Expansion of Common Services

1
Expansion of Common Services
Presentation to the UNDG Management Group 17
December 2003
2
Overview

• Background
• Common Services expansion strategy
• What we need from the MG

3
Rationale why common services?

• It makes sense !
• Called for by the General Assembly (donor
  programme countries)
• Mandated in SGs UN Reform
• Operations and admin budgets are diminishing
• To keep UNs comparative advantage!
• Common services is happening! We need to
  facilitate UNCTs in doing it!

? efficiency ? effectiveness ? coordination ?
impact of UN programmes
4
Lessons LearnedPilot Programme - Benefits

• CS Pilot Programme
• Increased number and quality of services
• Enhanced inter-agency cooperation, trust and
  broader participation
• Increased visibility and priority to CS
• Modernization of management tools
• But on the other hand
• The Pilot identified key constraints challenges

5
Lessons Learned Improvements Required

• There is a need for
• Senior level support for inter-agency
  partnerships
• Incentives (rewards and sanctions)
• Clear accountability governance framework
• Performance measurement system (tracking results)
• Knowledge support and capacity building
• Guidelines, sample documents and prototypes
• Awareness of CS guidance and support, good
  practices

6
Common Services Expansion Strategy

• Identified goals/targets
• CS toolkit
• Regional implementation approach
• Policy changes and support from HQ
• Rewards and incentives
• Communication and advocacy

7
Goals and targets Going global !

• Tools, and support will be offered to all country
  offices
• Minimum 10 countries per year with 3 new common
  services each 50 countries by 2006.
• 10 budgetary savings from existing admin budgets
  per agency per year

Mainstreaming common services in UN country
offices
8
Common Services Toolkit

• Guidelines on process, management and
  governance/accountability
• Performance management system
• Web-based knowledge network support
• Capacity building and training
• Financial support/seed money

9
Tool 1 Guidelines Process Approach

• Revise CS Guidelines to include
• Enhanced CS governance definitions/ roles,
  management and processes
• Tangible examples of performance measurement
  indicators
• Real country examples and links to CS model
  documents (action plans, options reports)
• Process approach integrated (tighter, applicable
  to all)

10
Tool 2 Performance Measurement system

• A CS performance measurement tracking system will
  be developed and established by HQ that

• Measures both efficiencies cost-savings
• Simple to use by all countries
• Web-based and online
• Results-oriented
• Provides user-friendly performance charts and
  management reports

11
Tools 3-5 Knowledge Support, Capacity Building
and Seed Money

• Enhanced CS website with virtual support
• Technical roster on CS expertise
• Database on CS country experiences
• Sample documents and templates
• Networking (country to country, inter-regional)
• Distance learning and mentoring
• Referrals Help Desk
• Develop national and international staff
  capacities for sustainability of CS
• Continue Seed Money grants for new CS initiatives

12
Regional Approach

• Six Common Services Regions
• Asia/Pacific
• Eastern/Southern Africa
• West Africa
• Arab States/North Africa
• Latin America/Caribbean
• Eastern Europe/CIS
• Two full-time Common Services Expert (CSE)
  functions for Africa
• Other regions to have 5 part-time CSEs with
  designated Team Leader

13
Regional Common Services Experts (CSEs)
14
Regionalization Approach
Regional Focal Point
Pool of Technical Experts Procurement,
Logistics, Radio Com, etc
15
Role of HQsPolicy, Coordination and Support

• Coordinate regional Common Services Experts
  (CSEs)
• Orient/train Team Leaders, CSEs and national
  staff
• Support/facilitate regional networking venues
• Provide support for seed money and training
• Maintain knowledge support database and technical
  rosters
• Pursue inter-agency policy change (incentives,
  performance measurement, governance framework
  and capacity building)
• Develop and implement a CS communication and
  advocacy strategy

16
Rewards and Incentives

• Mandate CS as an organizational priority
• Enable redeployment of cost savings within COs
  budgets
• Include CS in annual mgmt. planning exercises of
  COs
• Build CS in RC/HoA and Ops Staff job descriptions
  and performance reviews
• Involve both international and national staff
• Learning opportunities, mentoring and training
• Establish recognition channels and awards for CS

17
Communication Advocacy

• Communicate/publicize main CS message
• Build upon existing information channels
• Headquarters and Field
• Regional and Country Level
• Bring UN partners onboard
• Donors, Specialized Agencies IFIs (HQs, CO
  level)
• Inter-agency bodies (HLCM,CEB)
• Regional Entities
• Publicize organizational country efforts
• Internet, Newsletters and journals, publications,
  ARs

18
What we need from the MG

• Endorse and support the new CS expansion
  strategy, including
• Fund the cost-sharing arrangement for CS
• Incorporate CS in job descriptions and workplans
  of UNCTs and OMTs
• Agree to issue a joint letter by ExCom Heads to
  COs to support CS initiatives
• Make CS an agenda item in CEB and HLCM

19
Budget Summary

• CS Missions 265,000
• Capacity Building 180,000
• CS Tools 255,000
• Seed Money Grants 200,000
• Reviews Awards 132,000
• Regional CSE functions 600,000
• Grand Total 1,632,000