Sharing Best Practices for the Design and Management of TC Projects

Sharing Best Practices for the Design and Management of TC Projects INT/0/085 3-5 September 2012

Contents

Sharing Best Practices for the Design and Management of TC ProjectsPresentation 1 of 2 INT/0/085 3-5 September 2012

Sharing Best Practices for the Design and Management of TC Projects

Sharing Best Practices for the Design and Management of TC Projects Part I: Overview

I. Drivers: Why sharing Best Practices? • TC mandate supported by IAEA / TC policies, strategy and programme documents, organizational quality culture and people’s quest for knowledge and continuous improvement. • Inspiration taken from policy references in the documents: • IAEA Statute • GC Resolutions • Mid-Term Strategy 2012-2017 • TC Strategy 1997 / Review 2002 • Management Principles for the Formulation and Implementation of Technical Cooperation Programme • INF/CIR267 The Revised Guiding Principles and General Operating Rules to Govern the Provision of Technical Assistance by the Agency • OIOS Audit and Evaluation Reports • Project INT/0/085 • Core of BP for the Design and Management of Technical Cooperation Projects • Guidelines for Planning and Design of the IAEA’s TC Programme • Series of Publications on Success Stories in TDs and TC • Guidelines for Advancing Partnerships in the TC Programme

II. BPs Process: • BPs Definition • BPs Quality Criteria (QC) • BPs Process Phases 3.1 Collection and Organization 3.2 Selection√ 3.3 Documentation 3.4 Dissemination • Incentive Mechanism

II. BP Process

II. BPs Process *Consultations: • TCPC DIR, TC-RDS (Aug.-Sep. 2011) • RCA (Oct. 2011) • In-House (Nov. 2011) • In-House & CPs (Jan. 2012) • Field/ Vietnam (Feb. 2012) • Preliminary Survey Results (April- May 2012)

II.BPs Selection Process *Stakeholders Direct Stakeholders Indirect Stakeholders • NLOs (NLAs) • CPs • COE (Centres of Excellence) • RACs • PMOs • TOs • DIR-TCPC • TC-RDs • TCQAS • DIR-TD • UN ResReps • RepsResM

II. BPs Process: 1. Best Practices Definition “Best Practice” is an experience of a standing policy, strategy, procedure, process, tool, technique or method that at a given time leads to enhanced compliance with relevant performance indicators in the effective and efficient attainment of a TC project objective or task. This is in line with one or more relevant key aspects derived from the Agency’s policy framework, which includes the principles of gender equality and non-discrimination.

II. BPs Process 2. BP Quality Criteria • Criteria: 1. The Setting √ • The TC programme / project quality criteria are embedded in the TC Strategy and have been implemented since 1997. They were incorporated into the PCMF system in 2005. Relevant guidelines and IT tools have been regularly updated to facilitate the application of the quality criteria.

II. BPs Process: 2. BP Quality Criteria • Criteria: 2. One or More of the following: √ • Relevance: It is the degree of enhanced compliance to which the programme or project objectives are consistent with end users’ requirements, country needs, and stakeholders’ policies. • Ownership: It is the degree of enhanced compliance demonstrated when Member State or any other stakeholder exercises effective leadership over their programmes and projects. • Sustainability: It refers to the degree of enhanced compliance with the continuation of benefits after the completion of a programme/project; probability of continued long term benefits; and resilience to risk of the net benefit over time. • Efficiency: It is the degree of enhanced compliance with performance indicators, addressing the question: “Could the same results have been attained at a lower cost and less time than originally planned?” • Effectiveness: It is the degree of enhanced compliance to which programme/project objectives were achieved, or are expected to be achieved, taking into account their relative importance. An aggregate measure of (or judgment on) the merit or worth of an activity, that provides the extent to which it is contributing towards institutional development in the Member State. • Others

II. BP Process 3. BP Process Phases There are four main processes: • Collection & organization of Best Practices • Selection • Dissemination • Documentation

II. BPs Collection & Organization Process 3. BP Phases • Collection Process: • On calling a round for BPs submissions, the survey is sent out under a covering email to NLOs, Regional Coordinators/Regional Agreements’ Chairs, TC Regional Directors and TD Directors for further distribution to TC stakeholders in the MSs and the Agency. • Responses are collected at TC Department by TCQAS assigned administrator. • Submissions are reviewed for completeness of information, organized and sent out to the Members of the Selection Committee.

II. BPs Process • BPs Collection Survey Questionnaire and Guidelines: • A questionnaire was developed by the TCQAS and cleared by TC management in August 2011. The questionnaire was reviewed and fine-tuned collaboratively with the TCQAS Team and Consultant in the August-September 2011 mission. Further refinements took place upon the conclusion of the first preparatory in-house workshop was inNovember 2011. In addition, guidelines for filling out the questionnaire were developed to facilitate the application of quality criteria on BPs process and to link with TC’s Core of Best Practices which were further validated in the Jan. 2012 Consultation. • The survey was launched on the 21st of February 2012. The deadline for survey return was set on 15th April 2012. Joint submissions by multiple stakeholders wereencouraged, without jeopardy to single submissions.

II. BPs Process • BPs Collection • Prominent features of the BP Survey Guidelines • Joint and/or individual submissions are possible • Working definition of what would comprise a BP • QC included with explanation • Benefit of survey responses to the community of practice, learning, innovative and knowledge sharing emphasized • Timeline for submission • Confidentiality (questionnaire coding) • Selection process • Acknowledgement for selected BPs

Sharing Best Practices for the Design and Management of TC Projects BP Collection Process  Survey Results Part II: Survey Results

BP Collection Process  Survey Results • Who Submitted? • What Submitted? • Few Observations!

I. Who Submitted? Regions Countries Stakeholders Gender Language

I. Who Submitted? A. Regions

I. Who Submitted? B. Countries = 18 + Secretariat

I. Who Submitted? C. Stakeholder(s) 5% Other: Academic Professors, Research Officers, etc. 13% 12% 10% 41% 13%

I. Who Submitted? D. Gender 53% 48% Distribution almost even!

I. Who Submitted? E. Languages Language should not be any hindrance to any exchange of knowledge!

II. What Submitted? Type of Submission (joint / individual) Word Count Field of Activity (FoA) Quality Criteria Categories(generated form the key principles that are contained in the core of Best Practices in the design of TC Projects and Programmes)

II. What Submitted? A. Type of Submissions: Joint vs. Individual 70% 30% Team work

II. What Submitted? B. Words Count

II. What Submitted? C. 8out of 10 FoAs Except: Nuclear Chemistry and Radiochemistry & Radiation Medicine & Health Unidentified: relate to Regional Agreement or to any management category in the field of BP which does not comply with any of the FoAs

II. What Submitted? D. Quality Criteria

II. What Submitted?

II. What Submitted? E. Categories

IV. Where Are We? The BP initiative has 13 Major Milestones! TC Departments/ Stakeholders 0.Consultative Process 1.Collection 2.Selection 3.Dissemination 4.Documentation 5.Main Streaming 4-TC Regions TCDIR-TC-RDIR / RCA Collection Start 2011/2012 TCQAS Selection PCMF/ In-Touch/External Web Dissemination Documentation

Sharing Best Practices for the Design and Management of TC Projects- Part 1 of 2 Thank you!

Sharing Best Practices for the Design and Management of TC Projects