Conclave Progress Evaluation for Development - 2013

1. Community of Evaluators Conclave ProgressEvaluation for Development - 2013

2. Content - Progress • Programme drafted. • Invitation sent; follow-up being done. • Concept notes have been received. • Virtual conferencing for M Q Patton

3. Content – Challenges • Bringing in more members to review the draft notes • What is the EvalPartners Agenda for their meeting! • Panel confirmations!

4. Content – Work to be done • Follow-up on Concept notes – 30th Nov • Review of Concept Notes – 15th Dec • Programme finalised – 15th Dec • Facilitators and Co-Facilitators list ready – 15th Dec • Schedule printed and circulated – 15th Dec • Interactive schedule available on site – 20th Dec • Concept note and biographies of facilitators - published onsite – 20th Dec • CoE meeting agenda finalised and circulated – 15th Dec

5. EM & Logistics - Progress • Venue arranged. • Event Management contracted to IDOBRO. • Vendors identification in process. • Collaterals finalised and work begun. • Comparative activity chart agreed. • YES – Logistics partner identified in Nepal. • Broad workplan developed in conjunction with CoE Nepal. • Logistics information being collected. • Coordination support from CoE Nepal finalised. • Task Team meetings being conducted.

6. EM & Logistics – Challenges • Larger Task Team for some of the tasks - during the conclave • Quick clarity on venue, quality of vendors, products and hotels • Clarity and agreement in roles and responsibilities

7. EM & Logistics – Work to be done(1) • Vendors finalised – 30th Nov • Design for venue and collaterals finalised – 15th Dec • Collaterals & promotional - agreed, designed – 15th Dec • Travel & visa for invitees, members – 30th Dec • Registration – Details prepared, completed – 30th Jan • Inauguration and closing arrangements made – 30thJan

8. EM & Logistics – Work to be done(2) • Technical arrangements – Audio, visuals, Net – 30th Jan • To include live streaming/ live blogging/ tweeting • Anchors for various sessions – finalised – 15th Dec • Rapporteurs finalised – 30th Jan • Evaluation of the conclave designed – 30thJan • Accommodation for participants – 30th Dec

9. EM & Logistics – Work to be done(3) • Media partner identified and journalists invited – 30th Dec • Local volunteers identified and engaged – 30th Dec • Sight seeing arrangements made – 30th Jan • Food and beverages coordinated. • Teaching and learning aids arranged – 30thJan

10. EM & Logistics – Work to be done(4) • Pick-up and drop facility, accommodation for non-invitees and other travel arrangements made – 30th Jan • Finance – Estimate made, procedure laid down, money arranged, payments made – 30thJan • Separate venue for CoE meeting – 30th Jan • Conclave report finalised – 30th Mar

11. Media - Progress • Himal South Asia identified as possible media partner • Media outlets defined and contacted • Accounts created in for Facebook, LinkedIn, Twitter • Press release drafted • Task Team meetings being held.

12. Media – Challenges • Ensure that conclave is covered and published • Main message needs to be brought into focus • Identify media outlets in Sri Lanka

13. Media – Work to be done • Media partner finalised and role agreed-15th Dec • Press release - pre and post event prepared – 15th Dec • Accredited journalists invited-15th Dec • Media outlets contacted-30th Nov • Press release sent to the media outlets-15th Dec • Social media resource hired to create an online presence and buzz-15th Dec • Daily press release drafted and circulated • Live tweeting and blogging • Journalists given access to keynote speakers, workshop leaders for conclave coverage

14. Resource Mobilisation - Progress • Rockefeller Foundation • USD 50,000 grant; 20 – 25 participants; • Expected by January 2013 • Discussion with PACT; • Paper work to be clarified by Dennis • CLEAR • Scope of work submitted; • Expected by January 2013; • USD 40,000 from IDRC; • INR 22,00,000 from Conclave – I; • Cost for Coordination support from CoE Nepal – added.

15. Resource Mobilisation - Challenges • Conclave cost is high • Sponsorship for panelists • Resource generation through registration -200 participants

16. Res. Mob. – Work to be done • Paper formalities completed and fund received from RF and CLEAR – 15th Jan • Resources generated through registration of participants - 200 participants – 15th Jan • Surplus from first conclave to be redirected – 7th Jan

17. Marketing - Progress • Offline • Regional events - 8 events planned • Media identified • Conclave advertised twice in List Serves and also sent to Evaluation Association • Financial support provided • Task Team meeting conducted.

18. Marketing – Challenges • Resource mobilisation - through registration of paid participants in all countries • To be taken up by members • Graduated incentive system for conclave participation for CoE members.

19. Marketing - Milestones • Regional Event conducted – 30th Dec • Perspective participants for the conclave and members for CoE identified • Online and offline marketing strategies documented and pursued – 15th Dec • Short audio/ video prepared for marketing conclave offline – 15th Dec • Graduated incentive system for members for participation in the event – 15th Dec • Conclave - I participants contacted for participating in the second conclave – 30th Nov

20. Phase - II

21. Actions Planned(1) • New Knowledge • Publishing articles through existing journals • Documentation of innovation • Establish website as an interactive platform • Supporting evaluation panel • Capacity Building • Organising evaluation conclave • Supporting regional events • Moderated discussion groups • Networking with other institutions/ groups

22. Actions Planned(2) • Network and Advocacy • Increasing membership • Online networking and communication • Building connections with other evaluation societies • Liaison with the government • Professionalisation of Evaluation • Code of Conduct • Quality standards • Ethical guidelines • Protocol for engaging with members, government and other evaluation associations

23. Actions Planned(3) • Institutionalisation • Registration of CoE • Selection of Governing body • Chairperson • Vice-Chairperson • Secretary General • Selection of General Body • Resource Mobilisation • Approach other associations and donors • Identify large funding opportunities, submit proposals • Membership fee collection

24. Phase II – Progress(1) • New Knowledge • Edited volume compiled; expected to be published soon • New CoE website in place • Note on documentation of innovation – drafted and shared • Note on online journal drafted • Capacity building • Conclave preparation - in progress • New conclave website • Regional events - planned and being organised

25. Phase II – Progress (2) • Network and advocacy • EvalPartners has members from CoE • CLEAR – Collaboration initiated • SLEvA – Continuing from Phase- I • Networking with MES, AEA, IOCE, AfREA – initiated • Outreach improved through Newsletter • New members registered • Professionalisation of Evaluation • Desk research completed • Institutionalisation • To be under Section – 25 Companies Act, India • MOA, AOA Drafted • Registration attempted

26. Phase II – Challenges • Increasing membership base • Institutionalisation • Sharing of responsibilities by all members • Business planning • Resource mobilisation • Sustainability

27. Phase II – Work to be done(1) • New Knowledge • Edited volume published – 15th Feb • CoE site established as an interactive platform – 30th Dec • Searchable database for members • Discussion board • Online journal • Innovations in evaluation documented – Oct 13 • Moderated discussion group – Mar 2013

28. Phase II – Work to be done(2) • Capacity Building • Evaluation Conclave completed successfully – 7th Mar • Regional events conducted successfully – 30th Dec • Scope of work agreed with CLEAR and EvalPartners and partnership formalised – 30th Dec • Knowledge products developed – Jun 2013 • Focussed CB event and mentoring support offered – Jul 2013

29. Phase II – Milestone(3) • Networking and Advocacy • How to support country specific CoE - Scope of work finalised – 30th Dec • Membership – 30th Jan • Responsibility and Incentives systems for members developed, agreed and circulated • Membership drive conducted and members increased to 100 • Strategy for Liaison with government – Drafted 15th Dec

30. Phase II – Milestone(4) • Professionalisation of Evaluation • First draft of standards, ethics and protocols prepared – 30th Jan • Institutionalisation – 15th Feb • MoA and AoA reviewed, revised and redrafted • Application for name submitted • Application for registration submitted • Board and Executive Committee selected

31. Phase II – Milestone(5) • Resource Mobilisation • Proposal submitted to EC – Not successful • Governance • SAT formulated and regular meeting facilitated • Members • Solomon Chelladurai • Shubh Kumar-Range • Mallika Samaranayake • Gana Pati Ojha

32. Phase II – Milestone(6) • Project management support • Face to Face meeting in New Delhi on 1st and 2nd February 2012; • Skype meetings on 25th February, 14 April, 28th April and 30th May; • Face to Face meeting in Kathmandu, Nepal from 18th to 19th June 2012; • COE Visit to Nepal for identification of venue for the conclave; • Meeting with CLEAR South Asia in Delhi; • Meeting with EvalPartners in Delhi; • Face to Face meeting in Dhaka; • Meeting with PACT/RF • Six monthly financial and technical report submitted to IDRC

33. Thank You