5.1. Elaboration of logframes
5.2. Planning of new research projects
5.3. Further action: budgeting and reporting procedures
It has been mentioned a number of times that in most cases the introduction of the logframe approach within a centre does not start at point zero. Consequently, there can not be a uniform general prescription on how centres should proceed in harmonising existing planning documents. Centres will successively submit their planning documents in logframe format from March 2000 onwards. By September 2000 it is expected that all documents will be presented in this format. Though this will give sufficient time to fulfil the tasks described below, a concentrated and well-managed effort will be needed. It is, therefore, suggested that individual centres consider the logframe introduction/harmonisation process as a "project". Resources in terms of expertise, time, logistics, and finances must be allocated and a plan of action elaborated.
The following series of steps is one possible sequence for executing such a "logframe project" and should not be interpreted as a prescription. Pragmatic considerations may call for a revision of steps. As the project not only requires technical (planning) expertise but also procedural (communication) expertise, a high level project manager should be appointed to at least temporarily steer and monitor the process. Some centres may want to use additional external expertise. It will be worthwhile to check whether this expertise could not come from other centres already more experienced in logframe planning.
The general theme for all the steps suggested below is team activities and stakeholder involvement. CGIAR logframe planning is a collaborative effort leading not only to sound research plans but also to increased communication within and between centres and with partners (NARS, NGOs, other national and regional organisations). The acceptance of this type of logframe philosophy thus also contributes to increased involvement of various stakeholders at all stages of the planning process. Secondly, harmonisation of research planning at project, centre, and system levels is not mechanistic but requires a number of iterations. Revisions of past planning may be a necessary and worthwhile investment to achieve the desired quality.
Step 1: Tentative formulation of a centre logframe
Outcome:
A provisional centre logframe has been established and disseminated which
· Is a consolidated summary of present research projects
· Relates centre objectives clearly to system objectives
· May include a "management output" (see 4.2).
Procedure:
Format: 2-day workshop
Responsible: Centre director
Participants: Management and selected project managers
Facilitation: Logframe project manager
Dissemination: Results of the workshop should be communicated to all centre researchers at a plenary session. At this time, the logframe project should also be presented along with concrete tasks and deadlines.
Step 2: Formulation of model research project logframes
Outcome:
Logframes for 3 - 4 typical research projects have been elaborated and documented. These should be existing research projects and they should represent the range of centre research activities, including projects where logframe planning (especially indicator formulation) appears to be particularly difficult.
A number of research staff trained in logframe methodology.
Procedure:
Format: Workshops of two days per project. In cases, where useful indicators have already been formulated, the period may be reduced to one day. Workshops should not run in parallel, as facilitation by the same person(s) is suggested.
Responsible: Director of research
Participants: All researchers of a particular project; other researchers as observers; total number of participants should not exceed 15.
Facilitation: Logframe project manager and assistants (on-the-job training)
Dissemination: The logframe project manager evaluates each project planning process together with the project team. Evaluation results are documented together with the "model logframes" and are presented to all centre project managers. At this point, additional training needs may surface.
Step 3: Formulation of logframes for all centre projects
Outcome:
All centre projects have a logframe which corresponds to the design of the "model logframes"
Procedure:
Format: Depending on the quality of previous planning efforts, two to three days will be necessary to develop a quality logframe. New research projects are a special case. As these may require collaboration with partners outside the centre a longer time frame will be necessary.
It may not be possible to develop project logframes in parallel, as some research personnel may be involved in more than one project. The logframe project manager will have to develop a plan of operations in order to avoid overlaps, but also to ensure that the project planning process is not excessively long.
Responsible: Logframe project manager
Participants: All researchers of a particular project
Facilitation: Facilitators trained on-the-job - not necessarily research project managers.
Dissemination: Logframe documents are to be presented to the Logframe project manager
Step 4: Review of project logframes
Outcome:
The set of project logframes complies to the quality standards defined by centre management. Difficulties to "nest" project logframes within the centre logframe have been identified.
Procedure:
Format: Project level logframes are reviewed by the logframe project manager and discussed with research project managers. This would require a half-day meeting with researchers. If necessary, a plan is referred back to the research team.
Responsible: Director of research
Participants: Logframe project manager, research project managers
Facilitation: Logframe project manager
Dissemination: The logframe project manager prepares a document for centre management which contains
(a) an assessment of the process
(b) the project logframes
(c) if necessary: suggestions for revising the centre logframe.
Step 5: Finalisation of the centre logframe
Outcome:
A centre logframe which summarises and groups all ongoing research activities. It clearly shows its contribution to achieving the objectives at system level. Difficulties, if any, to "nest" centre objectives within the system logframe have been identified and suggestion to modify the system logframe have been documented.
Procedure:
Format: On the basis of the document (see step 4), centre management discusses necessary adaptations to the centre logframe. In cases where changes are not substantial or no changes are deemed necessary, the final document is prepared by centre management. Otherwise, a half-day meeting with research project managers is needed to assure unilateral agreement.
Responsible: Centre director
Participants: Centre management and research project managers (if needed)
Facilitation: Logframe project manager
Dissemination: The document should be disseminated according to the regulations of the CGIAR system. Feedback to TAC with regard to any consequences suggested for the system logframe.
Step 6: Presentation to stakeholders
Outcome:
All relevant stakeholders are familiar with the contents and implications of the centre and project level logframes. TAC is aware of any consequences for the system logframe.
Procedure:
Format: Strictly speaking, this step is not one that follows in a clear chronological order. Chances for final acceptance of planning by all stakeholders are greatly increased if they are continuously involved or at least informed on the progress made (and difficulties encountered). This way, concerns and feedback by stakeholders can be dealt with and possibly incorporated at an early stage. The final presentation of the logframes can be combined with regular internal review events to which Board members and partners are invited.
Responsible: Centre director
Facilitation: Director of research
Summary: Flow of steps and time requirements
The procedure suggested would extend over a period of approximately 2 months, excluding a potential training input. During this period, the logframe project manager would have to be available full time. She or he will also be responsible for organising logistical support to ensure smooth operation of workshops and meetings. Centre management is directly involved for a total of one week. The same holds true for research project managers. Time spent by individual researchers will depend on the number of research projects they are involved with.
|
Steps |
Activity |
Time requirements |
|
Step 1 |
Tentative formulation of a centre logframe |
2 days workshop |
|
Step 2 |
Formulation of model research project logframes |
2 weeks for consecutive work on 3-4 models |
|
If necessary |
Additional training input for project managers and other researchers |
|
|
Step 3 |
Formulation of logframes for all centre projects |
Assuming that a centre may have 16 projects of which 4 have already been modelled: 2-3 weeks (4 projects planned in parallel) |
|
Step 4 |
Review of project logframes |
1 week, including a half day meeting with project managers |
|
Step 5 |
Finalisation of the centre logframe |
2 days |
|
Step 6 |
Presentation to stakeholders |
|
As mentioned initially, this sequence of steps is only one way to proceed. The following may be a good alternative: Start with steps 2 and 3, then formulate the centre logframe (step 5).
Some iterations may, however, be necessary to iron out potential inconsistencies.
The present manual has concentrated on the reformulation of existing research projects in logframe terms, on relating projects to the system logframe, as well as on the development of centre logframes. It is obvious that for the identification of new research areas and the consequent project formulation, additional steps will be necessary. These include activities of a participatory problem analysis and project identification, activities which should be left at the discretion of centres. IRRI has developed its own method to guide the work process of a research planning group. Their team approach allows studying problems from an interdisciplinary point of view as well as ensuring participation. Rather than repeating here the procedure, the usage of the IRRI Manual (SCHUBERT et al.) is recommended (see bibliography).
The logframe itself does not prescribe any particular way in which administrative procedures are to be performed. It is only one step in the development of a comprehensive set of tools for planning and steering research activities within the CGIAR. Other procedures and management tools will be developed separately and made available to centres through additional publications.
