Format for Coordination and Monitoring
Mechanism of the work plan and the
Organizational Checklist by the Confederation
This coordinating mechanism is a technical tool for capacity building of partner organisations with
regard to the management of work plans, finances and the Organizational Checklist (OC). It
contributes to providing insight into the processes of the workplan and the OC update, the
stakeholders and their tasks and responsibilities and financial procedures. This coordinating
mechanism is an example. The intention is that every partner organisation develops its own
mechanism that suits their own situation.
The coordinating mechanism is made up of the:
 Process
 Stakeholders
 Tools
 Financial procedure
1. Process
The workplan and the Organizational Checklist (OC) both have their own process. In this chapter
these two processes will be described.
1.1. Workplan process
The workplan process is constituted of four phases: elaborate, implement, monitor and evaluate.
Each phase has several stages.
1.1.1. Elaborate
This phase includes four stages:
1st stage :
Each sectoral organisation and the Confederation identify and formulate the
problems relating to the working and living conditions, select the priorities and draw
up a work plan to address the workers’ concerns, through a 3 day workshop.
2nd stage:
Examine, through a national workshop, the proposals of sectoral organisation and
the Confederation if they are feasible and eligible according to the following criteria:
Feasible:
 The period (duration)
 The resources (availability)
 The urgency (immediate)
 The importance (number of people affected)
Eligible:
 Availability of PME committee in the sectoral organisation;
 To be up to date for dues paying to the Confederation;
 Comply with PME method within the planning and the presentation of the work plan;
 Respect of the transmission term of various documents (work plan, monitoring reports,
evaluation report, activities and financial report);
 Availability of a specific bank account for CNV sponsored project;
 Availability of updated data to be transmitted to the national PME committee.
Format for Coordination and Monitoring Mechanism of the work plan and the Organizational Checklist by the
Confederation
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3rd stage:
Finalize the work plan at sectoral organisation and the Confederation levels through
a meeting.
4th stage:
Compile sectoral organisation and the Confederation proposals through a national
meeting.
1.1.2. Implement
This phase includes four stages:
1st stage:
Update or adjust, if necessary, by each sectoral organisation and the Confederation
the activities’ implementing schedule after the work plan approval.
2nd stage:
For each result provide to the national PME committee updated or adjusted
activities’ schedule (notify the date of the first activity) and the planned budget.
3rd stage:
Transfer the funds to the project bank account of each sectoral organisation
4th stage:
Implement the activities result by result.
1.1.3. Monitor
6 stages are included in this phase.
1st stage:
Collect data on the implementation of the activities and the corresponding budget;
2nd stage:
Analyze available data (compare the plan and the realization) and write a report;
3rd stage:
Examine the report and decide on the continuation of plan implementation;
4th stage:
Apply the appropriate decision (correct or continue as planned);
5th stage:
For each result, after the implementation of the activities, write the activities and
financial report;
6th stage:
Examine and validate the activities and financial report for each result and transfer
it to the national PME committee during the plan implementation.
1.1.4. Evaluate
The phase has 3 stages
1st stage:
Evaluate each result, write an evaluation report and transfer the report to the
national PME committee;
2nd stage:
Evaluate the work plan of each sectoral organisation and the Confederation, write
the evaluation report;
3rd stage:
Evaluate the whole work plan of the Confederation and sectoral organisations
through the assessment and the validation of the various activities and financial
reports of affiliate unions and the national federation of labour.
1.2. Organisational Checklist (follow up) process
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The OC process is constituted of four phases: preparation, update, verification and completion.
Each phase has several stages.
1.2.1. Preparation
This phase includes 5 stages.
1st stage:
Designate a person within the Confederation and sectoral organisations responsible
for update OC;
2nd stage:
Meeting with the OC responsible persons of the Confederation and the sectoral
organisations to evaluate the previous OC (update), discuss the OC update to come
and make a planning for the OC update,
3rd stage:
Develop policy strategy on how the organisation will update the OC or, if there
already is such a policy strategy, update the existing OC policy strategy;
4rd stage:
Set up a database or, if there already is a database, update database;
5th stage:
Timely inform sectoral organisations on the timeframe and the process of the OC
update.
1.2.2. Update OC
This phase has 3 stages.
1st stage:
The Confederation and the sectoral organisations collect the necessary documents
and data to update the OC;
2nd stage:
The Confederation and the sectoral organisations update the OC
3rd stage:
The Confederation and sectoral organisations send the updated OC to the national
OC responsible.
1.2.3. Verification
The verification includes 2 stages.
1st stage:
The national PME team analyzes the data received;
2nd stage:
If necessary and possible they try to get more reliable data.
1.2.4. Completion
This phase has 2 stages.
1st stage:
Last check of the OC and round off;
2nd stage:
Updated OC is sent to CNV International
2. Stakeholders
At politic level:
- Confederation executive;
- Sectoral organisation executive.
Format for Coordination and Monitoring Mechanism of the work plan and the Organizational Checklist by the
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At
-
technical level:
Sectoral organisation PME committee;
The Confederation PME committee;
The national PME committee;
The OC responsible.
The PME committees are the key stakeholders in the present coordinating mechanism. Thus it’s
important to know their composition and role in the coordination of the work plan.
2.1. PME committee of the sectoral organisation
A PME committee is set up at each sectoral organisation level.
2.1.1. Composition
The PME committee is made of three members (plus accountant or treasurer). The PME committee
members are selected according to the following criteria: availability, competence and commitment.
Among the committee members, one is chosen as coordinator of the sectoral organisation PME
committee. Also, one member is chosen as responsible for the OC update, following the selection
criteria in the document “The Organisational Checklist: A guideline for program officers CNV I, BCPA
and PME coordinators of trade union organisations)”.
The sectoral organisation PME coordinator is the representative of the sectoral organisation in the
national PME committee.
2.1.2. Task of the sectoral organisation PME committee
Tasks related to the workplan:

Draw up the plan of action of the sectoral organisation at the end of a planning workshop in
which participate the members of the committee, the sectoral organisation executive and one
representative per branch within the sector of the sectoral organisation.

Represent the sectoral organisation in the national planning workshop (coordinator of the
national union and the accountant or the treasurer)

Monitor the plan of action during its implementation through:
- Field visit;
- Data collection and analysis per implemented activity;
Writing a monitoring report per activity (intermediate result) and per result. The monitoring
report is sent to the national PME coordinator (PME officer) after the approval by the
sectoral organisation executive and the members of sectoral organisation PME committee.

Evaluate the sectoral organisation plan of action through:
- Evaluation workshop in which, apart from the PME committee members, also participate the
sectoral organisation executive, a representative per branch within the sector and the
beneficiaries (one representative per category);
- Writing evaluation report, which is sent to the national PME coordinator (PME officer) after
its approval by the sectoral organisation executive and the members of sectoral
organisation PME committee) within a one day meeting.
•
Verify the results:
- For example: trainings can be verified by registration lists of participants, legal cases can be
verified by means of official documentation.
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
Write the activities and financial report of the sectoral organisation plan of action within a two
days meeting (PME committee members). After adoption in a one day meeting with the sectoral
organisation executive, the activities and financial reports are sent the national PME
coordinator (PME officer) with the all expenses justification (invoices, receipts,…).
NB: The sectoral organisation PME committee report throughout the process to the sectoral
organisation executive according to the work plan implementing schedule.
Tasks related to the OC update:
 Represent sectoral organisation in national PME committee meetings on the OC update;

Develop or update the OC policy together with national PME committee;

Coordinate the OC update within the sectoral organisation;

Data verification;

Report data OC update to national PME committee;

Evaluation of OC update.
2.2. The Confederation PME Committee
A PME committee is set up at the Confederation level
2.2.1.
Composition
The Confederation PME committee is made up of:
• The national PME coordinator (PME officer);
• The research officer;
• The coordinator of gender commission;
• The OC update responsible;
• The accountant;
2.2.2.
Tasks (ref. to 2.1.2.)
2.3. National PME committee of the Confederation and sectoral
organisations
In the perspective to ensure a better management of the plan of the Confederation and sectoral
organisations, a PME committee is set up at the national level. It’s named national PME committee
with the composition and task as follow.
2.3.1.
Composition
The national PME committee of the Confederation and sectoral organisations is made up of:

The sectoral organisations PME committees’ coordinators;

The national PME coordinator (PME officer) of the Confederation;

The sectoral organisations OC update responsible;

The OC update responsible of the Confederation;

The accountant of the Confederation;

The research officer;

The coordinator of gender commission
The PME officer of the Confederation is the coordinator of the national PME committee
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2.3.2.
Tasks of the national PME committee (Mission)
Tasks related to the workplan:
Determine in consultation with the General Secretary the required conditions of the planning and
the carrying out of the next plan of action:


Selection of sectoral organisations to include in the plan of action according the appropriate
criteria;
The direction of the plan of action, taking into account:
- The lessons learnt throughout the evaluation of the implemented plan of action;
- The importance and the urgency of the problems at the national and sector levels;
- The indicative allocation of available resources to the sectoral organisations included in the
work plan and the Confederation, taking into account first the orientation of the plan and
then the internal and external resources available.
Examine within a national planning workshop, the proposals (work plan) of the Confederation and
sectoral organisations according to the appraisal criteria of the work plan (ref. to PME format 5)

Compile, finalize and submit to the Confederation Executive for approval;

Collect information on the implementation of the work plan (monitoring reports of the activities
and the results at the Confederation and sectoral organisations’ level;

Centralize and assess the sectoral organisations’ implementing reports (activities and budget);

Evaluate the entire plan of action (Confederation and sectoral organisation) within a national
workshop with the participation of the Confederation Executive, the members of Federation
committees, the Confederation accountant and the beneficiaries (one per category);

Elaborate the activities and financial reports of the entire plan of action (Confederation and
sectoral organisations).

Result verification of the workplan implemented and the reports submitted. This takes place by
means of consultation with leadership and field visits to enterprises (meetings with
workers/beneficiaries.
Tasks related to the OC update:
 Develop or update the OC policy;

Coordinate the OC update within the entire organisation (Confederation and sectoral
organisations);

Data verification;

Evaluation of OC update;

Send updated OC to CNV International.
3. Tools
•
•
The manual for result-based four year and one year planning, monitoring and evaluation (PME)
The annexes to PME manual for result-based four year and one year planning, monitoring and
evaluation (PME)
Format for Coordination and Monitoring Mechanism of the work plan and the Organizational Checklist by the
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-
The
The
The
The
The
The
The
four year work plan PME format 2
annual work plan PME format 5
annual work plan PME report format 7
four year work plan PME report format 9
Organisational checklist
OC update policy
format for coordination and monitoring mechanism of the workplan and the OC
4. Financial procedure
4.1. In order to facilitate financial management of the plan of action and to promote transparency,
every sectoral organisation needs to make available a specific bank account for the work plan
sponsored by CNV. This account will allow the transfer of the plan allocation from the
Confederation specific account.
4.2. For the implementation of the activities, budgeted allocation is transferred from the
Confederation project account to the project account of the sectoral organisation . Moreover,
the transaction is submitted to a joint signature of the Confederation General Secretary, the
coordinator of the national PME committee and the treasurer/accountant;
4.3. The transfer of the funds will be effective when the sectoral organisation sends the updated
workplan to the Confederation PME Coordinator. The Confederation may choose not to
transfer the entire budgeted allocation at once, but, for example, to spread it over 4 transfers
(one transfer every quarter of a year). After receiving the quarterly report the next transfer
can be effected.
4.4. The funds are transferred according to the budget and the updated implementation schedule
of the work plan;
4.5. Each sectoral organisation must confirm the funds reception by a letter with the bank
statement to the Confederation General Secretariat;
4.6.
Every bank transaction must be done with the consultation of the sectoral organisation PME
committee, referring to the budget of the plan. Moreover, the transaction is submitted to a
joint signature of the General Secretary and the coordinator of the sectoral organisation PME
committee;
4.7. Every expense within the budget implementation must be materialized by accountant
justification under required format:
• Signed and sealed receipt;
• Signed and sealed invoice;
• Individual form of expense with the specification of the budget items such as: transport,
meals, media coverage, resource person expenses, secretariat expenses, etc.). The
expenses’ form can be accepted it’s signed by the beneficiary and the responsible with the
stamp of the sectoral organisation.
4.8. The expenditure is registered in a book, specifying the date, the nature, the amount, the
settlement, the responsible and his signature;
4.9. The follow up report per result (activities and budget) is written and sent to national PME
committee after the realization of each result;
4.10. The evaluation report of the plan of action must be transmitted to the national PME
committee immediately after the evaluation workshop of the sectoral organisations’ work
plan;
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4.11. The activities and financial reports must be written according to PME annual reporting format
7 (ref. annexes of the PME manual);
4.12. The reports and expenses’ justification must be transferred to the national PME committee a
week after the implementation of the activities;
4.13. The national PME committee will have to ensure the respect of the contract between CNV
Internationaal and the Confederation on the plan of action.
BE0101/20131009
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