Expansion of Common Services

Presentation to the UNDG Management Group

17 December 2003

• Background

• Common Services expansion strategy

• What we need from the MG

Overview

Rationale – why common services?• It makes sense !

• Called for by the General Assembly (donor & programme countries)

• Mandated in SG’s UN Reform

• Operations and admin budgets are diminishing

• To keep UN’s comparative advantage!

Common services is happening! We need to facilitate UNCTs in doing it!

efficiency

effectiveness

coordination

impact of UN programmes

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

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

Common Services Expansion Strategy

1. Identified goals/targets

2. CS toolkit

3. Regional implementation approach

4. Policy changes and support from HQ

5. Rewards and incentives

6. Communication and advocacy

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

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

Tool 1 Guidelines & Process Approach

Revise CS Guidelines to include:

1. Enhanced CS governance definitions/ roles, management and processes

2. Tangible examples of performance measurement indicators

3. Real country examples and links to CS model documents (action plans, options reports)

4. Process approach integrated (tighter, applicable to all)

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

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

• 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 CSE’s with designated Team Leader

Regional Approach

Regional Common Services Experts (CSEs)

4 part-time Regional CSEs

2 full-time Regional CSEs

Each supported by 4 part-time CSEs

Regional Focal Point

Request from Country Office

Regionalization Approach

CS Expert CS Expert CS Expert CS Expert

Pool of Technical Experts:Procurement, Logistics, Radio Com, etc

HQ

Website

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

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

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 & IFI’s (HQs, CO level)– Inter-agency bodies (HLCM,CEB)– Regional Entities

• Publicize organizational & country efforts– Internet, Newsletters and journals, publications, ARs

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 UNCT’s and OMT’s– Agree to issue a joint letter by ExCom Heads

to COs to support CS initiatives– Make CS an agenda item in CEB and HLCM

Budget Summary

A. CS Missions $ 265,000B. Capacity Building 180,000C. CS Tools 255,000D. Seed Money Grants 200,000E. Reviews & Awards 132,000F. Regional CSE functions 600,000

Grand Total $ 1,632,000