Improving Results Reporting

1. Improving Results Reporting Operations Managers Workshop Kiev, October 2008 Bratislava Regional Center Management Practice

2. Outline • Substantive Results Reporting • Individual Project Progress Reports • ERBM Platform – Development Plan • How to make it happen? • Atlas Project Management module • External Access Management Practice - BRC

3. Making RBM Work… Programme and Operations Policies and Procedures (prescriptive content) Improved Project Management PRINCE2 (methodology) ATLAS (tool) Management Practice - BRC

4. Using the ATLAS Project Management Module • What is the purpose of the Project Management module? • To integrate results-based management methods in Atlas • To allow for quality tracking and monitoring of projects, linking resources to results • To facilitate reporting and monitoring • To improve the user interface for budget revisions Links Atlas Project Management Module OnDemand Atlas Training Management Practice - BRC

5. Management Practice - BRC

6. Project Management in Atlas Access to Output and Activity Definition pages Management Practice - BRC

7. Output Definition As per RRF Management Practice - BRC

8. Activity Definition Page To make this work, make sure that a key deliverable is defined as Activity ID This function will be available once the Quality Criteria is activated how/with what indicator are you measuring quality of the Deliverable? what method are you using to determine if quality criteria has been met? Management Practice - BRC

9. Activity Quality Assessment What did the project actually achieve, based on the above criteria? Were the beneficiaries satisfied? What the achievement reached within the planned timeframe? Within planned budget? Management Practice - BRC

10. Risks Log Management Practice - BRC

11. Risk Log Management Practice - BRC

12. Issues Log Management Practice - BRC

13. Monitoring and Comm. Plan Management Practice - BRC

14. How often should information be updated? • Award Level Risks and Issues: updated monthly • Monitoring and Communication Plan: updated after milestone dates • Project level Outputs: target, baseline and indicator entered at the beginning of the year, results at the end of the year • Activity level indicators: • - updated after quality criteria date • - % progress updated monthly Management Practice - BRC

15. Structuring your project • Award level: • Risks log • Issues log • Monitoring and Communication Milestones • Project ID (Output) level: • Annual targets • Annual results • Activity ID (Activity Result) level: • Achievements/progress to be monitored on quarterly basis • Progress % • Quality criteria and Quality method • Quality Perspectives (User, Timeliness, Resource Usage) • Rating Management Practice - BRC

16. RBM Reporting Atlas Manageability The challenge of structuring projects in Atlas Structuring projects in Atlas should strike a balance between the following pragmatic considerations: Donors requirements Setting activities at “right” level to avoid fragmentation Management Practice - BRC

17. Compliance checklist Project Formulation • Project responsibilities assigned as per RMG roles • Results Framework & Monitoring Framework • Outputs defined (description, baseline, indicators, targets for the year) • Activities defined (Description, purpose, quality criteria, quality method) • Risks Analysis • Local Project Appraisal Committee Monitoring and Reporting • Activity Quality Assessment updated (quarterly) • Annual Workplan (AWP) prepared and approved for each project • Risks Log initiated and updated • Issue Log initiated and updated • Lessons Learned Log initiated and updated • Monitoring Schedule Plan completed • Progress Reports • Annual Report & Annual Review Management Practice - BRC

18. Resource Persons Patrick Grémillet Regional Project Management Advisor Management Practice Team (BoM) Bratislava Regional Center patrick.gremillet@undp.org Management Practice - BRC