Fund Council. April 25-26, Fund Office Financial and Scorecard Report. (Approved)

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1 Fund Council 9 th Meeting (FC9) New Delhi, India April 25-26, Fund Office Financial and Scorecard Report (Approved) Document presented for Agenda Item 3: 2012 Scorecards and Financial Reports of FO, CO, ISPC and IEA Submitted by: Fund Office

2 CGIAR Fund Office 2012 Financial and Scorecard Report CGIAR Fund Council Meeting New Delhi, India April 25-26, 2013

3 Expense Item Board/Council meetings - Travel & meeting Costs Meetings and Workshops Personnel Costs 2012 CGIAR FUND OFFICE FINANCIAL REPORT Approved 2012 Budget ($) Actual 2012 ($) Underspend ($) Sub-Total 205, ,320 58,680 29% 1 Underspend % Comments No expenses incurred for logistic arrangements at FC7 Sub-Total 75, , % Review of CGIAR Reform was postponed Sub-Total 2,196,000 2,000, ,476 9% Number of staff (Full Time Equivalent) Total FTE Travel Sub-Total 250, ,567 95,433 38% Operating Expenses Including Legal Services Overhead Charges Sub-Total 244, , ,729 48% Sub-Total 530, ,286 (12,286) -2% TOTAL 3,500,000 2,968, ,100 15% Staff attrition and delayed hiring resulted in savings Delayed in arrival of resource mobilization officer resulted in substantial savings Decline in legal services and communication outputs resulted in savings Although reduction in staff resulted in savings in overhead charges, overspend was due to reconfiguration of office space. The total underspend is primarily driven by delay in on-boarding of the senior investor relations officer and resource mobilization officer coupled with staff attrition greater than expected, as well as postponement of the review of CGIAR reform.

4 CGIAR FUND OFFICE: PLANNED VS ACTUAL RESULTS in 2012 Planned Results Actual Results in 2012 Fund Council Effective Fund Council meetings Effective Fund Council, Consortium Board and Center Joint meeting Fund Council membership for finalized Funders Forum and GCARD 2 FC7 in Seattle and FC8 in Uruguay were successfully held. Meeting objectives were met enabling FC business to move forward. On the sidelines of FC7 in Uruguay, a joint meeting of Fund Council, Consortium Board, Centers, and CRP leaders was successfully held. A 26-member Fund Council for has been formed after donor/stakeholder consultation. Comprehensive donors' review of the SRF Action Plan and CGIAR financing plan Resource Mobilization At least 65% of funds from donors go through the CGIAR Fund in 2012 with multiyear contributions Full funding of CRPs from Windows 1 and 2 as per 2012 CRP financing plan Budget and Cost Sharing Percentage (CSP) Comparable system level entities budgets and activity based budgets with clear justifications in place 2012 Cost Sharing Percentage (CSP) communicated to donors Investor Relation and Risk Management Positive investor experience and satisfactory risk management Independent Evaluation Arrangement (IEA) IEA established and operational The Funders Forum in November endorsed the SRF Action Plan, which was submitted by the Consortium. The 2013 CGIAR Financing Plan was also presented and discussed. 61.5% ($514m) of total funds went through the CGIAR Fund in 2012, of which 26% came from multi-year agreements from 8 donors. $279m was provided to CRPs, which required $289m. The variance was due to IITA-related funding freeze and delayed approval of few CRP proposals. In addition, $15m was provided for Stability Funding and another $15m for Transition Financing. Completed. Peer Review Team of the Fund Council as well as the Fund Council discussed the budgets in November CSP was communicated to donors at FC7 in Seattle. Investor experience in the CGIAR Fund was positive as evidenced by the fact that 75% of Fund Donors were satisfied with the facilitation role of Fund Office in getting Contribution Agreement or Arrangement signed. IEA established in FAO. Head of IEA was in place in Oct IEA work program and budget approved by FC. 2

5 ISPC Full membership of the ISPC after 2012 Vacant ISPC membership position was filled with the appointment of Dr. Takuji Sasaki following a selection process initiated in Communications Reliable communication channels with donors and other stakeholders FC Chair has timely and focused briefs, talking points, facts and arguments to convince donors for investing in agricultural research Effective communication channels with donors and other stakeholders were established, which included: corporate CGIAR brochure; brief on the Fund; brief on CGIAR results and CRP impacts; CGIAR Fund Update quarterly newsletter; CGIAR Fund Report for Funders Forum, content for Fund website (e.g., stories on CGIAR at Rio+20, forum with Bill Gates). Organized seminar on the Beddington Commission's climate change report and recommendations at the World Bank's SDN Forum in Conducted survey of donors and Fund Council members. Prepared CGIAR talking points for FC Chair for: Global Hunger Summit in London; seminar at Gates Foundation; ICRISAT visit; Agriculture and Rural Development Day at Rio+20; GCARD closing session; Funders Forum; and town hall with ILRI, ICRAF and other CGIAR staff in Nairobi. Wrote video-recorded speech for CGIAR Gender Workshop in Penang. Clear, transparent and productive working relationship between Fund Office and Consortium Office and between Fund Council and Consortium Board Common Operational Framework (CoF) Collaborated with Consortium Office on communications issues (including the IITA crisis, 2011 annual report, corporate brochure, ARDD at Rio+20, website and database transfers, etc.). Organized a joint video conference between the staff of the Fund Office and Consortium Office. Additional chapters included in the CoF: (a) Intellectual Assets, (b) Harmonized Reporting, (c) Safeguards, and (d) Dispute Resolution Chapters on Principles of Intellectual Assets and on Harmonized Reporting were included in the CoF at the FC7 meeting. It was decided to postpone work on the remaining chapters on safeguards and dispute resolution for

6 CGIAR FUND OFFICE: ORGANIZATIONAL EFFICIENCY AND EFFECTIVENESS Measures Target Traffic Light 2012 Value Client % of Fund Council Members and Donors satisfied > 80% 89%* Financial % reduction in variable expenses > 1% 8% % exception to short-term consultancy days at or below Market Reference Point for compensation < 10% No exceptions % travel costs of total budget < 7% 5% % exception to advance travel booking guideline (15 days prior to travel) < 10% 37% % exception to lower cost option for travel guideline < 10% 35% % unused funds of total budget < 5% 15% Internal Processes % documents submitted to Fund Council Meetings within time > 95% 90% % of Fund Donors satisfied with FO facilitation role in getting Contribution Agreement or Arrangement signed > 80% 75%* Average number of days for processing and signing Consortium Performance Agreement 45 days 57 days Learning and Growth Average staff training days > 7 days 8 % of staff doing less than 4 days of training < 30% 25% % of staff engaged in mentoring process (mentor/mentee) > 70% 25% Number of innovations that significantly increase productivity and/or quality of FO deliverables > 3 6** *Fund Council Members and Fund Donors Survey conducted in May 2012 ** Innovations Instituted: Removal of the physical archives and rearrangement of the work space and meeting rooms resulting in efficiency gains, Scorecard, Results Matrix, Annual Budget Monitoring Matrix, Fund Office Seminar Series and Small Working groups. 4