In accordance with the programming policies and procedures outlined in the UNDP User Guide, the project will be monitored through the following:
Within the annual cycle
On a quarterly basis, a quality assessment shall record progress towards the completion of key results, based on quality criteria and methods captured in the Quality Management table below.
An Issue Log shall be activated in Atlas and updated by the Project Manager to facilitate tracking and resolution of potential problems or requests for change.
Based on the initial risk analysis submitted (see annex 1), a risk log shall be activated in Atlas and regularly updated by reviewing the external environment that may affect the project implementation.
Based on the above information recorded in Atlas, a Project Progress Reports (PPR) shall be submitted by the Project Manager to the Project Board through Project Assurance, using the standard report format available in the Executive Snapshot.
A project Lesson-learned log shall be activated and regularly updated to ensure on-going learning and adaptation within the organization, and to facilitate the preparation of the Lessons-learned Report at the end of the project.
A Monitoring Schedule Plan shall be activated in Atlas and updated to track key management actions/events.
Annually
Annual Review Report. An Annual Review Report shall be prepared by the Project Manager and shared with the Project Board and the Outcome Board. As minimum requirement, the Annual Review Report shall consist of the Atlas standard format for the QPR covering the whole year with updated information for each above element of the QPR as well as a summary of results achieved against pre-defined annual targets at the output level.
Annual Project Review. Based on the above report, an annual project review shall be conducted during the fourth quarter of the year or soon after, to assess the performance of the project and appraise the Annual Work Plan (AWP) for the following year. In the last year, this review will be a final assessment. This review is driven by the Project Board and may involve other stakeholders as required. It shall focus on the extent to which progress is being made towards outputs, and that these remain aligned to appropriate outcomes.
Quality Management for Project Activity Results
OUTPUT 1: MECDM Corporate Plan 2015-2018
Activity Result 1.1, 1.2 and 1.3
1.1 Activity Result: An approach for corporate planning established
1.2 Activity Result: MECDM Corporate Plan 2011-2014 reviewed and evaluated
1.3 Activity Result: MECDM Corporate Plan formulated
1.1 Approval of the corporate planning approach by MDPAC and MECDM
Assessment by key stakeholders including Government of Solomon Islands and UNDP
When the first and final draft versions of the corporate planning approach are available
1.2 Clear, concise and applicable to the next corporate plan. The review and evaluation should have clear recommendations that can be actioned for improvement of the 2015-2018 MECDM Corporate Plan
To formulate the MECM Human Resources Development Plan
Description
The HRD Plan is built upon an understanding of the Ministry’s vision, mission, values and strategic programmes and challenges. As these are formalized in the corporate plan, this is the second step once the corporate planning process is complete. The development of the HRD plan should build off the work undertaken by the Ministry of Public Service (MPS) and the recommendation of the Human Resource Management Survey in 2009 for ministries to develop their own HRM improvement plans.
Quality Criteria
Quality Method
Date of Assessment
2.1 Inclusivity and Ownership. The relevant stakeholders are engaged in the MECDM HRD Plan development as outlined in an engagement plan.
Assessment by key stakeholders including Government of Solomon Islands and UNDP
When the first and final draft versions of the engagement plan are available
2.2 Systematic. The MECDM HRD needs assessment should be undertaken in a systematic manner.
Assessment by key stakeholders including Government of Solomon Islands and UNDP
When the first and final draft versions of the assets and needs report are available
2.3 Comprehensive and prioritized. The MECDM HRD should prioritize the most important HR investments that are needed for MECDM
Assessment by key stakeholders including Government of Solomon Islands and UNDP
When the first and final draft versions of the MECDM HRD are available
OUTPUT 3: MECDM Programme Management & Coordination Unit Mechanism
Activity Result 3.1 and 3.2
(Atlas Activity ID)
3.1 Activity Result: Identify the Government process for setting up a PMCU in MECDM
To establish a Programme Management & Coordination Unit
Description
During the stakeholder consultations, it was identified that one some of the main functional capacities which need to be addressed are coordination, planning, monitoring and evaluation within MECDM. Whereas these are capacities that relate to specific projects there is no overarching mechanism in MECDM to coordinate, plan, monitor and evaluate. As such, and complementary to the HDR plan, a Programme Management and Coordination Unit (PMCU) will be established.
Quality Criteria
Quality Method
Date of Assessment
3.1 Clear and specific. The process for setting up the PMCU in the MECDM should be identified and be clear and specific
Assessment by key stakeholders including Government of Solomon Islands and UNDP
When the first and final draft versions of the PMCU process are available
3.2 Efficient and Effective. The MECDM PMCU will be set up in an efficient and effective manner
Assessment by key stakeholders including Government of Solomon Islands and UNDP
Once the MECDM PMCU is established
OUTPUT 4: Activities of the MECDM Human Resources Development Plan implemented, monitored and evaluated
Activity Result 4.1 and 4.2
(Atlas Activity ID)
4.1 Activity Result: Human Resource Development Plan implemented & monitored
Whereas, the details of the HDR plan are to be determined, it is envisioned the that the HRD plan will provide details on capacity development for MECDM staff including the human resource manager.
Quality Criteria
Quality Method
Date of Assessment
4.1 Timely reporting. The monitoring of the MECDM HRD plan will be undertaken in a timely manner and provided to the senior management of MECDM
Assessment by key stakeholders including Government of Solomon Islands and UNDP
Upon submission of MECDM HRD Plan monitoring reports
4.2 Clear and specific. Clear recommendations and subsequent actions are identified in the MECDM HRD plan evaluation
Assessment by key stakeholders including Government of Solomon Islands and UNDP
OUTPUT 5: Project Management/Monitoring and Evaluation/Project Management Unit
Activity Result 1
(Atlas Activity ID)
5.1 Project Management and implementation
Start Date:
End Date:
Purpose
To effectively and efficiently monitor the Project
Description
A project manager and assistant will be hired by UNDP to directly support the implementation of the project. They will facilitate that all outputs are being implemented effectively and efficiently as outlined in their respective TORs.
Quality Criteria
Quality Method
Date of Assessment
?
Effective and efficient. The project management will be effective and efficient. An adaptive management approach will be applied.
