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20101111 cj wardle_pfd_lde_presentation+participant_input

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20101111 cj wardle_pfd_lde_presentation+participant_input

  1. 1. 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 Departments Learning and Development Event 11 November 2010 Unipart Conference Centre, Garsington Road, Cowley, Oxford, UK. by Christopher John Wardle Funding Coordinator for Kenya and Uganda
  2. 2. 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.
  3. 3. 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.
  4. 4. Background Experimental role Geographical dislocation from programme team Are the issues Im facing, unique to this role?
  5. 5. Audience demographics23 people representing :  Affiliates 3  Regional offices 4  PFD staff 7  In-country fund-raisers 9
  6. 6. 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.
  7. 7. 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?
  8. 8. 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.
  9. 9. 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.
  10. 10. 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.
  11. 11. 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.
  12. 12. 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.
  13. 13. 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
  14. 14. 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) in Donor Reporting Schedule (DRS)− Audits in CRIMSON/HR Gold (under trial)− Initial programmes design covers HR for post- programme reporting
  15. 15. 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!
  16. 16. 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.
  17. 17. 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?
  18. 18. Barriers and Solutions (1/2)Lack of positive feedback Awards for quality andmechanisms timeliness of reportsNot seen as the PM’s job Motivation by the RDInadequate staff numbers Better HR managementCapacity of team Capacity building (Staff(implementers c.f. selection based on bothwriters) skills)Poor planning Start-up workshop and information sharingInadequate data Tools
  19. 19. Barriers and Solutions (2/2)Weak focus on More feedback to reportorganisational learning writerscultureLack of clear roles and Reoporting KPIs forresponsibilities Programme ManagersPoor recognition of Respect affiliateOxfam affiliate deadlines and factor intoneeds/interest in the planningreporting processMind-set/Priority Taking ownership of the reporting process
  20. 20. 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.
  21. 21. 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 base for policy change.
  22. 22. Contact information Christopher John Wardle Funding Coordinator for Kenya and Uganda Mobile: +44 754 764 3944 cwardle@oxfam.org.uk cjwardle@gmail.comOnline at Skype, Yammer, facebook, twitter, LinkedIn: <cjwardle>

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