2019 GEF Project Implementation Report

(PIR) Training

UNDP Country Offices & Project Teams

Agenda

1. PIR process• Background on the PIR• 2019 timeframe and

requirements

2. Overview of 2019 PIR• Technical features• Tips for key PIR sections

& what’s new

3. PIR Quality• QA Background• Common quality issues• Tips for COs

Part 1: PIR Process

1. Introduction

2. Requirements

3. 2019 Timeframe

1. PIR Process: Intro to the PIR – the Ws

What?

• Annual monitoring of project progress toward its development objective/outcomes and implementation

Who?

• Mandatory input: Project Team, UNDP CO, UNDP-GEF RTA

• Optional input: GEF OFP, Implementing Partners, Others

When?

• Every year

• PIR process starts in early June

• PIR process ends in September

Value of the PIR Process

• Facilitates direct & detailed conversations among partners; enables the sharing of information and ideas.

• A PIR that provides a critical, accurate and transparent overview of project-level performance is valuable for the Project Board, other projects stakeholders, UNDP and the GEF.

• Reveals strengths & weakness in implementation; and areas for growth

• Critical assessment helps to ensure any required corrective actions are taken, and the appropriate support can be provided in a timely manner.

• Allows for a time of reflection on accomplishments; challenges; opportunities; risks and assumptions; Strategy and action plan for following year.

Why?

Country-level Roles in PIR ProcessPIR Role: Required to

contribute?

Responsibilities: Project

Function:

Notes:

Project

Manager/

Coordinator

Yes; is required

to contribute to

PIR

Manages the day

to day operations

of the project and

is closest the

project results.

Project

Execution

The Project’s Chief Technical Adviser

(CTA), Deputy Project

Manager/Coordinator, Gender

Specialist or other members of the

Project Team may log into the PIR

under the ‘Project

Manager/Coordinator’ role to provide

their input to the PIR as needed.

UNDP

Country

Office

Programme

Officer

Yes; is required

to contribute to

PIR

Provides oversight

and supervision

support to the

project.

Project

Oversight

Not applicable for DIM and many

regional projects.

GEF

Operational

Focal Point

Can contribute

to the PIR if they

wish, but this is

not required.

Represents the

government in the

country and serves

as the GEF OFP.

- Not applicable for DIM and many

regional projects.

Who?

2019 PIR – Country-level Roles in PIR ProcessPIR Role: Required to

contribute?

Responsibilities: Project

Function:

Notes:

Project

Implementin

g Partner

Can contribute

to the PIR if they

wish, but this is

not required.

Is the organization

that signed the

Project Document

for the project.

Project

Execution

Not applicable for DIM projects.

Other

Partners

Can contribute

to the PIR if they

wish, but this is

not required.

Represents other

Agencies working

with UNDP on

project

implementation.

- For jointly implemented projects, the

‘Other Partner’ is a representative of

the other Agency working with UNDP

on project implementation (for

example UNEP or the World Bank).

This is not to be used when another

Agency is the Implementing Partner

(they would contribute as the Project

Implementing Partner).

Who?

Roles in PIR ProcessPIR Role: Required to

contribute?

Responsibilities: Project

Function:

Notes:

UNDP-GEF

RTA

Yes; is required

to contribute to

PIR

Region-based

technical adviser

(RTA) accountable

for the overall

quality of the final

PIR.

Project

Oversight

-

UNDP-GEF

Regional

Programme

Associate

Yes; is required

to contribute to

PIR

Main contact point

with Country

Office for PIR

questions.

Project

Oversight

Responsible for keeping project’s

PIMS+ data and document up-to-date

so information is displayed correctly in

PIR.

Who?

2019 PIR Process - requirements

Yes PIR required in 2019:

• Projects with a project document signature date on or before 30 June

2018.

• All full sized projects (FSP) and medium sized projects (MSP) financed

by GEF/LDCF/SCCF/NPIF must submit a PIR each year of project

implementation.

No PIR required in 2019:

• Expedited EAs and MSPs* with a project budget under USD 1,000,000

• FSPs and MSPs do not need to submit a 2019 PIR if that project’s draft

or finalized Terminal Evaluation is posted in PIMS+ by 31 May 2019.

*Some teams may still require MSPs with a budget under USD 1,000,000 to complete a PIR. MSPs with a budget under USD 1,000,000

that have previously submitted the PIR will continue to submit the PIR.

2019 PIR Process – Timeframe

PIR Launch: First week of June

✓ Regional Team Leader sends to Country Office the unique hyperlinks to PIRs.

✓ Country Office shares hyperlinks with relevant Project Team members (CTA, Project Manager) and other stakeholders (Project Implementing Partner, GEF Operational Focal Point, Other Partners).

✓ PIR links available in *new CO Dashboard*

2019 PIR Process – Timeframe

First Draft of PIR: Date set by Regional Team

✓ The first draft of the PIR should be completed and sent by the Country Office to the UNDP-GEF team in the region for review.

✓ By this date, inputs should be provided by the Project Team, the GEF Operational Focal Point, the UNDP Country Office, and any other key national partners that would like to provide input to the PIR.

Part 2: 2019 PIR

1. Technical features

2. Updates

3. Tips for key PIR

sections

2019 PIR

• Same online PIR platform as 2018 on UNDP-GEF

PIMS+ database; COs can now access from PIMS+

CO Dashboard

• Tech support: PIRtechsupport@undp.org

• Use your mobile device to complete the PIR ☺

2019 PIR – Access

• Unique hyperlinks shared by Regional Team or

accessed from CO Dashboard (UNDP email required)

The Country Office’s list of projects that need to complete the 2019 PIR will appear at the top of the CO Dashboard.

Click the ‘FILL IN’ button to open the PIR.

Make sure to filter to the correct CO business unit.

2019 PIR – Access

✓ Log onto the PIR at any time during process.

✓ Multiple users can work on the same PIR at the same

time – everyone’s edits and changes will be captured.

✓ For users not accessing via CO Dashboard, the PIR login works the same as past years – users must enter their name and email, then select their role in the PIR process.

2019 PIR – Access

✓ Make sure to log in under the correct PIR role; all users can see all information entered in PIR but access rights differ based on PIR role.

2019 PIR

Let’s open the 2019 PIR online and take a look!

Feel free to open one of your own PIRs at this time and

follow along.

2019 PIR – Guidance Page

Please also read the guidance that is provided within each section of the PIR.

The first section of the PIR contains guidance text for each

PIR contributor.

2019 PIR – Features

View the project title and PIMS # of the PIR at the top of the screen.

View the PIR role which you are logged in as at the top of the screen.

2019 PIR – Features

Download a Word version of the PIR at any time by clicking ‘Word Export’

Attach files to the PIR (which will be saved in the UNDP-GEF PIMS+ database) by clicking on ‘File Library.’

2019 PIR – Features

Past years PIR Word Reports are accessible from the ‘Archives’ button

2019 PIR – Basic Data

Update Project Contacts; other data is for reference only, if

incorrect CO should notify Regional Programme Associate.

The only editable fields in the Basic Data tab are the name and email entry fields in the Project Contacts table at the very bottom (Project Manager; UNDP Country Office; GEF Operational Focal Point; Project Implementing Partner; Other Partners).

*New for 2019* Click ‘add new’ to insert the names of additional Project Managers/Coordinators, GEF Operational Focal Points and Other Partners (if applicable).

2019 PIR – DO Progress

In addition to cumulative results, Project Manager reports if

objectives and outcomes are track/off tracked/achieved

The Project Manager should always start the reporting by indicating the level of achievement of the target.

Show progress in target achievement incrementally, even if modest.

Project Manager sets progress for each objective & outcome as either: on track |off track|achieved – select the best option and be realistic!

2019 PIR – DO Progress

All inputs in this section should be cumulative from project start, not

annual.

Changes to indicators/baselines/targets cannot be made without official

approval from PSC and RTA.

If the objective/outcomes and corresponding indicators from the project

logframe/results framework are not accurate or complete, or were poorly

transferred to the 2019 PIR, please contact Regional Programme Associate.

Avoid these common mistakes in current year entries (Level at 30 June

20XX):

• No inputs, or minimally descriptive inputs

• Progress reported does not relate to the end of project target

• Information is not related to the indicator or inconsistent with each other or past years

• Information is not in the correct unit (i.e. different unit from baseline/target)

• Of different scope from baseline/target

2019 PIR – DO Ratings

• Progress summary of

objectives/outcomes is

displayed to inform DO

Rating.

• Provide a credible and

realistic rating.

• Include DO ratings

justifications as part of

Overall Assessment

If the Project Manager has selected off track for any objective/outcome in the DO Progress section then a Highly Satisfactory DO Rating cannot be selected.

2019 PIR – IP Ratings

• Only RTA and CO provide

IP rating.

• Detailed data on

financial performance

and milestones provided

to inform IP Rating.

• Include IP ratings

justifications as part of

Overall Assessment.

IP Rating cannot be satisfactory if: • Delivery rate GL expense against

the approved annual budget is less than 50%;

• Cumulative delivery is not on track;

• Measures to mitigate critical risks are not included in the PIR.

2019 PIR - DO & IP Ratings

• Project Manager, UNDP Country Office & UNDP-GEF RTA must all provide DO ratings and Overall Assessment every year

o all other partners’ inputs are optional but highly encouraged

• Only RTA and Country Office provide IP Rating

• Overall Assessment should fully justify/support/explain ratings and explain what is being (or will be) done to address problems

• Do not inflate DO and IP ratings

o (High PIR quality ratings depend on realistic DO and IP ratings

o A lower (i.e. unsatisfactory-range) rating is not ‘bad’; it signals transparent and responsible oversight and supervision

• Avoid these common mistakes:

o Rating is inconsistent with Overall Assessment (i.e. rating and assessment of rating do not match)

o Incomplete assessment (i.e. not comprehensive, do not outline next steps, etc…)

2019 PIR - Adjustments

*New items for 2019*

• The MTR management response

is provided for reference (if

available). The Country Office

must summarize the steps taken

to comply with the MTR

management response.

• Comments on delays in key

milestones are now required. The Country Office should also enter the dates of any project board meetings.

The Project Manager, Country Office and RTA must enter any comments on delays in meeting key project milestones during the reporting year, even to indicate ‘none.’

Country Office must enter critical risks only for the reporting year, from Atlas risk log, and measures to mitigate them.The total number of critical risks is used to calculate the overall risk rating of the project.

2019 PIR - Gender

The project’s Gender Analysis and Action Plan is displayed for reference; if no file is displayed the Country Office or Project Manager should upload the file or send to the Regional Programme Associate to upload via PIMS+.

*New items for 2019*

• The UNDP Gender Marker Rating

assigned in Atlas is displayed for

reference.

• There are new tick box fields to

indicate which of three results

areas the project is contributing to

gender equality.

• Question on whether women and

girls are direct beneficiaries has

been eliminated.

• There is a new question on direct

or indirect linkages between

project activities and gender-

based violence (info not shared

with GEF Secretariat).

The Country Office should update the Gender Marker Rating in Atlas if the results reported in PIR do not align with the rating.

2019 PIR - Safeguards

*New items for 2019*

This section has been

improved since its first

appearance in the 2018

PIR. It now contains four

multiple choice questions

and displays the project’s

SESP categorization.

It also links to any

safeguards management

plans in PIMS+.

A hyperlink to the project’s SESP and any management plans will be provided, if a SESP was prepared during project design; please download and open that file to see the originally identified social and environmental risks. That space will be empty for projects that did not prepare a SESP, but those projects should still complete this section.

2019 PIR – Communicating Impact

*New items for 2019*

• New SenseMaker survey

added (opens in a new

window).

• Question on project links and

social media expanded to

include KM activities per the

CEO endorsement/approval.

• New question on Project

Location Data. Please share

geo-referenced information

(including shapefiles) for

where the project

interventions take place.

Information on project links and social media reported in the 2018 PIR are displayed for editing.

2019 PIR – Communicating Impact - SENSEMAKER

*New for 2019*

• We are excited to work with

the UNDP Innovation Team

and the Executive Office to

introduce SenseMaker to the

PIR, a new way of sharing

project stories!

• We will not share any

SenseMaker stories or data

with GEF Secretariat. The

survey analysis is for internal

use only.

• Portfolio managers will have

access to an analyst tool of

SenseMaker results – stay

tuned!

Follow the steps and directions in the new window that opens and make sure to click ‘Submit Contribution to SenseMaker’ once complete (may need to scroll down the page)!

Every PIR contributor must complete the SenseMakersurvey! Survey will be available in French and Spanish and can be shared with project contributors who do not complete the PIR.

2019 PIR – Partnerships

*New items for 2019*

• Partnerships questions have

been changed from a text

response to yes/no.

• Question on South-South

cooperation is now included in

the Partnerships section.

• New question requiring update

of progress on the stakeholder

engagement plan.

• If any surveys have been

conducted related to

stakeholder engagement or

related areas please upload all

survey documents to the PIR

file library.

CEO endorsement/approval request is shared for reference to view the Stakeholder Engagement Plan.

2019 PIR – Overall Assessment

All PIR contributors

should complete the

Overall Assessment

section to summarize

progress and comment

on any issues that may

have affected

performance.

Other PIR Contributors’

Overall Assessment are

viewable.

Overall Assessment must include:• Full justification of ratings, including if

rating(s) differ from other contributors’ ratings;

• Explanation for any off track aspects of the project;

• Comments on implementation of previous year’s AWP;

• Assessment of project’s risks and risk management measures to be taken in the coming year.

• Plan to for addressing off track aspects.*See PIR Quality section for tips on

structuring the Overall Assessment*

2019 PIR – all sections are mandatory

Project Manager with

support of CO must

complete all sections of

PIR, including:

• DO Progress & Ratings

• Adjustments

• Gender

• Safeguards

• Communicating Impact

• Partnerships

• Overall Assessment

2019 PIR – Approve and Submit

• PM & CO must submit

PIR once their final

contributions have been

made.

• Submission status of PIR

contributors is displayed

for reference.

• All contributors receive

PIR Word Report after

submitting and when

RTA completes final

submission of PIR.

The RTA may revise the Overall DO and/or IP Rating if there are discrepancies in ratings such that the calculated overall DO and/or IP rating is much different than the RTA rating.

The Submit PIR button will only display once all required sections of the PIR have been completed (= Validation Successful). If required sections have not been completed the button will not appear and Validation Problem will be shown along with details on the required sections of the PIR that need to be completed.

Part 3: PIR Quality Assessment

1. Background; how the

PIR is assessed

2. PIR QA criteria

3. Common issues

4. Tips for COs

Background on PIR Quality Assessment

The PIR is a monitoring report that outlines progress achieved thus far in a given project and assessment by various project stakeholders of how the project is progressing and what should be done to improve performance.

PIR quality assessment examines the quality and accuracy of this monitoring role (i.e. as a proxy for oversight).

PIR QA is not an assessment of project performance:X Not an assessment of project outcomes or results based on the results framework;X Not an assessment of the project team or project manager.X Not a validation of the data or evidence provided in the PIR.

UNDP-GEF Directorate contracts an external independent reviewer to quality assess and rate each individual PIR every year.

Designed to foster continuous improvement in the quality of project monitoring and reporting.

Focus on transparent, credible and reliable evidence-based results reporting.

Access PIR Quality Ratings via the CO Dashboard

Access within CO Dashboard: https://co.undpgefpims.org/site/dashboardThen to go to: Reports>PIR Quality Assessment

PIR Quality Ratings and details going back to 2015 are available. View by region, CO or by individual project and see averages by CO against the target of 75% quality rated HS/S.

Make sure to filter to the correct CO business unit.

How is PIR quality assessed?

Five PIR quality Criteria

•Completeness•Balance•Consistency•Substance and reliability•Clarity

• The PIR quality assessor reviews the entire PIR and provides a rating against five quality criteria: completeness, balance, consistency, substance and reliability, and clarity.

• The DO and IP ratings and Overall Assessment are reviewed carefully to ensure they are substantiated by evidence and progress reported in the DO Progress, Adjustments, Gender, Partnerships, Communicating Impact, and Safeguards sections of the PIR.

• Not a rating of project progress or the project team!

Five PIR QA Criteria

Complete-ness

• PIR was submitted with all sections complete; provides comprehend-sive picture of project progress.

Balance

• Information provided was balanced, presenting realistic assessment of overall performance; positive and negative aspects of project progress are included.

Consistency

• PIR was internally consistent among different sections; supported by evidence.

Substantive-ness &

Reliability

• The overall assessments provided by the Country Office and RTA in particular substantiate the assessment of progress and performance and demonstrates strong oversight.

Clarity

• The information reported is presented in an understand-able and is clear.

PIR Quality Review– common issues

Complete-ness

• PIR was submitted complete; comments on the self-rating sections were completed and provided meaningful information.

Balance

• Information provided was balanced, presenting a complete picture; positive and negative aspects of project progress are included.

Consistency

• PIR was internally consistent among different sections.

Substantive-ness &

Reliability

• Information submitted provides sufficient context, key issues and factual evidence to substantiate the assessment of progress and performance

Clarity

• The information reported is presented in an understand-able and accessiblefashion.

Incomplete;Lacking full info

on progress

No info on weaknesses, challenges

Discrepancies across

sections

Rating not justified; weak

oversight

Info is unclear & of little value

Tips for improving PIR quality

➢ For projects that have not progressed as much as anticipated (such as projects doing their first PIR), sections left blank and lack of analysis of lower than

expected progress (even to explain no progress) are common issues leading to low PIR quality ratings.

➢ The fact that a given project has not undertaken many activities or is slow to become operational is not an excuse for not completing or explaining mandatory sections. The PIR should explain the reasons for delays or underachievement in

a transparent fashion.

➢ Most PIRs receive low quality ratings on clarity due to a lack of structure of Overall Assessment and the difficulty in following the reasoning behind the

DO/IP ratings given.

➢ Measures to manage or mitigate critical risks must be included in the PIR.

Tips for improving PIR quality

• The Overall Assessments of high quality PIRs have a clear structure that includes:

– full explanation/justification for the DO and IP ratings;

– discussion of each objective and outcome against end of project targets;

– Discussion of relevant issues/challenges/successes related to risk management, implementation (delivery rate, PMU, etc), delays, co-financing, key partnerships, gender, adaptive management;

– Concluding summary of overall progress and any final points, including a plan to address issues and challenges.

• Suggest to write the Overall Assessment in a Word file and then transfer to the online PIR.

Tips for improving PIR quality

It is strongly recommended to review examples of high quality rated PIRs:

• High quality 2017 PIR fully justifying HS DO Rating

• High quality 2017 PIR of project nearing closure

• High quality 2017 PIR of project with MS development progress

• High quality 2017 PIR of project with slow progress doing first PIR

• High quality 2017 PIR of project with unsatisfactory DO and IP

Tips for improving PIR quality

All inputs should be supported by solid evidence (e.g. Technical studies). Completed PIRs considered as ‘evidence’ for use during MTR and TE processes and for UNDP Project Quality Assurance.

Documentation of project-level progress and results, e.g. studies, monitoring reports, photos, and surveys, can (and should!) be uploaded into the PIR system.

Annual reporting for a given project can be made easier for the CO by using the same inputs in both the PIR and UNDP ROAR systems, as appropriate

Consult with stakeholders and partners during the preparation, to encourage dialogue and to support a balanced report

Note that all sections are mandatory!

Tips for COs on improving PIR quality

• Review Country Office, Project Manager and otherPIR roles and responsibilities task list in 2019 AMR guidance: https://undpgefpims.org/attachments/6187/216315/1726719/1739867/2019%20GEF%20Annual%20Monitoring%20Process%20Guidance.pdf

PIR Guidance available

2019 GEF Annual Monitoring Process Guidance (PIR, MTR, TE,

tracking tools):

https://undpgefpims.org/attachments/6187/216315/1726719/17

41026/2019%20GEF%20Annual%20Monitoring%20Process%20Gu

idance.pdf

Guidance Note on PIR Quality Assessment:

https://undpgefpims.org/attachments/6187/216315/1715903/17

21248/Guidance%20Note-PIR%20Quality%20Assessment.pdf

Yammer:

https://www.yammer.com/undp.org/#/threads/inGroup?type=in_

group&feedId=5264769024&view=all

PIR Uses at the Global Level

THANK YOU!!