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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 Department'sLearning and Development Event
11 November 2010Unipart Conference Centre, Garsington Road, Cowley, Oxford, UK.
by
Christopher John WardleFunding Coordinator for Kenya and Uganda
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.
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.
Background
Experimental role Geographical dislocation from programme
team Are the issues I'm facing, unique to this role?
Audience demographics
23 people representing : Affiliates 3 Regional offices 4 PFD staff 7 In-country fund-raisers 9
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.
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?
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.
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.
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.
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.
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.
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
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) inDonor Reporting Schedule (DRS)
Audits in CRIMSON/HR Gold (under trial)
Initial programmes design covers HR for post-programme reporting
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!
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.
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?
Barriers and Solutions (1/2)
Lack of positive feedback mechanisms
Awards for quality and timeliness of reports
Not seen as the PM’s job Motivation by the RD
Inadequate staff numbers Better HR management
Capacity of team (implementers c.f. writers)
Capacity building (Staff selection based on both skills)
Poor planning Start-up workshop and information sharing
Inadequate data Tools
Barriers and Solutions (2/2)
Weak focus on organisational learning culture
More feedback to report writers
Lack of clear roles and responsibilities
Reoporting KPIs for Programme Managers
Poor recognition of Oxfam affiliate needs/interest in the reporting process
Respect affiliate deadlines and factor into planning
Mind-set/Priority Taking ownership of the reporting process
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.
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 basefor policy change.
Contact information
Christopher John WardleFunding Coordinator for Kenya and Uganda
Mobile: +44 754 764 3944
Online at Skype, Yammer, facebook, twitter, LinkedIn:
<cjwardle>
