Foreword The Integrated Monitoring and Document Information System (IMDIS) is an online reporting system developed and managed by the Information Support Unit of the Department of Economic and Social Affairs (DESA) in partnership with the Monitoring and Inspection Section (MIS), Office of Internal Oversight Services (OIOS) and the Office of Programme Planning, Budget and Accounts (OPPBA), Department of Management (DM). IMDIS is intended as a management tool for Programme Managers to facilitate monitoring of and reporting on the results attained through the implementation of their programme of work for the biennium. IMDIS has been accepted as the Secretariat-wide system for programme performance monitoring and reporting including the preparation of the Secretary-General's Programme Performance Report. It has been enhanced for the current reporting period (2002-2003 biennium) to adapt to the needs of results-based budgeting. This User Guide contains step-by-step instructions for IMDIS and the reporting on programme performance by departments/units. Contents Important points to note.. 3 IMDIS access... 4 Budget parts... 6 Subprogrammes..... 9 Logical framework.. 10 Indicators of achievement... 11 Performance assessment... 17 Reporting on expected accomplishments... 20 Reporting on review and evaluation... 21 Reporting on output delivery Substantive servicing of meeting...... 22 Parliamentary documentation... 29 Expert groups, rapporteurs, depository services... 31 Recurrent publications... 33 Non-recurrent publications.... 33 Other substantive activities 35 International cooperation and inter-agency coordination and liaison... 37 Advisory services... 39 Training courses... 42 Fellowships and grants... 44 Field projects... 45 Work months... 26; 40 Additional activities... 46 Navigation shortcuts... 48 Terms and concepts for programme performance reporting... 54 2
IMPORTANT POINTS TO NOTE! The Submit button at the end of each update screen must be clicked for IMDIS to save the reporting. Action pending icon When satisfied that complete data regarding output has been entered, click the action pending icon to submit the output to OIOS for review and verification. If the output is submitted to OIOS and the output requires amendment, please contact the OIOS Focal Point for immediate reversal on the action pending status. Clicking the activity title in the view by box at the top of the screen will list the activities in alphabetical order for easy location. Legislative decisions that have had an impact on any activity/output must be reported within the activity/output, i.e., decision and date of the legislative body that took the decision. Programme managers are urged to report on workmonths at the time of implementation of the output. Workmonths are automatically aggregated in IMDIS at the activity level. For activities that have no specified number of outputs in the approved biennial programme of work IMDIS has an in-built default of 1. Programme managers are urged to contact their focal point in OIOS to update the number of outputs under the activity to enable OIOS to reflect the accurate number of output lines. Do not report these outputs as additional. 3
To access IMDIS, click on the Explorer icon on your desktop, which will bring you to the United Nations Intranet site. Type in https://imdis.un.org in the Address box. Click Enter. To access the services provided by IMDIS: Enter user ID and password as registered with IMDIS and click OK. 4
Select the required biennium, checking one of the buttons under Programme of work for the biennium. Scroll to the View box and select either by programme element or by organizational unit. Click the Go button. Note: For reporting purposes, select the programme element view as all reporting requirements are accessable through this view only. 5
View by programme element Select the required budget part under which the desired programme can be found. (Example, Internal oversight). 6
Click on your budget section. (Example Internal oversight). 7
Click on the Programme of work component to view the subprogrammes under the budget section. 8
Click on the subprogramme (underlined text) under Schedule of final outputs (Example Central evaluation). 9
Logical framework For information:clicking each of the will provide a full view of the logical framework related to the subprogramme. Note: No reporting can be performed from this view. 10
There are two phases to updating the logical framework: 1) Recording the indicator methodology information to be used; 2) Recording the results achieved as per the expected acomplishements formulated in the approved budget. Indicators of achievement In order to report on the indicator methodology, click Update indicator methodology icon at the top of the page. 11
Click on indicator to be reported on (underlined text). 12
Departments are encouraged to complete the methodology fields first and use this to establish baselines and targets for completion of relevant fields. Click the Update icon in the methodology box 13
Update information in all boxes provided Click the Submit button and select next indicator if required. 14
Click on the Update icon in the performance indicated by box to record baseline, target and description of results. 15
Enter information in all boxes provided. Click the Submit button and select next indicator if required. 16
Performance assessment Select the subprogramme as shown on page 9. Click on View performance assessment icon at the top of the page. 17
There are two components that need to be updated 1) The reporting on Expected Acomplishments and 2) Review and evaluation (see page 21 of the manual) Select the expected accomplishment by clicking on the underlined text of the selected accomplishment. 18
Click the Update icon in the Assessment of programme performance box. 19
Reporting on expected accomplishments Complete the boxes as instructed on the screen. Departmental remarks should be provided if necessary. Click the Submit button. 20
Reporting on review and evaluation After selecting the subprogramme (page 9) Click View performance assessment icon (page 17) Click Update icon in the Review and evaluation box. Departments are encouraged to attach reports, internal and external evaluations to the summaries provided for each relevant field. Complete boxes as instructed Click the Submit button. 21
Reporting on output delivery Substantive servicing of meetings Select subprogramme as shown on page 9. In the Final outputs by category box, select final outputs by category (click on underlined text) (Example: Substantative servicing of meetings. 22
Click on selected activity (underlined text). In the Outputs box click on the output (underlined text). 23
Click the Update workplan button. Enter all the required reporting details. Venues and dates of meetings are mandatory and must be included. Note: The total number of all outputs in the status box must remain the same after the individual boxes are updated to reflect the current status. Enter Reason for deviation (if any) by clicking on the drop down arrow and highlighting the relevant reason. Click the Submit button. 24
Click the Action pending icon to submit the output to OIOS for review and validation. It is essential that departments submit the outputs reported by clicking on the Action pending icon to enable OIOS to review and validate. Should any subsequent modifications be necessary, OIOS is able to release relevant outputs immediately. Note: Click on the Back icon at the top of the IMDIS screen, twice to return to the screen to select another activity. 25
Work months To enter work months used, return to the screen listing all the programmed outputs (top of page 23). Scroll to the bottom of the screen and click the Review work months button. Note: Programme managers are requested to enter workmonths for each output implemented even though workmonths are recorded at the activity level. 26
Click the Update workmonths button at the end of the screen. 27
Enter work months under the following categories: P-RB = Professional regular budget; P- XB=Professional extrabudgetary; C-RB=Consultant regular budget; C-XB=Consultant extrabudgetary work month. Note:This work month format should be used for all major categories except Advisory Services (see page 40). Note: You may use up to five-digits, including two decimal point i.e., 122.35. Work months for multiple activities can be entered before clicking the Submit button. Click the Submit button. 28
Parliamentary documentation To enter activities under parliamentary documentation, either see navigation shortcuts on page 48 or select subprogramme (see page 9). To view outputs by different criteria select View by button. To show full details select the desired format button and press Go. For easy location (alphabetical) of activities, use the view by activity title button. Then click on the required activity (underlined text). Click Update workplan button. 29
Enter document symbol number; issue date and status. Reason for deviation (if any) must be specified. Click on the drop down arrow in the box to select the reason and click. Click the Submit button. Then click the Action pending icon which appears next, to submit the output to OIOS for validation (see page 25). To record workmonths see page 26. 30
Expert groups, rapporteurs, depository services Either see navigation shortcuts on page 48 or select subprogramme (see page 9). Then select and click on required output (underlined activity). Click the Update workplan button 31
Enter dates; venue and status. If any deviation is reported the reason must be specified. Click on the drop down arrow in the box to select the reason and click. Click the Submit button. Then click the Action pending icon which appears next, to submit the output to OIOS for validation (see page 25). To record workmonths see page 26. 32
Recurrent and non-recurrent publications Reporting requirements for recurrent and non-recurrent publications are identical. See navigation shortcuts on page 48 or select subprogramme (see page 9). Click on the required output (underlined text). Click the Update workplan button. 33
Enter publication identifier (this could be the complete URL address) ; issue date and status including the reason for deviation (if any), click on the drop down arrow in the box, select the reason and click. Publication identifer is essential for the reporting exercise. Note: The appropriate status needs to be selected when change occurs. Click the Submit button. Then click the Action pending icon (which appears next) to submit the output to OIOS for validation (see page 25). To record workmonths see page 26. 34
Other substantive activities Either see navigation shortcuts on page 48 or select subprogramme (see page 9). Other substantive activities consist of the following output types: Identifiers required for above output types are as follows: Output type Identifier required Fact-finding missions Brief description of work carried out during the biennium Humanitarian missions Brief description of work carried out during the biennium Promotion of legal instruments Brief description of work carried out during the biennium Booklets, fact sheets, wall charts, information kits Brief description of work carried out during the biennium Press releases, press conferences Brief description of work carried out during the biennium Seminars for outside users Venue, date, number of participants Audio-visual resources Title, date of production Exhibits Venue and date (title if relevant) Guided tours Number of tours Lectures Venue, date, number of participants Special events Venue, date (title if required) Technical material Title (URL address if applicable), date of production Note: Programme Managers are urged to report the required identifiers for all output types to enable OIOS to validate the output. Click required output (underlined text). 35
Click Update workplan button. Enter status and identifiers as specified on page 35. If any deviation is reported the reason must be specified, to do so click on the drop down arrow in the box, select the reason and click. Click the Submit button. Click the Action pending icon (which appears next) to submit the output to OIOS for validation (see page 25). To record workmonths see page 26. 36
International cooperation, inter-agency coordination and liaison See nagvigation shortcuts on page 48 or select subprogramme (see page 9) Then click the required activity (underlined text). Click on the output in the Final output box (underlined text). 37
Click the Update workplan button. Enter status of implementation, and give a brief description of work carried out during the biennium in the Description box. Click the Submit button. Then click the Action pending icon (which appears next) to submit the output to OIOS for validation (see page 25). To record workmonths see page 26. 38
Advisory services See nagvigation shortcuts on page 48 or select subprogramme (see page 9). Then click the Update summary icon in required activitiy. Enter number of requests received, implemented and number of missions undertaken. Click the Submit button. Then click the Action pending icon (which appears next) to submit the output to OIOS for validation (see page 25). To record workmonths see page 26. 39
Work months for Advisory Services To enter work month used, return to the listing of Advisory services (see page 39). Click Review work months button at the end of the page. Click the Update workmonths button. 40
Workmonths for Advisory services are recorded in two separate screens. home workmonths and field workmonths. When recording workmonths for adivisory services normally both home and field work months are utilized. Enter workmonths used. (P-RB = Professional regular budget; P-XB=Professional extrabudgetary; C-RB=Consultant regular budget; C-XB=Consultant extrabudgetary work month). Note: You may enter up to five-digits including two decimal points i.e., 122.23. Click the Submit button. 41
Training courses See nagvigation shortcuts on page 48 or select subprogramme (see page 9) Then click the Update summary icon for the selected activity. 42
Record number of workshops given; total number of participants and total number of female participants. Click the Submit button. Then click the Action pending icon (which appears next) to submit the output to OIOS for validation (see page 25). To record workmonths see page 26. 43
Fellowships and grants See nagvigation shortcuts on page 48 or select subprogramme (see page 9) Then click Update summary icon on the selected activity. Enter number of awards given including the number of awards given to women. Click Submit button. Then click the Action pending icon (which appears next) to submit the output to OIOS for validation (see page 25). To record workmonths see page 26. 44
Field projects See nagvigation shortcuts on page 48 or select subprogramme (see page 9) Then click the Update summary icon on selected activity. Enter number of new, continuing and completed projects Click the Submit button. Then click the Action pending icon (which appears next) to submit the output to OIOS for validation (see page 25). To record workmonths see page 26. 45
Additional activities/outputs To access screens for the recording of additional activities/outputs (Legislative/discretionary), click required major category after selecting the required subprogramme (page 9). Click Add additional outputs button at the end of the page. 46
Enter data; title should be entered in box labeled Nature of document. Note: if the additional activity is mandated by legislative decision the legislative decision i.e., document symbol and date of decision must be entered. Click the Submit button. To report on an additional activity, select the additional activity from the list of activities/outputs in the required subprogramme and enter mandatory reporting requirements in similar screens corresponding to the category of activity i.e., Substantative servicing of meeting, etc. (see pages 22-46). 47
Navigation shortcuts Major categories To navigate between major categories return to the activity listing screen. At the top of the screen select the required category from the Switch to drop down box. Or return to the subprogramme screen and select the final outputs by category required. 48
Summary of activities/outputs Users can view a summary page of activities/outputs by activating the Total button at the top of the page in the subprogramme screen. This gives users access to a summary page on the status of implementation including the status of carried over activities. Scroll to the lower end of the screen to view or update the summary of Final outputs by source or Status of implementation. Screens for recording status of implementation on Carried forward activities for the selected subprogramme can be accessed by clicking on Carried forward (underlined text) (Carried forward activities are those activities reported as postponed by programmes managers in the previous biennium, i.e., 2000-2001.) Screens for recording status of implementation can be accessed by clicking Not started (underlined text) at the bottom of the screen. (This function will open all activities where no previous recording of status of implementation has been entered under the selected subprogramme). 49
Search function To search for an activity/output, please select the Search icon located at the top of any screen. Select the relevant search criteria and click Go button. To obtain a particular output, type the record identifier number (i.e., PB107257) in the Keyword box and click the Go button. To update the output, click on the underlined text, and follow the guidelines provided in the manual for the selected category of activity. To view the list of activities under that category, or to update the workmonths under the searched activity use the IMDIS back arrow icon to go to the relevant screens. 50
Bookmark function IMDIS provides a bookmark function that allows users to select the page where they want be directed the next time they log in. To use the Bookmark function, go to the selected page where you would like to return to the next time you log in. Click on the bookmark icon at the top of that screen. Click the OK button to confirm your bookmark. Next time you log in, you will return to the selected screen. 51
Report function The report function was added to IMDIS in the 2000-2001 biennium to facilitate self-monitoring of programme performance and for the preparation of the Programme Performance Report. A new set of reports was similarly incorporated to facilitate the programme planning at the time of the budget preparation.. For programme monitoring and reporting, this manual will concentrate on the Programme monitoring and evaluation box (second box of the screen). To generate reports, click the Reports icon at the top of any screen in IMDIS. Scroll to the Programme monitoring and evaluation box. Click on the type of report you require, the relevant biennium, and the level of detail. Click the Next button. 52
Click the relevant department/section and the relevant output type. Click the Generate report button.. Reports may be exported to Excel spreadsheets for information to be modified or used for diverse reporting purposes, presentations or self-monitoring requirements. When report is generated click the Done button to return to the initial page of the reports module and begin the procedure again for the more reports. 53
Terms and concepts for programme performance reporting 1. Programmed The term refers to activities/outputs quantified in the Programme Budget (as per the budget instructions issued by OPPBA, i.e., Substantive servicing of meetings a three hour meeting programmed as one activity/output; Other services provided each output is counted as one etc.) If exact number of meetings, reports, etc., has not been specified in the Programme Budget, Programme Managers must report on the exact number of outputs carried out under the activity. Kindly contact the MIS/OIOS Programme Management Officer to adjust the number of outputs envisaged under this activity, to enable reporting. Do not report such outputs as additional. 2. Implemented - The term refers to activities/outputs completed as programmed and delivered to the intended users during the biennium. 3. Reformulated - Refers to activities/outputs that were completed and delivered to the intended users but which differ from the description in the Programme Budget. An output is considered reformulated if it continues to address the same subject matter of the originally programmed output and to cater to the same intended users. The new citation of each reformulated output should be reflected, along with the reasons for the reformulation. If reformulated by legislative decision, the Intergovernmental Body which took the decision should be specified. 4. Postponed - An output is considered postponed to the next biennium if it is not delivered to the intended users during the current biennium. The reasons for the postponement should be reflected. Programme managers should not include activities/outputs targeted for postponement in the current biennium into the proposed programme budget for the following biennium; if the situation does arise that acitivties/outputs have been reprogrammed in the following programme budget these activities/outputs must be terminated at the end of the current biennium and not reported as postponed. 5. Terminated - The outputs terminated are those that are not delivered to the intended users during the current biennium. The reasons for terminating an output should be reflected. Outputs are terminated either by a legislative decision or at the discretion of Programme Managers as provided in rules 106.2(b) and 106.1(d)(iv) of the PPBME. Programme Managers may exercise their discretion to terminate outputs if they become redundant, duplicative, obsolete, irrelevant or when resources are not available to implement them in neither the current nor future biennia. 6. Carried forward Refers to activities/outputs postponed from the previous biennium; the status of these activities/outputs must be reported in the current biennium. 54
7. Additional outputs Outputs that were implemented in addition to those initially programmed in the Programme Budget. They are of two types: i. Added by legislation: Outputs added by a legislative decision taken after the biennial budget was approved by the General Assembly. The legislative authority and the Intergovernmental Body, which took the decision, should be specified, along with the exact citation of the output, an identifier and the work-months utilized. ii. Added at the initiative of the Secretariat: Programme Managers can introduce additional outputs for programmatic consideration by using the resources released from postponements and/or terminations or to enhance the attainment of the objectives of the subprogramme, through the use of XB resources or by utilizing the savings accruing from a more efficient utilization of the resources appropriated. The reasons for adding outputs should be indicated. 8. Work-months utilized - Refer to the actual total number of work-months of Professional and Higher Category Staff (P) plus the number of work-months of Consultants (C) actually utilized during the biennium, each stated separately (e.g., 43P + 3C) by source of funding RB and XB. Work-months utilized should be provided for all programmed activities/outputs which were initiated during the biennium whether or not subsequently they had to be postponed or terminated, as well as, for all additional outputs. Reporting on work-months should be undertaken when outputs are implemented or when implementation has been discontinued on account of postponements or terminations. The total number of work-months reported as utilized by the Department should not necessarily reconcile with the total number of work-months reflected by the number of staff authorized in the Budget. This is so because some posts remain vacant during the biennium and the resources utilized for intermediate activities or those falling under such areas as administrative support and executive direction are not covered by the exercise. More importantly, the total work-months should not include those utilized by staff of other Organizations in cases of joint undertakings. The figure on work-months is not intended to cost outputs. Basically, they provide an estimate of the percentage of resources engaged in producing the major categories of activities at the Departmental levels, e.g., servicing Intergovernmental Bodies as compared to published material or information services, etc. 9. Identifier - An appropriate identifier must be provided for each output implemented as programmed, reformulated or added, as follows: i. Substantive servicing of meetings: The identifier is the date and venue of the meeting ii. Parliamentary documentation: The identifier is the official document symbol and date of issuance. 55
iii. Experts groups, rapporteurs, depository services: The identifier is the start and end date, location and a brief description of the service provided. iv. Publications: The identifier is the document symbol or sales publication number, and date of issuance. If the published material could not be printed, but was made available on the INTERNET, the document titles and Internet address or location should be provided, e.g., http://www.youthdatabase/forum, and the date of upload. The Internet address will also serve as the identifier for outputs produced specifically for the Internet. v. Other substantive activities: The identifiers required for each of the outputs under the following output type are: Output type Identifier required Fact-finding missions Brief description of work carried out during the biennium Humanitarian missions Brief description of work carried out during the biennium Promotion of legal instruments Brief description of work carried out during the biennium Booklets, fact sheets, wall charts, Brief description of work carried out during the biennium information kits Press releases, press conferences Brief description of work carried out during the biennium Seminars for outside users Venue, date, number of participants specified by gender Audio-visual resources Title, date of production Exhibits Venue, date, (title if required) Guided tours Number of tours conducted during the biennium Lectures Venue, date, number of participants specified by gender Special events Venue, date (title if required) Technical material Title ( complete URL address if required), date vi. International cooperation, inter-agency coordination and liaison: The identifier is a brief description of the work carried out during the biennium. vii. Advisory services: The identifier consists of number of requests received; number of requests implemented and number of missions undertaken. viii. Training courses, seminars and workshops: The identifier consists of number of courses/seminars/workshop undertaken and total number of participants. ix. Fellowships and grants: The identifier is the number of fellowships/grants awarded and a brief description of the award/grant. 56
x. Field projects: The identifier consists of the number of projects continuing from the previous biennium, number of new projects in the current biennium and the number of completed projects in the biennium. l. Outputs and services implemented: Where it is not practical or possible to provide a single identifier, a short descriptive phrase of the nature of the activity/output should be provided, indicating the quantity, number of recipients and date of delivery as appropriate. This is particularly applicable in the case of information materials and services, i.e., press releases, radio broadcasts, etc. N:\TEMPMIS\PPR 2002-03\Instructions\manual.doc