Kirsty Burnett and Dr Greg Sherley had successfully completed co-design documentation, inputted into New Zealand’s Ministry of Foreign Affairs and Trade (MFAT) Business Case and prepared an Activity Design Document based on the preferred option for funding invasive species management under part of the Climate Change Programme (MISCCAP – Managing Invasive Species for Climate Change Adaptation in the Pacific). The Activity was to be implemented by three different organisations – a New Zealand government department (Conservation), a Crown-research Institute (Manaaki Whenua Landcare Research) and a regional agency (SPREP – Secretariat of the Pacific Regional Environmental Programme) based in Samoa.
What we did
Kirsty and Greg developed work programmes for each implementing partner: Each Output was broken down into sub-outputs, with indicators, activities/tasks, deliverables (mid and end points), sources of verification and assumptions, and associated budgets.
We used this information to pre-populate MFAT’s standard Activity Progress Report and ensured that staff from each agency responsible for monitoring were briefed on requirements.
We also developed draft Terms of Reference for roles and responsibilities of the partners and how the programme governance system would be designed and operate.
How we did it
We used the approved Activity Design Document and prepared drafts which were then workshopped (remotely or face-to-face) with each partner to ensure clarity of understanding and guaranteeing as far as possible the partners ownership of the programme. The workplans were linked to budgets, payments, reporting schedules and governance systems.
MFAT is co-funding the operation of the Pacific Regional Invasive Species Management Support Service (PRISMSS) which coordinates the work of seven partners working in the Pacific region. These partners have signed a Declaration of Intent guaranteeing cooperation and collaboration as far as possible avoiding possible duplication of effort and maximising efficiency while providing the best possible service to the Pacific Island Countries and Territories.
Benefits
MFAT was able to prepare contract documents for each agency and had a set of documents that would support greater accountability.
Implementing partners had workplans so that they knew exactly which part of the design puzzle they had responsibility for, yet also had visibility over the full Activity via the governance structure which Greg and Kirsty designed.
Feedback from SPREP
“Kirsty and Greg cut through complexities (multiple and various agencies – government, non-government, private entities, and regional governance; cross-cutting issues for the entire Pacific region – invasive alien species and biosecurity) creating documents covering processes, work plans, budgets and governance which have already stood the test of time enabling PRISMSS to operate effectively”.
David Moverley, Invasive Species Adviser, SPREP
MFAT: Pacific Invasive Species Management