2016 annual programme reporting webinar
TRANSCRIPT
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ANNUAL PROGRAMME REPORTING
WEBINAR
Results and Evaluation Unit, FMOBrussels, 21 January 2016
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After this webinar…
You should:
1. know how to register results correctly
2. have a better understanding of how to analyse and present
programme results
3. Be able to submit your report through DoRIS
by 15 February 2016
Click on the “Contact” link at the top of the webinar page OR send your question to [email protected]
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Annual Programme Report (APR)
Has 3 main components in DoRIS:
The indicators: show progress and results
The calls: show calls organised and projects contracted
The narrative APR: assesses and summarises programme progress and achievements during 2015
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This webinar…
Outlines the ‘standard’ APR template.…but the main messages also apply to the
• Combined Strategic Report and APR
• The APR for NGO programmes
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Introduction • Purpose of the APR • The reporting cycle
Session 1
Registering results• Overview of the workflow, create APR• Registering progress and achievement values
Session 2
Narrative Annual Report• Overview of content• How to present achievements• Examples of good practice
Session 3
Conclusion• Upload and submitting your report• Summary
Session 4
Questions and Answers
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Session 1Introduction
• Purpose of the APR• The reporting cycle
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Purpose of APR
1. progress in implementing the programme and in achieving results
2. challenges to implementation and plans to overcome such challenges
3. summary of irregularities and measures taken to remedy these.
Adapted from the Regulation FM09-14 (Art 5.11. para 1)
Also, see the APR template in Annex 9 of the Regulation
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February 15Annual
Programme Report
March/AprilStrategic Report
Sector ReportFMC Status Report
JuneDonor’s
Annual Report
OctoberNMFA Annual
Report to Parliament
NovemberDonor’s
Report to EFTA
The results and the reporting and communication cycles START with the APR
Programmes achieve results
POs highlight and interpret these results
YEAR
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What are your results for 2015?
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Session 2Register results
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Create APR in DoRIS
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Create APR in DoRIS
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Create APR in DoRIS
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Create APR in DoRIS
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Create APR in DoRIS
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Create APR in DoRIS
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Create APR in DoRIS
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Open APR task
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Open APR task
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Open APR task
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Annual Programme Report task consists of 3 steps:
Register indicator achievements
Register calls progress information related to the programme
Upload the annual programme report based on the annotated template
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Register indicator achievement values
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Register indicator achievement values
• Register 2015 achievement only
• Consistent with the narrative
• Correct values → used for aggregate reporting on the results across years
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Register indicator achievement valuesAttention to potential issues!
Target is 1 → do not repeat the same achievement across years
Indicators measured in % → insert only the difference attributed to 2015
Indicators that aim to achieve a reduction → the achievement values are input negatively (use ‘-’ sign)
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Target not defined (set to zero)→ make sure the achievement is included
Potential double counting: Outcome/output indicator linked to an outcome split between the two mechanisms → achievements are distributed proportionately with the allocations between FM in the programme
Register indicator achievement valuesAttention to potential issues!
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Register calls values
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Register calls values
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• Register values attributed to 2015 only
• Do not repeat the number of applications received or projects contracted already reported in the last Annual Programme Report
• Call closed last year but projects contracted this year => this year report only the number of projects contracted
• Register values attributed to 2015 only
• Do not repeat the number of applications received or projects contracted already reported in the last Annual Programme Report
• Call closed last year but projects contracted this year this year report only the number of projects contracted
• Identify incorrect amounts in the previous Annual Programme Report => contact DoRIS support
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In summary… INSERT ONLY THE ACHIEVEMENTS
THAT TOOK PLACE IN 2015
VALUES ARE CORRECT AND CONSISTENT WITH THE NARRATIVE DOCUMENT
ATTENTION TO POTENTIAL ISSUES (INDICATORS MEASURED IN % OR NEGATIVE ACHIEVEMENTS)
… AND TO POTENTIAL DOUBLE COUNTING(SAME INDICATOR CONTRIBUTING TO TWO MECHANISMS)
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Session 3Narrative annual programme report
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Narrative annual programme report:What we are looking for?
WHAT ARE WE LOOKING FOR?
ANALYTICAL REPORTS THAT CLEARLY DEMONSTRATE RESULTS AND PROGRESS TOWARDS OBJECTIVES - USE THE EVIDENCE E.G.
INDICATORS- FOCUS ON RESULTS: WHAT
DIFFERENCE IS THE PROGRAMME MAKING? FOR WHOM? HOW?
- USE SPECIFIC EXAMPLES TO SUPPORT YOUR ANALYSIS
- KEEP IT SHORT
Structure of the Annual Programme Report
1. Executive summary2. Programme area specific developments3. Reporting on Outputs4. Reporting on Programme Outcomes5. Project selection
6. Progress of bilateral relations7. Monitoring8. Need for adjustments9. Risk management10. Information and publicity11. Cross cutting issues12. Reporting on sustainability
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APR Section 2: Programme area specific developmentsDescribe important developments in the Programme area (including policy, financial or administrative changes).
The aim of this section is to provide Context for the achievements in the next sections e.g.
- What are the main trends in the country, region, sector?- Has a changing context made it easier or more difficult to achieve results?
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APR Section 2: Programme area specific developments
• Refer to the justification in programme proposal. Has anything changed that may have an effect on the planned programme results?
• Include statistics and analyse trends in the sector and/or the programme area where possible.
• If conditions have changed since the programme proposal, do the changes present risks? How might these might be handled?
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Example: Context data
Suicide rates are important context data for programmes with a strong mental health component.Where does your country stand and what are the trends? (Macro Indicators)
EU - 28
Bulgaria
CroatiaCyp
rus
Czech Republic
Estonia
Greece
HungaryLa
tvia
Lithuania
MaltaPoland
Portugal
Romania
Slova
kia
Slove
niaSp
ain0
5
10
15
20
25
30
35
40Suicide rates per 100,000 people by country
2011 2012
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• In order to answer this question, we need to place an emphasis on Outcomes
• But we also need to focus on Outputs to monitor implementation
Are we on track?
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APR Section 3: Programme outputsDefinition. An output is the product or service directly financed by the programme.
The basic question for Section 3 is…
Are you achieving your programme outputs?
Examples. - Equipment purchased for pollution control; - NGOs directly supported; - renovated buildings, or - number of people trained; research projects supported
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Analyse how projects have contributed/are contributing to Programme outputs.
• Back up your analysis with data and assess progress towards targets. • If you are exceeding targets, let us know! • Or, if there are achievements but no indicators established in your programme
reporting template, please describe these in the narrative.• If no/few results, also explain why. For example this may be due to project
selection recently completed: In this case, consider how the selected projects are expected to contribute to programme outputs?
• What worked, what didn’t work, and what could be done better?
APR Section 3: Reporting on Outputs
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APR Section 4: Programme outcomesDefinition. An outcome is related to a behaviour change, implementation of
innovative thinking, or change in quality of life.
The basic question for section 4 of the APR is…
What difference are the programmes making?
Examples: - Reduction in Green House Gas emissions; - And related to the above: reduction in health problems related to pollution; - changes in attitudes (resulting from NGO actions);- People are using news skills that have been gained via training; - publishing or applying results from research
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APR Section 4: Reporting on outcomes
• Use evidence: programme indicators, monitoring, review or evaluation results• Include charts if appropriate and compare against baseline/last year’s results• Look at the contribution of the programmes, keeping in mind
the context (section 2).• Use a project example for each outcome to demonstrate results. • Consider relevant horizontal concerns• Summarise main risks and mitigating actions• What worked, what didn’t work, and what could be done better?
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Key sources of information for your Annual Programme Report
These Reports, together with monitoring and evaluation findings, show progress towards results
Annual Programme Reports: create the ‘story’ of progress towards results and follow it through each level of analysis
Project
information
Report 41
Bilateral engagementReport 35
Analysing progress and results
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Contexte.g. trends in mental health service provision
Awareness of mental health issues
Annual Programme Reports
Describe progress, challenges and opportunities in improving mental health services, contribution of bilateral partners and resulting achievements
Bilateral engagementDPP/dpp
Programme outcome Improved mental health services
Project(s)e.g. centres, access, rehabilitation systems, screening, services
Results example: Mental health
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Aggregate indicators show significant results
395,737 people benefiting from improved health services
Source: preliminary data provided by POs of Health programmes, November 2015.
Programme summaries
Project information
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Improved mental health is one of the main priorities
Other Outcomes
Improved prevention and treatment of communicable diseases (including HIV/AIDS and TB)
Improved access to and quality of health services including reproductive and preventive child health care
Improved mental health services
Life-style related diseases prevented or reduced
Improved access to and quality of health services including reproductive and preventive child health care as well as
health care related to ageing society
17%
7%
13%
17%
18%
27%
Committed grant by outcome PA13 and PA27
98 projects of a total of 280.
29 projects with a dpp
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Programme outcome/outputs show…
• Concentration in the mental health area
• Selected results:
9,237 youth who benefited from improved mental health services
3,000 children and youth get counselling in mental and reproductive
health
82% satisfaction of users of integrated mental health services
Add project examples that contribute to this story.
Programme summaries
Project information
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APR Section 6: Progress of bilateral relationsAssess progress towards strengthening bilateral relations: most important achievements and highlights.
Again, the basic question is…
What difference are the programmes making?
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• Follow the 4 bilateral outcome areas (Bilateral Guideline)• Assess progress in relation to bilateral ambitions
• Go beyond the indicators and use specific examples to demonstrate achievements
• Use evidence: programme indicators, monitoring, review or evaluation results
• What worked, what didn’t work, and what could be done better?
Bilateral thinking (Outcomes)
• Extent of cooperation
• Shared results• Improved
knowledge and mutual understanding
• Wider effects
APR Section 6: Progress of bilateral relations
# of partnerships established, events organised, and use of the bilateral fund indicate the extent of cooperation
…but what is the result?
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Results Example: Bilateral
Bilateral cooperation is highest in the Research and Scholarships sector…but there is significant cooperation across other sectors. See Report 35 in DORIS
Bilateral Cooperation
Data: April 2015.
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Map of co-operation
Programme summaries
Project
information
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• Click to add text.
Results Example
Outputs = the school, equipment, trained teacherOutcomes = better educated children, social integrationDescribe the whole picture!
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Country level results – Bulgarian justice sector
• Training - of judges, magistrates, and probation staff
• Secondments to the European Court of Human Rights.
• Involvement of the Council of Europe• Study visits, exchanges, joint activities with Norway
• The overall outcome is increasing competence within the Bulgarian judiciary, strengthening the capacity of the justice sector.
• The APR narrative could also highlight other evidence of increased capacity.
Results Example: Capacity Building
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Session 4Conclusions
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Upload and submit APR
Annual Programme Report task consists of 3 steps:
Register indicator achievements
Register calls progress information related to the programme
Upload the annual programme report based on the annotated template
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Upload annual report
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Upload annual report
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Upload annual report
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Upload annual report
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View information on submitted APRs
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View information on submitted APRs
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View information on submitted APRs
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View information on submitted APRs
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View information on submitted APRs
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View information on submitted APRs
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Summary: registering results
1. REPORT ONLY THE ACHIEVEMENTS THAT TOOK PLACE IN 2015
2. ENSURE VALUES ARE CORRECT AND CONSISTENT WITH THE NARRATIVE ANNUAL PROGRAMME REPORT
3. PAY ATTENTION TO THE SOME OF THE COMMONS MISTAKES
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1. IT’S ABOUT RESULTS: COHESION, BILATERAL, HORIZONTAL CONCERNS
2. ASK THE RIGHT QUESTIONSACHIEVEMENTS? FOR WHOM? HOW?
3. ANALYSE AND REPORT ON RESULTS RATHER THAN GIVING A DETAILED RECORD
4. USE EVIDENCE AND SPECIFIC EXAMPLES
5. INCLUDE RISKS AND MITIGATING ACTIONS
6. KEEP IT SHORT
Summary: Narrative APR
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Further help…
Further questions? email: [email protected]
• APR submission user manual• APR training video• APR annotated template
DoRIS reports:• Aggregated results -
Report 44• Individual programme
summaries - Report 15• Programme results –
Report 21• Project information -
Report 41• Bilateral engagement –
Report 35
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Thank you!
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