BacktoOfficeReport“TrainingonResults-BasedManagement(RBM),Planning,MonitoringandEvaluationforResults,

COSuriname”

23–27Mayand30Mayto3June2016

ChristianBugniondeMoreta,RBMConsultant,Suburconsulting

MaaretCañedoLohikoski,RBMAssociateExpert,RSC-LAC

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I.Introduction

The UNDP CO Suriname is committed to improve its performance and achieving developmentresults and therefore it ismaking efforts to improve effectiveness, accountability, transparencyandefficiencyofitsprogrammemanagementanddelivery.

Environmental factors play a highly prominent role for Suriname’s development due to acombinationof a strongeconomicdependencyonnatural resources andamarkedvulnerabilityandexposuretotheeffectsofenvironmentaldegradation.ThishasgivenUNDPtheopportunitytobuildasignificantenvironmentalportfoliothatnecessitatesthedevelopmentofsolidinstitutionalandhumancapacitiestoensureeffectiveandefficientmanagementanddelivery.

TheneedtodevelopknowledgeandskillsoftheCOstaffandthoseofitscounterpartsandprojectimplementing units in the proper use of results-based management system and to applyappropriate project and management methods and tools for achieving required results fromprojects is acknowledged. In this regard, the CO requested the support of the UNDP RegionalCentre for Latin America and the Caribbean to facilitate the knowledge transfer throughfacilitationofanappropriateandpracticaltrainingprocess.

II.Objectives

ThetrainingobjectivesweretointroducetheparticipantstothebasicandkeyaspectsofResults-Based Management, and develop an understanding of its processes and tools. Application toenhancecollaborationbetweenUNDPCOSurinameanditscounterpartswasanotherobjective,inadditiontopracticalapplicationofRBMmethodstotheexistingprogrammeportfoliooftheCO,notablytheREDD+project.ThetrainingwasalsoaimedatbolsteringcommonunderstandingandcollectivereflectionontheimportanceofRBMtoattaindevelopmentresults.

Thekeylearningobjectivesofthistrainingprocesswere:

• Improve understanding of results-basedmanagement and its importance for achievingresults

• Improve understanding of the concepts and approaches involved in results-basedmanagement, including the results cycle and the core components of planning,monitoringandevaluating

• Strengthen skills in analyzing development problems, and formulating results-orientedstrategies

• Strengthenskills inconstructingresults frameworks,andformulatingSMARTresultsandindicators

• Improveknowledgeandawarenessof the importanceof themonitoringandevaluationfunctionandprocess

• StrengthenskillsinapplyinggoodM&EpracticesanduseofM&Esystems• IdentifyconcretemeasuresthatcouldbeputintoplacetoimproveeffectiveRBMinthe

respectiveprojectsoftheCO.

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TopreparenewmembersofgovernmentandsomeUNDPandREDD+stafftoeffectivelyusetheRBM system, they had to be introduced to and understand the basic concepts of RBM. In thisregard,theCOrequestedthesupportofthePMEAreaoftheUNDPRegionalServiceCentre(EVALRSCLAC)forLatinAmericaandtheCaribbeantofacilitatethetransferofsuchknowledge.

III.Needsassessmentandlearningneedsofparticipants

Tolaunchtheworkshopeachweek,andintheabsenceofanexanteassessment,aninsituneedsassessmentwas conducted to identify the existing capacities, current expectations and learningneedsoftheparticipantsofthistraining.

Atotalof21participantsfrom12Ministries,Parliament,theNationalStatisticsOfficeandUNDP1took part in the first week’s training. Among the most important issues voiced were concernsaboutgoalorientationandteammotivation,inadditiontothedesiretogettingfamiliarizedwithtools for tracking progress of results. Among other challenges, issues such as how to evaluateimpactofsocialprogrammesandcollectionofdataweresharedwiththeaudience.

The second week’s training was held to 24 participants from seven Ministries, the NationalInstituteforEnvironmentandDevelopment(NIMOS),theFoundationforForestManagementandProduction Control (SBB), the National Statistics Office (ABS) and REDD+ staff2. In terms ofprevious knowledge on the concepts of the training, two participants had some previousknowledge on RBM concepts, two on M&E and two had been involved in project cyclemanagementtosomedegree.

Participants of the second week expressed as main concerns the ensuring the continuity of aproject, especially with dealing with decreasing resources. Concerns on how to plan withinsufficientdatawerevoicedout,inadditiontoquestionsonhowtoplan,monitorandevaluateaproject. Challenges faced, such as prioritizing among priorities, and how to implement RBM ingovernmentofficesandprojectswerealsomentionedasexpectationsoftheissuestobecovered.

BothgroupsaskedquestionsonhowtodifferentiatePCMfromRBM,howtocarryoutmonitoringprocessesandhowtobetterunderstandthevarietyoffactorsaffectingasituation.Alsoquestions

1MinistryofRegionalDevelopment,MinistryofFinance,MinistryofAgriculture,AnimalHusbandryandFisheries,MinistryofPublicWorks,MinistryofForeignAffairs,MinistryofJusticeandPolice,MinistryofHomeAffairs,MinistryofSocialAffairs,MinistryofTransportCommunicationandTourism,MinistryofTradeandIndustry,MinistryofYouthandSport,MinistryofHealth,Parliament,NationalStatisticsOffice,UNDP(GCCA,JCCP,UNCoordinationOffice)2OfficeofthePresident,MinistryofNaturalResources,MinistryofRegionalDevelopment,MinistryofAgriculture,AnimalHusbandryandFisheries,MinistryofForeignAffairs,MinistryofSoZAVo,MinistryofTradeandIndustry,MinistryofYouthandSport,FoundationforForestManagementandProductionControl,NationalStatisticsOffice,NationalInstituteforEnvironmentandDevelopment,REDD+,UNDP(GCCA,JCCP,UNCoordinationOffice)

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onhowtoplanforfinancialresourcesorhowtoorganizethelogisticsofaprojectwerepresented,providingapointofreflectiononthepossibilityoffurthertraininginthisregard.

IV.Designoftheworkshop

Thetrainingtookplaceoverafive-dayperiod.Thefirsttwodaysweredevotedtoanintroductionof the basic concepts,methods and tools of Results-BasedManagement, involving during bothweeks participants from a variety ofMinistries and departments. The workshop was based onLearnerCenteredApproachesthat focusedongroupwork(5peoplepergroup) forthepracticalapplicationofthetheoreticalpresentationandafully interactivetrainingmethodology.Learningbydoingwasusedeverydayinthepracticalapplicationoftheconceptsandtools.DuringthefirstweekUNDPprojectstaffandOfficeoftheResidentCoordinatorORCstafftookpartinthetrainingand, during the secondweek, REDD+ staff andORC staff took part in the training, focusing thematerialsontheREDD+initiativeandcontents.ThetrainingwasbasedonmaterialsfromUNDP,complemented with UN staff college material and Subur Consulting materials. In addition,althoughthemainbranchofthetrainingsremainedthesame,someslightadaptationsweremadebetweentrainingsinordertoadaptthematerialstothespecificneedsoftheaudience,thesecondweek having a special focus on the REDD+ initiative. In order to ensure that the concepts andknowledge provided during the day before, each morning a recap was made to refresh theacquiredknowledgeorclarifydoubtsandaddressquestions.

Day1Group1 Group2Insitulearningneedsassessment InsitulearningneedsassessmentUnderstandingtheRBMconceptanditsphases UnderstandingtheRBMconceptanditsphasesAfter lunch exercise: Understanding levels ofresults

After lunch exercise: Understanding levels ofresultsIntroductiontoREDD+initiative

Problemtreeanalysisandplanningforresults Identificationofstakeholdersandidentificationofproblem(REDD+projectdocument)

Problemtreeanalysis

Day2Group1 Group2Theoryofchange ContinuationofproblemtreeanalysisAfterlunchexercise:Putthepiecesofaresultschaintogether

Theoryofchange

Monitoring Afterlunchexercise:Putthepiecesofaresultschaintogether

SMARTIndicators Monitoring SMARTIndicators

Day3Group1 Group2Practicalexerciseingroups(allday):Developmentofaresultsframework

- Definition of outcome, outputs,

Practicalexerciseingroups(allday):DevelopmentofaresultsframeworkbasedontheREDD+problemstatement

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activities- Developmentofassumptions- Development of indicators, means of

verificationandsource

- Definition of outcome, outputs,activities

- Developmentofassumptions- Development of indicators, means of

verificationandsourceDay4

Group1 Group2Practicalexercise:DevelopmentofaTheoryofChangenarrative

Continuationofthedevelopmentoftheresultsframework

Evaluationfordevelopmentresults Practicalexercise:DevelopmentofaTheoryofChangenarrative

Evaluationfordevelopmentresults

Day5Group1 Group2Evaluation(continued) EvaluationcontinuedPresentationofvideo:FloodinginSurinameProblem tree analysis and conversion tosolutiontree

PresentationbyREDD+staffDefinitionofREDD+,compilationofdataBrainstorming:howtocreatesynergies?

Expectations:Weretheycovered?SpaceforfeedbacktotrainersoncontentsandclarificationofanyquestionsonRBMconceptsforparticipants

Expectations:Weretheycovered?SpaceforfeedbacktotrainersoncontentsandclarificationofanyquestionsonRBMconceptsforparticipants

Presentationofprojectdocument PresentationofprojectdocumenttemplatePresentationofRBMvideo PresentationofRBMvideoCommitmentsandcertificates Commitmentsandcertificates

It is worth noting that during week two, the variety ofbackgroundsoftheparticipants,aswellasinvolvementinprojects allowed for a varietyof discussionson topics ofrelevance: REDD+ project members presented themechanism, providing an insight into the need forsynergies among stakeholders. The presentation of therepresentative of the Ministry of Regional Developmentwasusefulinunderstandinghowstakeholderinvolvement

canhelpaimatsustainabilityofresults.

V.Evaluationofthetraining

Participantsofbothweeksvaluedtheoveralltrainingasanaverageofverygood(83.3%)andthefacilitatorteamasanaverageofgoodtoverygood(76.6%).

Participants valued theoverall training as 29%excellent, 47%very goodand24%as good. 22%considered the training answered fully to their learning objectives, 51% almost fully and 27%significantly.Lowerratingsweregiventothevenue,mainlyduetoaweakinternetconnectionand

MinofRD:Stakeholdermapping

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constant changingof thewi-fi password,whichprovedburdensome forparticipants.Commentson the effectiveness ofmultimedia, althoughwith an overall average of the twoweeks of 73%(good), remarked thedifficulty to read someof the slidesdue tobackgroundcoloror font size.Participants also expressed a desire to have access to the presentations beforehand as well ashandoutsofthepresentations.

Additional comments were made on learning needs regarding monitoring and evaluation,indicatinginbothsessionsthatparticipantscouldhavebenefittedfrommorepracticalexamples,balancingthetheorywithpracticalexamples.

ParticipantsofweektwoexpressedthatabetterknowledgeofthecontextofREDD+wouldhavefacilitatedtheexercisescarriedoutthroughouttheweek.Inthisregard,itisrecommendablethatUNDPCOSurinamesharesapackageofcontextmaterialwithparticipantsandfacilitators,inorderto ensure better preparation and higher integration during the group exercises. This particulargapwasfilledwithrequestbythefacilitators, jointlywithCOSuriname,toparticipantstogiveabriefpresentationoftheREDD+initiative.

VII.Conclusions

Week1

The participants demonstrated high interest and participation throughout the training sessions,participatingactively in thegroupworkaswell asposingquestionsduring the training.AsRBMand project cycle methodologies were unknown to most of the participants (only 2 wereacquaintedwithRBMconcepts),thetrainingaimedatprovidingastrongfirstintroductiontotheconcept of RBM, its methodologies and application to their daily work as well as theircollaborationwithUNDP.Inthissense,thetrainingservedadualpurpose:provideanintroduction

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1015202530354045

ParLcipants'evaluaLonoftrainingFully/Excellent

AlmostFully/Significant/Verygood

Moderate/Siginificantly/Good

Parnally

Toaminorextent

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toRBMtoparticipants lackingknowledgeof its conceptsandas refreshment toUNDPandRCOofficerstakingpartinthetraining.

Thelearningneedsassessmentcarriedoutatthebeginningofthetrainingallowedthefacilitatorsto target the theory and practical exercises to the participants, although a previous survey oflearningneedscouldhaveprovidedawiderarrayofpracticalexamplesandexercises related tothenationalcontextofSuriname.Itisworthmentioning,thisnotwithstanding,thattheproposedprojectdocumentexampleproposedbyUNDPCOSurinamewouldhavecreatedconfusionatthisstageof learning,as theoverall knowledgeofRBMconceptsandprojectmanagementwasverybasic.However,attheendofthetrainingandbypetitionoftheparticipants,theproposedprojectdocumentwasshowninordertoprovideaninsighttowhatthecollaborationwithUNDPentails,explainingwherewerethelearnedconceptsdevelopedandexplained.ThisalsohelpedprovideafuturevisionofhowUNDPandtheGovernmentcanworktogethertowardsachievingthesectoraltargetsofthenextNationalDevelopmentPlanofthecountry.

From an overall perspective, the delivery of the training was facilitated by the fact that theparticipants shared, to a greater extent, the samebasis of knowledge, being able to cater theirlearningneeds.Thedurationof fivedaysof theworkshopprovidedalsoagoodwindowfor thedevelopmentofalogicalframework,withawholedayconsecratedtothisexercise.Thisparticularexercisewaswelcomebytheparticipants.However,theparticipantsexpressedadesiretodelvedeeper in the topics at hand, especially those of monitoring and evaluation. In this particularregard,asurveyofneedscouldallowthefacilitatorstopreparesomeexercisesparticularlyinthecontext of evaluation, such as a management response exercise or development of questionsregarding criteria of evaluation.However, the lack of knowledge on this particular topic amongparticipantsledthefacilitatorstoaimatexplaining,withasmuchdetailaspossible,theneedanduseofevaluationfordevelopmentresults,withaspecialfocusonUNDP’sapproach.

In the caseof theparticipantsof the secondweek, the learningneeds remainedvery similar asthose of the firstweek,with a higher emphasis on the lack of availability of data and how thisfactoraffectsplanning.Theaudience, inadditiontogovernmentcounterpartsalsoincludedstafffromtheREDD+initiativeaswellastheRCO.ThelearningplanforthesecondweekhadthereforeaspecialfocusontheREDD+mechanismaswellastheadoptionoftheREDD+projectdocumentas the base example for the training, considering the overall roles and responsibilities of theparticipants, since some of them dealt to some extent with environment related initiatives.However,fromageneralperspective,greatereffortscouldhavebeenmadebytheorganizerstoprovidepreviousknowledgeontheREDD+mechanismtoboththefacilitatorsandtheaudience,asthelackofcontexthinderedtosomedegreethelearningprocess.Thisfactneverthelessdidnotrepresentanobstacleforthegroupexercises,asexcerptsoftheprojectdocumentwereusedfortheproblemtreeanalysisandconsequentresultsframedevelopmentexercises.

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Inthecaseofbothgroups,itisworthnotingthattheinterestandparticipationoftheparticipantswas high throughout the training, particularly in terms of the practical application of RBMconcepts in their daily work. Due to the timeallocation, itwasnot feasible todelvedeep ineachstage of the RBM cycle, although the one daydevoted to the development of a results frame,including results levels all the way to the outcomewithitsrespectiveindicators,risksandassumptions,means of verification and source of verification,proved very useful for participants. This exercise inparticular served the purpose of constituting thejoining link to understand the newly acquired RBMconcepts and theory and the role of the problemtree analysis, its stemming vision of the future,theory of change and monitoring framework. Thefollowing day was dedicated to evaluation, whichhelped recognise theneed for learning and theuseofresultsnottoclosetheRBMcycle,buttoadjustittoanewcyclebeginning.

Nevertheless,someexpectationoftopicstobecovered,suchasfinancialmanagementanduseofresources, was not addressed as it was outside of the training scope and given lack of time.Participant evaluations remarked however this element as a missing element. In this case, apossibletrainingonresults-basedbudgetingcouldbeproposedasanalternative.

Tosumup,thetrainingfilledtheneedforbetterplanningtoolsandstrategies,aswellasprovidedandtheworkingroupsalsoprovidedagroundforfuturejointcollaborationbetweengovernmentmembersandUNstafftoengageonissuesofmutualinterest.Thesuccessfulteamworkwitnessedduring the training also provided a good window of opportunity to the CO to accentuate itsavailability tosupportplanningand implementationprocessesatall times. It isworthbearing inmind,however,thatalthoughparticipantsbecameawareandcognizantoftheRBMprocess,morecoachingandaccompanimentmaybeneeded inordertoensureaproperapplicationofRBMintheirbusinessasusual.

VIII.Nextstepsandcommitments

Training participants were requested to present their commitment to apply the learned RBMconcepts and knowledge in their offices aswell as in their dailywork. UNDP CO Suriname alsoencouraged participants to take advantage of the momentum and forge partnerships andstrengthen networks, in order to promote collaboration among government entities andministries,alsomakingemphaticitsavailabilitytosupportprocesseswhereneeded.

Thecommitmentsandnextstepsbytrainingparticipantsaresummarizedbelow:

1. ProjectswillbemonitoredutilizingtheRBMapproach

Logframeexercise-Week1

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2. RBMwillbeadoptedinordertoachievethebestresults3. Organize a training of trainers in the Ministry in order to ensure results-based

managementatalllevels4. Trainingmaterialsandacquiredknowledgewillbesharedamongothercolleaguesandwill

beappliedtoongoingandfutureprojects5. DiscussresultsframeworkswithpartnerstoensuresuccessfulcompletionofGCCA/REDD+

projects/initiative.6. Use results frameworks developed during the training as examples in the respective

Ministriesandgovernmententitiesfortheimplementationofprojects

SomeparticipantsalsoindicatedtheywouldtrytoadoptRBMintheirwork“asmuchaspossible”,indicatingtheneedfortheirsupervisortosupportsuchefforts.

From these commitments, a clear will to continue learning and improve processes applyingresults-basedmanagementandM&Etoolswasrecognized.Thisiskeynotonlyforgovernment-ledprojects,butalsoforthecollaborationwithUNDPin,notonlytheimplementationofprojectsandprogrammes, but also in the hopes of improved management practices for the new nationaldevelopmentplan.

ChristianBugniondeMoreta,RBMConsultant,SuburConsultingS.L.

MaaretCañedoLohikoski,RBMAssociateExpert,RSC-LAC

20June2016