EuropeAid

Reforming TC and PIUs:Reforming TC and PIUs:

AA Backbone StrategyBackbone Strategy

……………………………………………………

Basics and state of progressBasics and state of progress

EUROPEANCOMMISSION

April 2010

EuropeAid

ContentsContents

1) Basics and state of progress of the reform

2) Mainstreaming quality

3) Communication, knowledge management and training

4) Tracking and monitoring the Backbone implementation

EuropeAid

1.1. Basics & State of Basics & State of progress of the reformprogress of the reform

Challenges and drivers of the reform

Objectives and guiding principles

The reform: phase 1 and phase 2

EuropeAid

Main challengesMain challenges

Supply-driven

Not enough focuson results

Mixed quality standardfor experts

Overreliance onnorthern commercial

providers

Unsatisfactory trackingof TA performance

And little evidenceof change…

Parallel PIUs- outside country structures –

absorb resources and do not develop

capacities

1. B

asics a

nd

state

of p

rog

ress

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Drivers of the reformDrivers of the reform

European Court of Auditors

report on TA

Improve design + result orientation Promote new sources Better selection of expertise Enhance donors coordination Performance tracking/ database More ownership

Paris Declaration

Accra Agenda for Action

Aid effectiveness commitments Indicators 4 and 6 : 50% of TC

coordinated; reduce by 2/3 stock of parallel PIUs

Jointly select and manage TC Local and regional resources, South-South Cooperation Donors own capacity and skills

1. B

asics a

nd

state

of p

rog

ress

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Objectives of the TC reformObjectives of the TC reform

1. B

asics a

nd

state

of p

rog

ress

EuropeAid8 guiding principles8 guiding principles

7. Avoid use of Parallel PIU & promote effective PIAs

ECTechnical

Cooperation

1. Primary aim is Capacity Development

2.Demand led approach where TC is not provided by default

8. Consider innovative options for TC provision

3.Strong result orientation

6. Work through harmonized and aligned actions

5. Take account of country/sector requirements

4.Country owned & managed TC processes

1. B

asics a

nd

state

of p

rog

ress

EuropeAid4 purposes of Technical Cooperation4 purposes of Technical Cooperation

Capacity development support is the priority

1. B

asics a

nd

state

of p

rog

ress

EuropeAidThe reform: work plan phase 1 The reform: work plan phase 1 (July 2008)(July 2008)

1. B

asics a

nd

state

of p

rog

ress

EuropeAidThe reform - phase 1 completedThe reform - phase 1 completed

Guidance and working tools

Quality Matrix and QSG

Revised ROM

Procedures screened

Communication/training

www.capacity4dev.eu

Mapping of TC: 1st

roundImplementation teams

& Steering CommitteeEU operational

framework on Aid

Effectiveness

1. B

asics a

nd

state

of p

rog

ress

EuropeAid

Delegations

• Mainstream quality in all programmes

• Check quality – Use matrix

• Dialogue & use capacity4dev.eu

• Country plan / mapping

• Overall results and TC tracking

Geo Directorates

• Road maps

• QSG

• Feedback!!!

• Innovative practices

Dir.E: ad hoc support, communication, training + ad hoc coaching, working tools, overall tracking, QSG, ROM…

1. B

asics a

nd

state

of p

rog

ress

The reform – phase 2 (from Oct. The reform – phase 2 (from Oct. 2009)2009)

EuropeAid

2.2.Mainstreaming quality: how?Mainstreaming quality: how?

Guidance + key concepts

Quality matrix

Procedures : what’s new

EuropeAidGuidelines on TC – Quality in Guidelines on TC – Quality in practicepractice• Convert ownership into practice : results,

roles, inputs to be defined both for partners and donors

• Assess/adapt to demand, to context and to existing capacity – and harmonize

• Let results be the driver

• Analyse options, look for the right type of provider

• Track / monitor results, ensure domestic accountability

• …… think in terms of project implementation arrangements

2. M

ain

stream

ing

quality

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Guidelines: Table of contentsGuidelines: Table of contents

Chapter 1 – Reading Guide and Key Terms

Chapter 2 – Reforming Technical Cooperation

Chapter 3 – Demand-driven and harmonized TC Support

Chapter 4 – Results-oriented TC Support

Chapter 5 – Programme Implementation Arrangements

Chapter 6 – Monitoring, Evaluation and Quality Assurance

2. M

ain

stream

ing

quality

EuropeAidGuidelines: Table of annexesGuidelines: Table of annexes

Annex 1: Aid effectiveness commitments in the area of TC

Annex 2: Court of Auditors’ Recommendations

Annex 3: The cycle of operations for « TC support »

Annex 4: Quality assessment grid

Annex 5: Format for mutual performance dialogue

Annex 6: Short guide to EC rules and procedures – How to

apply EC procedures to TC table of content

2. M

ain

stream

ing

quality

EuropeAidFocusing on the partner’s Focusing on the partner’s programmeprogramme

Don

or

TC

inp

uts

&activ

ities

is wrongly assumed leading to

Sustainablecapacity and

results

“may” lead toSustainable

capacity and results

Activities by partner and by

donor TC inputs, under

partner leadership

DonorTC inputs &activities

2. M

ain

stream

ing

quality

EuropeAidLook for results beyond TC Look for results beyond TC deliverabledeliverable

2. M

ain

stream

ing

quality

EuropeAidQuality Matrix in a snapshotQuality Matrix in a snapshot2

. Main

stream

ing

quality

QualityTechnical

Cooperation

1. 1. Demand & ownership

2. Fits the context and existing

capacity

4. Results oruienation: outputs and outcomes

3. The support is harmonised; new

types of TC considered

5. Programme implementation

arrangements are appropriate + top

up

EuropeAidQSG questions on TC/PIUQSG questions on TC/PIU

Identification Fiche:

• Other TC interventions assessed?

• Is there a strong demand of TC?

• Are PIAS appropriate in terms of ownership and sustainability?

• Beneficiaries involved in the needs identification?

2. M

ain

stream

ing

quality

EuropeAidQSG questions on TC/PIUQSG questions on TC/PIU

Action Fiche:

2. M

ain

stream

ing

quality

• In line with the Backbone

Strategy?

• Local capacities assessed?

Grille qualité CT par Délégation

Use the TC Quality Grid throughout the identification and formulation!

EuropeAidGoing beyond donor-driven PIUsGoing beyond donor-driven PIUs

Programme Implementation Arrangement

• Implemented by partners

• Integrated and managed by local administrations

• Fitting the type of programme and expected

• +/- autonomous depending on expected results

3 « yes » = parallel PIU according to DAC

1. Are the PIUs accountable to the external funding agencies/donors rather than to the country implementing agencies? (Y/N)

2. Are the terms of reference for externally appointed staff determined by the donor? (Y/N)

3. Is most of the professional staff appointed by the donor? (Y/N)

4. Is the salary structure of national staff (including benefits) higher than those of civil service personnel? (Y/N)

2. M

ain

stream

ing

quality

EuropeAidKey questions throughout the cycleKey questions throughout the cycle

Implementation

- Domestic accountability

- Monitor results:outputs & capacities

- Use the ROM report

- Mutual performance assessment?

Formulation

- Results beyond direct outputs

- Partners contributions and roles

- Quality of ToR

Identification

- Demand and commitment

- Favourable context

-Fit to existing capacities

- TC : Yes or Not

- Harmonisation

- Which implementation modalities/financing source?

- Type of contract, etc

- Beyond classic TA

Plan in advance in order to get answers!

2. M

ain

stream

ing

quality

EuropeAidProcedures in a snapshotProcedures in a snapshot

Objectives:

More ownership of Partner Governments

Facilitate co-financing and delegated cooperation

(variety of management modes)

Mobilize public sector expertise, including of MS

Improved quality of experts

… These objectives are possible with the existing rules and procedures!

2. M

ain

stream

ing

quality

EuropeAid

How to contract expertise (public How to contract expertise (public administration expertise as administration expertise as example)example)

Service contract Grant

Negotiated procedureor others tendering

Direct award orcall for proposal

2. M

ain

stream

ing

quality

EuropeAidGood practices for more qualityGood practices for more quality

CONTENTS PROCESS

Drafting good term of reference take time. Plan ahead!Deadline for Framework agremeent: More 14 days necessary for good expertise.

Has the partner be the leader in the drafting? Or at least be involved/consulted?

Evaluation grid: specify the competencies needed (related to local expertise) as a criteriaCheck references

Evaluation of tenders/standard practices: - organise interview for mid term position (telephone, video)-check references

Is the partner responsible for the evaluation? If not how is he involved as a voting member in the evaluation? If not key experts must be approved by partner country. They can ask replacement of key experts.

Monitoring: assess /fill up forms + creation of a database to monitor TC performance

Is the partner supervising the TC activities?

2. M

ain

stram

ing q

uality

EuropeAidRevision of PRAG (finalised end of 2008)Revision of PRAG (finalised end of 2008) __________

• Recruitment of individual consultants

• Interviews and references of experts

• Mobilisation of public expertise

• Partner Government ownership (design, evaluation,

reporting..)

• Clarification of the use of suspensive clause

Mid-term actions:

• Further develop twinning

2. M

ain

stream

ing

quality

EuropeAidGuidelines on TC: Annex 6 on proceduresGuidelines on TC: Annex 6 on procedures

2. M

ain

stream

ing

quality

EuropeAid……..In practice..In practiceRevision of PRAG (finalized 2008) Recruitment of individual consultants Interviews and references of experts Partner Government ownership (design, evaluation,

reporting..) Suspensive clauseAnnex 6 to Guidelines on TC Clarification on negotiated procedure (services) and direct

award (grants) Framework contract Operational guidance – Q & As and examplesMid-term actions More on suspensive clause Database on quality experts Further develop peer support/twinning

2. M

ain

stream

ing

quality

EuropeAid

3. CCommunication and learningommunication and learning

Dialogue

Use www.capacity4dev.eu

Learning & Training

EuropeAidDialogue!Dialogue!

Better TC EC Delegations

WB/ UN/ ADB….

MS

International Donors

Line Minister + MoF

Partner organisation

3. C

om

mu

nica

tion a

nd

learn

ing

EuropeAidThe Platform: www.capacity4dev.euThe Platform: www.capacity4dev.eu

3. C

om

mu

nica

tion a

nd

learn

ing

EuropeAid

www.capacity4dev.euwww.capacity4dev.eu

News, interviews, hands on practical information

Documents /guidance/ tools/events

Online discussions

Work groups, collaboration spaces

Users:

EC family – Delegations + HQ

Public at large: partner countries, Member States, other donors, academia and civil society

3. C

om

mu

nica

tion a

nd

learn

ing

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Learning and trainingLearning and training

Training session in HQ – Open to Member States

Tailor-made country /sector focused training sessions

Short coaching sessions

For more details and training flyers see: www.capacity4dev.eu

3. C

om

mu

nica

tion a

nd

learn

ing

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4. TTracking / Monitoring the racking / Monitoring the Backbone implementationBackbone implementation

Monitoring Components

Mapping TC and Country Plan

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Monitoring componentsMonitoring components

Systems Data Time frame

PCM Platform Quantitative info on TCData collection in March 2010 – 1st baseline available in March 2011

Mapping of TC and PIUs

N. of operations, amount, purpose, management mode

Data collected by end January 2010 and process data by end March 2010

For centralised operations: data processed by April 2011

Data from QSGs - Qualitative analysis of TC- Qualitative/ qualitative analysis of « innovative programmes »

- New system in place by January 2010 - Data used by the end of 2010

Standard ROM reports

Answer the11 questions on TC/PIU on ROM reports

Data from +/- 1700 projects available by January 2010

Global and Project Evaluations

Qualitative data From 2010

4. T

rackin

g &

Monito

ring

EuropeAidThank you for your attention!Thank you for your attention!

For further information:

Platform: www.capacity4dev.eu

Functional mail box: EuropeAid-TC-PIU@ec.europa.eu