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General Secretariat Organization of American States. Development and Implementation of a Planning, Control and Evaluation System. DPCE presentation to the CAAP November 29, 2006. Mandate: AG/RES. 2257 (XXXVI-O/06). 13. Evaluation and control of results

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General secretariat organization of american states

General SecretariatOrganization of American States

Development and Implementation of a Planning, Control and Evaluation System

DPCE presentation to the CAAP

November 29, 2006


Mandate ag res 2257 xxxvi o 06

Mandate:AG/RES. 2257 (XXXVI-O/06)

13.Evaluation and control of results

a.To instruct the Secretary General to pursue efforts, for the purpose of improving the transparency and efficiency of the General Secretariat’s operations, to establish appropriate planning, control, and evaluation systems that will enable the member states to follow up on budget programming and control.


Department of planning control and evaluation dpce

Department of Planning, Control and Evaluation (DPCE)

Functions:

  • Coordinate the General Secretariat’s planning, control and evaluation processes

  • Develop and manage the necessary instruments to articulate the planning, control and evaluation processes

  • Support budgetary programming and control processes in coordination with the SAF

  • Coordinate the development of managerial information and statistical data for decision-making

  • Technical Secretariat of the Project Evaluation Committee


Definitions

Definitions:

  • Planning = Process of projecting activities, anticipating results, and assigning resources

  • Control = Systematic registry of achieved results and executed resources (needed to determine compliance with planned activities)

  • Evaluation = Process of assessing results according to pre-established parameters and indicators (what did the results accomplish?)


Development and implementation of the system

Development and Implementation of the System

Steps:

  • Development of planning and control instruments

  • Formulation of annual work plans and budget programming

  • Control of operations

  • Evaluation of results


Planning control and evaluation system

Planning, Control and Evaluation System

Strategic Planning

Budgetary Programming and Control

Operational Planning

and Control

Monitoring and Evaluation


System s components cont

System’s Components (cont.)

Strategic Planning:

Defines objective and lines of action, establishes priorities and informs the allocation of resources

Content:

  • Definition of institutional vision and mission

  • Establishment of time frame

  • Identification of strategies and recommended lines of action

  • Definition of objectives and strategic goals

  • Development of programs and management goals

  • Formulation of implementation plans (operational plans and budget programming)

  • Monitoring, evaluation and control system


System s components cont1

System’s Components (cont.)

Operational Planning:

Identification of operational goals for all offices of the General Secretariat, incorporating them in the budget as programmatic goals

Methodology:

  • Development of a product-process table used in the classification and administration of goals

  • Development of a resource table for goal costing

  • Identification and registry of operational goals for all SG’s offices, according to the management goals

  • Allocation of resources to operational goals

  • Formulation of the Annual Operational Plan (POA)

  • Budget programming by operational goal


System s components cont2

System’s Components (cont.)

Operational Control:

Registry of degree of achievement of all GS offices’ operational goals and expected accomplishment at year’s end

Methodology:

  • Registry and justification of achievement of goals in physical and budgetary terms

  • Registry and justification of expected accomplishment by year’s end

  • Allocation of budgetary resources to executed goals


Planning and control instruments

Planning and Control Instruments

Examples


Products processes table

Products-Processes Table

1.External Products


Products processes table1

Products-Processes Table


Products processes sub processes

Products–Processes– Sub-processes


Example of registry of goals

Example of Registry of Goals


Summary of goals poa 2007

Summary of Goals – POA 2007


Example of goal s costing human resources

Example of Goal’s Costing – Human Resources


Example of goal s costing material resources

Example of Goal’s Costing – Material Resources


Example of operational control

Example of Operational Control


Operational control results

Operational Control Results


Operational control results1

Operational Control Results


Operational control results2

Operational Control Results


Operational control results3

Operational Control Results


Results

Results

In compliance with the mandate to enable the member states to follow up on budget programming and control, the planning, control and evaluation system offers the following:

  • Goals identification

  • Expenditures by goal

  • State of execution of goals

  • Impact of changing or dropping goals


Next steps

Next Steps

  • 2006 Operational Plan (ex-post):

    • Under development

    • Operational control available in March 2007

  • 2007 Operational Plan:

    • Developed Feb-Mar 2006

    • First quarterly control April 2007

    • Dashboard available March 2007.

  • 2008 Operational Plan:

    • Underway in support of 2008 budget programming


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