ROPMS - Results-Oriented Project Management System

Important Note on ROPMS Presentation

• Please use the ROPMS resource center for the final format of the POP & AWP.

• The following presentation will give a good overview of the ROPMS concepts and logical framework, however the POP & AWP used do not reflect the final format based on the comments received during the training sessions.

UNDP Egypt’s Results-Oriented Project Management System

ROPMS

Introduction

• What is Results-Based Management (RBM): RBM refers to an approach for planning, monitoring and reporting on the results of development projects

If you can measure it you can manage it

Introduction cont’d

• RBM in UNDP is based on 4 main pillars:– Focus for action; – Results;– On-going monitoring and assessment of

performance, integrating lessons learnt into future planning;

– Continuous feedback to improve performance.

Results-Oriented Project Management System

(ROPMS)

• Bringing the RBM concept to the project level, the ROPMS was developed & will be integrated in UNDP’s planning & reporting system:– Collect and process information on the results

emerging from projects.– Manage UNDP projects through continuous

measuring of performance– Gives indications of the policy impact of

UNDP interventions

ROPMS cont’d

• Project Annual Workplan: monitors annual progress of projects

• Project Operations Plan (POP): monitors the impact of UNDP at the country level

ROPMS consists of 2 components:

ROPMS Key Concepts

– Outcomes: intended changes in the

development situation – WHY-– Outputs: completion of Activities – WHAT-– Activities: specific acts – HOW-– Inputs: materials for activities– Indicators: signposts of change– Targets: benchmarks

ROPMSKey concepts cont’d

Outcome Outputs Activities

Increased Women’s literacy in 7 villages in Minia by 25%

3 Public service announcement on female/girls literacy broadcast on local TV & radio

Identify production company

Draft & approve scripts

Negotiate air-time with local TV & radio stations


• The outcome of the project needs to be pitched at the right level.

Project Outcome Indicator

Literacy courses for women using IT

Female illiteracy in target villages reduced

Overall 5% reduction in target villages per year

Birth certificates Improved environment for issuance of birth certificates for girls created in target villages

75% of all newborn girls in target villages receive birth certificates by end of project.

FGM-fee villages Widespread awareness raised of the dangers of FGM among populations of selected villages

10% reduction per year in number of female circumcisions being carried out in target villages

Project level:


•The outcome of the project needs to be pitched at the right level:At the Country level:

UNDP

Projects

Outcome Indicators Outputs

A-Literacy courses

B- Birth Certificates

C- FGM-free villages

Increased awareness of women’s participation in society

1- No. of ministries allocated funds for women specific projects

2- Increase in girls 2nd school enrollment rate

1- Gender budget analysis prepared

2- Literacy CD-ROM distributed & used in Internet Clubs

3- Public campaign on girls rights implemented

Project Operation Plan (POP)

• Provides information on the project and its achievements.

• The timeframe of the POP covers the lifetime of the project

• It is a key tool for monitoring yearly progress towards the achievement of results at the outcome/output levels through the establishment of indicators and annual targets.

• Changes in the POP should be kept to a minimum.

POP cont’d• Step-by-step guide to filling-in the POP:

– Step1: Align the project with an SRF-SAS and strategic outcome

Project Operations Plan

Project Number/Title: EGY02/010 Smart Schools Network (SSN)Year: 2002

(1) (2a) (3a) (4a) (5) (6a) (7)SRFStrategic Area of Support (SAS):1.1.1SRF Outcome:Enabling Environment to augment access & use of IT in the Egyptian Society

Indicator Targets:2002-2006 Resp. Targets1 2 3 4 5 met

(2b) (3b) (4b) (6b)Output 1.1:

CommentsProject Outcome


– Step2: Define a project Outcome

Project Operations Plan




(2b) (3b) (4b) (6b)Output 1.1:

CommentsProject Outcome: Support to the modernization of the Egyptian Schooling System through the introduction of IT learning & IT aided learning in schools


– Step3: Define the project outputs




(2b) (3b) (4b) (6b)Output 1.1:

CommentsProject Outcome: Support to the modernization of the Egyptian Schooling System through the introduction of IT learning & IT aided learning in schools

IT learning introduced in 50 schools


– Step4: Construct measurable indicators & targets (at outcome & output levels)




2 8 15 15 10

(2b) (3b) (4b) (6b)Output 1.1:

The number of schools w here IT learning w as introduced

2 8 15 16 10

Commentscourses introduced in the curriculum of 50 schools

Project Outcome: Support to the modernization of the Egyptian Schooling System through the introduction of IT learning & IT aided learning in schools



– Step4: Construct measurable indicators & targets contd.:

• Measuring performance & progress is done through the establishment of planned targets: Determining progress is based on comparing planned targets with actual implementation.

• The number of indicators should be kept at minimum

• Outcome indicators are more difficult to construct, since the outcome is often beyond the control of the project. Outcome indicators need to reflect the end of project status

• Progress towards outcome & output indicators are measured annually over the duration of the project.


– Step5: Assign a Responsible person or unit




2 8 15 15 10 Project staff (dept?)

(2b) (3b) (4b) (6b)Output 1.1:







– Step6: Report on whether targets have been met or not:





(2b) (3b) (4b) (6b)Output 1.1:



Tartets met




POP cont’d

• Step-by-step guide to filling-in the POP:

– Step6: Report on whether targets have been met contd.

• Columns 1-5 represent the planning dimension of the POP (to be filled-in before the project activities begin).

• In column 6 the project manager is required to report whether targets are met or not.

• The POP requires this to be done yearly

• This annual report on targets is what is used to complete the Country Office ROAR


– Step7: Comments (this can help to explain facts about the reporting aspects of the POP. At the outcome level this column should be used to mention the role of partners):





(2b) (3b) (4b) (6b)Output 1.1:



Tartets met




Project Annual Workplan (AWP)

• The timeframe of the AWP is 12 months of a given year (a new AWP needs to be filled-in each year.

• Activities are set and represent the actions to be taken to achieve the annual targets for the planned outputs

• Indicators are set at the activity level to measure progress and performance

AWP cont’d

• Step-by-step guide to filling-in the AWP:

– Step1: Align the project with an SRF-SAS:


(A) (B1) (C1) (D1) (E) (F) (G) (H1) (I)SRF Strategic Area of Support (SAS): 1.1.1

Budget (US$)

Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Planned Actual

(C2) (D2) (H2)

Sub activity1.1.1Sub activity1.1.2

Targets met

Comments

Activities:1.1

Indicator Targets:2002 Actual Imp.Output1.1:

(B2)

AWP cont’d


– Step2: Define the project output:



Budget (US$)


(C2) (D2) (H2)

Sub activity1.1.1Sub activity1.1.2

(B2)

Targets met

Comments

Activities:1.1

Indicator Targets:2002 Actual Imp.Output1.1:IT learning introduced in 50 schools

AWP cont’d


– Step3: Describe planned activities for each output:



Budget (US$)


(C2) (D2) (H2)

Sub activity1.1.1: Staff hirringSub activity1.1.2: Project WorkplanSub activity 1.1.3: Research and studies

(B2)

Targets met

Comments

Activities:1.1: Initialization phase


AWP cont’d


– Step4: Construct measurable indicators and make quarterly targets:

Project Number/Title: EGY02/010 Smart Schools Network (SSN)

(C1) (D1) (E) (F) (G) (H1) (I)

Budget (US$)


(C2) (D2) (H2)

10 staff hired 10w orkplan available 1st draft f inal

draftR&S report on smart schools status available

status review

analysis report

draft report

final findings

Targets met

CommentsIndicator Targets:2002 Actual Imp.

Start-up activities on time

x

AWP cont’d


– Step5: Plan and report on expenditures:


(A) (B1) (C1) (D1) (E) (F)SRF Strategic Area of Support (SAS): 1.1.1

Budget (US$)

Planned

Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 $ 6,000

(C2) (D2)

Sub activity1.1.1: Staff hirring 10 staff hired 10 $ 1,000 Sub activity1.1.2: Project Workplan w orkplan available 1st draft f inal draft $ 0

Sub activity 1.1.3: Research and studies R&S report on smart schools status available

status review

analysis report

draft report

final findings

$ 5,000

Activities:1.1: Initialization phase Start-up activities on time

(B2)

x


$ 6,000

AWP cont’d


– Step6: Report on targets:


(A) (B1) (C1) (D1) (E) (F) (G)SRF Strategic Area of Support (SAS): 1.1.1

Budget (US$)

Planned Actual

Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 $ 6,000 $ 6,500

(C2) (D2)

Sub activity1.1.1: Staff hirring 10 staff hired 10 $ 1,000 $ 2,000 Sub activity1.1.2: Project Workplan w orkplan available 1st draft f inal draft $ 0 $ 0


status review

analysis report

draft report

final findings

$ 5,000 $ 4,500


(B2)

x


$ 6,000 $ 6,500

AWP cont’d


– Step7: Comments:


(A) (B1) (C1) (D1) (E) (F) (G)SRF Strategic Area of Support (SAS): 1.1.1

Budget (US$)

Planned Actual

Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 $ 6,000 $ 6,500

(C2) (D2)

Sub activity1.1.1: Staff hirring 10 staff hired 10 $ 1,000 $ 2,000 Sub activity1.1.2: Project Workplan w orkplan available 1st draft f inal

draft$ 0 $ 0


status review

analysis report

draft report

final findings

$ 5,000 $ 4,500


(B2)

x


$ 6,000 $ 6,500

ROPMS - Results-Oriented Project Management System

Business

project outcome

project level

project activities

project outputs

project needs

indicator outcome project

project manager

project operation plan