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CONNECTING THE DOTS... 2011 Programme Effectiveness Resources


Connecting the dots... 2011 Programme Effectiveness Resources highlights Programme Division’s contributions to enhancing programme effectiveness at UNFPA. This publication emphasizes some recent key work done in three significant areas to either respond to specific requests from oversight bodies such as the Executive Board, the UN Board of Auditors, or the Division of Oversight Services, or most importantly to the needs expressed by country offices, or to position the organization or to ensure business continuity. 2011 was a pivotal year for the Programme Division as it led the Midterm Review of the UNFPA Strategic Plan that resulted in a sharpened organizational focus.

Programme Division...responding to the demand and anticipating country needs.


Plans, Policies and Procedures


Plans, Policies and Procedures

Midterm Review (MTR) Process and MTR document What is it? The MTR examines UNFPA’s progress, achievements and challenges in the implementation of the Strategic Plan from 2008 to 2010 and proposes a revised strategic direction and results frameworks to address these challenges, strengthening the organization’s focus and prioritizing the issues the organization faces. It is based on a combination of a series of internal and external reviews, and a broad consultative process involving numerous stakeholders from inside and outside UNFPA.  

Why is it useful?  The revised results frameworks present a set of streamlined DRF outcomes (from 13 to 7) , MRF outputs (from 9 to 4) and clear indicators that will strengthen the organization’s accountability for results and will enable UNFPA to strengthen its focus and prioritize issues when programming.                


This report (Midterm review of the UNFPA Strategic Plan) is the result of extensive consultations, analysis of data and internal and external reviews.

– Dr. Babatunde Osotimehin, UNFPA Executive Director, Second regular session UNDP/UNFPA/ UNOPS Executive Board, 8 September 2011


Plans, Policies and Procedures

Updated Policies and Procedures Manual (PPM) What is it? The central repository of approved rules, regulations, policies and procedures that all UNFPA staff members are required to uphold in fulfilling their functions.     

Why is it useful?  It has been updated by 75% to reflect the latest operational procedures and business processes of UNFPA. It is now much easier to navigate and has been significantly reduced in size to make it more targeted. The programme Section of the PPM has been revised and is currently available on myunfpa for comments.                         


Plans, Policies and Procedures

Guidelines & Guidance Notes

Guide for Developing Robust Results Frameworks for Effective Programmes What is it? Provides guidance and facilitates understanding of the essential components for developing robust results frameworks.

Why is it useful? This guidance note is focused on programming and it is envisaged to contribute towards improving the quality of the next generation of results frameworks in UNFPA country programmes. It provides detailed explanations of the “what,” “why” and “how” to develop different components of the results matrix. It provides a quality checklist for ensuring robust results frameworks.


Plans, Policies and Procedures

Evidence-Based Programming (EBP) Guidance Note What is it? It outlines the concept and approach to EBP in UNFPA and offers a succinct framework with inter-linkages to RBM and evaluation to complement existing guidance documents and to make programming more results-oriented and evidence-based. It is the first Guidance Note on EBP in the UN system.

Why is it useful? It clarifies how empirical evidence can be integrated into the programming cycle.  It equally defines what constitutes evidence and the various types of evidence. It provides a checklist for designing an evidence-based UNFPA programme.


Plans, Policies and Procedures

Data Guidance Note What is it? Outlines UNFPA data management roles, responsibilities, standards and procedures.

Why it is useful? Ensures reliable and consistent data availability which is necessary for results-based and evidence-based reporting at all levels.

I learned the power that information/ data has especially in a crisis situation. I work for an NSO, and I’ve come to realize that data figures are not just numbers‌but it speaks volumes when properly assessed and employed. – Participant, Humanitarian Information management workshop in Fiji, September 2011


Plans, Policies and Procedures

Updated Evaluation Guidelines What is it? These Evaluation guidelines operationalise UNFPA’s evaluation policy (DP/FPA/2009/4) which was approved by Executive Board in 2009. They guide UNFPA evaluations to comply with the UNFPA policy, the UN evaluation standards and norms, and the internationally accepted evaluation standards.   

Why is it useful? It provides a step-by-step Guidance with templates for conducting and using evaluations and for an evaluation plan. It provides a list of types of evaluation conducted at UNFPA. It lists the mandatory evaluations, process and quality assurance mechanism for managing UNFPA evaluations.


Plans, Policies and Procedures

Guidelines for the preparation of the 2011 Country Office Annual Reports (COARs) What is it? They provide general information about the annual reports, purpose, quality assurance and the questionnaire to be used for reporting in 2011. They were developed based on lessons learned, in close collaboration with Technical Division (TD), were improved with explanatory notes, clearer guidance on technical aspects to facilitate reporting.

Why is it useful?

Once again, I want to thank you for the meeting and the opportunity to discuss the policies regarding MICs. I hope this meeting was a good stepping stone for an innovative policy and a joint approach. – Thea Fierens, Eastern Europe and Central Asia Regional Office, MIC conference Botswana, 6 October 2011

This document provides guidance to help country offices in the preparation of a succinct and evidence based 2011 annual report. It includes a quality assurance checklist to support country and regional offices’ review of the annual reports.  


Plans, Policies and Procedures

Strategies

Second Generation Humanitarian Response Strategy What is it? By 2013, the strategy envisages that humanitarian operation functions will be transferred to country offices, and support functions to regional and sub-regional offices. Headquarters will focus on advocacy, strategic guidance and support.

Why is useful? The strategy sets the foundation and framework for Fund-wide mainstreaming of humanitarian programming.


Plans, Policies and Procedures

Fragile Contexts Strategy What is it? Strategy document to enhance programming capacity of country offices in dealing with complexities of working in Fragile Contexts by providing policies, procedures, and tools to analyze specific contexts to better deliver on UNFPA mandate. 

Why is it useful? It will guide enhanced programming in Fragile Contexts and provide technical briefs and case studies. I am grateful that you associated me to your thinking on your role in fragile contexts and I have to say I was impressed by the level and the quality of the discussions. Thanks a lot again and hopefully this will be the beginning of a solid partnership between UNFPA and Peace Building Support Office. – Vincent Kayijuka, Peacebuilding Support Office, on participation in UNFPA Fragile contexts Strategy Development meeting, NY, October, 2011


Plans, Policies and Procedures

UNFPA Standard Operating Procedures (SOPs) in Humanitarian Settings What is it? The UNFPA SOP in Humanitarian settings based on DOS evaluation of UNFPA humanitarian aimed at improving coordination in UNFPA response to emergencies

Why is it useful? I greatly appreciate your guidance and useful tips about managing partners. I’m also very encouraged and excited about the possibility of PD technical support during the preparation of the implementation strategy for the Gabon CO CPAP. As indicated such a support through PD field mission will not only enhance the quality of our programme but also further serve as a morale booster and send out a strong message to the Government and partners including UNCT that our programme is equally important to senior management. – Mariama Darboe Diop, Gabon Country Office

The SOPs provides an operational framework that will enable critical humanitarian response decisions and actions to be taken quickly and effectively at various organizational levels.


Plans, Policies and Procedures

Emergency Fund Procedure What is it? Standardized guideline on how COs can access, implement and report on utilization of UNFPA Emergency Funds.

Why is it useful? Streamlined to provide more clarity to country offices on the process of applying for EFs, hence enabling rapid disbursement of funds. Current turnaround time for allocation of EF is 48 hours.

We are very grateful to you for your (active) participation (incl. meetings with myself and the evaluators to provide information/clarification) and for guiding us through the programming process with some “historical” perspective (from MYFF to SP -- the evaluation covering the period 2000-10). Clearly this is the very important input we needed from PD. – Louis Charpentier, Division of Oversight Services, 26 August 2011


Plans, Policies and Procedures

Phase II Simplification and streamlining of Country Office planning, monitoring, review and reporting requirements What is it? A revised framework for simplifying and streamlining CO planning, monitoring, review, and reporting requirements. It is a direct response to regional and country office concerns on existing requirements. PD reviewed them and undertook field work to validate the revisions.

Why is it useful? Reduced the number of planning requirements, i.e. No separate Travel or Resource Mobilization Plans required and a consolidated Operations Management Plan (OMP) with standardized and centralized information. The 2010 COAR was further reduced by two-thirds.


Programme Support


Thank you very much for a very well-organized and managed schedule during our visit to New York. It is due to effective leadership, coordination, flexibility and understanding by all. We all worked together in a most collegial way. Our system in NY has become a well-oiled machine that works seamlessly, with the combined efforts of Dan and Olga in Joburg. – Bunmi Makinwa, Director, Africa Regional Office, April Executive Board meetings, 2011


Programme Support

Middle-Income Countries (MICs) Pilot Initiative What is it? Intends to operationalize the UNFPA Strategy toward Middle-Income Countries issued in February 2010, and contribute to strengthening the UN engagement with MICs through innovative work initially in three COs.

Why is it useful? Contributes to strengthening the UN engagement with MICs through innovative work in real context, (lessons learned to help further refine specific opportunities/interventions for more COs to utilize).


Programme Support

Global and Regional Programme (GRP) What is it? The GRP Secretariat initiated a results-based budget allocation process for 2012 and 2013 which included a thorough peer review component.

Why is it useful? The detailed review of planned initiatives and their budget implications is ensuring UNFPA’s commitment to the Executive Board, and contributing towards the GRP alignment to the new SP results framework. The discussions and the doc. available at “M&E Net” are very informative and useful. In fact after attending the recent M&E workshop organized by the Asia Pacific Regional Office in January in Bangkok, I had in mind to initiate a sort of online forum and while scanning what is available on M&E in “Myunfpa” I realized that you had already started this brilliant idea… – Nazanin Akhgar, Iran Programme assistant


Programme Support

Implementing Partner Information Management System (IPIMS) What is it? It is the online tool used for registration and management of implementing partners.

Why is it useful? It provides a centralized destination for registration of implementing partners, thus eliminating the previous requirement to fill out the form “Request for IA code in ATLAS.” It makes transparent which UNFPA unit is spending funds with which IP. The IPIMS has an advanced search I join S. in thanking you all capacity allowing for easy for your great support. I think analysis on IPs by IP everything went very well type, expenditure, or and the countries appreciated thematic focus. this effort very much. Many many thanks.

– Marcela Suazo, Regional Director, Latin America and Caribbean Regional Office, Support to EB informal with LAC group, 2 June 2011


Programme Support

Guidance Note on Direct vs. Indirect Costs What is it? Guidance note offers clarity on direct and indirect (support) cost when engaging a national, regional or international NGO or another United Nations Agency to implement activities on behalf of UNFPA. It also clarifies the difference between indirect costs payable to an implementing partner and indirect costs incurred by UNFPA when receiving funding from a donor.

Why is it useful? It helps staff address audit observations regarding support costs when dealing with implementing partners and provides guidance on how to enter the support costs in Atlas.


Programme Support

Guidance Note on Contracting Legal Entities to Provide Services: When to go Procurement and when to go Programme What is it? This Guidance note clarifies when to use programme and procurement modalities when engaging service providers.

Why is it useful? Provides people with systematic mechanism for deciding which services go through procurement and which go through programme.

Just wanted to express our appreciation for PD taking the initiative to organize the webinar at 9 pm New York time. It really helped us participate in full force. Thank you. It was most useful. – Lubna Baqi, Deputy Regional Director, Asia and Pacific Regional Office on WEBINAR on Aligning CPs to the Revised RRFs, 15 November 2011


Programme Support

Policies and Procedures Manual (PPM) Status Matrix What is it? The status matrix serves as the entry point and table of contents for the PPM.

Why is it useful? Allows the user to navigate through the various policies and provides links directly to the documents. It also includes policy issue date, status and “owner”, as well as the listing of policies available in Spanish and French. It brings together tools and guidance notes that are issued outside the PPM but are essential for programming.

Dear all, Please take a look at the status matrix that PD developed (see https://portal.myunfpa.org/web/pd/ ppm, click on Status Matrix in the 3rd para). This is quite good. Don’t you think it would be great to have something similar on the procurement site where all important procurement info could be included as hyperlinked in one structured table. – Eric Dupont, Chief, Procurement Services Branch, Feburary 2011


Programme Support

Chart on Financial Partnerships What is it? Chart is designed to visualize policies surrounding issues often encountered when (a) entering into a financial partnership with implementing partners and (b) on joint programme fund management options.   

Why is it useful? Provides a step by step reference for the planning process with hyperlinks to relevant policies.


Programme Support

Policies and Procedures Manual (PPM) Trainings and Guidance to country offices What is it? It provides policy advice and guidance on UNFPA policies and promotes the PPM as the authoritative source of UNFPA policies and procedures and as an essential resource for all staff members.

Why is it useful? I want to express, on behalf of UNFPA Côte d’Ivoire team and on my own, our sincere thanks for having allowed the CO’s PPM training.

It increases staff capacities for compliance through instruction in how to utilize PPM resources. It provides advisory services on interpretation and implementation of policies.

Sometimes the term “Thank you” seems a bit weak to express our gratitude. The trainer provided us with knowledge, expertise and skills. Be assured that Côte d’Ivoire Country Office in the upcoming months will be more performing and conformed to the procedures in order to better implement UNFPA programme. – Suzanne Konate-Maiga, Representative, UNFPA Cote d’Ivoire, October 2011


Programme Support

Framework for Assessment of UNFPA Country Programme Documents For Results-Based and Evidence-Based Programming What is it? This framework provides a methodology and criteria for assessment of UNFPA country programme documents (CPDs) for Results-Based Management (RBM) and Evidence-Based Programming (EBP).

Why is it useful? Provides 10 key criteria for RBM & EBP and contains an explanatory template with percentages for rating each of the key criteria as unsatisfactory, poor, good and very good is included in the tool.


Programme Support

FAQs and Programme Communities of Practice to support UNFPA country offices Tool What is it? The FAQs and PD support to field offices through the CoP/webinars to answer their questions/concerns on alignment of the programmes to the revised strategic plan MTR and frameworks.

Why is it useful? UNFPA needs to align its programmes to the revised you to the Programme Community of strategic direction and Practice, that has recently been established frameworks approved by our colleagues in the Programme Division. You by the Board in may be interested to know that currently a discussion September 2011. Dear Colleagues, I would like to alert

is taking place with colleagues in the field on the revision of the Strategic Plan, including the Development Results Framework, in which many of you have been engaged. I have just signed up myself, and encourage you as well to

participate in the dialogue with field colleagues. This will contribute to having a strong and organization-wide supported DRF document that will guide our efforts at all levels for the remainder of the SP. – Werner Haug, Director, Technical Division, 29 June 2011


Knowledge Management


Plans, Knowledge Policies Management and Procedures

Gender Based Violence (GBV) E-Learning What is it? A course providing definitions of GBV and a framework for effective GBV programme design in emergencies.

Why is it useful? The new e-learning course provides a foundation for all actors who seek to develop their capacities to better manage GBV prevention and response programmes.

This is to thank you for sending your PD staff to our RBM for Southern Africa Cluster Workshop in Windhoek, Namibia. Her support was excellent and appreciated by all participants - UNFPA, Government, Civil Society and Research Institutions that participated. This collaboration between ARO and Programme Division on Results-Based Management since 2009 has been very effective in establishing the RBM culture in ARO. – Reginald Chima, M& E Regional Adviser, Africa Regional Office, October 2011


Knowledge Management

Adolescent Sexual and Reproductive Health (ASRH) E-learning What is it? This course provides user-friendly tools for assessing the impact of a crisis on adolescents and implementing adolescent-friendly reproductive health services in emergencies.

Why is it useful? It provides a framework for addressing the reproductive health needs of adolescents in humanitarian programming.


Knowledge Management

Distance learning on population issues (DLPI)—ICPD and humanitarian action: emergency preparedness, response and recovery What is it? It is an online programme focused on promoting ICPD agenda in Humanitarian response.

Why is it useful?

Thanks to PD for your incredible collaboration over the last two weeks and for the fruitful sessions with the IOMs/OMs last week. – Arturo Pagan, Chief, Learning Branch, November 2011

The DLPI is an opportunity to provide new staff with learning opportunities, and will ultimately contribute to mainstreaming the ICPD Programme of Action within emergency preparedness, response and recovery.


Knowledge Management

Webinars What is it? A webinar is a web-based seminar, a mode of knowledge sharing, or brief learning conducted via an online meeting. 

Why is it useful? It enables cost-effective and timely sharing of knowledge across the Fund. Recordings provide a resourcebase for continuous referencing and learning. Webinar sessions had registered 1881 participants by April, 2011 compared to 1740 for the whole I am impressed by the way UNFPA of 2010.

is stimulating internal debate around issues of strategic importance. Keep up the good work! – Peter van der Vliet, Deputy Permanent Representative & Head of the Development, Humanitarian Affairs and Human Rights Section, Permanent Mission of the Kingdom of the Netherlands to the United Nations. Participant on “Expert Panel for UNFPA Positioning: The Future of Development Aid, 17 November 2011


Switzerland would like to thank the Executive Director and the staff for the frank and insightful analysis of where UNFPA is today, with the implementation of the Strategic Plan, and the evidence-based proposal for the way forward. We appreciate the large consultation of all relevant stakeholders for the midterm review and the transparent presentation of the difficulties and multiple challenges facing the organization. – Statement of Switzerland on the Mid Term Review and the Way Forward, Annual Session of the Executive Board UNDP/UNFPA, June 2011

I would like to reiterate my thanks to PD for supporting the extended mission of HRB SM to ASRO. During this mission, she managed to accomplish significant activities related to our response to the Libya crisis, both on the Tunisia and Egypt borders. Her mission reports were also instrumental to define the contour of UNFPA support and presence in Benghazi. We look forward to continuing support and collaboration with HRB in supporting efforts in the region to address current and emerging crisis. – Hafedh Chekir, Regional Director Arab States Regional Office, May 2011


‘‘

We would like to commend UNFPA for the transparency and openness shown during the MTRprocess, including engaging all stakeholders. We also appreciate UNFPA’s frankness about difficulties and challenges that the organization is faced with. Clearly, UNFPA responds to the expectations of the Executive Board as expressed in decision 2010/23 of using the midterm review as an opportunity to sharpen the strategic focus of the organization and improving the results framework in the sharpened strategic plan. – Joint Statement of Australia, Austria, Belgium, Denmark, Estonia, France, Finland, Ireland, Japan, Luxembourg, the Netherlands, New Zealand, Sweden, Switzerland and Norway on the MTR Review of the Mid Term Strategic Plan. 2nd regular session of the Executive Board of UNDP/UNFPA/UNOPS, 6-9 September 2011


The Programme Division (PD) was established at UNFPA headquarters in July 2008. PD supports country offices and regional offices, as well as HQ divisions, to elevate programme delivery by establishing high quality programming standards and processes as those illustrated in this PD 2011 Programme Effectiveness Resources guide.

UNFPA—because everyone counts.

United Nations Population Fund Programme Division 605 Third Avenue, 6th Floor New York, NY 10158 USA E-mail: progdiv@unfpa.org www.unfpa.org Refer to www.myunfpa.org for the electronic version of the PD 2011 Programme Effectiveness Resources guide.


Programme Division 2011 Booklet