PARTICIPATORY SELF-EVALUATION REPORTS: GUIDELINES FOR PROJECT MANAGERS
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- Jeffrey Campbell
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1 PARTICIPATORY SELF-EVALUATION REPORTS: GUIDELINES FOR PROJECT MANAGERS 1
2 Table of Contents Background A. Criteria B. Definition C. Rationale D. Initiator E. Timing F. Planning G. Involvement of the Independent Evaluation Unit Flowcharts for producing a participatory self-evaluation report Guidelines for producing participatory self-evaluation reports A. By obtaining written responses from stakeholders B. By conducting a workshop Annex: Template for producing a Participatory Self-Evaluation report I. Reasons for Participatory Self-Evaluation II. III. IV. Project information Introductory summary Assessment of project performance A. Design B. Relevance C. Efficiency D. Partnerships and cooperation E. Gender and Human Rights F. Effectivenness G. Sustainability V. Lessons learned VI. Self-Evaluation Follow-up Plan 2
3 I. Background A. Criteria Participatory Self-Evaluations are recommended when the criteria listed below apply: Projects that have started BEFORE June 2010 (actual starting date), with an overall budget below or equal to US$ 500,000, and for which no independent project evaluation is required. 1 Projects that have started AFTER June 2010 (actual starting date), with an overall budget below or equal to US$ 1,000,000, and for which no independent project evaluation is required. 2 Starting Overall Budget Type of Evaluation required before 30 June 2010 < USD 500,000 Participatory Self-Evaluation before 30 June 2010 = or > USD 500,000 Independent Project Evaluation after 30 June 2010 < USD 1,000,000 Participatory Self-Evaluation after 30 june 2010 = or > USD 1,000,000 Independent Project Evaluation For all projects, which have started before or after 30 June 2010, the present guidelines are applicable. B. Definition An evaluation conducted in a participatory manner by those who are entrusted with the design and delivery of a project and by those who are directly involved in or benefiting from the project. Based on the above definition, Participatory Self-Evaluations have to be conducted in a participatory manner. This means that stakeholders have to be closely involved in the process. Stakeholders involvement in Participatory Self-Evaluations can take the following two forms: Stakeholders written response to the Participatory Self-Evaluation report drafted by the Project Manager. Stakeholders state whether they are in agreement with the Participatory Self-Evaluation against the evaluation criteria (design, relevance, efficiency, partnerships, gender and human rights, effectiveness and sustainability). Workshops where stakeholders along with the project team discuss face to face the Participatory Self-Evaluation report drafted by the Project Manager and provide a common assessment against evaluation criteria. In this case, a minimum of USD 20,000 3 have to be allocated to budget line 5700 at the beginning of the project, in accordance with UNODC s evaluation guidelines. 1 Exceptions to this rule can be made, e.g. if an independent project evaluation is required by a Member State or a donor or if the project has a pilot character. Please consult with IEU in this regard. 2 See above footnote. 3 This amount is an indicative amount. As projects vary in size and scope, it is the Project Manager s responsibility to properly budget for and reserve sufficient funds for this exercise. Please see guidance in Part 3
4 C. Rationale The purpose of undertaking a Participatory Self-Evaluations is twofold: learning and accountability. Project Managers use Participatory Self-Evaluations as a tool to reflect in a structured way on why results were achieved or not and what can be done for improvement. Participatory Self-Evaluations have the following objectives: - To increase self-learning - To enhance transparency - To allow stakeholders present their assessments of UNODC s services - To enhance accountability - To build ownership and commitment to implementing recommendations D. Initiator The Project Manager 4 has to initiate the Participatory Self-Evaluation process in ProFi (IEU is automatically notified via ProFi). It should be noted that only the Project Manager (as indicated in ProFi) can initiate and carry out the process. E. Timing It is recommended that Participatory Self-Evaluation reports are submitted in ProFi by Project Managers close to the end of the project, based on the present evaluation guidelines and template. However, Project Managers and stakeholders can use the Participatory Self- Evaluation at their discretion and at any point in time of implementation to record good practices, lessons learned, unexpected results, or even operational difficulties and problems which may influence the project's future achievements. F. Planning Considering that Participatory Self-Evaluations have to be undertaken in a participatory manner through the provision of stakeholders responses or the organization of a workshop, the process needs to be planned for at least 2 to 3 months before the end of the project. Stakeholders should be consulted and informed of their role as early in the process as possible. The role of stakeholders is as follows: Read the draft Participatory Self-Evaluation report drafted by the Project Manager. Respond to the draft Participatory Self-Evaluation report by stating whether they are in agreement with the assessment of the project and with the recommendations, against evaluation criteria. This response could take the form of a written (stakeholders reponse modality) or an oral (workshop modality) response. G. Involvement of the Independent Evaluation Unit The Independent Evaluation Unit (IEU) is notified via ProFi of the undertaking of a Participatory Self-Evaluation, it ensures confidentiality in the process and it clears the final report. Participatory Self-Evaluations inform the IEU s Annual Evaluation Report. 4 The term Project Manager in the present guidelines and template corresponds to the term Project Coordinator as used in ProFi. 4
5 II. Flowcharts for producing a participatory self-evaluation report As mentioned above, stakeholders involvement in Participatory Self-Evaluations can take two forms among which the Project Manager has to choose. The process for each form of Participatory Self-Evaluation is decribed in the flowcharts below. FORM 1 FORM 2 5
6 III. Guidelines for producing participatory self-evaluation reports The Project Manager: A. By obtaining written responses from stakeholders Initiates the Participatory Self-Evaluation process via ProFi. While the ProFi system is upgraded to allow for such an automated workflow, Project Managers are encouraged to consult the IEU as regards the transition phase. Identifies representative(s) for each stakeholders groups 5. Informs representatives identified of the Participatory Self-Evaluation process and of their role (see above). 4. Fills in Step 1 boxes of the Participatory Self-Evaluation template located in Annex. To ensure confidentiality and anonymity, IEU sends the Participatory Self-Evaluation report drafted by the Project Manager to the stakeholders identified. The report is used by the stakeholders as a basis for producing their own assessment. Stakeholders fill in Step 2 boxes of the Participatory Self-Evaluation template located in Annex. Stakeholders indicated whether they (dis)agree with the Participatory Self-Evaluation produced by the Project Manager. IEU receives back the various responses from the stakeholders and post them on ProFi 6. The Project Manager: 5. Provides a brief introductory summary without altering stakeholders responses and a common Self-Evaluation Follow-up Plan (SEFP) by filling in Step 3 boxes of the Participatory Self-Evaluation template located in Annex. The summary and the SEFP should reflect the common assessment of management and stakeholders against the evaluation criteria. 6. Requests clearance from IEU. 7. Posts the final Participatory Self-Evaluation report on ProFi. 8. Monitors the progress of the Self-Evaluation Follow-up Plan (SEFP) and update it annually in ProFi (IEU to be notified automatically). 5 Stakeholders groups are those that can contribute to and would benefit from coordinating/drafting the stakeholders response to the self-evaluation report (e.g. UNODC staff, target groups, counterparts, donors, executing agencies, partner organizations, including other UN agencies involved, NGOs, research institutions, universities etc.). In Independent Project Evaluations, this group is also referred as Core Learning Partners. 6 To ensure confidentiality, stakeholders responses are anonymous (the information provided should not be traced back to stakeholders). 6
7 B. By conducting a workshop The Project Manager: Initiates the Participatory Self-Evaluation process via ProFi. While the ProFi system is upgraded to allow for such an automated workflow, Project Managers are encouraged to consult the IEU as regards the transition phase. Identifies representative(s) for each stakeholders groups 7. Informs representatives identified of the Participatory Self-Evaluation process and of their role (see above). 4. Fills in Step 1 boxes of the Participatory Self-Evaluation template located in Annex. 5. Organizes a Participatory Self-Evaluation workshop with the stakeholders representatives to discuss the Participatory Self-Evaluation report prepared by him/her (see Guidance on conducting a Participatory Self-Evaluation workshop below). 6. Following the workshop, revises the Participatory Self-Evaluation report, including the Self-Evaluation Follow-up Plan (SEFP) (see Step 3 boxes of the Participatory Self- Evaluation template located in Annex), to reflect management and stakeholders common understanding of the project s achievements against evaluation criteria. 7. Within one month following the workshop, requests IEU clearance and then posts the final Participatory Self-Evaluation report on ProFi. 8. Monitors the progress of Self-Evaluation Follow-up Plan (SEFP) and updates it annually in ProFi (IEU to be notified automatically). Guidance on conducting a Participatory Self-Evaluation workshop Purpose of the workshop The purpose of such a workshop is to collect stakeholders views and to jointly assess the performance of the project against evaluation criteria (design, relevance, efficiency, partnerships and coordination, gender and human rights, effectiveness and sustainability). The output of the workshop is the Participatory Self-Evaluation report reflecting management and stakeholders common understanding of the project s achievements against expected objectives contained in the project document. Planning The Participatory Self-Evaluation should be planned for at least three months in advance. The main steps of the process are the collection of the relevant data, the consultation with stakeholders, the drafting of the Participatory Self-Evaluation report and the organisation of the workshop. A participatory workshop requires a substantial time commitment, especially for the preparation phase, which involves consultation with stakeholders and identification of their representatives who will participate in the process. 7 Stakeholders groups are those that can contribute to and would benefit from coordinating/drafting the stakeholders response to the self-evaluation report (e.g. UNODC staff, target groups, counterparts, donors, executing agencies, partner organizations, including other UN agencies involved, NGOs, research institutions, universities etc.). 7
8 When planning a participatory workshop, it is vital that stakeholders are consulted early on and their role in the process discussed. Invitations, along with the Self-Evaluation report drafted by the Project Manager, should be issued at least a month in advance to ensure availability of participants and representation of stakeholders. Project Managers may be bound by stakeholders time availability. It is essential that participants have enough time to read the report drafted by the Project Manager before the workshop. Also, it is recommended to obtain initial feedback on the draft report before the formal workshop begins in order to ensure constructive discussions at the workshop. Budgeting It should be kept in mind that a minimum of USD 20,000 should be reserved for the organisation of the participatory workshop. The size of this event would vary according to the size of the project. However, the Organization would have to account for some typical items in the budgeting: venue; participants travel and DSA; materials/stationery; translation services; refreshments; any other logistics costs; facilitator s fee, if any. In case the budget is not available to gather all stakeholders in the same venue, opinions of stakeholders could still be heard by recording their views in small workshops in their respective countries or through phone interviews and questionnaires. Participants Getting the right mix of participants is crucial to the success of the Participatory Self- Evaluation. No more than 25 participants per workshop should be invited in order to allow for constructive discussions. Participants could be divided into smaller groups for discussions if deemed necessary. Facilitating The Project Manager should ensure that discussions are relevant, participatory and constructive, and that outputs (Participatory Self-Evaluation report and self-evaluation followup plan) are useful. 8
9 Annex: Template for producing a Participatory Self-Evaluation report STEP 1 - GUIDELINES The Project Manager should fill in the below template. Prepared by: d: REASONS FOR PARTICIPATORY SELF-EVALUATION Project started before June 2010 with budget below USD 500,000: Project started after June 2010 with budget below USD 1,000,000: Specification in project document: 4. Request from PRC: 5. Request from Executive Director: 6. Request from donor: 7. Request from Government: 8. Other: Specify: PROJECT INFORMATION Project title Project number Division/Branch Project owner Office Region/Country Planned project starting date from project approval Planned project completion date from project approval Planned duration from project approval Actual project starting date Overall budget Total approved budget Estimated total expenditures Donor/s Partners Beneficiaries Other comments from PROFI from PROFI from PROFI from PROFI from PROFI from PROFI from PROFI from PROFI from PROFI from PROFI from PROFI from PROFI Manual Entry would be required Manual Entry would be required Manual Entry would be required UNODC STAFF Position Current At approval Project Manager(s): 9
10 National Project Coordinator(s): Primary author of the Participatory Self- Evaluation report: Others: STAKEHOLDERS STEP 1 - GUIDELINES Identify one or two representative(s) for each stakeholders group that can contribute to, are willing to and would benefit from participating in the Participatory Self-Evaluation process. Ensure gender parity wherever possible. Please fill in the table below. Stakeholders Group UNODC staff Counterpart(s) Donor(s) Executing agencies Partner organisation(s), including UN agencies NGOs Any other relevant stakeholder First Name Last Name Title Address Telephone INTRODUCTION STEP 1 GUIDELINES FOR INTRODUCTION Brief description of the project at design stage and at the time of the Participatory Self-Evaluation: What are the significant changes/revisions during implementation if any (such as objectives; target groups; components; changes in implementation arrangements and schedules; or funding) and provide the rationale for these changes/revisions? Challenges and innovative solutions: What were the constraints encountered and the mitigation solutions applied? Were there any external factors (political, security, climatic, institutional etc.) that hampered the implementation of the project? Any other comment as regards overall assessment of the project. 4. ASSESSMENT OF PROJECT PERFORMANCE A. DESIGN STEP 1 - GUIDELINES Please answer the following questions: 1) How would you assess the design of the project? Please check the appropriate answer: Highly satisfactory Satisfactory 10
11 Moderately satisfactory Moderately unsatisfactory Unsatisfactory Highly unsatisfactory 2) Were the logical framework s performance indicators specific, measurable, achievable, realistic and time-bound given the outputs/outcomes? 3) Was the design based on a needs assessment and a context analysis? 4) Did the project design relate to the objectives, outcomes and/or outputs of a Country, Regional or Thematic Programme? 5) Are there any general lessons applicable to UNODC that could be drawn as regards design? STEP 1 GUIDELINES FOR SEFP - RECOMMENDATIONS RELATED TO DESIGN What recommendations would you draw from the findings related to design? Please fill in the below table by listing key recommendations with a designated recipient and responsible person within UNODC for follow-up. Recipient 8 Recommendation 9 Specific Action 10 Responsible person 11 Resource implications (Human, Financial, Technology, if any) Timing Start End B. RELEVANCE STEP 1 - GUIDELINES Relevance definition - The extent to which the objectives of a project are continuously consistent with recipients needs, UNODC mandate and overarching strategies and policies. Please answer the following questions: 1) How would you assess the relevance of the project Please check the appropriate answer: Highly satisfactory Satisfactory Moderately satisfactory Moderately unsatisfactory Unsatisfactory Highly unsatisfactory 2) How relevant is the project to target groups, including Governments, needs and priorities? 3) How relevant is the project to other key stakeholders (executing agencies, partner organisations, including other UN agencies, NGOs etc.) needs and priorities? 8 The recipient is the institution (e.g. Government, Ministry, UNODC, other UN agency etc.) to whom the recommendation is addressed. 9 Recommendations are (i) derived from evidence, namely evaluation conclusions, (ii) useful, realistic and implementable, and (iii) guide future work. Please propose concrete and usable recommendations. 10 Specific actions are specific actions collectively identified and agreed upon among the Project Manager and team to implement the recommendations. 11 Each follow-up action must have an associated responsible person within UNODC to ensure implementation and ownership of the Participatory Self-Evaluation. 11
12 4) How relevant is the project to UNODC s strategy in the country and in the region based on relevant Country, Regional and Thematic Programmes? 5) Is the project in line with overarching strategies and objectives, e.g. UNDAF, MDGs etc.? Which specific areas does it contribute to? 6) Are there any general lessons applicable to UNODC that could be drawn as regards relevance? STEP 1 GUIDELINES FOR SEFP - RECOMMENDATIONS RELATED TO RELEVANCE What recommendations would you draw from the findings related to relevance? Please fill in the below table by listing key recommendations with a designated recipient and responsible person within UNODC for follow-up. Recipient Recommendation Specific Action Responsible person Resource implications (Human, Financial, Technology, if any) Timing Start End C. EFFICIENCY STEP 1 - GUIDELINES Efficiency definition 12 - A measure of how resources/inputs (funds, expertise, time, etc.) are converted into outputs. Please answer the following questions: 1) How would you assess the efficiency of the project? Please check the appropriate answer: Highly satisfactory Satisfactory Moderately satisfactory Moderately unsatisfactory Unsatisfactory Highly unsatisfactory 2) Were the resources and inputs converted to outputs in a timely and cost-effective manner? 3) Was UNODC HQ based management, coordination and monitoring efficient and appropriate for Field Offices? 4) Were UNODC HQ administrative and financial processes adequate to manage the project? 5) Are there any general lessons applicable to UNODC that could be drawn as regards achievement of outputs? STEP 1 GUIDELINES FOR SEFP - RECOMMENDATIONS RELATED TO EFFICIENCY What recommendations would you draw from the findings related to efficiency? Please fill in the below table by listing key recommendations with a designated recipient and responsible person within UNODC for follow-up. Recipient Recommendation Specific Action Responsible person Resource implications (Human, Financial, Technology, if any) Timing Start End 12 Source: OECD- Development Assistance Committee: Glossary of Key Terms in Evaluation and Results Based Management,
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14 D. PARTNERSHIPS AND COOPERATION STEP 1 - GUIDELINES Partnerships and cooperation definition Measure of the level and quality of UNODC s cooperation with partners and implementing partners (e.g. donors, NGOs, Governments, other UN agencies etc.) Please answer the following questions: 1) How would you assess the partnerships and cooperation of the project? Please check the appropriate answer: Highly satisfactory Satisfactory Moderately satisfactory Moderately unsatisfactory Unsatisfactory Highly unsatisfactory 2) To what extent have partnerships been sought and established (including UN agencies) and synergies been created in the delivery of assistance? 3) Were efficient cooperation arrangements established: - Between UNODC and Governments? - Between UNODC and donors? - Between UNODC and executing agencies? - Between UNODC and other UN agencies? - Between UNODC and other partners? 4) Were partners (e.g. donors, NGOs, Governments, other UN agencies etc.) inputs of quality and provided in a timely manner? Have partners fully and effectively discharged their responsibilities? 5) Does your project contribute to the One UN, UNDAF, and other UN system-wide coordination mechanisms (participation in UN Country Team)? If yes, how does UNODC s participation in UN activities influence achievement of UNODC s project objectives, outcomes and outputs? 6) Are there any general lessons applicable to UNODC that could be drawn as regards partnerships, e.g. what are the reasons for successful partnerships? STEP 1 GUIDELINES FOR SEFP - RECOMMENDATIONS RELATED TO PARTNERSHIPS What recommendations would you draw from the findings related to partnerships? Please fill in the below table by listing key recommendations with a designated recipient and responsible person within UNODC for follow-up. Recipient Recommendation Specific Action Responsible person Resource implications (Human, Financial, Technology, if any) Timing Start End 14
15 E. GENDER AND HUMAN RIGHTS STEP 1 - GUIDELINES Please answer the following questions: 1) Are there any general lessons applicable to UNODC that could be drawn as regards gender, in particular: - At the design stage of a project - During implementation - During the monitoring process 2) Are there any general lessons applicable to UNODC that could be drawn as regards human rights, in particular: - At the design stage of a project - During implementation - During the monitoring process 3) If applicable, to what extent did the project s achievements contribute to the improvement of gender equality? 4) If applicable, to what extent did the project s achievements contribute to the improvement of human rights? STEP 1 GUIDELINES FOR SEFP - RECOMMENDATIONS RELATED TO GENDER AND HUMAN RIGHTS What recommendations would you draw from the findings related to gender and human rights? Please fill in the below table by listing key recommendations with a designated recipient and responsible person within UNODC for follow-up. Recipient Recommendation Specific Action Responsible person Resource implications (Human, Financial, Technology, if any) Timing Start End F. EFFECTIVENESS STEP 1 - GUIDELINES Effectiveness definition - The extent to which the project s objectives and outcomes were achieved. Please answer the following questions: 1) How would you assess the effectiveness of the project? Please check the appropriate answer: Highly satisfactory Moderately satisfactory Moderately unsatisfactory Unsatisfactory Highly unsatisfactory 2) Please state planned objectives and outcomes in the logframe of the project document. Were the planned objectives and outcomes achieved? Please provide a brief analysis on the project progress in achieving the objectives and outcomes. Please also, describe the problems encountered to deliver the planned objectives and outcomes. 3) What are the results achieved beyond the logframe? 4) Please explain reasons for variance between planned objectives and outcomes in the logframe, and actual achieved objectives and outcomes. 15
16 5) To what extent did the project s achievements contribute to relevant Country, Regional and Thematic Programmes? 6) Are there any general lessons applicable to UNODC that could be drawn as regards achievement of objectives and outcomes? STEP 1 GUIDELINES FOR SEFP - RECOMMENDATIONS RELATED TO EFFECTIVENESS What recommendations would you draw from the findings related to effectiveness? Please fill in the below table by listing key recommendations with a designated recipient and responsible person within UNODC for follow-up. Recipient Recommendation Specific Action Responsible person Resource implications (Human, Financial, Technology, if any) Timing Start End G. SUSTAINABILITY STEP 1 - GUIDELINES Sustainability definition - Sustainability is concerned with measuring whether the benefits of a project are likely to continue after its termination. Projects need to be environmentally as well as financially sustainable. Please answer the below questions: 1) How would you assess the sustainability of the project? Please check the appropriate answer: Highly satisfactory Satisfactory Moderately satisfactory Moderately unsatisfactory Unsatisfactory Highly unsatisfactory 2) To what extent are the project results likely to continue after the project? 3) Is stakeholders engagement likely to continue, be scaled up, replicated or institutionalized after external funding ceases? STEP 1 GUIDELINES FOR SEFP - RECOMMENDATIONS RELATED TO SUSTAINABILITY What recommendations would you draw from the findings related to sustainability? Please fill in the below table by listing key recommendations with a designated recipient and responsible person within UNODC for follow-up. Recipient Recommendation Specific Action Responsible person Resource implications (Human, Financial, Technology, if any) Timing Start End 16
17 5. LESSONS LEARNED STEP 1 - GUIDELINES Lessons learned definition 13 - Generalizations based on evaluation experiences with projects, programmes, or policies that abstract from the specific circumstances to broader situations. Frequently, lessons highlight strengths or weaknesses in preparation, design, and implementation that affect performance and outcomes. Please identify lessons learned for those factors that enable success, as well as and lessons learned for those factors that impede performance. 13 Source: OECD- Development Assistance Committee: Glossary of Key Terms in Evaluation and Results Based Management,
18 STEP 2 - GUIDELINES Stakeholders should fill in the below template. 4. ASSESSMENT OF PROJECT PERFORMANCE A. DESIGN STEP 2 STAKEHOLDERS RESPONSE - ASSESSMENT OF DESIGN Please use the below Response Table to react to the assessment produced by the Project Manager. Clearly state in the table whether there is agreement or not with each Participatory Self-Evaluation points produced by the Project Manager (see first column) along with an explanation (see second column). Please note that to ensure confidentiality, your response is anonymous. The information provided can t be traced Response against evaluation criteria for design 1) How would you assess the design of the project? Please check the appropriate answer: Highly satisfactory Satisfactory Moderately satisfactory Moderately unsatisfactory Unsatisfactory Highly unsatisfactory Stakeholders Response: (Indicate whether you accept/ partially accept/ don t accept the assessment provided by the Project Manager) 2) 3) 4) 5) Comments: (Please provide an explanation along with your own assessment) STEP 2 STAKEHOLDERS RESPONSE - RECOMMENDATIONS RELATED TO DESIGN Please use the below Response Table to provide your response to the recommendations produced by the Project Manager. Clearly state in the table whether there is agreement or not with each recommendation produced by the Project Manager (see first column). If the recommendation is partially accepted or not accepted please provide an explanation along with your suggested recommendation (see second column). Please note that to ensure confidentiality, your response is anonymous. The information provided can t be traced Response against recommendation(s) related to design Stakeholders Response: Comments: Rec. (Indicate whether you accept/ partially accept/ don t (If the recommendation is partially accepted # accept the recommendation provided by the Project or not accepted please provide an explanation Manager) along with your suggested recommendation) 18
19 B. RELEVANCE STEP 2 STAKEHOLDERS RESPONSE - ASSESSMENT OF RELEVANCE Please use the below Response Table to react to the assessment produced by the Project Manager. Clearly state in the table whether there is agreement or not with each Participatory Self-Evaluation points produced by the Project Manager (see first column) along with an explanation (see second column). Please note that to ensure confidentiality, your response is anonymous. The information provided can t be traced Response against evaluation criteria for relevance 1) How would you assess the relevance of the project? Please check the appropriate answer: Highly satisfactory Satisfactory Moderately satisfactory Moderately unsatisfactory Unsatisfactory Highly unsatisfactory Stakeholders Response: (Indicate whether you accept/ partially accept/ don t accept the assessment provided by the Project Manager) Comments: (Please provide an explanation along with your own assessment) 2) 3) 4) 5) 6) STEP 2 STAKEHOLDERS RESPONSE - RECOMMENDATIONS RELATED TO RELEVANCE Please use the below Response Table to provide your response to the recommendations produced by the Project Manager. Clearly state in the table whether there is agreement or not with each recommendation produced by the Project Manager (see first column). If the recommendation is partially accepted or not accepted please provide an explanation along with your suggested recommendation (see second column). Please note that to ensure confidentiality, your response is anonymous. The information provided can t be traced Response against recommendation(s) related to relevance Rec. # Stakeholders Response: (Indicate whether you accept/ partially accept/ don t accept the recommendation provided by the Project Manager) Comments: (If the recommendation is partially accepted or not accepted please provide an explanation along with your suggested recommendation) C. EFFICIENCY STEP 2 STAKEHOLDERS RESPONSE - ASSESSMENT OF EFFICIENCY Please use the below Response Table to react to the assessment produced by the Project Manager. Clearly state in the table whether there is agreement or not with each Participatory Self-Evaluation points produced by the Project Manager (see first column) along with an explanation (see second column). Please note that to ensure confidentiality, your response is anonymous. The information provided can t be traced 19
20 Response against evaluation criteria for efficiency 1) How would you assess the efficiency of the project? Please check the appropriate answer: Highly satisfactory Satisfactory Moderately satisfactory Moderately unsatisfactory Unsatisfactory Highly unsatisfactory Stakeholders Response: (Indicate whether you accept/ partially accept/ don t accept the assessment provided by the Project Manager) 2) 3) 4) 5) Comments: (Please provide an explanation along with your own assessment) STEP 2 STAKEHOLDERS RESPONSE - RECOMMENDATIONS RELATED TO EFFICIENCY Please use the below Response Table to provide your response to the recommendations produced by the Project Manager. Clearly state in the table whether there is agreement or not with each recommendation produced by the Project Manager (see first column). If the recommendation is partially accepted or not accepted please provide an explanation along with your suggested recommendation (see second column). Please note that to ensure confidentiality, your response is anonymous. The information provided can t be traced Response against recommendation(s) related to efficiency Rec. # Stakeholders Response: (Indicate whether you accept/ partially accept/ don t accept the recommendation provided by the Project Manager) D. PARTNERSHIPS AND COOPERATION Comments: (If the recommendation is partially accepted or not accepted please provide an explanation along with your suggested recommendation) STEP 2 STAKEHOLDERS RESPONSE - ASSESSMENT OF PARTNERSHIPS AND COOPERATION Please use the below Response Table to react to the assessment produced by the Project Manager. Clearly state in the table whether there is agreement or not with each Participatory Self-Evaluation points produced by the Project Manager (see first column) along with an explanation (see second column). Please note that to ensure confidentiality, your response is anonymous. The information provided can t be traced 20
21 Response against evaluation criteria for partnerships and cooperation 1) How would you assess the partnerships and cooperation of the project? Please check the appropriate answer: Highly satisfactory Satisfactory Moderately satisfactory Moderately unsatisfactory Unsatisfactory Highly unsatisfactory Stakeholders Response: (Indicate whether you accept/ partially accept/ don t accept the assessment provided by the Project Manager) 2) 3) 4) 5) 6) Comments: (Please provide an explanation along with your own assessment) STEP 2 STAKEHOLDERS RESPONSE - RECOMMENDATIONS RELATED TO PARTNERSHIPS Please use the below Response Table to provide your response to the recommendations produced by the Project Manager. Clearly state in the table whether there is agreement or not with each recommendation produced by the Project Manager (see first column). If the recommendation is partially accepted or not accepted please provide an explanation along with your suggested recommendation (see second column). Please note that to ensure confidentiality, your response is anonymous. The information provided can t be traced Response against recommendation(s) related to partnerships Rec. # Stakeholders Response: (Indicate whether you accept/ partially accept/ don t accept the recommendation provided by the Project Manager) E. GENDER AND HUMAN RIGHTS Comments: (If the recommendation is partially accepted or not accepted please provide an explanation along with your suggested recommendation) STEP 2 STAKEHOLDERS RESPONSE - ASSESSMENT OF GENDER AND HUMAN RIGHTS Please use the below Response Table to react to the assessment produced by the Project Manager. Clearly state in the table whether there is agreement or not with each Participatory Self-Evaluation points produced by the Project Manager (see first column) along with an explanation (see second column). Please note that to ensure confidentiality, your response is anonymous. The information provided can t be traced Response against evaluation criteria for gender and human rights Stakeholders Response: Comments: (Indicate whether you accept/ partially accept/ don t (Please provide an explanation along with accept the assessment provided by the Project your own assessment) Manager) 1) 21
22 2) STEP 2 STAKEHOLDERS RESPONSE - RECOMMENDATIONS RELATED TO GENDER AND HUMAN RIGHTS Please use the below Response Table to provide your response to the recommendations produced by the Project Manager. Clearly state in the table whether there is agreement or not with each recommendation produced by the Project Manager (see first column). If the recommendation is partially accepted or not accepted please provide an explanation along with your suggested recommendation (see second column). Please note that to ensure confidentiality, your response is anonymous. The information provided can t be traced Response against recommendation(s) related to gender and human rights Rec. # Stakeholders Response: (Indicate whether you accept/ partially accept/ don t accept the recommendation provided by the Project Manager) F. EFFECTIVENESS STEP 2 STAKEHOLDERS RESPONSE - ASSESSMENT OF EFFECTIVENESS Comments: (If the recommendation is partially accepted or not accepted please provide an explanation along with your suggested recommendation) Please use the below Response Table to react to the assessment produced by the Project Manager. Clearly state in the table whether there is agreement or not with each Participatory Self-Evaluation points produced by the Project Manager (see first column) along with an explanation (see second column). Please note that to ensure confidentiality, your response is anonymous. The information provided can t be traced Response against evaluation criteria for effectiveness 1) How would you assess the partnerships and cooperation of the project? Please check the appropriate answer: Highly satisfactory Satisfactory Moderately satisfactory Moderately unsatisfactory Unsatisfactory Highly unsatisfactory Stakeholders Response: (Indicate whether you accept/ partially accept/ don t accept the assessment provided by the Project Manager) 2) 3) 4) Comments: (Please provide an explanation along with your own assessment) STEP 2 STAKEHOLDERS RESPONSE - RECOMMENDATIONS RELATED TO EFFECTIVENESS Please use the below Response Table to provide your response to the recommendations produced by the Project Manager. Clearly state in the table whether there is agreement or not with each recommendation produced by the Project Manager (see first column). If the recommendation is partially accepted or not accepted please provide an explanation along with your suggested recommendation (see second column). 22
23 Please note that to ensure confidentiality, your response is anonymous. The information provided can t be traced Response against recommendation(s) related to effectiveness Rec. # Stakeholders Response: (Indicate whether you accept/ partially accept/ don t accept the recommendation provided by the Project Manager) G. SUSTAINABILITY STEP 2 STAKEHOLDERS RESPONSE - ASSESSMENT OF SUSTAINABILITY Comments: (If the recommendation is partially accepted or not accepted please provide an explanation along with your suggested recommendation) Please use the below Response Table to react to the assessment produced by the Project Manager. Clearly state in the table whether there is agreement or not with each Participatory Self-Evaluation points produced by the Project Manager (see first column) along with an explanation (see second column). Please note that to ensure confidentiality, your response is anonymous. The information provided can t be traced Response against evaluation criteria for sustainability 1) How would you assess the sustainability of the project? Please check the appropriate answer: Highly satisfactory Satisfactory Moderately satisfactory Moderately unsatisfactory Unsatisfactory Highly unsatisfactory Stakeholders Response: (Indicate whether you accept/ partially accept/ don t accept the assessment provided by the Project Manager) 2) 3) Comments: (Please provide an explanation along with your own assessment) STEP 2 STAKEHOLDERS RESPONSE - RECOMMENDATIONS RELATED TO SUSTAINABILITY Please use the below Response Table to provide your response to the recommendations produced by the Project Manager. Clearly state in the table whether there is agreement or not with each recommendation produced by the Project Manager (see first column). If the recommendation is partially accepted or not accepted please provide an explanation along with your suggested recommendation (see second column). Please note that to ensure confidentiality, your response is anonymous. The information provided can t be traced Response against recommendation(s) related to sustainability Rec. # Stakeholders Response: (Indicate whether you accept/ partially accept/ don t accept the recommendation provided by the Comments: (If the recommendation is partially accepted or not accepted please provide 23
24 Project Manager) an explanation along with your suggested recommendation) 5. LESSONS LEARNED STEP 2 STAKEHOLDERS RESPONSE - LESSONS LEARNED Please add any lesson that you believe is of importance. Please note that to ensure confidentiality, your response is anonymous. The information provided can t be traced 24
25 STEP 3 - GUIDELINES The Project Manager should fill in the below template. EXECUTIVE SUMMARY STEP 3 - GUIDELINES FOR EXECUTIVE SUMMARY Synthesize stakeholders responses, without altering them. The executive summary should reflect the common assessment of management and stakeholders against evaluation criteria (design, relevance, efficiency, partnerships and cooperation, gender and human rights, effectiveness and sustainability). Please capture achievements and innovative solutions beyond the logframe. 4. SELF-EVALUATION FOLLOW-UP PLAN A. DESIGN STEP 3 - GUIDELINES FOR SELF-EVALUATION FOLLOW-UP PLAN (SEFP) Using the below Table, please finalize the SEFP by keeping only recommendations accepted or partially accepted by stakeholders. The final SEFP should reflect the common assessment of management and stakeholders against evaluation criteria. The final SEFP has to be transmitted to the IEU. The Project Manager is responsible for following-up on the implementation of the specific actions addressing the recommendations. S/he can use the below table as a reminder to ensure that all partners implement what they have committed to. It is the responsibility of Project Managers to monitor progress of the SEFP and to update it annually (see last column). Recipient Recommendation Specific Action Responsible person Resource implications (Human, Financial, Technology, if any) Timing Start End Status after a year B. RELEVANCE STEP 3 - GUIDELINES FOR SELF-EVALUATION FOLLOW-UP PLAN (SEFP) Using the below Table, please finalize the SEFP by keeping only recommendations accepted or partially accepted by stakeholders. The final SEFP should reflect the common assessment of management and stakeholders against evaluation criteria. The final SEFP has to be transmitted to the IEU. The Project Manager is responsible for following-up on the implementation of the specific actions addressing the recommendations. S/he can use the below table as a reminder to ensure that all partners implement what they have committed to. It is the responsibility of Project Managers to monitor progress of the SEFP and to update it annually (see last column). 25
26 Recipient Recommendation Specific Action Responsible person Resource implications (Human, Financial, Technology, if any) Timing Start End Status after a year C. EFFICIENCY STEP 3 - GUIDELINES FOR SELF-EVALUATION FOLLOW-UP PLAN (SEFP) Using the below Table, please finalize the SEFP by keeping only recommendations accepted or partially accepted by stakeholders. The final SEFP should reflect the common assessment of management and stakeholders against evaluation criteria. The final SEFP has to be transmitted to the IEU. The Project Manager is responsible for following-up on the implementation of the specific actions addressing the recommendations. S/he can use the below table as a reminder to ensure that all partners implement what they have committed to. It is the responsibility of Project Managers to monitor progress of the SEFP and to update it annually (see last column). Recipient Recommendation Specific Action Responsible person Resource implications (Human, Financial, Technology, if any) Timing Start End Status after a year D. PARTNERSHIPS AND COOPERATION STEP 3 - GUIDELINES FOR SELF-EVALUATION FOLLOW-UP PLAN (SEFP) Using the below Table, please finalize the SEFP by keeping only recommendations accepted or partially accepted by stakeholders. The final SEFP should reflect the common assessment of management and stakeholders against evaluation criteria. The final SEFP has to be transmitted to the IEU. The Project Manager is responsible for following-up on the implementation of the specific actions addressing the recommendations. S/he can use the below table as a reminder to ensure that all partners implement what they have committed to. It is the responsibility of Project Managers to monitor progress of the SEFP and to update it annually (see last column). Recipient Recommendation Specific Action Responsible person Resource implications (Human, Financial, Technology, if any) Timing Start End Status after a year E. GENDER AND HUMAN RIGHTS STEP 3 - GUIDELINES FOR SELF-EVALUATION FOLLOW-UP PLAN (SEFP) 26
27 Using the below Table, please finalize the SEFP by keeping only recommendations accepted or partially accepted by stakeholders. The final SEFP should reflect the common assessment of management and stakeholders against evaluation criteria. The final SEFP has to be transmitted to the IEU. The Project Manager is responsible for following-up on the implementation of the specific actions addressing the recommendations. S/he can use the below table as a reminder to ensure that all partners implement what they have committed to. It is the responsibility of Project Managers to monitor progress of the SEFP and to update it annually (see last column). Recipient Recommendation Specific Action Responsible person Resource implications (Human, Financial, Technology, if any) Timing Start End Status after a year F. EFFECTIVENESS STEP 3 - GUIDELINES FOR SELF-EVALUATION FOLLOW-UP PLAN (SEFP) Using the below Table, please finalize the SEFP by keeping only recommendations accepted or partially accepted by stakeholders. The final SEFP should reflect the common assessment of management and stakeholders against evaluation criteria. The final SEFP has to be transmitted to the IEU. The Project Manager is responsible for following-up on the implementation of the specific actions addressing the recommendations. S/he can use the below table as a reminder to ensure that all partners implement what they have committed to. It is the responsibility of Project Managers to monitor progress of the SEFP and to update it annually (see last column). Recipient Recommendation Specific Action Responsible person Resource implications (Human, Financial, Technology, if any) Timing Start End Status after a year G. SUSTAINABILITY STEP 3 - GUIDELINES FOR SELF-EVALUATION FOLLOW-UP PLAN (SEFP) Using the below Table, please finalize the SEFP by keeping only recommendations accepted or partially accepted by stakeholders. The final SEFP should reflect the common assessment of management and stakeholders against evaluation criteria. The final SEFP has to be transmitted to the IEU. The Project Manager is responsible for following-up on the implementation of the specific actions addressing the recommendations. S/he can use the below table as a reminder to ensure that all partners implement what they have committed to. It is the responsibility of Project Managers to monitor progress of the SEFP and to update it annually (see last column). 27
28 Recipient Recommendation Specific Action Responsible person Resource implications (Human, Financial, Technology, if any) Timing Start End Status after a year 28
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