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6.1 Results-Oriented Monitoring (ROM) in OPSYS

6.1.1 Introduction to the ROM Module

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• Funding and Tender Opportunities Portal for ROM Contractors and ROM Experts; and
  
• OPSYS – MyWorkplace for EC internal ROM users: ROM Coordinators,Operational Managers (OM), M&E Focal Points (M&E FPs), Heads of Cooperation/Heads of Section/Heads of Operations/Heads of Unit (HoC/HoO/HoS/HoU), Administrators, and EC users.
  

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• ROM Workplan – Where the Interventions are listed, from which ROM reviews are created.
• ROM Reviews – Where all created ROM reviews are listed and managed.
• ROM Experts– Where all ROM Experts are listed and managed.

This documentation for ROM Contractors and ROM Experts provides a description of the main operations to be performed during the ROM review workflow in the ROM module of OPSYS, but focuses on the step-by-step specific to ROM Contractors and ROM Experts.

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The portfolio of Interventions for ROM review includes four different categories:

• On Sample – A representative sample of EU-funded interventions in their early stages of implementation. The sample is prepared by the ROM Coordination Units. For these Interventions, ROM reviews support the OM in confirming or updating the intervention logic and logframe matrix (including baselines and targets), reviewing the monitoring system of the IP, assessing risks, mitigation measures and fine-tuning the implementation set-up and calendar of activities, focusing on improving the performance of the Intervention.
• EAMR Request – Interventions flagged as having implementation problems through the Commission’s internal reporting systems (in particular, the EAMR). In this case, the ROM review will assist the OM in addressing the main problems, identifying causes and options for solution, and making recommendations for follow-up actions.
• On Demand – Other Interventions for which the Commission services request a ROM review. Several reasons can justify this request. For instance, a ROM review can be useful for Interventions which could not be visited by OMs or for which the necessary sector expertise at Delegation/HQ level may not be available at a given point in time.
• Blending operations for which the Commission identifies the need for a ROM review. In OPSYS, a ROM review for Blending operations will be flagged (Yes/No value) during the creation of the ROM review, rather than being selected as a ROM review type.

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1. The Interventions that could be subject to ROM reviews are listed in the internal OPSYS > Workplan. From this work plan, the Operational Manager (or M&E Focal Point or ROM Coordinator – see note below) will identify which Interventions require a ROM review, and then create the ROM reviews for these Interventions. Out of the list of ROM reviews created for the work plan, ROM Contractors via the external Funding & Tenders Portal can view and extract a list of planned ROM reviews (draft, confirmed, experts selected, experts confirmed), and then estimate the projects that they are able to review with the budget available under their contract.

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2. Once the ROM review is created and saved, the Planning Phase of the ROM review starts with the draft ROM review. ROM Contractors can access draft ROM reviews under their responsibility from the ROM Reviews section in the Funding and Tenders Portal. ROM Core Team Experts can also access draft ROM reviews from the portal and for their respective lot.

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During the ROM Review Planning Phase:

• ROM Contractors can edit and update draft ROM reviews;
• ROM Contractors will select ROM Experts for confirmed ROM reviews;
• ROM Expert(s) can view the ROM reviews for which they are selected (only when the Expert is approved and the ROM review is confirmed);
• ROM Core-Experts can view the ROM reviews for the respective lot for which the Experts are "core" (and only when the ROM review is confirmed).

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5. The ROM Experts section is dedicated to the management of the pool of Experts engaged under the ROM contracts. ROM Experts are encoded by ROM Contractors, and must be approved by ROM Coordinators in DG INTPA/NEAR before they can be selected during the Planning Phase of a ROM review.

6. As soon as the ROM review is approved by a ROM Coordinator, the Implementation and Follow-up Phases for the execution of the ROM review begins, consisting of five statuses/steps in the system (Approved, Desk Phase Started, Draft Report, Draft Report Commented and Final Report). Again, each status/step is managed by the ROM actor(s) responsible for the specific step in the workflow. The responsible ROM actor(s) will complete the required operations for each step (for examples: the ROM Expert fills in the draft ROM Report and drafts answers to the Monitoring Questions; the Operational Manager or M&E Focal Point comment on the draft ROM Report and draft Monitoring Questions), and then submits the ROM review to the next step in the workflow.

During the ROM Review Implementation and Follow-up Phases:

• ROM Contractors can edit and update draft ROM reviews;
• ROM Contractors will transition ROM reviews to the desk phase (once approved);
• ROM Contractors and/or assigned ROM Expert(s) will fill in the Draft ROM Report and Draft Monitoring Questions for the ROM review based on the data collected during the field phase;
• ROM Contractors and/or assigned ROM Expert(s) can address any comments received (if necessary) on the Draft ROM Reports.
  

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Four service contracts have been signed with external ROM Contractors for the implementation of ROM reviews and support to results reporting, covering each one lot (geographic or thematic).

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