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Proposal for the M&E Advisors meeting and CPE training, February 13-17, 2012, in Nairobi, Kenya

Background: Weak quality of many of the CPEs is generally recognized. This resulted from a number of factors: weak regional evaluation expert/consultant capacity, weak CO evaluation experience and understanding of evaluation and the policy, limited use of advisory groups, weak evaluation culture in many countries and limited resources for conducting evaluations. In the remaining two years of the current (2008 2013) strategic plan, Regional M&E Advisors and PD evaluation team aim to improve quality of CPEs and achieve the objective (2013) of 75% of CPEs to be rated as GOOD, compared to 9% in 2010. Achievement of this goal will be done through comprehensive measures including: building evaluation management capacity for each CO from planning to conducting and using results of a CPE, strengthening quality assurance mechanisms, timely evaluation planning, and development of robust results and monitoring and evaluation frameworks. To enhance the COs staff knowledge and skills in preparing and conducting CPEs, the Regional Offices together with the Programme Division will train relevant staff of a country scheduled to conduct an evaluation in preparing and managing an evaluation. The training will cover preparation of a work plan for a CPE, including budget, timetable; development of the TORs, and provision of oversight to evaluation activities, dissemination, and use evaluation results. It is proposed that the meeting will have two parts: training of the CO staff (3 days) and M&E advisors consultation (2 days).

Participation Participants will include the PD evaluation team (4 people), regional M&E advisers (5 people), and selected country offices M&E focal points and either UNFPA representatives or their deputies/assistants. According to the PD records the following countries will be conducting evaluations in 2012: ARO: Angola, Benin, Congo Rep, Kenya, Cote d'Ivoire, Madagascar, Togo, Nigeria; APRO: Afghanistan, Bhutan, Timor-Leste; LACRO: Mexico, Paraguay. The overall number of participants will be around 22 people for the training 15-17 Feb.
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Organization and logistics The meeting will be jointly organized by the PD and the Regional M&E advisors. Given that most of the 2012 CPEs will be in Africa (8 out of 14) Nairobi, Kenya has been selected as the meetings location. The cost will be shared by PD, ROs and the participating countries. The meeting and training will take place in Tribe Hotel (Tribe Hotel is approximately 25 km from Nairobi's International Airport - Jomo Kenyatta International Airport (NBO) Limuru Road The Village Market, Gigiri Nairobi, KENYA 00621, PHONE: +254 20 720 0000,

DRAFT MEETING AGENDA (13-14th Feb, 2012)


Day 1, February 13th, 2012
8:309:00 9:00 9:30 Security Briefing Opening Session: Welcome, review of the agenda: Elena Setting the Stage: New Developments in UNFPA and their implications for the Evaluation function and 2012 M&E priorities Mabingue Ngom, Director PD 9:3011:00
Objective of Session I: To identify progress, successful practices and agreed upon mechanisms for improving the quality of evaluations; to agree on a set of practices to be implemented by regional M&E advisors and HQ evaluation team to further enhance the CPE quality. Expected Outcome:

Background documents and clarifications

Session I: Evaluation Quality Assurance: progress made and 2012 priorities

Review of the country Quality of each CPE in 2012 will be assured experiences/lessons learned in improving by agreed mechanism and in a systematic way. evaluation practice based on self EQA, agreed in Istanbul QA mechanisms Background documents: (presentations by Regional Advisors)

Lessons learned from team leaders conducting CPEs in APRO experience (Richard)

Follow-up Action Plan to the Review of UNFPA Decentralized Eval-Nov 2011 Evaluation Good Practice: Effective Management of CPE- Team Leaders' perspective

11:00- Coffee/Tea Break 11:15 11:15 Review of the follow up on action points 12:00 on J. Mayne report (Elena) 12:0013:00 Discussion of the ways to further strengthen the CPE QA mechanisms Facilitator: Charles Rapporteur: Richard& Ao 13:0014:00 Lunch Break 14:00- Session II: Review and Discussion of the 15:30 training programme to ensure its coherence and consistency
Objective of the session: To review and refine the training programme Expected Outcome: Effective and coherent training

Facilitator: Elena Rapporteur: Beatriz &Ao

Background documents: Training agenda and materials

15:30- Coffee/Tea Break 15:45 15:4517:00 Review of the application of the new CPE methodology in Cameron and Bolivia: (Chima and Beatriz) Facilitator: Mahbub Rapporteur: Alexandra & Ao Day 2, February 14th, 2012 Session III: Planning and coordination of the Fund-wide M&E activities
9:00 10:30
Cameroon CPE Report- conducted in 2011 Bolivia CPE (6th) report (English)

Background documents and clarifications


Objective of the session: To ensure timely and results based response to MAR on the progress in RBM capacity development; harmonize the regional M&E plans to streamline the support and ensure their cost effective implementation Expected Outcome: High quality report on the RBM CD is available

Review of the implementation of the regional plans (Costa Rica and Istanbul) PP presentations by Regional advisors and PD (15 minutes each);

10:3011:00

M&E Capacity Building priorities for 2012-13 Evaluation plans: experience sharing of preparation and approval (Charles)

in May 2012; Finalized M&E Regional and PD AWP Background documents: Consolidated UNFPA RBM Capacity Strengthening Implementation Plan 2011-2012 Action Plan of Istanbul M&E Meeting Regional and PD drafts 2012 plans

11:00- Coffee/Tea Break 11:15 11:15 Forthcoming evaluations of the Regional 11:45 and Global programme (exchange of the views and experiences) 11:4513:00 Exchange of experience of application of the DOS methodology in Bolivia and Cameroun

Objective of the session: To identify best practices/lessons learned of follow up to and use of evaluations, define responsibilities of different units in following up and disseminating evaluation findings, and develop an action plan how best to institutionalize follow up to evaluations in UNFPA. Expected Outcome:

Facilitator: Richard Rapporteur: Afifi & Ao

A common framework for evaluation knowledge management including lessons learned from management responses, extracting and disseminating evaluation findings and issuance of good practices, preparation for evaluation briefs, and report formats.

13.0014.00 Lunch Break 14:00- Session IV: Use and follow up to evaluation 15:30 Management response (Overview on MRTS status; summary of current MR characteristics)- Ao; (Taking stock of use of MR tracking system and training needs; Role of ROs and HQ)-Alexandra Evaluation database (Uploading of project evaluations: mechanisms, institutionalization (promotion, obligation, role of ROs in quality
Objective of the session: To identify best practices/lessons learned of follow up to and use of evaluations, define responsibilities of different units in following up and disseminating evaluation findings, and develop an action plan how best to institutionalize follow up to evaluations in UNFPA. Expected Outcome: A common framework for evaluation knowledge management including lessons learned from management responses,

assurance.) Ao and RAs Dissemination of evaluation results (Good practices from the regions- RAs; Best ways of providing technical support (RO, HQ) Evaluation brief (Usefulness and use of evaluation brief, future briefs: Input from ROs and COs; coordinating unit, format)Alexandra

extracting and disseminating evaluation findings and issuance of good practices, preparation for evaluation briefs, and report formats. Background documents: Management response tracking system and guidance note (PD website) Evaluation Brief CPD assessment tool (criteria 10: evaluation)

Discussion on the Use of Evaluation,

including for the development of the new strategic plan (What are the success factors, contributing to the use of evaluation? What worked well in UNFPA? Which actions during the CPE promoted its later use, how best to institutionalize? Best ways of support from ROs and HQ? How to increase the demand for evaluation in CO, RO, and HQ? Mandatory, how to ensure that evaluation findings are brought up into development of the next SP) Facilitator: Alexandra Rapporteur: Mahbub &Ao 15:30- Coffee/Tea Break 15:45 15:45- Closing session : 17:00 Review of the experiences in working together with ROs and COs and identifying areas and ways of improvement and closing remarks by Mabingue

Objective of the session: To strengthen collaboration and efficiency of working together Expected Outcome: Common understanding on the set of rules to be mutually followed up

DRAFT TRAINING AGENDA (15-17th Feb, 2012)


Day 1, February 15th, 2012
8:309:00 9:009:20

Background information, documents, comments


Objective of Session I:

Security Briefing Opening Session:


Welcome, introduction of the participants, review of the training objectives, outcomes and agenda - Elena To discuss the critical steps and elements of planning and preparation of CPEs. Expected Outcome: Develop the detailed evaluation plan and budget for each specific CPE. Background documents: CPE management structure, roles and responsibilities, quality assurance
UNFPA Evaluation Guidelines (2011 end newly released version) Evaluation Good Practice: Effective Management of CPE- Team Leaders' perspective Powerpoint Presentation on Effective Management of CPE

9:2011:00

Session I: Evaluation Planning and preparation


Overview of the main stages of the CPE process

Stakeholders mapping at different evaluation phases (group exercise)

11:0011:15 11:1512:00 12:0013:00 13:0014:00 14:0015:00 15:0015:15

Coffee/Tea Break
Preparing background documentation Sharing the experience of the evaluation team leaders in conducting UNFPA evaluations

Lunch Break
Continued: Sharing the experience of the evaluation team leaders in conducting UNFPA evaluations (Ao Kong)

Coffee/Tea Break

15:1517:00

Prepare the plan for conducting a CPE (group exercise) Facilitators: Reginald Chima, Elena Pozdorovika

Day 2, February 16th, 2012


9:0011:00

Background documents and clarifications


Objective of the session: To build the COs capacity for developing quality TORs for evaluations, specifically CPEs. Expected Outcome: Summary of common ToR Pitfalls to avoid. Background documents:
Mongolia 4th CPE ToR Sierra Leon 4th CPE (used MTR in lieu of CPE) including ToR Bolivia CPE ToR

Session II: CPE TORs development


Overview of development of Evaluation ToR Group exercise and presentation: Assessment of three (Bolivia, Mongolia, and Sierra Leon ) CPE ToRs Summary of common ToR Pitfall to avoid

11:0011:15 11:1513:00

Coffee/Tea Break
Objective Overview of Evaluation Design and Methodology Fundamentals of evaluation design, data collection, analysis, Understanding and use of an Inception report To build the COs capacity related to evaluation design and methodology

Plenary Discussion /Quiz on Inception report


13:0014:00

Lunch Break

Experience of the Bolivia Evaluation approach and methodology Group work to review and critique the methodology of four evaluation reports (Bolivia, Philippines, Mongolia, Zimbabwe ) Summary of methodological challenges to address to improve UNFPA evaluations 15:3016:00 16:0017:00

Expected Outcome: Improved knowledge on evaluation designs, the use and content of an inception report, and a summary of methodology challenges that UNFPA needs to address to improve its evaluations. DRAFT mock TOR for the country upcoming CPE Background documents:

14:0015:30

Coffee/Tea Break
Workshop: Individual work to review/ revise draft TORs prepared by COs prior to training Facilitators: Charles Katende, Mahbub Alam and Beatriz Castellanos DOS Evaluation Quality Assessment Criteria DOS Evaluation Quality Assessment Criteria Explanary Note Evaluation reports to be reviewed by the participants Bolivia, Philippines, Mongolia, and Zimbabwe):
Mongolia CPE (4th) final report Philippines CPE (4th) Final report Zimbabwe CPE (5th) Final Report Bolivia CPE Final Report (Spanish) Volume One and Volume Two

Day 3, February 17th, 2012


9:0011:00

Background documents and clarifications


Background documents: EQA grid and explanatory note (refer to links in the last session) 2010 conducted CPEs of Zimbabwe and Mongolia (refer to links in the last session) 2011 conducted Bolivia CPE (refer to links in the last session)

Session IV: Reporting and Evaluation Quality Assessment


Development of a good CPE report Presentation of EQA Grid Group Exercise: Assessing 3 evaluation reports using the Grid (to be familiarized with prior to the session) Facilitators: Mahbub Alam and Alexandra Roth

11:0011:15 11:1513:00

Coffee/Tea Break Session V: Planning for evaluation use


Basic knowledge sharing steps and requirements, and Management Response Dissemination of evaluation results Target audience Evaluation products Dissemination channels Use of evaluation results In the CO In UNFPA National and international partners Facilitators: Alexandra Roth and Ao Kong Objective of the session: To raise awareness on planning in advance for the use of evaluation and mandatory follow up actions, including integration of the evaluation findings in CP design and CPD. Expected Outcome: The main use and users are clearly defined in the TORs. Participants are aware of mandatory follow up actions and will be able to make decisions on the best ways and tools of distributing evaluation results for different stakeholder groups Background materials: UNFPA Evaluation guidelines (refer to link in the 1st session); UNEG Good practice guidelines for Follow up to Evaluation [UNEG/G(2010)3]; UNIFEM Guidance note on developing an evaluation dissemination strategy, Dec 2009 Management response tracking system and guidance note (PD website) Management Response webinar Powerpoint Presentation Evaluation Brief CPD assessment tool (criteria 10: evaluation)

13:0014:00 14:0017:00

Lunch Break Closing session : Recap of the training and planning way forward Agree on action points Closing remarks by Mabingue
Objective of the session: Review the training experience and reassure key points learnt Expected Outcome: Participated COs finalize their CPE ToRs; clear understanding of the next step for planning and preparation for CPEs