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Amakuru ki i Rubavu?
OMT Special Retreat on One UN Business Operations Strategy
Internal Newsflash, 24-27 March 2013
Editorial
Amakuru ki i Rubavu? literally means “What are the news in Rubavu?”. This is a special newsflash produced by UNDP
Communications Office as a means of internal One UN communications during the Operations Management Team’s 25th-
27th March 2013 Retreat. This is a unique opportunity for Operations Team to recap and openly discuss with RC’s
presence on the challenges and lessons learnt over the past UNDAF cycle and to make a roadmap in support to the One UN
Programme Team and UNDAP process. This issue covers Day 2 of the retreat, which was a very hectic day loaded with
noteworthy topics. Special thanks to Solange Uwera, Rajesh Kayastha, Janvier Wussinu, Robert Banamwana, and
Shiva Paudel for their support in the production of this issue.
Enjoy!
The OMT 2013 Retreat participants posing for a group photo with Mr. Lamin M. Manneh in front of Kivu Lake
after the official launch of the OMT Retreat
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2. Official Opening of the 2013 OMT Retreat on One UN Business
Operations Strategy by the Resident Coordinator
Strategy initiative was developed and succeed in the attainment of
by UNDG and UNCTs in response the EDPRS. “We must understand
to the request from UN member and never forget that we are more
states and the UN SG to effective when working as one,
harmonize UN Business that we support the Government
Operations, to reduce transaction better when we work as one, and
costs, to eliminate duplication of that we deliver better results for
efforts, and to install better the men and women of Rwanda
monitoring and result-based when we work together as one”.
planning. “What we will be doing
during this retreat is part of a The RC put emphasis on
global initiative towards UN effectiveness and efficiency of the
reform” said Mr. Manneh. work done by the One UN “it is
only when we are 100% effective
The RC acknowledged the efforts and 100% efficient that we truly
done by the OMT since 2010 in: 1) are Delivering as One”. That
Reviewing and strengthening the “Going into a new programming
internal control system of the cycle, provides all of us to do even
OMT and other working groups; 2) better”. The RC concluded by
Reducing duplication and officially opening the 2013 OMT
repetition in the procurement Retreat.
“ I am here to learn further from processes; 3) Identifying,
you and to express to you the quantifying and reducing
importance that I and the UNCT
transaction costs of more than
are giving to the operations staff $492,000 from 2010 to 2012; and
and your crucial 4) Supporting other One UN
accomplishments in enabling countries in the development of
our programmes to deliver the Business Operations Strategies
best possible results for and providing them with tools and
Rwanda” said the RC during the templates designed in Rwanda.
official launch of the 2013 OMT
Retreat. Mr. Manneh recognized the
invaluable role played by the OMT
In his remarks, the RC explained in supporting the Government of
that the Business Operations Rwanda reach their MDG targets
OMT Working Groups: “Let’s Commit and work together as
a team!”
Presentation from the Procurement Working Group
During her presentation, Ms. Annet Bayingana, the Chair of the Procurement Group,
informed the participants on the existing common services of the one UN, which include
cleaning, freight forwarding, interpretations and translations, stationary, printing,
security, NEX Audit, car maintenance, and travel services. Some of the achievement of
the group from 2010-2012 are: 1) the production of Established Standards Operating
Procedures for the implementation of LTAs; 2) the evaluation in 2010 and 2011 and
renewal of existing common services such as cleaning, stationery, translations, and
travel services; and 3) the completion of procurement processes for event management,
travel renewal, transportation, and audit services. The challenges have been a lack of
staff commitment, especially during the evaluation of common services and the
management of Long-Term Agreements (LTAs). The way forward as suggested by the
group is to finalize the planned Common Services.
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3. Presentation from the Finance Working Group
Mr. Alexis
Ruzigana, Group Chair of the FWG, explained that the group’s overall goal is to
contribute to the OMT’s impact within the One UN, which is to enhance the harmony,
efficiency and effectiveness of business operations at country-level. One of the most
remarkable goals the FWG has achieved during the past UNDAF cycle is the reduction of
transaction costs. The most notable challenges the group has met are a lack of team
spirit, lack of awareness of some of the FWG’s topics by some of the team members such
as transaction costs and cost benefit analysis. The suggested way forward is to
undertake cost benefit analysis for each new identified common service, to update
systematically and quarterly the transaction costs template to facilitate the analysis,
and to produce baseline data on banking services.
Human Resources Working Group
As stated by Ms. Clemence Ingabire, the Chair of the HR Working Group, the HR group has
accomplished milestones. Some of their achievements are: 1) the joint inter-agency
recruitment; 2) the joint training and information sessions on pension and middle
managers programme; and 3) salary surveys for staff members. Clemence said that some
of the challenges met by the group are a small number of HR professionals within the One
UN, funding issues, a lack of harmonization of rules and regulations in different agencies,
and the sensitive and complex nature of the HR business. For the way forward, the HR
Working Group suggests to produce a strategic plan, including a working plan and a budget
plan, to have harmonization where possible, and to create a Performance Appraisal to
reflect the group’s activities.
Presentation from the ICT Working Group
The ICT Working Group requested that ICT be considered as a service, provided with a
cost factor, which does not always produce direct savings. Mr. Shahid Khan, the Chair of
the group pointed out the lack of recognition of the ICT group’s work, and a lack of
motivation of the ICTWG members. The recommendations for the way forward are to: 1)
Find a more effective way for OMT to follow up on IT WG recommendations, such as
Procurement Group to finalize the contracts for maintenance and internet connection; 2)
To realize the ICTWG project on cost savings for the Finance and Procurement WGs; and
3) Organize regular meetings between ICTWG and the OMT.
Presentation from the OMT
In the presentation of the OMT Group, a number of key achievements were listed: 1) The total cost
saved/avoided from 2010 to 2012: $492457.25; 2) The total time saved from 2010 to 2012: 17,697 hours; 3)
the negotiations and implementation of additional cost savings and LTAs; 4) the implementation of strategies
to tackle the external transaction costs; and 5) the OMT ToRs and structure have been implemented; and 6)
the MOUs for Common Services and Joint Recruitment have been put in place.
Business Operations Strategy
The Business Operations Strategy (BoS) is a tool focusing on joint business
operations, which allows UNCTs to enhance cost effectiveness and quality of
operational support services such as procurement, ICT, HR, Logistics, Admin,
and Finance in support to UNDAP/UNDAF. BoS helps achieve the eradication of
duplication of operational processes and to maximize economies of scale, and it is
developed in line with a country’s needs. As Mr. Rajesh Kayastha explained, the
BoS will be used in Rwanda initially on a 5-year basis, to back up the UNDAP
process. The objective will mainly be to enhance the quality of operational
services and to reduce costs, to assess capacity of WGs, and to reflect on how to
monitor results achievements. The BoS will be managed by the OMT under the
overall guidance of the UNCT and the RC. “The OMT has done a lot in terms of
Common services, we need to maintain the momentum” said Rajesh.
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4. EDPRS2 and UNDAP Strategies
Mr. Cheick Fall, the Chair of PPOC explained to the participants the priorities and
implications of One UN agencies in backing the upcoming implementation of the
5-year EDPRS2. He said that for One UN to be more coherent and well
harmonized, the UNCT has decided to produce one country programme
document, known as the United Nations Development Action Plan (UNDAP). The
UNDAP is a
common One UN strategic plan, aligned to the development priorities
of Rwanda,
and it aims to forge better synergies between UN agency-specific
programmes. In Rwanda, UNDAP has been designed to align with the
Government’s EDPRS2, it is replacing the UNDAF which has been used in
Rwanda during the last 5-year cycle. The UNDAP will be launched in June 2013.
The PPOC is currently identifying flagship programmes, it is preparing the M&E
framework,
and it is finalizing the RF and the comprehensive One Budgetary
framework.
The next step will be the validation of UNDAP and its implementation
in July 2013. PPOC will necessitate OMT’s expertise especially in the reduction of
transaction costs during the next UNDAP cycle.
Introduction to Results-Based
Management
Ms. Margaret Gulavic and Mr. Robert Banamwana
explained that RBM is a management strategy aimed at
ensuring that processes, products and services achieve
desired results. RBM enables Management to reflect on
how a set of activities relates to outputs, outcomes, and
results. In a Logic Model, Margaret explained that
inputs (tangible and intangible resources used for a
development intervention) become activities (action
taken or work performed), which produce outputs
(products and service, which result from the completion of activities), which produce outcomes
(changes in institutional performance or behavior), and the outcomes contribute to the achievement of
an impact or a goal (which are long-term results). Robert said that in planning for results, risks must
be assessed and assumptions made, as they might affect the achievement of results. The advantages of
the RBM system is that it allows to focus more on results instead of activities, it improves
transparency and accountability, it improves the measurement of operational performance, it enhance
strategic focus, and it can help attract resources. The RC added “RBM is here to make us sharp and
more focused on the results we want to achieve, and what is expected from One UN is to use those
limited resources we have in order to have a catalytic role and mobilize more resources which will help
us achieve our targeted result”. 5 working groups were organized to learn by practice the use of RBM.
Introduction to HACT
Harold Randall, UNICEF HACT Specialist based in New York, joined the retreat via Skype to discuss on the
Harmonized Approach to Cash Transfers (HACT) framework for UN agencies and the current status of Global
HACT status. HACT is a tool used by Excom agencies to manage the risk then controlling it, allows at agency level
to manage risk within each agency, and to integrate risk management into programme planning processes. In
Rwanda there are only 3 agencies that use HACT framework, namely UNDP, UNFPA, and UNICEF. Harold said
that HACT is principally a programmatic responsibility, and that within the UN, there is limited understanding on
roles and responsibilities among agencies and that HACT is not yet given a budget and not yet mandatory across
all agencies. His recommendations are: 1) To identify annual planned expenditure per IP on basis of WPs; 2) To
establish and document threshold for micro-assessments and audits; 3) To prepare and keep up-to-date plans for
micro-assessments and assurance plans; 4) To communicate HACT principles and benefits to IPs; 5) To assign
roles and responsibilities for Programme and Operations, including support to inter-agency efforts; and 6) To
develop and implement training plans for staff and partners.
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5. UN DaO Reforms for 2013-2016
Lars Tushuizen from UNDG/DOCO also joined the retreat over Skype to discuss with the participants on the
harmonization and simplification of Quadrennial Comprehensive Policy Review (QCPR), UNDG Strategic
Priorities and the Standard Operating Procedures for DaO countries (SoPs). He said that the QCPR for
2013-2016 Business Operation has various objectives including the consolidation of support services to
reduce duplication of functions as well as administrative and transaction costs, to redirect efficiency
savings into programmes, to set up funding mechanisms for innovation, to reduce the number of parallel
project implementation units, and to prioritize the availability of financial and human resources. He added
that UNDG Strategic Priorities for 2013-2016 are: 1) to enhance strategic and coherent results culture with
a robust results framework and results chains for the MDGs achievement; 2) to enhance the planning and
coordination function of RCs for the Post 2015 Agenda; 3) to simplify and harmonize the business practices
for national capacity development; and 4) to foster effective partnerships to enhance development
effectiveness. During the current quadrennial, SOPs will be used: 1) to enhance development results
through strengthened linkages between the Programme and business operations supporting programme
delivery; 2) to strengthen reputation of the UN as a strategic, coherent and cost-effective partner working
together as One; 3) to reduce operational costs through the reduction of monetary and labor costs realized
by leveraging economies of scale, simplifying procedures and reducing duplications in UN operational
transactions and processes; as well as 4) to increase quality of business services for both resident and non-
resident agencies with reinforced links to UN programme efforts under the One Programme; and 5) to
enhance transparency and accountability for the delivery of joint operational results through improved
monitoring of expenditures and progress.
Designing the Business Operations Strategy
In his introduction, Mr. Janvier Wussinu gave a presentation on the overview of
BoS. He said that the OMT’s objective is to strategically support the UN
programme at country-level for it to better respond to the EDPRS 2 priorities. He
took the
group through the various steps of BoS starting from the Baseline, Needs
and requirement analysis, Cost benefit analysis, result framework M&E and OM
Annual
work plan. Group works were then organized around the baseline
analysis
to gather information and assess the performance of existing common
services followed by recommendation for continuation, improvement and/or
discontinuation.
Wrap up of Day 2
Mr. Shiva Paudel recapitulated the activities conducted on Day 2. He first
started by appreciating the RC whose presence motivates the OMT Retreat
participants and guides them on the way forward.
Shiva summarized a number of recommendations from the day’s discussions
and presentations: 1) Colleagues were reminded to harmonize all UN processes
and reduce transaction cost, which is part of the UN Global reform; 2) It was
highlighted that there is a need for effective use of RBM in our daily practices;
3) The exercises on RBM and BoS were useful and practical; and 4) There is a
need to further train on HACT, BoS and RBM.
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