“Reflect”

Project Monitoring & Reporting

Monitoring Monitoring: a review of:

• Progress towards results

• Workplan and budget

• The external environment (relevance and sustainability)

At project level :• For proactive management of projects• For reporting

At portfolio level to:• provide the information for CPF and CWP monitoring• review the portfolio of a particular resource partner or

thematic programme, geographic area, sector, etc• provides input to external reviews, evaluation, audit trail• note lessons learned

Monitoring

• Structures information gathered through reporting for presentation to key stakeholders

• Requires performance assessment/critical reflection

• Demonstrates accountability

• Captures lessons learned

Reporting

Main features of the new monitoring and reporting framework:

• Single framework which positions BH /managers to meet different reporting requirements

• Information is derived from projects and consolidated for corporate needs: CWP, CPF, OR.

• Significant share of the information will be generated by information systems (FPMIS and PIRES)

FAO Projects: Monitoring & Reporting Framework

Tools: The Results Matrix

Results Chain

Indicators If not

achieved explain why

If applicable/ follow up

action to be taken Indicators Baseline

Milestone

End Target (expected

value at project completion)

Achieved

Impact (CPF Outcome) Project Outcome

Output (1)

Output (2)

Output (3)

Scorecard Criteria-Breakdown

Criteria What it means

Relevance Alignment and strategic fit, relevance to needs, comparative advantage, knowledge sharing

Achievement of results Achievement of outputs and outcome (indicator targets, uptake risks and assumptions)

Implementation Workplan and budget (timeliness, at planned cost)

Sustainability Capacity Development, Gender Equality, Environmental Sustainability, HRBA, Technical, Financial Sustainability

Tools: The Scorecard

Scorecard Criteria: By report type

Report Type Scorecard Criteria

SMPR Achievement of Results

Implementation

MTA Sustainability

TR and EPA RelevanceAchievement of ResultsImplementation (not EPA)Sustainability

Scorecard Assessment: At a glanceCriteria Grading

(A-D)What it means

Relevance A The project was highly relevant and well designed

Achievement of results

B Project delivered the outputs and outcome as planned

Implementation B Workplan and budget were implemented on time and at planned cost

Sustainability C There are several issues that have been identified which will inhibit sustainability of the results achieved.

Score Definition

A Performance exceptional, better than planned

B Performance meets targets/on track

C Performance has some problems: corrective action required

D Performance is significantly below targets. Major corrective action required

Scores

PROJECT SCORECARDCriteria Subcriteria Rating per

sub criterionOverall rating

Relevance Relevance to problem to be addressed B B

Relevance to higher level goals B

Achievement of Results Contribution to Impact C B

Achievement of Outcome B

Achievement of outputs B

Implementation Workplan and budget A B

Provision of TSS B

Provision of Operations support C

Management of risk C

Sustainability Capacity Development C C

Environmental Sustainability C

Gender Equality B

HRBA (DW/RtF) C

Technical, financial aspects C

“Reflect”

CPF Review & Reporting

Review Modality

Focus Implications

Annual Review Overall self-assessment of the external environment affecting the progress towards the achievement of CPF results

Identifying immediate corrective actions, including rescheduling, delaying and in exceptional cases cancelling outputs as needed.

Mid Term Assessment

An in-depth joint review of progress towards CPF results

Revisions that may change the scope of the CPF i.e. outcomes, including outputs, indicators and targets.

Final Self Assessment

An evaluation of the relevance, efficiency, effectiveness, impact and sustainability of FAO’s support to the country.

The findings may provide basic information on the assessment of the role and contribution of FAO in the country, guiding the formulation of a new CPF.

CPF Review and Reporting CriteriaScorecard Criteria What it means

Relevance Consistency with country/regional/global priorities. Design quality

Achievement of Results Extent to which results are being/have been achieved.

Sustainability How far results are likely to be sustainable