Experts Group within the Government Office (Public Administration Reform Coordination Unit)
METHODOLOGY OF MONITORING AND EVALUATION OF THE CENTRAL PUBLIC ADMINISTRATION REFORM IN THE REPUBLIC OF MOLDOVA
implementation of the plan of application of central public administration reform monitoring and evaluation methods and tools
Guide to work procedures for cpa reform monitoring and evaluation
Chisinau, 2006
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TABLE OF CONTENTS
I. Unified Requirements to the Quarterly Report on CPA Reform Monitoring 3
II. Unified Requirements to the Annual Report on CPA Reform Monitoring 6
III. Methodological Directives on the Elaboration of the Quarterly Information on CPA Reform Progress Provided by CPAA to PAR Unit 9
IV. Requirements to the Annual Report on the CPA Reform Evaluation 13
V. Requirements to the Document Accompanying the Field Monitoring Visit 14
VI. Requirements to the Report on CPA Reform Field Monitoring 15
VII. Evaluation Form of the Study Tour of the Civil Servants 16
VIII. Evaluation Form of the Knowledge Transfer at Civil Servants’ Training Programs 21
IX. Evaluation Form of the CPA Reform Website 25
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I. Unified Requirements to the Quarterly Report on CPA Reform Monitoring
The quarterly report on CPA reform progress includes according to the set requirements the following three components (listed in order of their performance):
1. Analysis of the implementation of the Implementation Plan of the CPA Reform Strategy during the reporting period (Annex 1 to the report).
2. Description of the CPA reform progress during the reporting period – a narrative description of the implemented actions and achieved results as compared to the objectives and expected results per each component of the CPA reform.
3. Conclusions, problems and recommendations, which include:
- Conclusions on the achieved results.
- Description of the identified problems and explanation of the major deviations in the implementation process of the Strategy Implementation Plan.
- Proposals to improve the CPA reform implementation activity.
Directives on drawing up the quarterly report. PAR Unit draws up the quarterly monitoring report in the following way.
1) Analysis of the implementation of the Implementation Plan is based on a standard pattern, which is a table, the elaboration of which has been based on the Implementation Plan:
Annex 1
to the Quarterly Report on CPA Reform Progress
Objective / Action / Timeframe / Executor (institution) / Performance of actions* / Comments**1 / 2 / 3 / 4 / 5 / 6
I. Central Public Administration Reorganization
1. ...
Remark:
*The column „Performance of actions” will include:
- „performed” for actions performed in time;
- „not performed” for actions not performed in time;
- „in process of execution” for actions not yet finalized.
**The column „Comments” will describe the way the finalized actions have been implemented and the causes leading to failure of timely performance of the actions not finalized, where appropriate.
2) The description of the CPA reform progress reveals the progress achieved vis-à-vis the objectives and expected results per each component of the CPA reform as follows:
I. Central Public Administration Reorganization.
Objectives
1. Institutional and functional optimization of the central executive.
2. Delimitation of the functions of policy development from those of policy implementation.
3. Focusing central specialized bodies of the administration on the development and strategic coordination of the sector policies.
Achieved progress
This section describes the activities (most important ones) carried out during the reporting period and the achieved results per each objective.
II. Decision Making Process.
Objectives
4. Consolidating capacities for developing sector policies, for analyzing and monitoring their implementation within CPAA.
5. Building an efficient planning and reporting system.
6. Improvement of the quality of the issued documents.
7. Application of the consultancy mechanism among CPAA.
8. Introduction and application of information and communication technologies.
Achieved progress
This section describes the activities (most important ones) carried out during the reporting period and the achieved results per each objective.
III. Human Resource Management.
9. Optimization of the management of the public function and civil servants.
10. Improvement of the existing procedures for human resource management.
11. Building a professional corpse of civil servants.
12. Improvement of the civil servants’ motivation system.
Achieved progress
This section describes the activities (most important ones) carried out during the reporting period and the achieved results per each objective.
IV. Public Finance Management.
Objectives
13. Building an efficient and sustainable system of interaction between the policy development process and the budgetary process.
Achieved progress
This section describes the activities (most important ones) carried out during the reporting period and the achieved results.
V. Participation and Communication.
Objectives
14. Consolidation of the dialogue with the stakeholders and encouraging their participation at the reform implementation and monitoring.
Achieved progress
This section describes the activities (most important ones) carried out during the reporting period and the achieved results.
VI. Monitoring the Implementation Process.
Objectives
15. Identification of the progress and problems of CPA reform implementation.
16. Providing financial means for CPA reform implementation.
17. Consolidation of the PAR Unit potential.
Achieved progress
This section describes the activities (most important ones) carried out during the reporting period and the achieved results.
3) This compartment provides conclusions on the progress of the reform per each component and as a whole, lays out the identified problems and recommendations to solve them.
CPA reform progress per each component of the strategy and as a whole.
This section explains the deviations from the Implementation Plan vis-à-vis the activities planned under each component for the reporting period.
- It describes the problems identified during the reporting period (during the field monitoring as well) and the quality of the achieved results and provides explanations about the deviations from the actions planned under the compartments of the strategy.
- It provides priorities – proposals (recommendations) regarding the improvement of the CPA reorganization.
II. Unified Requirements to the Annual Report on CPA Reform Monitoring
Plan of the Annual Report on CPA Reform Monitoring.
The annual monitoring report contains the following five components (in order of their performance):
1) Analysis of the implementation of the Strategy Implementation Plan for the reporting period (Annex1 to the report).
2) Description of the CPA reform progress during the reporting period – a narrative description of the performed actions and results achieved vis-à-vis the objectives and expected results per each component of the CPA reform.
3) Evaluation of the CPA reform success.
4) Brief presentation of the expenses planned and made from the Trust Fund during the reporting period with explanations and comments.
5) Conclusions, problems and recommendations including:
- Conclusions on the achieved progress;
- Description of the identified problems and explanation of the major deviations in the implementation of the Strategy Implementation Plan;
- Proposals to improve the CPA reform implementation activity. Proposals for corrective actions when necessary.
6) Implementation Plan of the CPA Reform Strategy for the following year (Annex 2).
Directives on drawing up the annual monitoring report. PAR Unit draws up the annual monitoring report in the following way:
1) The analysis of the implementation of the Implementation Plan is based on a standard pattern, which is a table, the elaboration of which has been based on the Implementation Plan:
Annex 1
to the Annual Report on CPA Reform Progress
Objective / Action / Timeframe / Executor (institution) / Performance of actions* / Comments**1 / 2 / 3 / 4 / 5 / 6
I. Central Public Administration Reorganization
Remark:
*The column „Performance of actions” will include:
- „performed” for actions performed in time;
- „not performed” for actions not performed in time;
- „in process of execution” for actions not yet finalized.
**The column „Comments” will describe the way the finalized actions have been implemented and the causes leading to failure of timely performance of the actions not finalized, where appropriate.
The analysis of the implementation of the Implementation Plan is included in Annex 1 to the quarterly monitoring report.
2) The description of the CPA reform progress reveals the progress achieved vis-à-vis the objectives and expected results per each component of the CPA reform, as follows:
I. Central Public Administration Reorganization.
Objectives
1. Institutional and functional optimization of the central executive.
2. Delimitation of the functions of policy development of those of policy implementation.
3. Focusing the central specialized bodies of the public administration on the development and strategic coordination of the sector policies.
Achieved progress
This section describes the activities (most important ones) carried out during the reporting period and the achieved results per each objective.
II. Decision Making Process.
Objectives
4. Consolidating capacities for developing sector policies, for analyzing and monitoring their implementation within CPAA.
5. Building an efficient planning and reporting system.
6. Improvement of the quality of the issued documents.
7. Application of the consultancy mechanism among CPAA.
8. Introduction and application of information and communication technologies.
Achieved progress
This section describes the activities (most important ones) carried out during the reporting period and the achieved results per each objective.
III. Human Resource Management.
9. Optimization of the management of the public function and civil servants.
10. Improvement of the existing procedures for human resource management.
11. Building a professional corpse of civil servants.
12. Improvement of the civil servants’ motivation system.
Achieved progress
This section describes the activities (most important ones) carried out during the reporting period and the achieved results per each objective.
Total progress of component III.
This section explains the deviations from the Implementation Plan vis-à-vis the activities planned under component III for the reporting period.
- It describes the problems identified during the reporting period (during the field monitoring as well) and the quality of the achieved results and provides explanations about the deviations from the actions planned under the compartment III.
- It provides priorities – proposals regarding the improvement of the human resources management.
IV. Public Finance Management.
Objectives
13. Building an efficient and sustainable system of interaction between the policy elaboration process and the budgetary process.
Achieved progress
This section describes the activities (most important ones) carried out during the reporting period and the achieved results.
Overall progress of component IV.
This section explains the deviations from the Implementation Plan per each objective vis-à-vis the activities planned for the reporting period.
V. Participation and Communication.
Objectives
14. Consolidation of the dialogue with the stakeholders and encouraging their participation at the reform implementation and monitoring.
Achieved progress
This section describes the activities (most important ones) carried out during the reporting period and the achieved results.
VI. Monitoring the Implementation Process.
Objectives
15. Identification of the progress and problems of CPA reform implementation.
16. Providing financial means for CPA reform implementation.
17. Consolidation of the PAR Unit potential.
Achieved progress
This section describes the activities (most important ones) carried out during the reporting period and the achieved results.
3) The evaluation of the CPA reform success is based on the annual evaluation report and is carried out according to the procedure set out in the CPA Reform Monitoring and Evaluation Methodology.
The results are reflected by the result indicators.
4) The brief presentation of the expenses planned and made from the Trust Fund during the reporting period with explanations or comments is based on the information provided by the quarterly financial reports drawn up by the Office of Administrative Support and reveals the efficiency of use of the financial resources from the Trust Fund.
5) This section provides conclusions on the CPA reform progress as a whole and per each component, reflects the identified problems and recommendations to solve them.
CPA reform progress as a whole and per each component of the strategy:
- This section explains the deviations from the Implementation Plan vis-à-vis the activities planned under each component for the reporting period.
- It describes the problems identified during the reporting period (during the field monitoring as well) and the quality of the achieved results and provides explanations about the deviations from the actions planned under the compartments of the strategy.
- It provides priorities – proposals (recommendations) regarding the improvement of the CPA reorganization. Corrective actions will be suggested when necessary.
6) The implementation Plan of the CPA Reform Strategy for the following year is attached to the Annual Monitoring Report (Annex 2).
III. Methodological Directives on the Elaboration of the Quarterly Information on CPA Reform Progress Provided by CPAA to PAR Unit
According to the Government Decision no. 1402 of December 30, 2005, ministries and other central public administrative authorities provide the PAR Unit with Quarterly Information about the CPA reform progress.
1. Timeframe for providing the Information: within 7 (seven) calendar days from the end of the reporting period.
2. The information is provided on paper and in electronic form (e-mail: )
3. Unified requirements applied to the Information. According to the set requirements, the Information on the CPA reform progress includes:
- analysis of the implementation of the own action plans (quarterly);
- factual value of the performance indicators (annually).
The Quarterly Information on the CPA reform progress is introduced in a standard table, the elaboration of which has been based on the Action Plan of the CPAA, which in turn is based on the CPA reform Implementation Plan:
QUARTERLY INFORMATION
ON CPA REFORM PROGRESS
______
(Period)
______
(Ministry or CPAA)
Objective / Action / Timeframe / Executor (department, section, service) / Performance of actions* / Comments**1 / 2 / 3 / 4 / 5 / 6
I. Central Public Administration Reorganization
1. ....
Remark:
*The column „Performance of actions” will include:
- „performed” for actions performed in time;
- „not performed” for actions not performed in time;
- „in process of execution” for actions not yet finalized.
**The column „Comments” will describe the way the finalized actions have been implemented and the causes leading to failure of timely performance of the actions not finalized, where appropriate.