April 2018A&A Lab for EiCC

Adaptive Management and Mechanismsin the context of

Shock Responsive Programming

Purpose

• Provide an overview of Shock Responsive Programming• Identify various mechanisms that can respond to likely or

emergent shocks and stressors• Discuss the concept of Adaptive Management• Explain how Adaptive Management differs from “Crisis

Modifiers”

• Definition

– external short-term deviations from long-term trends, deviations that have substantial negative effects on people’s current state of well being, level of assets, livelihoods, or safety, or their ability to withstand future shocks

“Shocks”

• Education

– Significant increase in youth in the educational system

• Impacts–overcrowding, resources (budget, teachers), community impacts incl. families

Shock Example

• Shock Responsive Approach

– Mitigate,AdaptTo,andRecoverfromshocksthroughFlexible,AgileandQuickResponseMechanisms

• Resilience– theabilityofpeople,households,communities,countriesandsystemstomitigate,adaptto,andrecoverfromshocksandstressesinamannerthatreduceschronicvulnerabilityandfacilitateseconomicgrowth

• ShockResponsiveness– theabilitytoemployafullrangeofdevelopmentandhumanitarianassets inanticipationofashocktomitigateitsimpactandspeedrecoveryonceconditionssubside.

Shock Responsive Programming Terminology

• Shock Response

– respond to shocks through existing development programs that were not designed with shock responsiveness in mind

– Allows for a broader set of strategies and tools

– Begins in the project design phase and during implementation

– Allows for quick pivots in the midst of a shock and non-emergency situations

• Crisis Modifiers

– an approach/agreement to support early responses to drought between Missions and OFDA

– Provide emergency funds in shock prone environments

– Limited in scope and funding

– Typically used in emergency situations

Shock Response vs. Crisis Modifiers

Shock Response Approach Goal

The aim is to enable a seamless and integrated response from all stakeholders and funding streams where the scale and depth of the shock demand a

coordinated action at scale.

Adaptive Management

Multidisciplinary Design Team led by the Activity Planner

Contracting/Agreement Officer

Project Manager

Subject Matter Experts General

Counsel/Regional Legal Officer

Financial Officer

• ADS 201 Definition

– an intentional approach to making decisions and adjustments in response to new information and changes in context

Adaptive Management (AM)

ADS 201 Program Cycle Operational Policy

Emphasizes “adaptive management” as one of the key principles of USAID’s Program Cycle.

An intentional approach to making decisions and adjustments in response to new information and

changes in context (ADS 201.3.1.2)

Why invest in Adaptive Management?

1. Project strategies and plans are static documents2. Lack of guidance on appropriate procurement

mechanism to facilitate project success3. Learning and evidence are not used in a timely

manner and thus less effective on ongoing implementation

4. Continue performance monitoring for accountability purposes AND for learning and adaptation to make better use of data, improve impact and increase adaptability

Getting Started

Design and Implementation Approaches, Tools and Options:1. Identify existing mechanisms2. Check the language in the award3. Review Changes Clauses4. Modification or new activity needed5. Begin to incorporate adaptability/flexibility in new awards6. Flexibility may be applied at the project/component/task level

Adaptive Mechanisms & Approaches

Existing Acquisition or Assistance Mechanisms

Response Time: Could be triggered as needed

Appropriate: For any quick response situation

Options:Flexible Budget – Allow for authorized transfer between line items

Flexible Work Plans – Allow for work plan adjustments

Example: Fungible budget language modified to award

Sample language: Flexible Budget Section

“Each item is fungible and the Contracting Officer is giving authorization for transfer between line items without a formal modification. [NAME OF CONTRACTOR] will inform the COR when such a transfer occurs during the course of a tasking/assignment.”

Sample language: Work Plan Section“The work plan serves several purposes, including a guide to program implementation; a demonstration of links between activities, strategic direction, outcomes and intended results; and a basis for budget estimates. The work plans should be organized to clearly link activities to the objectives and outcomes in the Program Description. The Recipient shall ensure a collaborative process in work plan development consulting [LEAD PARTNER NAME] partners, USAID, and other relevant stakeholders in preparing the annual work plan to ensure complementarity and share ownership.

Acquisition or Assistance

Response Time: Could be triggered as needed and/or incorporated into the design

Appropriate: For any quick response situation

Options: *Phased Implementation

Example: *Rice and Diversified Crops Activity (USAID/Bangladesh)

Acquisition

Response Time: Can prepare and incorporate at design

Appropriate: For recurrent emergencies (i.e., droughts, etc.)

Options:Recurrent Response – Fixed Price

Example: USAID/Uganda Community Connector

Acquisition

Response Time: Can be triggered in the moment or as needed and/or incorporated into your design

Appropriate: For any emergency or urgent quick response situation

Options:Verbal Request for Services Needed

Example: Oral RFPs

Case Study: USAID/Honduras Reading ActivityGetting Started

Design and Implementation Approaches, Tools and Options:1. Identify existing mechanisms2. Check the language in the award3. Review Changes Clauses4. Modification or new activity needed5. Begin to incorporate adaptability/flexibility in new awards6. Flexibility may be applied at the project/component/task level

Now You Try It!1. Review Case Study at your table2. Remember the “Getting Started” instructions and start off with a brief summary3. Identify up to 3 items within your contract that either demonstrates a shock responsive programming adaptive technique or could be a section that could use some adaptive techniques4. Provide 2-3 recommendations on how to incorporate shock responsive programming with adaptive techniques or if already incorporated, how to better leverage them

Takeaways

1. Remember to stay within scope2. Be Creative & Allow for Flexibility3. Ask, Ask, Ask!

Contacts

Bureau for Food Security Center for Resilience• Andre Mershon, amershon@usaid.gov

Resilience Advisor/Country Support

A&A Lab aalab@usaid.gov• Stephanie Fugate, sfugate@usaid.gov

Branch Chief, Supervisory Contracting Officer/A&A Lab Coordinator (M/OAA/SIDP)