ROM reviews

Saskia Van CrugtenNSA-LA Thematic programme - Management of the Project Cycle and Monitoring of Project ImplementationBrussels, 17-18 September 2013

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Origin of ROM reviewsMay 1999: the Council of the EU invited the EC to establish a performance-based monitoring system with the objective to strengthen Monitoring, Evaluation and Transparency.

EuropeAid established the Results-Oriented Monitoring system (ROM).

Initially, ROM bridged the gap between EC Task Managers (Brussels) and the project (in the field)…

…today however, most EC Project Manager work in Delegations.

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Main features of ROM system OECD DAC evaluation criteria

PCM / Logical Framework Approach

For on-going and closed projects/programmes (on-going ROM, ex-post ROM, regional ROM)

Standard methodology for all projects Selection of projects for ROM Mission procedure Questions guiding the assessment Report formats

Grading system

External experts 3

ROM reviews: a

“snapshot” of the

project’s quality and

performance

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Selection of actions for ROM Interactive process between ROM contractors, EU Del, ROM Task

Manager, Headquarters

All projects with budgets exceeding 1 million € and a sample of smaller projects

All projects that have been implemented for at least six months and at least six months remaining before closure

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ROM should be coordinated with evaluation activities (e.g. not within six months of a mid term review).

Currently, roughly 1/3 of DEVCO projects/programmes are “ROMed” every year.

6 months 6 monthsROM period

StartImplementation End

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Timing of ROM missions

The ROM exercise is to be timely and quick. 5 days for field visit of an ongoing project. 1 day preparation 2 days reporting.

Ex-post ROM can require more days (up to 10) especially to identify interlocutors.

ROM reports available 15 days after the field visit.

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ROM documents

Project Synopsis (PS): a concise overview on project background, intervention logic and administrative data.

Background Conclusion Sheet (BCS): guiding questions to assess a project and give grades for each of the criteria

ROM Report (MR): findings and grades for ROM criteria, conclusions and recommendations.

Response Sheet (RS): comment on report quality, reply to recommendations and feedback from other stakeholders (to be filled in by Task Manager).

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Cut paper work…

Keep the

essential…

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ROM assessment criteria - BCSRelevanceRelevance•1.1 For target group•1.2 For partner government•1.3 For E.U.Quality of designQuality of design•1.1 Intervention logic •1.2 Stakeholder support•1.3 Crosscutting issues in designEfficiencyEfficiency•2.1 Availability of means / inputs•2.2 Implementation of activities•2.3 Output achievement •2.4 Partner contribution Effectiveness Effectiveness •3.1 Output achievement•3.2 Outcome achievement

Impact ProspectsImpact Prospects•4.1 Direct impact•4.2 Indirect impactPotential SustainabilityPotential Sustainability•5.1 Financial/ economic viability •5.2 Target group ownership •5.3 Policy support•5.4 Institutional capacity Horizontal IssuesHorizontal Issues•6.1 Quality Systems, Monitoring and Evaluation•6.2 Technical Cooperation•6.3 EC visibilityCross-cutting issuesCross-cutting issues•7.1 Gender•7.2 Environment•7.3 Good Governance•7.4 Human Rights

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BCS = Excel file

with 1 sheet

criteria + sub-

criteria

88

1.

2.

Using the BCS

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ROM grading system

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Don’t focus too much on

grades at the expense of

substance…

Grades strongly reduce the

complexity!

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ROM performance categories

Made to describe the performance of a project as a whole;

not quantitative averages of the grades for the performance criteria, but qualitative categorisations.

Category Subcategory Definition

I Very good performance At least three "a", no "c", no "d"

II Good performance

II a No "c", no "d"

II b Maximum of one "c", no "d"

II c Maximum of two "c", no "d"

III Performing with problems At least three "c", no "d"

IV Not performing, major difficulties At least one "d"

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Why ROM reviews ?

For project managers and EC task managers: ROM informs stakeholders on project performance and helps to focus on results.

For higher level of EC management: ROM provides statistics on overall portfolio performance and highlights problems and success stories.

For knowledge production: ROM can be a source of lessons learnt via meta-analysis/evaluations).

For project beneficiaries: opportunity to discuss project progress and outputs.

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What a ROM review is not ?

An Audit

A mechanism replacing internal monitoring by EC staff

An in-depth analysis of a project/ programme

An assessment of EC Task Managers performance

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ROM and Quality assurance in the project cycle

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ProgrammProgramminging

IdentificatiIdentificationon

ImplementatioImplementationn

FollowFollow-Up-Up

PPCM

----Closure-Closure-

--oQSG

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oQSG 1

Internal Monitoring

Ex-

Post

ROM

FormulatioFormulationn

Final Project Evaluati

on

Ongoi

ng

ROM

DEL managedHQ managed Lessons

Learnt

Accountability

Project Mgmt

Ongoing

ROM

Mid term Project Evaluation

Ex-Post Project Evaluation

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ROM reviews for supporting project management

Using external experts ROM offers fresh eyes to scrutinize a project:

Is the project, with all due flexibility, pursuing its planned course and will it attain its objectives?

What can or should be done to improve project performance?

Are there issues which could be subject to a more in-depth analysis (evaluation)?

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Rom reviews have their limits, but

the tool exists and can help. Make

the best of it!