FINAL REPORT ON THE INCEPTION MEETING HELD AT THE JOACHIM CHISSANO INTERNATIONAL CONFERENCE CENTRE, MAPUTO, MOZAMBIQUE ON MONDAY,

6TH - 7TH SEPTEMBER, 2010.

Introductions

The meeting was formally called to order by the Chairperson Mr. Richard E. Ndubai, Permanent Secretary, Public Sector Reform and Performance Contracting Kenya. The Chairperson thanked the participants for finding time to attend the meeting. Introductions were then made. The list of participants is here-to annexed.

Agenda of the Meeting

The agenda of the meeting was as follows: Opening remarks by CAMPS Remarks by UNDP Discussion of TORs and Methodology Expected deliverables and Timeframes Reporting Responsibilities and Formats Way forward.

Opening Remarks by CAMPS

The Chairperson tabled the agenda for adoption which was adopted without amendments.
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The Head of CAMPS Secretariat was requested to give a brief on the purpose of the meeting. In her brief, she pointed out that the meeting was a forum for the service champions developing guides on best management practices in Human Resource Planning and Policy Architecture, Leadership and Management Development and Performance Management including Monitoring and Evaluation thematic areas to meet together with the recruited consultants. The objective of the meeting was to create a common understanding on the terms of reference and have consensus on the expected outputs and deliverables, methodology and timeframes, and management of the consultants.

Remarks by UNDP

The UNDP gave short comments on the process that was followed in procuring the consultancies to develop the guides. The process entailed the review of terms of reference (TORs) which had been agreed upon by service champions. The reviewed TORs were subsequently sent to service

champions for their input. Forty-five (45) CVs from the UNDP data base and specialized management institutes across the continent such as the Africa Capacity Building Foundation (ACBF) African Association of Public Administration Management (AAPAM), CESPAM, UNECA and NEPAD Secretariat were screened by a panel of experts drawn from the Governance, Capacity Development, Monitoring and Evaluation, and Human Resource Department of the UNDP. Short listing was carried out by a second panel. The 2nd panel gave recommendations on the most qualified consultant to be considered for recruitment. One shortcoming was that only a few women
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applied for the consultancy and the few who applied did not meet there set criteria. The process of recruitment was nevertheless very competitive.

The meeting expressed satisfaction with the selection process. The three consultants are:

1. Prof. Gelase Mutahaba

Performance Management including

Monitoring and Evaluation thematic area; 2. Prof. M. Jide Balogun - Leadership and Management Development thematic area; and 3. Dr. Harold Kuchande Human Resource Planning and Policy Architecture thematic area.

Consensus on TORs and Methodology

The meeting acknowledged that the development of the guides was a consultative process and there was need for the consultants and the service champions of each thematic area to agree on the TORs. After consultations, it was agreed as follows:

In regard to the Leadership and Management Development thematic area, it was agreed that there was need to define or clarify various terms such as leadership and its linkage to development in the inception report.

In relation to the Human Resource Planning and Policy Architecture thematic area, it was agreed that it was important to qualify that the thematic area was in the domain of Public Service and hence this thematic area
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should read as Human Resource Planning and Policy Architecture in the Public Service.

As regards the objectives of the TORs for all three thematic areas, it was agreed that under objective 1, the consultants should incorporate formulation of indicators while under objective 2, the consultants should specify the tools for monitoring and evaluation (M&E). Under the outputs and outcomes of the TORs, the 1st outcome should be changed to refer to a onestop shop for knowledge on public service for each thematic area.

It was further agreed that the proposed changes to the terms of reference should be incorporated in the Inception Report by the consultants.

Sample size

The meeting discussed and agreed that the sample size should be as representative as possible by taking into consideration the diversity of terms of traditions and languages (Anglophone, Francophone, Arabphone and Lucophone) in the continent. It was observed that though the sample size would be dependent on the data collection method used and the subject matter, if it entailed desk stop analysis, then over 50% countries within the continent could be covered. Where travel or actual visits is involved, then the % age may reduce. It was, notwithstanding, agreed that there be a mix of both - actual visits and virtual (desktop) analysis and the sample size should be an irreducible minimum of 30% of all African states.

Methodology

It was agreed that the guides will be developed through collaborative effort with the service champions in respect of each thematic area. The different legal systems should be given due consideration and the guides should generally be user friendly and have an adoptive framework of a code of service compatible to international standards. The tools developed alongside the guides should be applicable to all situations in the continent.

It was agreed that management development institutes (MDIs) will be the first point of contact for data collection from the service champions for each thematic area and in the other sampled member states across the continent.

The CAMPS Secretariat was given the responsibility of providing support through letters of introduction to Member States to facilitate conduct of the studies in development of the management guides. Validation process

The validation process will include the following reports: 1. Inception Report. This Report on each thematic area to be compiled by the respective consultant will be validated by the service champions through electronic/email. The format of the inception report will detail the consultants understanding and interpretation of the TORs, scope of the assignment, methodology, deliverables as well as the work plan, including timelines. A proviso was given that there was need to ensure
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that facts and information on countries are validated the respective country. 2. Zero draft report Validation of the Zero Draft will be done by the reference group through a face to face meeting. 3. 1st Draft report Validation of the 1st Draft will be carried out by the reference group electronically. 4. Final report Validation of the final draft will be through an all inclusive meeting involving the reference group, all service champions and other member states.

It was agreed that each validation meeting will last three (3) days (1 day for each thematic area). The CAMPS Secretariat will approach the service champions to agree on the host(s) of the meetings.

After discussion, it was agreed that a reference group will be constituted comprising experts/peers; service champions of the three thematic areas; 4 experts from all regions drawn from across the continent (Anglophone, Francophone, Arabphone and Lucophone), Management Development Institutes (MDIs), UNDP, leading experts in the areas of study for each thematic area and CAMPS Secretariat.

The terms of reference (TORs) for the reference group were agreed as follows:

1. To serve as the sounding board to review the Zero and 1st drafts of the consultants reports; 2. Make recommendations in terms of geographical/regional representation, tradition and integrity of the data; 3. The extent of appropriateness/applicability/relevance of the guides to the thematic area; 4. Information/data to be validated with member states before publication as much as possible Expected Deliverables

It was agreed that the expected deliverables form the consultants will be management guides. The guide for each thematic area will include reference materials, risk matrix, raw data collected and a roll out plan. It was observed however that as the format of the management guides was unlikely to be standard, each guide will be adapted to the subject matter but have recommendations that are implementable.

Timeframes

It was agreed that the duration of consultancy would be 70 calendar days. The timelines for delivery of specific targets and validation process were agreed on as follows: The Inception Report to be ready by 15th September, 2010 Review of the inception report by service champions to be completed by 17th September, 2010 The Zero draft to be complete by 17 October, 2010

 The validation meeting of the Zero draft be held by 24 October, 2010 The 1st Draft to be complete by 31st October, 2010 The validation meeting of the 1st Draft to be held by 14th November, 2010 and The Final Report to be completed for circulation by 17th November, 2010 Management of the Consultants

In regard to reporting responsibilities, the consultants will report to CAMPS Secretariat and copy any correspondence to the service champions and UNDP. The effective date of consultancy was 6th September, 2010. It was also agreed that the CAMPS Secretariat will supervise the consultants in liaison with service champions and UNDP. Conclusion

The Chairperson thanked the members for their attentiveness and vibrant contributions and requested them to give the consultants every support in order to deliver on the agreed outputs and timelines.