some phases (i.e phase II) and cycles (cycle 2) therefore data and results are likely to change End of Program Outcome 1: Sufficient GoTL resources (staff, funds, assets) are secured and allocated to implement the national village development program PNDS Secretariat national indicators % PNDS funded by PNDS Support Program (PNDS-SP): goods and services and capital Maximum 40% from GoA budget The GoTL allocations for Goods & Services (with and without virement) vs the GoA contributions have evolved as indicated below: The GoTL:GoA target of 60:40 was achieved in 2014 and 2015, but not in 2016. Not on track (45%) $ of annual GoTL expenditure (and % of total training expenditure) on training for PNDS staff that is within scope of training program agreed with PNDS-SP 50% The PNDS Goods and Services budget has no budget allocated for training. Starting in 2015, PNDS-SP has provided assistance to the secretariat to apply for funding from the GoTL Human Capital Development Fund (HCDF). In 2016, the granted amount was $200,000, and in 2017 it was $150,000. PNDS-SP implements and manages the training program for the PNDS Secretariat with the support of two Training Officers. The GoA training budget for FY16/17 is $368,325, (A$460,406). Administering two training plans with different rules has been challenging for the team. Towards the end of the reporting period, priority was given to implementing the DFAT funded training first. During the period July 2016 to June 2017, a total of 5,391 training days were delivered through the support of GoTL (HCDF) [US$154,177] and GoA (DFAT) [US$368,325] funded training. In total 2,971 persons were trained (M:2,033; F:938). The proportion of support to training from the two governments during the period was 70:30 (GoA:GoTL). Not on track (70% of training budget from GoA)
% of tickets/problems solved by GoTL IT team independently/guided 80% of tickets solved by GoTL IT independently and guided The helpdesk system is now being fully utilized by PNDS staff, it provides very useful information and trends on IT across the Secretariat. Over the year, on average 81% of all problems have been solved by the GoTL team, with minimal to no assistance from PNDS-SP IT Advisers. The target of 80% GoTL IT support has been achieved. The tasks where the PNDS-SP IT Advisers assisted were the more complex and/or new tasks, such as upgrading systems, working out on disaster recovery and threat identifications, inter alia. On (81%) PNDS Secretariat municipal indicators % MIS data on social, financial and technical activities by municipal staff 100 % completed per module (social, finance and technical) The MIS was installed in all muncipalities, and the data synchronization module, to import municipal data worked successfully, except for a few exceptions. A good indicator of MIS activity are the number of records entered by each municipal office. The number of records on social, technical and finance modules entered into the MIS until the end of June 2017 is as follows: Data verification is one of the critical areas to ensure good data quality in the MIS, and this process is mostly handled at national level. National Finance team receive monthly back statements which are used to confirm monthly data entered by the Municipal Accountants. At the municipal level the teams are advised to double-check data entered with the physical documents before exporting data. On
Finalise the recruitment of all vacant positions as a result of the change to organisational structure Partially completed All completed, minus 3 positions that were recruited for (MIS Advisor, Economic Development Communications Officer), however due to the impending contract end date candidates declined offers. These roles have been planned for the next FY. Ensure all TORs are up to date and reflect the change in organisational structure completed All required revisions completed and staff re-contracted. Systems, policies and procedures Review, update and distribute the PNDS-SP security plan Fully completed The security plan was revised alongside the field guide. Maintain and periodically review the operations manual to suit program submit updated manual to DFAT. Fully completed The last round of revisions was completed in October 2016. With some occasional policies revised on an ad hoc basis. Review program delegations and approval authority within the new program structure Fully completed A DoA has been revised in the previous year to reflect personnel changes. Governance Participate in monthly program management meetings with DFAT. Fully completed Monthly meetings conducted as scheduled. Discuss high and very high risks identified in risk plans at six-monthly reflection and review workshops. Partially completed One R&R took place in Sept 16, however the next R&R has been postponed until after the next Government has been installed. Participate in the Secretariat-DFAT bilateral meetings. Partially completed Two bilateral meetings have taken place with the PNDS Secretariat leadership and the Embassy. Communication Consistent with the Ways of Working Strategy, plan and implement communication and networking forums. Fully completed All staff meetings were held in July, Dec, March and June, alongside LES meetings and other internal management forums. Facilitate all staff gatherings Fully completed As Publish Lia Tatoli newsletter and support broader PNDS-SP communications Dropped As no communications officer was able to recruited, the newsletter was difficult to produce. This activity is earmarked to be in the next FY. Monitoring, evaluation, reporting and review Support the MRG when scheduled by the Embassy Dropped The next MRG will take place in 2018 once PNDS budget is confirmed
Review stock control process and procedures Fully completed All stock is controlled through a log book system managed by the procurement team. This includes all stationery and office consumables. All assets are managed by the assets tracking system. Procure promotional materials i.e. shirts, hats, t-shirts etc. Fully completed Procurements of over 1000 PNDS wrist band USB’s. ICT Conduct Training to Logs team on GPS tracking systems and fuel reporting Fully completed GPS training was conducted for the Logs coordinator and Logs Manager Procurement of IT stock and equipment Fully completed Various IT were procured including laptops CCTV, batteries docking stations etc Via the GPS system, Geofence all accommodation and fuel suppliers and all district and Sub district office Fully completed This has been a major achievement for the team, and is live on the logs system Via the GPS system, Geofence all PNDS Suco projects Partially completed Only two districts have completed all project GPS coordinates and only a small proportion of projects have been geofenced, Procurement of TV for GPS Field monitoring purposes Fully completed The monitoring screen is currently placed in the front area of the office. Professional development Provide one-off trainings for staff in the following: aid refresher training (FST & Logistics staff) Motorbike safety and Importation of goods (freight, insurance, customs and excise) Engine maintenance and servicing Server management. Partially Complete First aid Refresher training was attend by Drivers and FST. Motorbike safety and training has been postponed to December 2017 Importation of goods training has been postponed to Dec 2017 All drivers participated in the 3-day engine and maintenance training provided by BARAKA Server management training was participated only by the assets and facilities officer and Logistics Manager Conduct 2 x 4WD refresher training Dropped This training has been postponed to October 2017. Security assessment and awareness training Fully completed CARDNO Melbourne has provided Security Training to some staff. Continue support for the implementation of the Gender working group (Bui Mau) trainings, and awareness raising and supporting the social committee. Fully completed This has been an ongoing support by the logs team Assets, office and facilities management