AAP Country Conference “Celebrating our Successes” 12 th - 16 th November 2012 Dakar, Senegal

1. AAP Country Conference “Celebrating our Successes” 12th - 16th November 2012 Dakar, Senegal

2. Session 1: Outline • Presenting the Key Concepts: Lessons, Deliverables and Sustainability • Group discussions to distinguish between: • challenges and lessons • outputs, activities and deliverables • reviewing sustainability as an action • Reaching agreed understandings for the conference

3. Session 1: Key terms Lessons learned: Highlight strengths, weaknesses in preparation, design and implementation that affect performance, outcome and impact Deliverables/legacy: Project outputs (Products and services, tangible and intangible, delivered or provided) Sustainability: Measures the extent to which benefits of initiatives continue after external development assistance has come to an end

4. Session1: Lessons Lessons Learned versus Lessons Lost!! What defines the outcome? • Captured and analyzed • Documented, validated and endorsed • Promoted and made available Timing is important • Avoid end of project – interest wanes

5. Analyzing What!! • What worked well? • What could have worked better? • Why?

6. Challenges Versus Lessons Project Challenges or micro problems are often mistaken for lessons Challenges – can be described as the variety of consequences (problems) that are experienced throughout the implementation of a project; Lessons – can be defined as the possible underlying root causes for successes and for the problems.

7. Challenges and Lessons Indicative Challenges: • Lengthy procurement procedures caused delays in implementation • Lack of or limited national capacity caused problems with the implementation of technical tasks Possible Lessons: • The need for a well defined procurement plan that reflects timelines and actions consistent with procurement procedure requirements; • A full capacity assessment should be undertaken during the design phase with remedial actions incorporated during inception and early implementation

8. 15 Minute Exercise • Working within your table groups - suggest two mixed country team groups: • Select lesson each for each group from the matrix you have prepared • Discuss and establish if it is a challenge of a lesson – determine what the lesson should be.

9. Summary • Analyze- What worked well and what could have worked better? • Ask the Why ?Questions • During the problem analysis clearly distinguish between the micro (consequence) and macro (main cause) • Document, validate and disseminate

10. Deliverables Focus on two terms: Milestones – the achievement of specific output tasks throughout implementation Deliverables: (they should bring benefits) • the final completed product as defined in the project document/logframe; or, • the incomplete product at a particular milestone.

11. Deliverables Example 1: Informed decision making We made it!!! M/S 3 M/S 4 M/S 1 MS/2 Procurement Installation and Technical Training Access to and analysis of data Establish Information Database Capacity for accessing and utilising information Question: What is the deliverable??

12. Part Deliverables Example 1: Informed decision making I’m Still Waiting M/S 3 M/S 4 M/S 1 MS/2 Procurement Installation and Technical Training Access to and analysis of data Establish Information Database Capacity for accessing and utilising information Questions: What is the deliverable?? What Next??

13. 15 Minute Exercise • Working within your table groups - suggest two mixed country team groups: • Select deliverable for each group from the matrix you have prepared • Discuss and establish if it is a full or part deliverable; a milestone or part milestone.

14. Sustainability What needs to be sustained? • Sustainability usually applies to those project goods and services that are still providing benefits 3-5 years after termination of the project; • Sustainability conditions can also apply to incomplete project products; • A sustainability analysis and strategy should be prepared during design and monitored throughout implementation – is this a lesson????

15. Deliverables Made Sustainable Example 1: Informed decision making We made it!!! M/S 3 M/S 4 M/S 1 MS/2 Procurement Installation and Technical Training Access to and analysis of data Establish Information Database Capacity for accessing and utilising information Whole of Government Policy and Practice

16. Giving Part Deliverables a Second Chance Example 1: Informed decision making M/S 3 M/S 4 M/S 1 MS/2 WOG Policy and Practice Procurement Installation and Technical Training Access to and analysis of data Establish Information Database Capacity for accessing and utilising information Better late than never Existing or New Initiatives

17. 15 Minute Exercise • Working within your table groups - suggest two mixed country team groups: • Select a sustainability issue for each group from the matrix you have prepared • Discuss and establish if it is benefit for long term impact; an output or an incomplete product.

18. Summary • A lesson may not be the readily identifies without proper analysis of the challenges being experienced – find the primary cause • Deliverables (Benefits) represent the end of one journey and the beginning of the next; • Part deliverables or the end of a milestone represents a pause in the journey which must be completed • Sustainability means making sure that the selected project benefits are influencing future policy and practice