Results Matter September 2008
Workshop on Results-Based Country Portfolio Management
and Review
By Ruddi Vaes, Consultant and Workshop Facilitator
Workshop participants discuss their recommendations with Vice President-Operations
2 Lawrence Greenwood. VP Greenwood emphasized the need for the results framework
to go down to operations and the working level. On 3–5 June 2008, the Human Resources Division (BPHR) and the Results Management
Unit (SPRU) jointly held its first workshop on Results-Based Portfolio Management
and Review in ADB Headquarters. The workshop aimed to improve the results orientation
of ADB’s operations by developing a standardized approach and coherent procedures
for results-based country portfolio management and review (RB-CPMR).
The workshop gathered 25 ADB staff from headquarters and resident missions
who are responsible for portfolio management and review to
- share country experiences on results-based portfolio management and review
across countries;
- build consensus on RB-CPMR approaches, procedures, and tools; and
- make recommendations on these to ADB management and identify actions for
staff.
The workshop culminated with participants integrating, prioritizing, and refining
selective recommendations to share with the Vice Pesident-Operations 2, the
Managing Director General, and the Director General-Strategy and Policy Department.
The recommendations are clustered in two categories:
- mainstreaming of RB-CPMR in ADB—organizational and institutional aspects,
and
- RB-CPMR processes and tools.
Recommendations to ADB Management
- Revise project administration instructions (PAIs) to reflect RB-CPMR
- Develop E-Handbook (Sector Results Profiles, Country Results Profiles)
- Strengthen capacity on RB-CPMR for ADB all levels and developing member
countries (DMCs). Conduct, by end of 2008, government official fora on RB-CPMR
(e.g., regional). Before doing something for DMCs, ADB must have a clear
understanding of results-based management.
- Provide technical assistance by end 2008 for DMC capacity building for
RB-CPMR and results-based-country partnership strategies (RB-CPS)
Actions for ADB Staff
- Central Operations Services Office (COSO)/Strategy and Policy Department
(SPD) to lead revision of PAI by end of 2008
- COSO/SPD to draft E-Handbook by end 2009
- Ongoing training for all levels. For many, this was the first workshop
on results-based management, even though there was widespread awareness
and appreciation across ADB.
Recommendations to ADB Management
- Support delegation of projects to resident missions with concomitant resources
(staff, financial) allocation. Budget constraints limit some actions; staff
struggle implementing some changes
- Reduce the tools required
- Accountability for results orientation/management at all levels
- Pursue a results-based incentive structure (work plans, performance and
development plans)
- Apply merit-based promotions as soon as possible
- Communicate the new ADB results framework and expectations to all staff
and DMCs
Actions for ADB Staff
- Conduct regular and timely reviews and comprehensive updates of project
performance reports (PPRs). Project officers and the Project Administration
Unit Head should be actively involved in the review process (jointly by
resident missions and headquarters)
- Provision of specific information for the preparation of the design and
monitoring framework. Currently, the PPR does not capture ground-level reality,
leading to concerns of whether PPRs are truthful or realistic pictures of
project status
- Pay more attention to design and monitoring framework (DMF) indicators
during review missions
- Support departments (BPHR, SPD, COSO) should cooperate more in building
staff and management capacity in applied MfDR
- Due diligence: DMF, PPR, CPS, CPMR demonstrating results focus
- Encourage dialogue with DMCs and development partners on results approach.
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