Local Governance Community Development Programme Phase II

Report Cover Image
Evaluation Plan:
2016-2017, UNV
Evaluation Type:
Project
Planned End Date:
02/2017
Completion Date:
01/2017
Status:
Completed
Management Response:
Yes
Evaluation Budget(US $):
5,000

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Title Local Governance Community Development Programme Phase II
Atlas Project Number:
Evaluation Plan: 2016-2017, UNV
Evaluation Type: Project
Status: Completed
Completion Date: 01/2017
Planned End Date: 02/2017
Management Response: Yes
Corporate Outcome and Output (UNDP Strategic Plan 2014-2017)
Evaluation Budget(US $): 5,000
Source of Funding:
Joint Programme: Yes
Mandatory Evaluation: No
Joint Evaluation: No
Evaluation Team members:
Name Title Email Nationality
GEF Evaluation: No
Key Stakeholders:
Countries: GLOBAL
Lessons
Findings
Recommendations
1

Project design / planning: Logical framework approach (LFA) must be adopted to plan the support component. It needs to be framed in reference to LGCDP II framework defining specific indicators and activities under each outcomes and outputs. Further proper target / achievement plan needs to be developed in a phased manner for each level (PCU, RCU) and as a whole.

2

Monitoring / Evaluation: Similarly, ICT support M & E framework or matrix needs to be developed in reference to LFA. This must be followed by M /E plan with tool at each level (PCU, RCU).  M/E visit plan must be regularly reviewed both if possible adjustment must be made along with PCU, RCU visit. ICT indicator needs to be included in central monitoring system (MCPM) in order to make LB staffs responsible and accountable.

3

Reporting: Reporting activities and indicators needs to be reviewed according to each LFA based outcome and outputs. Similarly, system of progress reporting to local bodies must be initiated (at least on a quarterly basis).

4

Risk analysis / management: Risk must be identified prior or at least on the periodic basis. Proper management plan must be worked out through discussion. All high level to medium / low level risk must be prioritized and necessary strategic action plan must be developed.

5

Communication & coordination:  At central level (from MoFALD), a focal person in a coordination role must be allocated. This must then be regularised through coordination meeting and decision making in case of concerns / issues.

6

Review, Analysis & Sharing: Practice of review and reflections of ICT components needs to be regularised in order to identify progress and challenges. Similarly, the progress and challenges needs to be analysed and shared using models such as spider web model to track the performance. This can be practised both at PCU, RCU or at LB level.

7

Budgeting & Planning: Practice of early review and planning meeting prior to council meeting must be initiated. The meeting must include local body staffs and focal person.

8

Guideline / Strategy: Proper implementation guideline needs to be developed for smooth and uniform operation of ICT activities. Similarly, strategic document is needed to operationalize the ICT component in longer run.

9

District focal points and chief executives of both municipality and DDC have major influence in implementing the ICT and related components beyond basics. Therefore, this must be management priority to move things forward in most of the districts.

10

Volunteerism: The practice of appreciation and recognition must be initiated from UNV to motivate volunteers. The volunteer promotion activities need to be mandatory activity with adequate resource allocation from the centre.

1. Recommendation:

Project design / planning: Logical framework approach (LFA) must be adopted to plan the support component. It needs to be framed in reference to LGCDP II framework defining specific indicators and activities under each outcomes and outputs. Further proper target / achievement plan needs to be developed in a phased manner for each level (PCU, RCU) and as a whole.

Management Response: [Added: 2017/02/10]

The LGCDP II project will end in July 2017.  A transition period will begin in July 2017. During this transition phase, lessons learned from LGCDP II will be collected for consideration in a new project.  The new project is expected to begin in 2018 and be based on specific identified good practices and lessons learned from LGCDP II. UNV will contribute to this process and ensure the findings, conclusions and recommendations from this evaluation are considered. However, it should be noted that UNV has not been confirmed as a partner in the new project.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
UNV will liaise with key stakeholders to negotiate UNV integration into the new project.
[Added: 2017/02/10] [Last Updated: 2018/08/29]
Development Programming Section (DPS) 2017/12 Completed Based on the success of contribution of UNV in LGCDP, UNV is a part of Transition to Sub- National Governance Program (T-SNGP), with vital activities in ICT area.
Communicate and share findings, recommendations and lessons learned from UNV evaluation as applicable; i.e. knowledge products developed and shared at corporate level for UNV good practice programming -including Regional Offices (ROs)
[Added: 2017/02/10] [Last Updated: 2018/08/29]
Development Programming Section (DPS), Programme Support Section (PCS) and Results Management Support Section (RMSS) 2017/12 Completed Based on the success of contribution of UNV in LGCDP, UNV is a part of Transition to Sub- National Governance Program (T-SNGP), with vital activities in ICT area.
DPS/FU will liaise with UNV HQ to ensure compliance with programme and project requirements.
[Added: 2017/02/10] [Last Updated: 2018/08/29]
Development Programming Section (DPS), Results Management Support Section (RMSS) and Programme Coordination Section (PCS) 2017/12 Completed Based on the success of contribution of UNV in LGCDP, UNV is a part of Transition to Sub- National Governance Program (T-SNGP), with vital activities in ICT area.
DPS/FU will liaise with UNV HQ to ensure compliance with programme and project requirements.
[Added: 2017/02/10] [Last Updated: 2018/08/29]
Development Programming Section (DPS), Results Management Support Section (RMSS) and Programme Coordination Section (PCS) 2017/12 Completed Based on the success of contribution of UNV in LGCDP, UNV is a part of Transition to Sub- National Governance Program (T-SNGP), with vital activities in ICT area.
2. Recommendation:

Monitoring / Evaluation: Similarly, ICT support M & E framework or matrix needs to be developed in reference to LFA. This must be followed by M /E plan with tool at each level (PCU, RCU).  M/E visit plan must be regularly reviewed both if possible adjustment must be made along with PCU, RCU visit. ICT indicator needs to be included in central monitoring system (MCPM) in order to make LB staffs responsible and accountable.

Management Response: [Added: 2017/02/10]

The new UNV project document includes an M & E framework. This was not previously part of the project document and was not consistently included in finalized projects. However, it should also be noted that this evaluation covered only the UNV component of the LGCDP II project.  LGCDP does have a M&E reporting for overall program activities, which recently started including ICT activities being performed by ICT Volunteers and UN Volunteers.  UNV has its own reporting formats to be reported on regular basis. UNV doesn’t have specific M&E for its support to LGCDP, however regular monitoring and reporting are done at regional and local level.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
DPS/FU will ensure that the UNV component of any new project resulting from the transition period will be in compliance with new project documents and project requirements.
[Added: 2017/02/10] [Last Updated: 2018/08/29]
Development Programming Section (DPS), Results Management Support Section (RMSS) and Programme Coordination Section (PCS) 2017/12 No Longer Applicable [Justification: No LGCDP program is to be implemented by UNV.]
DPS and Nepal Field Unit will advocate for UNV inclusion to a larger extent in M & E framework within any new programme document resulting from the transition period
[Added: 2017/02/10] [Last Updated: 2018/08/29]
Development Programming Section (DPS), Result Management Support Section (RMSS) and Programme Coordination Section (PCS) 2017/12 No Longer Applicable [Justification: No LGCDP program is to be implemented by UNV.]
3. Recommendation:

Reporting: Reporting activities and indicators needs to be reviewed according to each LFA based outcome and outputs. Similarly, system of progress reporting to local bodies must be initiated (at least on a quarterly basis).

Management Response: [Added: 2017/02/10]

UNV activities were one component of the overall project. Progress related to UNV activities was captured by UNV in a variety of ways.  UNV conducted its own monitoring and reporting process and provided this information for the larger programme.

In addition, the Programme Progress Support Framework also captures UNV ICT results, including specific narratives around LGCDP II.

Finally, quarterly reporting is not currently part of the UNV processes. UNV processes include annual reporting to UNV HQ and progress reporting is done through monitoring missions and back to office report. This is not communicated to local bodies formally and is not tracked as this is not practiced within the project.

Feedback to local bodies is responsibility of the LGCDP II programme as a whole.  A quarterly reporting requirement would strain resources in the field. Quarterly reporting should be aligned with programme and not separate approach.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Identified indicators and activities will be included in final report (3 year report)
[Added: 2017/02/10] [Last Updated: 2018/08/29]
Development Programming Section (DPS), Programme Coordination Section (PCS) 2017/12 Completed A result based monitoring tools (system) has been developed by ICT team, which has indicators on ICT to track progress made by ICT team including UNVs. Also, the 3 year report of LGCDP has very well highlighted progress made in the area of ICT by UNVs.
Development Programme Section and Nepal Field Unit will ensure that ICT (volunteers and their results) indicators and progress will be captured in 3 year report
[Added: 2017/02/10] [Last Updated: 2018/08/29]
Development Programme Section (DPS) and Programme Coordination Section (PCS) 2017/12 Completed A result based monitoring tools (system) has been developed by ICT team, which has indicators on ICT to track progress made by ICT team including UNVs. Also, the 3 year report of LGCDP has very well highlighted progress made in the area of ICT by UNVs.
UNV annual progress report will also capture ICT volunteer results
[Added: 2017/02/10] [Last Updated: 2018/08/29]
Development Programming Section (DPS) and Programme Coordination Section (PCS) 2017/12 Completed A result based monitoring tools (system) has been developed by ICT team, which has indicators on ICT to track progress made by ICT team including UNVs. Also, the 3 year report of LGCDP has very well highlighted progress made in the area of ICT by UNVs.
4. Recommendation:

Risk analysis / management: Risk must be identified prior or at least on the periodic basis. Proper management plan must be worked out through discussion. All high level to medium / low level risk must be prioritized and necessary strategic action plan must be developed.

Management Response: [Added: 2017/02/10]

As part of the transition period, risks from this project will be identified to be used as lessons learned in future programming/projects. UNV has already identified some risks and is working to address these, including the risk of turnover and associated knowledge loss.

UNV can only identify and mitigate risks associated with the UNV component but will continue to coordinate and collaborate with partners to ensure risks are identified and managed.

Finally, new UNV project documents also include a risk analysis as an annex and will be completed for next project.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Development Programming Section (DPS) and Nepal Field Unit will ensure that the identified risks, including that of turnover are considered during the transition period.
[Added: 2017/02/10] [Last Updated: 2018/08/29]
Development Programming Section (DPS) 2017/12 Completed Risk identified in the area od turnover has been well identified and addressed by LGCDP program. Due to the same reason, responsibility of recruitment of IT Officer (then ICT Volunteer) has been given directly to local units. Recruitment of National UNV Program Coordinator is in progress. Once recruited, program coordinator can be given required access on ATLAS.
Where possible UNV will work to address, specific UNV risks during final phase of LGCDP II project
[Added: 2017/02/10] [Last Updated: 2018/08/29]
Development Programming Section (DPS) 2017/12 Completed Risk identified in the area od turnover has been well identified and addressed by LGCDP program. Due to the same reason, responsibility of recruitment of IT Officer (then ICT Volunteer) has been given directly to local units. Recruitment of National UNV Program Coordinator is in progress. Once recruited, program coordinator can be given required access on ATLAS.
Risk log in Atlas will be updated to inform next project
[Added: 2017/02/10] [Last Updated: 2018/08/29]
Development Programming Section (DPS) 2017/12 No Longer Applicable [Justification: No LGCDP program is to be implemented by UNV.]
Project coordinators for any new project developed as part of the transition phase will have access in Atlas to appropriately report, track and respond to risks.
[Added: 2017/02/10] [Last Updated: 2018/08/29]
Development Programming Section (DPS) 2017/12 No Longer Applicable [Justification: No LGCDP program is to be implemented by UNV.]
5. Recommendation:

Communication & coordination:  At central level (from MoFALD), a focal person in a coordination role must be allocated. This must then be regularised through coordination meeting and decision making in case of concerns / issues.

Management Response: [Added: 2017/02/10]

As UNV activities are only one component of the full project, a focal person for MoFALD should be appointed at the Project level.  The UNV project coordinator in the Field Unit serves as the focal person for programme.

Although there is already program coordinator with communication and coordination role, and moreover, the national Program Manager is considered a focal person (as UNVs report to him at program level) This role needs to be formalized and regularised.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Development Programming Section (DPS) and the Nepal Field Unit will communicate this recommendation to the full LGCDP II project team during the transition phase.
[Added: 2017/02/10] [Last Updated: 2018/08/29]
Development Programming Section (DPS) 2017/12 No Longer Applicable [Justification: No LGCDP program is to be implemented by UNV.]
6. Recommendation:

Review, Analysis & Sharing: Practice of review and reflections of ICT components needs to be regularised in order to identify progress and challenges. Similarly, the progress and challenges needs to be analysed and shared using models such as spider web model to track the performance. This can be practised both at PCU, RCU or at LB level.

Management Response: [Added: 2017/02/10]

UNV will work with the full LGCDP II project team during the transition period to identify lessons learned including monitoring and reporting and sharing of information. This will be communicated to future project developers/managers.

UNV has recently updated project Standard Operating Procedures (SOPs), including monitoring. We will try to promote best practices where possible and ensure compliance with current requirements; coordinating with larger programme. UNV will work to strengthen review and analysis if resources are available.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
UNV will share all monitoring reports/follow-up issues, with LGCDPII project team for update/follow-up
[Added: 2017/02/10] [Last Updated: 2018/08/29]
Development Programming Section (DPS) 2017/12 No Longer Applicable [Justification: No LGCDP program is to be implemented by UNV.]
7. Recommendation:

Budgeting & Planning: Practice of early review and planning meeting prior to council meeting must be initiated. The meeting must include local body staffs and focal person.

Management Response: [Added: 2017/02/10] [Last Updated: 2017/02/10]

This recommendation relates to practise at the local level, as state council meetings  are held at local bodies on an   yearly basis where plans, polices and budgets are developed. This is a positive recommendation to institute a practice of enhanced communications and sharing progress, achievements, and program gaps to local bodies.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
The Development Programming Section (DPS) and the Nepal Field Unit will communicate this recommendation to the project team during the transition and next phase.
[Added: 2017/02/10] [Last Updated: 2018/08/29]
Development Programming Section (DPS) 2017/12 No Longer Applicable [Justification: No LGCDP program is to be implemented by UNV.]
8. Recommendation:

Guideline / Strategy: Proper implementation guideline needs to be developed for smooth and uniform operation of ICT activities. Similarly, strategic document is needed to operationalize the ICT component in longer run.

Management Response: [Added: 2017/02/10] [Last Updated: 2017/02/10]

This recommendation is very crucial considering the frequent request of local bodies and also from volunteers for development and implementation of ICT guidelines/ strategy for successful achievement of objectives set, particularly e-governance.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Development Programming Section (DPS) and the Nepal Field Unit will communicate with priority to program team for development of ICT strategy in transition phase and assure its implementation in next phase.
[Added: 2017/02/10] [Last Updated: 2018/08/29]
Development Programming Section (DPS) 2017/12 No Longer Applicable [Justification: No LGCDP program is to be implemented by UNV.]
9. Recommendation:

District focal points and chief executives of both municipality and DDC have major influence in implementing the ICT and related components beyond basics. Therefore, this must be management priority to move things forward in most of the districts.

Management Response: [Added: 2017/02/10]

Project management structure was developed by joint partners based on operating context.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Development Programming Section (DPS) and the Nepal Field Unit will communicate recommendation to LGCDP II in the formulation of the next phase
[Added: 2017/02/10] [Last Updated: 2018/08/29]
Development Programming Section (DPS) 2017/12 No Longer Applicable [Justification: No LGCDP program is to be implemented by UNV.]
10. Recommendation:

Volunteerism: The practice of appreciation and recognition must be initiated from UNV to motivate volunteers. The volunteer promotion activities need to be mandatory activity with adequate resource allocation from the centre.

Management Response: [Added: 2017/02/10]

UNV currently provides capacity building training to ICT Volunteers, and conducts various volunteering activities at community and local body level. ICT Volunteers were informally assured by MoFALD, of an appreciation letter for their volunteering contribution, and will be pursued with the Ministry.

More promotional and motivational initiation, needs to be planned and implemented. A UNV certificate of appreciation will be awarded to all the UN Volunteers.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Development Programming Section (DPS) and Nepal Field Unit will orient program members on importance of volunteerism.
[Added: 2017/02/10] [Last Updated: 2018/08/29]
Development Programming Section (DPS) 2017/12 No Longer Applicable [Justification: No LGCDP program is to be implemented by UNV.]
Development Programming Section (DPS) and Nepal Field Unit will communicate with priority to program team for development and implementation motivational packages to volunteers.
[Added: 2017/02/10] [Last Updated: 2018/08/29]
Development Programming Section (DPS) 2017/12 No Longer Applicable [Justification: No LGCDP program is to be implemented by UNV.]
Development Programming Section (DPS) will develop sample draft letter of appreciation for ICT volunteers to be issued at the end of their assignments.
[Added: 2017/02/10] [Last Updated: 2018/08/29]
Development Programming Section (DPS) with support from Results Management Support Section (RMSS) 2017/12 No Longer Applicable [Justification: No LGCDP program is to be implemented by UNV.]

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