20101111 cj wardle_pfd_lde_presentation+participant_input

An unmeasured date– date due to the fund-raiser

Meeting reporting time-lines – what is our experience and

how can we do it better?

A facilitated discussion for the Oxfam Programme Funding Department'sLearning and Development Event

11 November 2010Unipart Conference Centre, Garsington Road, Cowley, Oxford, UK.

by

Christopher John WardleFunding Coordinator for Kenya and Uganda

Overview

Background Where is our reporting focus? Is there a problem? If there is a problem, what is its scope? What has worked well? How can we turn this around? Building an evidence base.

Overview

Background Where is our reporting focus? Is there a problem? If there is a problem, what is its scope? What has worked well? How can we turn this around? Building an evidence base.

Background

Experimental role Geographical dislocation from programme

team Are the issues I'm facing, unique to this role?

Audience demographics

23 people representing : Affiliates 3 Regional offices 4 PFD staff 7 In-country fund-raisers 9

Overview

Background Where is our reporting focus? Is there a problem? If there is a problem, what is its scope? What has worked well? How can we turn this around? Building an evidence base.

Where is our reporting focus?

A measure of organisational reporting performance by country and region, is on compliance with <Date due to donor>

Scapegoats or heros – where do fund-raisers sit in relation to this measure?

Overview

Background Where is our reporting focus? Is there a problem? If there is a problem, what is its scope? What has worked well? How can we turn this around? Building an evidence base.

Is there a problem?

As you consider the last four donor reports you reviewed:

Did you make the donor submission date for all of them?

Response = 30%7 of the 23 people represented here, successfully met the date due to donor.

Overview

Background Where is our reporting focus? Is there a problem? If there is a problem, what is its scope? What has worked well? How can we turn this around? Building an evidence base.

If there is a problem,what is its scope?

As you consider the last four donor reports you reviewed:

Was the date due to fund-raiser achieved for all of them?

Response = 8.6%2 of the 23 people represented here, successfully met the date due to fund-raiser.

Overview

Background Where is our reporting focus? Is there a problem? If there is a problem, what is its scope? What has worked well? How can we turn this around? Building an evidence base.

What has worked well? (1 of 3)

Enabling factors: What characterised your experience of

timely receipt of reports?

Participant responses: Good coordination by fund-raisers

(an early warning system) Assertiveness by fund-raisers Conscientious Programme Managers Supportive Country Directors (owning the process) Key performance Indicators (KPIs) linked to meeting

reporting deadlines

What has worked well? (2 of 3)

Enabling factors: What characterised your experience of

timely receipt of reports?

Participant responses: Realistic reporting time-frames

Naming and shaming (accountability) inDonor Reporting Schedule (DRS)

Audits in CRIMSON/HR Gold (under trial)

Initial programmes design covers HR for post-programme reporting

What has worked well? (3 of 3)

Enabling factors: What characterised your experience of

timely receipt of reports?

Participant responses: Team approach

(not just leaving it all to the Programme Manager)

Shared responsibility

Lying to programme staff about the real deadlines!

Overview

Background Where is our reporting focus? Is there a problem? If there is a problem, what is its scope? What has worked well? How can we turn this around? Building an evidence base.

How can we turn this around?

Barriers to be overcome: What were the reasons for missing the

<Date due to the fund-raiser> deadline?

Solutions: How can we reverse these barriers?

Barriers and Solutions (1/2)

Lack of positive feedback mechanisms

Awards for quality and timeliness of reports

Not seen as the PM’s job Motivation by the RD

Inadequate staff numbers Better HR management

Capacity of team (implementers c.f. writers)

Capacity building (Staff selection based on both skills)

Poor planning Start-up workshop and information sharing

Inadequate data Tools

Barriers and Solutions (2/2)

Weak focus on organisational learning culture

More feedback to report writers

Lack of clear roles and responsibilities

Reoporting KPIs for Programme Managers

Poor recognition of Oxfam affiliate needs/interest in the reporting process

Respect affiliate deadlines and factor into planning

Mind-set/Priority Taking ownership of the reporting process

Overview

Background Where is our reporting focus? Is there a problem? If there is a problem, what is its scope? What has worked well? How can we turn this around? Building an evidence base.

Building an evidence base. Anecdotal evidence from group discussions A more formal study:

Underpinned by extraction of data from CRIMSON on compliance with donor reporting time-lines;

Comparing this data with the achievement of the respective<Date due to the fund-raiser>; and

Using this as an evidence basefor policy change.

Contact information

Christopher John WardleFunding Coordinator for Kenya and Uganda

Mobile: +44 754 764 3944

cwardle@oxfam.org.uk

cjwardle@gmail.com

Online at Skype, Yammer, facebook, twitter, LinkedIn:

<cjwardle>