Orientation Programme for Action Programme Implementing Partners

Workshop report

International Programme on the Elimination of Child Labour (IPEC) June 2004

The Italian Social Partners’ Initiative (ISPI) and Trafficking in Children in South Asia (TICSA) components of IPEC TBP had recently signed Action Programme Agreements with Implementing Partners. A three days Orientation Programme was organised during 22-24 June 2004 in ILO Kathmandu Office in order to familiarise the Implementing Partners with the fundamental strategic approaches of IPEC TBP and its reporting requirements. This Orientation Programme was felt necessary due to following three observations: Objectives of the Orientation Programme: By the End of the Orientation Programme, the Action Programme Implementing partners• will be familiar with the fundamental strategic approach of the IPEC Time Bound Programme Initiatives in Nepal • Will be able to produce a Project Monitoring Plan for their respective action Programmes and • Will be familiar with the Narrative and Financial Progress Reporting requirements for their Action Programmes.

(i) (ii) (iii)

(i)

(ii)

(iii)

IPEC TBP Project activities are being implemented amidst conflict affected contexts in Nepal. IPEC managers and Implementing partners are expected to identify and monitor in time, critical external factors related to their Action Programmes. The fundamental TBP strategies and definitions “Withdrawal”, “Prevention” and other services related to these strategies are to be understood and applied consistently by its Implementing Partners. Quality of reporting in Narrative and Financial Progress Reports are to be consistent and high so as to minimise any consequential procedural delays.

It was expected that the Orientation Programme would help participants to:

understand and to monitor the “withdrawal” and “prevention” numbers correctly; be familiar with monitoring and reporting system of ILO/IPEC and be familiar with the financial Procedures of ILO/IPEC.

Expected Outputs: • Produce the revised work plan for their respective Action Programmes • Produce project Monitoring plans for their respective Action Programmes

Altogether, 20 persons - Action Programme Coordinators and the Finance Officers from ten Implementing Partners of the ISPI and TICSA components participated in this orientation (detailed contact information attached as Annex I). This report contains information on – (i) (ii)

Procedures and topics covered in the Orientation Programme as well as Recommendations and feedback received from the participants.

Presentations and handouts used for orientation are attached as Annex II for future reference.

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Mr. Suresh Pradhan, National Project Co-ordinator of the ISPI Project welcomed all participants and introduced the purpose and procedures of the Orientation Programme. Mr. Peter Dalglish, CTA of the IPEC Core TBP Project in Nepal and Officer-in-Charge, in his opening remarks elucidated the increasing challenges posed to development efforts in general and IPEC Projects in particular by the rising political instability in Nepal. He emphasised that the Implementing partners need to be aware of such challenges and be able to stir through implementation of their Action Programmes so as to deliver the intended results. In this perspective, he suggested the partners to be innovative, flexible and decisive based on the reality on the ground but without compromising on the delivery targets of the Action Programmes. He further clarified the IPEC TBP position on rehabilitation, reintegration and outreach programmes and invited the participants to upcoming workshops being organised by TICSA component TBP, planned in august 2004.Summary of each of the orientation sessions are briefed below. Feedbacks received from the participants during evaluation of these sessions are also mentioned alongside these summaries. 22 June 2004 Session I Briefing on Strategies and Approaches of the ILO/IPEC Time Bound Programme in Nepal

The Senior National Program Manager of TBP, Mr. Yadav Amatya delivered a presentation on the Concepts of Worst Forms of Child labour as envisaged in ILO Conventions and National Plan of Action of His Majesty’s Government of Nepal on Child labour. Mr. Amatya then elaborated the strategies and approaches of the TBP being implemented by IPEC in Nepal to contribute to HMG/Nepal goal to combat worst forms of child labour. In addition, Mr. Amatya also explained the institutional set up established under the TBP such as the District Child Labour Coordination Committees and how the implementing partners are expected to be collaborating and co-operating with these institutions.

Session II Analysis of Action Programmes under ISPI and TICSA components

Mr. Pradhan added further on the linkage of other IPEC projects – ISPI, IPEC/DECL Project with TBP and clarified also on the definition of “Withdrawal” and “Prevention” of child labourers as this is crucial for counting the number of children who benefited from the TBP interventions. Ms. Minisha KhatriDhungana, Programme Officer, TBP elaborated further on TICSA regional and national programme activities. The partners received clarity and information between the anti-trafficking activities and the TBP/WFCL initiatives in Nepal. Participants were then invited into a group work session where they analysed the internal logic as well as external context of their respective Action Programmes.

Session III Briefing on Programme Monitoring System in ILO/IPEC

The afternoon session began with highlighting importance of programme monitoring system in the ILO/IPEC. Using a game module, Mr. Pradhan first set a scenario to make participants realise how seen or unseen hindrances could affect implementation of a Project and why monitoring should be integrated within a project management framework. He then illustrated the relationship of process and change monitoring required at the activities and objectives level of IPEC Action Programmes. Mr. Uddhav Poudyal, the National Project Manager of the IPEC/DECL Project on “Sustainable Elimination of Bonded Labour in Nepal” then took the participants through the Programme Monitoring Plan used in ILO/IPEC. The purpose of this session was to enable the implementing partners to assess the contextual changes of their Action Programmes and review their implementation plans accordingly so as to ensure the timely achievement of intended results. Mr. Poudyal, for this purpose, took the participants step-by-step through the four forms used in the Programme Monitoring Plan (PMP) of IPEC. In particular, he dwelled in details over monitoring the external factors; defining Project targets and indicators and defining means of verification for such indicators. Specially, participants were encouraged to analyse the impact of omnipresent conflict, other social, economic and political issues on their Action Programme and to discuss those with concerned stakeholders, including ILO/IPEC and WEI as appropriate so as to take corrective actions in time. In addition, Mr. Poudyal also briefed the participants on the relationship between ILO/IPEC and World Education International on programs to eliminate the Worst Forms of Child Labour in Nepal and on the

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joint monitoring system these agencies have developed. He then described the details of the Baseline Data Form and the Tracking Form that the implementing partners of ILO/IPEC and WEI are supposed to be filling up for identifying children and monitoring services provided to these children. He highlighted further the importance of collecting these data correctly and regularly as these would be fed in and analysed regularly in the electronic database currently housed in the WEI premises. Mr. Poudyal requested partners to update this information at least monthly basis initially and let ILO/IPEC know so that support could be provided timely. The Briefing of PMP was followed by a group work session where participants were supported to develop all four components of the PMP for their respective Action Programmes. Mr. Pradhan and Ms. Dhungana facilitated this group activity, which continued till the following day. Evaluation of the day

Participants found the concept of Worst Forms of Child Labour interesting but complex as well and expressed their desire to be involved in future events where these concepts would be discussed and analysed more. Similarly, a request has also been made to bring the Implementing Partners together in about 4-5 months time to share and learn from each others’ experience in the baseline and tracking data collection.

23 June 2004

After a brief recapitulation of the first day, the participants were introduced to the overall mandate, strategic objectives and activities of ILO at global and national level. Ms. Nita Neupane, the ILO Programme Officer explained the activities being carried out in Nepal and at global level by ILO with regard to its four strategic issues –

Session I Briefing on ILO strategic Objectives and activities

(i) (ii) (iii) (iv)

Fundamental Principles and Rights at Work Opportunities for Women and Men to secure Decent Employment and Income Social Protection Social Dialogue.

Ms. Neupane further highlighted the priorities of ILO in Nepal for the next bi-annum and highlighted the role of ILO constituencies – the Government, the Employers, the Workers’ organisations and the civil society organisations in achieving these priorities – • • • •

Labour law reformation National Plan of Action on promotion of Decent work Agenda Promotion of Employment for women and men Promotion of Rights and Decent Work for the Indigenous groups.

Concept of the Decent Work

In order to supplement the presentation, Mr. Pradhan made another presentation on the concept of Decent Work. Mr. Pradhan specifically highlighted importance of Decent Work opportunities as it holds key to decent income, dignity and rights to equity and justice to the workers.

Session II Group work on Project Monitoring Plan

The second half of the day focused on sharing of the filled PMP formats by the participants. Mr. Pradhan and Ms. Dhungana assisted the participants in filling the PMP format. Using the PMP Guidelines, participants were guided thourgh preparation of work plans; analysing external factors and setting targets for indicators. In addition to this session, Mr. Jeebnath Pokherel, Under Secretary from HMG/Nepal Ministry of Women, Children and Social Welfare delivered a session on the format adapted by the Ministry for monitoring and evaluation of their programs. The Implementing Partners found this additional session useful as it gave them first hand information on the forms and methods used by the HMG/N on monitoring development activities.

Session III Progress Reporting – Narrative Reports

Following the Programme monitoring Plan, Mr. Pradhan further elaborated on the linkages of monitoring with Progress Reporting. After revisiting the reporting obligations attached with the Action programmes, he explained the different forms prescribed by ILO IPEC for narrative reporting of progress – how to report the changes and achievements at activity, output and objective levels.

Evaluation of the day

In conclusion, the participants understood the importance of conducting monitoring of the implemented

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programs and they also identified timely submission of mission reports and field visit monitoring reports as process documentation that would contribute to evaluation of the programme later. 24 June 2004 Session I Gender Mainstreaming in ILO/IPEC Programmes Session II ILO/IPEC financial rules, regulations

Ms. Anita Shrestha, the Gender Specialist of ILO Kathmandu Office led the session on “Strategies for Mainstreaming Gender in ILO/IPEC Programmes”. This session focused on the relevancy of gender mainstreaming, gender analysis, characteristics of gender analysis and the importance of incorporating a gender lenses during programme development and implementation phases. The session could not be much interactive due to time constraint despite the interest of the participants. However, the participants benefited from this session as they received conceptual clarity on gender analysis, gender auditing and the need to have gender segregated data and information. The finance session was divided into two parts. The first part was delivered by Ms. Marina Rai, Administrative/Finance assistant of ILO and the second half was delivered by Mr. Rabi Lamichane, Finance Officer of ILO/IPEC. Ms. Rai briefed the participants on the Rules and Regulations of ILO governing accounting, documentation and the preparation and submission of financial reports. She also briefed the members on the ILO’s rules, regulations and terms of conditions on financial disbursements and accounting back for such disbursements. She explained ILO’s specific requirements regarding bank accounts, procurement, accounting documents and reporting related to Action Programmes. Implementing partners were also requested to maintain the files and supporting documents in easily accessible way. It is made clear to the implementing partners that these requirements are designed to build integrity and trust in the financial transactions related to Action Programmes. ILO/IPEC receives demands from its internal and external auditors for such documents and their easy access and strict adherence to the financial discipline would increase the trust on ILO/IPEC and its implementing partners. Demand for such documentation from upcoming audit visit of USDOL was cited as an example to illustrate it.

Financial Progress Reporting

The second half of the financial session was focused on book keeping, financial reporting and budget monitoring of the Action Programmes. Mr. Lamichhane explained the whole cycle of financial management of Action Programmes – from paying for goods and services; recording accounting transactions in cash book, summary of transactions, bank reconciliations; summary of transactions and expenditure forecasts to preparation and submission of final expenditure report. He stressed further not to overspend any approved budget line without prior discussion and written authorisation from concerned ILO/IPEC official. Also, he informed the participants about the new accounting database commissioned by ILO/IPEC that is expected to be ready soon and which will be distributed to each implementing partner for automating most of the accounting work. The Implementing partners will be soon trained on using this database.

Evaluation of the day

The participants found both the financial session interesting and informative because the session reiterated the importance of financial planning for effective program deliverance. On many occasions, financial planning and monitoring are not taken seriously compared to Programme planning and monitoring. This session has successfully established the complementary aspects of both programme and financial monitoring. The session ended with revisit to the four-monthly financial reporting schedule required from each of the Action Programme Implementing Partners.

Session III Review of the Orientation Programme

The final session was spent on re-organising and reassessing the learning received by participants from these three days. Many participants felt that the concepts of WFCL, Decent Work as well the PMP are all very useful and important but equally also asked for further support in future to improve their capacity to address these issues in their respective Action Programmes. All of them felt quite happy on being introduced to the detailed Project Monitoring Plan yet many felt difficulty in analysing external factors related to their Action Programmes. The Implementing Partners were requested to finalise their draft PMPs prepared during this Orientation Programme and to submit those to ISPI and TICSA within two weeks so that they could be finalised. Feedback received from participants on usefulness and clarity of each of the sessions were collected

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Assessment of the Orientation Programme

and tabulated by Mr. Pradhan which he presented back in graphic charts to the participants. Overall, the Orientation Programme is appreciated for relevance and clarity of message from each of the sessions. However some suggestions were also received in terms of providing sufficient reference materials in advance and allowing more time for group work on monitoring and financial reporting sessions. It is agreed that the ISPI NPC and TICSA PO will provide further support to the Implementing Partners in finalising their PMPs. Also, the Finance Officer of ILO/IPEC will invite the Implementing Partners to the upcoming training on the accounting software being commissioned by the IPEC, likely in early August 2004. The participants also benefited from newly established mutual linkages.

The Way Forward

The orientation program ended with a Happy Hour in acknowledgement of the participants’ hard work and to introduce the participants to the ILO staff members. On the occasion, The Women for Human Rights (WHR) organized a display of handicraft and vocational products made by single women. The products were well received by the participants and staff and supported the income generating activities of the organization by buying some of the products on display. Mr. Dalglish also delivered a closing speech on behalf of ILO where he applauded the partners’ enthusiasm, commitment and interest to work in the fields at insecure times. On behalf of the participants, Ms. Lily Thapa the president of WHR appreciated the ILO/IPEC initiative to induct Partners on such important issues that would surely strengthen their capacity to ensure quality in delivery and reporting of the Action Programmes.

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