Outcome Two Evaluation :Samoa Parliamentary Support Project (SPSP) & Vaitele Urban Governance

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Evaluation Plan:
2013-2017, Samoa
Evaluation Type:
Mid Term Project
Planned End Date:
12/2013
Completion Date:
12/2013
Status:
Completed
Management Response:
Yes
Evaluation Budget(US $):
20,000

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Title Outcome Two Evaluation :Samoa Parliamentary Support Project (SPSP) & Vaitele Urban Governance
Atlas Project Number: 00065357
Evaluation Plan: 2013-2017, Samoa
Evaluation Type: Mid Term Project
Status: Completed
Completion Date: 12/2013
Planned End Date: 12/2013
Management Response: Yes
Focus Area:
  • 1. Others
Corporate Outcome and Output (UNDP Strategic Plan 2018-2021)
  • 1. Output 2.1. Parliaments, constitution making bodies and electoral institutions enabled to perform core functions for improved accountability, participation and representation, including for peaceful transitions
Evaluation Budget(US $): 20,000
Source of Funding:
Joint Programme: No
Joint Evaluation: Yes
Evaluation Team members:
Name Title Nationality
Alifereti Bulivou Mr
GEF Evaluation: No
Key Stakeholders: GoS, AusAid, OCLA
Countries: SAMOA
Comments: The projects are still under implementation. Hence,in August 2014 management response against the recommendations made by Mid-Term Evaluation will be uploaded as first part; and the remaining will be done when the projects are completed and final evaluation is done.
Lessons
Findings
Recommendations
1 Review execution procedures to reach a consensus on defining respective roles between UNDP & OCLA. Such procedures should follow international standards & be clearly defined & agreed upon. This would benefit both UNDP & the Samoa Parliament. Training should be organized to raise awareness among stakeholders.
2 Review OCLA issued recruitment contracts so that major discrepancies, such as the absence of reporting modalities in the Project Manager contract, are resolved.
3 Split the current responsibilities of the Project Board into two, where the High-Level Board would provide political representation for the project & a newly established Working Committee would oversee the overall operational coordination of the project.
4 Provide the Project Manager with training on parliamentary procedure and UNDP rules and procedures, as well as reporting mechanisms, so that he can effectively implement his duties toward the project and UNDP.
5 Ensure that all stakeholders are once again aware of the ins and outs of the project, including the new procedures developed.
6 Make sure that the project document is signed by all stakeholders to avoid future problems. This resolution should not be problematic considering that the project has been ongoing for almost two years.
7 Frame clearly the responsibilities of UNDP & OCLA within the project for activities within and beyond Parliament to be undertaken in parallel. A UNV or a secondee through PPP could be recruited to manage the óutside? part of the project so that no ambiguity between both sides of the project can be alleged.
8 Review budget allocation & increase activities targeting staff members to ensure that the Secretariat is able to provide sound advice & timely services to Members & create an institutional memory which would reinforce the sustainability of the project outcomes.
9 Ensure that direct execution modalities are in use when the project is working with targets external to Parliament. Management procedures should be reviewed accordingly
10 Focus on assistance to the Secretariat & review budget allocation accordingly.
11 Organize sensitivity briefings on Pacific Island culture for new coming experts to avoid cultural misunderstandings.
12 Develop the sharing of experiences within the Pacific Islands Parliaments & increase efforts to recruit Pacific Parliamentary experts.
13 Ensure an inclusive implementation of the project without focusing too much on any one group.
14 Establish basic procedures & guides as a matter of urgency as these will ensure real sustainability of the project.
15

Focus on consolidating the activities already carried out to ensure their effective uptake by members & staff of the Parliament, effectively guaranteeing sustainability.

16 Reaffirm current partnerships & establish new ones with other institutions involved in supporting parliamentary strengthening, both for the remainder period of execution of the programme, & in preparation for the design of a follow-up phase.
17 Ensure that the cross-cutting nature of Parliamentary work & its links to other areas of democratic governance is taken into account.
18 Highlight links between the work of Parliament & other UNDP programmes in many related fields including elections, building political parties, decentralization and human rights.
1. Recommendation: Review execution procedures to reach a consensus on defining respective roles between UNDP & OCLA. Such procedures should follow international standards & be clearly defined & agreed upon. This would benefit both UNDP & the Samoa Parliament. Training should be organized to raise awareness among stakeholders.
Management Response: [Added: 2015/01/13]

The direct execution modality (DIM) has been clearly adopted for the project and training provided to OCLA staff about DIM procedures and cash advances using the FACE Form, etc.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Training by Tinauli & Trevor provided in 2013 and 2014
[Added: 2015/01/13] [Last Updated: 2018/08/23]
Trevor & Mohammad S. Tinauli 2015/01 Completed Training was well received & repeated training. History
2. Recommendation: Review OCLA issued recruitment contracts so that major discrepancies, such as the absence of reporting modalities in the Project Manager contract, are resolved.
Management Response: [Added: 2015/01/13]

The duties for managing the project have already been incorporated into the job description of the OCLA funded position of Manager ? Institutional Strengthening/Sector Coordination Division to save costs.

Key Actions:

3. Recommendation: Split the current responsibilities of the Project Board into two, where the High-Level Board would provide political representation for the project & a newly established Working Committee would oversee the overall operational coordination of the project.
Management Response: [Added: 2015/01/13]

This was discussed by the PB which elected not to accept this recommendation as they felt that it was part of ownership to be involved in every aspect of project implementation as they had been to date.

Key Actions:

4. Recommendation: Provide the Project Manager with training on parliamentary procedure and UNDP rules and procedures, as well as reporting mechanisms, so that he can effectively implement his duties toward the project and UNDP.
Management Response: [Added: 2015/01/13]

Project Manager duly received training by UNDP (Tinauli) on UNDP rules & regs & reporting procedures & provided guidance by UNDP programme managers

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Provide the Project Manager with training on parliamentary procedure and UNDP rules and procedures, as well as reporting mechanisms, so that he can effectively implement his duties toward the project and UNDP.
[Added: 2015/01/13] [Last Updated: 2018/11/05]
OCLA/UNDP 2015/01 Completed The Project Manager, Bismarck Crawley resigned before mid-2014 and by decision of the Board, the position was relegated to Ms. Valasi Iosefa, OCLA HR Manager. Ms Iosefa was provided training on UNDP rules & regs & FACE Form procedures and asset management. History
5. Recommendation: Ensure that all stakeholders are once again aware of the ins and outs of the project, including the new procedures developed.
Management Response: [Added: 2015/01/13]

The Board members and DFAT are kept well informed of what is happening in the project.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Ensure that all stakeholders are once again aware of the ins and outs of the project, including the new procedures developed.
[Added: 2015/01/13] [Last Updated: 2018/11/05]
Project Manager & Board 2015/01 Completed History
6. Recommendation: Make sure that the project document is signed by all stakeholders to avoid future problems. This resolution should not be problematic considering that the project has been ongoing for almost two years.
Management Response: [Added: 2015/01/13]

A project revision of the Cover Page of the SPSP project document shows more signature lines for the Speaker and the Ministry of Finance

Key Actions:

Key Action Responsible DueDate Status Comments Documents
The Amended Project Document, to incorporate the proposed Increasing the Political Participation of Women in Samoa (IPPWS) is under consideration. If the IPPWS is not to be included as part of SPSP, then an amended cover page will be circulated for the signatures of the Government and Speaker.
[Added: 2015/01/13] [Last Updated: 2017/12/20]
UNDP 2013/01 Completed The amendment has been completed. History
7. Recommendation: Frame clearly the responsibilities of UNDP & OCLA within the project for activities within and beyond Parliament to be undertaken in parallel. A UNV or a secondee through PPP could be recruited to manage the óutside? part of the project so that no ambiguity between both sides of the project can be alleged.
Management Response: [Added: 2015/01/13]

The LOA signed in 2014 clearly outlined the activities to be undertaken by OCLA.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Frame clearly the responsibilities of UNDP & OCLA within the project for activities within and beyond Parliament to be undertaken in parallel. A UNV or a secondee through PPP could be recruited to manage the óutside? part of the project so that no ambiguity between both sides of the project can be alleged.
[Added: 2015/01/13] [Last Updated: 2018/11/05]
UNDP/OCLA 2015/01 Completed An amended LOA for 2015 will outline the activities to be undertaken by OCLA. History
8. Recommendation: Review budget allocation & increase activities targeting staff members to ensure that the Secretariat is able to provide sound advice & timely services to Members & create an institutional memory which would reinforce the sustainability of the project outcomes.
Management Response: [Added: 2015/01/13]

SPSP AWP budget expended on training and attachments for staff under Outcome 4 of project.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
AWP sets out target and budgetary allocations for specific trainings during the year for staff.
[Added: 2015/01/13] [Last Updated: 2018/11/05]
OCLA, PPP & UNDP 2015/01 Completed Budgetary allocations made for increased number of Staff Off-site workshops, from 1 to 3 during lifetime of project; training of staff through the seminar series & study tours & attachments in Federal Parliaments in Canberra & Tasmania held for key staff; Clerk & Speaker special attachments; hosting of Pacific Clerks meeting in Apia in July 2014 held; staff participating in the Parliamentary Law and Procedures Training Course by University of Tasmania. History
9. Recommendation: Ensure that direct execution modalities are in use when the project is working with targets external to Parliament. Management procedures should be reviewed accordingly
Management Response: [Added: 2015/01/13]

Under DIM, UNDP manages targets external to Parliament & not part of LOA with OCLA e.g. LOA with PPP, Progress & Financial Reporting to DFAT, M&E, etc

Key Actions:

Key Action Responsible DueDate Status Comments Documents
-Preparation of annual progress reports to DFAT on performance of SPSP. -Annually revise LOAs with OCLA & PPP; monitor performance & provide backup. -Resource mobilization (e.g. follow-up with Govt of India, etc.).
[Added: 2015/01/13]
UNDP 2014/03 Completed ongoing
10. Recommendation: Focus on assistance to the Secretariat & review budget allocation accordingly.
Management Response: [Added: 2015/01/13]

The PB has been supportive of any assistance required by the Secretariat and budget allocations have been reviewed accordingly from time to time. OCLA to input

Key Actions:

11. Recommendation: Organize sensitivity briefings on Pacific Island culture for new coming experts to avoid cultural misunderstandings.
Management Response: [Added: 2015/01/13]

To be done on a needs basis

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Prepare a briefing kit fir new expats which includes code of conduct & Samoan culture.
[Added: 2015/01/13] [Last Updated: 2018/11/05]
OCLA/UNDP 2015/01 Completed History
12. Recommendation: Develop the sharing of experiences within the Pacific Islands Parliaments & increase efforts to recruit Pacific Parliamentary experts.
Management Response: [Added: 2015/01/13]

Regional Parliamentary meetings, conferences, seminars, etc., organized to disseminate information about the successful SPSP; quarterly contributions and news to the UNDP global Parliamentary Newsletter and other UN/UNDP global parliamentary websites.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Periodical writings; sponsorship of Members & staff to attend key regional & global parliamentary events.
[Added: 2015/01/13] [Last Updated: 2018/11/05]
UNDP (Pacific Centre & MCO) regional Pacific Parliamentary projects. 2015/01 Completed UNDP organized a Pacific Inter Parliamentary Partnership Meeting in Sydney on 14 March 2014 where SPSP experiences were shared and also learning took place from other PIC Parliaments. Attended by Anthony Wood, DRR Ongoing. History
13. Recommendation: Ensure an inclusive implementation of the project without focusing too much on any one group.
Management Response: [Added: 2015/01/13]

Outcome 3: Public Outreach targets schools (boys & girls equally) - govt & mission schools from primary to secondary levels. In the communities the programme targets marginalized groups such as women & youth.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Planning for Outreach programme is inclusive.
[Added: 2015/01/13] [Last Updated: 2018/11/05]
OCLA & UNDP 2015/01 Completed Done History
14. Recommendation: Establish basic procedures & guides as a matter of urgency as these will ensure real sustainability of the project.
Management Response: [Added: 2015/01/13]

Corporate Plan implemented and reviewed to ensure ongoing relevance and effectiveness

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Establish basic procedures & guides as a matter of urgency as these will ensure real sustainability of the project.
[Added: 2015/01/13] [Last Updated: 2018/11/05]
OCLA & UNDP 2015/01 Completed done History
15. Recommendation:

Focus on consolidating the activities already carried out to ensure their effective uptake by members & staff of the Parliament, effectively guaranteeing sustainability.

Management Response: [Added: 2015/01/13] [Last Updated: 2018/11/05]

Corporate Plan implemented and reviewed to ensure ongoing relevance and effectiveness.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Focus on consolidating the activities already carried out to ensure their effective uptake by members & staff of the Parliament, effectively guaranteeing sustainability.
[Added: 2015/01/13] [Last Updated: 2018/11/05]
OCLA & UNDP 2015/01 Completed Done History
16. Recommendation: Reaffirm current partnerships & establish new ones with other institutions involved in supporting parliamentary strengthening, both for the remainder period of execution of the programme, & in preparation for the design of a follow-up phase.
Management Response: [Added: 2015/01/13]

Part of resource mobilization.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Reaffirm current partnerships & establish new ones with other institutions involved in supporting parliamentary strengthening, both for the remainder period of execution of the programme, & in preparation for the design of a follow-up phase.
[Added: 2015/01/13] [Last Updated: 2018/11/05]
UNDP 2015/01 Completed History
17. Recommendation: Ensure that the cross-cutting nature of Parliamentary work & its links to other areas of democratic governance is taken into account.
Management Response: [Added: 2015/01/13]

Efforts vamped up to increase Members awareness of issues related to gender equality; democratic governance; human rights; climate change; etc.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Organize seminars for Members on these topics
[Added: 2015/01/13] [Last Updated: 2018/11/05]
UNDP 2015/01 Completed Climate Change briefing for MPs did not eventuate in 2013 as planned. 2 day seminar for Members on anti-corruption (Pacific Centre) held. History
18. Recommendation: Highlight links between the work of Parliament & other UNDP programmes in many related fields including elections, building political parties, decentralization and human rights.
Management Response: [Added: 2015/01/13]

Efforts vamped up to increase Members awareness of issues related to gender equality; democratic governance; human rights; climate change; etc.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Organize seminars for Members on these topics.
[Added: 2015/01/13] [Last Updated: 2018/11/05]
UNDP & OCLA 2015/01 Completed UNDP funded Break Through Initiative (BTI) group working on women in politics facilitated Women?s Forum in Savaii in Dec.2014. History

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