Tracking national portfolios and assessing results

1. Tracking national portfolios and assessing results Sub-regional Workshop for GEF Focal Points Europe & CIS 1-2 April 2008, Belgrade

2. Presentation Outline Monitoring & Evaluation Role of Focal Points in M&E Tracking the Portfolio: Tools & Approaches Monitoring: Issues for Discussion Evaluation: Issues for Discussion

3. What is Monitoring & Evaluation? 2 (2) Monitoring provides management with a basis for decision making on progress and GEF with information on results. This involves: Ongoing, systematic gathering of qualitative and quantitative information to track progress on project outcomes & outputs Identification of implementation issues and propose actions to solve these Evaluation provides lessons learned and recommendations for future projects, polices and portfolios. This involves: Periodic assessment of results (i.e. outputs, outcomes and impact) according to the criteria of relevance, effectiveness, efficiency and sustainability

4. Role of GEF Focal Point in M&E Role depends on country specific circumstances….. What are some of the potential roles and responsibilities in M&E? Keeping track of GEF support at the national level Promoting use of evaluation recommendations and lessons learned, particularly in new project proposals Supporting and ensuring dissemination of GEF M&E information Keeping stakeholders informed and consulted in plans, implementation and results of country GEF M&E activities Assisting the Evaluation Office, as the first point of entry into a country, during evaluations: identifying major relevant stakeholders, coordinating meetings, assisting with agendas – and coordinating country responses to these evaluations Other examples?

5. Tracking the Portfolio: Tools and Approaches M & E of the portfolio: what are some experiences? Creating a simple tracking system for GEF projects (see slide 7). Including the GEF Support in national tracking system of international grants/loans. Reporting GEF achievements against national development goals and objectives (MDGs? Reporting to Conventions?) Establishing a close collaboration with GEF Agencies M&E officer and projects managers. Exchanging experiences and information in workshops – both sub-regional and national. Supporting annual workshops to discuss project implementation, experiences and lessons and results with key GEF players in the country.

6. Available information sources: • Project Implementation Reports produced annually by the projects and GEF Agencies (self assessments) • Supervision reports from GEF Agencies • Project evaluations: mid-term and final (independent) • National development goals tracking systems • Knowledge exchange during workshops(national coordination committees, with other focal points, annual workshops with implementing / executing agencies, other actors in the field – NGOs, CBOs etc) • Information from established focal area task forces, networks, environmental assessments and other relevant activities. • Evaluations conducted by GEF-EO and independent evaluation offices of GEF Agencies

7. Tracking the Portfolio - an example Portfolio Tracking System – • Project level data: • Project name and GEF ID (and your own ID number) • Focal area (strategic priority) • GEF Agency • National Executing Agency • Financial information: GEF grant (including preparatory funding, allocations from RAF) and cofinancing (including sources) • Project cycle dates (entry into pipeline, PPG, Council approval, CEO Endorsement, start up, completion: proposed and actual) • Objective(s) • Expected Outcome(s) • Expected contribution to GEF 4 targets • Project Status description (updated at least twice a year) • Ratings: implementation progress and likelihood of achieving objectives • Once completed: actual achievements and lessons learned • Project documents • Contact person in project and with GEF Agency • This information feeds into the progress of overall environmental achievements at higher levels, namely - the national targets, the MDGs and the GEF strategic targets. • Keep it simple and only collect and record information that will be used!

8. Tracking the portfolio: Why is it useful? (1) To have an overall overview of the GEF portfolio currently under implementation in the country For national coordination of the GEF portfolio: between ministries, implementing and executing agencies, civil society etcetera To feed into national decision making on GEF support Resource Allocation Framework: setting of priorities Project endorsements Planning for future support To keep track of environmental achievements towards national targets, the MDGs and the GEF strategic targets and mandate For harmonization purposes: preventing overlap between donors, agencies, government policies and so on

9. Tracking the portfolio: Why is it useful? (2) • To be informed of implementation progress of projects (start, end, major events, delays) • To be able to address common problems – reoccurring in the portfolio • To resolve implementation issues (related to national scope)? • To integrate lessons learned, disseminate valuable experience and give recommendations in future work/ project proposals • To act as the central hub for GEF country information across all agencies • To support the GEF portfolio among stakeholders and ministries • Other?

10. Monitoring: Issues for discussion How are the partners working together in monitoring? (Focal Point, Agency, project staff, technical ministry or department, beneficiaries…) Who does what? How is information circulating? How can the Focal Point support GEF portfolio in national management and decision-making? Further development of tools for tracking portfolios. How are available tools used? What type of information is required? How will the information be used? Who should be involved in national knowledge sharing forum? And how?

11. More information…. The GEF M&E Policy: www.gefeo.org, under Policies and Procedures GEF corporate evaluations and lessons learned: www.gefeo.org, under Publication or Ongoing Evaluations Project evaluations (161 terminal evaluations): www.thegef.org, under Project Database, for search click on Evaluation Documents Email contact: gefevaluation@theGEF.org