ANNEXESS

NANHRI KICK-OFF

MEETING REPORT

NAIROBI, 24-26/5

2016

Authors: Mads Gottlieb, Ann Lisbeth Ingerslev, Katharina V Palad, Kristine Yigen

This report has been produced with the assistance of the European Union. The contents of this publication are the sole responsibility of the DIHR and can in no way be taken to reflect the views of the European Union. http://ec.europa.eu/world/

© 2016 NHRI·EU The Danish Institute for Human Rights Wilders Plads 8K DK-1403 Copenhagen K Phone +45 3269 8888 www.humanrights.dk

Provided such reproduction is for non-commercial use, this publication, or parts of it, may be reproduced if author and source are quoted.

This publication has been produced with the assistance of the European Union. The contents of this publication are the sole responsibility of the Danish institute for Human Rights, the NHRI-EU project, and can in no way be taken to reflect the views of the European Union. EU info: http://ec.europa.eu/world/

Annex 1 - NANHRI Agenda Kick-Off MeetingAnnex 2 - Simple Global OrganogramAnnex 3 - Introduction to Project ObjectivesAnnex 4 - Introduction to the E-learning Development ProcessAnnex 5 - Re-grantsAnnex 6 - Visibility for Regions

CONTENT

Annex 1 - NANHRI Agenda Kick-Off Meeting

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NHRI·EU capacity assessment and kick off meeting

NANHRI & DIHR

24 - 26 May (both days included, 3 full days), 2016, in NANHRI secretariat

Participants:

DIHR

Ann Lisbeth Ingerslev, Head of Finance and Administration

Kristine Yigen, Programme Manager

Mads Gottlieb, Project Adviser

Katrina Palad, Project Economist

NANHRI

Gilbert Sebihogo, Executive Director

Margaret Muthee, Programme Manager

Jane Kimotho, Finance Officer

Gilford Kimathi, Programme Office

Benson Chakaya, Programme Officer

Jacqueline Nerubucha, Office Administrator

Abel Simiyu, Intern

Objectives and expectations: The objectives of the kick-off meeting is to:

• build a common understanding of the project and the division of roles and responsibilities betweenDIHR and NANHRI in three tracks i) Blended learning, ii) re-grants iii) organisational development

• initiate a capacity assessment of NANHRI• Agree on a project set-up for NANHRI• clarify open questions.

To achieve those objectives, the following will be jointly discussed and explained during the meeting: a) the LFA, the annual action plan, the responsibilities of applicants and co-applicants,

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b) the administrative set up, the project budget, the rules for implementing the project, the allocation of human resources, project tasks, and budget will be discussed.

All partners should during the meeting become aware of their duties and rights within the projects

framework. DIHR project team will facilitate these workshops on EuropeAids PCM approach and the smooth running of the project.

Follow-up:

Minutes/workshop-report written by DIHR and sent to NANHRI after the workshop

Program: SEE NEXT PAGES

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Day 1: Introduction and presentation of the project

Time Topic: Responsible: 11.00-11.15

Introduction, welcome and morning tea DIHR/NANHRI

11.15-13.30 General project introduction, updates on Objective 1 progress and visibility rules

- Presentation of the project - Blended learning; process and update on progress - Re-grants; process, timeline and roles - Visibility; Visibility Plan, Basic Requirements and Recommendations

DIHR

13.30-14.30 LUNCH & END OF DAY 1

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Day 2: Capacity Assessment, Financial and Administrative Requirements and Blended Learning

Time Topic: Responsible: 09.00-09.30 Recap of Day 1, adjusted agenda Day 2 & 3, and introductions

DIHR

09.30-13.00 (tea-break from 11.00-11.15)

About NANHRI:

- Introduction to organisation and organigram, (no. of staff, profiles) - Presentation of Strategy and future plan - Current economy, financial turnover and donors (size and sustainability of economy) - Governance structure of the African network - Annual report on annual activities - Previous organisational baselines / assessments - by RWI and other - Previous evaluations and recommendations to NANHRI on financial management and organisational

development - current financial management system

NANHRI

13.00-14.00 LUNCH 14.00-16.00 Blended Learning, with a special focus on the LNA process

and the questionnaires to NHRIs DIHR: Kristine Yigen & Mads Gottlieb NANHRI: Gilbert Sebihogo, Gilford Kimathi, Benson Chakaya and Abel Simiyu DIHR to present the overall blended learning process,

with a special focus on the four development stages of the e-courses and NANHRIs roles.

Financial and administrative review and presentation of EU guidelines DIHR: Katrina Palad Ann-Lisbeth Ingerslev NANHRI: Jane Kimotho, Jacqueline Nerubucha & Margaret Muthee DIHR to provide a presentation of the EU

financial and administrative requirements NANHRI to give insight into accounting system

and financial and administrative procedures and guidelines

DIHR/NANHRI

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NANHRI to respond to the NHRI-survey, to ensure a full understanding of the questions that we are asking NANHRI-members about.

NANHRI to give guidance to DIHR on NHRIs of special interest for the survey

Selected NANHRI-staff to provide detailed feedback on current needs and a status on their current capacity.

16.00-16.15 Tea-break 16.15-17.00 Organisational needs to strengthen the NANHRI secretariat

DIHR presents the projects proposed interventions on OD and the process.

DIHR

17.00-17.30 Project set-up models/ scenarios incl - Any contractual and budgetary issues - Initial observations on capacity

DIHR

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Day 3: Project set-up and planning

Time Topic Responsible: 09.00-10.45 Administration & Reporting

- Contract- Budget- Administrative requirements- Narrative reporting

DIHR

10.45-11.00 TEA-BREAK 11.00-13.00 Stakeholder-analysis

- Internal/external- Active/Passive- High influence/low influence- Participation needed/not needed

DIHR/NANHRI

13.00-14.00 LUNCH 14.00-16.00 Organisational Development, Staff issues & Way Forward:

- OD process- Regional Coordinator- Budget Revision- Communication; monthly skype-calls, next meeting and information about RWI-project

DIHR/NANHRI

Annex 2 - Simple Global Organogram

Organigram of Governance structure of NHRI.EU. Version 1

TABLE 1: Governance structure

Body Composition Functions

Main Applicant/

DIHR Executive Director Final decision-making authority and accountability to EU

Project Owner:DIHR Executive Director

Steering Committee:DIHR, ICC Chair and ICC Secretary (potentially

regional chairs)Externals to participate in

second part of meeting

Project Implementation Committee

DIHR Department Director, DIHR PM 'Unit', Co-applicant

Managers

Programme Director Advisory Panel / Reference group

1. NANHRI Chair & Secretariat 2. ENNHRI Chair & Secretariat 3. APF Chair & Secretariat 4. RINADH Chair 5. OHCHR NIRMs 6. UNDP

The Advisory Panel is a mechanism for a) Sharing of information between the

EIDHR programme and regional networks, ICC and key external stakeholders

b) Identifying synergies and opportunities to promote coordination of activities and avoid duplication of tasks

c) Disseminating Programme results d) Securing inputs and feedback

Steering Committee

1. DIHR International Director 2. ICC Chair 3. ICC Secretary

The Steering Committee is a mechanism for a) Deciding on the overall political and

strategic direction of the programme b) Informing the ICC about the

programme c) Providing accountability of the

programme with the ICC Programme Implementation Committee/ Management Unit

1. DIHR Department Director 2. Co-applicant 1 3. Co-applicant 2 4. Co-applicant 3 5. Co-applicant 4 6. Co-applicant 5 7. DIHR project manager 8. DIHR Project Economist 9. Other

The Programme Implementation Committee is the mechanism with responsibility for

a) Project management b) Deciding on overall priorities in line

with the EIDHR programme documents and legal basis

c) Deciding on any deviation from programme documents. The PIC can alter components, outcomes and outputs

d) Implementation e) Donor reporting f) Financial reporting

Annex 3 - Introduction to Project Objectives

INTRO TO INTERVENTION LOGIC

OVERALL OBJECTIVES

- Long term objectives

- Not likely to be achieved within the project period

SPECIFIC OBJECTIVES

- Planned to be achieved within project period

- will be monitored by using indicators

ORGANISATIONALCAPACITY DEVELOPMENT

(REGIONAL NETWORKS AND ICC)

- Essential in reaching specific objective 3

- Institutional strengthening as per their function

- Strategy, accreditation, international engagement

BLENDED LEARNING (NHRI’S)

- Essential methodology in reaching specific objective 1&2

- Building on the blend between human and technology

- A 3-step process:

1) e-learning, 2) follow up workshops, and, 3) national interventions (re-grants)

TARGET GROUPS

INDIVIDUAL NHRIS

REGIONAL NETWORKS

AND SECRETARIATS

GANHRI

Overall objectives1. NHRIs impact positively on the promotion and protection of human rights in

accordance with the UN Paris Principles on the four thematic areas

2. The regional networks of NHRIs and the ICC improve interactions with human rights mechanisms at regional and global levels

Specific objectives: 1. Increase the number of NHRIs fullfilling their mandate in conformity with UN

Paris Principles requirements worldwide, on Monitoring & Reporting and Human Rights Education

2. Human Rights and Business (HRB) and Economic, Social and Cultural Rights (ESCR) have become integrated parts of all involved NHRIs’ performance

3. The NHRI networks have the institutional infrastructure to be international human rights stakeholders and act as recognised networks of NHRIs

4. Project Management (not a Specific Objective)

INTERVENTION LOGIC

TWO OVERALL OBJECTIVES:

1. Participating NHRI’s has an increased capacity to promote and protect human rights within four UN Paris Principles mandate areas:

HRE M&R HR&B ESCR

2. ICC and the four regional networks for NHRI’s improves their interaction with key international human rights actors

INTERVENTION LOGIC

3 SPECIFIC OBJECTIVES:

Blended learning

Capacity building of NHRI network

SPECIFIC OBJECTIVE 1

By the end of the project all targeted NHRIs fulfil better their mandates with an emphasis on core functions vis a vis UN Paris Principles:

Strengthened formal human rights education

Enhance their competences in monitoring and reporting

SPECIFIC OBJECTIVE 2:

By the end of the project HR&B and ESCR have become an integrated part of all targeted NHRIs performance

SPECIFIC OBJECTIVES 1 & 2 RESULTS

HRE + M&R (SO1)

1. A tailor made programme for NHRIs and HRE in the formal sector and in Monitoring & Reporting has been developed

2. Participating NHRIs gain knowledge and methods aiming at enhanced formal HRE

3. Participating NHRIs professionalise their independent Monitoring outputs and submissions (reports) to regional and international bodies

B&HR + ESCR (SO2)

1. A tailor made programme for participating NHRIs on HR&Band ESCR

2. More effective and relevant actions are carried out by the participating NHRIs to address emerging human rights challenges and opportunities in the area of HR&B

3. More effective and relevant actions are carried out by the participating NHRIs to address emerging human rights challenges and opportunities in the areas ESCR

SPECIFIC OBJECTIVE 3 RESULTS

SPECIFIC OBJECTIVE 3:

By the end of the project all the NHRI regional networks and the ICC gain acknowledgment as key international human rights stakeholders and act as recognized regional/ global networks of NHRIs

EXPECTED RESULTS

1. The sustainable institutional capacity, effectiveness and impact of all the regional networks is increased

2. The sustainable institutional capacity, effectiveness and impact of ICC is increased

3. A continuous dialogue between regional and international bodies such as the EU and UN, the ICC and its regional networks is consolidated

ACTIVITIES 3.1

1. Inception phase: consultations with 4 regional networks/secretariats and ICC defining needs and priority interventions

2. Capacity building: organisational development programme for 4 regional networks/secretariats and ICC

3. Accreditation support: develop activities of 4 regional networks/secretariats supporting accreditation of NHRI members

4. International meetings: activity plans for 4 regional networks/secretariats and ICC attendance in regional/international meetings in order to influence defined HR issues of relevance to NHRI members

The sustainable institutional capacity, effectiveness and impact of all the regional networks is increased by:

ACTIVITIES 3.2

1. Inception phase: consultations with 4 regional networks/secretariats and ICC defining needs and priority interventions

2. Capacity building: organisational development programme for 4 regional networks/secretariats and ICC

3. Accreditation support: develop activities for ICC and Sub-Committee on Accreditation of NHRIs

4. International meetings: activity plans for 4 regional networks/secretariats and ICC attendance in regional/international meetings in order to influence defined HR issues of relevance to NHRI members

The sustainable institutional capacity, effectiveness and impact of ICC is increased by:

ACTIVITIES 3.3

1. Inception phase: consultations with ICC defining coordination of donors and develop a plan

2. International dialogue: implement plan for donor coordination activities

3.3: A continuous dialogue between regional and international bodies such as the EU and UN, the ICC and its regional networks is consolidated through:

EXPECTED RESULT 4 (PROJECT MANAGEMENT)

An efficient and operational system for the coordination, administration, monitoring and evaluation of the project is implemented and the institutional capacity of all partners is enhanced

ACTIVITIES 4 (PM)

1. Global baseline assessment including organisational capacity as well as desk study and translation.

2. Set up a PCM system and organise an internal kick-off and capacity building workshop in Denmark of 3 days for DIHR project staff

3. Organise 5 decentralised inception phase, kick-off and capacity building workshops in each region and ICC each for 5 days

4. Develop and implement a visibility plan based on the EC visibility guidelines.

5. Develop and establish re-granting scheme that sets up selection criteria, application format, guidelines, decision making process and transparency.

(…continued next slide)

An efficient and operational system for the coordination, administration, monitoring and evaluation of the project is implemented and the institutional capacity of all partners is enhanced by:

ACTIVITIES

6. Organise 3 annual coordination and review meetings with all partners back to back with ICC meeting (4 days) and 15 decentralised review and capacity building meetings annually and with each partner (4 days)

7. Organise telephone conferences once a month between DIHR and each partner individually

8. Participation of project coordinator in EC meetings in Brussels

9. Run 5 financial audits of partners and one consolidated by DIHR annually

10. Conduct an external final evaluation

Continued….

Annex 4 - Introduction to the E-learning Development Process

DESIGN DEVELOPMENT IMPLEMENTATIONANALYSIS

OUTPUT/PRODUCT:Learning Needs Analysis

document package

SIGNED OFF BY: GANHRI, regional partners and

SMEs

OUTPUT/PRODUCT:Prototype

SIGNED OFF BY: GANHRI, regional partners and

SMEs

OUTPUT/PRODUCT:Final courses

SIGNED OFF BY: GANHRI, regional partners and

SMEs

OUTPUT/PRODUCT:Courses translated &

uploaded

SIGNED OFF BY: GANHRIand regional partners

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ROUGH OVERVIEW OF E-LEARNING DEVELOPMENT PROCESS

Storyboard development, review and sign-off

ANALYSIS

Purpose of this phase is to get an overview of the requirements, so that we know where we are going and why.

SME activities:• Develop learning objectives• Update learning objectives with results from

end-user learning needs assessment• Content of the course (learning design)• Input on structure and concept of the

course• Implement review comments from our

partners on the document package with final learning objectives, learning design on content level as well as the concept

Expect this phase to take approx. 10% of your time.

Workshop learning objectives& learning design

Development of learning objectives and learning design

Review/sign-off

Example of learning design

The purpose of this phase is to start creating the manuscripts for the course, i.e. the storyboards, in a format the production team can use to bring the content to life. Depending on the structure of the course we may decide to create one storyboard per module/element.

SME activities:• Writing the storyboard(s) based on the learning

design (see previous phase)• Gather, sort and implement input from working

group review, if relevant • Implement review comments from our partners• There will also be developed a prototype which

will allow stakeholders to get an impression of what the final product will look like/how it will function. The prototype should be reviewed by, among others, the SME.

Expect this phase to take approx. 70% of your time.

DESIGN (STORYBOARD)

Review/sign-off

Examples of storyboards –they can be in either Word or PowerPoint

Development of storyboard

The purpose of this phase it to convert the storyboard/manuscript into on-screen content. This phase will probably overlap with the design/storyboard phase as storyboards may bewritten, reviewed, signed-off and produced in an ongoing process (e.g. one module after the other)

SME activities: • Quality assurance of draft version(s) of

modules/course (this is the first time yousee the full content on-screen)

• Gather, sort and implement input from end-user and/or working group review

• Implement review comments from ourpartners

Expect this phase to take approx. 18% of yourtime.

DEVELOPMENT (PRODUCTION)

Review/sign-off of e-learning

Examples of courses/modules

The purpose of this phase is to get the courses up-and-running on the technicalplatform, launch them and get themtranslated.

SME activities: • Possibly check the course on the

technical platform (is it working as expected)

• Execution of the faciliated e-learning, if relevant

Expect this phase to take approx. 2% of your time+ the major part of the time allocated to facilitated learning, if relevant.

IMPLEMENTATION

Examples of courses on technical platforms

Check e-learning on technical platform/in its final form

EVALUATION

We are also looking into learning effect measurement and/or evaluation of the courses, but no decision has been made yet.

Annex 5 - Re-grants

RE-GRANTS(3 STEPS)

1. SET UP THE SYSTEM2. AWARD3. IMPLEMENT

ABOUT THE RE-GRANTS

How many and how much? Total budget = 240,000 € 16 (4 X 4) grants @ 15,000 € each

Purpose? National interventions (NHRIs) within the

4 thematic areas (HRE, M&R, HRB, ESCR)

Who and where? NHRIs in all regions

OBJECTIVE 1 AND 2 OVERVIEW (ALL TRANSLATED TO THE 4 GANHRI LANGUAGES)

Re-grants (16)

HRE (1 for eachregion)

M&R (1 for eachregion)

HRB (1 for eachregion)

ESCR (1 for eachregion)

Facilitated workshops (14 workshops, 14 participants each = 7 to 14 NHRIs per workshop)

HRE (4) M&R (2 cross-regionals) HRB (4) ESCR (4)

E-Learning (for all NHRIs who wishes to be part of it)

HRE M&R HRB ESCR

ROUGH/INDICATIVE TIMELINE (depend on blended learning)

RE-GRANTS - STEP 1

SET UP THE SYSTEM

1) Eligibility and selection criterias2) Financial and administrative

requirements and reporting3) Set up a decision-making-body for

transparent and democratic awards

STEP 1 CONTINUED…

ELIGIBILITY AND SELECTIONEXAMPLES

(to be further developed and finally decided at a laterstage)

E-learning Face-2-face workshop NHRIs only Ensure adequate support to implement

RE-GRANTS – STEP 2

NHRIs apply toRegions

Regions checks eligibility and

forward to Grant-

Committee

Grant-Committee

evaluates and decides basedon selection

criterias

Documentationand feedback

to NHRIs

RE-GRANTS - STEP 3

IMPLEMENT& REPORT

1) DIHR (or partner) transfer funds andguidelines to NHRIs

2) NHRIs implements (with technical adviceif needed)

3) NHRIs reports to regions, who reports toDIHR (final deadline is October 2018)

Annex 6 - Visibility for Regions

VISIBILITY WHY VISIBILITY?

A. EU REQUIREMENT

B. THE PROJECT DEPENDS ON VISIBILTY

REQUIREMENTS

1. EU Logo

2. Standard Phrase:

a) ”This Project is supported by the European Union”b) ”This publication has been produced with the assistance of the European

Union. The contents are the responsibility of [DIHR] and can in no way betaken to reflect the views of the EU”

• Contact information• Link to europeaid website (mainly for websites and online material)

3. Update EU on ”major” project events

VISIBILITY PLAN - TEMPLATE

1. Overall Communication Objectives2. Target Groups3. Spec. Objectives for each target group, reltated to the actions objectives

and the phases of the project cycle4. Main communication activities covered by the plan5. Tools chosen6. Completion (indicators)7. Provisions for feedback from participants8. Human Resources9. Financial Resources

EU RECOMMENDATIONS

• Newsletters• Press releases• Briefings• Guidelines• Invitations• Press conferences• Written material