidence-based. It is the first Guidance Note on EBP in the UN system.

Why is it useful? It clarifies how empirical evidence can be integrated into the programming cycle. It equally defines what constitutes evidence and the various types of evidence. It provides a checklist for designing an evidence-based UNFPA programme.


Data Guidance Note

What is it? Outlines UNFPA data management roles, responsibilities, standards and procedures.

Why it is useful? Ensures reliable and consistent data availability which is necessary for results-based and evidence-based reporting at all levels.


I learned the power that information/

data has especially in a crisis situation.

I work for an NSO, and I’ve come to

realize that data figures are not just

numbers…but it speaks volumes when

properly assessed and employed.

– Participant,HumanitarianInformation managementworkshopinFiji,September2011


Updated Evaluation Guidelines

What is it? These Evaluation guidelines operationalise UNFPA’s evaluation policy (DP/FPA/2009/4) which was approved by Executive Board in 2009. They guide UNFPA evaluations to comply with the UNFPA policy, the UN evaluation standards and norms, and the internationally accepted evaluation standards.

Why is it useful? It provides a step-by-step Guidance with templates for conducting and using evaluations and for an evaluation plan. It provides a list of types of evaluation conducted at UNFPA. It lists the mandatory evaluations, process and quality assurance mechanism for managing UNFPA evaluations.


Guidelines for the preparation of the 2011 Country Office Annual Reports (COARs)

What is it? They provide general information about the annual reports, purpose, quality assurance and the questionnaire to be used for reporting in 2011. They were developed based on lessons learned, in close collaboration with Technical Division (TD), were improved with explanatory notes, clearer guidance on technical aspects to facilitate reporting.

Why is it useful? This document provides guidance to help country offices in the preparation of a succinct and evidence based 2011 annual report. It includes a quality assurance checklist to support country and regional offices’ review of the annual reports.

Once again, I want to

thank you for the meeting

and the opportunity to discuss

the policies regarding MICs. I

hope this meeting was a good

stepping stone for an innovative

policy and a joint approach.

– Thea Fierens,EasternEuropeandCentralAsiaRegionalOffice,MICconferenceBotswana,6October2011



Strategies

Second Generation Humanitarian Response Strategy

What is it? By 2013, the strategy envisages that humanitarian operation functions will be transferred to country offices, and support functions to regional and sub-regional offices. Headquarters will focus on advocacy, strategic guidance and support.

Why is useful? The strategy sets the foundation and framework for Fund-wide mainstreaming of humanitarian programming.


Fragile Contexts Strategy

What is it? Strategy document to enhance programming capacity of country offices in dealing with complexities of working in Fragile Contexts by providing policies, procedures, and tools to analyze specific contexts to better deliver on UNFPA mandate.

Why is it useful? It will guide enhanced programming in Fragile Contexts and provide technical briefs and case studies.

I am grateful that you associated

me to your thinking on your role in

fragile contexts and I have to say I was

impressed by the level and the quality of

the discussions. Thanks a lot again and

hopefully this will be the beginning of a

solid partnership between UNFPA and

Peace Building Support Office.

– Vincent Kayijuka,PeacebuildingSupportOffice,onparticipationinUNFPAFragilecontextsStrategyDevelopmentmeeting,NY,October,2011

UNFPA Standard Operating Procedures (SOPs) in Humanitarian Settings

What is it? The UNFPA SOP in Humanitarian settings based on DOS evaluation of UNFPA humanitarian aimed at improving coordination in UNFPA response to emergencies

Why is it useful? The SOPs provides an operational framework that will enable critical humanitarian response decisions and actions to be taken quickly and effectively at various organizational levels.

I greatly appreciate your

guidance and useful tips

about managing partners. I’m also

very encouraged and excited about

the possibility of PD technical support

during the preparation of the implementation

strategy for the Gabon CO CPAP. As indicated

such a support through PD field mission will not

only enhance the quality of our programme but

also further serve as a morale booster and send out

a strong message to the Government and partners

including UNCT that our programme is equally

important to senior management.

– Mariama Darboe Diop,GabonCountryOffice



Emergency Fund Procedure

What is it?Standardized guideline on how COs can access, implement and report on utilization of UNFPA Emergency Funds.

Why is it useful? Streamlined to provide more clarity to country offices on the process of applying for EFs, hence enabling rapid disbursement of funds. Current turnaround time for allocation of EF is 48 hours.

We are very grateful to you for your (active)

participation (incl. meetings with myself and the

evaluators to provide information/clarification)

and for guiding us through the programming

process with some “historical” perspective (from

MYFF to SP -- the evaluation covering the period

2000-10). Clearly this is the very important

input we needed from PD.

– Louis Charpentier,DivisionofOversightServices,26August2011



Phase II Simplification and streamlining of Country Office planning, monitoring, review and reporting requirements

What is it? A revised framework for simplifying and streamlining CO planning, monitoring, review, and reporting requirements. It is a direct response to regional and country office concerns on existing requirements. PD reviewed them and undertook field work to validate the revisions. Why is it useful? Reduced the number of planning requirements, i.e. No separate Travel or Resource Mobilization Plans required and a consolidated Operations Management Plan (OMP) with standardized and centralized information. The 2010 COAR was further reduced by two-thirds.

ProgrammeSupport

Thank you very much for a very

well-organized and managed schedule

during our visit to New York. It is due to

effective leadership, coordination, flexibility

and understanding by all. We all worked

together in a most collegial way. Our system

in NY has become a well-oiled machine that

works seamlessly, with the combined efforts

of Dan and Olga in Joburg.

– Bunmi Makinwa, Director, AfricaRegionalOffice, AprilExecutiveBoardmeetings,2011

Middle-Income Countries (MICs) Pilot Initiative

What is it? Intends to operationalize the UNFPA Strategy toward Middle-Income Countries issued in February 2010, and contribute to strengthening the UN engagement with MICs through innovative work initially in three COs.

Why is it useful? Contributes to strengthening the UN engagement with MICs through innovative work in real context, (lessons learned to help further refine specific opportunities/interventions for more COs to utilize).

Programme Support

Programme Support

Global and Regional Programme (GRP)

What is it? The GRP Secretariat initiated a results-based budget allocation process for 2012 and 2013 which included a thorough peer review component.

Why is it useful? The detailed review of planned initiatives and their budget implications is ensuring UNFPA’s commitment to the Executive Board, and contributing towards the GRP alignment to the new SP results framework.

The discussions and the doc.

available at “M&E Net” are very

informative and useful. In fact after

attending the recent M&E workshop

organized by the Asia Pacific Regional

Office in January in Bangkok, I had in

mind to initiate a sort of online forum

and while scanning what is available on

M&E in “Myunfpa” I realized that you had

already started this brilliant idea…

– Nazanin Akhgar, IranProgrammeassistant

Implementing Partner Information Management System (IPIMS)

What is it? It is the online tool used for registration and management of implementing partners.

Why is it useful? It provides a centralized destination for registration of implementing partners, thus eliminating the previous requirement to fill out the form “Request for IA code in ATLAS.” It makes transparent which UNFPA unit is spending funds with which IP. The IPIMS has an advanced search capacity allowing for easy analysis on IPs by IP type, expenditure, or thematic focus.

Programme Support

I join S. in thanking you all

for your great support. I think

everything went very well

and the countries appreciated

this effort very much. Many

many thanks.

– Marcela Suazo,RegionalDirector,LatinAmericaandCaribbeanRe-gionalOffice,SupporttoEBinformalwithLACgroup,2June2011

Programme Support

Guidance Note on Direct vs. Indirect Costs

What is it? Guidance note offers clarity on direct and indirect (support) cost when engaging a national, regional or international NGO or another United Nations Agency to implement activities on behalf of UNFPA. It also clarifies the difference between indirect costs payable to an implementing partner and indirect costs incurred by UNFPA when receiving funding from a donor.

Why is it useful?It helps staff address audit observations regarding support costs when dealing with implementing partners and provides guidance on how to enter the support costs in Atlas.

Guidance Note on Contracting Legal Entities to Provide Services: When to go Procurement and when to go Programme

What is it? This Guidance note clarifies when to use programme and procurement modalities when engaging service providers.

Why is it useful? Provides people with systematic mechanism for deciding which services go through procurement and which go through programme.

Programme Support

Just wanted to express our

appreciation for PD taking the

initiative to organize the webinar

at 9 pm New York time. It really

helped us participate in full force.

Thank you. It was most useful.

– Lubna Baqi,DeputyRegionalDirector, AsiaandPacificRegionalOfficeon

WEBINARonAligningCPstotheRevisedRRFs,15November2011

Programme Support

Policies and Procedures Manual (PPM) Status Matrix

What is it? The status matrix serves as the entry point and table of contents for the PPM.

Why is it useful? Allows the user to navigate through the various policies and provides links directly to the documents. It also includes policy issue date, status and “owner”, as well as the listing of policies available in Spanish and French. It brings together tools and guidance notes that are issued outside the PPM but are essential for programming.

Dear all, Please take a look at the status matrix that

PD developed (see https://portal.myunfpa.org/web/pd/

ppm, click on Status Matrix in the 3rd para). This is quite

good. Don’t you think it would be great to have something

similar on the procurement site where all important procurement

info could be included as hyperlinked in one structured table.

– Eric Dupont,Chief,ProcurementServicesBranch,Feburary2011

Chart on Financial Partnerships

What is it? Chart is designed to visualize policies surrounding issues often encountered when (a) entering into a financial partnership with implementing partners and (b) on joint programme fund management options.

Why is it useful?Provides a step by step reference for the planning process with hyperlinks to relevant policies.

Programme Support

I want to express, on behalf of

UNFPA Côte d’Ivoire team and

on my own, our sincere thanks for

having allowed the CO’s PPM training.

Sometimes the term “Thank you” seems

a bit weak to express our gratitude. The

trainer provided us with knowledge, expertise

and skills. Be assured that Côte d’Ivoire Country

Office in the upcoming months will be more

performing and conformed to the procedures in

order to better implement UNFPA programme.

– Suzanne Konate-Maiga,Representative,

UNFPACoted’Ivoire,October2011

Policies and Procedures Manual (PPM) Trainings and Guidance to country offices

What is it? It provides policy advice and guidance on UNFPA policies and promotes the PPM as the authoritative source of UNFPA policies and procedures and as an essential resource for all staff members.

Why is it useful?It increases staff capacities for compliance through instruction in how to utilize PPM resources. It provides

advisory services on interpretation and implementation of policies.

Programme Support

Framework for Assessment of UNFPA Country Programme Documents For Results-Based and Evidence-Based Programming

What is it?This framework provides a methodology and criteria for assessment of UNFPA country programme documents (CPDs) for Results-Based Management (RBM) and Evidence-Based Programming (EBP).

Why is it useful?Provides 10 key criteria for RBM & EBP and contains an explanatory template with percentages for rating each of the key criteria as unsatisfactory, poor, good and very good is included in the tool.

Programme Support

Programme Support

FAQs and Programme Communities of Practice to support UNFPA country offices Tool

What is it? The FAQs and PD support to field offices through the CoP/webinars to answer their questions/concerns on alignment of the programmes to the revised strategic plan MTR and frameworks.

Why is it useful?UNFPA needs to align its programmes to the revised strategic direction and

frameworks approved by the Board in

September 2011.

Dear Colleagues, I would like to alert

you to the Programme Community of

Practice, that has recently been established

by our colleagues in the Programme Division. You

may be interested to know that currently a discussion

is taking place with colleagues in the field on the revision

of the Strategic Plan, including the Development Results

Framework, in which many of you have been engaged. I

have just signed up myself, and encourage you as well to

participate in the dialogue with field colleagues. This will

contribute to having a strong and organization-wide supported

DRF document that will guide our efforts at all levels for the

remainder of the SP.

– Werner Haug,Director,TechnicalDivision,29June2011

KnowledgeManagement

Plans, Policies and ProceduresKnowledge Management

Gender Based Violence (GBV) E-Learning

What is it? A course providing definitions of GBV and a framework for effective GBV programme design in emergencies.

Why is it useful?The new e-learning course provides a foundation for all actors who seek to develop their capacities to better manage GBV prevention and response programmes.

This is to thank you for sending your PD staff

to our RBM for Southern Africa Cluster Workshop

in Windhoek, Namibia. Her support was excellent and

appreciated by all participants - UNFPA, Government,

Civil Society and Research Institutions that participated.

This collaboration between ARO and Programme Division

on Results-Based Management since 2009 has been very

effective in establishing the RBM culture in ARO.

– Reginald Chima,M&ERegionalAdviser,AfricaRegionalOffice,October2011

Adolescent Sexual and Reproductive Health (ASRH) E-learning

What is it? This course provides user-friendly tools for assessing the impact of a crisis on adolescents and implementing adolescent-friendly reproductive health services in emergencies.

Why is it useful? It provides a framework for addressing the reproductive health needs of adolescents in humanitarian programming.

Knowledge Management

Distance learning on population issues (DLPI)—ICPD and humanitarian action: emergency preparedness, response and recovery

What is it? It is an online programme focused on promoting ICPD agenda in Humanitarian response.


Thanks to PD for your

incredible collaboration over

the last two weeks and for

the fruitful sessions with the

IOMs/OMs last week.

– Arturo Pagan,Chief,LearningBranch,November2011

Why is it useful? The DLPI is an opportunity to provide new staff with learning opportunities, and will

ultimately contribute to mainstreaming the ICPD Programme of Action within

emergency preparedness, response and recovery.


Webinars What is it? A webinar is a web-based seminar, a mode of knowledge sharing, or brief learning conducted via an online meeting.

Why is it useful? It enables cost-effective and timely sharing of knowledge across the Fund. Recordings provide a resource-base for continuous referencing and learning. Webinar sessions had registered 1881 participants by April, 2011 compared to 1740 for the whole of 2010.

I am impressed by the way UNFPA

is stimulating internal debate around

issues of strategic importance. Keep

up the good work!

– Peter van der Vliet,DeputyPermanentRepresentative&HeadoftheDevelopment,HumanitarianAffairsandHumanRightsSec-tion,PermanentMissionoftheKingdomoftheNether-landstotheUnitedNations.Participanton“ExpertPanelforUNFPAPositioning:TheFutureofDevelopmentAid,17November2011

Switzerland would like to thank the Executive Director

and the staff for the frank and insightful analysis of

where UNFPA is today, with the implementation of the

Strategic Plan, and the evidence-based proposal for the

way forward. We appreciate the large consultation of

all relevant stakeholders for the midterm review and

the transparent presentation of the difficulties and

multiple challenges facing the organization.

– Statement of Switzerland on the Mid Term Review and the Way Forward,AnnualSessionoftheExecutiveBoardUNDP/UNFPA,June2011

I would like to reiterate my thanks to PD for supporting the

extended mission of HRB SM to ASRO. During this mission,

she managed to accomplish significant activities related

to our response to the Libya crisis, both on the Tunisia and

Egypt borders. Her mission reports were also instrumental

to define the contour of UNFPA support and presence

in Benghazi. We look forward to continuing support and

collaboration with HRB in supporting efforts in the region to

address current and emerging crisis.

– Hafedh Chekir,RegionalDirectorArabStatesRegionalOffice,May2011

‘‘We would like to commend UNFPA for the

transparency and openness shown during the MTR-

process, including engaging all stakeholders. We also

appreciate UNFPA’s frankness about difficulties and

challenges that the organization is faced with. Clearly,

UNFPA responds to the expectations of the Executive

Board as expressed in decision 2010/23 of using the

midterm review as an opportunity to sharpen the

strategic focus of the organization and improving the

results framework in the sharpened strategic plan.

– Joint Statement of Australia, Austria, Belgium, Denmark, Estonia, France, Finland, Ireland, Japan, Luxembourg, the Netherlands, New Zealand, Sweden, Switzerland and Norway on the MTR Review of the Mid Term Strategic Plan.2ndregularsessionoftheExecutiveBoardofUNDP/UNFPA/UNOPS,6-9September2011

United Nations Population FundProgramme Division605 Third Avenue, 6th FloorNew York, NY 10158 USAE-mail: [email protected]

Referto www.myunfpa.orgfortheelectronicversionof

thePD2011ProgrammeEffectivenessResourcesguide.

The Programme Division (PD) was established at UNFPA headquarters in July 2008. PD supportscountry offices and regional offices, as well as HQ divisions, to elevate programme delivery byestablishing high quality programming standards and processes as those illustrated in this PD 2011Programme Effectiveness Resources guide.

UNFPA—because everyone counts.

Programme Division 2011 Booklet

Documents

Transcript of Programme Division 2011 Booklet