Access to ERC
1. Do I need to have a password
and log into the system in order to view information in the ERC?
2. I am an ERC focal point for my office, but I cannot
log into the ERC. Why?
Evaluation Plan
3. What is an evaluation plan?
4. What are mandatory evaluations? What is the
basis for evaluation compliance?
5 . How do we know that our programme unit is doing enough evaluations?
6. What is the period of the evaluation plan? If I want to change the period of the active plan, how to I do it?
7. I am the ERC focal point. How can I make office’s evaluation plan available in
the ERC?
8. Do I need to send the evaluation plan to the
Evaluation Office for approval?
9. It appears that outcomes and projects have
not been transported from the Atlas Project Tree. How can
I add them?
10. I would like to amend the evaluation plan for my programme unit.
What is the process for this?
Evaluation Reports
11. How do you change the status of an evaluation
to "finished"?
12. What is the disclosure policy on evaluation
reports in UNDP?
Management Response to Evaluation
13. Do all evaluations require a management
response?
14. Who prepares, enters and updates management
responses to evaluations?
15. Are management responses public information?
Others
16. I have uploaded/entered the evaluation plan,
TOR or evaluation reports, but cannot find them on the public
ERC site.
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Access to ERC
1. Do I need to have a password
and log into the system in order to view information in the ERC?
ERC is a public website. You do not need to log in to view information in the ERC such as evaluation plans, evaluation reports, terms of references (TORs) and management responses.
However, in order to edit information in the ERC, you do need to log into the system. Each programme unit (country office, regional bureau, and headquater-based unit) with an evaluation plan has nominated an evaluation/ERC focal point. The Evaluation Office provides the focal point with a username and password in order to log into ERC to edit information for his or her respective unit.
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You need to be a registered ERC focal point to log into ERC.
Please contact the Evaluation Office at erc.support@undp.org
to inform them that you are the focal point.
You can check whether you are a registered focal point by viewing the list of ERC focal points in the ERC . If you are already registered, your username
is your UNDP email address (i.e. john.doe@undp.org ) and the password
is the same as your UNDP intranet password.
The log in icon appears at the top right-hand corner of
the main ERC screen. Please click on the icon to enter your
username and password.
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Evaluation Plan |
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The evaluation plan outlines what is to be evaluated, by when
and with whom during the programme period. Country office
evaluation plans should draw from the UNDAF Monitoring and Evaluation Plan. The
planning process is an integral part of the Country Programme Document (CPD) design process
and involves the participation of key stakeholders. The plan
also indicates resource requirements and means for financing
proposed evaluations. The evaluation plan must include all
mandatory evaluations, as outlined in the evaluation policy.
Outcome evaluations are mandatory for UNDP programme
units (country offices, regional bureaus, and practice and
policy bureau). Programme units are required to commission outcome evaluations that provide the necessary
information for decision making, programme of or project performance improvement and
learning.
Project evaluations are mandatory only when they
are required by a partnership protocol. Managers may choose
to commission additional project evaluations as they provide
an essential basis for the evaluation of outcomes. In particular,
evaluations should take place for pilot projects before replication
or up-scaling.
The following evaluations are mandatory in the Associated
Funds and Programmes:
UNCDF: Mid-term and final evaluation of
all programmes of a duration of five years or more and a budget
of $2.5 million or more, or when stipulated in a partnership
agreement.
UNIFEM: One thematic assessment every two
years and one evaluation during the lifecycle of all programmes
with a budget of between $1 million and $3 million;
mid-term and final evaluations for all programmes with a budget
of $3 million or more.
UNV: Evaluation of programmatic initiatives
financed from the Special Voluntary Fund (SVF); thematic assessments
in accordance with organizational priorities; and project
evaluations as required by a partnership protocol.
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At least one outcome evaluation should be conducted in each
programme area of the country, regional and global programme
documents. Outcome evaluations should provide adequate basis
for the conduct of other evaluations, such as UNDAF evaluations and
independent evaluations conducted by the Evaluation Office. Project evaluations should provide
sufficient information for the conduct of outcome evaluations.
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The period covered by the evaluation plan should match with
the programming cycle (CPD/GPD/RPD). When you change the period of the plan, the information in the current plan whose period you are changing remains the same.
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You need to do two things:
- "Upload” the Evaluation Plan template, which
is a Microsoft Word document as part of the CPD submission for the
Executive Board (EB) review, and
- "Enter" data into the ERC for tracking.
What gets uploaded as a Word document is the original evaluation
plan, as presented to the EB. The data entered for tracking
in the ERC is updated periodically as evaluations take place.
It might seem redundant, but this is the only way to make
the EB-reviewed plan viewable and tracking functional.
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How to upload an evaluation plan template in the ERC
- How
to enter data from the evaluation plan in the ERC for tracking
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The Evaluation Office (EO) does not approve an evaluation
plan or a management response. The EO establishes guidelines,
provides technical advisory services for quality enhancement,
and manages the ERC (e.g. posting recently entered data for
public viewing). For country office evaluation plans, the
regional bureau, in their exercise of oversight, assure the
quality of the plan.
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ERC is not directly linked to Atlas, but we import project and
outcome data from Atlas periodically as they become available.
If the project and outcome data is not listed in ERC, you may add them manually by following the steps below:
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Programme
units should review the evaluation plan on a periodic basis in close consultation with key stakeholders
to ensure the relevance of planned evaluations and their timing.
If there is any change in the basis for compliance (e.g. changing
the timing of the evaluation or reducing the number of outcome
evaluations), a rationale for such change and/or alternative
means to ensure sufficient evaluation coverage of the country, regional or global
programme should be provided in the comment box.
For making changes in the country office evaluation plans,
the regional bureau ensures that such changes enhance the
strategic nature and relevance of the evaluation plan and
endorses the proposal for change. The Evaluation Office neither
takes part in such decision making nor approves changes to
the plan.
The evaluation plan should be reviewed and revised accordingly
on an annual basis. Under “My ERC” in the left
menu bar, click on “Active Evaluation Plan”. (Note: If the plan you want to edit is a draft plan, click
on “Draft Evaluation Plan”. Click on
the evaluation period. Click on “Edit Evaluation
Plan” to open the evaluation plan into the edit
mode. Click on the "Evaluation" tab. Click on
the evaluation title that you would like to edit or update.
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Evaluation Reports |
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You must upload the Terms of Reference (TORs), the evaluation report, summary and
lessons in the ERC before its status changes to “finished".
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In accordance with the evaluation policy, all evaluation reports
are made available in the ERC for public disclosure.
This requirement should be made clear to all parties, including goverment counterparts and
donors financing the evaluation, from the outset of the evaluation
process.
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Management Response to Evaluation |
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All evaluations should have a management response and be entered
into the ERC for tracking. The responsible unit is required
to update the implementation status of committed actions
in line with the evaluation policy.
- View guidance on
management responses to:
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The management response should be prepared by the unit that
commissioned the evaluation. The management response to decentralized
evaluations (view
guidance) should be prepared in close consultation with
key evaluation stakeholders and be entered and updated by
the ERC focal point in the office.
For Assessment of Development Results (ADRs) (view
guidance), the regional bureau and the country office
subject to the evaluation are jointly responsible for preparing
a management response. For independent strategic and corporate
programme evaluations, (view
guidance), UNDP senior management assigns a unit to prepare the management response.
- View guidance on
how to upload management responses to:
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Once they are made available in the ERC, they become available
to public viewing since the ERC is hosted in a public domain.
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Others |
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After you submit your new entry in the ERC, the Evaluation
Office reviews the entry to make sure all the required information
is entered correctly and posts the plan/report/TOR in the
ERC for public viewing. This process may take one to three business
days. If your entry is still not showing on the public site
after this time frame, please contact erc.support@undp.org
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