Paris Monitoring Survey - Guidance note from the National Coordinator for Development Partners

1. General guidance

Tanzania has agreed to participate in the monitoring survey on the Paris Declaration on aid effectiveness for 2011 survey. Data obtained through this survey will be used to assess the progress reached on implementation of Paris Declaration commitments and Accra Agenda for Action, also this result will provide important input to the coming High Level Forum Busan, Korea. All DPs are therefore requested to complete the questionnaire in a timely manner as per attached Action Plan to this guidance note.This guidance note is a country-specific complementary note to the official Guidance Note from OECD (

2.Purpose of the Survey

The Paris Declaration on Aid Effectiveness commits donors and partner countries to increase efforts in the harmonization, alignment and management of aid for results, with a set of monitorable actions and indicators. The Accra Agenda for Action builds on these commitments. The 2011 Survey on Monitoring the Paris Declaration follows previous surveys conducted in 2006 and 2008, and will be critical in determining whether the targets set in the Paris Declaration for 2010 have been met. These results will form a key contribution to discussions at the Fourth High Level Forum on Aid Effectiveness (Busan, Korea, 29 November - 1 December 2011).

In practice, the survey provides evidence of progress and signals challenges and opportunities for further progress at the partner country level. In the process, the survey will:

  • Stimulate broad-based dialogue at both country and international levels on how to make aid more effective.
  • Promote agreements on specific actions that contribute to the successful implementation of the Paris agenda at the partner country level.
  • Generate an accurate description of how aid is managed in Tanzania.

3. Process and time frame for completing the monitoring survey

The Government recognises the importance of integrating the Paris monitoring survey into existing national processes.To complete the monitoring exercise on time, the Government has prepared a work plan which will be shared by all development partners and governments institutions. A number of meetingswill be convened among Government representatives, DPs and other stakeholders for agreement on the process and for verification of the survey findings. Government will communicate in writing with all stakeholders. Some data will be submitted by Ministry of Finance and Economic Affairs. These data will include parallel PIUs, percentage of Technical Cooperation on Baskets and SAWPs. Information will be collected through convening a meeting with government institutions and later shared with development partners.

Key steps proposed steps are (see detailed Action Plan in annex):

Action / Time
1. / Launch of PD Survey 2011 and establishment of PD Survey 2011 Task Force. / 25/11-10
2. / DP PD Survey Focal Point training workshop / 29/11-10
3. / GoT DP Survey Focal Point training workshop / 15/12-10
4. / DP Focal Points clean-up of AMP data. / December
5. / DPs and GoT finalize data collection and submit. / 31/1-11
6. / Analysis and dialogue of data submitted. / 2-18/2-2011
7. / Narrative country report drafted for discussion and revision. / 2/3-2011
8. / Narrative country report and donor questionnaire finalized. / 15/3-2011
9. / Submission to OECD/DAC / 27/3-2011
10. / OECD/DAC draft country chapter shared for comments. / May 2011

4. Data to be used in the Paris Survey 2011

The survey will be conducted using the data of calendar year2010. A few indicators will also include data from the GoT financial year 01 July 2009 to 31June 2010.

5. Exchange rates

Exchange rates used will be from Bank of Tanzania, Aid Management Platform System use the exchange rates from bank of Tanzania.

6. Verification of ODA Disbursements in AMP

While GBS and basket fundsare disbursed throughthe Exchequer system, most project funds are disburseddirectly to implementing agenciesoutside the Exchequer System. The AMP captures aid flows both through and outside the Exchequer system.Therefore development partners AMP focal point are required to clean up data in AMP prior to the exercise of consolidating data by Donor Focal point UNDP.

7. Guidance on indicators

The below provided information includes suggested definitions of the terms that are used to calculate indicators(if no information is given, the OECD definition should be used) as well as requests for additional information that would assist the national coordinator in verifying the donor questionnaire and in completing the country worksheet. In general, DPs are also invited to add their comments on the usefulness or limitation of the Paris indicators. Comments will be sent to OECD for further clarification.

Indicator I: Operational Development Strategies(page: 11-13)

DPs are not expected to submit information as it will be done bythe World Bank. Government will submit information.

Indicator 2a: Reliable Public Financial Management System

This indicator is based on the World Bank Country Policy and Institutional Assessment (CPIA) data for 2009. The CPIA framework of analysis includes 16 indicators, one of which — CPIA sub-indicator 13 — measures the quality of partner countries budget and financial management systems. It will be done by the World Bank.

Indicator 2b: Reliable Procurement System

This indicator is based on the Methodology for Assessing Procurement Systems (MAPS) developed by the WP-EFF Task Force on Procurement. It provides a methodology for countries to self-assess the quality of their procurement systems, with scope for dialogue and validation of the results at the country level.It will be done by OECD

Indicator 3: Aid flows are aligned on national priorities(p. 14-16)

  1. How much ODA[1] did you disburse at country level in 2010 calendar year.

When answering, DPs should refer to the actual disbursements to the country level to all relevant stakeholders such as GOT, Private sectors, CSOs, NGOs, and International NGOs in Tanzania.

DPs should not include disbursements made to other DPs for implementation e.g. UN programs. See question 5.

  1. How much ODA disbursed at country-level between July 2009 and June 2010.

Same as above but for the GoT financial year.

  1. How much of this was for the government sector in 2010 calendar year?

When answering, DPs should refer to the actual disbursements to the GOT (Ministries, departments, agencies, municipalities,)authorized to receive revenues or undertake expenditure on behalf of central government. This includes works, goods or services delegated or subcontracted by these administrations to other entities such as:

  • Non-Governmental Organizations (NGOs);
  • Semi-autonomous government agencies (e.g. parastatals), or;
  • Private companies.
  1. How much aid was disbursed to GoT in Financial Year 2009/2010?

Same as above.

  1. How much ODA did you disburse to other DPs for implementation in year 2010?

This question is intended to capture pass-through allocation such as country-level allocations to e.g. UN programs.

Indicator 4: Strengthen capacity by co-ordinate support (p.17-20)

  1. How much technical co-operation did you disburse in calendar year 2010?

This questionnaire tends to measures the degree of alignment of donor technical cooperation in support of capacity development in with partner country’s development objectives and strategies. This questionnaire will record all disbursement (Baskets & Projects)in 2010 which are technical co-operation.

  1. How much technical co-operation did you disburse through co-ordinate programmes in support of capacity development in calendar year 2010?

Co-ordinate technical co-operation means free standing and embedded technical co-operation that respects the following principles.

Where more than one donor is involved in supporting partner-led capacity development, donors co-ordinate their activities and contributions.

Coordinated programs operated by GoT in Tanzania:

  1. Public Service Reform Programme (PSRP)
  2. Public Financial Management Reform Programme (PFMRP)
  3. Local Government Reform Programme (LGRP)
  4. Legal Sector Reform Programme (LSRP)
  5. Support to Public Expenditure Review basket
  6. Support to Poverty Monitoring Master Plan (PMMP)
  1. GBS (PRBS, PRSC)
  2. PEDP
  3. SEDP
  4. Health basket
  5. BEST basket fund

Coordinated programs operate under CSOs and Private Sector

  1. Financial Sector Deepening Trust Fund
  2. Foundation for Civil Society basket

For donors to capture how much was disbursed to TA as coordinated programmes, the National Coordinator will communicate with MDA implementing agencies to know the exact percentage used from baskets to support technical assistance. Donors will use the percentage to calculate the amount disbursed to the programme as technical coordinated programme.

See page 18 for specific criteria to be fulfilled in achieving Co-ordinated Technical Co-operation (3 out of 4).

Indicator 5a: Use of country public financial management systems (p.21-24)

  • How much ODA was disbursed for GoT during calendar year 2010 using:
  • National budget execution procedures?
  • National financial reporting procedures?
  • National auditing procedures?
  • How much is disbursed using all three above procedures?

The major objective of this indicator focuses on the use of partners‘public financial management (PFM) systems when funding is provided to the government sector. It measures the volume of aid that uses partner country PFM systems as a percent of total aid provided to the government sector. National systems for the management of funds are those established in the general legislation (and related regulations) of the country and implemented by the line management functions of the government.

General Budget Support and baskets funds automatically qualify as using country PFM systems.Some projects also qualify as using country PFM systems. A set of definitionsdescribed below to help donors determine when they are, and when they are not, using country PFM systems.

Definition of ODA that uses national budget execution procedures:Only ODA that is fully in conformity with national systems / procedures / processes / legislations should be included. These legislations include the Constitution of the URT, Chapter 7, Articles 135 and 136 on the control of the legislature on public finances, which state that all revenues/finances derived from various sources for the use of the Government shall be deposited in the Consolidated Fund and be appropriated by the Parliament, as well as the Public Finance Act No. 6, 2001, Part II - Control and Management of Public Finance, which states that the Parliament should maintain control over public money and the Minister for Finance should provide full and transparent accounts to Parliament for the use of resources and public moneys.

ODA that is recorded in the national budget estimates and disbursed through the Exchequer system but does not meet the above criteria should not be considered as ODA that uses national budget execution procedures. This includes ODA for which steering committees of respective funds meet to approve budgets/expenditures etc. after the Parliament has already approved the national budget.

Additional information:

(1) DPs are requested to state the total amount of ODA disbursed in calendar year 2010 that use national PFM systems and each DP should list the name of project / programme using PFM mechanism.

(2) For preparing the country worksheet, DPs are requested to describe challenges that are faced in making greater use of GOT PFM systems and plans how to address these challenges.

Indicator 5b: Use of country procurement systems

  • ODA disbursed to GoT using national procurement systems during calendar year 2010?

(1) DPs are requested to not only state the amounts that use national procurement systems but also provide a list of the projects / programmes for which this is the case.

(2) For the country worksheet, it would be useful if each DP could describe challenges that are faced in making greater use of GOT procurement systems and what is planned to address these, as well as indicate where safeguard measures are applied in addition to using national systems.

It would be useful to measure the use of GOT procurement systems by the number of projects / programmes in addition to amounts.Each DP should provide list the project / programmes which use country procurement systems.

Indicator 6: Strengthen Capacity by avoiding parallel implementation structures (p. 27-29)

  • Number of PIUs used during calendar year 2010 in providing aid to GoT?

Additional information:

(1) DPs are requested to list the number of PIUs supported.

(2) For completing the country worksheet, it would be useful if DPs could list parallel PIUs they have, challenges in phasing them out, and plans to do so.

It would be useful to measure the number of parallel PIUs against the number of projects with integrated PIUs and projects without PIUs.

See page 28 for specific criteria defining PIUs – 3 of 4 criteria must be met.

Indicator 7: Aid is more predictable (p. 30-31)

  • ODA disbursed for Government sector during calendar year 2010?

Definition of direct budget support: As there is no sector budget support in Tanzania, direct budget support consists only ofGBS.

Definition of ODA recorded in the GOT accounting system: GBS as well as basket funds that are disbursed to the GOT through a holding account at BOT and thereafter, based on spending request, to the Exchequer account 13:99 (PFMRP, BEST, PSRP, PMMP, Health, PEDP, SEDP) are captured in the GOT accounting system and will therefore be recorded in the government questionnaire in their full amount as actually disbursed to the BOT account.

Project funds that are disbursed to the GOT through the Exchequeraccount 13:99 and those accounted for through dummy voucher after they were spent are also recorded in the GOT accounting system. The figures are provided in the National Accounts Statement of Development Revenue.

Additional information:

(1) In addition to recording in the donor questionnaire the total ODA scheduled for disbursement to the Government, each DP should provide the national coordinator with disaggregated disbursement figures by project / programme in order to allow for easier verification.

(2) For the country worksheet, where actual disbursements (beyond what was recorded in the Government accounting system) were less than their commitments, it would be useful if DPs could state reasons and challenges in narrowing the gap as well as planned undertakings to address these.

Indicator 8: Aid is untied

Data for this indicator will be drawn from reporting by DAC donors to the annual DAC Questionnaire on untied aid. Data is provided by donor headquarters and collected centrally by the OECD-DAC.

Indicator 9: Use of common arrangements or procedures(32-35)

  • ODA disbursed to Program Based Approaches in calendar year 2010.

Programme-based approaches (PBAs): see Tanzania specific information under indicator 4 above;

Additional information: (1) DPs should disaggregate the amount of ODA disbursed as PBA by programme and recipient (whether Government or non-state actor).

(2) For inclusion in the country worksheet, it would be useful if DPs could describe challenges they are facing in channeling more of their aid through PBAs and what is being planned to address these challenges.

Indicator 10a: Joint missions(p. 36-38)

  • Joint missions in calendar year 2010?

Additional information:

(1) It would be useful for verification as well as for later inclusion in a mission calendar for monitoring JAST, if DPs could provide mission names, categories / purposes and dates (month) to the national coordinator.

(2) For the country worksheet, it would be useful if DPs could describe what efforts they are undertaking to rationalize and improve the coordination of missions and to reduce them.

Indicator 10b: Joint analytic work(p.39-41)

  • Joint analytical work in calendar year 2010?

Additional information: (1) It would be useful for verification as well as for later inclusion in the JAST monitoring system, if DPs could provide the names and purpose of analytic works to the national coordinator.

(2) For the country worksheet, it would be useful if DPs could describe what efforts they are undertaking to rationalize and improve the coordination of country analytic work.

Indicator 11: Results –Oriented Framework (p. 42-45)

As with Indicator 1, DPs are not expected to submit information. Assessment will be done by the World Bank.

Indicator 12: Mutual accountability (p.46-47)

No information requested from DPs.

In thisindicator,partner countries will be invited to participate in a detailed survey on mutual accountability co-ordinate by the UN Department for Economic and Social Affairs and UNDP in the first quarter of 2011 in preparation for the 2012 United Nations Development Cooperation Forum. UNDESA, UNDP and the OECD are working together closely to ensure that the findings of both surveys support comprehensive analysis and discussions around mutual accountability in the run up to the Fourth High Level Forum on Aid Effectiveness. Questions Qg31, Qg32 and Qg33 are drawn from the 2011 DCF Survey on Mutual Accountability. National co-ordinatoris encouraged to ensure consistent responses to these questions in both survey questionnaires.

1

[1] Excluding debt reorganization, humanitarian assistance and support to regional programmes