Conclave Progress

Evaluation for Development - 2013

Community of Evaluators

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Content - Progress

Programme drafted. Invitation sent; follow-up being done. Concept notes have been received. Virtual conferencing for M Q Patton

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Content – Challenges

Bringing in more members to review the draft notes

What is the EvalPartners Agenda for their meeting!

Panel confirmations!

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Content – Work to be done

Follow-up on Concept notes – 30th Nov Review of Concept Notes – 15th Dec Programme finalised – 15th Dec Facilitators and Co-Facilitators list ready – 15th

Dec Schedule printed and circulated – 15th Dec Interactive schedule available on site – 20th Dec Concept note and biographies of facilitators -

published onsite – 20th Dec CoE meeting agenda finalised and circulated –

15th Dec

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EM & Logistics - Progress Venue arranged. Event Management contracted to IDOBRO. Vendors identification in process. Collaterals finalised and work begun. Comparative activity chart agreed. YES – Logistics partner identified in Nepal. Broad workplan developed in conjunction with

CoE Nepal. Logistics information being collected. Coordination support from CoE Nepal finalised. Task Team meetings being conducted.

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EM & Logistics – Challenges

Larger Task Team for some of the tasks - during the conclave

Quick clarity on venue, quality of vendors, products and hotels

Clarity and agreement in roles and responsibilities

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EM & Logistics – Work to be done(1) Vendors finalised – 30th Nov Design for venue and collaterals finalised –

15th Dec Collaterals & promotional - agreed, designed

– 15th Dec Travel & visa for invitees, members – 30th

Dec Registration – Details prepared, completed –

30th Jan Inauguration and closing arrangements made

– 30th Jan

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EM & Logistics – Work to be done(2) Technical arrangements – Audio,

visuals, Net – 30th Jan▪ To include live streaming/ live blogging/ tweeting

Anchors for various sessions – finalised – 15th Dec

Rapporteurs finalised – 30th Jan Evaluation of the conclave designed –

30th Jan Accommodation for participants – 30th

Dec

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EM & Logistics – Work to be done(3) Media partner identified and

journalists invited – 30th Dec Local volunteers identified and

engaged – 30th Dec Sight seeing arrangements made –

30th Jan Food and beverages coordinated. Teaching and learning aids arranged

– 30th Jan

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EM & Logistics – Work to be done(4) Pick-up and drop facility,

accommodation for non-invitees and other travel arrangements made – 30th Jan

Finance – Estimate made, procedure laid down, money arranged, payments made – 30th Jan

Separate venue for CoE meeting – 30th Jan

Conclave report finalised – 30th Mar

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Media - Progress

Himal South Asia identified as possible media partner

Media outlets defined and contacted Accounts created in for Facebook,

LinkedIn, Twitter Press release drafted Task Team meetings being held.

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Media – Challenges

Ensure that conclave is covered and published

Main message needs to be brought into focus

Identify media outlets in Sri Lanka

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Media – Work to be done Media partner finalised and role agreed-15th Dec Press release - pre and post event prepared – 15th

Dec Accredited journalists invited-15th Dec Media outlets contacted-30th Nov Press release sent to the media outlets-15th Dec Social media resource hired to create an online

presence and buzz-15th Dec Daily press release drafted and circulated Live tweeting and blogging Journalists given access to keynote speakers,

workshop leaders for conclave coverage

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Resource Mobilisation - Progress Rockefeller Foundation

▪ USD 50,000 grant; 20 – 25 participants;▪ Expected by January 2013▪ Discussion with PACT;▪ Paper work to be clarified by Dennis

CLEAR▪ Scope of work submitted;▪ Expected by January 2013;

USD 40,000 from IDRC; INR 22,00,000 from Conclave – I; Cost for Coordination support from CoE Nepal

– added.

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Resource Mobilisation - Challenges Conclave cost is high Sponsorship for panelists Resource generation through

registration -200 participants

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Res. Mob. – Work to be done

Paper formalities completed and fund received from RF and CLEAR – 15th Jan

Resources generated through registration of participants - 200 participants – 15th Jan

Surplus from first conclave to be redirected – 7th Jan

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Marketing - Progress

Offline▪ Regional events - 8 events planned▪ Media identified▪ Conclave advertised twice in List Serves and

also sent to Evaluation Association▪ Financial support provided

Task Team meeting conducted.

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Marketing – Challenges

Resource mobilisation - through registration of paid participants in all countries▪ To be taken up by members

Graduated incentive system for conclave participation for CoE members.

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Marketing - Milestones Regional Event conducted – 30th Dec

▪ Perspective participants for the conclave and members for CoE identified

Online and offline marketing strategies documented and pursued – 15th Dec

Short audio/ video prepared for marketing conclave offline – 15th Dec

Graduated incentive system for members for participation in the event – 15th Dec

Conclave - I participants contacted for participating in the second conclave – 30th Nov

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Phase - II

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Actions Planned(1)

New Knowledge▪ Publishing articles through existing journals▪ Documentation of innovation▪ Establish website as an interactive platform▪ Supporting evaluation panel

Capacity Building▪ Organising evaluation conclave▪ Supporting regional events▪ Moderated discussion groups▪ Networking with other institutions/ groups

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Actions Planned(2)

Network and Advocacy▪ Increasing membership▪ Online networking and communication▪ Building connections with other evaluation societies▪ Liaison with the government

Professionalisation of Evaluation▪ Code of Conduct▪ Quality standards▪ Ethical guidelines▪ Protocol for engaging with members, government

and other evaluation associations

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Actions Planned(3) Institutionalisation

▪ Registration of CoE Selection of Governing body▪ Chairperson▪ Vice-Chairperson▪ Secretary General

Selection of General Body Resource Mobilisation

Approach other associations and donors Identify large funding opportunities, submit

proposals Membership fee collection

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Phase II – Progress(1)

New Knowledge▪ Edited volume compiled; expected to be

published soon▪ New CoE website in place▪ Note on documentation of innovation – drafted

and shared▪ Note on online journal drafted

Capacity building▪ Conclave preparation - in progress▪ New conclave website▪ Regional events - planned and being organised

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Phase II – Progress (2) Network and advocacy

▪ EvalPartners has members from CoE▪ CLEAR – Collaboration initiated▪ SLEvA – Continuing from Phase- I▪ Networking with MES, AEA, IOCE, AfREA – initiated▪ Outreach improved through Newsletter▪ New members registered

Professionalisation of Evaluation▪ Desk research completed

Institutionalisation▪ To be under Section – 25 Companies Act, India▪ MOA, AOA Drafted▪ Registration attempted

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Phase II – Challenges

Increasing membership base Institutionalisation Sharing of responsibilities by all

members Business planning Resource mobilisation Sustainability

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Phase II – Work to be done(1)

New Knowledge Edited volume published – 15th Feb CoE site established as an interactive

platform – 30th Dec▪ Searchable database for members▪ Discussion board▪ Online journal

Innovations in evaluation documented – Oct 13

Moderated discussion group – Mar 2013

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Phase II – Work to be done(2) Capacity Building

Evaluation Conclave completed successfully – 7th Mar

Regional events conducted successfully – 30th Dec

Scope of work agreed with CLEAR and EvalPartners and partnership formalised – 30th Dec

Knowledge products developed – Jun 2013 Focussed CB event and mentoring support

offered – Jul 2013

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Phase II – Milestone(3)

Networking and Advocacy How to support country specific CoE -

Scope of work finalised – 30th Dec Membership – 30th Jan▪ Responsibility and Incentives systems for

members developed, agreed and circulated▪ Membership drive conducted and members

increased to 100 Strategy for Liaison with government –

Drafted 15th Dec

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Phase II – Milestone(4)

Professionalisation of Evaluation First draft of standards, ethics and

protocols prepared – 30th Jan Institutionalisation – 15th Feb

MoA and AoA reviewed, revised and redrafted

Application for name submitted Application for registration submitted Board and Executive Committee selected

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Phase II – Milestone(5) Resource Mobilisation

Proposal submitted to EC – Not successful Governance

SAT formulated and regular meeting facilitated

Members▪ Solomon Chelladurai▪ Shubh Kumar-Range▪ Mallika Samaranayake▪ Gana Pati Ojha

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Phase II – Milestone(6) Project management support

Face to Face meeting in New Delhi on 1st and 2nd February 2012;

Skype meetings on 25th February, 14 April, 28th April and 30th May;

Face to Face meeting in Kathmandu, Nepal from 18th to 19th June 2012;

COE Visit to Nepal for identification of venue for the conclave; Meeting with CLEAR South Asia in Delhi; Meeting with EvalPartners in Delhi; Face to Face meeting in Dhaka; Meeting with PACT/RF Six monthly financial and technical report submitted to IDRC

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Thank You