Working Better Together in a Team Europe Approach

Terms of Reference

Working Group on Team Europe Initiatives

Monitoring and Evaluation Framework

1. Nature and objectives of the Working Group (WG)

The WG has been set up following the operational conclusions taken after the EU Development DGs (EUDGx) meeting of October 2021. During the meeting, it was agreed that TE actors would look together in more technical details at the options for monitoring and reporting of TEI results as well as on respective quality standards in line with the Council that plays a key role in the political steering of the process.

A general consensus to use existing monitoring and reporting structures whenever possible has been expressed and a will to find a mechanism to bring these together in a way that is light, strategic and flexible. The first meeting of the WG took place on 29 November 2021.

The objectives of the WG are to:

• create a Monitoring, Reporting and Evaluation (MORE) framework for an efficient and effective monitoring, reporting of results and evaluation for the TEIs,
• facilitate exchange of information, expertise and lessons learned in area of monitoring, reporting and evaluation of EU external initiatives whenever relevant for joint initiatives with different components such as TEIs,
• to look at the working methods of TE actors and provide technical input and advice on M&E-related issues and challenges
• to ensure quality of the available aggregate reporting data and public information on TEI results. The WG will follow the OECD DAC Guiding Principles on Managing for Development Results.

2. Main output and activities

The WG will develop a TEI Monitoring, Reporting and Evaluation (MORE) framework, including guidelines, quality standards and a collection of relevant M&E tools.

The proposal for MORE framework will be shared with EUDGx after prior presentation in CODEV-Pl.

Monitoring, Reporting and Evaluation (MORE) framework:

The purpose of the MORE framework is to provide:

• Information on the levels and purposes of TEI monitoring,
• Guidance on the modalities for choice of indicator framework, data collection and reporting,
• Minimum requirements in the design and indicator framework of joint intervention logics for monitoring processes, data collection, reporting and evaluation,
• Guidance on both specific TEI evaluations and strategic TEI evaluations (i.e. TEI as an external action instrument) to be conducted which will include evaluation criteria quality requirements, timing, budget planning, frequency, methods to be applied and a strategy for the use and communication of the evaluation recommendations.

Main activities:

• Definition of a common understanding of the purpose of TEI monitoring and evaluation, including for country level processes such as informing policy dialogue and providing public information, results reporting, steering and learning,
• Exchanging on existing monitoring systems and managing risks of duplication,
• Identification of the necessary level of monitoring for each aspect (impact, outcome /output-level) and the level of aggregation of data according to the identified purpose,
• If needed, definition of a set of (existing or harmonised) indicators e.g. for aggregate reporting and public information on TEI results,
• Definition of modalities for data collection and reporting,
• Discussion of future options for centralised electronic collection of monitoring data (e.g. OPSYS),
• Identification and dissemination of best practices and lessons learned,
• Advice, discussion of technical questions, and identification of corrective measures when any challenges arise,
• Discussion of quality standards and guiding principles for the set-up of monitoring, reporting and evaluation systems (incl. indicator frameworks, data collection and reporting responsibilities, frequency, etc.),
• An analysis of all the monitoring system tools shared by the working group members and of core indicators used for aggregating results reporting, information about frequency of reporting (thereby also drawing on experiences from monitoring of joint programming/ joint results frameworks),
• Analysis of the indicators used by TE actors to identify synergies, such as potentially matching indicators; guidance on number of indicators per TEI and looking at quality standards and potential methods for aggregation,
• Identification of monitoring resources and practices of different members for data collection and quality assurance that could enable cooperation in countries and potential different uses of the EU ROM services (ad hoc, on pre-selected TEIs with joint terms of reference, in a complementary fashion),
• Supporting TEIs through drafting instructions and giving guidance on evaluations, which may include evaluation criteria, timing, quality requirements, and methods to be applied,
• Discuss and advice on evaluations that can be used for strategic communication and learning,
• Discuss and advice on the need for strategic evaluations with a larger thematic and/or geographic scope and the arrangements for their implementation,
• Facilitating the exchange of evaluation plans, exploring synergies and opportunities for cooperation,
• Guidance on the strategy for the use and communication of the evaluation of results.

Working group activities for dissemination of information on results and lessons learned:

• Provide feedback on and endorse the draft annual report on aggregate reporting and public information on TEI results (annual report on aggregated TEI results),
• Sharing and acting as Reference Group for meta-analysis of evaluation reports for TEIs’ components (e.g. for suggesting topics),
• Exchange of views on success stories and lessons learned from TEIs’ implementation,
• Contribute to compile information on TEIs results to inform CODEV-PI in their role in providing strategic guidance.
• Other to be proposed by MS (for example: learning events that also involve the national governments).

Communication platform: Capacity4Dev

3. Members of the group

The WG is composed of representatives of actors following a Team Europe approach, in particular, the EU, EUMS with their implementing agencies and DFIs, EIB and EBRD. Other partners can be invited to participate in the specific meetings.

4. Duration

The WG has been established for an indefinite period, as long as needed (to be reviewed regularly).

5. Role and responsibilities

• The Commission leads and chairs the group.
• Chair/Leader calls and leads meetings and makes sure all members are being kept up to date on the work.
• The group may operate, even if some members are not present at a given meeting.
• Members provide inputs on (a) their monitoring tools and practices, and (b) good practices identified in their M&E work so far, (c) recommendations for design of M&E system for TEI; state of play of the TEIs they are involved, etc.
• The Commission will report to CODEV-PI on a regular basis.
• The Commission updates EUDGx on progress of the work when deemed necessary.

6. Working modalities

The WG accomplishes all their work virtually. Meetings: two-three per year (ahead of the EUDGx meetings) and more often, if needed, until agreement on MORE framework is reached.