Kenya: Evaluation of the Knowledge Management Programme of HORIZONT3000 in East Africa

Organization: Horizont3000
Country: Kenya, Uganda, United Republic of Tanzania
Closing date: 08 Jun 2018

1. Introduction/Background

KNOWHOW3000 – the knowledge management programme of HORIZONT3000 – is a three years programme, funded by the Austrian Development Agency and the Member Organizations of HORIZONT3000. Its current phase (Jan 1st 2016 – Dec 31st 2018) is the third phase of the programme and is implemented in Austria and all countries, where HORIZONT3000 works (further called “partner countries”). Its design, implementation and results in the programme region East Africa will be evaluated externally in the third quarter of 2018.

About KNOWHOW3000

The KNOWHOW3000 programme offers an additional benefit to local partner organizations beyond the financial support and/or technical assistance provided by HORIZONT3000, which is: facilitation of learning processes, access to innovative or established methods, tools and instruments, and the possibility to share experiences and lessons learned within the partner community – click here for the full list of services provided within the programme. By doing so, the programme aims to improve the work of the partner organisations of HORIZONT3000 in order to deliver better services to their target groups and foster change at societal level.

The programme contains a set of activities, methods and approaches aiming at the generation, preservation, and sharing of knowledge within the network of HORIZONT3000, its member organisations and partner organizations. ‘Knowledge’ refers to experiences, know-how, capacity, and skills, and, in contrast to mere information management, also includes cultural, social and human perspectives.

The KNOWHOW3000 programme is part of the HORIZONT3000 framework programme, which is funded by the Austrian Development Agency (ADA) and the member organizations of HORIZONT3000. The framework programme encompasses 34 programme interventions in 12 countries, implemented in cooperation with local partner organizations mainly in the sectors Human Rights – Civil Society and Rural Development – Natural Resource Management.

The KNOWHOW3000 programme makes up about 10% of the financial volume of the framework programme. Besides being one of the 34 programme interventions, it also constitutes result 3 of the overall framework programme and therefore is of great relevance for the overall framework programme intervention logic.

It is implemented in Austria and all HORIZONT3000 partner countries: Guatemala, El Salvador, Nicaragua (programme region Central America); Uganda, Kenya, Tanzania (programme region East Africa); Senegal, Ethiopia, Mozambique and Papua New Guinea. 70% of the programme is co-funded by ADA, 30% by HORIZONT3000 Member Organizations.

HORIZONT3000 regional offices in the partner countries are key change levers for improving partner organisations performance as they are in regular contact with organisations, experience and live the local context and can influence the planning and implementation of partners’ activities. Therefore, they play a crucial role in the implementation of KNOWHOW3000. In coordination with the Head Office in Austria, they plan, implement and follow-up on KNOWHOW3000 activities.

The Objective of the KNOWHOW3000 Programme is defined as follows: The partner organisations of HORIZONT3000 and its Member Organisations improve their performance through services in the area of Knowledge Management and Organisational Development.

The Expected Results are the following:

ER 1: Learning & Sharing: HORIZONT3000 partner organisations and Member Organisations partner organisations are enabled to learn from their and/ or other organisations’ experiences

ER 2: Internet Platform: The internet platform provides more effectively information and know-how relevant to HORIZONT3000 partner organisations’, Member Organisations’ partners and further cooperation partners’ work.

ER 3: Organizational Development: HORIZONT3000 and its partner organizations’ structures and processes are demonstrably improved to serve their target populations’ needs.

The Target Group of the KNOWHOW3000 Programme is composed of about 75 HORIZONT3000 partner organizations from all HORIZONT3000 partner countries, partner organizations of member organizations in HORIZONT3000 partner countries, HORIZONT3000 technical advisors and HORIZONT3000 employees in Vienna and its country/regional offices.

The Indirect Beneficiaries are the target groups (direct beneficiaries) of the 75 HORIZONT3000 partner organisations targeted by the programme.

About HORIZONT3000

HORIZONT3000 is an Austrian NGDO with nine catholic member organizations1. HORIZONT3000 is mainly funded by the Austrian Government (Austrian Development Cooperation), the European Union, contributions from its member organizations, Liechtensteinischer Entwicklungsdienst (LED), as well as the Medicor Foundation Liechtenstein.

HORIZONT3000’s core business is providing capacity development for local partner organizations. It is specialized in the monitoring and implementation of projects and in sending experts to developing countries for advisory of partner organisations. In 2016, HORIZONT3000 steered around 150 projects in 15 countries with an annual budget of 12.14 million Euros. HORIZONT3000 works closely with grass-roots organizations having a staff with profound knowledge of local circumstances in its partner countries all over the world. Its expertise is expressed by high-quality monitoring and project cycle management. HORIZONT3000 has wide experience with co-financing, open and active dialogue with the governments of partner countries and contributing to official development policies.

Currently, 27 people are employed in the HORIZONT3000 office in Vienna and around 80 experts work in field offices (in Nicaragua, Guatemala, Uganda, Mozambique, Senegal and Papua New Guinea) and projects of HORIZONT3000 in partner countries.

HORIZONT3000 in East Africa

HORIZONT3000 works in three countries in East Africa: Uganda, Kenya and Tanzania, and two sectors: Human Rights – Civil Society and Rural Development – Natural Resource Management. In 2016, HORIZONT3000 has implemented 10 projects with 14 partner organizations in mentioned sectors and has facilitated 37 technical advisors to local partner organizations in Uganda, Kenya and Tanzania, most of whom are working in the two focus sectors with few assignments also in the sectors health and education. In the moment, 14 persons are working in the Regional Office East Africa (ORAC).

2. Purpose

The evaluation is intended to mainly contribute to internal learning (‘*improving*’) and accountability towards our stakeholders (‘*proving*’):

  • Learning: insights and knowledge gained through the evaluation will contribute to the steering and implementation of the ongoing and planning of the future phase of the KNOWHOW3000 programme 2019-2022. Examples of good practices that have helped maximise results is an integral part for such learning.
  • Accountability: the outcome of the evaluation will deliver insights on how the KNOWHOW3000 Programme achieves results. It will be crucially important for the accountability towards stakeholders, especially the HORIZONT3000 member organisations and the Austrian Development Agency.
  • Recommendations: The evaluation report will be valuable in terms of recommendations on how to increase positive impact in the field of knowledge management for local partner organizations as well as possible improvements of the management, steering and coordination processes involved in the implementation of the programme.

3. Objective

The main objective of the evaluation is to assess the fulfilment of goals and achievement of expected results of the KNOWHOW3000 Programme in East Africa (Uganda, Kenya, Tanzania). The evaluation shall assess the relevance, effectiveness, efficiency, impact and sustainability of the KNOWHOW3000 programme, as well as the involved (project) management processes for implementing the programme in the programme region in focus (East Africa).

4. Focus and Scope

The evaluation shall assess the design, implementation and results of the KNOWHOW3000 Programme in East Africa.

Due to the geographical focus, the evaluation will mainly focus on result 1: Learning & Sharing: HORIZONT3000 partner organisations and Member Organisations partner organisations are enabled to learn from their and/ or other organisations’ experiences. Accordingly it will focus on the main direct target group of Result 1: HORIZONT3000 partner organizations, who participated in KNOWHOW3000 activities under Result 1.

Assessments concerning Result 2 (Internet Platform) and Result 3 (Organizational Development) shall be included whenever possible. HORIZONT3000 Technical Advisors and HORIZONT3000 regional staff are considered the primary target group of activities under R2 and R3 in East Africa.

The evaluation shall assess the current phase of the programme (2016, 2017, first half of 2018) and also take into account the last year of the previous phase of the programme (2015). Thus, the period to assess is 3.5 years.

5. Main guiding questions

The evaluation shall assess the fulfilment of the main objective of the KNOWHOW3000 Programme, the intervention logic of the programme and the relevance, effectiveness, efficiency, impact and sustainability of the programme in East Africa by addressing the following main guiding questions:

Relevance

  • To what extent is learning and knowledge sharing important for improving partner organization’s performance?
  • · Are the topics addressed and instruments applied appropriate to achieve the desired objective?
  • To what extent does the planning and implementation process involve the partner network in East Africa?
  • To what extent are cross-cutting topics (gender equality, poverty reduction, democracy and environment) considered in the planning and implementation of activities?

Effectiveness

  • To what extent has the objective of the programme been achieved in East Africa? Which are relevant factors for (not) achieving the objective?
  • What kind of evidence exists concerning the contribution of the programme to strengthened capacities and improved performance of partner organizations?
  • Which instruments did (not) prove to be effective in order to support learning and sharing processes at and among partner organizations (R1)?
  • Do partner organizations use capacities developed by the programme to strengthen organizational learning processes? If yes How? If no why?
  • To what extent do the internet platform and the OD toolbox support their main target groups (Technical Advisors and programme officers) in East Africa in their work with partner organizations (R2+R3)?
  • How effectively are synergies with the Technical Assistance Programme used in East Africa (e.g. borrow-a-Technical Advisor, etc.)?

Efficiency

  • Have financial resources and inputs been used efficiently to achieve objectives and results?
  • How do participants who have attended training workshop/knowledge management activites transfer the knowledge and skills gained into their organisation?
  • Are there alternative, more cost-efficient measures to achieve envisioned results?
  • What are the strengths and weaknesses of the (project) management processes of the programme in East Africa (internal systems and responsibilities)?

Impact

  • What was the ultimate benefit of the participation in KNOWHOW3000 activities for the partner organisation?
  • To what extent was the programme exemplary, created structures and had an impact in terms of leverage (e.g. adaption at target groups)?

Sustainability

  • How far are attained improvements and changes sustainable? Does knowledge gained/ capacities developed stay in the organization; is it anchored in the organization?
  • To what extent are economic, social and cultural factors taken into account in order to support sustainability of the results?
  • To what extent has ownership and leadership for the programme been fostered among partner organizations and the regional office?

6. Methodology

It is up to the consultants, to suggest the methodology and action plan as part of the offer and it is expected that the consultants clearly define the intended approach.

For the desk study, the consultants will be provided with the following documents:

  • KNOWHOW3000 programme in general: Application of the framework programme and the programme intervention; yearly progress reports 2016 and 2017; Final report 2015; review report of the previous project phase (2013-2015); management response (to the previous review); access to the internet platform www.knowhow3000.org;
  • KNOWHOW3000 programme in East Africa: Documentation Reports and Survey Results of KNOWHOW3000 events (trainings, sharing events, etc.); Annual Planning of Activities 2018
  • Additional material: overview/ description of Technical Advisor-Programme; HORIZONT3000 Regional Strategy for Eastern Africa

Due to the characteristics of the programme, data collection shall focus on direct target groups, and not cover indirect beneficiaries (target groups of the partner organization’s projects). It is suggested that the following actors, stakeholders and beneficiaries are involved in visits, interviews and/or surveys:

  • Key programme staff in the Regional Office East Africa (Director and Programme Officers)
  • Programme Coordinators East Africa and Knowledge Management Team at HORIZONT3000 Vienna
  • Project desks at member organizations having participated / having had a role in the KNOWHOW3000 Programme in East Africa
  • Partner Organizations, who participated in KNOWHOW3000 activities during the period of assessment: not less than 9 Partners in Uganda, 3 Partners in Kenya and 3 Partners in Tanzania (Consultants will be provided with an overview of partner organizations and the activities they participated in)
  • Selected Technical Advisors, who participated in KNOWHOW3000 activities

Data should be collected and interpreted if possible in a gender-disaggregated manner. OECD DAC Evaluation Quality Standards are to be applied and the compliance of the latter needs to be comprehensible in the evaluation.

7. Plan of Activities and Deliverables

Besides appointments, meetings and interviews for the data collection according to the methodological approach of the consultants, the plan of activities shall include the following two meetings:

  • Kick-off meeting in the Regional Office East Africa (ROEA) in Kampala: After the desk review is conducted, a meeting shall take place in order to review the action plan, which includes a programme of activities as well as instruments and methods to be applied for the development of the evaluation report. The consultant is also required to prepare and submit an inception report prior to conducting field visits.
  • Feedback meeting in the ROEA Kampala: After completing the data collection, a meeting shall take place where provisional results are presented and discussed with the Regional Director and Programme Officers in the ROEA.

The consultants shall present a draft report at latest two weeks after the presentation of provisional results in the feedback meeting. The draft report will be assessed by HORIZONT3000 as to its comprehensibility and comprehensiveness and the consultants are expected to integrate feedback in the final report.

The final report shall have a maximum of 20 pages (without annexes and index) and include: title page, table of content, list of abbreviations, executive summary, background, introduction, methods, findings, conclusions, lessons learnt, recommendations and Annexes (Logframe, terms of reference and schedule of the evaluation, list of key informants, list of documents used, questionnaires or other instruments used; Reports prepared for the field study; Information regarding the evaluators, and other document the consultants consider relevant).

8. Coordination

The general coordination of the evaluation including the selection, contracting and feedback processes is assumed by Kristina Kroyer, Project Coordinator Knowledge Management at HORIZONT3000 Vienna (kristina.kroyer@horizont3000.at)

The regional office in Kampala is responsible for the local and operative coordination of the evaluation and will provide back-up services for logistical and technical issues. Person in charge in the regional office is Jennifer Okusia, Senior Programme Officer for financing projects, (jennifer.okusia@horizont3000.org)

9. Time Frame

The evaluation shall take place between June and September, with the final report completed by latest end of September 2018.

10. Budget

The total budget available for the evaluation is max EUR 15.000.

This value must cover all costs relating to the assignment including fees, taxes, food, accommodation, national/international transportation, office materials, insurances, etc.;

Payment of the fee will be made in two tranches:

  • 50% at signing of the contract
  • 50% after submission of final report1 Development cooperation agency of the Austrian Catholic Children’s Movement – DKA, Austrian Catholic Men Movement – KMBÖ, Austrian Catholic Women Movement – kfb, Bruder und Schwester in Not – Diocese Innsbruck, Bruder und Schwester in Not – Katholische Aktion Kärnten, Caritas Austria, Welthaus of the Diocese Graz-Seckau, plan: g, as well as Referat Mission und Entwicklung of the Archdiocese of Vienna

How to apply:

Evaluation team and format of the offer

In case the evaluation team consists of more than 1 person with different professional qualifications, a leader of the evaluation team shall be appointed. The consultants should have:

  • Experience in the evaluation of multi-country programmes and of Knowledge Management/ Capacity Development programmes
  • Experience with Knowledge Management and Capacity Development in Development Cooperation
  • Proficiency in English and strong analytical writing skills
  • In-depth knowledge on and working experience in the programme region

The offer (in English) has to be submitted to Kristina Kroyer, Project Coordinator Knowledge Management at HORIZONT3000 Vienna (kristina.kroyer@horizont3000.at) until latest June 8th 2018. HORIZONT3000 reserves the right to extend the deadline if the offers received by then do not meet the requirements.

Offers must include:

  • the consultants’ CV, experiences and references
  • suggestion on the methodology, time and action plan and if necessary, suggestions and recommendations to the Terms of References
  • the number of a working days designated to the assignment including daily rates
  • a detailed budget proposal, which has to be presented in EURO and must include all taxes, travel and other expenses

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