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Communication strategy developmentfor UAEITI

Mission to Kyiv June 2016

Birgitte JallovGIZ Strategic Communication Consultant

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Participants from 2-day workshop with Com-munication Teams from extractive regions

INDEX PAGE0. Background and Justification 31. Workshop with the communication focal points from the extractive regions 4

Objective of the workshop 4The work 4What happened since our GIZ workshop June 2015? 6How to ensure that communities in extractive regions are compensated? 10The most powerful change that happened the past year? 11What are the information and communication needs of your stakeholders? 13Onward communication objectives and plans for 2016-17 14Work methodology 15The results emerging from the workshop 15Evaluation 15Way forward 16

2. Workshop on national level UA EITI communication 17Objective of the workshop 17Workshop dates and participants 17Activities and results 17

3. Summary national level workshops: Way forward 18Results emerging from national level workshops 18

4. Way forward 19Regional communication teams share recommendations for way forward 19Recommendations and action agreed in national workshops on communication strategy 20

* Some reflections with US EITI decentralization process and communication 20Onward process – opportunities and challenges 22

Annexes 231 Terms of Reference 242 Programme of 2-day workshop with regional EITI communication focal points 283 List of participants in above workshop 304 Master workplans regional teams 2015-16 325 National overview of EITI activities taking place 2016 – including in the regions 356 7, 8 and 9: Achievements the past year. PPT presentations by regional teams – separate docs 40

10 Poltava workplan 2016-17 4111 Lviv workplan 2016-17 5012 Ivanofrankivsk workplan 2016-17 5413 Sumy, Kharkiv, Donetsk, Chernigiv workplan 2016-17 6114 GIZ evaluation 2-day course 6915 Communication activities 2015-16 by target group 7216 Programme workshop with national MSG secretariat June 8, 2016 7917 Working with the Press – tailormade presentation upon request. Separate document 8118 Report on the June 8 workshops about national level review of communication strategy 82

End of report with annexes 110

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AcknowledgementFirst of all a warm word of appreciation to all who made this mission and its three workshops a success: The participants from the extractive regions contributing to the UA EITI work as regional communication teams, the UAEITI MSG secretariat staff, individual MSG members and the UA EITI communication group, GIZ Germany and GIZ Ukraine including Project Director Christian Doering along with Ruslan Lazarenko, Boris Raeder, Andreas Brunnbauer, Galyna Usenko, Anastasiya Ason and Svitlana Mizima, who all helped and supported in all important technical, financial and organizational things!!! Thank you much for that!!!

0. Background and Justification Ukraine has gone through a long process in preparation of becoming EITI compliant and presented its first UA EITI report to the public December 2015. One of Ukraine’s core partners in this work is GIZ, who have provided facilitation among others in development of strategic work plans for the action and in development of the communication strategy and plans.

This assignment and report

In the work process covered by this report, the Consultant was asked by GIZ to follow-up on the process of support provided to Ukraine’s EITI activities in November 2014 and February and June 2015 (see separate reports on those work processes). The focus of the work covered by this report was to facilitate the onward work through three workshops:

1. One workshop to follow up on work with communication focal points from seven extractive regions June ;2. One workshop with the core communication implementation group to review the communication strategy;3. A final workshop including the UA EITI communication group from the workshop above, joined by the Director

and Finance/Deputy director of the MSG secretariat, to wrap up the review of the communication strategy and to agree on a way forward.

The terms of reference for this assignment included the following requested deliverables (see annex 1 for more details):a) Preparatory work for the in-situ assignment in Ukraine (max. 4 days).b) Consultancy for the update, revision and advancement of UAEITI’s communication work including the decentralized communication efforts in an in-situ workshop in Kyiv, Ukraine (max. 4 days + 2 travel days)c) Follow up work and distance-coaching (max. 4 days) following the in-situ visit.d) Reporting on the activities in a comprehensive format which can be shared with the partners of UAEITI (max. 1 day).

A summary assessment of the status of systematic and strategic work with communication in and around UA EITI

The overall assessment as found in the preparatory work prior to and during the mission to Kyiv June 6-9, 2016 is that the group responsible for communication activities has come a long way, since we had our first discussions including training and coaching on how to build a communication strategy in 2014 – with only an MSG-member having ‘communication’ responsibility. The following are some of the main elements of the core general assessment of status:

With the national MSG secretariat operationalized since mid 2015, the national team in place include a powerful set-up to get the communication strategy implemented:o The Head of the MSG secretariat (Dina Narezhneva), who is responsible for planning and driving the whole

UA EITI process forward. This also includes being an important contact point for media and parties in the tripartite MSG structure, and as such, plays an important part in not just planning and overseeing implementation of the communication strategy, but also an important role in its implementation;

o The Deputy head of the secretariat-cum-finance manager (Olesya Nekhoroshko), standing in as needed in above roles;

o The Secretariat’s PR and marketing officer (Lesya Khomiak)e, who is responsible for press relations and outreach at a national level;

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o The GIZ consultant (Svitlana Mizina), who has a strong network to all extractive actors in Ukraine and supports the MSG secretariat with outreach at national level, but especially focuses on support at regional level;

o Four regional teams made up by primarily CSO representatives and academics (see below in section on work with them), covering the main extractive regions of Ukraine, carrying forward the communication work in their regions, supported by the above-mentioned GIZ consultant and with assistance from the MSG secretariat where needed.

o The MSG member responsible for communication (Vlad Deyneko), who is part of one of the above mentioned regional teams.

o A prominent member of the MSG, Director of the Dixi-Group (Olena Pavlenko), who is the MSG spokesperson, central to the implementation of the communication strategy.

With the team in place, a broad fan of communication activities have been undertaken with a view to first of all ensure that the stakeholders (Government/authorities; extractive industries; civil society organisations) and secondly, the general public, had the needed information about (i) what EITI is all about and (ii) which EITI activities are ongoing in Ukraine with which objectives and potentials; and (iii) what the role and potential benefit of EITI is for each of the stakeholder groups – not least in the regions (see list developed by EITI MSG secretariat in annex 5).

Media coverage of EITI activities were documented in monthly overviews – averaging some 30-40 articles and other mention per month.

Special high-level information activities took place around the launch of the first report in December 2015.

On the basis of this impressive amount of activities carried out, and the general report back from the above team that a first level of general understanding of what EITI is all about has been achieved, the important priorities for the coming year include the following:

Focus on the systematic and strategic approach to information and communication activities towards and with each of the core target audiences to achieve well defined objectives;

To refine the monitoring of communication activities ongoing to include not just the fact that some activities were, indeed, carried out, but include documentation of the level to which well-defined objectives have been achieved – and which follow-up activities are important to further advance the cause;

To continue a reflection on how change happens – as we did in the 2-day workshop with the regional teams – and develop a tool-kit of approaches, techniques and processes of importance;

To systematize and strengthen the capacity of communication actors in and around UA EITI to work with a clear results-focus;

To assist the regional teams diversity their approach to communicate with their local stakeholders: the roundtable format seems exhausted: how to engage people meaningfully and with the desired UA EITI-positive impact?

It could be productive to work alongside the process to establish – on a pilot basis – a more permanent regional platform1.

Funding permitting, it would be important to carry out some systematic mapping of priority audience perceptions, interests and information and communication needs. This was originally on the communication strategy drafted in 2015, but postponed due to funding constraints.

This report: Presentation of action and findings in each of the three workshops facilitated

The organisation of the workshop reports follow the numbering of the presentation in “The assignment and the report, above.

1. Workshop with regional teams/communication focal points from extractive regions1 It is understood that the GIZ consultant Lutz Neumann is exploring and developing a design of such a process.

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Objective of the workshop as outlined in the consultant’s Offer

A 2-day meeting with EITI teams from the regions, who took part in our planning workshop, June 2015. The level of achievement of the objectives identified by the teams last June will be discussed:

o effective information disseminated to a series of identified target audiences o that crucial information had been extracted on the core issues around extraction in their region – for use

by the UAEITI and by local CSOs and media During the workshop the teams will present and we will discuss what they did? What did they find? What

worked/did not work – and why? Where were/are the bottlenecks. Based on the lessons learnt extracted from the above, and from some pre-workshop research of my own, the

teams will develop (revised) work plans for the coming 6-12 months. Based on the work, further reflection on the decentralization strategy will be presented in the consultant’s (my)

report at the end of the assignment.

The work

In preparation of the workshop, the consultant carried out in-depth interviews with all relevant English-speaking stakeholders by skype and phone and asked for preparatory activities so as to ensure that the workshop participants would have had an opportunity to reflect on their praxis of the past year as well as prepare the result of the reflection to share with the rest of us. As can be seen in the copy of the e-mail below, the regional teams had been asked to (i) prepare a feedback based on the work plans they developed during and immediately after the workshop in Kyiv June 2015, highlighting the change they had managed to generate; and (ii) map the actual stage in understanding of what UA EITI is all about by the three groups of stakeholders in each of the regions and outstanding communication challenges outstanding.

Dear colleagues, [Sent to regional teams on 26.5 – 2 weeks before workshop via GIZ/UA]I look very much forward to meet you all again in Kyiv June 6 and 7. While GIZ will be sharing a more detailed programme with you during the coming days, I should like to already now ask you to begin to prepare your presentations for our workshop.I would like each of your teams to prepare two presentations (PPT):

first of all we want to look back: what happened? Thereafter we look forward: how can we prepare strong plans for the coming year?

Looking back:What happened in your region during the past year in terms of communication on EITI?I attach the work plans that you shared with Svitlana after our workshop:

How did you take these plans forward? What worked well? What did not work? Why? Did you revise the plan and include other activities: which? Why?

Looking forward:I should like you to ask (i) mining companies, (ii) authorities and (iii) CSOs in the regions the following questions:

What does EITI mean for you? Why is transparency important? What do you think about and is your relation to the other stakeholders in the triangle: (i) extractive companies; (ii) government; (iii)

civil societyWhy do you want to work with them?Why would you not want to work with them?

Where do you get information about extractives and EITI? Which information do you already have? Which information are you not getting, but need? In which form and through which media would you like to get information about EITI and advances in a transparency agenda in

Ukraine?Their feed-back I should like you to present to us as a PPT presentation with quotes and analysis. And I want you towards the end of your

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presentation to share your reflection: Are you surprised by what you find? What was surprising? Why? What does this mean for your communication plans for next year?

I know you do not have a lot of time to do this. But maybe you can share the work between you in the group/team: one of you talk with the mining company/-ies, another one with the authorities, and a third with the civil society?I look very much forward to hear your findings – and to plan with you.Thank you very much in advance! Best,- birgitte

What happened since our GIZ workshop June 2015?June 2015 the groups highlighted that they wanted to achieve two main objectives in their regions:

effective information disseminated to a series of identified target audiences (listed below – left hand slide) that crucial information had been extracted on the core issues around extraction in their region – for use by the

UAEITI and by local CSOs and media (right hand slide below):

The findings in the June 2016 workshop (see programme in Annex 2 and list of participants in Annex 3) presented by each of the regional teams was first of all that “it had all been very Ukrainian”, as they expressed it: first of all it had taken long to document the co-funding of the activities to release the GIZ funds made available for the implementation of the activities in the regions. Once this was in place and the funds transferred to the account of the NGO headed by Vlad Deyneko, the bank went bankrupt and the funds were locked.

Despite this desperate sequence of events, quite a few activities did, indeed, take place (see work plans developed June 2015 in annex 4), beginning early 2016 instead of September 2015. The Head of the MSG Secretariat Dina Narezhneva has developed a national overview of 2016 activities, primarily highlighting the regional activities (See annex 5). In our June 2016 workshop important change was documented in the presentations by the regional teams in our workshop.

The communication activities carried out by the regional teams were presented by the four teams on Day 1 of the workshop (see the four full presentations as Annexes 6, 7, 8 and 92).

Some highlights include:

Ivanofrankivsk - these activities started later than planned, but it worked:o Ivanofrankivsk is one of the top 3 oil extraction sites in Ukraine

2 Annex 6/Ivanofrankivsk; Annex 7/Donetsk; Annex 8/Kharkiv, Sumy, Donetsk, Chernihiv; Annex 9/ Poltava * No PPT presentation from Lviv

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o Regional team has worked to establishing long-term partnerships between extractive companies, representatives of local governments and the public - February 24, 2016 – discussing cooperation problems with the companies, determine information disclosure barriers in the extractive industries, and to discuss the published report

o Attraction of local governments to UAEITI promotion: March 16, 2016 – with over 30 participants (oblast and rayon, city councils in the oblast).

o In oblast meetings, the rayon administrations were invited to attend to together work to establish oblast level strategies for how to address the EITI issues.

o Team had road trip to 2 villages and site visits to a further 5 villages and 2 rayon sites.o EITI promotion through 3 international conferences at the Ivanofrankivsk technical university of oil

and gas, using the opportunity of gathering a large number of government officials, representatives of extractive companies, academics and media (within the university) for EITI presentation and discussion

o Promoting ways to get local media to understand and disseminate the process of UAEITI implementation in easily understood language, and opportunities for community problem solving in the extractive regions of Lviv and Ivano-Frankivsk oblasts, focusing on awareness and understanding;

o Launch of competitions and awards to journalists handed out in early June press conference;o Plan to continue to work closely with the most motivated, interested and capable journalists to

further disseminate information about EITI. The regional team wants to work with the journalists to actually begin to dig into the matter and share real publications. The regional team with standby to ensure that they have a clear focus.

Donetsk (new formation in regional UA EITI work – to possibly merge with group below later):o The Donetsk region joined the EITI initiative in 2016 after preparing during 2015o Prepared study3 to know and document reality in the Donetsk region. Findings included that extractives

here account for 25% of all extraction in Ukraine and that the rate of illicit trade is high – an example is a silver mine where the director got 90 mio UAH.

o It was found that in the part of the Donetsk region that is not presently occupied, there is a high % of government companies, who were found to not be very interested in contact with the EITI group, to communicate and share

Kharkiv, Sumy, Donetsk, Chernihiv:o Carried out roundtables for the three core groups of stakeholders in each of the four regions;o Carried out workshops for representatives of stakeholders at district level. 15 workshops has been

held with 35-60 participants in each, more were scheduled.o Regional lecture held on EITI process for media representatives in Chernihiv within the framework of

Media Advance Training Projecto At the time of the June Communication workshop o Detailed maps were developed to further stress the importance and possible impact of extractive

industry on sensitive environments. The group demonstrated the degree to which the maps of environmentally sensitive zones overlapped with extractive zones – and made needs for urgent action and regularization of permits and protection very visible. This method was developed as a tool in their work to raise understanding and engagement locally. The method and approach was warmly received by the other regional groups, who decided to consider doing something similar in their regions.

Poltava:

3 In Ukrainian. Title: “ЗВІТ ПРО СТАН ВИДОБУВНОЇ ГАЛУЗІ ДОНЕЦЬКОЇ ОБЛАСТІ”

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o The local team has worked hard to establish a general level of understanding of UA EITI principles and urgent action needed through presentations and discussions in Round tables and other types of meetings meetings at oblast, rayon and village level, where relevant. There are still areas to cover, but so many meetings have been held that the regional team is quite exhausted from the many, many meetings with local government, geologists etc.

o One of the very positive experiences as been how the local participants were impressed with the meeting and roundtable format: they were not used to the very open discussion format and found it new and refreshing.

o Have had great roundtable with support from GIZ, universities, government, companies and local communes.

o Met a lot of resistance from the local authorities: What is in it for us?o Team had good contact with local universities, where they ensured that the core EITI principles were

known here through training for faculty members, who know nothing or very little about transparency standards in general and EITI specifically. Their knowledge was at least 5 years outdated.

o The work of the team has opened many discussions about companies’ lack of compliance with standards, not least in regions like [Panchaja?] which is one of the very burdened regions. All agree that extraction is no problem when companies comply with established standards. The problem is that many companies don’t do this. The consequence of the high exploration during the drilling process is very dense smog and dust so that inhabitants cannot see the end of their own stretched out arm. This also comes from some of the trucks bringing away the debris, not being sealed and dripping on the road. Despite the fact that the proper way of operation is described in legislation, companies do not see it as their responsibility to secure and protect their work.

o Regional team finds that they need to find way to increase monitoring of compliance and document what they find.

o In a few of the extractive regions the team has found that the citizens affected are not afraid to come to the oblast and rayon administration to report challenges and ask for support. Great to experience that citizens here have been very conscious about the benefit they ought to get.

o How local companies can compensate the local communities has been the focus of a lot of discussion in the meetings and roundtables. Awaiting the law for regularisation of the area. At present the companies in principle pay taxed to the Ukrainian government, which should include such support to the extractive areas. These are, however, not seeing that they receive this from the central Government.

o In cooperation with companies, the private ones were round to be quite open to collaboration and to share information, whereas the government run companies did not feel that they were obliged to inform and cooperate with authorities.

o The vast majority of the companies do not want to reckon with community interests, but negotiate through individual representatives in the government. They do not allow on-site control of their facilities and they often operate the wells without commissioning and often hide info on true owners of the wells

o In terms of contact with the media, the regional team in Poltava has established a pool of journalists who are interested. They need training to really understand, as the experience is that they will not cover issues which they don’t really understand. They are considering forming a “club” with which they can have even closer ties.

o To inform about activities they send out press releases when something relevant happens, along with posters and invitations – with special, personal invitations of journalists. On their webpage, which they regularly update, they have information and links to other relevant activities.

o Major change identified is increased attention to and interest in EITI by the young educated populationo Important challenge identified for the onward process: Important to identify new ways of

communicating to motivate and engage all important stakeholders: roundtables HAVE been held and are found to be exhausted. As for inspiration and ideas for new communication forms for the new year.

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Lviv (no PPT presentation – and as such not represented in the annex): The extractives of the Lviv region are oil, natural gas and there will be coal extraction in the future. 3 oil drilling

companies: UKR Nafta; Borislavska, and Poltava Oil (quite young) The regional team in Lviv and Boryslav implemented almost all they had in their communication action plan

developed in June 2015. Activities included:o Roundtable in Lviv, including a needs assessment with the tripartite EITI structure. The GIZ Consultant Lutz

Neumann took part in this roundtable.They here experienced that the smaller companies are more open and more ready to engage in a variety of interaction and sharing and took part in events, ignored by the bigger state companies;

With a desire to break 200 years of an everyday reality where people are not open, where (extractive) company owners are not (held) accountable to the local population, and where the local citizens do not expect much good from neither companies nor authorities, the regional team wanted for the communication activities to actually generate exchange and change through dialogue and debate. Using Corporate Social Responsibility (CSR) as an entry point, the following activities unfolded:o First attempt was a roundtable in Boryslav to facilitate a dialogue between local community representatives

with local companies, so as to identify challenges and solutions. This did not work as the companies only sent junior representatives: no-one with any decision-making and negotiation power came – on juniors.

o Later this dialogue was successfully established between a new manager in an independent oil company and the community.

o A second replication meeting focusing on open dialogue was held in the mayor’s office with different local entrepreneurs from the region: were they interested in sharing, discussing and finding solutions to the local clashes and misunderstandings?

As this proved to be complicated, the communication team in Lviv and Boryslav decided to embark upon a project, to launch a socially oriented project aimed at an environment of protection. Elements of this include:o It was not hard to get people together to begin with. The mayor or his deputy took part in all meetings, also

well attended by companies and civil society. o The project should aim at environmental protection, which would also protect the population of the area;o Local businesspeople should establish a community fund, to find ways of relying on local resources,o Examining the opportunities to make use of the by-products from extraction for local benefitso Working to diminish the levels gas concentration approaching life-threatening concentrations when they

come out as a by-product from oil drilling. Earlier the gas was burnt, but it is not good to do this near oil wells and in densely inhabited areas. But some change needs to be found – and this oil residual gas can be used. UKR NAFTA is working on it – also to help lower air pollution

o Oil wells have to be de-commissioned. Important in the interim to secure temporary cover on oil wells for occupational safety and to protect the highly concentrated population.

o For the next phase (July 2016-June 2017) the communication team in Lviv will continue this work to find solutions to challenges among other by engaging UKR Nafta.

The key successes in the communication work in Lviv include:o Increased understanding between stakeholders at the local scaleo Engagement in dialogue and cooperationo Good contact and cooperation with local and national media

Future plans:o Even closer and more systematic collaboration with the mass media;o Follow up closer on media coverage to ensure that the information is of value and meets the locally identified

information needs;o Strengthen information distribution for the future – one important channel identified are the kids in high

schools and in vocational training, to ensure that major education providers engage with EITI issues and that they are covered in relevant subjects in effective ways.

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When looking back to the objectives expressed by the June 2015 workshop in general as presented above (page 6) under the heading: “Overall objective of the communication work of regional teams as formulated in GIZ workshop June 2015” all four teams – with the new fifth grouping starting up in Donetsk – are really on track – in terms of activities 4.

How to ensure that communities in extractive regions are compensated for their loss and the environment protectedOne of the core challenges met by the regional communication teams is the relation between communities and companies. This is spelled out in the above presentation of the work in especially Poltava and Lviv. While the extractive companies’ tax to Government up to now should, in principle, meet these needs, reality is that this does not happen sufficiently. A new law to regulate this, including a more direct relation in local extractive areas between the communi-ties and the companies, is being actively promoted by UA EITI, with a firm push from among others the Dixi Group.

In the meanwhile relations, locally, are important for the work and profitability of the companies, for which reason a number of intermediary steps and measures are already being developed in some extractive regions. Sometimes the relation is directly handled between communities and the company/-ies in question, in other situations the relation is mediated by the local authorities, making the full EITI MSG tripartite structure engaged.

To map the actual situation, the consultant (BJ) asked the GIZ consultant / communication adviser and extractive expert Svitlana Misina to share a map of situations where this is happening. These experiences are all rather recent and the impact and suitability of approach has not been assessed. But they can and should be used to inform the future: what works and what does not? Which operational frameworks are most appropriate and flexible, effective and efficient?

Region Company (private? State?)

Amount for social support to community 2016?

Who are in the committee to decide?

What are the procedures to decide how to use the fund?

Poltava Private company- Neftegas-dobycha (DTEK)

12 million UAH(7 million UAH will be channeled to the implementation of social projects within the Strategy, another 5 million will be the amount of funding repairs of roads in areas of the company).

Use a systemic methodology, developed and implemented by a group DTEK in more than 30 towns in 7 regions of Ukraine.Neftegasdobycha provides social partnership with 3 districts in Poltava where it works. Focus on 6 village councils

Working group in each of the areas. The composition of each group included more than 15 people: representatives of RGA, district council, rural communities, local businesses, Neftegasdobycha, community activists (Working Group Approved by the heads of RGA)• Consultant surveys district, village authorities, and the local population to identify the most pressing problems• holding four meetings of working groups in each area, results analysis surveys, discuss problems and solutions, forming strategies social partnership.Developed 35 social projects implemented during 2014-2016. In three districts of Poltava region

Poltava State company – Ukrgas-dobycha

19 million UAH Funds allocated by “Ukrgasdobycha” will be used to finance the rehabilitation and improvement of infrastructure and social settlements in the Poltava region. Agreement provides funds for the needs of 48 village councils in 12 districts:

Poltava State Administration

The distribution of the money and the information is used as a means - not transparency and therefore a lot of questions from the civil society

Poltava Regional Council, even after the signing of the social agreement, does not coordinate to obtain special permits for the state-owned company. It believes that the company allocates enough funds

The same situation is with respect to some private companies

Kharkiv State company – Ukrgas-dobycha

20 million UAH Social agreement between the company and the Kharkiv regional state Administration. The agreement includes 17 objects and will operate during 2016.

Kharkiv State Administration

The distribution of the money and the information is used as a means - not transparency and therefore a lot of questions from the civil society

4 Whether these activities will, in the end, lead effectively and efficiently to the desired change, we get back to below and in recommendations.

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Kharkiv Private- Cub Gas

number of allocated funds I do not remember (Svitlana)

The company actively helps in the villages, where it works - schools, road repairs, hospital

The company is responsible approach to work in the region, where he works.

Lviv State company – Ukrgas-dobycha

5 million UAH “Ukrgasdobycha” spends on improving infrastructure and major repairs of objects of social sphere in the regions of its activity in Lviv oblast.

Lviv State Administration

The distribution of the money and the information is used as a means - no transparency and therefore still a lot of questions from the civil society

Lviv Private - Group companies Horyzontu

Number of allocated funds I do not remember (Svitlana)

the company is actively helping in the villages, where it works, with schools, road repairs, hospital

The company responsible approach to work in the region, where it works.

The most powerful change that happened during the past year in your region: How did it happen?

Looking to all the many activities that have been undertaken in the four regions (see section above), the question is: what is the change, that happened? Did all the many activities, actually, manage to generate the change wanted?

Working within the overall framework of the UA EITI, The vision providing direction also for the

communication work is that: “Revenues from exploitation of the nation’s natural resources should contribute to sustainable development of the Ukrainian society”.

The mission of UA EITI is to “Ensure high transparency and accountability standards in the extractive industry in Ukraine”. And further to these,

The Communication Objective5 of the UA EITI communication strategy is three-fold:1. MSG members and key representatives of the target audiences should obtain in-depth knowledge of the EITI process in Ukraine and of the tasks of the Initiative in the extractive industry in Ukraine. These participants have to be the most informed about ЕІТІ topics and involved in the public dialogue, carrying the UAEITI pro-actively forward.2. Local communities in the extractive regions have to be informed about UAEITI objectives and tasks as well as be involved in the dialogue with the government and extractive companies on their territory development and companies’ further plans of natural resource exploitation in their respective region.3. The general public, the residents of Ukraine need to

develop an overall understanding of the ЕІТІ, the objectives of the Initiative and of the reasons why it is important for the country.

While the regional teams have all advanced the agenda and worked towards the communication objectives identified in our earlier work, it was a very good exercise at the end of day 1 to work to identify: How do we, actually, generate the change we want? This we did by each team identifying (i) the most successful product, process or event that they had

5 As presented in the ‘UA EITI Communication Strategy – June 2015’

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each created, and then to identify (ii) what made it an outstanding success in terms of change? Identify each step in the process. (iii) Why was the change possible? And (iv) what can we learn from this for our future work? IVANOFRANKIVSK-LVIVBased on good preparation, briefing of participants, holding workshop in an atmosphere of openness, sharing

Organised by the Ivanofrankivsk/Lviv regional teams, a workshop proved exceptionally successful, with rare openness and breaking traditional barriers of distrust and secrecy. This was a game-changer in the EITI debate in these regions.

Participants were the regional government, extractive companies, civil society activists, the population, academia and the media.

The result was that based on information sharing, the existing challenges were identified in a rare dialogue and recognizing the need for more dialogue, future activities to build on this break-through was agreed.

POLTAVABased on good preparation, briefing of participants, holding workshop in an atmosphere of openness, sharing

Organised by the Poltava regional team, a roundtable proved exceptionally successful – based on thorough discussions, work and agreements through the commission of the oblast administration’s energy supply unit

Participants were not mentioned – but it appears from below that they would represent all three EITI stakeholders.

The result factors included:1. High level of oblast administration trust and confidence with organising NGO (including through personal contacts)2. Interest of civil society in this subject: (i) based in actual problems experienced; (ii) the % of people affiliated with

the branch/industry;3. Awareness established in advance within the oblast management

The process:Based on this preparation and supportive factors, the communication in the roundtable proved very effective as the roundtable (i) identified the advantages/benefits for each party participating in the EITI process; (ii) Problems and challenges identified were discussed openly, effectively; (iii) based on the earlier steps, it was possible to begin to address possible solutions to the challenges and a way forward.

KHARKIV, SUMY, DONETST AND CHIRNOHIVBased on good preparation, briefing of participants, holding workshop in an atmosphere of openness, sharingOrganised by the Regional team, roundtables were organised. The best at oblast level was in Sumy. Best at rayon level was in Chuguiv.

Participants were representation of local self-governments, mass media and civil society.

The success factors included:1. Personal contacts (department chair of oblast council; manager of regional development centre)2. Support from local government authorities3. Preparatory discussion of problems with participants before the event, highlighting issues to be addressed in event4. Participation by extractive companies5. Engagement by people from the local council6. Planned future coordination of actions by all actors

Summary:Based on a discussion of these three success stories, the extracted lessons underlined (i) the communication strategy’s highlight that at the level of communicating with decision makers, personal contacts are of core importance; (ii) that good and thorough preparation in advance of getting the three parties together will help – as organisers – to know well

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what is already known, not known, wanted, feared, etc. This helps effective information sharing BEFORE the event and an effective moderation OF THE EVENT itself.This summary finding appeared to move the participants’ immediate focus on getting activities carried out well, towards a realisation that the activities are not of much value in themselves, unless they generate change. And through the above process, each participant had been searching for – and identifying – elements of what it takes to create a success, which in turn carried the much desired change in it. This points directly back to the communication objectives of the communication strategy.

This process furthermore pointed towards the work of the workshop’s Day 2, focusing on the way forward.

What are the information and communication needs of the EITI tripartite structure that we need to address?

In order to be able to plan, focus and carry out information and communication activities, it is necessary to know as much as possible about the target audiences, and to work very strategically and systematically with them – otherwise a lot (!) of communication activities may well be wasted.

The result of the mapping from some of the regional teams were the following:

DONETSK: What does EITI mean to you:FOR COAL COMPANIES --- in regions where the expansion of production is planned in mines (development of new benches, etc.), the EITI initiative is another way of communication for finding common interests between the community and the company: in the social, ecological and infrastructure fields of interaction; in regions where mines are not cost efficient and have “0” profitability, and where the closing up of the production is planned, the EITI initiative is a way to attract public to the problem, highlight the risks and causes of the current state of production.FOR PUBLIC AUTHORITIES --- it is real highlighting of the state in the coal industry, dissemination of information among the public that significantly reduces the distrust of the government, through the transparent indexes of business activities in the region; simplifying control over the mining companies.For NGOs --- through access to reporting information it is a more specific leverage on local government and coal companies, in terms of implementing own social and ecological initiatives.

DONETSK: Why is transparency so important?FOR COAL COMPANIES --- Additional investment attractiveness; improves understanding between activists and mining companies in the social sphere and environmental issues.FOR PUBLIC AUTHORITIES --- investment attractiveness of the region; highlighting of the real causes of social tension in some parts of the region.For NGOs --- Fights corruption component and thefts, especially at the state coal enterprises; highlighting of the real amount of money transferred by the companies to authorities for social, infrastructure and others projects.

DONETSK: Regarding other stakeholdersCOAL COMPANIES --- State enterprises are the most closed for communication, receiving of reporting information, responses to official inquiries, the trade union organizations of such enterprises are associated with the management of the mines, co-operation on transparency initiatives is also complicatedSTATE AUTHORITIES --- At each level the local, district and regional interest of transparency initiatives meets the attitude of the senior management towards this initiative, no resistance is found.NGOs --- All partners that have been approached to support the transparency initiatives in the extractive industries, have expressed their desire to cooperate actively in accordance with the main areas of work of their organization.

DONETSK: What are the main sources on EITI STATISTICS GOVERNMENT AUTHORITIES DEPARTMENTS OF REGIONAL STATE ADMINISTRATION, PUBLIC AUTHORITIES OF CITIES AND REGIONS INFORMATION REQUESTS TO THE PUBLIC AUTHORITIES AND MINING ENTERPRISES

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PROFESSIONAL PUBLICATIONS, INTERNET PUBLICATIONS, REPORTING DOCUMENTATION FROM OFFICIAL SOURCES

INFORMATION ON EITI FROM MAILING OF COLLEAGUES, SOCIAL NETWORKS OFFICIAL SITE http://eiti.org.ua/LVIV / Boryslav findings:Communities need concrete information and are above all very sceptical towards EITI and the transparency messageLocal authorities at rayon level are interested, see EITI as a possible way of addressing issues known. Concrete.Oblast authorities: Interested in EITI objectives. Would like for EITI to be comprehensive and effective with success.

Important to all groups which type of information we are talking about, the forward and ways of possibly applying and using the information received. They are all eager to know how and where cooperation is possible to strengthen process.

Poltava findings:Administration and NGOs were found to have similar interest and information/communication needs:

Understand how to carry through transparency in ways legally and compulsory Civil servants need to be even better informed and knowledgeable about their role, what to do, when Representations of relevant departments need to know to act for the best of supporting anti-corruption Administration to improve relation with CSOs – always eager Administration open and willing to cooperate as it is they collect revenue from extractive companies. CSR – general improvement of welfare system Happy to know how to strengthen environment and infrastructure – ready to support rectification Often CSOs are well informed – but when this is not the case, they should be pulled in the same direction Sometimes publicity is of use – more superficial, but can support the more in-depth direct, person al work Sources of information:

o Official channelso Information of different eventso Direct communication and information sharing using electronic media and social networko Distribution list on any kind of innovation

Companies: Due to other commitments, it was not possible to contact, interview and map their information and

communication needs.

Onward communication plans – focus of the work Day 2 – and back home until end of June

Based on a scrutiny of not only the individual regional team’s past accomplishments – including most successful action – but also that of the other teams, and the recap of information and communication needs June 2016 of the tripartite stakeholder structure in some of the regions, each of the teams developed their communication work plans for the next year. The communication objectives of the three work plans cum strategies presented on day tow were:

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The results are presented in annex: Annex 10: Poltava work plan Annex 11: Lviv work plan Annex 12: Ivanofrankivsk work plan Annex 13: Sumy, Kharkiv, Donetsk, Chirnigiv work plan

While the no-cost (or not so high cost) activities are being carried out, the communication lead in the MSG, Vlad Deyneko is now looking to identify which level of support for the workplans can be covered by the general MSG WB budgets, and which funds need to be raised through other channels.A review of implementation status will be carried out in our planned review meeting six months from the presentmeeting.

Work methodologyAll of this work was carried out based on thorough preparations by all participants including the facilitator, the communication group and the regional teams. The sessions were carried out in an intensive exchange between participants and group work, report back and general discussion of how to get most out of the work in view of the regional challenges and potentials.

The results emerging from the workshopDuring the course of the two days, the four regionally based groups developed initial work plans and time plans. The work plans are to be found in annexes 10, 11, 12 and 13. The timed Gantt charts have not yet been developed.

Besides from these hands-on results, the exchange during the two days involved presentation and profound debate and analysis, generating new insights for all involved.

Evaluation

While the general atmosphere of the workshop was positive and all has worked really well!

The conference / workshop room in the GIZ offices is a really nice venue:• Super with two flip chart stands – many markers, cards for card storms etc etc.

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• It was great to have the powerful projector the first two days (much clearer) – and it worked with the weaker one the last day! • The room was a good size and light and friendly• It was great to be able to open the windows – and when it became too noisy outside, that the aircon worked. • break service (incl. lunch) has been excellent, and the ‘waiters’ perfect!

My own quantitative evaluation carried out at the end of day two speaks its own language:

1/very high 2/high 3/medium 4/low 5/very low0

5

10

Evaluation of UAEITI communication workshop with regional teams (12 respondents)

Relevance of theme

Usefulness of workshop for everyday work

Effectiveness of methods in workshop

Professionalism of Facilitator

Satisfaction with logistics?Overall usefulness of the workshop?

Comments accompanying the evaluation from the participants were the following: We need such workshops twice a year! Excellent! We must meet 2 times a year! Not enough meetings in this forum.

GIZ also carried out an evaluation of the workshop, which came out similarly constructive and positive (annex 14).

Way forwardThe workshop concluded with the following agreements emerging for the way forward, to maintain the energy, drive and passion so obviously there, during the workshop:

The participants would receive the documentation used during the workshop, The participants would receive all the work plans from all regions so as to mutually inspire each other. Svetlana would turn their individual work plans into an overall master plan, so as to have a full

overview of all plans and activities – and she would share this with Vlad, Birgitte and the regional teams,

Svetlana will continue to be in touch with the regional teams regularly – and can always contact Birgitte with questions – and the regional groups were authorised to contact Svetlana when needed.

Vlad will also stay in contact with the groups as needed. When hopefully meeting up in 6 months’ time, it is important to:

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o Review progress with a focus on the degree to which the ‘expected results’ have been achieved – i.e. achievements beyond activities carried out – but real desired and planned for change happening!

o Reflect on the success of preparing for and following up on the launch of the second report.o Reflect on the level of success region by region and target group by target group;o Have a systematic sharing of ‘game changers’ and ‘change makers’: which new experiences of –

systematically and strategically working towards change;o Follow up on ways of facilitating communication between companies and communities – build

on ongoing process of piloting regional, local level EITI coordination platforms (Lutz Neumann):o Capacity building session of creating innovative events at regional level, so as to offer new

engagement by stakeholders, including: the further advancement of the ‘overlapping’ environmental and extractive maps, as presented in the Kharkiv, Sumy, Donetsk, Chernihiv presentation Day 1; sharing experiences on transformative moderation of successful roundtables; using communicative ecology to map further ways of reaching those not yet reached; how can ‘story development’ be used to expand the information reach? Etc.

2. Workshop on national level UA EITI communication activitiesObjective of the workshopIn the offer presented by the consultant to GIZ, the following objective included the work of the Wednesday morning workshop with the communication officers and Wednesday afternoon with the Heads of the MSG secretariat as well:

Based on pre-mission consultations with the MSG secretariat and others, the consultant will identify the status of the EITI Ukraine communication work, and map out the most burning issues and how to get the most value out of our time together.

The meeting with the MSG will be a mutual information session, ensuring that I/the consultant is fully aware of all past action (SWOT) and future plans including challenges to be addressed.

A final workshop/work meeting with the EITI Ukraine secretariat will revisit the communication strategy in function and, based on consultations and experience, update, review and improve the strategy and related work plans, to ensure that it is a practical and useful management tool.

Workshop dates and participantsThe Workshop took place during the morning of June 8 with participation by:

Vladislav Deyneko, UAEITI Communication Coordinator, nominated by the MSG, Coordinator of all UAEITI communication activities including the June 2016 workshops.

Svetlana Mizina, Communication Specialist with more than 15 years’ experience in the extractive industry in Ukraine, External Consultant recruited by GIZ to support the UAEITI communication process.

Lesia Khomiak, PR officer in the UA EITI MSG secretariat.

Activities and results:Prior to the consultant’s (BJ) mission to Ukraine, extensive individual skype briefing meetings had been held with all of the three mentioned above, as well was with the Head of the EITI secretariat, Dina Narezhneva. Based on these preparatory meetings, some of the challenges and possible short-comings in the communication work were highlighted.

Based on this the consultant (BJ) asked for the following preparatory documentation: Actual overview of activities carried out (prepared by Dina Narezhneva – annex 5) Overview of specific target group focused communication. (See annex 15 – prepared by Svitlana Mizina)

(This for two reasons: (i) the shortened – so-called ‘updated’ - version of the communication strategy (CS), prepared by Iryna Panchenko, who for a short while was communication manager in the MSG secretariat, is not

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updated, it has just cut out all analytical elements of the strategy and most fatally so, all the careful presentation and priorization of target audiences. All that is left is a bit about the objectives and messages. It is not possible to develop strategic communication based on this – so if the “updated” CS was being followed, there would be no guidance to how to achieve desired objectives (the reason for having a CS). (ii) in the preparatory talks, it sounded like the priority in both national and local level communication had been on reaching all MSG stakeholders – and the media. This may be useful for a very initial phase, but information and communication activities targeted at special people and organisations in special ways, at special times, is naturally very important. So to be able to discuss ways forward – and to advise – such an overview was needed.

Overview of community/extractive company contact and collaboration: information about mechanisms in use.

On this basis we went through the experience of working with strategic communication during the past year.

3. Summary national level workshop to agree on a way forward

The results of the morning workshop presented above and the afternoon workshop on Wednesday June 8, 2016 merged, as the discussions of the morning were transferred into the afternoon, where the findings were presented and the urgent need to prioritize in a very focused and specific way on each important person and target group important for advancing the objectives of UA EITI, were brought forward.

The programme had been agreed with the Head of the MSG secretariat (Annex 16).

The participants in this afternoon workshop included, besides from those in the above-mentioned morning workshop: Dina Narezhneva, Head of the MSG secretariat Olesya Nekhoroshko, Deputy head of the MSG secretariat and head of finance.

Results emerging from the two Wednesday workshops June 8, 2016

When identifying with the MSG secretariat colleagues, what they really wanted to get from our follow-up workshop, the following objectives were agreed upon:

Discussion of the status of implementation of the communication strategy Review of important elements (target audiences and communication needs discussed with regional teams) How to prepare for the launch of the second report: learning from good and less good experiences. How do we monitor, document and evaluate our communication activities? Meeting the press: Map the situations where the press is met – and how it works. Develop strategy to handle

complicated press situations.

‘Meeting the Press’, was introduced into the programme as the Head of the MSG secretariat often found herself caught in complicated interview situations, where the journalists or ill-willing stakeholders asked questions seemingly ‘to corner her’: how to handle such situations and get out of them in a good and strong way?

The consultant (BJ) tailored a presentation to meet her challenges, called “Working with the Press” (Annex 17, separate) based upon which the small workshop group worked with the sample questions and situations shared by Dina prior to the workshop. We kept going using the different tools until she said that she felt comfortable, and felt that she could use the new tools.

The result of the other work of this one-day workshop was put together in a separate report, shared immediately after the mission to Kyiv, so as to ensure that all discussion was still in fresh remembrance, and to extend the sharing and coaching process to further inspire reflection, development and action (see annex 18). The report received thorough comments from the two communication officers, Svitlana and Lesya, and has been back and forth several times. The final commented-up version follows the consultant’s (BJ) original report as annex 18b.

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With a firm agreement to scrap the ‘updated’ communication strategy by Iryna Panchenko as it brought nothing new and omitted a lot of important aspects of strategic communication, the way forward action is the following:

The priorities agreed include the following: Focus communication to specific target audiences (see specifics in Annex 18 below) Agree on a useful format for a communication strategy – will send to Birgitte summer 2016. Develop a good work plan including the special target audience-needs – will send to BJ summer 2016. Identify objectives to be achieved and report on it – document success stories - and learn from failures!

As part of this, follow BJ’s proposed format for media monitoring including topic, treatment and follow-up needed on media stories;

Clarify roles between Lesya and Svitlana, communication officers within UA EITI (see annex 18). Clearer now! Find a good coordination format for meetings to drive the communication process (see proposal annex 18) Capacity building needed for UA EITI (see more below in recommendations)

EvaluationThe two half day workshops were very focused, bringing the important issues of what is important when working strategically with communication on board. For a first phase of launching a new phenomenon, such as EITI in Ukraine, a broad-based approach is of value. After a first launch, a more focused and strategic, audience-specific approach is, however, central! The notion of strategic and results-based work is not necessarily the most familiar concepts, but we are working very concretely, practically on pushing the work in that direction.

An evaluation was carried out by GIZ and is available as a separate annex 19 in Ukrainian.

4. Way forwardIn view of the offer presented by the consultant (BJ) to the GIZ, the following deliverables have been offered:

A report will be presented to GIZ Ukraine upon finalization of the assignment covering separate presentation of workshop/work meeting objectives, action and results, as well as

Some concluding reflections on the status of the communication work of EITI Ukraine, its strengths and weaknesses and important next steps.

Furthermore a set of reflections will be shared on the decentralization process of EITI in Ukraine, the extent of which is unique and looked to by other countries for lessons learnt.

While the report has been shared here, with detailed annexes to present a full picture of the events, recommendations will be presented hereunder, following the three areas of work and in view of the above from my offer to GIZ.

Regional teams share recommendations (see summary and reflections on pages 16-17)

1. The workshops for regional communication teams are by all found very useful for the regional teams. They recommend that they take place twice a year – funds permitting

2. It would be good to have one more day if possible – so as to get some more coaching and sharing on development of work plans, based on lessons learnt in presentation of the past period’s work: successes and challenges

3. Have a systematic sharing of ‘game changers’ and ‘change makers’: which new experiences of – systematically and strategically - working towards change;

4. Follow up on ways of facilitating communication between companies and communities – build on ongoing process of piloting regional, local level EITI coordination platforms (Lutz Neumann);

5. Capacity building could and ought to be part of regularworkshops for and with the regional communication teams (ideally every 6 months). Aspects identified include: Results-based planning, monitoring and reporting;

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session of creating innovative events at regional level, so as to offer new engagement by stakeholders, including: the further advancement of the ‘overlapping’ environmental and extractive maps, as presented in the Kharkiv, Sumy, Donetsk, Chernihiv presentation Day 1; sharing experiences on transformative moderation of successful roundtables; using communicative ecology to map further ways of reaching those not yet reached; how can ‘story development’ be used to expand the information reach? Etc.

Recommendations and action agreed in National communication workshop (more Annex 18)1. The communication/PR officers Lesya and Svitlana will continue the follow-up work over the summer

and will share with consultant (BJ) as it emerges. This includes:a. Use of the results-focused media monitoring format for monthly recording of media coverage

(outlined in Annex 18 – and agreed in post-workshop exchanges)b. Funds permitting, carry out a survey on audience/stakeholder attitudes to and information

around EITI, to further sharpen communication efforts and to know more about channels, style and content needed. (Coordinate with Dixi group, who talked about similar needs in 2015.)

c. Integrate new, clear target audience-focused priorities in existing work plan (the ‘updated’ CS is no longer considered). Share with consultant (BJ) when it is ready.

d. Develop clear and precise communication work plan priorities and integrate them in overall work plan. This will include detailed plan for pre- and post-launch of the second report.

2. Develop a Monitoring, reporting and evaluation plana. This will be in line with the M&E plan for the overall MSG secretariat, which does not yet existb. This will include ideas about how to document successc. Once ready and agreed, this will be presented in next workshop with regional teams, so as to

streamline all UA EITI monitoring, reporting/documentation and evaluation tools and documents – covering both communication activities at national and regional levels.

3. Follow-up on capacity building as part of consultant’s (BJ) next mission to Kyiva. Follow-up on ‘Meeting and Working with the Press’: is it working? How to further improve?b. Go over results-focus in all work areas (as represented in Annex 18 and referred to above)c. Systematize use of social media – BJ with Svitlana and Lesyad. Other areas to be identified

Some reflections on the UA EITI decentralization process and communication

In some (many? most?) of the EITI countries, the national EITI MSG secretariat is based in the capital city, from where communication activities are planned, products produced, most events held – and change in perception and understanding of the potential role of EITI in the country, concentrated.

This along with the facts that: the extraction happens elsewhere, and it is here, in the extractive regions, that the impacts are felt

(see example from Poltava region above, page 8); a very clear understanding of the attitudes and approach as well as information and communication needs and

interests of the core stakeholders to EITI is needed in order to carry out effective communication – for change; Successful communication on sensitive issues, where not all parties to a dialogue may be open up front,

credibility and trust are core elements in the process, and this is much more like to be established in a local setting, where people know (of) each other;

Change of attitudes, procedures, and practices take time. One communication event or radio programme - or other communication process/event does not do the trick. Being present locally with an opportunity to

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continually follow-up on communication, and nurture relations, is of paramount importance for the success of sensitive communication processes.

It was thus surprising when the well-staffed, high calibre communication team of one of the ‘older’ EITI countries like Nigeria, only operated from the Abuja base, and was surprised at the question of whether they had collaboration withCSO groups for effective communication in their many extractive regions. They had never thought about it.

The decentralization process in Ukraine has so far proven very constructive and the national communication team along with the regional communication teams in the extractive regions, have come a long way since the process started mid-2014.

For the purpose of this report the steps will be listed hereunder. The description and analysis, identifying the ‘game changers’ and ‘change makers’ with more detail will be developed in preparation of the regional conference foreseen to take place in Kyiv late 2016.

The process to develop and implement a strong, decentralised communication strategy in Ukraine has so far included the following steps:

May 2013, Sydney: the communication lead in the UA EITI MSG, Vlad Deyneko took part in international workshop on development of a communication strategy in the EITI context (BJ facilitated)

Before mid 2014, Ukraine: very capable national NGOs – especially DIXI group along with the Lviv-based ACRC – had started effective communication as part of their general work with transparency and extractives. They welcomed (called upon GIZ to support?) the more systematic development of a communication strategy;

November 2015, Kyiv: Based on thorough preparation, a national 3-day workshop was held with most MSG members present, to familiarize all with the value, logic and mechanisms of building and working with communication strategies.

November 2015, Kyiv: a 2-day workshop with national NGOs working with communication for the EITI process and the national lead persons from the Ministry of Energy, worked on the basis of the previous workshop to develop the first steps of a communication strategy.

February 2015, Kyiv: Based on the 2-day workshop in November and ongoing contact between the lead communication persons in Ukraine and the consultant, a draft communication strategy had been developed and formed the basis of a 3-day work process to validate and finalise the strategy, and to turn it into a practical and operational work plan.

May 2015:GIZ recruited a UA EITI communication officer, Svitlana: a journalist with a vast network in the extractive area based on 15 years of experience, with a special responsibility to also coordinate the work of the regional teams

June 2015, Kyiv: the validated communication strategy and work plan formed the basis for a first workshop with teams of 2-4 people from the four grouped extractive regions. The workshop included elements of (i) training in ‘what is a communication strategy’, using the UA EITI strategy as the case, (ii) group work region by region to transform the strategy building process to their reality; (iii) in groups, develop practical work plans with all important information included – along with budgets.

End of June 2015, 3 weeks after the workshop: the teams had sent their detailed workplans to GIZ/Kyiv, which Svitlana merged into a master plan. Together with Vlad Deyneko, the MSG communication responsible and Ruslan Lazarenko/GIZ worked to find (GIZ and other) funding for it.

May 2016: as part of the preparation of the consultant (BJ’s) mission to Kyiv, Svitlana put together an overview of experiences with building bridges of understanding in regions based on effective communication interventions (many more details in report above) demonstrating actual change happening locally – in some small pockets of extractive areas. A beginning;

June 2016, Kyiv: Despite delays around funding and some disappointing mishaps (a bank going bankrupt), the regional teams could in June 2016 report important results towards the objectives they had formulated a year earlier. Learning from well prepared presentations and digging into ‘what makes a success’, the teams felt inspired when leaving each other, calling for half-annual facilitated sessions, and listed a number of important

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action desired in the next workshop including reflection on own and others’ practice, and sharing as well as capacity-building (see above for details).

The regional teams have demonstrated how complex communication environments can be opened through trust, professionalism and good background work, as well ongoing contact and follow-up: all aspects of what a ‘local’, decentralised communication team can generate and do.

Onward process – opportunities and challenges While local NGOs and CSOs as well as some academics form the backbone of the regional communication teams, the question is always for how long these – in principle voluntary – systems can work. It would be important to explore coordination formats with the present openness and neutrality, locally. It is good to know that GIZ through Lutz Neumann are presently exploring this.

For the continued communication activities, systematic, well prepared half-annual workshops would be a good way to continue to develop capacity within the teams, and through the regular meet-ups, ensure that best practice from all groups is benefiting all. These half-annual workshops and meet-ups are also important for the (voluntary) groups to keep up motivation and ‘steam’.

According to the international EITI secretariat there is very limited experience with a decentralised model like the one we are developing in Ukraine. In a few places like DRC the potential of community radio6 is being harnessed, having most of the above-mentioned positive traits of local communication (trust, being known and understanding the local context, following up on situations and stories etc).

To further strengthen the ‘Ukrainian model of EITI decentralisation’ it should be considered – and is recommended - that the consultant (BJ) in her onward work for GIZ engage in the following activities:

Prepare, lead and follow up upon the half-annual communication workshops with regional teams; Carries out a small research and documentation study, mapping decentralisation (decentralisation-

like) EITI experiences world-wide; Presents this with Ukraine as the core case in the regional workshop in Kyiv this winter – and

potentially in an international EITI forum (Tim Schlösser has earlier mentioned the desirability of this).

The consultant / I look forward to further discuss the above.

/ends.

6 We will in the next half-annual workshop explore whether collaboration would already be feasible in the budding community radio movement in Ukraine. http://en.molbuk.ua/tags/community+radio+broadcasting/

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ANNEXES

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ANNEX 1

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Terms of Reference

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH

ToR – Content: Update of Communication Strategy for EITI Ukraine and Advancement of UAEITI

Communication Activities

Contracting Period: 15.05.2016 – 31.07.2016

1 Contracting Entity

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbHMr. Christian Doering44, Chervonoarmiyska Straße01004 KiewTelefon: +380 44581 19-56/57Fax: +380 44581 19-54E-Mail: giz-ukraine @giz.de

2 Background Information

Using a communication strategy developed in 2014 and 2015, the EITI process in Ukraine has evolved significantly with the candidature declaration and the publishing of the first EITI report. The next milestones for UAEITI are the publishing of the 2nd EITI report and the subsequent validation process to reach compliancy status. This requires an intensified and possibly revised approach to how the engaged stakeholders address the public and key actors in the country. Especially the de-centralisation of the communication efforts of UAEITI seems valuable and necessary. Based on a request by its partners of the UAEITI Secretariat, GIZ Ukraine intends to provide further consultancy in this regard by an EITI communications expert.

3 Deliverables

The successful bidder is expected to deliver the following services:

a) Preparatory work for the in-situ assignment in Ukraine (max. 4 days).

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b) Consultancy for the update, revision and advancement of UAEITI’s communication work including

the decentralized communication efforts in an in-situ workshop in Kyiv, Ukraine (max. 4 days + 2

travel days).

c) Follow up work and distance-coaching (max. 4 days) following the in-situ visit.

d) Reporting on the activities in a comprehensive format which can be shared with the partners of

UAEITI (max. 1 day).

4. Timeline

The above mentioned deliverables shall be carried out in the following timeframe:

a) June 1st to 5th in Juneb) June 6th to June June 9th c) June – July 2016d) Until July 15th 2016

5. Logistics

Logistical support (hotel reservation, airport transfer) will be provided by GIZ’s office in Kyiv, Ukraine. The bidder is expected to make all travel arrangements to and from Kyiv independently and to include a fitting budget in his or her offer.

Please send your offer for the requested services (including a budget for travel expenses) to Mr. Ruslan Lazarenko.

Contact

Ruslan LazarenkoProject Public Finance ExpertSupport to Public Finance Management Reform Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH Country Office Kyiv44, Velyka Vasylkivska Street, Off. 401004 KyivUkraineT +380 44 287 42 37M +380 93 014 42 91F +380 44 581 85 53E Ruslan.Lazarenko@giz.deI http://www.giz.de/ukraine-ua

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ANNEX 2

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Program for workshop on „Update of Communication Strategy for EITI Ukraine and Advancement of UAEITI communication activities, Kyiv, June 6-7, 2016

Communication workshop with Focal points from extractive regions of Ukraine

Draft programme Organised by GIZ Ukraine, Facilitated by GIZ Consultant Birgitte Jallov

Objective of workshop: Day 1.

Review and make sense of lessons learnt region by region: successes and challenges.

Day 2. Map out what ‘communication’ needs to do to advance EITI in each region during

the next 6-12 months. Prepare detailed outline of SMART action plan Design a good monitoring and evaluation framework – SMART – and plan implementation

Monday June 6 – day 109:00 Welcome and introduction09:30 Presentation of programme and objectives10:00 Presentation of experience with communication plans the past year, region by region

Each regional team bring a PPT presentation covering:

Looking back:What happened in your region during the past year in terms of communication on EITI?I attach the work plans that you shared with Svitlana after our workshop:

How did you take these plans forward? What worked well? What did not work? Why? Did you revise the plan and include other activities: which? Why?

11:15 Coffee-break11:30 Continue presentations13:00 Lunch14:00 Join WB workshop? Or: programme continues…15:15 Coffee-break15:30 Extract and discuss lessons learnt16:45 Group session: what does this mean in our region?17:00 Short evaluation and Summary --- End of day

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Tuesday June 7 – day 2

09:00 Welcome – wrap up of work of previous day09:30 Map out what ‘communication’ needs to do to advance EITI in each region during

the next 6-12 months – introduction and group work10:30 Report back and discussion

11:15 Coffee-break

11:30 Communication and information needs of EITI actors in the regions - Presentation of findings by eacj regional team

Looking forward:Findings from interviews with (i) mining companies, (ii) authorities and (iii) CSOs in the regions to:

What does EITI mean for you? Why is transparency important? What do you think about and is your relation to the other stakeholders in the triangle: (i)

extractive companies; (ii) government; (iii) civil societyWhy do you want to work with them?Why would you not want to work with them?

Where do you get information about extractives and EITI? Which information do you already have? Which information are you not getting, but need? In which form and through which media would you like to get information about EITI and

advances in a transparency agenda in Ukraine?

13:00 Lunch

13:45 Discussion of findings of the morning14:15 Group work on action plan for the next 6-12 months15:15 Coffee-break

15:30 Report back 16:30 Wrap-up and Summary of day 16:45 Evaluation17:00 End of Workshop

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Annex 3

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List of participants on the topic:"Upgrading Communication Strategy for the EITI in Ukraine and the expansion of communications on

UAEITI», 06-07 June 2016, KyivGIZ, st. Vasylkovska 44

№ Organization Surname, position Region Phone, E-mail

1. GIZ GmbH Біргітте Яллов, Birgitte Jallov,

2. GIZ Ukraine GmbH Руслан Лазаренко, Ruslan Lazarenko

3. GIZ GmbH Борис РедерBoris Raeder

4. GIZ Ukraine GmbHСтас Кедрун, Stas KedrunTranslator

5. GIZ GmbH Світлана Мізіна,Svitlana Misima

6.Ольга Хауляк, Olga Saulyak

Borislav, Lviv

7. Жовтуля Любомир, Zhovtulya Lubomyr,

Ivano-Frankivsk

8. Рибіцький Ігор, Ribіtsky Igor

Ivano-Frankivsk

9. Ганна КиященкоAnna Kyyaschenko

Poltava

10. Филенко Юрій, Filenko Yuriy

Poltava

11.Келим Анастасія, Kelym Anastasia

Poltava?

12.Гаков СергійHook Sergey

Donetsk

13. Виталий ФиленкоVitalii Filenko

Kharkiv

14. Елена АгаповаOlena Agapova

Kramatorsk

15. Юрий БуцYuri Butz

Sumy

16.Елена Крайнюк, Elena Kraynyuk

Donetsk, Kharkiv

17. Юлия ПлахотникYulia Plakhotnik

Dnepropetrovskaya region

18. Сергій Омелечкін, Sergey Omelechkin

Kharkiv region

19. Владислав Дейнеко, Vladimir Deyneko

LVIV

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Annex 4

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Analytical Centre for Regional CooperationEstablishing a Network of Partner Organisations bringing EITI forward Workplan extracted from Communication Strategy for 2016 in Extracting Regions of UkraineNo. Communication measures/ Events Deadlines

Kharkiv, Sumy, Chernihiv

1.     A lecture on EITI process for media representatives from the Chernihiv Oblast within the framework of the Media Advance Training Project

February 2016

2.          An Oblast-level roundtable discussion in the cities of Sumy, Kharkiv and Chernihiv engage public authorities in the support of the EITI implementation process (full day)

February 2016

3.          A training for media representatives in Chernihiv Create a group of competent media representatives to support the Communication Strategy and EITI implementation in the regions. (full day)

March 2016

4.          Oblast-level contests of analytical materials on EITI implementation and its importance for communities (Sumy, Kharkiv and Chernihiv Oblasts) Engage local media in the process of coverage of the EITI implementation process and of possibilities of solving issues of communities in extracting regions in its scope (цінний подарунок в еквіваленті до вказаної суми)

April 2016

5.          Public hearings (1event - 1 day) in 15 Raion centres of the Kharkiv, Sumy and Chernihiv Oblasts (6 local comunities in Kharkiv oblast: Krasnograd; Lubotin; Valki; Kupianka; Chuguev; Zmiev; 5 - in Sumy oblast: Romni; Ohtirka; Lebedin; Lipova Dolina; Velika Pisarivka; 4 - in Chernihiv oblast: Talalaievka; Priluki; Ichnia; Balaklia)

May 2016

Donetsk Oblast6.          Analytical document on the number of activity lines of extracting companies, CSOs

and the media in relation to the EITI (during 10 working days, 2 external experts will conduct research of regional energy market)

February 2016

7.       A roundtable discussion with CSO, the media, extracting companies, government etc. Meetings with representatives of government, local communities and extracting companies (full day)

February 2016

8.       A media campaign Join the EITI Publications in printed and electronic media

March 2016

1. Production of EITI promo video for regional TV and Internet broadcasting 2. A training for journalists (EITI mission, objectives and benefits; ways of using data from extracting companies' reports; journalist investigations in the extracting industry)

9.       Joint roundtable discussion in Kramatorsk Carry out a joint roundtable discussion with representatives of bodies of public administration and local self-government at Oblast and Raion levels, extracting companies, local NGOs and extraction sector experts.

April 2016

10.       Summary conference organised in Kramatorsk May 201611.       A roundtable discussion with representatives of Raion councils, Raion state

administrations and village mayorsFebruary 2016

12. A working meeting with the line Poltava Oblast Council MP Commission to present and discuss the EITI

February 2016

13.       Stands to place at public places in local communities April 201614.       Meetings in three Raions (Mirgorod; Lohvitsa; Gadiach) with government and

community reps to preset the EITI and disuss extraction-related issues Identify issues local communities face

March-April 2016

15.       ЕІТІ seminar in Poltava Involve journalists May 2016

16. On-the-spot visit (from Poltava to Gadiach) for 15 journalists to the production site April 201617.       Meetings of gov't-business representatives. A roundtable discussion in Poltava March 2016

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18.       Report presentation in the Oblast Show benefits of EITI implementation for communities, the government and businesses

February 2016

19.       Report presentation in four raions of Poltava: Mirgorod; Lohvitsa; Gadiach; Piriatin (Show real revenues of companies, the taxes they pay and what these are spent on; demonstrate examples of companies' responsible attitude towards execution of social compacts)

February 2016

     L'viv and Ivano-Frankivsk Oblasts

20. Two roundtables (Lviv, Ivano-Frankivsk) Involving Oblast state administratons in the promotion of UAEITI Initiative (L'viv and Ivano-Frankivsk Oblasts) Hold public hearings on the EITI in the extracting regions of the L'viv and Ivano-Frankivsk Oblasts

February 2016

21.       Hold a roundtable discussion on the EITI in Boryslav Raise awareness of the UAEITI Initiative among representatives of extracting companies, the public and the local self-government

February 2016

22. Hold a roundtable discussion on the EITI in Dolyna March 201623.       Hold public hearings in Boryslav March 201624. Hold public hearings in Dolyna Research social programmes of

extracting companies. Organise public hearings in regionsApril 2016

25.       A roundtable discussion on developing and implementing a pilot project on practical cooperation between companies and local communities to resolve specific issues faced by the local community in Boryslav

April 2016

26. A roundtable discussion on developing and implementing a pilot project on practical cooperation between companies and local communities to resolve specific issues faced by the local community in Dolyna

May 2016

27.       Oblast-level contests of analytical materials on EITI implementation and its importance for communities (L'viv Oblast) Engage local media in the process of coverage of the UAEITI implementation process and of possibilities of solving issues of communities in extracting regions of the L'viv and Ivano-Frankivsk Oblasts

May 2016

  Oblast-level contests of analytical materials on EITI implementation and its importance for communities (Ivano-Frankivsk Oblast.)

February - May 2016

    

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Annex 5

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National overview of EITI events in Ukraine during 2016(by Dina Narezhneva)

Date Event Comments

09 February, 2016

Round table at the Verkhovna Rada Committee on Fuel and Energy Complex devoted to discussion of draft law of Ukraine “On Disclosing the information in extractive industries”

Participants: Representatives from several government ministries, Verkhovna Rada Committee on Fuel and Energy Complex, Naftohaz of Ukraine, State Service of Geology and Mineral Resources of Ukraine, representatives of energy companies, representatives from NGOs, National EITI Secretariat;

Organized by MP Olga Bielkova, supported by National EITI Secretariat and Dixi Group.

24 February, 2016

Ivano-Frankivsk, Seminar “Involving regional state administrations and local government bodies into promoting EITI in Ivano-Frankivsk region”

Participants: Representatives of Ivano-Frankivsk National Technical University of oil and gas, scientists, experts, NGOs. Local government and self-governance bodies of Ivano-Frankivsk region.

Financed by GIZ in the framework of project “Developing the network of partner organizations for implementing EITI Communications strategy 2015”.

More details here (in Ukrainian)

18 February Lviv, Seminar “Cooperation of state bodies, local government and extractive companies to promote EITI in Lviv region”

Participants: NGOs, representatives of local government and extractive companies.

Financed by GIZ in the framework of project “Developing the network of partner organizations for implementing EITI Communications strategy 2015”, also supported by International Renaissance Foundation.

26 February Boryslav (Lviv Region) Seminar “Cooperation of state bodies, local government and extractive companies to promote EITI in Lviv region”

Participants: NGOs, representatives of local government and extractive companies.

Financed by GIZ in the framework of project “Developing the network of partner organizations for implementing EITI Communications strategy 2015”, also supported by International Renaissance Foundation.

More details here (in Ukrainian)

10 March Charkiv, Roundtable “Industry of hydrocarbons extraction in Charkiv region: economic development or decline for local communities?”

Participants: NGOs, representatives of local government and extractive companies.

Financed by GIZ in the framework of project “Developing the network of partner organizations for implementing EITI Communications strategy 2015”, also supported by International Renaissance Foundation.

More details here (in Ukrainian)

16 March Sumy and Okhtyrka (Sumy region) Round tables “Oil and gas complex of Sumy region: economic development or decline for local communities?”

Participants: NGOs, representatives of local government and extractive companies.

Financed by GIZ in the framework of project “Developing the network of partner organizations for implementing EITI Communications strategy 2015”, also supported by International Renaissance Foundation.

More details here (in Ukrainian)

21 March MSG meeting Issues discussed: new EITI Standard 2016, ToR for Independent administrator, Draft Law of Disclosing information in extractive industries, changes to MSG composition.

More details here (in Ukrainian)

23 March Meeting with journalists of Chernihiv region

Participants: journalists of local media, NGOs, industry experts.

Financed by GIZ in the framework of project “Developing the network of partner organizations for implementing EITI Communications strategy 2015”, also supported by International Renaissance Foundation.

More details here (in Ukrainian)

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24 March Gadyach (Poltava region) Round table “Benefits of EITI for civil society, business, government”

Participants: NGOs, representatives of local government and extractive companies.

Financed by USAID.

More details here

28 March Seminar with Institute of budget and social and economic research

Participants: local NGOs that received a subgrant from the Institute to promote EITI in regions, National EITI Secretariat, Dixi Group, Renaissance foundation.

Financed by USAID who provided grant for range of NGOs to work in regions.

30 March Lohvytsya (Poltava Region), Round table “Benefits of EITI for civil society, business, government”

Participants: NGOs, representatives of local government and extractive companies.

Financed by GIZ with support of International renaissance foundation.

More details here

5 April Poltava, Meeting with NGOs of Poltava Region

Participants: NGOs of Poltava region, EITI National Secretariat, Dixi Group, GIZ experts.

Financed by GIZ with support of International renaissance foundation.

More details here in Ukrainian

6 April Poltava, roundtable in the framework of “Transparency days in Poltava region”

Participants: NGOs and extractive oil and gas companies of Poltava region, local government representatives, EITI National Secretariat, Dixi Group, GIZ experts.

Financed by GIZ with support of International renaissance foundation.

6 April Poltava, meeting with students and lecturers of Poltava national technical University n.a Yurii Kondratyuk

Participants: Students and lecturers of University, NGOs of Poltava region, EITI National Secretariat, Dixi Group, GIZ experts.

Financed by GIZ with support of International Renaissance foundation.

More details here in Ukrainian

7 April Myrhorod (Poltava region), Meeting with Deputy head of Myrhorod rayon state administration

Participants: NGOs of Poltava region, EITI National Secretariat, Dixi Group, GIZ experts.Financed by GIZ with support of International Renaissance foundation.More details here. (in Ukrainian)

7 April Myrhorod “Roundtable in the framework of “Transparency days in Poltava region”.

Participants: NGOs and extractive oil and gas companies of Poltava region, local government representatives, EITI National Secretariat, Dixi Group, GIZ experts.Financed by GIZ with support of International renaissance foundation.More details here (in Ukrainian)

7 April Chuhuiv and Borova (Charkiv region), Round table “Transparency of hydrocarbons extraction – way to the wealth of local communities”

Participants: NGOs and extractive oil and gas companies of Poltava region, local government representatives.Organized by NGO “New energy”Financed by USAID.

More information in Ukrainian here

7-8 April Ivano-Frankivsk,international seminar "Mutual cooperation is the path to energy independence"

Participants: representatives of leading oil and gas companies of Poland and Ukraine.

Organized by NGO “"The Bureau of development, innovation and technology"”

Financed by USAID.

More details here in Ukrainian

8 April Romny (Sumy region), the round table “Transparency of hydrocarbon production in Romensky and Lipovodolinsky districts”

Participants: local government bodies, district authorities, the public and the media of Sumy region.

Organized by NGO “New energy”Financed by USAID.

More details here in Ukrainian

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14 April Chornuhy (Poltava region), round table “Mining of hydrocarbons of Poltava region: economic development or decline of communities”.

Participants: extractive oil and gas companies of Poltava region, local government representatives.

Organized by NGO “Soсial service of Ukraine”

Financed by USAID.

More details here in Ukrainian

15 April Sencha (Poltava region), meeting with local community.

Participants: community and representatives of local government.Organized by NGO “Soсial service of Ukraine”

Financed by USAID.

More details here in Ukrainian.

25 April Valky (Khrarkiv region), round table “Extractive industry in region and wellness of local community”

Participants: extractive oil and gas companies of Poltava region, local government representatives and local community.Organized by NGO “New energy”

Financed by USAID.

More details in Ukrainian here.

27 April Talalayivka (Chernihiv region) Participants: extractive oil and gas companies “Chernihivhaftogas” and “Ukrnafta”, local government representatives and local community.

Organized by NGO “New energy”

Financed by GIZ in the framework of project “Developing the network of partner organizations for implementing EITI Communications strategy 2015”, also supported by International Renaissance Foundation.

More details here. (in Ukrainian)

27 April Boryslav (Lviv region), public discussion

Participants: local community and representatives of local government.The participants have decided to establish Boryslav Community Development Fund. Organized by Assosation “EnergyTransparency”Financed by GIZ in the framework of project “Developing the network of partner organizations for implementing EITI Communications strategy 2015”, also supported by International Renaissance Foundation.

More details here. (in Ukrainian)

27 April Mashivka (Poltava region), public discussion

Participants: community and representatives of local government.Organized by NGO “Soсial service of Ukraine”Financed by USAID.More details here. (in Ukrainian)

27 April Karlivka (Poltava region), round table " Poltava Mining industry - economic development or declining communities

Participants: community, representatives of local government, local businessmen.Organized by NGO “Soсial service of Ukraine”Financed by USAID.More details here. (in Ukrainian)

28 April Varva (Chernihiv region), round table Participants: community and representatives of local government.Organized by NGO “New energy”

Financed by GIZ in the framework of project “Developing the network of partner organizations for implementing EITI Communications strategy 2015”, also supported by International Renaissance Foundation.

More details here. (in Ukrainian)

28 April Pryluky (Chernihiv region), round table

Participants: community, representatives of local government and “Chernihivnaftogas” company.Organized by NGO “New energy”

Financed by GIZ in the framework of project “Developing the network of partner organizations for implementing EITI Communications strategy 2015”, also supported

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by International Renaissance Foundation.

More details here. (in Ukrainian)

12 May Novi Sanzhary (Poltava region), round table between local government, community and extractive companies.

Participants: community and representatives of local government.Organized by NGO “Soсial service of Ukraine”

Financed by USAID.

More details here. (In Ukrainian)

17 May Ivano-Frankivsk,International Scientific Conference

Participants: scientists, University teachers, representatives of oil and gas companies.UAEITI report was presented by NGO BRIT

Supported by GIZ and USAID.More details here. (in Ukrainian)

17 May Bakalia (Kharkiv region), round table "Transparency in the extractive industry of Balaklia District: Prospects for communities."

Participants: community, representatives of local government and experts. Organized by NGO “New energy”.

Financed by USAID.More details here. (In Ukrainian)

19 May Lebedyn (Sumy region),round table "Transparency of extractive industry in Lebedin district and its importance to the community".

Participants: community, representatives of local government and local media. Organized by NGO “New energy”.

Financed by USAID.More details here. (In Ukrainian)

24 May Kyiv, MSG meeting Participants: MSG members, GIZ representatives and IBSER (Institute for budgetary and socio-economic research) reoresentatives (USAID grantee).

24 May Horosheve (Kharkiv region), round table "From the transparency of mining companies to the understanding in the community"

Participants: community, representatives of local government, NGO’s, media and experts of the project.Organized by NGO “New energy”.

Financed by USAID.

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Annexes6-7-8-9

Presented separately due to

size

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Annex 10

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UAEITI: Regional Teams Work Plan for August 2016 – December 2017. Poltava oblast

To show how one could manage natural resources thanks to the transparency standard  Overall

objectiveTarget

AudienceMessage:

What kind of changed

understanding or action do you want?

Channel: through media,

social media, events,

proceses ???

Expected results Responsible for implementation

Manager/ oversight

Deadline Budget times Total budget,

USD

 

Generate interest in EITI implementation at the oblast level

Oblast Council's Budget Commission

EITI standard could be used to analyze budget revenues from extraction of minerals .

Presentation, participation in Commission sessions

Effective allocation of funds, revenues from extraction of minerals.

Yuriy Filenko, Anastasia Kelym

Hanna Kiyaschenko

October 2016

distribution materials (forlders, notes, pens with logo, report UAH 40*20 - UAH 800, remuneration UAH 1200, transportation and accommodation costs for the expert UAH 1000. 3750

Attract stakeholders to control for compliance with legislation during work of extractive

activists of environmental NGOs

Understanding the impact of EITI opportunities on activities of extractive companies.

Meeting with NGO representatives, environmental inspection, public prosecutor.

Building communication between state authorities and NGO

Yuriy Filenko, Anastasia Kelym

Hanna Kiyaschenko

september 2016

Coffe break UAH 80*25=UAH 2000, distribution material UAH 40*25=UAH 4600

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companies

Cooperation with NGOs in control for keeping to the extraction standards (technology).

1000, renting a premise UAH 800, renting equipment UAH 750, moderator remuneration UAH 800.

Attract to control for keeping to the legislation during work of extractive companies

Rayon councils, public community

Increased attention and control for keeping to the legislation during work of companies at the regional level

training seminars in 3 rayons, 3 groups for 20 persons

the public community in the rayons will understand the meaning of EITI and use the standard for positive changes in keeping to the legislation

Yuriy Filenko, Anastasia Kelym

Hanna Kiyaschenko

May, June, July 2017

Coffe break UAH 160 грн*60=UAH 9600, renting a premise UAH 1200 * 3 = UAH 3600, renting equipment UAH 750 * 3 = UAH 2250, distribution material (forlders, notes, pens with logo, report UAH 40*60 = UAH 2400, trainer remuneration UAH 3200 * 3 = UAH 9600, trainer's travelling cost UAH 900. 28350

Attract stakeholders to cooperation in control for keeping to the technology during

rayon state environmental inspections, rayon public prosecutors

getting acquainted with the standard, involvement in cooperation

two meetings, presentation

Using the standard during control

Yuriy Filenko, Anastasia Kelym

Hanna Kiyaschenko

february, april 2017

Coffee break UAh 150*40 = UAH 6000, distribution material UAH 40*40 = UaH 1600, renting a 15700

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extraction of minerals

premise UAH 800 *2 = UAH 1600, renting equipment UAH 750 *2 = UAH 1500, expert remuneration UAH 1500 *2 = UAH 3000, expert's travelling and accommodation UAH 1000 * 2 = UAH 2000.

Generate interest in the effective resource management and cooperation with communities

State extractive companies

Social Responsibility promotes understanding with communities and successful business operation

studying international experience, analysis and presentation of the best practices to the extractive companies and authority representatives

The best examples of social projects used by the extractive companies and welcomed by communities

Anastasia Kelym

Hanna Kiyaschenko

september - december 2016, february 2017

Expert remuneration for making research UAH 6400, presentation (Coffee break UAH 150*20=UAH 3000, distribution materials UAH 40 *25=UAH 1000, renting a premise UAH 800, renting equipment UAH 750, moderator remuneration UAH 800) 12750

Motivate the stakeholders to cover the EITI

Jornalists, jornalist students

Extractive industry is a relevant

Presentation of the second report and

Regular supply of information on activities of the Yuriy Filenko

Hanna Kiyaschenko

january 2017, march

Two-days investigation training 22850

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standard, problems of extractive industries and communities

platform for journalistic investigations

opportunities of the Standard, investigation training

companies and EITI 2017

(catering UAH 220 *15*2 = UAH 6600, enting a premise UAH 2000 *2 = UAH 4000, renting equipment UAH 750*2 = UAH 1500, handouts UAH 40 *15 = UAH 600, moderator remuneration UAH 3800, trainers' travelling and accommodation costs UAH 1600)

Attract to cooperation

Teachers of the faculty of Economics, faculty of oil and gas, environmental department

EITI requirements, advantages for extractive companies, why is it more advantageous to adhere to EITI standards

Trainings 3 groups for 15 persons.

Using EITI information during lectures and training for students, tasks for making research and course papers

Yuriy Filenko, Anastasia Kelym

Hanna Kiyaschenko

november, december 2016

three-days training (food UAH 220 *15 = UAH 3300, renting a premise UAH 2000, renting equipment UAH 800, distribution material UAH 40 *15 = UAH 600, trainer remuneration UAH 2800, trainer's travelling and

31500

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accommodation costs UAH 1000) total UAH 10500 *3 = UAH 31500.

Involve in research, dissemination of knowledge and information from the Standard

Students: faculty of oil and gas, ecologists, jornalists

Responsibility of extracting companies to comply with the standards, environmental condition of the region

Trainings 3 groups for 15 persons.

scientific and course papers, laboratory research

Yuriy Filenko, Anastasia Kelym

Hanna Kiyaschenko

february, march, april 2017

three-days training (food UAH 220 *15 = UAH 3300, renting a premise UAH 2000, renting equipment UAH 800, distribution material UAH 40 *15 = UAH 600, trainer remuneration UAH 2800, trainer's travelling and accommodation costs UAH 1000) total UAH 10500 *3 = UAH 31500. 31500

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Attracting students to use EITI information

Students: faculty of oil and gas, ecologists, economists

Understanding the impact of EITI opportunities in their further activities upon graduation.

Students' scientific works competition

Keeping to EITI standards upon graduation

Yuriy Filenko, Anastasia Kelym

Hanna Kiyaschenko

november 2016 - april 2017

prize fund UAH 12250 (1 prize UAH 2000, 2 other prizes for UAH 1000, three third prizes for UAH 750. All participants get bags, memory sticks with logo 400*15=6000), presentation of works and awarding the winners (coffee break UAH 120 *30 = UAH 3600, renting a premise UAH 800 and equipment UAH 750, moderator remuneration UAH 800. 18200

Attracting journalists to cover EITI issues

Students, jornalists

Understanding the impact of EITI opportunities for all the stakeholders, and its possible use

Competition for jornalists for the best EITI investigation and coverage

quality EITI publications in media

Yuriy Filenko, Anastasia Kelym

Hanna Kiyaschenko

may - september 2017

prize fund UAH 16000 (1 prize UAH 3000, 2 other prizes for UAH 2000, three third prizes for UAH 1000. All participants get memory sticks with logo 400*15=6000).

21950

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Presentation, awarding the winners (coffee break UAH 120 *30 = UAH 3600, renting a premise UAH 800 and equipment UAH 750, moderator remuneration UAH 800.

Community, media, local

councils

key information

on EITI in Ukraine

Producing information

booklets

Dissemination of reliable and

understandable information on

EITI (information materials for a

number of activities at the reginal level ) Yuriy Filenko

Hanna Kiyaschenko

january 2017

Printing and desigh of the booklet, 1000

copies.

14000

Public community

sector (members

public councils, media)

Raising awareness of oil extraction technology

Expert training with

participation of chief engineers

of extractive companies

(drilling, conservation,

extraction, reclamation,

waste management)

Building a constructive

dialogue between community, media

and experts of extractive companies

Yuriy FilenkoHanna Kiyaschenko

september 2017

Training. (coffee break UAH 120 *25 = UAH 1800, handouts UAH 40 * 25 = UAH 600, renting a premise UAH 800 and equipment UAH 750, moderator remuneration UAH 1800. 6350

Involving the ore industries in the region

Ore mining companies, leaders of trade unions,

Increasing the role of EITI in reforms and

Meeting the chiefs of trade unions.

Understanding principles of EITI standard. Creating

Yuriy Filenko, Anastasia Kelym

Hanna Kiyaschenko

october, november 2017

Two meetings (coffee break UAH 80 *20 = 5750

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into EITI implementation process

local authorities.

steady development of ore sector

Meeting company managers and local government representatives. Holding a joint round table

new communication channels between parties to EITI in coal secor. Publication of results of the meetings and position letters of parties at the multilateral group of stakeholders MLGS.

UAH 1600) Round table , (coffee break UAH 120 *25 = UAH 1800, handouts UAH 40 * 25 = UAH 600, renting a premise UAH 800 and equipment UAH 750, moderator remuneration UAH 800)

Total 217250

Annex 1149 | P a g e

UAEITI: Regional Teams Workplan for August 2016 - July 2017 --- Lviv

Strengthening the role of EITI in sustainable natural resources management in the western region  

Overall objective

Target Audience

Message: What kind of

changed understanding or action do

you want?

Channel: through media,

social media, events,

proceses ???

Expected results

Responsible for implementatio

n

Manager/ oversight

Deadline Budget times

Total budget, USD

 

1 To study/assess the resource management in Lviv region

Extractive companies, public community, local governments

General understanding of the standard

Sociological survey. Publication of results in the media

Evaluation of stakeholders awareness and their perception of the progress of reforms in the extractive sector

PA “Analytical Cener for Regional Cooperation”

V. Deyneko august -october

UAH 59000,00

   

2 Підвищити доступ до інформації видобувної галузі на регіональному рівні: розміщення інформації про ІПВГ по Львівській області на сайті

Extractive companies, public community, local governments

To report: the list of companies, licenses with terms, taxes

Web sites of oblast and rayon administrations

The availability of extractive in dustry statistics in the region. Raising awareness. Strengthening public control over efficient use of natural rysources.

PA “Analytical Cener for Regional Cooperation”

V. Deyneko december UAH 2500,00

 

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Львівської ОДА

3

Monitoring environmental standards and regulations compliance in the extractive industry in the region

Extractive companies, public community, local governments

Positive image for companies. Building dialogue and cooperation between companies and local communities.

Dissemination of case example, placement on the websites of oblast state administration and UAEITI. Discussions at the local level. The press-tour for journalists to the extraction site.

CSR draft agreement developed

PA “Analytical Cener for Regional Cooperation”

V. Deyneko november 2016 - april 2017

UAH 55000,00

 

4

Monitoring environmental standards and regulations compliance in the extractive industry in the region

Extractive companies, public community, local governments

Responsibility of extractive companies, their compliance with the standards. Environmental status of the region.

Websites of administrations, brochures, leaflets. Discussions at the local level. Attract environmental experts to the activities. Study international experience. Analysis of applying environmental tax in the region.

Obtaining information on responsibility of companies. Environmental monitoring. Access to information by stakeholders.

Resource and analytical center "Society and Environment"

N. Andursevich

september 2016 - september 2017

UAH 280000,00

   

5 Adding the coal industry in the region to

Extractive companies, public

Strengthening the role of EITI in

Breakfast with leaders of trade unions.

Understanding the EITI principles.

PA “Analytical Cener for Regional

V. Deyneko september 2016 - april 2017

UAH 48000,00

 

51 | P a g e

EITI implementation process (holding press conferences, two round tables, and two public hearings in coal mining regions of Lviv and Volyn oblasts

community, local governments

reforms and sustainable development of the coal industry

Breakfast with managers of the companies and local governments. Joint roundtable .

Creating new communication channels between the parties to EITI in the extractive sector. Publication of results of the meeting and position letters of the parties at MLGS

Cooperation”

Total   UAH 444500,00

 

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Annex 12

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UAEITI: Regional Teams Workplan for August 2016 - July 2017. Ivanofrankivsk

Strengthening the role of EITI in sustainable natural resources

management in the western region Over

all objective

Target Audience

Message

: Wha

t kind of

changed understanding or

action do you wan

t?

Channel:

through

media,

social medi

a, even

ts, proceses ???

Expected resul

ts

Responsible for implementation

Manager/ oversight

Deadline

Budget times

Total budg

et, USD

1

To study

Extracti

General

Sociologic

Evaluatio

Zhovtulia No

ve Printing

54 | P a g e

/ assessment of resource management in the region

ve companies, public community, local authorities

understanding of the standard

al survey. Publication of results in media

n of awareness of stakeholders and their perception of the progress of reforms in the extractive sector

L.Ya.

mber 2016

questionnaires

UAH 200*5 =

UAH 1000

2 Improve access to information in the extractive

Extractive companies, public co

To report: the list of companies, licen

Data processing, designing and production of

The availability of extractive in dustry stati

Zhovtulia L.Ya.

september 2016 - update

Remuneration for graphic design

UAH 3000

55 | P a g e

sector at the regional level

mmunity, local authorities

ses with terms, taxes

information leaflets and distributing them at events.

stics in the region. Raising awareness. Strengthening public control over efficient use of natural rysources.

after issuance of the new report

+ (200 leaflets * UAH 40 = UAH 8000

) = UAH 1100

03 Crea

ting pages on websites

august 2016 -

Remuneration to the

web-

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of regional and rayon administrations, NGOs and the media.

update after issuance of the new report

designer

= UAH 3000

4 To develop a state-corporate partnership project. (Develop the Agreement, find a

Extractive companies, public community, local authorities

Positive image for companies. Building dialogue and cooperation between com

Dissemination of case example, placement on the websites of oblast state admi

Meeting with company management and local authorities (call for dialogue between

Rybytsky I.V.

October 2016

Lunch

UAH 10*100 = UAH 1000

57 | P a g e

company, create case example, place on the websites, study international experience).

panies and local communities.

nistration and UAEITI. Discussions at the local level. The press-tour for journalists to the extraction site.

them)

5

Meeting with company management and local authoriti

October 2016

Coffee

break

UAH 10*50 =

UAH 500

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es (drafting the Corporate and Social Responsibility framework Agreement and signing the Agreement)

6

Presentation event (press tour)

November 2016

UAH 1000

0

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7 Monitoring environmental standards and regulations compliance in the extractive industry in the region

Extractive companies, public community, local authorities

Responsibility of extractive companies, their compliance with the standards. Environmental status of the region.

Websites of administrations, brochures, leaflets. Discussions at the local level. Attract environmental experts to the activities. Study international experienc

Getting information on responsibility of companies. Environmental monitoring. Access to information by stakeholders.

September 2016

15000

грн

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e. Analysis of applying environmental tax in the region.

8 Attracting youn

g people and scientists to

EITI information

dissemination.

Students

Key information on EITI and its

develop

ment in

Ukraine

Lecture for students. Inccluding relevant

topics to the

curriculum

of relevant

majors

Young

professionals in

public

administration

, auditing mast

er the EITI instruments

Karpash M.O.

from september 2016 on

Remuneration for development of methodology materials and program curriculum UAH

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5000

9

Dissemination of knowledge on extractive sector in regional breakdown

Extractive companies, public community, local authorities

To deliver the information

Public hearings of 5-10 events, conferences in extraction areas - 3, speaking at meetings of state administrations .

Actions by the public and local authorities - to promote local area development through EITI instruments

Karpash M.O. Rybytsky I.V.

august - december 2016

Public

hearings 10 * UAH 5000

, conferences 3

* UAH 8000

10

Information dissemination abou

Extractive companies,

Data from the report and their

Round table in the Oblast

Karpash M.O. Rybytsky I.V. Zhov

November 2016

UAH 8000

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t Ukraine's second EITI report for 2014-2015

public community, local authorities

analysis in regional breakdown

State Administration

tulia L.Ya.

11

Two round tables on the extraction sites (Dolyna Nadvirna)

Karpash M.O. Rybytsky I.V.

December 2016

2 * UAH 8000

12

Material support for events - handouts

Extractive companies, public

Notes, pens, folders, brief versions of

Zhovtulia L.Ya.

August 2016

UAH 2500

0

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community, local authorities

the Report as booklets, printed individual materials for separate events

13

Remunareations for project experts

Karpash M.O. Rybytsky I.V. Zhovtulia L.Ya.

August 2016-december 2016

3 * 5 months * UAH 3500

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Annex 13

Sumy, Kharkiv, Donetsk, Chernigiv Overall objective

Target Audience Message: What kind of changed

understanding or action do you

want?

Channel: through media,

social media, events,

proceses ???

Expected results

Responsible for

implementation

Manager/ oversight

Deadline Budget times

Total budget,

USD

Using EITI (report, instrument) for fair

Sector Trade Unions

Using EITI report to monitor

Activities: EITI presentation

increased trade unions Buts Y.V. Filenko

V.V.February

2016 Activity

costs300

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distribution of funds in the field

effective resource

management (fair distribution

of profits)

for representatives of sector trade

unions

awareness on EITI, initiation

of effective resource

management "from below"

(After publicatiuon of the second report)

Increased interest of the public, businesses and residents in the coal-mining areas of

Donetsk oblast to the Extractive Industries

Transparency Initiatives through disclosure of

problems and development

perspectives of coal production in the

region.

NGOs, public advisory bodies, civil society activists, media representatives

Attract attention to processes in the mining industry in the region, thereby promoting the need in EITI.

1-2 Articles in the media with statistical and analytical information on production status, plans to reduce / increase production, environmental issues and corruption schemes in mining, and thus promotion through social media, breaking the material down by posting. Industry roundtable, transparency initiatives implementation problems in mining sector.

Drawing general public's attention to EITI implementation problems, importance of processes going on in the mining industry on regional economy. Engaging stakeholders for discussion and dialogue, identify the best strategies to increase interest to EITI implementation in Donetsk oblast.

Serhiy Gakov

Filenko V.V.

september-december

2016

Costs to collect materials and information, activity costs.

300

Interested community representatives

Show the importance of transparency

Specialized issue of "Ecology of

The direct mailing of EITI magazine will

Serhiy Gakov

Filenko V.V. 1-Nov-16

Costs for design, publishing

800

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(professionally oriented), extractive industries (quarries, mines, concentration mills), environmental and mining specilists, planners, environmental students.

standards implementation for businesses, government and community within the processes taking place in the region and in the whole Ukraine. Knowledge how to use them by community members.

industrial land" magazine dedicated to EITI implementation in Donetsk oblsat, importance of transparency initiatives implementation in the extractive areas of coal industry associated with decentralization processes, news, legislative initiatives in this direction, reduction in production and IRR forecasts for coal companies, environmental problems and methods of cooperation between communities and mining companies. 500 copies, 16 pages, Color, A4. Material

familiarize industrial, mining, processing companies, environmental organizations, institutions and public authorities of Donetsk oblast. Distribution at public and expert councils within local authorities will enable interest in EITI problem of the most active community organizations, all that will greatly expand the network of contacts.

and distribution (15 000 UAH.), activity-presentation costs (4000 UAH).

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and EITI presentation to the media and community, the Public Council within Donetsk regional state administration, rayon and city councils in mining regions. Direct mailing to businesses, publishing materials in the media, publishing in social media.

Representatives of oblast and regional governments, partner NGOs and community stakeholders, representatives from coal industries, representatives from coal mining trade unions.

Create a possibility to form a three-way dialogue: government authorities-community-mining companies based on EITI capacity

Oblast forum with invitation of experts from partner organizations, representatives of regional government and authorities from coal-mining areas, partner NGOs which previously showed their interest and worked in the field of EITI communication

As a result of the three-way dialogue: government authorities-community-mining companies, in terms of public control, environmental issues, social programs and issues of resource extration within the decentralization processes to

Serhiy Gakov

Filenko V.V.

1-Jun-17 Activity costs

550

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strategy. Press releases, interviews, review materials, posts in social media.

sign a cooperation agreement, publish resolutions, sign memorandums of cooperation within support from EITI .

Transparent process of funds distribution allocated for social

infrastructure development

Oblast State Administration, Oblast Council,

Managers of extractive

companies in the region

Transparent identification of the objects of funding helps

reduceing social tension in the

region

Personal meetings,

private discussions with

assistance of international

experts

approval of social

infrastructure development Competition

concept at the expense of

mining companies.

Krayniuk O. Filenko V.V.

September -

November

Salary and renumera

tion

2200Oblast State

Administration, Oblast Council,

Managers of extractive

companies in the region, NGOs (community

development funds)

The government, community and

businesses together and

openly determine funds

allocation priorities at the

local level.

Working Group session on

development and approval of

Provisions

provisions on social

infrastructure development

project Competition at the expense of

mining companies

developed and approved

Krayniuk O. Filenko V.V.

November-12

January

Salary and renumera

tion

2200 The role of EITI in

effective financial

management and finance in

the field

Official signing of the Social

Infrastructure Development

Agreement for 2017

News coverage on EITI

implementation at the local level and

signing of the Social

Buts Y.V. Filenko V.V.

01-Mar-17 Activity costs

220

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infrastructure development

Agreement for 2017.

Community sector, (PA, community

development agencies)

Development of extractive sector

is a key for regional

development

A two-day training to

prepare project requests for the

Competition

Capacity of extractive

communities to attract

infrastructure investment is

built

Agapova O. Filenko V.V. 01-Feb-17

Activity costs

500

Community, media, local

councils

Key information on EITI in Ukraine

Producing information

booklets

Dissemination of reliable and

understandable information on

EITI (information

materials for a number of

activities at the reginal level )

Agapova O. Filenko V.V. 01-Sep-16

Design and printing services

600

Community sector,

(Members of public counsils)

Using EITI instruments is a way to effective

resource management in

the field

A two-day training

(peculiarities of training the adults, EITI, legistative

regulation of extractive activities

30 EITI specialists at a

local level conduct 30 trainings in

their communities

Agapova O. Filenko V.V. 01-May-17

Activity costs

500

Community sector,

(Members of public counsils),

media

Raising awareness on

crude oil extraction technology

Expert training with

participation of chief engineers

of extraction companies

(drilling,

Building a constructive

dialogue between

community, media and experts of

Agapova O. Filenko V.V. 01-Nov-16

Activity costs

10071 | P a g e

conservation, extraction,

reclamation, waste

management)

extraction companies

Community sector,

(Members of public counsils),

media

Raising awareness on

natural gas extraction technology

Expert training with

participation of chief engineers

of extraction companies

(drilling, conservation,

extraction, reclamation,

waste management)

Building a constructive

dialogue between

community, media and experts of extraction companies

Agapova O. Filenko V.V. 01-Dec-16

Activity costs

100

Community sector,

(Members of public counsils),

media

Raising awareness on coal and ore

mining technology

Expert training with

participation of chief engineers

of extraction companies

(drilling, conservation,

extraction, reclamation,

waste management)

Building a constructive

dialogue between

community, media and experts of extraction companies

Agapova O. Filenko V.V. 01-Jan-17

Activity costs

100

Community, media, local

councils

key information from the second

EITI report in Ukraine

Producing information

booklets

Examples of use of EITI report at

a local level Agapova O. Krayniuk O. 01-Sep-16

Printing services

700Attracting young

people and scientists to EITI information dissemination Students

EITI is the International

standard in over 50 countries and

Lecture for students.

Incuding the relevant subject

Young specialists in

Public Administration,

Buts Y.V. Krayniuk O. October

Activity costs

120

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every specialist should know

about it

into curriculum and relevant

majors

auditing and extraction have mastered EITI

instrumens

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Annex 14

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Evaluation: Renewing of EITI Communication Strategy Training of Mrs. Birgitte JallovKyiv, 06.-07. June 2016

Trainer: Birgitte JallovGIZ Project Professional: Ruslan Lazarenko

Number of completed questionnaires: 14

Scale: 1 = very good, 2 = good, 3 = badly, 4 = very bad

Overall rating: 1.00

Organizing the event:

Duration of the event: 1.29Group size: 1.00Translation: 1,00Service: 0,93

Trainer:

Didactic preparation: 1,00Professional competence: 1,00Addressing the participants: 1.00

Content and objectives:

Clear objective: 1,00Relevance of the topic: 1,00Relevance for everyday work: 1,00Competence development: 1,21Achievement of the objective: 1,21

Own contribution: 1.07

Overall Evaluation 1,00

Qualitative Evaluation:Remarks on the organization

Too early arrival to the hotel (one participant) If possible dinner (one participant)

Remarks on the trainer No

Remarks on the content No

What I liked Experience and knowledge exchange between the regions

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Development of plans Activity of expert High quality of translation Additional information Structured presentation of information and exact formulation of tasks Organization of seminar, trainer, participants Compliance with working plan Exact result of the work (Action Plan) Exact planning of workshop, analyze of the regional situation from trainer

This could be even better

More time for planning of father activities To meet each other more often More teamwork in seminar groups More time for work in groups and consideration

I would like to add also Many thanks to organizers of seminar Very glad to meet again We need to renew the PR-strategy in accordance with implementation of EITI To meet twice a year High level of professionalism of trainer and interpreter

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Annex 15

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Communication activities by UA EITI by target audience 2015-2016List put together by Svitlana Mizima and Lesya Khomiak June 2016

What did you want to achieve through communicating with each of these groups?

How did you plan to approach these groups? Which communication approaches / tools?

What did you do?Activities and dates?

What was the result of your approach to these groups?

What is still left to be done?

National authorities

Strengthened capacity of implementing EITI Ukraine

Realization of roundtables, discussions and individual meetings. Support at the legislative level.

1.Round table according the law on information disclosure in the extractive industry in parliament committee on January 2016; 2. Forum, where the first Ukrainian EITI report was presented in December 2015.3. Each week meeting with the representatives of Ministry of energy and mining industry. 3. MSG member took a part in international forum “Government relation” on 10.06.15.4. Discussion of law project in Ministry of energy on 17 and 23 of October 2015.

Support in EITI standard implementation on national level.

Adopt the law about information disclose in mining industry. To seek support in the preparation of 2nd UEITI report on national level.

National HQ of mining companies

Involvement in the process of implementation EITI standards and opening the data for the report and The signing of the corporate social agreements with

Conducting individual meeting, round tables and discussions, involving them to workshops and trainings about EITI standards

1.Conducting the individual meetings on regular basis. 2. Involving to round tables and discussions on national and regional (every month) level according to CS.3. Press conference according to the law

Establishing the dialogue and cooperation. Raising awareness about the standard.

Involve coal and iron companies to cooperation. Teach them how to fill in the report temples. Conduct meetings.

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communities and municipal authorities.

implementation. project on 21.01.16.

National HQ of NGOs

The involvement of Ukrainian NGOs to support group of our initiatives in order to support UAEITI and spread information about UAEITI among different communities

Conducting conferences, where we involve international NGO, who work on EITI standards implementation in order to share their experience. Involving them to regional events.

1.Involving the representatives of National NGO’s to the Forum in 2015.2. Permanent cooperation with Association “EnergyTransparency”. 3. Involving to national round tables (Lviv on 20.05.15, Kyiv on 10.07.2015 and 24.07.15)4. Press conference in Kyiv on 23.09.2015.5. Round table on 1st and 2nd of December 2015 with the representatives of mining companies and local NGO’s.

Creating a pool of NGO’s representatives in order to have a support in EITI implementation. Establishing communication with them.

Provide them with more knowledge about EITI implementation in way of conducting forum. Organize meeting on regular basis.

Regional Authorities

Raising awareness about EITI standards among regional authorities and the establishment of communications with the National Secretariat, communities, and companies

Involving them to Individual meetings, regional events and trainings.

1.Kharkiv on 04.09.15 International economic forum. 2.Round table on 1st and 2nd of December 2015 with the representatives of mining companies and local NGO’s.3. Round table and press conference on 18.02.16.4. Seminar about involvement local government and community in EITI implementation on 24.02.16.5. Seminar on cooperation between authorities, local mining companies and community in Boryslav on 26.02.16.6. Seminar on

Establishing communication and involving to cooperation.

Involve other extractive regions to EITI standard implementation. Conduct different events for target groups in these regions.

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cooperation between authorities, local mining companies and community in Kharkiv on 10.03.16 and on 25.04.16 in city Valky Kharkiv region and meeting in Balakiya on 17.05.16 and on 24.05.16 in Horosheve.7. Round table in Ohtyrka and Sumy on 11.03.16 and on 08.04.16 in Romny city and in Lebedyn on 19.05.16.8. Round table in Kharkiv region (Chuhyiv and Borova) on 24.03.16 and on 07.04.2016.9. EITI days round tables in Poltava region on 5-7.04.16.10. Round table on 30.03.16 in Lohvytsia in Poltava region and on 14.014.16 in Chornuhy and in Mashivka on 27.04.16 and in Karvilka on 27.04.16 and on 12.05.16 in Novi Sanzhary.11. Round table in Chernihiv region (Tatlayvka, Varva and Pryluky) on 27-28.04.1612. Public discussion in Boryslav on 27.04.16.13. Conference in Ivano-Frankivsk on 16-20 of May.

Regional Mining companies

Raising awareness about EITI standards, close

Involving them to meetings and round tables with

1.Round table on 1st and 2nd of December 2015 with the representatives of

Raising awareness about EITI standard and

Establish communication with coal and iron companies

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engagement in cooperation with local communities and signing of the corporate social agreements with communities and municipal authorities

communities and local government.

mining companies and local NGO’s.2. Round table on 18.012.16.3. Seminar on cooperation between authorities, local mining companies and community in Boryslav on 26.02.16.4. Seminar on cooperation between authorities, local mining companies and community in Kharkiv on 10.03.16 and on 25.04.16 in city Valky Kharkiv region and meeting in Balakiya on 17.05.16.5. Round table in Ohtyrka and Sumy on 11.03.16 and on 08.04.16 in Romny city and in Lebedyn on 19.05.16.6. Round table in Kharkiv region (Chuhyiv and Borova) on 24.03.16 and on 07.04.2016 and on 24.05.16 in Horosheve.7. Round table in Poltava region on 26.03.16 and on 12.05.16 in Novi Sanzhary.8. EITI days round tables in Poltava region on 5-7.04.169. Round table on 30.03.16 in Lohvytsia in Poltava region and on 14.014.16 in Chornuhy and in Mashivka on 27.04.16 and in Karvilka on 27.04.16.

involvement to communication with local authorities and communities.

and involve them to EITI events. Inform them about the standard.

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10. Mining companies seminar in Ivano-Frankivsk on 7-8.04.16.11. Round table in Chernihiv region (Tatlayvka, Varva and Pryluky) on 27-28.04.1612. Public discussion in Boryslav on 27.04.16.13. Conference in Ivano-Frankivsk on 16-20 of May.

Regional NGOs

To involve regional NGO’s in informing communities regarding EITI standards.

Conducting seminars and workshops in order to provide then with necessary information about the standard. Involve them in round tables and discussions with communities.

1.Round table on 1st and 2nd of December 2015 with the representatives of mining companies and local NGO’s.2. Round table on 18.012.16.3. Seminar about involvement local government and community in EITI implementation on 24.02.16.4. Seminar on cooperation between authorities, local mining companies and community in Boryslav on 26.02.16.5. Seminar on cooperation between authorities, local mining companies and community in Kharkiv on 10.03.16 and on 25.04.16 in city Valky Kharkiv region and and meeting in Balakiya on 17.05.16. and on 24.05.16 in Horosheve.6. Round table in Ohtyrka and Sumy on 11.03.16 and on

Spreading the knowledge about standard. Establishing the contacts with regional mining companies and involvement to cooperation.

Involve other extractive regions communities and conduct for them round tables, seminars and workshops in order to inform them about EITI standard.

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08.04.16 in Romny city and in Lebedyn on 19.05.16.7. Round table in Kharkiv region (Chuhyiv and Borova) on 24.03.16 and on 07.04.20168. Lecture for media and community in Chernihiv on 23.03.169. Round table in Poltava region on 26.03.1610. EITI days round tables in Poltava region on 5-7.04.1611. Round tables on 30.03.16 in Lohvytsia in Poltava region and meeting of local activists on 15.04.16 and on 14.014.16 in Chornuhy and in Mashivka on 27.04.16 and in Karvilka on 27.04.16 and on 12.05.16 in Novi Sanzhary.12. Mining companies seminar in Ivano-Frankivsk on 7-8.04.16.13. Round table in Chernihiv region (Tatlayvka, Varva and Pryluky) on 27-28.04.1614. Public discussion in Boryslav on 27.04.16.15. Conference in Ivano-Frankivsk on 16-20 of May.

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Annex 16

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Koordination:Herr Ruslan Lazarenko

GIZ, Project Public Finance Expert Support to Public Finance Management Reform

Mobile: +38-093-0144291

Program for workshop „Update of Communication Strategy for EITI Ukraine and Advancement of UAEITI communication Activities”, Kyiv, June 8, 2016

Draft programme

Objective of workshop: Review of status of communication activities by EITI: successes and challenges in general Review communication strategy: what worked and how can a communication strategy be most

effective? Map out what ‘communication’ needs to do to advance EITI in the next 6-12 months. Prepare outline of SMART action plan Design a good monitoring and evaluation framework – SMART – and plan implementation

13:00 Opening of workshop with MSG secretariat: Director, Finance Director and PR Manager as well as Svitlana/GIZ. Presentation and presentation of programme and agreement on amendments if needed

13:15 Presentation of status of communication activities by Dina Narezhneva, Head of National EITI Secretariat in Ukraine. Discussion and extraction of experience

13:45 Meeting the press: Map the situations where the press is met – and how it works. Develop strategy to handle complicated press situations. Review and revise revised Communication Strategy’s annex 2: speaking points for champions and spokes persons – and Q&A section

14:30 Coffee-break14:45 Review core target audiences and their communication needs?

How to plan to become even more effective15.15 Review communication around Report 2:

what is needed now to assist the independent Administrator? What is needed around the launch? What did we learn from launch of Report 1? What is needed after the launch to ensure use and promoting EITI to next level in UA? What are we really good at? What is really difficult? How can we bridge the gap (if any)? How to we plan this? Action plan with responsible persons identified.

16:30 How do we evaluate our communication activities? Why do we want to monitor and evaluate?Discussion of tools & techniques, routines, responsibilities.

17:00 Summary and end of workshop

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Annex 17Working with the

Press

Separate, due to format

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Annex 18

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National Workshop with Communication officers and national secretariat:Wednesday June 8, 2016

Morning programme:

1. What did we agree last year? 2. (in view of that and present situation:) What is the primary objective of our work today?3. How has the implementation of the communication strategy of June 2015 worked?4. Have we motivated all the Target Groups we wanted to engage appropriately with UA EITI?5. What are the priorities for the next months?6. Action plan for the coming 6 months with quite some detail + 6 more months broader

Ref # 1: what we agreed last year

In the report of our work June 2015, the following is the summary shared after my mission, with urgent action agreed: 7

Birgitte will prepare a budget for (hopefully) a rushed approval by GIZ to fund € 25.000 for communication work. Ruslan will take this forward with Vlad;

Svetlana and Vlad will have weekly planning and follow-up meetings maybe by phone/skype to ensure that the implementation of the communication strategy moves forward;

22.6.2015 Svetlana and Vlad will receive from the regional communication focal points their: (i) work plans, (ii) time/implementation plans and (iii) a synopsis for each of the communication products, process or event;Should some of the teams not deliver by 22.6., Svetlana and Vlad follow up to understand why.

Svetlana will join the time-plans of the four regional teams with the national time/implementation plan into one overall master plan, so as to have a full overview of communication activities available for all involved (would be great to include this with ;

Svetlana will follow up with the regional teams on a weekly basis (call around) to see that all develops well. This will in principle start now and continue until the end of the year (for now);

Larysa Mikitko, Olena Pavlenko and Vlad Deyneko will ensure that the MSG approves the communication strategy and its related elements (workplan and budget, timeplan and monitoring plan) as well as the first round of communication products (logo, pamphlet, folder and basic banner) in the upcoming MSG meeting foreseen for July 6, 2015.

Before presenting the above for approval, two annexes of the communication strategy will be turned Ukrainian: The Communication Strategy’s Media Policy in Annex 3 (Hanna Dudka, Ministry of energy) and Speaking Points/FAQs in Annex 4 (Svetlana).

Svetlana and Vlad should discuss the draft outline of communication activities around the launch of the report with Larysa, as requested by her, when she had to leave our workshop/meeting on Thursday (see annexes 11 and 12).

The most urgent focus communication-wise for Svetlana and Vlad is to get the branding and style manual in place and the first round of communication products produced (as listed in annex 5).

The e-mail based newsletter will be launched soonest. Hanna Dudka from the Ministry of Energy offered to come up with a draft format and lay-out based on the design proposed in the style guide being developed. Mail Chimp was discussed as a good carrier.

Svetlana will develop the address list for the Mail Chimp newsletter while developing the database of contacts anyhow. Sign-up links to newsletter will be available at UAEITI and Ministry of Energy’s websites – and as many other stakeholder and partner websites possible.

Assessment of follow-up on action agreed in June 2015:

7 Taken from the report: “Communication strategy development for UAEITI. Mission to Kyiv June 2015. By Birgitte Jallov, GIZ Strategic Communication Consultant”. June 2015.

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Implemented Not yet implemented xx Agreed to do

The result of a confrontation of the action plan from last year with the results of this year are the following: Svetlana received the regional work plans and merged them into one regional action plan, shared with all for

inspiration and used as a basis for the below proposal for swift funding from GIZ; Birgitte prepared a budget immediately upon finalization of the June 2015 workshop, which Ruslan and Vlad

carried forward with Christian Döhring’s support; Svetlana has been keeping in (maybe not weekly, but) regular contact with the regional teams; MSG has approved the June 2015 communication strategy; MSG has elevated the vision and mission ‘invented’ for the communication strategy to those of the MSG and UA

EITI in general:Vision: Revenues from exploitation of the nation’s national resources should contribute to sustainable development of the Ukrainian society (inspired by text by Claire Short)EITI Mission in Ukraine: Ensuring high transparency and accountability standards in the extractive industry in Ukraine

The Media Policy annex to the Communication strategy, highlighting who has a right to address which audiences in writing and in person, representing EITI, should be clear (a source of inspiration from Trinidad and Tobago was included in strategy).This has not happened as it was not found to be important. The workshop June 2016, however, found that in the situation AU EITI is in now, it could be of use to develop and ensure full agreement on.

The Speaking points and FAQ annex to the Communication strategy, meant to support UA EITI spokes persons, with inspiration points from UK and USA has been versioned by Svitlana.The workshop June 2016, found that in the situation AU EITI is in now, it could be of use to work more on this by the communication coordination group (Dina, Lesya, Svitlana and Vlad).

The launch of the first report had taken place as one element in a conference covering related issues. We talked about elements to include in launch of the 2nd report.

Branding and first round of communication products had been carried out and administered by Vlad in Lviv along with the branding.No style manual was produced. Should be considered for a uniform visual and graphic style.

The e-mail based newsletter has not been launched. This has not happened. Hanna Dudka from the Ministry of Energy who offered to come up with a draft format and lay-out, had been transferred and it had not been passed on to other persons. Mail Chimp was discussed as a good carrier – and links to website carrying all important information. This is great, but only persons who pro-actively search UA EITI info will go to the website to keep informed. Newsletter is needed to also reach others!!!). Sign-up links to newsletter will be available at UAEITI and Ministry of Energy’s websites – and as many other stakeholder and partner websites possible.

Svetlana will develop the address list for the Mail Chimp newsletter while developing the database of contacts anyhow. This has not happened. Svitlana and Lesya will sit down and develop such a series of contact lists for different target audiences – and they will continue to develop over time. An important one we discussed is the list of key journalists from key media houses / independent. Maybe Olena Gordienko from the Public Finance Management Reform programme could be part of such a brainstorming and systematization meeting?

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Ref # 2: What is the primary objective of our work today?

General agreement on following the programme proposed – and that the priority result of the day’s work – besides from addressing how to deal with the press and others asking challenging questions, should be to highlight priority action during the next 6 months, in the lead up to the launch of the 2nd report.

Ref # 3: How has the implementation of the communication strategy of June 2015 worked?

The June 15 Communication strategy has been importantly shortened by Iryna Panchenko. While a summary of a communication strategy can be a good thing, the present version unfortunately demonstrates a lack of understanding of the importance of being strategic by the person doing the summary (Iryna Panchenko): The abbreviated version

does not include the important understanding and likage WHY a strategy and an overall objective is important, has excluded all discussion about target audiences, which are the crank, the core for the success of any

communication strategy. This may explain the general observation by this consultant and others, why there has been limited attention to and focus on prioritized and very focused communication to specific core target audiences. Understanding the target audiences very well – which we spent a lot of time on in 2015, is the key to successful results of a communication campaign or none-campaign related, but strategic communication!

Includes the messages we worked to extract and distill with a focus on specific audiences in 2015, but in the abbreviated version of the strategy unrelated to target audiences.

Section 8 and 9 thus only refers to ‘the public’ (called ‘publicity’ in the English version (which is something else), but this is probably as it has been translated by someone who does not understand communication).The target audiences prioritized as important and of core importance to the success of UA EITI in 2015 were:

o Mining companies o Oil & Gas companies o NGOs in extractive regionso General public (of lesser importance)o National, regional and international media organisations

The reflections in the 2015 communication strategy’s section 9, highlighting a strategic approach to development of processes, products and evens has also been eliminated from the strategy.

The mentioned work plan is also not in the strategy. I do / we do / you do, as such not have a work plan for the communication activities foreseen for 2016 – following the revision by Iryna Panchenko, early 2016.

Based on the above, the summary assessment of the “revised” and (especially) shortened communication strategy is that it carries little value as an advisory tool for strategic communication: no strategic connections; no reference to target audience (neither listing, profiling nor priorisation, which all was in original plan); no linking of core messages to audiences; no advise on strategic preparation of events, products and processes; no reference to the important pre-testing; no information on M&E; no work plan! Actually only the skeleton left with “no meat on the bones” = no direction on how to carry out a strategic communication programme.

Based on the above comparison, analysis and reflection, it is my strong advice to put aside the revised communication strategy and work with the June 2015 strategy, as agreed during our workshop June 8.

So: as there has, de facto, neither been a (i) communication strategy, nor (ii) a national communication (work) plan, the answer to the third point on the day’s agenda: “How has the implementation of the communication strategy of June 2015 worked?” is that there has been no implementation.

Communication activities have, however, taken place / been implemented: Nationally on an ad hoc level

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Regionally following the plans developed as possible (see annex 1) – however, with a start in February 2016 and not in August in 2015 foreseen, due to challenges in making the funding made available by GIZ, accessible (as also partially reported upon in point #1 above).When the four presentations on communication implementation 2015-2016 prepared by the regional teams are translated into English, these PPT presentations will make up Annexes 2 a-d.

The national communication activities that have been implemented are reflected in: The UA EITI website, which by all involved is considered the core information tool. The report on activities undertaken by the national MSG secretariat 2016 presents an impressive number of events

– most with detailed reports. Most of these activities involve communication importantly. Most of these activities fall in the following three categories (see annex 3):

o MSG meetingso Roundtables/meetings with the three EITI parties in regions (sometimes with media)o Roundtables/meetings with local authorities and communities in regions (sometimes w/media)o Meetings in regions with journalists and media

Besides from the tripartite meetings, mining companies only took part in one meeting with local authorities and one with university people.The realization by the head of the national MSG secretariat was that much more communication and information targeted at individuals is necessary (see later).

A report on communication activities undertaken by UA EITI by target audience put together by Svitlana Mizima and Lesya Khomiak is presented in Annex 4.

Monthly lists have been put together by Svitlana Mizima, highlighting coverage in the national and regional media. These lists cover on an average 40 articles per month.Besides from listing the articles, it is proposed to Svitlana (and Lesya? Who will continue this listing?) to add simple reflections on:

Continue Svitlana’s list before New items to include in listingDate Medium Title and author EITI relevant

themes covered

Sources referred to (to inform comm. Strategy: does it work? Etc..)

Analysis:Follow-up needed?Analysis to be shared/ used?

Ref # 4: Have we motivated all the Target Groups we wanted to engage appropriately with UA EITI?

We had good discussions on this issue in the morning with communication officers and responsible on the ‘National Communication Strategy’ day Wednesday June 8, and in the afternoon with the Director of the MSG UA EITI Secretariat and the deputy/finance responsible. We started out with reminding ourselves of the analysis carried out by ourselves in the seminar February 2015 and reconfirmed in June 2016:

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As mentioned above, the Director

of the MSG secretariat realized in our discussions that besides from the broad, general approach of 2015-2016, focusing on roundtables, bigger meetings and conferences, it would be important to target communication to specific individuals.

Ref # 5: What are the priorities for the next months?

The priorities agreed include the following:

5.1 Focus communication to specific target audiences5.2 Agree on a useful format for a communication strategy 5.3 Identify objectives to be achieved and report on it – document success stories - and learn from failures!5.4 Develop a good work plan including the special target audience-needs5.5 Clarify roles between Lesya and Svitlana, communication officers within UA EITI5.6 Find a good coordination format for meetings to drive the communication process5.7 Capacity building needed for UA EITI

Presentation of the discussion and planning on the above priorities follow the numbering above:

Overall communication objectives 2016-2017:1. * Ministers and senior officials are personally reached to ensure that they understand the

potential and contribution by EITI and that potential investor and financial supporters of Ukraine follow the process and area interested.

* That Government support the legal process and facilitate a swift launch of the 2nd report2. Companies’ commitment to disclose data and report fully

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Involvement/ Interest

Involvement necessary for the initiative to be successful

Involvement not necessary for the initiative to be successful

Interested Engage •Government departments/agencies responsible for managing extractive industries •Government departments/agencies responsible for collecting or monitoring revenues •National oil and gas or mining bodies/associations •Parliamentary committees and parliamentarians with a responsibility for the extractive industries •Local/international civil society groups involved in monitoring the extractive industries

Inform • Universities, academics and think tanks (but could be engaged)

• Local representatives of other governments which are involved in EITI implementation

• The EITI Board and the EITI International Secretariat

(• Trade unions (not important))

Uninterested Prioritise • Mining companies • Oil & Gas companies * NGOs in extractive regions* General public • National, regional and international media organisations

Observe & Review

3. Energy Transparency Association quality strengthened* More practical results* Communities more engaged

5.1 Focus communication to specific target audiences – and hereunder to specific individuals

GOVERNMENT AND AUTHORITIESWin the attention, support and understanding by Ministers and Senior, high level officials.Change wanted: a positive and collaborative attitude Therefore important to address the following key people personally:

Ministry of Finance Minister him/herselfFiscal service – work on MSG member [Alex. Chumskoy]

Minstry of energy Department of oil and gas

Department of Mining CoalDepartment of Energy and Finance (EITI sits here, work on colleagues there)

Ministry of Ecology Minister himself importantHead of International department

Ministry of Geology Service (providing licenses for mining)Head of Fiscal serviceHead of licensingLegal department

Address, inform and – where needed - train technicians in ministriesChange wanted: ability to handle provision of information related to putting together the 2nd report.

Ministries to be identified

MINING COMPANIESFocus on (i) readiness to provide information in required format for 2nd report (disaggregated data) (ii) secure ways of cooperating with local communitiesChange wanted: More transparency: the communication and approach should be to help the company’s culture towards seeing value in being open, transparent and above all: more responsible

(35 companies out of a total of 120 are responsible for 95% of Ukraine’s extractive industry)

Priority meetings to achieve set objectives:Individual meetings with management in mining and iron companiesTo secure better coordination, understanding and communication between companies and communities:* Organise meetings with Director and Chief Engineer with local communities* Oganise meetings with the companies’ staff responsible for social programmes

Roundtables with mining and iron companiesSupport, if relevant, * contact meetings between CEO/Fin.Dir. of companies with the different ministries (E&Y already)

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Use Media coverage to pressure companies

Regional tripartite local platforms to coordinate communication and action locally (pilots planned)CSOs / local communitiesFocus on (i) Ensuring that UA EITI is well known in extractive regions (ii) secure ways of cooperating with mining companies (iii) Spreading information on UA EITI beyond extractive regions where now quite knownChange wanted: More transparency, knowledge in extractive regions; That citizens in extractive regions are more secure through having more knowledge and channels to address extracting companies; general more information also beyond extractive regions.

Contact Prozorro and ask how they have become so popular? Something to learn? Contact transparency organisations for cooperation and common events Further strengthen coop with platforms like PWYP, TI, Renaissance Foundation, the ‘Eastern Partnership’ (international) Cooperate (carefully) with ecological sphere organisations locally for stronger integration of EITI issues. Increase cooperation with universities and secure EITI in curricula where relevant

2nd Report

Include in technical assignment/ Terms of Reference to Independent Administrator (E&Y this year) obligation

to conduct a press conference upon release of the report on top of their role to Explain, Train, Collect, Analyse and Publish. (MSG secretariat will work on this)

Meetings with important individuals (see above) Roundtables for debate and info – platforms for change and release of resistance Train Journalists and NGO’s who need it to know about it and advance the agenda

(Action: identify who should be trained, where, by whom, in what – and funding of it!) Dialogue with local communities to understand Messages in the lead-up to the 2nd report:

o Reporting is mandatory (by law)o You will be helped to fulfill requirements (training, coaching, help line(?))o Companies: you are part of the EITI, the MSG, the initiative! We need you to take part!

Launch of the 2nd report What is the story?

Find a way to extract the core, powerful story that could headline the 2nd report(Special financial findings? Collaboration stories companies/communities – or even better that the law to regulate this is in place? A local human interest story that encapsulates a general tendency? More investments in Ukraine due to improved transparency? New status with international lenders (WB/IMF/other?)? Other stories that could headline the media coverage and further advance advocacy goals and objectives?

Could this story be the theme of the launch? Launch content / elements:

International (EU/USA) guests and speakers including CEOs of international companies Panels Big media coverage

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International Separate press conference with stories to “sell”:

Beneficial ownership? Some reflection on the Panama Papers and their reflection in Ukraine on EITI’s role?

5.2 Agree on a useful format for a communication strategy

For now the June 2015 strategy is back with the above priorities for communication action.Sections 7 and 8 in the 2015 strategy relate directly to this year’s workshop priorities brought forward.

I recommend a re-read.

I recommend that you write up (1) the communication strategy and (2) the communication plan the way it is most useful for you.

I recommend that this report / feed-back is the basis for your first coordination meeting, where you have all read it and you agree on who does what.

If you could consider to do this in English (?) you could send it to me for comments (also after my assignment is formally over. No problem. I think it is really important that you do this despite your work load. It will help you focus and increase your impact and results! I know it from experience!

5.3 Identify objectives to be achieved and report on it – document success stories; learn from failures5.4 Develop a good work plan including the special target audience-needsAbove in section 5.1 ‘Change wanted’ is highlighted for every core target group on top of the general communication objectives you identified, listed above 5.1 – at the opening of section 5 above.

We discussed how to work strategically towards results and the importance to integrate not only communication activities into the general work plan, but also to integrate the results-orienctation, the monitoring methods and your ways of documenting results with the overall MSG work methods.

I understood that the MSG secretariat/MSG so far does not have a RBM system in place (correct me if I got this wrong!). I will then offer the below, which is the very practical hands-on method I have discussed with and proposed the regional teams to use. I copy from my letter to them (translated and sent on by Svitlana with the backing by Boris):

“Creating change and being successful in achieving your desired results and objectives?!

I want to stress one point we talked about: it is REALLY important to think about what it is you want to achieve with your workplans: what kind of results and change is it that you believe you can push forward and make happen with the communication activities you plan?

Maybe, when you think like this, you realise, that there are activities that do NOT support the change you want to see happen?!

You should think of this when you define the expected results: Очікувані результати --- For each of your interventions you should in this column describe what kind of change this event should create? Openness? Agreement between community and company? Disclosure of figures from a company, who did not want to share information for report? Other?

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Занальне

завдання

Цільова аудитор

ія

Які зміни щодо

розуміння чи

діяльності ми

хочемо досягнут

и?

Канал: через ЗМІ,

соціальні мережі, заходи,

процеси???

Очікувані результа

ти

Відповідальні

Керівник /

Нагляд

Терміни виконан

ня

Стаття коштори

су

Загальний

бюджет

Expected results

за виконання

The communication objectives you developed for each of your work plan were the following. Your own objective, that is what you hope your communication activities can create. And when you look to see, whether your work has been successful, you evaluate it against your objective:

When you evaluate the success of your event/process/publication you can say: did it achieve its expected results (listed in your work plan for each activity)? And did the expected results contribute to the overall communication objective you defined for your communication strategy for the next year (in box above)?

[quote from mail to regions ended here!]

And we discussed in our workshop with communication officers on June 8, the importance of documenting and presenting success stories.

Send me your workplan with ‘expected outcomes’ highlighted. This will also help you priorities important from less important!

I look forward to receive it and to comment on it!

5.5 Clarify roles between Lesya and Svitlana, communication officers within UA EITI

I am sure that you have already advanced on this aspect, Dina, Alesya, Lesya and Svitlana. It will be important to have distinct areas of responsibility and strong cooperation.

I would be happy to comment on an outline of a distribution of responsibilities, if you like?

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As I saw the different roles, roughly, it appeared that Svitlana is very occupied (and well connected) in the regions, and that Lesya – also with the “PR” title – would focus on national level advocacy, marketing campaigns (maybe have in-depth meetings with PROZORRO to learn what they did?) and maybe take over the monthly media mapping, if that would relieve Svitlana from here 16 hour work days? You will know and you will find out and decide! But it is important to clarify this!

5.6 Find a good coordination format for meetings to drive the communication process

For this to function, it is important to have regular coordination meetings, as we talked about. It would recommend: Meetings every week between Svitlana and Lesya Meetings at least every month with Dina, (Olesya?), Vlad, Svitlana and Lesya. A standard agenda for meetings including maybe (please change, if something else is better!)

o Welcome – agreement on objective of meeting and meeting durationo Review of minutes of past meeting ) this usually takes o Agreement on agenda of the day ) less than 5 minutes!o Presentation of activities carried out: what worked, what did not worko Discussion of priority issues and how to accommodate thoseo Way forward and who does what?

Always have a clear objective: what should be in place when we leave each other? Always agree who leads the meeting – that person is responsible for timing and for driving towards the

achievement of results (of course all have a shared wish to make this work – but just to remember) Always agree who takes notes Never leave a meeting without a clear assignment of tasks and expected results Always have an agreed duration of meeting – and do the utmost to keep it.

A very fun ‘training’ video on running effective meetings with John Cleese (British) way be fun to watch together: ‘Meetings, bloody meetings’. I did when I first learnt about good meeting routines. Originally it was half an hour: http://www.imdb.com/title/tt0295434/ but what I could find on youtube were two 5 minute excerpts. Of interest? Fun! https://www.youtube.com/watch?v=vE7jfQt2ic4 https://www.youtube.com/watch?v=cF39VQXEpjk

5.7 Capacity building needed for UA EITI

Some of the ideas for capacity building emerging during the three days were:

o spokes people focusing on confrontation with journalists etc. Videofilming performance and re-doing. I will be happy to share more details and ground rules for such a session, if of interest?

o For the same objective as above, it would be useful if you in one meeting together updated the FAQs – to support your new Minister etc.

o development of innovative ways of communicating in regions (I have many ideas – could be included next time I come to Ukraine?!)

o transformative conflict sensitive moderation of meetings/roundtables(I would love to explore who in the regional group could lead such a peer-learning sessionMaybe also for my next visit?)

o tap existing resources in regional network: peer-learning and sharing also on other issues?

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o During my next mission include some ‘crash courses’ on results-based management and M&E linked with: the value of strategic work based on a strategic plan: how does it help me? /end of document

First set of comments from Svitlana and Lesia on July 8, 2016National Workshop with Communication officers and national secretariat:Wednesday June 8, 2016

Morning programme:

7. What did we agree last year? 8. (in view of that and present situation:) What is the primary objective of our work today?9. How has the implementation of the communication strategy of June 2015 worked?10. Have we motivated all the Target Groups we wanted to engage appropriately with UA EITI?11. What are the priorities for the next months?12. Action plan for the coming 6 months with quite some detail + 6 more months broader

Ref # 1: what we agreed last year

In the report of our work June 2015, the following is the summary shared after my mission, with urgent action agreed: 8

Birgitte will prepare a budget for (hopefully) a rushed approval by GIZ to fund € 25.000 for communication work. Ruslan will take this forward with Vlad;

Svetlana and Vlad will have weekly planning and follow-up meetings maybe by phone/skype to ensure that the implementation of the communication strategy moves forward;

22.6.2015 Svetlana and Vlad will receive from the regional communication focal points their: (i) work plans, (ii) time/implementation plans and (iii) a synopsis for each of the communication products, process or event;Should some of the teams not deliver by 22.6., Svetlana and Vlad follow up to understand why.

Svetlana will join the time-plans of the four regional teams with the national time/implementation plan into one overall master plan, so as to have a full overview of communication activities available for all involved (would be great to include this with ;

Svetlana will follow up with the regional teams on a weekly basis (call around) to see that all develops well. This will in principle start now and continue until the end of the year (for now);

Larysa Mikitko, Olena Pavlenko and Vlad Deyneko will ensure that the MSG approves the communication strategy and its related elements (workplan and budget, timeplan and monitoring plan) as well as the first round of communication products (logo, pamphlet, folder and basic banner) in the upcoming MSG meeting foreseen for July 6, 2015.

Before presenting the above for approval, two annexes of the communication strategy will be turned Ukrainian: The Communication Strategy’s Media Policy in Annex 3 (Hanna Dudka, Ministry of energy) and Speaking Points/FAQs in Annex 4 (Svetlana).

Svetlana and Vlad should discuss the draft outline of communication activities around the launch of the report with Larysa, as requested by her, when she had to leave our workshop/meeting on Thursday (see annexes 11 and 12).

The most urgent focus communication-wise for Svetlana and Vlad is to get the branding and style manual in place and the first round of communication products produced (as listed in annex 5).

The e-mail based newsletter will be launched soonest. Hanna Dudka from the Ministry of Energy offered to come up with a draft format and lay-out based on the design proposed in the style guide being developed. Mail Chimp was discussed as a good carrier.

Svetlana will develop the address list for the Mail Chimp newsletter while developing the database of contacts anyhow. Sign-up links to newsletter will be available at UAEITI and Ministry of Energy’s websites – and as many other stakeholder and partner websites possible.

8 Taken from the report: “Communication strategy development for UAEITI. Mission to Kyiv June 2015. By Birgitte Jallov, GIZ Strategic Communication Consultant”. June 2015.

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Assessment of follow-up on action agreed in June 2015:

Implemented Not yet implemented xx Agreed to do

FYI Comments from National secretariat is marked with yellow color in this document.

The result of a confrontation of the action plan from last year with the results of this year are the following: Svetlana received the regional work plans and merged them into one regional action plan, shared with all for

inspiration and used as a basis for the below proposal for swift funding from GIZ; Birgitte prepared a budget immediately upon finalization of the June 2015 workshop, which Ruslan and Vlad

carried forward with Christian Döhring’s support; Svetlana has been keeping in (maybe not weekly, but) regular contact with the regional teams; MSG has approved the June 2015 communication strategy; MSG has elevated the vision and mission ‘invented’ for the communication strategy to those of the MSG and UA

EITI in general:Vision: Revenues from exploitation of the nation’s national resources should contribute to sustainable development of the Ukrainian society (inspired by text by Claire Short)EITI Mission in Ukraine: Ensuring high transparency and accountability standards in the extractive industry in Ukraine

The Media Policy annex to the Communication strategy, highlighting who has a right to address which audiences in writing and in person, representing EITI, should be clear (a source of inspiration from Trinidad and Tobago was included in strategy).This has not happened as it was not found to be important. The workshop June 2016, however, found that in the situation AU EITI is in now, it could be of use to develop and ensure full agreement on.We suppose that media policy is important for UAEITI communication strategy. That is why we will use Trinidad and Tobago media policy as an example and create our own. Lesia will be in charge of it and will prepare UAEITI media policy till September 2016.

The Speaking points and FAQ annex to the Communication strategy, meant to support UA EITI spokes persons, with inspiration points from UK and USA has been versioned by Svitlana.The workshop June 2016, found that in the situation AU EITI is in now, it could be of use to work more on this by the communication coordination group (Dina, Lesya, Svitlana and Vlad).The Speaking points and FAQ annex are usually used in communication will media and other people, who are interested in UAEITI

The launch of the first report had taken place as one element in a conference covering related issues. We talked about elements to include in launch of the 2nd report. Dina, Boris, Olesya and Svitlana had detailed discussion about 2nd report presentation. This work will continue.

Branding and first round of communication products had been carried out and administered by Vlad in Lviv along with the branding.No style manual was produced. Should be considered for a uniform visual and graphic style.

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Branding of UAEITI was not held in last year because Ministry of energy was not able to make a purchase.But now we have the procurement manager in UAEITI national secretariat team and he can make this purchase. UAEITI branding will be held till the end of this year.

The e-mail based newsletter has not been launched. This has not happened. Hanna Dudka from the Ministry of Energy who offered to come up with a draft format and lay-out, had been transferred and it had not been passed on to other persons. Mail Chimp was discussed as a good carrier – and links to website carrying all important information. This is great, but only persons who pro-actively search UA EITI info will go to the website to keep informed. Newsletter is needed to also reach others!!!). Sign-up links to newsletter will be available at UAEITI and Ministry of Energy’s websites – and as many other stakeholder and partner websites possible.Many organization, which work on reform in Ukraine prepare each week report with monitoring energy reforms and this report are wide spreaded. Moreover Svitlana send report about EITI implementation in Ukraine to Information-analytical bulletin "Fuel and Energy Complex", which is preparing by the Ministry on energy and is published 4 times a year. Svitlana and Hanna Dudka has permanent communication. That is why we suppose that there is no need in creating and sending one more newsletter.

Svetlana will develop the address list for the Mail Chimp newsletter while developing the database of contacts anyhow. This has not happened. Svitlana and Lesya will sit down and develop such a series of contact lists for different target audiences – and they will continue to develop over time. An important one we discussed is the list of key journalists from key media houses / independent. Maybe Olena Gordienko from the Public Finance Management Reform programme could be part of such a brainstorming and systematization meeting?We already have the lists of next target groups: -companies-journalist-NGO-government and local authoritiesFor now we have no need do use mail chimp newsletter because we have already find other ways of communication with this target groups (posts in social networks, personal meetings with companies and government representatives, regular sending news to different media which are our partners and more).

Ref # 2: What is the primary objective of our work today?

General agreement on following the program proposed – and that the priority result of the day’s work – besides from addressing how to deal with the press and others asking challenging questions, should be to highlight priority action during the next 6 months, in the lead up to the launch of the 2nd report.

Ref # 3: How has the implementation of the communication strategy of June 2015 worked?

The June 15 Communication strategy has been importantly shortened by Iryna Panchenko. While a summary of a communication strategy can be a good thing, the present version unfortunately demonstrates a lack of understanding of the importance of being strategic by the person doing the summary (Iryna Panchenko): The abbreviated version

does not include the important understanding and likage WHY a strategy and an overall objective is important, has excluded all discussion about target audiences, which are the crank, the core for the success of any

communication strategy. This may explain the general observation by this consultant and others, why there has been limited attention to and focus on prioritized and very focused communication to specific core target audiences. Understanding the target audiences very well – which we spent a lot of time on in 2015, is the key to successful results of a communication campaign or none-campaign related, but strategic communication!

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Includes the messages we worked to extract and distill with a focus on specific audiences in 2015, but in the abbreviated version of the strategy unrelated to target audiences.

Section 8 and 9 thus only refers to ‘the public’ (called ‘publicity’ in the English version (which is something else), but this is probably as it has been translated by someone who does not understand communication).The target audiences prioritized as important and of core importance to the success of UA EITI in 2015 were:

o Mining companies o Oil & Gas companies o NGOs in extractive regionso General public (of lesser importance)o National, regional and international media organisations

The reflections in the 2015 communication strategy’s section 9, highlighting a strategic approach to development of processes, products and evens has also been eliminated from the strategy.

The mentioned work plan is also not in the strategy. I do / we do / you do, as such not have a work plan for the communication activities foreseen for 2016 – following the revision by Iryna Panchenko, early 2016.

Based on the above, the summary assessment of the “revised” and (especially) shortened communication strategy is that it carries little value as an advisory tool for strategic communication: no strategic connections; no reference to target audience (neither listing, profiling nor priorisation, which all was in original plan); no linking of core messages to audiences; no advise on strategic preparation of events, products and processes; no reference to the important pre-testing; no information on M&E; no work plan! Actually only the skeleton left with “no meat on the bones” = no direction on how to carry out a strategic communication programme.

Based on the above comparison, analysis and reflection, it is my strong advice to put aside the revised communication strategy and work with the June 2015 strategy, as agreed during our workshop June 8.

So: as there has, de facto, neither been a (i) communication strategy, nor (ii) a national communication (work) plan, the answer to the third point on the day’s agenda: “How has the implementation of the communication strategy of June 2015 worked?” is that there has been no implementation.

We don’t agree with your thoughts about CS implementation because our work was held according CS, which was adopted by MSG that is why because your reference to the CS that was development format is incorrect. About target group. It was determined in paragraph 3.3. of adopted CS and during the previous and this year we had conducted many events of different formats for target audience. About the communication plan. We did not have the separate communication plan for National secretariat in previous year but in general work plan of secretariat, we had communication goals and activities. Lesia with Svitlana will create new communication plan for National Secretariat till the end of 2016. About monitoring and evaluation. For now, we do not have a monitoring and evaluation methodology but Lesia and Svitlana will create it as soon as possible and start to use it for every month evaluation. But during the previous period, Svitlana made each month monitoring of media and we already have made a small evaluation of work with the target groups. About strategic preparation of events. We will create a document with recommendations of EITI eventspreparation. After this, we will spread this document for all NGOs who conduct EITI events. Also we plan to work out the questionnaire form for events evaluation. But we will take to consideration your pieces of advice.

Communication activities have, however, taken place / been implemented: Nationally on an ad hoc level

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Regionally following the plans developed as possible (see annex 1) – however, with a start in February 2016 and not in August in 2015 foreseen, due to challenges in making the funding made available by GIZ, accessible (as also partially reported upon in point #1 above).When the four presentations on communication implementation 2015-2016 prepared by the regional teams are translated into English, these PPT presentations will make up Annexes 2 a-d.

The national communication activities that have been implemented are reflected in: The UA EITI website, which by all involved is considered the core information tool. The report on activities undertaken by the national MSG secretariat 2016 presents an impressive number of events

– most with detailed reports. Most of these activities involve communication importantly. Most of these activities fall in the following three categories (see annex 3):

o MSG meetingso Roundtables/meetings with the three EITI parties in regions (sometimes with media)o Roundtables/meetings with local authorities and communities in regions (sometimes w/media)o Meetings in regions with journalists and media

Besides from the tripartite meetings, mining companies only took part in one meeting with local authorities and one with university people.We should add that representatives of mining companies take a part in every UAEITI events.About media on our events. There are so small cities, which don’t have their local media that is why news about our events were published on local council web site.The realization by the head of the national MSG secretariat was that much more communication and information targeted at individuals is necessary (see later).

A report on communication activities undertaken by UA EITI by target audience put together by Svitlana Mizima and Lesya Khomiak is presented in Annex 4.

Monthly lists have been put together by Svitlana Mizima, highlighting coverage in the national and regional media. These lists cover on an average 40 articles per month.Besides from listing the articles, it is proposed to Svitlana (and Lesya? Who will continue this listing?) to add simple reflections on:

Continue Svitlana’s list before New items to include in listingDate Media Title and author EITI relevant

themes covered

Sources referred to (to inform comm. Strategy: does it work? Etc..)

Analysis:Follow-up needed?Analysis to be shared/ used?

Ok. Lesia will permanently work on adding information to this table.

Ref # 4: Have we motivated all the Target Groups we wanted to engage appropriately with UA EITI?

We had good discussions on this issue in the morning with communication officers and responsible on the ‘National Communication Strategy’ day Wednesday June 8, and in the afternoon with the Director of the MSG UA EITI Secretariat and the deputy/finance responsible. We started out with reminding ourselves of the analysis carried out by ourselves in the seminar February 2015 and reconfirmed in June 2016:

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As mentioned above, the Director

of the MSG secretariat realized in our discussions that besides from the broad, general approach of 2015-2016, focusing on roundtables, bigger meetings and conferences, it would be important to target communication to specific individuals.

Thank you for creating this table. We will use it in our future work and will add it to the updated variant of CS.

Ref # 5: What are the priorities for the next months?

The priorities agreed include the following:

5.8 Focus communication to specific target audiences5.9 Agree on a useful format for a communication strategy 5.10 Identify objectives to be achieved and report on it – document success stories - and learn from failures!5.11 Develop a good work plan including the special target audience-needs5.12 Clarify roles between Lesya and Svitlana, communication officers within UA EITI5.13 Find a good coordination format for meetings to drive the communication process5.14 Capacity building needed for UA EITI

Presentation of the discussion and planning on the above priorities follow the numbering above:

Overall communication objectives 2016-2017:4. * Ministers and senior officials are personally reached to ensure that they understand the

potential and contribution by EITI and that potential investor and financial supporters of Ukraine follow the process and area interested.

* That Government support the legal process and facilitate a swift launch of the 2nd report

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Involvement/ Interest

Involvement necessary for the initiative to be successful

Involvement not necessary for the initiative to be successful

Interested Engage •Government departments/agencies responsible for managing extractive industries •Government departments/agencies responsible for collecting or monitoring revenues •National oil and gas or mining bodies/associations •Parliamentary committees and parliamentarians with a responsibility for the extractive industries •Local/international civil society groups involved in monitoring the extractive industries

Inform • Universities, academics and think tanks (but could be engaged)

• Local representatives of other governments which are involved in EITI implementation

• The EITI Board and the EITI International Secretariat

(• Trade unions (not important))

Uninterested Prioritise • Mining companies • Oil & Gas companies * NGOs in extractive regions* General public • National, regional and international media organisations

Observe & Review

5. Companies’ commitment to disclose data and report fully6. Energy Transparency Association quality strengthened

* More practical results* Communities more engaged

5.8 Focus communication to specific target audiences – and hereunder to specific individuals

GOVERNMENT AND AUTHORITIESWin the attention, support and understanding by Ministers and Senior, high level officials.Change wanted: a positive and collaborative attitude Therefore important to address the following key people personally:

Ministry of Finance Minister him/herselfFiscal service – work on MSG member [Alex. Chumskoy]

Minstry of energy Department of oil and gas

Department of Mining CoalDepartment of Energy and Finance (EITI sits here, work on colleagues there)

Ministry of Ecology Minister himself importantHead of International department

Ministry of Geology Service (providing licenses for mining)Head of Fiscal serviceHead of licensingLegal department

Address, inform and – where needed - train technicians in ministriesChange wanted: ability to handle provision of information related to putting together the 2nd report.

Ministries to be identified

MINING COMPANIESFocus on (i) readiness to provide information in required format for 2nd report (disaggregated data) (ii) secure ways of cooperating with local communitiesChange wanted: More transparency: the communication and approach should be to help the company’s culture towards seeing value in being open, transparent and above all: more responsible

(35 companies out of a total of 120 are responsible for 95% of Ukraine’s extractive industry)

Priority meetings to achieve set objectives:Individual meetings with management in mining and iron companiesTo secure better coordination, understanding and communication between companies and communities:* Organise meetings with Director and Chief Engineer with local communities* Oganise meetings with the companies’ staff responsible for social programmes

Roundtables with mining and iron companiesSupport, if relevant,

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* contact meetings between CEO/Fin.Dir. of companies with the different ministries (E&Y already) Use Media coverage to pressure companies

Regional tripartite local platforms to coordinate communication and action locally (pilots planned)

CSOs / local communitiesFocus on (i) Ensuring that UA EITI is well known in extractive regions (ii) secure ways of cooperating with mining companies (iii) Spreading information on UA EITI beyond extractive regions where now quite knownChange wanted: More transparency, knowledge in extractive regions; That citizens in extractive regions are more secure through having more knowledge and channels to address extracting companies; general more information also beyond extractive regions.

Contact Prozorro and ask how they have become so popular? Something to learn? Contact transparency organisations for cooperation and common events Further strengthen coop with platforms like PWYP, TI, Renaissance Foundation, the ‘Eastern Partnership’ (international) Cooperate (carefully) with ecological sphere organisations locally for stronger integration of EITI issues. Increase cooperation with universities and secure EITI in curricula where relevant

2nd Report

Include in technical assignment/ Terms of Reference to Independent Administrator (E&Y this year) obligation

to conduct a press conference upon release of the report on top of their role to Explain, Train, Collect, Analyse and Publish. (MSG secretariat will work on this)

Meetings with important individuals (see above) Roundtables for debate and info – platforms for change and release of resistance Train Journalists and NGO’s who need it to know about it and advance the agenda

(Action: identify who should be trained, where, by whom, in what – and funding of it!) Dialogue with local communities to understand Messages in the lead-up to the 2nd report:

o Reporting is mandatory (by law)o You will be helped to fulfill requirements (training, coaching, help line(?))o Companies: you are part of the EITI, the MSG, the initiative! We need you to take part!

Launch of the 2nd report

What is the story? Find a way to extract the core, powerful story that could headline the 2nd report (Special financial findings? Collaboration stories companies/communities – or even better that the law to regulate this is in place? A local human interest story that encapsulates a general tendency? More investments in Ukraine due to improved transparency? New status with international lenders (WB/IMF/other?)? Other stories that could headline the media coverage and further advance advocacy goals and objectives?

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Could this story be the theme of the launch? Launch content / elements:

International (EU/USA) guests and speakers including CEOs of international companies Panels Big media coverage International

Separate press conference with stories to “sell”: Beneficial ownership? Some reflection on the Panama Papers and their reflection in Ukraine on EITI’s role?

5.9 Agree on a useful format for a communication strategy

For now the June 2015 strategy is back with the above priorities for communication action.Sections 7 and 8 in the 2015 strategy relate directly to this year’s workshop priorities brought forward.

I recommend a re-read.

I recommend that you write up (1) the communication strategy and (2) the communication plan the way it is most useful for you.

I recommend that this report / feed-back is the basis for your first coordination meeting, where you have all read it and you agree on who does what.

If you could consider to do this in English (?) you could send it to me for comments (also after my assignment is formally over. No problem. I think it is really important that you do this despite your work load. It will help you focus and increase your impact and results! I know it from experience!

5.10 Identify objectives to be achieved and report on it – document success stories; learn from failures5.11 Develop a good work plan including the special target audience-needsAbove in section 5.1 ‘Change wanted’ is highlighted for every core target group on top of the general communication objectives you identified, listed above 5.1 – at the opening of section 5 above.

We discussed how to work strategically towards results and the importance to integrate not only communication activities into the general work plan, but also to integrate the results-orienctation, the monitoring methods and your ways of documenting results with the overall MSG work methods.

I understood that the MSG secretariat/MSG so far does not have a RBM system in place (correct me if I got this wrong!). I will then offer the below, which is the very practical hands-on method I have discussed with and proposed the regional teams to use. I copy from my letter to them (translated and sent on by Svitlana with the backing by Boris):

“Creating change and being successful in achieving your desired results and objectives?!

I want to stress one point we talked about: it is REALLY important to think about what it is you want to achieve with your workplans: what kind of results and change is it that you believe you can push forward and make happen with the communication activities you plan?

Maybe, when you think like this, you realise, that there are activities that do NOT support the change you want to see happen?!

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You should think of this when you define the expected results: Очікувані результати --- For each of your interventions you should in this column describe what kind of change this event should create? Openness? Agreement between community and company? Disclosure of figures from a company, who did not want to share information for report? Other?

Занальне

завдання

Цільова аудитор

ія

Які зміни щодо

розуміння чи

діяльності ми

хочемо досягнут

и?

Канал: через ЗМІ,

соціальні мережі, заходи,

процеси???

Очікувані результа

ти

Відповідальні

Керівник /

Нагляд

Терміни виконан

ня

Стаття коштори

су

Загальний

бюджет

Expected results

за виконання

The communication objectives you developed for each of your work plan were the following. Your own objective, that is what you hope your communication activities can create. And when you look to see, whether your work has been successful, you evaluate it against your objective:

When you evaluate the success of your event/process/publication you can say: did it achieve its expected results (listed in your work plan for each activity)? And did the expected results contribute to the overall communication objective you defined for your communication strategy for the next year (in box above)?

[quote from mail to regions ended here!]

And we discussed in our workshop with communication officers on June 8, the importance of documenting and presenting success stories.

Send me your workplan with ‘expected outcomes’ highlighted. This will also help you priorities important from less important.I look forward to receive it and to comment on it!

We will send you this work plan as soon as possible. Firstly, we need to receive all work plans with expected

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outcomes from our regional representatives. After this we will create general list of expected outcomes and will send it to you.

5.12 Clarify roles between Lesya and Svitlana, communication officers within UA EITI

I am sure that you have already advanced on this aspect, Dina, Alesya, Lesya and Svitlana. It will be important to have distinct areas of responsibility and strong cooperation.

I would be happy to comment on an outline of a distribution of responsibilities, if you like?

As I saw the different roles, roughly, it appeared that Svitlana is very occupied (and well connected) in the regions, and that Lesya – also with the “PR” title – would focus on national level advocacy, marketing campaigns (maybe have in-depth meetings with PROZORRO to learn what they did?) and maybe take over the monthly media mapping, if that would relieve Svitlana from here 16 hour work days? You will know and you will find out and decide! But it is important to clarify this!

For now we have already clarify roles between Lesia and Svitlana: Lesia is responsible for national level of communication, working on media monitoring with

Svitlana’s help, communication with journalists, supporting our web site and facebook page Svitlana is responsible for work in regions, communication with companies and state

institutions, involving new more people for EITI implementationWe have permanent cooperation and communication between two of us.

5.13 Find a good coordination format for meetings to drive the communication process

For this to function, it is important to have regular coordination meetings, as we talked about. It would recommend: Meetings every week between Svitlana and Lesya Meetings at least every month with Dina, (Alesya?), Vlad, Svitlana and Lesya. A standard agenda for meetings including maybe (please change, if something else is better!)

o Welcome – agreement on objective of meeting and meeting durationo Review of minutes of past meeting ) this usually takes o Agreement on agenda of the day ) less than 5 minutes!o Presentation of activities carried out: what worked, what did not worko Discussion of priority issues and how to accommodate thoseo Way forward and who does what?

Always have a clear objective: what should be in place when we leave each other? Always agree who leads the meeting – that person is responsible for timing and for driving towards the

achievement of results (of course all have a shared wish to make this work – but just to remember) Always agree who takes notes Never leave a meeting without a clear assignment of tasks and expected results Always have an agreed duration of meeting – and do the utmost to keep it.

A very fun ‘training’ video on running effective meetings with John Cleese (Bxritish) way be fun to watch together: ‘Meetings, bloody meetings’. I did when I first learnt about good meeting routines. Originally it was half an hour: http://www.imdb.com/title/tt0295434/ but what I could find on youtube were two 5 minute excerpts. Of interest?

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Fun! https://www.youtube.com/watch?v=vE7jfQt2ic4 https://www.youtube.com/watch?v=cF39VQXEpjk

Lesia and Svitlana have every week meeting according communication activities. Lesia and Dina work in one office and they talk on communication objectives and tasks very often. Svitlana Vlad is involving to our communication via skype because he lives in another city.

5.14 Capacity building needed for UA EITI

Some of the ideas for capacity building emerging during the three days were:

o spokes people focusing on confrontation with journalists etc. Videofilming performance and re-doing. I will be happy to share more details and ground rules for such a session, if of interest?

o For the same objective as above, it would be useful if you in one meeting together updated the FAQs – to support your new Minister etc.

o development of innovative ways of communicating in regions (I have many ideas – could be included next time I come to Ukraine?!)

o transformative conflict sensitive moderation of meetings/roundtables(I would love to explore who in the regional group could lead such a peer-learning sessionMaybe also for my next visit?)

o tap existing resources in regional network: peer-learning and sharing also on other issues?o During my next mission include some ‘crash courses’ on results-based management and M&E linked

with: the value of strategic work based on a strategic plan: how does it help me

About spoke people. People who usually have speakers role are enough experienced that’s why our speakers don’t have a need in it now.

About Minister. In June there were couple meeting with new Minister and he was provided with all necessary information about UAEITI. More the workplan of National secretariat was also send to him. Moveover National secretariat have make an agreement on permanent cooperation.

For now we use communication tools, which are enough efficient but we ready to learn more and try to use new tools. Can you please send to us via e-mail your ideas about development of innovative ways of communicating in regions?

Usually we don’t have conflicts and sensitive situations on EITI events and there is no need in conduction peer-learning sessions.

About regional network. All NGO’s which work on EITI implementation in Ukraine are members of “EnergyTransparency” Assosiation and this association is their main platform for permanent communication and cooperation.

Firstly we will create the methodology for conduction M&E. After this we will make for example evaluation of our communication activities during summer, translate it in English and send it to you.

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Annex 18b

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From Lesia and Svitlana 25.7.2016: 2nd round of comments to BJ answers and suggestions after 8.7.20161. The Speaking points and FAQ annex to the Communication strategy, meant to support UA EITI spokes persons, with inspiration points from UK and USA has been versioned by Svitlana.The workshop June 2016, found that in the situation AU EITI is in now, it could be of use to work more on this by the communication coordination group (Dina, Lesya, Svitlana and Vlad).The Speaking points and FAQ annex are usually used in communication will media and other people, who are interested in UAEITI

Exactly. My point was – as discussed in Kyiv – that MSG has quite a few new members including Minster/Ministry people, Companies and CSOs. They are all, in varying degrees, by virtue of being on the MSG, potential spokes-persons for the UA EITI. They couldus the Speaking points and FAQs. Right now they are quite slim and do not cover all important aspects.

My recommendation is to sit down with Olena/DIXI, who is the most used spokes person, as you say, to list all that should be included.

Also, Lesia, you and I talked about the old idea to have a standard PPT presentation on UA EITI now. This could be built on that same insights. You mentioned that this could be your task, Yes?

Our new answer: Ministry of energy already had a list of speaking points. Dina and Olena met with him and explained everything about UAEITI. And generally in Ministry there are no more new people, who work with EITI subject and present ministry team is aware in EITI topics. About standard presentation. For now we already have many different general presentations. Lesia will try to gather all of them and combine in one.

Branding and first round of communication products had been carried out and administered by Vlad in Lviv along with the branding.No style manual was produced. Should be considered for a uniform visual and graphic style.

Branding of UAEITI was not held in last year because Ministry of energy was not able to make a purchase.But now we have the procurement manager in UAEITI national secretariat team and he can make this purchase. UAEITI branding will be held till the end of this year.

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I am not sure what you mean by ‘branding will be held till…’. Development of a style manual for uniform branding based on the already agreed logo, is a set of guidelines to ensure that UA EITI has a ‘style and image’ in all written/printed matter and online presentations – as well as the PPT presentation, banners for meetings etc. This so that all who see a document, or open the website or are present in a meeting immediately can say: “Ah, this is about UA EITI!!!”

https :// en . wikipedia . org / wiki / Style _ guide

According UAEITI branding. Thank you for your efficient advice. We know that UAEITI is one of the most important part in development of good quality communication. But we can not make the branding and create the brand book by ourselves. Proffesional designers should be in charge of this. That’s why according to the rules of Ministry we have to make a purchase and choose designers company, which can make branding company for UAEITI. It will take more than couple month. But we want to ensure you that creating the brand book is one of the main tasks in our communication plan.

    Svetlana will develop the address list for the Mail Chimp newsletter while developing the database of contacts anyhow. This has not happened. Svitlana and Lesya will sit down and develop such a series of contact lists for different target audiences – and they will continue to develop over time. An important one we discussed is the list of key journalists from key media houses / independent. Maybe Olena Gordienko from the Public Finance Management Reform programme could be part of such a brainstorming and systematization meeting?

We already have the lists of next target groups:

-companies

-journalist

-NGO

-government and local authoritiesFor now we have no need do use mail chimp newsletter because we have already find other ways of communication with this target groups (posts in social networks, personal meetings with companies and government representatives, regular sending news to different media which are our partners and more).

I naturally take your point that maybe you do not need a newsletter. We discussed the importance to effectively reach the special target audiences for your work. They are the ones who are important for your process, but who are NOT already interested and will NOT already automatically, by themselves, look up your website, will not look for this information in newspapers, who are not signed up to the Ministry of Energy website etc.

If you have other more effective ways of targeting and reaching these important individuals and groups, this is great! But often a specifically targeted newsletter is a good way. But you are right: people should not be overloaded with the same information from many sources. Then it loses effect. But it is important to know that all this is in place!!!

How do you then reach them?

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It is also good to know that you have the lists of all the relevant groups. When we skyped and when we met in June, you mentioned, Lesia, that you did not have this yet.

Thank you for understanding our point about newsletters. According the list of the relevant group. For now my list have become bigger and more structured.

About the ways of reaching our target groups: 1. Companie s mostly are reached by personal meetings with Svitlana and Dina. Aт independent administrator activities also have permanent communication with companies. 2. Government structures are reaching also by everyday communication. Dina meet them everyday in building of Ministry. Also Svitlana and Olena Pavlenko has frequent meetings with government representatives. One more way of reaching is inviting them to take a part in EITI events. 3. NGO’s are reached with online communication and personal meetings in region. 4. Journalists are reached by e-mail texting and personal meeting when it is needed.

4. 

So: as there has, de facto, neither been a (i) communication strategy, nor (ii) a national communication (work) plan, the answer to the third point on the day’s agenda: “How has the implementation of the communication strategy of June 2015 worked?” is that there has been no implementation.

We don’t agree with your thoughts about CS implementation because our work was held according CS, which was adopted by MSG that is why because your reference to the CS that was development format is incorrect.

About target group. It was determined in paragraph 3.3. of adopted CS and during the previous and this year we had conducted many events of different formats for target audience.

 This is good to hear. This was then just not clear from the documentation I received, as I wrote in my comments. I am really pleased to hear that you say that you did, in fact, work in focused ways with the individual target groups! This is what creates change!

What I saw was activities bridging many at the same time and with a general approach.

I apologize for any misunderstanding on my part!

About the communication plan. We did not have the separate communication plan for National secretariat in previous year but in general work plan of secretariat, we had communication goals and activities. Lesia with Svitlana will create new communication plan for National Secretariat till the end of 2016.

As I mentioned, this is the ideal scenario, which I proposed in our meeting on June 8, and which I understood that you liked as a way forward. Fantastic that it had already been like that!

About monitoring and evaluation. For now, we do not have a monitoring and evaluation methodology but Lesia and Svitlana will create it as soon as possible and start to use it for every month evaluation.

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But during the previous period, Svitlana made each month monitoring of media and we already have made a small evaluation of work with the target groups. 

Monitoring and monitoring are many things. It is great to monitor what the media write and say and show. But that in itself does not tell us anything about WHICH CHANGE has happened.

As I discussed a lot in the regional workshop, and as you have seen in my mail to the regions, what it is important to monitor is the change in the understanding, in the action in the attitudes etc. This is something very different.

It is great if you want to develop an M&E framework. I will also recommend that that is one of the things we work on when I am back later in the year!

In my point “5.1-Focus communication to specific target audiences – and hereunder to specific individuals” you see all the points where we agreed in our meeting that Change is needed. This is the change you monitor: did the change we wanted, take place?

 

         Monthly lists have been put together by Svitlana Mizima, highlighting coverage in the national and regional media. These lists cover on an average 40 articles per month.

Besides from listing the articles, it is proposed to Svitlana (and Lesya? Who will continue this listing?) to add simple reflections on:

 Continue Svitlana’s list before New items to include in listing

Date Media Title and author EITI relevant themes covered

Sources referred to (to inform comm. Strategy: does it work? Etc..)

Analysis:Follow-up needed?Analysis to be shared/ used?

Ok. Lesia will permanently work on adding information to this table.

Great, I look forward to follow this. This is the beginning of turning the ‘media coverage monitoring’ into a monitoring that deals more with what the coverage is about and the analysis will discuss whether there is a development in the understanding expressed in the media – or they keep saying the same old thing…

As mentioned above, the Director of the MSG secretariat realized in our discussions that besides from the broad, general approach of 2015-2016, focusing on roundtables, bigger meetings and conferences, it would be important to target communication to specific individuals. 

Thank you for creating this table. We will use it in our future work and will add it to the updated variant of CS.                    

This table, prioritizing target audiences, was created by the communication group in February 2015 and revisited and finalized in June 2015. So it is your own table It is part of the June 2015 communication strategy. I am sharing it as it is important – all the time – to remind oneself of the priority target audiences!

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About responsibilities and coordination and meetings:

Great that you have clarified “who does what” – and how you coordinate your work!

For now we use communication tools, which are enough efficient but we ready to learn more and try to use new tools. Can you please send to us via e-mail your ideas about development of innovative ways of communicating in regions?

New, innovative, effective ways of communicating was mentioned by all regional teams as a challenge: now all have been invited to roundtables – something new has to happen to reach further and to engage and motivate people to engage with EITI and to further transparency and accountability. They all mentioned that they felt that they were missing some new methods!!!

I will include some examples of methodologies to develop this in my report, and agreed with the regional teams that we will focus on this in our next half-annual meeting!

Usually we don’t have conflicts and sensitive situations on EITI events and there is no need in conduction peer-learning sessions.

All the regions in our regional workshop mentioned that it was a challenge in all roundtables to generate an open atmosphere where all freely and openly contribute. It is NOT like this – they all said. The Ivano-frankivsk mentioned as their ‘success story’ one roundtable where this very complicated ‘opening’ finally happened. They other regions wanted to learn from them. We agreed to work on extracting ways of doing this when we meet up next. All wanted that. It is in the ‘way forward’ from the regional meeting.

Firstly we will create the methodology for conduction M&E. After this we will make for example evaluation of our communication activities during summer, translate it in English and send it to you.

We are going to finalize all our work on media policy, communication plan and other necessary annexes. After it will be possible to finish our work on updating CS. We hope to finish it till September. Than we will ask Ruslan to translate it in English. Than we will send it to youyou’re your final comments.

Thank you so much for your help and advice. We appreciate it a lot.

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