Download - Session 3 Standardized Mission Orders
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Session 3
Standardized Mission Orders
Document Version Date: 2014-1-16
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By the end of this session:
• To familiarize participants with the Standardization Project, including standardized mission orders
• To discuss the implications for Mission performance monitoring and other roles
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Session Objectives
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What is the Standardization Project?
• Standardization requested by the field(especially July 2012 Program Officers Conference)
• Problem: – missions develop unique approaches to USAID’s basic
business processes – rotating FSOs recreate approach from last mission– FSNs experience constantly changing processes– inefficient, less time for substantive work
So, let’s standardize core processes, but still allow room for Mission customization!
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• Consultation Results 37 Missions sent in mission orders
40 Missions, Offices, and Bureaus commented
In total, 65 Missions participated in webinars, TDYs, volunteering
M.O. and templates and commenting on draft M.O.s
18 missions volunteered examples to inform standard templates
One team Extensive feedback integrated in MOs prior to finalization:
GC, M/OAA, M/CFO, M/MPBP, BRM, E3/Water, E3/Env, PPL/LER, GH, BFS, LAC, AFR, E&E, F
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Significant Consultation
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The Standardized Mission Orders cover key components of the Program Cycle that should be commonly implemented:
– Strategy/CDCS– Project Design– Budget– Performance Monitoring– Evaluation– Portfolio Review
Six Standardized Mission Orders
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• Time Saving save time/accelerate adoption of Program Cycle reforms
• Efficiency clarity and consistency on procedures as staff change posts
• Cost savings less need for expensive customization Mission by Mission
• Improved information management better and more consistent access to data for decision-making and learning
Key Benefits
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Evolution of Mission Data Management Systems
Disparate Systems
• Each mission keeps data in local files
• Multiple systems within mission
• GIS info mostly with partners
Disparate Systems AIDtracker Lite
• High level GIS reporting
• Map activities at country level
• No performance data
AIDtracker Plus
• Enhanced performance management
• ADS 203 compliant• Program Cycle
institutionalization
Common Information
System (Future?)
• Installed in every Mission
• Fully supported by M/CIO
• Syncs with FACTs Info and other systems
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• Deadline for adopting the six standardized MOs and posting them to ProgramNet: January 31, 2014
• Standardized templates referenced in MOs are available on ProgramNet
• Need to socialize across Mission
Where we are today
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Returning to the Standardized Mission Orders, let’s focus on the following:
– Strategy/CDCS– Project Design– Budget– Performance Monitoring– Evaluation– Portfolio Review
Six Standardized Mission Orders
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• Content – Planning– Data Collection, Oversight, and Quality Assurance– Data Analysis, Utilization, and Learning
• Three interconnected levels of monitoring:– Mission PMP– Project M&E Plan– Activity M&E Plan
• Change in one level “ripples” through others
Performance Monitoring MO: What’s in it?
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• Performance monitoring roles and responsibilities
• MO emphasizes USE of performance data
• Requires geographic disaggregation of data
• Site visits are included as part of the activity oversight process
• Recommended reviews at activity, project, CDCS levels
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Performance Monitoring MO: What’s in it?
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Performance Monitoring: Roles
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• Solicit feedback in developing performance and context indicators
• Share PIRS with partners who are responsible for reporting data to USAID
COLLABORATEinternally and with
partners and external entities
•Integrate new indicators and evaluations when project M&E plans are approved
•Adjust the PMP as learning occurs, context changes, or new learning gaps are identified
UPDATE THE PMPregularly since it is a
living system
• Analyze performance against targets across the Results Framework and Project LogFrame
• Use performance data from the PMP to prepare for portfolio reviews, adapt and learn
USE DATAfor learning and decision-making
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• Operationalizes ADS 203 (informed by the Evaluation Policy)
• Topics Covered: Evaluation Planning, Management and Use
• Roles of Program and Technical offices in managing evaluation
Evaluation MO: What’s In It?
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• Balance learning and accountability
• How much rigor do you need?
• Be open to acting on evaluation findings
• Collaboration between Program and Technical Offices
Evaluation: Roles
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• Timing: – Strategic Portfolio Review (annually or bi-annually)– Other reviews (DO, Project, Activity) discussed in PM MO
• Preparation:– Analyze data– Learn with partners
Portfolio Review MO: What’s In It?
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• Follow up is essential
• Management Action Tracker – required template
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• Ask tough questions about strategy achievement, learning, and seeing opportunities
• Interpret and analyze data, rather than simply track data in large spreadsheets
• Employ skills as sector specialist/ development professional
Portfolio Review: Roles
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Exercise20 minutes in small groups
Review the Performance Monitoring Mission Order and discuss areas of interest
Monitoring Mission Order –Understanding what is new
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How do we effectively build buy-in across the Mission for better performance monitoring?
What approaches have you seen?What has worked well or not well?
Discuss
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…So What’s Next?
Session 4: Developing Effective Indicators