Management Response Detail

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

Commissioning Unit:	Samoa
Evaluation Plan:	2013-2017
Evaluation Type:	Project
Completion Date:	12/2013
Unit Responsible for providing Management Response:	Samoa
Documents Related to overall Management Response:

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.

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.

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

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.

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.

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.

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

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.

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

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

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

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

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.

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.

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