Tracking national portfolios and assessing results
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Tracking national portfolios and assessing results. Sub-Regional Workshop for GEF Focal Points East and Southern Africa 25-27 June 2008, Windhoek, Namibia. Presentation Outline. Monitoring & Evaluation Role of Focal Points in M&E Tracking the Portfolio: Tools & Approaches

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Tracking national portfolios and assessing results

Sub-Regional Workshop for GEF Focal Points

East and Southern Africa

25-27 June 2008, Windhoek, Namibia


Presentation Outline

  • Monitoring & Evaluation

  • Role of Focal Points in M&E

  • Tracking the Portfolio: Tools & Approaches

  • Role of M&E in implementation of the RAF

  • Monitoring: Issues for Discussion


Monitoring & Evaluation


What is Monitoring & Evaluation?

  • Monitoring provides management with a basis for decision making on progress and GEF with information on results. This involves:

    • Ongoing, systematic gathering of qualitative and quantitative information to track progress on project outcomes & outputs

    • Identification of implementation issues and propose actions to solve these

  • Evaluation provides lessons learned and recommendations for future projects, polices and portfolios. This involves:

    • Periodic assessment of results (i.e. outputs, outcomes and impact) according to the criteria of relevance, effectiveness, efficiency and sustainability


Relevance of Monitoring & Evaluation for Focal Points:

→Monitoring:

  • Project Implementation Review (for each project annually)

  • Portfolio Monitoring (country specific)

    →Evaluation:

  • Mid-Term Evaluation of projects (in some cases)

  • Terminal Evaluations – of all projects

  • Portfolio Evaluations by country (e.g. Vietnam, China)


Role of Focal Points in M&E


Role of GEF Focal Point in M&E…

Role depends on country specific circumstances →

- Country capacity

Institutional setting

Portfolio scope and size (number of projects)

What are some of the potential roles and responsibilities in M&E?

Keeping track of GEF support at the national level

Promoting use of evaluation recommendations and lessons learned, particularly in new project proposals

Supporting and ensuring dissemination of GEF M&E information

Keeping stakeholders informed and consulted in plans, implementation and results of country GEF M&E activities

Assisting the Evaluation Office, as the first point of entry into a country, during evaluations: identifying major relevant stakeholders, coordinating meetings, assisting with agendas –coordinating country responses to these evaluations

Other examples?


Key Message 1:

It is very important for Focal Points to participate in and be informed of Monitoring and Evaluation in their countries.


Key Message 2:

There is no prescribed role for the Focal Points in Monitoring and Evaluation – it depends in the institutional setting, capacity and portfolio scope, size.


Tracking the Portfolio: Tools & Approaches


Tracking the Portfolio: Tools and Approaches

M&E of the portfolio:

Creating a simple tracking system for GEF projects (see next slide).

Including the GEF Support in national tracking system of international grants/loans.

Reporting GEF achievements against national development goals and objectives (MDGs? Reporting to Conventions?)

Establishing a close collaboration with GEF Agencies M&E officer and projects managers.

Exchanging experiences and information in workshops – both sub-regional and national.

Supporting annual workshops to discuss project implementation, experiences and lessons and results with key GEF players in the country.


Tracking the Portfolio - an example

Portfolio Tracking System –

  • Project level data:

    • Basic Data – such as:

      • Project Data (name, agency, focal area etc.)

      • Financial information: GEF grant and cofinancing

      • Project cycle dates (entry into pipeline, approval, start up)

      • Basic data can be found in the PMIS)

    • Substantive Data – such as:

      • Objective(s), Expected Outcome(s),

      • Ratings: implementation progress and likelihood of achieving objectives,

      • Once completed: actual achievements and lessons learned, Project documents

  • This information feeds into the progress of overall environmental achievements at higher levels, namely - the national targets, the MDGs and the GEF strategic targets. Keep it simple and only collect and record information that will be used!


Tracking the portfolio: Why is it useful?

  • Tokeep track of environmental achievements towards national targets, the MDGs and the GEF strategic targets and mandate

  • To improve coordination and policies / institutions:

    • For national coordination of the GEF portfolio: between ministries, implementing and executing agencies, civil society etcetera

    • To feed into national decision making on GEF support (strategy, priorities)

    • For harmonization purposes: preventing overlap between donors, agencies, government policies and so on

  • To improve project implementation:

    • To provide an overall overview of the GEF portfolio currently under implementation in the country

    • To be informed of implementation progress and help resolve implementation issues of projects (start, end, major events, delays)

    • To be able to address common problems – reoccurring in the portfolio

    • To integrate lessons learned, disseminate valuable experience and give recommendations in future work/ project proposals


Where to find information to track the portfolio?

  • Project Implementation Reports produced annually by the projects and GEF Agencies (self assessments)

  • Supervision reports from GEF Agencies

  • PMIS (project management information system)


Role of M&E in implementation of the RAF


Role of M&E in implementation of the RAF

→ M&E is linked to improving results and performance

- which is linked to countries RAF allocations..

  • To improve Global Environmental Benefits (GEB)

    • of projects

    • at country level → RAF GBI

  • To improve environmental policies and institutions

    • through projects

    • at country level → RAF GPI


  • Tracking the portfolio: Why is it useful? (2)

    (continued)

    • To improve project results

      • increase global environmental benefits

      • ratings of projects in terminal evaluations → RAF GPI

  • To improve project implementation

    • increase likelihood of project results

    • Ratings in project implementation reports → RAF GPI


  • Key Message 3:

    Monitoring & Evaluation is linked to improving results and performance - which is linked to countries RAF allocations…


    Monitoring: Issues for Discussion


    Monitoring: Issues for discussion

    • How are the partners working together in monitoring? (Focal Point, Agency, project staff, technical ministry or department, beneficiaries…)

      • Who does what? How is information circulating? How can the Focal Point support the GEF portfolio in national management and decision-making?

    • Further development of tools for tracking portfolios.

      • How are available tools used?

      • What type of information is required? How will the information be used?

      • Who should be involved in national knowledge sharing forum? And how?


    Available information sources:

    • Project evaluations: mid-term and final (independent) from GEF Agencies

    • National development goals tracking systems

    • Knowledge exchange during workshops(national coordination committees, with other focal points, annual workshops with implementing / executing agencies, other actors in the field – NGOs, CBOs etc)

    • Information from established focal area task forces, networks, environmental assessments and other relevant activities.

    • Evaluations conducted by GEF-EO and independent evaluation offices of GEF Agencies


    More information….

    • GEF corporate evaluations and lessons learned: www.gefeo.org, under Publication or Ongoing Evaluations

    • The GEF M&E Policy: www.gefeo.org, under Policies and Procedures

    • Project evaluations (161 terminal evaluations): www.thegef.org, under Project Database, for search click on Evaluation Documents

    • Email contact: gefevaluation@theGEF.org


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