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Managing for Results
A Sampler of Plan:Net’s Perspective and Experience
July, 2010
For more information go to www.plannet.ca
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Commitments to Results Accountability
• Results Based Management (RBM) evolves as a
means of regulating the flow of public funds under
New Public Management.
• By the mid 90’s, All OECD countries have adopted
results based management approaches as a matter
of policy.
• Canadian Federal and Provincial Ministries,
multilateral organizations and philanthropic
organizations looking for evidence of results
achieved.
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What does this mean in practical terms?
• When making a plan, or reporting on progress, we are challenged like never before to:
• Describe the connection between the work we do and the difference we make
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Example…If you are developing…
• Applied Research on Eco Tourism…You would focus attention on… – the number of men and women participants; – what they are exposed to through their interactions;– what they contribute of their own knowledge and experience; – experiments started, finished, documented and sharedand also…– What participants DO with the knowledge, confidence, contacts
gained– eco-tourism business plans, financing and start ups– employment and revenue– protection of ecosystem – behaviour and attitude shifts within target market
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Three RBM Tools
• Results Logic Model/Framework• Risk Analysis and Management Table• Monitoring and Evaluation Plan
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Important Preparatory Steps
Before beginning a results based plan..
1. Looking Inward
- Mandate- Competencies- Experience
2. Looking Outward- Issues & Opportunities
3. Clarifying Priorities and Planning Perspective/Scale
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Situation Assessment - Stakeholders
Influence
Inte
rest
or
Impo
rtan
ce High Interest/ Importance, High Influence
Low Interest/ Importance, High Influence
Low Interest/ Importance, Low Influence
High Interest/ Importance, Low Influence
Build coalition of support
Spend more time on the other Stakeholders
Consider ways to strengthen or protect interests
Caution - be aware of risks or obstacles
HIGH
LOW
HIG
H
LOW
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Understanding your Working Environment - Stacey Matrix
Complex
Complicated
Complicated
Simple
Close to Certainty Far from Certainty
Far
fro
m A
gre
emen
tC
lose
to
Ag
reem
ent
Technical Aspects
Pol
itica
l Asp
ects
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Where is your project or organization
on the Stacey Matrix? • Implications for planning and
management?
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The Results Logic Model
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Splash and Ripple!Splash and Ripple !
- a metaphor for RBM
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Example: A Hypothetical Project to Support Entrepreneurs
Ultimate Outcomes
Intermediate Outcomes
Immediate Outcomes
Outputs
Activities
Inputs Trainers, Materials, Equipment, Lease/Rent, Travel, Communications….
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Example: A Hypothetical Project to Support Entrepreneurs
Ultimate Outcomes
Intermediate Outcomes
Immediate Outcomes
Outputs
Activities Recruit entrepreneurs
Assess training needs
Deliver training & coaching
Launch learning circles, organize networking events
Inputs Trainers, Materials, Equipment, Lease/Rent, Travel, Communications….
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Example: A Hypothetical Project to Support Entrepreneurs
Ultimate Outcomes
Intermediate Outcomes
Immediate Outcomes
Outputs
Entrepreneurs get in touch/ apply for membership
Members identify critical business, personal and IT gaps
Participants complete training & participate in coaching sessions
Members participate in learning circles and network events
Activities Recruit entrepreneurs
Assess training needs Deliver training &
coaching
Launch learning circles, organize networking events
Inputs Trainers, Materials, Equipment, Lease/Rent, Travel, Communications….
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Example: A Hypothetical Project to Support Entrepreneurs
Ultimate Outcomes
Intermediate Outcomes
Immediate Outcomes
Diverse, expanding pool of entrepreneur members
Member participants apply learned skills and use new contacts in the development of their own businesses
Outputs
Entrepreneurs get in touch/ apply for membership
Members identify critical business, personal and IT gaps
Participants complete training & participate in coaching sessions
Members participate in learning circles and network events
Activities Recruit entrepreneurs
Assess training needs Deliver training &
coaching
Launch learning circles, organize networking events
Inputs Trainers, Materials, Equipment, Lease/Rent, Travel, Communications….
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Example: A Hypothetical Project to Support Entrepreneurs
Ultimate Outcomes
Intermediate Outcomes
Member businesses are webbed in mutually re-enforcing upstream/downstream relationships
Member participants manage viable, employment generating enterprises
Immediate Outcomes
Diverse, expanding pool of entrepreneur members
Member participants apply learned skills and use new business contacts and ideas in the development of their own enterprises
Outputs
Entrepreneurs get in touch/ apply for membership
Members identify critical business, personal and IT gaps
Participants complete training & participate in coaching sessions
Members participate in learning circles and network events
Activities Recruit entrepreneurs
Assess training needs
Deliver training & coaching
Launch learning circles, organize networking events
Inputs Trainers, Materials, Equipment, Lease/Rent, Travel, Communications….
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Example: A Hypothetical Project to Support Entrepreneurs
Ultimate Outcomes
Micro and small enterprises gain prominence as an engine of development in ‘x’ region
Intermediate Outcomes
Member businesses are webbed in mutually re-enforcing upstream/downstream relationships
Member participants manage viable, employment generating enterprises
Immediate Outcomes
Diverse, expanding pool of entrepreneur members
Member participants apply learned skills and use new business contacts and ideas in the development of their own enterprises
Outputs
Entrepreneurs get in touch/ apply for membership
Members identify critical business, personal and IT gaps
Participants complete training & participate in coaching sessions
Members participate in learning circles and network events
Activities Recruit entrepreneurs
Assess training needs Deliver training &
coaching
Launch learning circles, organize networking events
Inputs Trainers, Materials, Equipment, Lease/Rent, Travel, Communications….
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A Progression of Results - Typical Terms
What we Need - Staff Equipment Supplies Office Space Services
Inputs
What we Do - Research Build Train/Mentor Promote Procure Convene
Activities
What we Produce - Networks Courses Trained participants Assessments Publications Infrastructure
Outputs
Capacities Developed - Institutional exchanges/collaborations
Applied knowledge Functioning spaces/infrastructure
System improvements/adaptations New/Improved leadership
Aligned decision-making
Immediate Outcomes
Performance Improved - Institutional behaviour changes
End-user benefits Larger scale policy and programming shifts
Social mobilization
Intermediate Outcomes
Conditions - Social Economic
Civic Cultural Environmental
Ultimate Outcomes
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Logic Model FormatUltimate
Outcomes
How
What we want
Why
Inputs
ImmediateOutcomes
ImmediateOutcomes
ImmediateOutcomes
ImmediateOutcomes
Activities Activities Activities Activities Activities
Outputs Outputs Outputs OutputsOutputs
Intermediate Outcomes
Intermediate Outcomes
Intermediate Outcomes
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Mapping your logic should be a creative process
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Risk Analysis and Management Table
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Enablers and Constraints…• Are forces affecting
any part of your programme or project, both positively and negatively.
Examples of Enablers or Constraints (project/programme level)• Dominant attitudes or behaviours among stakeholders (positive or negative)• Related government policies or programmes (positive or negative)• International agreements or conventions (positive or negative)• Uncertain or cyclical weather conditions
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Risk Analysis MatrixEffect
Significant (3)
Moderate (2)
Minor (1)
Low (1) Medium (2) High (3)
Likelihood
Monitor Risks
Acceptable Risks
Acceptable Risks
Monitor Risks
Monitor Risks
Risk Mitigation Required
Risk Mitigation Required
Risk Mitigation Required
Acceptable Risks
A Hypothetical Project to Support Entrepreneurs
Intermediate Outcome:Member participants manage viable, employment-generating enterprises
1. What could hamper progress?
2. What is the likelihood of a problem?
3. What impact would the problem have on the intermediate outcome?
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A Typical Risk Assessment and Management Table
Description of Risk
Likelihood of Occurrence
(low, medium, high)
Effect on Planned Results(minor,
moderate, significant)
Rank in Importance
(1 = highest)
Owner of the Risk
(who takes responsibility)
Risk Mitigation Strategy
(how to address the trend)
Risk Indicators
(what to look out for)
Ultimate Impact level
Intermediate Outcome level
Immediate Outcome level
Output level
Caution…this is a summary tool - use creative methods to generate the content for this table.
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Monitoring and Evaluation Plan
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What indicators tell us about the wind…
Who has seen the wind?
Neither you nor I.
But where the trees bow down their heads,
The wind is passing by.-The Wind, Christina Rosetti, 1830-1894
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Monitoring and Evaluation - The Distinction
• MonitoringA continuous (or regular) self-assessment of progress -collecting data and comparing current performance with planned activities and results.
• EvaluationIndependent (often external), periodic, strategically focused assessment of a programme/project’s continuing relevance, management, governance, results, coverage, external relationships, sustainability, etc.
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Indicators…• Evidence that the
programme is producing expected results at the output and outcome levels.
• They can be expressed quantitatively and qualitatively.
• Information collected should help managers make wise decisions.
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Quantitative IndicatorsExpressed as a percentage, ratio, proportion, comparison, or number that can be analyzed statisticallyExamples?
– Proportion of members (f,m) who say they have improved their business skills since joining the Entrepreneurship Programme
– Number of new jobs created and lost by programme members in the past year
– Composition of programme (f,m) membership, by area of business activity
– Value of goods sold in the past year– Percentage of members showing:
–Market expansion–Increased product range–Improved sales
….In the past year
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Qualitative IndicatorsExpressed as a change or comparison between at least two states of understanding or experience that can be analyzed for patternsRelies on people’s judgment or perceptionExamples?
– Perceptions of men and women participants of the way in which the Entrepreneurship Programme is guiding members through the current global economic crisis
– Trends in the level and type of coverage of Entrepreneurship Program by local business writers and reporters
– Trends in the calibre of business plan submissions, with reference to: a) innovation, b) strength of case, c) clarity of presentation
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Indicators, Baseline, and Target
Indicator
Baseline
Target
Meaning
The information to be collected
What the indicator would tell you at the beginning
What you want the indicator to tell you at a specific point in the future
Example
Net # of jobs created before FY 2012
1200
2500
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Indicator Selection Checklist
Validity - Does it measure the result? Yes No
Is it cost-effective to collect the information?
Yes No
Does it help understand how the program or project is affecting men and women, and/or specific sub-groups of people differently?
Yes No
Does it provide useful information for management decisions?
Yes No
Does it communicate well to stakeholders (public, policy makers, donors)?
Yes No
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A Typical Performance Measurement FrameworkIndicator Baseline Target Data Source Method Persons
Responsible
Ultimate Impact level
Intermediate Outcome level
Immediate Outcome level
Output level
Caution…this is a summary tool - use creative methods to generate the content for this table.
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Preparing Results Based Progress Reports-An introduction
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From Activities to Results
• In RBM, we are challenged to describe what has changed NOT what was done
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When Reporting on Results…
• Place the people affected, or the product generated by the activity in the centre of your statements, not the person doing the activity
• If you think you are describing an activity, ask the “so what” question
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When Reporting on Results…
Be guided by your results framework• Outputs• Immediate Outcomes • Intermediate Outcomes• Ultimate Outcomes
More specifically, look to your indicators
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Reporting Against Planned Results
Indicators Targets Baseline Actuals VariancePriorities for Next Period
Ultimate Impact level
Intermediate Outcome level
Immediate Outcome level
Output level
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Planning, Monitoring and Evaluation, Reporting
Key functions of Project Cycle Management…
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Project Initiation
Proposal Development
Donor Appraisal
Start Up
Implementation
Monitoring / Evaluation
Phase Out
1.The basis for an introductory conversation with stakeholders
2. The centrepiece of your proposal or plan
3.The basis for workplans and job descriptions
4. A management reference during team meetings
5.A guide for monitoring and reporting on progress & adjusting strategies
6.An aid in designing an evaluation
RBM tools - Logic Model, Evaluation Framework (PMF) and the Risk Management Plan are relevant to all parts of the programme cycle…