General Secretariat Organization of American States Development and Implementation of a Planning, Control and Evaluation System DPCE presentation to the CAAP November 29, 2006

2 Mandate: AG/RES (XXXVI-O/06) 13.Evaluation and control of results a.To instruct the Secretary General to pursue efforts, for the purpose of improving the transparency and efficiency of the General Secretariat’s operations, to establish appropriate planning, control, and evaluation systems that will enable the member states to follow up on budget programming and control.

3 Department of Planning, Control and Evaluation (DPCE) Functions: Coordinate the General Secretariat’s planning, control and evaluation processes Develop and manage the necessary instruments to articulate the planning, control and evaluation processes Support budgetary programming and control processes in coordination with the SAF Coordinate the development of managerial information and statistical data for decision- making Technical Secretariat of the Project Evaluation Committee

4 Definitions: 1. Planning = Process of projecting activities, anticipating results, and assigning resources 2. Control = Systematic registry of achieved results and executed resources (needed to determine compliance with planned activities) 3. Evaluation = Process of assessing results according to pre-established parameters and indicators (what did the results accomplish?)

5 Development and Implementation of the System Steps: Development of planning and control instruments Formulation of annual work plans and budget programming Control of operations Evaluation of results

6 Planning, Control and Evaluation System Strategic Planning Operational Planning and Control Monitoring and Evaluation Budgetary Programming and Control

7 System’s Components (cont.) Strategic Planning: Defines objective and lines of action, establishes priorities and informs the allocation of resources Content: Definition of institutional vision and mission Establishment of time frame Identification of strategies and recommended lines of action Definition of objectives and strategic goals Development of programs and management goals Formulation of implementation plans (operational plans and budget programming) Monitoring, evaluation and control system

8 System’s Components (cont.) Operational Planning: Identification of operational goals for all offices of the General Secretariat, incorporating them in the budget as programmatic goals Methodology: Development of a product-process table used in the classification and administration of goals Development of a resource table for goal costing Identification and registry of operational goals for all SG’s offices, according to the management goals Allocation of resources to operational goals Formulation of the Annual Operational Plan (POA) Budget programming by operational goal

9 Operational Control: Registry of degree of achievement of all GS offices’ operational goals and expected accomplishment at year’s end Methodology: Registry and justification of achievement of goals in physical and budgetary terms Registry and justification of expected accomplishment by year’s end Allocation of budgetary resources to executed goals System’s Components (cont.)

10 Planning and Control Instruments Examples

11 Products-Processes Table 1.External Products

13 Products-Processes Table

14 Products–Processes– Sub-processes

15 Example of Registry of Goals

16 Summary of Goals – POA 2007

17 Example of Goal’s Costing – Human Resources

18 Example of Goal’s Costing – Material Resources

19 Example of Operational Control

20 Operational Control Results

21 Operational Control Results

22 Operational Control Results

23 Operational Control Results

24 Results In compliance with the mandate to enable the member states to follow up on budget programming and control, the planning, control and evaluation system offers the following: 1. Goals identification 2. Expenditures by goal 3. State of execution of goals 4. Impact of changing or dropping goals

25 Next Steps 2006 Operational Plan (ex-post):  Under development  Operational control available in March Operational Plan:  Developed Feb-Mar 2006  First quarterly control April 2007  Dashboard available March Operational Plan:  Underway in support of 2008 budget programming