Clarifying roles responsibilities accountabilities resourcing and risk at

Clarifying roles, responsibilities, accountabilities, resourcing and risk at country level as part of GPE’s Efficient Partnership Review Action Plan Inception proposal 3 September 2018 IOD PARC

Ways of working • Open partnership with GPE Secretariat team throughout • Actively using GPE team meetings to: • Test and review thinking • Identify risks and issues arising for the assignment • Explore options for their practicality, sensitivities and implications • Maintaining an independent stance • Ensuring transparent, inclusive process

Scope of the exercise GPE does not need further analysis, it needs “crunchy options” to resolve tensions and clarify ambiguities Advantages Implications of not making a choice Options for the roles, accountabilities and responsibilities of GA, CA, Secretariat Drawing on the analytical base (not undertaking further analysis) Considering how/if institutional arrangements may need to change (but not changing the GPE model and ethos) Risks Role of government and government capacity needs Implications Contextual consideration and adaptation

Inception meeting Define and agree purposive sample 3 rd Sept 27 th August 2018 GPE 4 -11 Sept 4 -11 20 th June Sept Inception ppt Clarifying roles, responsibilities, accountabilities, resourcing and risk at country level Review available materials 4 -14 Sept Set up interviews Initial interviews with board and staff Consultation process 10 -14 Sept Pressure test options developed with key users and stakeholders Develop initial options 11 -21 Sept Framing Options 10 -21 Sept Benchmarking interviews First review of options Presentation of options Board retreat; Washington DC GPC meeting, Washington DC 10 -12 Oct 8 -26 Oct 5 -7 Nov 6 -7 Dec Consultations with focus groups Presentation of final options paper Road testing of options with potential users Board meeting; Dublin, Ireland 2019

Framing options: key activities Document review to clarify problem identification, fault lines in accountabilities, and clarity of actors’ TORs and boundary issues Speak with Gavi, GEF, GFATM, GCF to gain learning Interviews with GPE Secretariat to check understanding Stress test problems and context summary with GPE team Continue to develop and clarify options for consultation Final consultation with GPE on consultation options Draft clear accessible summary of options as a basis for consultation

Framing options: Key Activities Clarify, refine, focus Test for sensitivities/risks and implications Options will set out the following: • Implications • For different actors • For the partnership • For the GPE model • For resources • Identify risks and opportunities • Map accountabilities and responsibilities • Identify changes needed

Consultation arrangements Purposive selection will be developed based upon clear criteria and developed in consultation with GPE. The selection will be based upon: • GPE intelligence; • Diversity of CA and GA organisations; • GPE grant type; • Length of GPE engagement; • Country context fragility/stability; • Country capacity. Identify consultation groups and individuals Consultation groups will be combined to elicit diverse opinions. Groups will be designed: • To include representatives of different actor groups; • With potential to combine actors from different countries in groups Consultation methods include: To maximise participation, we will use a combination of face-to-face and virtual methods, engaging with groups and individuals. • Interviews with GPE Board members and Secretariat staff • Virtual groups using an appropriate platform (to review with GPE) • Face to face groups – to confirm with GPE who, when, where • Remote interviews for purposively selected individuals

Consultation structure and process Set out purpose of each consultation, and how findings will be used Summary of options will be sent to participants beforehand with brief rationale Structured process for eliciting comments on assumptions (rationales) and options and for confirming preferred options (e. g. quick polls) Potential for earlier consultations findings to inform later consultations

Communications and project management to facilitate a strong process and result Effective communications by GPE to publicise to partners the consultation purpose and process to increase awareness, transparency and buy-in. Strong project management to meet deadlines facilitated by weekly meetings, regular updates on progress, agree risk mitigation actions when needed. Flexible team deployment by IOD PARC to be responsive and agile to address issues arising

Presenting options to the Board Present options to GPC and Board meetings as part of a phased consultation process leading to a Board decision. • Identify clearly the problems to address • Set out for each option the principal roles of each actor; lines and boundaries of accountabilities, responsibilities; flows of communication and information. • Identify for each option the implications, risks and opportunities for each actor. • Identify implications, risks and opportunities of each option for the GPE Partnership including the implications of not making a decision.

Products • Three Power. Point presentations with supporting short papers. • Use of graphics to show for each option the lines and boundaries of accountabilities, responsibilities; flows of communication and information. • Clearly written products capable of translation to French. • Supporting options paper will include annexes of summarised source material, findings, consultation methods and summary of consultation coverage.

Timeline Weekly updates with GPE Secretariat Inception meeting Initial request of materials Submission of draft inception ppt Validation of inception plan with GPE Finalisation of inception ppt Consultation Hold interviews with board, staff, country level actors Define purposive sample/selection of consultation groups/individuals 3 6 10 December 26 19 12 5 22 15 8 1 November 29 October 30 17 3 27 -Aug Timing (date of completion) Activity September 10 S t a g e 27 -Aug 2 -Sep 3 -Sep 4 -Sep 11 -Sep 14 -Sep Review available materials Consultations with GPE board and staff Benchmarking interviews Develop initial options Plan and set up consultations Interviews with country level actors Remote group discussions x 6 Face to face consultation on options with focus groups 14 -Sep 21 -Sep 14 -Sep 5 -Oct 26 -Oct Draft options paper and ppt 1 Present options to GPC Draft options paper and ppt 2 Attend Board Retreat Veterans Day Draft options paper and ppt 3 Thanksgiving holiday Revisions and preparation for Board meeting Attend Board decision meeting Follow-up as needed 7 -Oct 10 -Oct 17 -Oct 5 -Nov 12 -Nov 14 -Nov 22 -Nov 3 -Dec 6 -Dec Framing options KEY Activity Milestone/Deliverable