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Enhancing Capacity to Develop Global and Regional Environmental Projects in the Pacific (CCCD) - FE
Commissioning Unit: Samoa
Evaluation Plan: 2013-2017
Evaluation Type: Project
Completion Date: 11/2017
Unit Responsible for providing Management Response: Samoa
Documents Related to overall Management Response:
 
1. Recommendation:

The SPREP Council and the country members should continue to invest in SPREP, because it is necessary to maintain and improve the results achieved through the CCCD project.

Management Response: [Added: 2017/12/20] [Last Updated: 2021/02/23]

The management agree with this recommendation

Key Actions:

Key Action Responsible DueDate Status Comments Documents
The SPREP Governing Council membership provide guidance and policy decisions to the secretariat and approves and a biennialwork-plan and budget.
[Added: 2017/12/20] [Last Updated: 2018/09/11]
Director General and Deputy Director General SPREP 2017/06 Completed The new upgrades in capacity are included in operational budgets. Additional costs are recouped through cost-recovery from project budget. History
2. Recommendation:

All current and new staff should receive and maintain training in compliance with policies and procedures, and use of the new systems. In the short term, the consultants that supported development of new policies and systems could be used for the training.

Management Response: [Added: 2017/12/20] [Last Updated: 2021/02/23]

The management agree with this recommendation

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Director General to appoint policy champions to administer, monitor, review and update the policies annually.
[Added: 2017/12/20]
Director General SPREP 2017/12 Completed The Director General has approved the list of Policy Champion on the 1st February 2017. Each policy champion will ensure that staff are adequately trained on the content of the policy and with particulate focus to reviewing and reporting to SPREP Senior Management Team on new adjustments needed for the policy to be relevant and updated with new requirements of the GEF and other donor partners of SPREP.
Training on the use of the Web-based Project Management Information System or PMIS.
[Added: 2017/12/20]
IT Unit SPREP 2017/12 Completed PMIS training undertaken on a quarterly basis and by staff demand.
Training on gender, procurement, environmental and social safeguards, and risk management.
[Added: 2017/12/20]
Human Resource [staff induction]; Project Coordination Unit. SPREP 2017/12 Completed A video training module is available for staff training on gender, procurement, environmental and social safeguards and risk management. This training will form part of induction programme for all new staff.
3. Recommendation:

For other regional projects it is recommended to pay more attention to the time required for implementation, including potential bottlenecks

Management Response: [Added: 2017/12/20] [Last Updated: 2021/02/23]

The management agree with this recommendation

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Effective implementation of the new SPREP project cycle and tools.
[Added: 2017/12/20]
Programme Divisions; and Project Coordination Unit. 2017/12 Completed Proper designing of projects has followed the requirements of the Project Cycle stages including the use of new tools to screen for bottlenecks and appropriate time frame for project implementation.
4. Recommendation:

Continued active staff participation should be encouraged for possible adjustment of the systems, to maintain the enthusiasm and assure positive results.

Management Response: [Added: 2017/12/20] [Last Updated: 2021/02/23]

The management agrees with this recommendation

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Integrate staff participation and lessons learned into systems and procedures to administer policy.
[Added: 2017/12/20]
Human Resource; and Policy Champions. SPREP 2018/12 Completed Staff learning plans and Performance Development Plans now include their targets and results that link with participating and adjusting systems that administer the various policies.
5. Recommendation:

To put in practice and follow-up the new SPREP gender policy it is recommended to contract a highlevel gender specialist.

Management Response: [Added: 2017/12/20] [Last Updated: 2021/02/17]

The management agrees with this recommendation

Key Actions:

Key Action Responsible DueDate Status Comments Documents
SPREP has interim arrangements for administering the gender policy with the view of recruiting a gender policy specialist/adviser when funding permits in the near future.
[Added: 2017/12/20] [Last Updated: 2018/09/11]
Director General; Deputy Director General; and Human Resources. SPREP 2018/06 Completed As soon as funding is secured for the position, SPREP will commence recruitment however alternative arrangement is now in place for a Gender focal point History
6. Recommendation:

SPREP's ICT systems should be continually maintained and upgraded, including a stronger integration between PMIS and FMIS, preferably converting them into only one system.

Management Response: [Added: 2017/12/20] [Last Updated: 2021/02/23]

The management agrees with this recommendation

Key Actions:

Key Action Responsible DueDate Status Comments Documents
PMIS and FMIS are maintained and upgraded by the corporate budget of SPREP.
[Added: 2017/12/20] [Last Updated: 2018/09/11]
Finance and Administration; and SPREP IT. 2018/06 Completed Both systems are corporate tools required to develop and manage projects effectively. History
Integration of PMIS and FMIS into one system depending on funding availability.
[Added: 2017/12/20] [Last Updated: 2019/12/29]
Finance and Administration; and SPREP IT. 2017/12 Completed SPREP now has a project management database to integrate PMIS and FMIS History
7. Recommendation:

The PMIS System should be finalized with additional modules

Management Response: [Added: 2017/12/20] [Last Updated: 2021/02/23]

The management agrees with this recommendation

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Complete installation of PMIS
[Added: 2017/12/20]
SPREP IT 2017/06 Completed PMIS is fully functional and utilized by SPREP staff for developing and managing projects.
8. Recommendation:

The project Coordination unit (PCU) should be strengthened with more staff and integration of projects that currently are managed by other divisions.

Management Response: [Added: 2017/12/20] [Last Updated: 2021/02/23]

The management agrees with this recommendations

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Establish the Project Coordination Unit to administer the SPREP Project Cycle Policy and train staff on the application of various new tools throughout the 4 stages of the project cycle.
[Added: 2017/12/20]
Project Coordination Unit. 2017/12 Completed PCU established with the following staff: 1. Manager (Core Budget) 2. GCF Adviser (Core Budget) 3. GEF Support Adviser (CoreBudget) 4. Project Development Experts (NZMFAT) 5. Project Implementation Support Officer (NZMFAT) 6. Project Management Specialists (Peace Corps)
9. Recommendation:

The position of GEF Coordinatior in SPREP should be maintained even though the CCCD project has finished

Management Response: [Added: 2017/12/20] [Last Updated: 2021/02/23]

The management agrees to this recommendation

Key Actions:

Key Action Responsible DueDate Status Comments Documents
The SPREP GEF Support Adviser post is funded by the SPREP core budget and subject to high demand and availability of funding as with all posts of SPREP.
[Added: 2017/12/20]
Director General and Deputy Director General SPREP 2017/12 Completed Post is maintained and continues after the project is completed.
10. Recommendation:

Results and lessons learned from the CCCD project should be promoted through South-south collaboration in the South Pacific Region and for regional agencies in other regions.

Management Response: [Added: 2017/12/20] [Last Updated: 2021/02/23]

The management agrees with this recommendation

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Project results captures in the PMIS
[Added: 2017/12/20]
Project Coordination Unit 2017/12 Completed Project results and lessons learned are properly stored in the SPREP Project Management Information System.
Implement GCF and AF role as a regional implementing entity using SPREP’s upgraded capacity to design GCF projects.
[Added: 2017/12/20] [Last Updated: 2018/09/11]
Project Coordination Unit; and Programme Division. SPREP 2018/06 Completed Promoting the projects results will be realized through SPREP using its upgraded capacity gained through the project’s results which will help it carry out its accredited role to the GCF and AF effectively. History

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