Sharing Best Practices for
the Design and Management
of TC Projects
INT/0/085
3-5 September 2012
IAEA
International Atomic Energy Agency
Contents
Part I: Overview
Part II: BPs Survey Results
Part III: BPs Selection and
Validation Process
Part IV: BPs Selection and
Validation Results
Part V: Next Steps
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Presentation 1
Presentation 2
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Sharing Best Practices for
the Design and Management
of TC Projects
Presentation 1 of 2
INT/0/085
3-5 September 2012
IAEA
International Atomic Energy Agency
Sharing Best Practices for the Design and Management
of TC Projects
Part I: Overview
Part II: BPs Survey Results
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Presentation 1
4
Sharing Best Practices for the Design and Management
of TC Projects
Part I:
Overview
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I. Drivers: Why sharing Best Practices?
•
TC mandate supported by IAEA / TC policies, strategy and programme documents,
organizational quality culture and people’s quest for knowledge and continuous improvement.
•
Inspiration taken from policy references in the documents:
 IAEA Statute
 GC Resolutions
 Mid-Term Strategy 2012-2017
 TC Strategy 1997 / Review 2002
 Management Principles for the Formulation and Implementation of Technical Cooperation
Programme
 INF/CIR267 The Revised Guiding Principles and General Operating Rules to Govern the Provision
of Technical Assistance by the Agency
 OIOS Audit and Evaluation Reports
 Project INT/0/085
 Core of BP for the Design and Management of Technical Cooperation Projects
 Guidelines for Planning and Design of the IAEA’s TC Programme
 Series of Publications on Success Stories in TDs and TC
 Guidelines for Advancing Partnerships in the TC Programme
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II. BPs Process:
1. BPs Definition
2. BPs Quality Criteria (QC)
3. BPs Process Phases
3.1 Collection and Organization
3.2 Selection √
3.3 Documentation
3.4 Dissemination
4. Incentive Mechanism
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II. BP Process
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II. BPs Process
*Consultations:
1. TCPC DIR, TC-RDS (Aug.-Sep. 2011)
2. RCA (Oct. 2011)
3. In-House (Nov. 2011)
4. In-House & CPs (Jan. 2012)
5. Field/ Vietnam (Feb. 2012)
6. Preliminary Survey Results (April- May
2012)
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II.BPs Selection Process
*Stakeholders
Direct Stakeholders
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
NLOs (NLAs)
CPs
COE
RACs
PMOs
TOs
IAEA
(Centres of Excellence)
Indirect Stakeholders


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
DIR-TCPC
TC-RDs
TCQAS
DIR-TD
UN ResReps
RepsResM
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II. BPs Process:
1. Best Practices Definition
“Best Practice” is an experience of a standing
policy, strategy, procedure, process, tool,
technique or method that at a given time leads to
enhanced compliance with relevant performance
indicators in the effective and efficient attainment
of a TC project objective or task. This is in line
with one or more relevant key aspects derived
from the Agency’s policy framework, which
includes the principles of gender equality and
non-discrimination.
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II. BPs Process
2. BP Quality Criteria
 Criteria: 1. The Setting √
• The TC programme / project quality criteria are embedded in the TC
Strategy and have been implemented since 1997. They were
incorporated into the PCMF system in 2005. Relevant guidelines and IT
tools have been regularly updated to facilitate the application of the
quality criteria.
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II. BPs Process:
2. BP Quality Criteria
 Criteria: 2. One or More of the following: √
 Relevance: It is the degree of enhanced compliance to which the programme or project objectives are
consistent with end users’ requirements, country needs, and stakeholders’ policies.

Ownership: It is the degree of enhanced compliance demonstrated when Member State or any other
stakeholder exercises effective leadership over their programmes and projects.

Sustainability: It refers to the degree of enhanced compliance with the continuation of benefits after the
completion of a programme/project; probability of continued long term benefits; and resilience to risk of
the net benefit over time.

Efficiency: It is the degree of enhanced compliance with performance indicators, addressing the question:
“Could the same results have been attained at a lower cost and less time than originally planned?”

Effectiveness: It is the degree of enhanced compliance to which programme/project objectives were
achieved, or are expected to be achieved, taking into account their relative importance. An aggregate
measure of (or judgment on) the merit or worth of an activity, that provides the extent to which it is
contributing towards institutional development in the Member State.

Others
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II. BP Process
3. BP Process Phases
There are four main processes:

Collection & organization of Best Practices

Selection

Dissemination

Documentation
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II. BPs Collection & Organization Process
3. BP Phases
 Collection Process:

On calling a round for BPs submissions, the survey is sent out under a covering
email to NLOs, Regional Coordinators/Regional Agreements’ Chairs,
TC Regional Directors and TD Directors for further distribution to TC
stakeholders in the MSs and the Agency.

Responses are collected at TC Department by TCQAS assigned administrator.

Submissions are reviewed for completeness of information, organized and sent
out to the Members of the Selection Committee.
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II. BPs Process
 BPs Collection
Survey Questionnaire and Guidelines:
 A questionnaire was developed by the TCQAS and cleared by TC management in
August 2011. The questionnaire was reviewed and fine-tuned collaboratively with
the TCQAS Team and Consultant in the August-September 2011 mission. Further
refinements took place upon the conclusion of the first preparatory in-house
workshop was in November 2011. In addition, guidelines for filling out the
questionnaire were developed to facilitate the application of quality criteria on BPs
process and to link with TC’s Core of Best Practices which were further validated in
the Jan. 2012 Consultation.

The survey was launched on the 21st of February 2012. The deadline for survey
return was set on 15th April 2012. Joint submissions by multiple stakeholders were
encouraged, without jeopardy to single submissions.
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II. BPs Process
 BPs Collection
 Prominent features of the BP Survey Guidelines



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Joint and/or individual submissions are possible
Working definition of what would comprise a BP
QC included with explanation
Benefit of survey responses to the community of practice, learning,
innovative and knowledge sharing emphasized
Timeline for submission
Confidentiality (questionnaire coding)
Selection process
Acknowledgement for selected BPs
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Sharing Best Practices for the Design and Management
of TC Projects
BP Collection Process  Survey Results
Part II:
Survey Results
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BP Collection Process  Survey Results
I. Who Submitted?
II. What Submitted?
III. Few Observations!
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I. Who Submitted?
A. Regions
B. Countries
C. Stakeholders
D. Gender
E. Language
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I. Who Submitted?
A. Regions
Regions
Total = 40
Africa
0
Asia and Pacific
5
Europe
8
Latin America
26
Secretariat
1
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I. Who Submitted?
B. Countries = 18 + Secretariat
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Stakeholders
Total = 61
Cooperation/ Regional Agreement Chair/ Coordinator
8
Counterpart (CP)
25
National Liaison Assistant (NLA)
6
National Liaison Officer (NLO)
7
National Technical Project Coordinator (NTPC)
1
Other
8
Project Management Officer (PMO)
1
Section Head
1
TC Regional Director
1
Technical Officer/ TC Liaison Officer (TO/ TCLO)
3
I. Who Submitted?
C. Stakeholder(s)
5%
Other:
Academic Professors,
Research Officers,
etc.
13%
12%
10%
41%
13%
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Gender
Female
Male
I. Who Submitted?
Total = 61
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D. Gender
53%
48%
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Distribution almost even!
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I. Who Submitted?
E. Languages
Language
No. of Submissions
English
37
Spanish
2
English/ Spanish
1
Total:
40
Language should not be any hindrance
to any exchange of knowledge!
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II. What Submitted?
A. Type of Submission (joint / individual)
B. Word Count
C. Field of Activity (FoA)
D. Quality Criteria
E. Categories
(generated form the key principles that are
contained in the core of Best Practices in the design of TC Projects
and Programmes)
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II. What Submitted?
A. Type of Submissions: Joint vs. Individual
70%
30%
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Team work
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II. What Submitted?
B. Words Count
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II. What Submitted?
C.
8 out of 10 FoAs
Except: Nuclear Chemistry and Radiochemistry
& Radiation Medicine & Health
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Unidentified: relate to Regional Agreement or to any management
category in the field of BP which does not comply with any of the FoAs
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II. What Submitted?
D. Quality Criteria
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Quality Criteria
Total = 114
Effectiveness
26
Efficiency
28
Opportunity/others
3
Ownership
13
Relevance
18
Sustainability
26
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II. What Submitted?
E. Categories
Hits
Rank
1. CPF/Regional Profile Process
57
03
2. PCM
123
02
3. LF Methodology
127
01
4. Coordination Arrangements
41
05
5. Regional & Interregional Cooperation
32
06
6. Partnerships
45
04
7. Project Results
19
07
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II. What Submitted?
E. Categories
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Categories
Total = 57
Connection with the National Strategic Plan
1
Country Programme Framework/ Regional Profile Process
1
Cuban Nuclear Programme
1
Meeting current and emerging country or regional needs
21
Meeting National Development Plan baselines
1
Meeting policy and strategic requirements for cooperation and dialogue
11
Other
4
Supporting medium term development objectives
17
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II. What Submitted?
E. Categories
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Categories
Total = 123
Effective leadership, ensuring quality design, and efficient project implementation
17
Evaluation
15
Implementation and monitoring
24
Interrelationship and continuous dialogue between different stakeholders
13
Interrelationships between the different phases of the PCM
13
Nuclear National Programme and National Projects like counterpart of technical cooperation project
1
Other
1
Planning, concept and project design
23
Risk mitigation strategies and measurements
7
Use of IT Tools (i.e. PCMF and In-Touch) in fostering collaboration and transparency
9
33
II. What Submitted?
E. Categories
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Categories
Total = 127
Comprehensiveness
12
Expert Meetings
12
Fellowships and Scientific Visits
12
Procurement
11
Project monitoring and reporting
18
Regional Training Courses
14
Sustainability of outputs: outreach towards end-users and beneficiaries
22
System for nuclear project management in the country
1
TC-PRIDE
2
Use of In-Touch
9
Use of PCMF
14
34
II. What Submitted?
Categories
Total = 41
Coordination Arrangements
1
Coordination arrangements supported by guidelines on established quality criteria, workflows, and IT structure
13
Country Programme Framework
1
Effective and efficient management of planning and management of the TC Programme between different institutions in the Member State and NLO Office
1
Effective and efficient management of planning and management of the TC Programme between different Member States entities and IAEA
24
Periodical meetings among Member State Stakeholders
1
E. Categories
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II. What Submitted?
E. Categories
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Categories
Total = 32
ARCAL
19
Cooperative Agreements
2
RCA
3
Regional Project
2
Technical Cooperation Programme in the European Region
6
36
II. What Submitted?
E. Categories
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Categories
Total = 45
Financial
8
From the UNPD
1
Strategic
17
Technical
18
Technical from the IAEA
1
37
II. What Submitted?
E. Categories
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Categories
Total: 95
Sustainability of transferred technology
20
Social and Scientific Visibility of results
1
Safety, environmental and/or economic result
13
Project Results
1
Project monitoring
1
Preparation of the Team for the Nuclear Energy Plan Implementation (NEPIO), pending of government approval
1
Other
2
Impact on decision and policy makers
17
Enhanced utilization of expertise from the developing RCA MSs
1
Educational impact
19
Adoption and utilization of technology by end-users
19
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IV. Where Are We?
The BP initiative has 13
Major Milestones!
0.Consultative Process
1.Collection
2.Selection
3.Dissemination
4.Documentation
5.Main Streaming
IAEA
TC
Departments/
Stakeholders
4-TC Regions
TCDIR-TC-RDIR /
RCA
Start
2011/2012
Collection
TCQAS
Selection
PCMF/
In-Touch/External
Web
Dissemination
Documentation
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Sharing Best Practices for the Design and
Management of TC Projects- Part 1 of 2
Thank you!
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