CONCEPT NOTE. 7, Avenue Bourguiba, BP 48- cp Dakar SENEGAL Tel Fax

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1 Preparatin f the Secnd Five Year Operatinal Plan CONCEPT NOTE PREPARATION OF CORAF/WECARD S SECOND OPERATIONAL PLAN SECRETARIAT AND STC SELF-ASSESSMENT RETREAT JANUARY , Avenue Burguiba, BP 48- cp Dakar SENEGAL Tel Fax secraf@craf.rg Secretariat and STC Retreat, January 2014 Cncept Nte 1

2 Preparatin f the Secnd Five Year Operatinal Plan BACKGROUND AND JUSTIFICATION The Cnseil Ouestet Centre Africain pur la Recherche et le DévelppementAgricles/West and Central African Cuncil fr Agricultural Research and Develpment [CORAF/WECARD] is a sub-reginal rganizatin in West and Central Africa [WCA]. The mandate f CORAF/WECARD is t crdinate and facilitatesub-reginal agricultural research and develpment activities that add value t Natinal Agricultural Research Systems [NARS] in 22 cuntries in the CORAF/WECARD zne. CORAF/WECARD has develped a Strategic Plan [ ] which is implemented thrugh a 5-year Operatinal Plan [ ], a planning, mnitring and evaluatin system, and a change management plan. As the Operatinal Plan [OP] draws t a clse, CORAF/WECARD has recruited a team f cnsultants 1 t implement a 2-phase apprach t supprting the rganisatin mve frward: Phase 1: Review prgress achieved since the last external study and a synthesis f internal and external review and evaluatin dcumentatin, highlighting in particular the lessns learned and apprpriate recmmendatins fr the way frward. Phase 2: Review and refresh the Strategic Plan and draft an Operatinal Plan fr its implementatin which reflects the changing envirnment and pririties fr The purpse f Phase 2 is t review the Strategic Plan and frmulate a new 5 year Operatinal Plan [OP2] which will utilise infrmatin identified in Phase 1. Phase 2 will fcus n: Analysis f the reginal demand fr agricultural research and develpment in the sub regin f West and Central Africa; Develpment based n lessns learned and recmmendatins frm the evaluatin f the first peratinal plan [Phase 1]; Identificatin f pprtunities, cnstraints, challenges, needs and expectatins f the agricultural research and develpment stakehlders f the WCA sub regin. Phase 2 will deliver three prducts, based n analysis, cnsultatin and participatry develpment with stakehlders: Plan fr the preparatin f the new Operatinal Plan which will be a dcument utlining the methdlgy and key areas fr OP2 fcus will be 1The Team cmprises: Steve Ashley, Prject Directr; Jhn Sutherland, Team Leader and Team Leader Phase 2; Ms Anne Hjmark Andersen, Team leader Phase 1 and Mnitring & Evaluatin Specialist; Dr Dennys Pasipandya, Management and Finance Specialist; Dr Andy Hall, Integrated Agricultural Research fr Develpment Specialist; and Dr Mise Hussu, Agricultural Research Management Specialist Phase 1; Dr GermainDjntu, Research Cnsultant; Victria Wiafe, Prject Manager. Secretariat and STC Retreat, January 2014 Cncept Nte 2

3 Preparatin f the Secnd Five Year Operatinal Plan presented t the Gverning Bard [December 2013] fr review, discussin and frmal apprval. A revised versin f the Strategic Plan [ ] extending t 2018 The current Strategic Plan [ ] will be reviewed and revised based n the utput f the evaluatin in Phase 1, cnsidering changes in CAADP apprach and alignment and ther plicy dcuments frm Reginal Ecnmic Cmmunities with whm CORAF/WECARD interacts. A draft Five Year Operatinal Plan fr integrating a Change Prcess fr CORAF/WECARD rganisatinal and institutinal restructuring which is integrated int the Operatinal Plan. This dcument will als incrprate cmments frm stakehlders cnsultatins and input frm the CORAF/WECARD gvernance structures [Secretariat, Scientific and Technical Cmmittee and Gverning Bard]. It will be presented t the Gverning Bard and the General Assembly fr apprval in May The Schedule f activities leading t the delivery f these prducts is shwn belw. This dcument is a Cncept Nte which describes Step 4 f the prcess utlined in the diagram abve, namely a 3-daycnsultative and participatryselfassessment Retreat fr the Secretariat and Scientific Cmmittee [STC]. Secretariat and STC Retreat, January 2014 Cncept Nte 3

4 Preparatin f the Secnd Five Year Operatinal Plan KEY ISSUES TO BE ADDRESSED CORAF/WECARD has already cmpleted a Stakehlder cnsultatin exercise which identified the way frward in terms f revising M&E s that it meets the requirements f IAR4D. This will be incrprated int the new Operatinal Plan. Hwever additinal key areas will be addressed by the Wrkshp thrugh facilitated and structured Grup Wrk. These will be: 1. Review and revisin f key elements f the Strategic Plan lgframe, which will be reflected in that f the Operatinal Plan. This will take int cnsideratin key challenges and pprtunities raised by the Issues Paper and will be part f an iterative prcess t remdel and update the current lgframes. It will als cnsider cmments made at the 16 th Meeting f the Gverning Bard f CORAF/WECARD, including a call t fully cnsider ECOWAP and ther plicy dcuments that have been prduced pst-strategic Plan develpment. 2. Identify the key issues, by using as a starting pint varius internal and external reviews that have been cmmissined r perfrmed by CORAF/WECARD and its Secretariat. 3. Identify slutins t the key issues that may be built int the new Operatinal Plan [OP2]. 1.3 OBJECTIVE OF THE RETREAT The Objective f the Retreat is t generate the wnership f key changes necessary in the Strategic Plan and OP2 by imprtant stakehlders, prir t sharing and discussing with a wider-base f stakehlders. This is stated as: Ownership by the CORAF/WECARD Secretariat and STC members t lessns learned during the implementatin f OP1 achieved 1.4 EXPECTED RESULTS In rder t achieve this bjective, the Retreat will develp tw key Outputs which will prvide material fr discussin with a wider-base f stakehlders during the frmulatin f OP2. a] The perfrmance f CORAF/WECARD in implementing OP1 reviewed, discussed, agreed and dcumented [identificatin f the issues] b] Optins fr addressing key issues that need t be addressed in OP2 identified [develpment f respnses] 1.5 METHODOLOGY Rather than repeating an evaluatin exercise, the apprach will lk at utput frm the last internal retreat [May 2011], the M&E Wrkshp [December 2012], the Strategic Orientatin paper prduced by the Secretariat [January 2013] and the Final Evaluatin Reprt [December 2013]. Participants will: Cnsider the varius recmmendatins and issues that have been raised Assess which are valid and what has been mitted Secretariat and STC Retreat, January 2014 Cncept Nte 4

5 Preparatin f the Secnd Five Year Operatinal Plan Priritise issues based n their significance t successful implementatin f the Strategy Identify why these issues haven't been and/r hw they can be, addressed This will develp wnership f the imprtant issues fr OP2 and give the tw grups an pprtunity t reflect n their wn analyses and respnses [MTR Retreat, Strategic Orientatin and M&E Wrkshp] and add t their cmments t the Evaluatin Team [Final Evaluatin Recmmendatins]. The apprach taken will be ne that cmbines shrt plenary presentatins which prvide backgrund and supprt material, with lnger sessins f Grup Wrk [GW] that allw grups f stakehlders t discuss and develp respnses t specific questins and tasks, linked t the issues identified. GW Sessins will be explained in and prvided with guidance sheets and supprt material.there will be pprtunities t discussing findings in plenary sessin fllwing GW, and fr reaching cnsensus n the way frward. Day 1 Backgrund Identificatin f Issues Recap n key pints in Strategic Plan and OP1 [including Visin and Missin statements] t place the discussins int cntext and flag ptential areas fr revisin. Review theresults and General and Specific Objectives in the Strategic and Operatinal Plans what is needed t deliver and achieve? Cnsider whether apprach is necessary and sufficient fr delivery at the strategic and peratinal levels. In the cntext f necessary and sufficient, cnsider a synthesis f utput frm a number f surces, t summarise what has already been recmmended and identified bth internally and externally. This will frm the basis fr Grup Wrk: Lessns learned Wrkshp f the Change Management prcess Cnclusins frm Secretariat s Retreat prir t the MTR M&E Wshp recmmendatins CORAF/WECARD Strategic Orientatin Dcument fr OP2 Recmmendatins frm the Final Review Grup wrk [GW1 and GW2] t review tw brad areas f recmmendatins, in the cntext f whether r nt these reflect all that is necessary and sufficient fr CORAF/WECARD t succeed: Prgrammes, IAR4D and M&E [GW1] Plicy, partnerships, rganisatinal structure and gvernance [GW2] Fr each f these areas specific tpics will be identified frm the synthesis and participants will cnsider the fllwing questins: What has been dne? Is everything necessary and sufficient? What has nt been dne and why? Secretariat and STC Retreat, January 2014 Cncept Nte 5

6 Preparatin f the Secnd Five Year Operatinal Plan What has been mitted? This GW will nt attempt t identify slutins, this will be the fcus fr Day 2 and Day 3 If all dne des this address the lgframe and allws it t deliver and achieve? Day 2 and part Day 3 OP2 Optins fr addressing issues brainstrming sessin t identify and cluster key issues that need t be articulated in OP2, using material frm GW1 and GW2 Fr each f the tw Grup Wrk sessins [GW3 and GW4] participants will cnsider the fllwing questins: What needs t be dne? Will this be necessary and sufficient? Hw can this be addressed? What is the timeframe? What are the human, physical and financial resurce needs? The aim will be t prvide guidance fr the Team drafting OP2 Part Day 3 Cnslidatin and synthesis f recmmendatins and discussin in rder t: Prvide a synthesis f Wrkshp utputs Identify unreslved issues and hw these can and will be addressed Identify issues that require further wrk/actin Prvide the CORAF/WECARD-IDL OP2 Develpment Team with the mandate t cntinue preparatins Cnsideratin f the Strategic Plan [current website versin] and implicatins fr it based n Retreat s recmmendatins and findings, including: Plicy cntext and envirnment fr OP2[Review f Sub-regin, p10-12] Research paradigm and apprach t IAR4D [Prgramme apprach, p19] Key fcus areas fr OP2 [Cre Functins, p28] Recmmendatins fr Strategic Plan The structure f the Wrkshp is summarised in the Figure 1 belw: Secretariat and STC Retreat, January 2014 Cncept Nte 6

7 Preparatin f the Secnd Five Year Operatinal Plan Figure 1. Apprach fr Self-assessment Retreat f CORAF/WECARD Secretariat and STC 1.6 FACILITATION The Prcess will be facilitated by tw prfessinal facilitatrs [Ashley and Sutherland] frm the IDL Team supprting OP2 develpment. 1.7 LANGUAGE TheWrkshp will be cnducted in English/French, with simultaneus translatin. 1.8 DATE AND VENUE The meetings will take place in Dakar, Senegal frm January 27 th -29 th 2014, inclusive. The timetable is attached belw. 1.9 PARTICIPANTS Members f the CORAF/WECARD Secretariat and Scientific and Technical Cmmittee will be invited t attend. Secretariat and STC Retreat, January 2014 Cncept Nte 7

8 Preparatin f the Secnd Five Year Operatinal Plan CORAF/WECARD Secretariat and STC Self-assessment Retreat Timetable Timing and cntent will be managed flexibly t reflect the develpment f material and demands f the prcess. Day 1 Mnday 27 th January Intrductin and Welcme Dr Harld Ry-Macauley, Executive Directr Presentatin Presentatin 1. Objective, Outputs and Methdlgy Facilitatrs, Jhn Sutherland [JS] and Steve Ashley [SA] 2. Backgrund and verview [JS and SA] Purpse f Retreat Apprach and structure Methdlgy Recap n key pints f Strategic and Operatinal Plans Synthesis f utputs frm number f surces including lessns learned, MTR Retreat, M&E Wrkshp, Final review Cntext f Grup Wrk and Wrkshp Clarificatins [discussin fr GW] Cffee Break Grup Wrk 3. Grup Wrk 1 Review f Synthesis 1 [GW1] Fr recmmendatins and issues linked t prgrammes, IAR4D and M&E: What has been dne? Is everything necessary and sufficient? why? What has nt been dne and What has been mitted? Lunch Presentatin and Discussin 4. Reprt Back f GW1 Presentatin frm grups Discussin and develpment f cnsensus Articulatin f agreed issues and pririties Cffee Break Grup Wrk 5. Grup Wrk 2 Review f Synthesis 2 [ GW2] Fr recmmendatins and issues linked t plicy, partnerships, rganisatinal structure and gvernance: why? What has been dne? What has nt been dne and Is everything necessary and sufficient? What has been mitted? Secretariat and STC Retreat, January 2014 Cncept Nte 8

9 Preparatin f the Secnd Five Year Operatinal Plan Day 2 Tuesday 28 th January Presentatin Discussin 6. Recap Day 1 7. Reprt Back f GW2 Summary f Day 1 utput Reslutin f unreslved issues Presentatin frm grups Discussin and develpment f cnsensus Articulatin f agreed issues and pririties Cffee Break Brainstrming 8. Identificatin f issues int tw clusters fr Grup Wrk 2 Based n Output frm GW1 and GW2 Cluster f key issues fr remaining Grup Wrk and develpment f interventins Grup Wrk 9. Grup Wrk 3a Develpment f ptins fr Cluster Lunch Grup Wrk 10. Grup Wrk 3b Cntinued develpment f ptins fr Cluster 1 What needs t be dne? Hw can this be addressed? Will these be necessary and sufficient? Cffee Break Discussin Reprt back n GW3 Special Sessin f the Scientific and Technical Cmmittee Presentatin frm grups Discussin and develpment f cnsensus Articulatin f agreed pririties and interventins Areas fr further actin/develpment Evaluatin f the new cmmissined prjects under WAAPP 2 There is nly sufficient time in the Retreat fr tw Grup Wrk Sessins n this. It is envisaged that each cluster will cntain several issues and each grup will address different issue[s], with subsequent plenary discussin expanding and adding value. Secretariat and STC Retreat, January 2014 Cncept Nte 9

10 Preparatin f the Secnd Five Year Operatinal Plan Day 3 Wednesday 29 th January Presentatin Grup Wrk 12. Recap Day Grup Wrk 4 Develpment f Optins fr Cluster 2 Summary f Day 2 utput Reslutin f unreslved issues What needs t be dne? Will these be necessary and sufficient? Hw can this be addressed? Cffee Break Discussin 14. Reprt back n GW4 Presentatin frm grups Discussin and develpment f cnsensus Articulatin f agreed pririties and interventins Areas fr further actin/develpment Lunch Shrt Presentatin and Discussin 15. Cnslidatin and synthesis f recmmendatins and discussins Synthesis f Wrkshp utputs Identificatin f unreslved issues t be addressed [by whm] Identificatin f issues that require further wrk/actin by whm Cffee Break Shrt Presentatin and Discussin Other issues t be cnsidered 17. Clsing by Dr Harld Ry-Macauley, Executive Directr, CORAF/WECARD Special Sessin f the Scientific and Technical Cmmittee Strategic Plan: Review f subreginal plicy envirnment Rle f RECs Develpment f Prgramme apprach Cre functins Other issues Recmmendatins fr Strategic Plan Mandate frm Secretariat and STC fr the CORAF/WECARD-IDL OP2 Develpment Team t cntinue with preparatins Clsing Remarks and Next Steps Evaluatin f the new cmmissined prjects under FtF (USAID) Secretariat and STC Retreat, January 2014 Cncept Nte 10