IAEAInternational Atomic Energy Agency

Sharing Best Practices for the Design and Management

of TC Projects

INT/0/085

3-5 September 2012

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Contents

Part I: Overview

Presentation 1Part II: BPs Survey Results

Part III: BPs Selection and Validation Process

Presentation 2Part IV: BPs Selection and Validation Results

Part V: Next Steps

IAEAInternational Atomic Energy Agency

Sharing Best Practices for the Design and Management

of TC Projects

Presentation 1 of 2INT/0/085

3-5 September 2012

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Sharing Best Practices for the Design and Management of TC Projects

Part I: OverviewPresentation 1

Part II: BPs Survey Results

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Sharing Best Practices for the Design and Management of TC Projects

Part I: Overview

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I. Drivers: Why sharing Best Practices?

• TC mandate supported by IAEA / TC policies, strategy and programme documents, organizational quality culture and people’s quest for knowledge and continuous improvement.

• Inspiration taken from policy references in the documents: IAEA Statute GC Resolutions Mid-Term Strategy 2012-2017 TC Strategy 1997 / Review 2002 Management Principles for the Formulation and Implementation of Technical Cooperation

Programme INF/CIR267 The Revised Guiding Principles and General Operating Rules to Govern the

Provision of Technical Assistance by the Agency OIOS Audit and Evaluation Reports Project INT/0/085 Core of BP for the Design and Management of Technical Cooperation Projects Guidelines for Planning and Design of the IAEA’s TC Programme Series of Publications on Success Stories in TDs and TC Guidelines for Advancing Partnerships in the TC Programme

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II. BPs Process:

1. BPs Definition

2. BPs Quality Criteria (QC)

3. BPs Process Phases

3.1 Collection and Organization

3.2 Selection √

3.3 Documentation

3.4 Dissemination

4. Incentive Mechanism

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II. BP Process

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II. BPs Process

*Consultations:1. TCPC DIR, TC-RDS (Aug.-Sep. 2011)2. RCA (Oct. 2011)3. In-House (Nov. 2011)4. In-House & CPs (Jan. 2012)5. Field/ Vietnam (Feb. 2012)6. Preliminary Survey Results (April- May

2012)

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Direct Stakeholders

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NLOs (NLAs) CPs COE (Centres of Excellence)

RACs PMOs TOs

DIR-TCPC TC-RDs TCQAS DIR-TD UN ResReps RepsResM

II.BPs Selection Process

Indirect Stakeholders

*Stakeholders

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“Best Practice” is an experience of a standing policy, strategy, procedure, process, tool, technique or method that at a given time leads to enhanced compliance with relevant performance indicators in the effective and efficient attainment of a TC project objective or task. This is in line with one or more relevant key aspects derived from the Agency’s policy framework, which includes the principles of gender equality and non-discrimination.

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II. BPs Process:

1. Best Practices Definition

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Criteria: 1. The Setting å The TC programme / project quality criteria are embedded in the TC

Strategy and have been implemented since 1997. They were incorporated into the PCMF system in 2005. Relevant guidelines and IT tools have been regularly updated to facilitate the application of the quality criteria.

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II. BPs Process2. BP Quality Criteria

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Criteria: 2. One or More of the following: √ Relevance: It is the degree of enhanced compliance to which the programme or project objectives are

consistent with end users’ requirements, country needs, and stakeholders’ policies.

Ownership: It is the degree of enhanced compliance demonstrated when Member State or any other stakeholder exercises effective leadership over their programmes and projects.

Sustainability: It refers to the degree of enhanced compliance with the continuation of benefits after the completion of a programme/project; probability of continued long term benefits; and resilience to risk of the net benefit over time.

Efficiency: It is the degree of enhanced compliance with performance indicators, addressing the question: “Could the same results have been attained at a lower cost and less time than originally planned?”

Effectiveness: It is the degree of enhanced compliance to which programme/project objectives were achieved, or are expected to be achieved, taking into account their relative importance. An aggregate measure of (or judgment on) the merit or worth of an activity, that provides the extent to which it is contributing towards institutional development in the Member State.

Others

II. BPs Process:2. BP Quality Criteria

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There are four main processes:

Collection & organization of Best Practices

Selection

Dissemination

Documentation

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II. BP Process3. BP Process Phases

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II. BPs Collection & Organization Process

Collection Process: On calling a round for BPs submissions, the survey is sent out under a covering

email to NLOs, Regional Coordinators/Regional Agreements’ Chairs,

TC Regional Directors and TD Directors for further distribution to TC

stakeholders in the MSs and the Agency.

Responses are collected at TC Department by TCQAS assigned administrator.

Submissions are reviewed for completeness of information, organized and sent

out to the Members of the Selection Committee.

3. BP Phases

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Survey Questionnaire and Guidelines: A questionnaire was developed by the TCQAS and cleared by TC management in

August 2011. The questionnaire was reviewed and fine-tuned collaboratively with the TCQAS Team and Consultant in the August-September 2011 mission. Further refinements took place upon the conclusion of the first preparatory in-house workshop was in November 2011. In addition, guidelines for filling out the questionnaire were developed to facilitate the application of quality criteria on BPs process and to link with TC’s Core of Best Practices which were further validated in the Jan. 2012 Consultation.

The survey was launched on the 21st of February 2012. The deadline for survey return was set on 15th April 2012. Joint submissions by multiple stakeholders were encouraged, without jeopardy to single submissions.

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II. BPs Process

BPs Collection

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Prominent features of the BP Survey Guidelines

Joint and/or individual submissions are possible Working definition of what would comprise a BP QC included with explanation Benefit of survey responses to the community of practice, learning,

innovative and knowledge sharing emphasized Timeline for submission Confidentiality (questionnaire coding) Selection process Acknowledgement for selected BPs

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II. BPs Process

BPs Collection

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Sharing Best Practices for the Design and Management of TC Projects

Part II: Survey Results

BP Collection Process Survey Results

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BP Collection Process Survey Results

I. Who Submitted?

II. What Submitted?

III. Few Observations!

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I. Who Submitted?

A. RegionsB. CountriesC. StakeholdersD. GenderE. Language

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I. Who Submitted?

A. Regions

Regions Total = 40Africa 0Asia and Pacific 5Europe 8Latin America 26Secretariat 1

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I. Who Submitted?

B. Countries = 18 + Secretariat

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I. Who Submitted?

C. Stakeholder(s)

Stakeholders Total = 61Cooperation/ Regional Agreement Chair/ Coordinator 8Counterpart (CP) 25National Liaison Assistant (NLA) 6National Liaison Offi cer (NLO) 7National Technical Project Coordinator (NTPC) 1Other 8Project Management Offi cer (PMO) 1Section Head 1TC Regional Director 1Technical Offi cer/ TC Liaison Offi cer (TO/ TCLO) 3

13%

13%

41%

12%

10%

5%

Other: Academic Professors, Research Officers, etc.

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I. Who Submitted?

D. Gender

Gender Total = 61Female 29Male 32

48% 53%

Distribution almost even!

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I. Who Submitted?

E. Languages

Language No. of Submissions

English 37

Spanish 2

English/ Spanish 1

Total: 40

Language should not be any hindrance to any exchange of knowledge!

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II. What Submitted?

A. Type of Submission (joint / individual)

B. Word Count

C. Field of Activity (FoA)

D. Quality Criteria

E. Categories (generated form the key principles that are contained in the core of Best Practices in the design of TC Projects and Programmes)

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II. What Submitted?

A. Type of Submissions: Joint vs. Individual

30%

70%

Team work

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II. What Submitted?

B. Words Count

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II. What Submitted?

8 out of 10 FoAs

Except: Nuclear Chemistry and Radiochemistry

& Radiation Medicine & Health

C.

Unidentified: relate to Regional Agreement or to any management category in the field of BP which does not comply with any of the FoAs

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II. What Submitted?

D. Quality Criteria

Quality Criteria Total = 114Eff ectiveness 26Effi ciency 28Opportunity/others 3Ownership 13Relevance 18Sustainability 26

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II. What Submitted?

E. Categories Hits Rank

1. CPF/Regional Profile Process 57 03

2. PCM 123 02

3. LF Methodology 127 01

4. Coordination Arrangements 41 05

5. Regional & Interregional Cooperation 32 06

6. Partnerships 45 04

7. Project Results 19 07

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II. What Submitted?

E. Categories

Categories Total = 57Connection with the National Strategic Plan 1Country Programme Framework/ Regional Profile Process 1Cuban Nuclear Programme 1Meeting current and emerging country or regional needs 21Meeting National Development Plan baselines 1Meeting policy and strategic requirements for cooperation and dialogue 11Other 4Supporting medium term development objectives 17

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II. What Submitted?

E. Categories

Categories Total = 123Eff ective leadership, ensuring quality design, and effi cient project implementation 17Evaluation 15Implementation and monitoring 24Interrelationship and continuous dialogue between diff erent stakeholders 13Interrelationships between the diff erent phases of the PCM 13Nuclear National Programme and National Projects like counterpart of technical cooperation project 1Other 1Planning, concept and project design 23Risk mitigation strategies and measurements 7Use of IT Tools (i.e. PCMF and In-Touch) in fostering collaboration and transparency 9

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II. What Submitted?

E. Categories

Categories Total = 127Comprehensiveness 12Expert Meetings 12Fellowships and Scientific Visits 12Procurement 11Project monitoring and reporting 18Regional Training Courses 14Sustainability of outputs: outreach towards end-users and beneficiaries 22System for nuclear project management in the country 1TC-PRIDE 2Use of In-Touch 9Use of PCMF 14

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II. What Submitted?

E. Categories

Categories Total = 41Coordination Arrangements 1Coordination arrangements supported by guidelines on established quality criteria, workflows, and IT structure 13Country Programme Framework 1Eff ective and effi cient management of planning and management of the TC Programme between diff erent institutions in the Member State and NLO Offi ce 1Eff ective and effi cient management of planning and management of the TC Programme between diff erent Member States entities and IAEA 24Periodical meetings among Member State Stakeholders 1

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II. What Submitted?

E. Categories

Categories Total = 32ARCAL 19Cooperative Agreements 2RCA 3Regional Project 2Technical Cooperation Programme in the European Region 6

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II. What Submitted?

E. Categories

Categories Total = 45Financial 8From the UNPD 1Strategic 17Technical 18Technical from the IAEA 1

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II. What Submitted?

E. Categories

Categories Total: 95Sustainability of transferred technology 20Social and Scientific Visibility of results 1Safety, environmental and/or economic result 13Project Results 1Project monitoring 1Preparation of the Team for the Nuclear Energy Plan Implementation (NEPIO), pending of government approval 1Other 2Impact on decision and policy makers 17Enhanced utilization of expertise from the developing RCA MSs 1Educational impact 19Adoption and utilization of technology by end-users 19

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IV. Where Are We?

The BP initiative has 13 Major Milestones!

0.Consultative Process1.Collection2.Selection3.Dissemination4.Documentation5.Main Streaming

TCQAS

PCMF/In-Touch/External

Web

TCDIR-TC-RDIR / RCA

4-TC Regions

Selection

DisseminationDocumentation

Start2011/2012

TC Departments/ Stakeholders

Collection

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Sharing Best Practices for the Design and Management of TC Projects- Part 1 of 2

Thank you!