TERMS OF REFERENCE OF THE FINAL EVALUATION A. OBJECTIVES A.1 MAIN PURPOSE

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1 TERMS OF REFERENCE OF THE FINAL EVALUATION A. OBJECTIVES A.1 MAIN PURPOSE The main purpse f this final prject review and evaluatin is t facilitate a prcess, which will dcument prject utputs and impact. Eventually, the prcess shuld als mbilize the varius stakehlders t take actin based n this dcumentatin. PERFORMANCE ASSESSMENT T assess the prject s perfrmance and achievements vis-à-vis the prject s verall bjectives and t cnduct impact assessment n the varius sub-natinal level beneficiaries. Each f the detailed key questins and issues will be analyzed in a participatry, cllabrative and systems-based apprach using apprpriate key review criteria. This assessment will als include an analysis f the capacity f the management structures f the implementing agency(ies) and target cmmunities t implement the prject activities as well as the mnitring and evaluatin system. LESSONS LEARNED T generate lessns learned frm the implementatin f the prject s activities and the utcmes achieved that will be useful fr similar prjects in the future fr the same sectr. Based n the findings and cnclusins frm the assessment f the prject s achievements, the review will identify lessns learned. RECOMMENDATIONS T develp specific recmmendatins fr majr stakehlder grups anchred n the cnclusins the different stakehlder grups will develp based n their wn recmmendatins and insights. An actin plan fr majr stakehlder grups shall be develped t prmte sustainability and lng-term impact t the beneficiary cmmunities. A.2 TARGET AUDIENCE This Prject Final Review and Evaluatin will generate new knwledge fr, increase capacity f, and mbilize all stakehlders, frm the dnrs t the prject management, the partners and the beneficiaries twards aggressively pursuing similar initiatives t achieve the prject s lng-term gal f mainstreaming disaster risk management in the lcal develpment planning prcess. A.3 PLANNED OUTPUT This Prject Final Review and Evaluatin will prvide the fllwing utputs fr the dnrs, the prject management as well as all ther prject stakehlders interested in the utput: Final Review Reprt Prject Ratings Summary Feedback fr all Stakehlders B. REVIEW CRITERIA B.1 Relevance. The extent t which the Technical Assistance is suited t the pririties and plicies f the target grup, recipients and dnrs: 1

2 Review the apprpriateness f the Prject s Immediate Objectives, Outputs, Indicatrs and Activities including the preparatry activities and assessments undertaken at the start f the prject; Review the interrelatinship f the prject team, cmmunity rganizatins and netwrks and funding agencies in terms f cmplementarity and cherence in activities undertaken; Review the verall design and prvide an verall assessment. B.2 Efficiency and Cst Effectiveness. Efficiency measures the utputs qualitative and quantitative in relatin t the inputs, csts and implementing time. It is an ecnmic term which signifies that the technical assistance prvided used the least cstly resurces pssible in rder t achieve the desired results. Cst effective factrs include: The prject cmpleted the planned activities and met r exceeded the expected utcmes in terms f achievement f the immediate bjectives, in accrdance with schedule and as cst-effective as initially planned. Review hw the varius activities transfrmed the available resurces int expected prject utcmes, cnsidering quantity, quality and timeliness. The review shuld include quality f day-t-day management (including risk management), csts and value fr mney, quality f mnitring and ther unplanned utputs arising frm the prject. The prject was able t vercme unfreseen difficulties and deliver prject utputs n time and within budget. B.3 Effectiveness. A measure f the extent t which the technical assistance attains its bjectives. This includes an analysis f the attainment f utcmes and impacts, prject bjectives, and delivery and cmpletin f prject utputs and activities as shwn by the prject success indicatrs: Review hw the prject s utputs and results were used, and the prject s gal realized.; Review the intended beneficiary grups and identify hw far planned benefits have been delivered and received by all key stakehlders, and hw unplanned results may have affected the intended prject benefits; Review activities and utputs in relatin t bjectives defined in the prject dcument, with emphasis n the defined indicatrs f targets and achievements; Review the quality f internal rganizatinal and managerial structure f the prject in relatin t the fulfillment f prject bjectives, the human resurces emplyed, and the verall management f the prject s resurces. B.4 Impact. The psitive and negative changes prduced by this interventin, directly r indirectly, intended r unintended. This invlves the main impacts and effects resulting frm the activity n the lcal scial, ecnmic, envirnmental and ther develpment aspects: Review the relatinship between the prject purpse and gal and the extent t which the benefits received by target beneficiaries had affected large number f peple in the prject sites. B.5 Sustainability. Sustainability measures the benefits f an activity that are likely t cntinue after the prject has been cmpleted and n mre dnr funding is available. Relevant factrs t imprve sustainability f prject utcmes include: Develpment and implementatin f a sustainability strategy; Develpment f suitable rganizatinal arrangements by public and/r private sectr stakehlders; Develpment f plicy and regulatry framewrks that further the prject bjectives; Develpment f apprpriate institutinal capacity (systems, structures, staff expertise, etc.); 2

3 Identificatin and invlvement f champins (i.e., individuals in gvernment and civil sciety wh can prmte sustainability f prject utcmes); Achieving scial sustainability by mainstreaming prject activities int the ecnmy r cmmunity activities; Achieving stakehlders cnsensus regarding curses f actin n prject activities; Make an assessment f the wnership f bjectives and achievements by the beneficiaries/stakehlders, plicy supprt, institutinal and management capacity, ecnmic and financial factrs, sci-cultural aspects, apprpriate technlgy, and the crss-cutting issues f gender equality, envirnmental impact and gd gvernance were apprpriately accunted fr. B.6 Prject Achievements. Evaluate the achievements f the prject against the expected prject utcmes taking int cnsideratin the varius factrs that cntributed t the successful implementatin f the prject. Refer t the immediate bjectives, utputs, indicatrs and activities specified in the prject dcument. B.7 Implementatin Apprach. Analyze the prject s apprach vis-à-vis the develpment prblems being addressed, adaptatin t changing cnditins, partnerships in implementatin arrangements, changes in prject design and verall prject management. This may include: Effective partnership arrangements established fr implementatin f the prject with relevant stakehlders invlved in the prject sites; Lessns frm ther relevant prjects incrprated int the prject s implementatin; Feedback frm M&E activities used B.8 Cuntry Ownership/Driveness. This shws the relevance f the prject t natinal develpment and disaster risk management agenda, recipient cuntry cmmitment, and reginal and internatinal agreements where applicable: Sme elements that may be cnsidered are: Prject derives frm the develpment bjectives f the Philippine gvernment;; Relevant cuntry representatives (e.g., gvernment fficials, civil sciety, etc. ) were actively invlved in the prject identificatin, planning and/r implementatin; The recipient gvernment has maintained financial cmmitment t the prject; The gvernment has apprved plicies and/r regulatry framewrks in line with the prject s bjectives B.9 Stakehlders Participatin/Public Invlvement. Stakehlders are the individuals, grups, institutins r ther bdies that have interest r stake in the utcme f this prject. The term als applies t thse ptentially adversely affected by the prject. Examples f effective public invlvement include effective infrmatin disseminatin, as fllws: Implementatin f apprpriate utreach/public awareness campaigns; Cnsultatin and stakehlder participatin; Cnsulting and making use f the skills, experiences and knwledge f NGOs, cmmunity and lcal grups, the private and public sectrs, and academic institutins in the design, implementatin and evaluatin f prject activities; Prject institutinal netwrks well placed within the verall natinal r cmmunity rganizatinal structures, fr example, by building n the lcal decisin making structures, incrprating lcal knwledge, and devlving prject management respnsibilities t the lcal rganizatins r cmmunities as the prject appraches clsure; Fulfillment f cmmitments t lcal stakehlders. 3

4 B.10 Replicatin and Scaling-Up Apprach. Based n the lessns and experiences in the prject, this is the prcess f duplicating the design and implementatin in adjacent cmmunities and ther sectrs t create a multiplier effect that will expand the cverage f DRM principles and practices. Examples f replicatin appraches are: Knwledge transfer (i.e., ppularizatin f lessns thrugh prject result dcuments, training seminars, infrmatin exchange, natinal and/r reginal frum, etc.); Expansin f demnstratin prjects; Capacity building and training f individuals, and institutins t expand the prject s achievements in the cuntry and ther regins r cmmunities; Use f prject-trained individuals, institutins r barangays t replicate the prject s utcmes in ther regins. B.11 Mnitring & Evaluatin. Mnitring is the peridic versight f a prcess, r the implementatin f an activity that seeks t establish the extent t which inputs, wrk schedules and ther required actins and utputs are prceeding accrding t plan, s that timely actin can be taken t crrect the deficiencies detected. Evaluatin is the prcess by which prgram inputs, activities and results are analyzed and judged explicitly against benchmarks r baseline cnditins using perfrmance indicatrs. This will allw prject managers and planners t make decisins based n the infrmatin in the prject s implementatin stage, perfrmance indicatrs and level f funding still available. Mnitring and Evaluatin includes activities t measure the prject s achievements such as identificatin f perfrmance indicatrs, measurement prcedures and determinatin f baseline cnditins. Prjects are required t implement plans fr mnitring and evaluatin with adequate funding and apprpriate staff and include activities such as descriptin f data surces and methds fr data cllectin, cllectin f baseline data and stakehlder participatin. Any issues related t quality f backstpping and quality assurance and cntrl f prject deliverables listed in the prject dcument shuld be addressed in this sectin. C. REPORT AND FEEDBACK The review prcess will prduce the fllwing utputs in additin t debriefings after the review phase C.2 FINAL REVIEW & EVALUATION REPORT The prduct f the review is a Final Review Reprt in English with the fllwing structure: Executive Summary Main Text Cnclusins and Recmmendatins Annexes The main text f the review shuld nt exceed 30 pages plus an Executive Summary f n mre than 3 pages with fully crss-referenced findings and recmmendatins. It shall be prepared using Micrsft Wrd, Micrsft Excel if applicable, and accrding t the UNDP frmat and descriptins in English. The reprt shall essentially fllw the structure f the Terms f Reference and detailed materials shall be attached as appendix. It shall be clear and cncise, limiting itself t essential pints. In additin, a shrt, separate summary f ne page shuld be prepared, t facilitate inclusin f the reprt in the dnrs review databases. 4

5 In additin, the reprt shuld present and analyze main findings and key lessns, including examples f best practices fr future prjects in the cuntry, regin, and internatinal agencies (technical, plitical, managerial, etc.) It shuld als have an annex explaining any differences r disagreements between the findings f the Cnsultant and ther interested stakehlders. The Cnsultant shall be respnsible fr prviding 8 high quality printed riginal cpies as fllws: 6 cpies t UNDP Manila (UNDP Manila t transmit the same t DIPECHO) 2 cpies t NEDA The Cnsultant will be respnsible fr ensuring that all parts f these TOR are being addressed satisfactrily in the review reprt. Upn cmpletin f the draft reprt, and after btaining feedbacks frm the stakehlders, the Cnsultant shall be respnsible fr incrprating the cmments and suggestins in the final substantive and technical editing f the reprt as required ensuring that the final reprt is a well-written dcument. C.3 PROJECT RATINGS SUMMARY The reprt shuld annex a rating f the prject accrding t the fllwing criteria: (a) Outcmes/Achievement f Objectives - the extent t which the prject s envirnmental and develpmental bjectives were achieved; (b) Implementatin Apprach; (c) Stakehlder Participatin/Public Invlvement; (d) Sustainability; (e) Mnitring & Evaluatin The ratings will be: Highly Satisfactry, Marginally Satisfactry, Unsatisfactry, and N/A. D. EXPERTISE REQUIRED FOR EVALUATION The prject evaluatin methd is designed t assess the prject achievements, generate lessns learned and develp recmmendatins with active participatin f the partners, stakehlders and beneficiaries t guarantee cntinuatin f interventins when dnr supprt has ended. An bjective external pint f view frm the Cnsultant will be valuable t the learning prcess. Hwever, the results f the review will be enhanced by the degree t which stakehlders entrusted with the prcess are mtivated and are able t translate int actin what they have learned thrugh the review wrk. D.1 Independent Cnsultant D.1.1 Functins and Respnsibilities The Cnsultant will design the prcess t draw ut the varius viewpints f the stakehlders n the expected review bjectives. The designed prcess will guide all stakehlders in cming up with a shared assessment f the prject achievements, lessns learned and recmmendatins. Specifically, his respnsibilities are: T develp the detailed design f the review prcess and the wrk plan; 5

6 D.1.2 T revisit reprts and dcuments t draw cnclusive remarks and recmmendatins fr the review prcess; T ensure that cncrete and specific utputs are develped in a participatry manner fr each step f the review prcess; T prvide an external view during the generatin f lessns learned and the develpment f recmmendatins; T present the preliminary review utput t the Prject ManagementTeam (NEDA- RDCS) and UNDP; T prepare the draft reprt, incrprate cmments and finalize the review reprt accrding t the prescribed frmat in this TOR. T hire his wn staff, as he deemed necessary, such as dcumentr(s) t supprt his cnsultancy cntract. He is respnsible fr paying his wn staff. The Cnsultant will be selected based n the fllwing criteria: Must have at least five years f cntinuus prfessinal experience in the preparatin f reviews and evaluatins prcesses; Must have at least three years f prfessinal experience in appreciative r assetbased appraches fr design, mnitring and evaluatin f prjects; Must have at least three years f prfessinal experience in the planning, design, management, mnitring and review f develpment prjects; Must have sufficient knwledge n disaster risk management; Must be willing t wrk with natinal prfessinals and prject-level staff; Must be able t demnstrate high level f cmputer literacy D.2 Prject Management Team The Prject Management Team (NEDA-RDCS) and UNDP are generally invlved in the prject s implementatin. The team will prvide infrmatin fr the review prcess and will supprt the Cnsultant in cnducting the review. The main rles and respnsibilities are: Supprt the Cnsultant with the rganizatin f the review prcess Generatin and sharing f infrmatin; Facilitate wrkshps and field activities, as needed; Analyze results and develp recmmendatins thrugh the assistance f the Cnsultant; Implement recmmendatins as agreed in the review prcess D.3 Stakehlder Team The Stakehlder Team represents all stakehlders in additin t the Implementatin Team invlved in the review. It is the respnsibility f the stakehlders t designate representatives f each grup that will wrk with the Cnsultant. This grup will: Generate and share infrmatin at their stakehlder grup level; Cnduct preliminary analysis f findings, lessns learned and recmmendatins; Supprt the Cnsultant in cnducting Wrkshps, if necessary; Prvide feedback and help disseminate review results D.4 Management Team The Management Team will cnsist f representatives frm UNDP and DIPECHO. The members will be designated by UNDP as the implementing agency. 6