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6.1 Results-Oriented Monitoring (ROM) in OPSYS
6.1.1 Introduction to the ROM Module
The ROM module is a tool used by DG INTPA, DG ENEST and DG NEAR MENA (in HQ and in EU Delegations) for the effective management of Results-Oriented Monitoring (ROM) reviews on ongoing Interventions.
For detailed information on the entire ROM Review Process, please consult the ROM Handbook and Annexes.
The ROM module is now integrated into OPSYS, so as of March 2023 and following the issuing of the related instruction note, all new ROM reviews will be created and managed in OPSYS. All ROM reviews created in the legacy system ROM module will continue to be managed in that system until completion (ROM module documentation – legacy system).
The ROM module covers the full cycle of ROM reviews on Interventions including the preparation of the work plan, the implementation of ROM reviews, the delivery of ROM reports, and comments by Commission services.
The ROM module brings major improvements to the ROM Review Process (see above):
- It reduces the workload for all actors, offering significant gains of time for ROM Contracts and ROM Experts (for completing the ROM reports and monitoring questions), as well as for Operational Managers (when commenting on ROM reports);
- It supports the shift from a Contractor-driven ROM system to one driven by EC services;
- It improves the quality of final ROM reports, by introducing the possibility for EC services to comment drafts;
- It improves data quality as the information on Interventions subjected to ROM reviews are already encoded in OPSYS;
- It offers an improved multi-criteria search function, based on Intervention and ROM review information.
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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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6.1.2 Portfolio of Interventions for ROM Review
The ROM exercise starts with the establishment of the portfolio of Interventions to be submitted to the Contractors for ROM reviews. This internal process involves several Commission services and is supported by various information systems. It takes place every year and consists of:
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6.1.3 Overview of the ROM Review Workflow in OPSYS
Please find below an overview of the ROM Review Workflow in OPSYS:
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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 ENEST and MENA before they can be selected during the Planning Phase of a ROM review.
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Please find below a graphical representation of the status transitions for ROM reviews and Expert administration in OPSYS:
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6.1.4 Roles and Responsibilities for ROM
INTPA D4 (Performance, Results and Evaluation; Internal Communication, Knowledge Management and Collaborative Methods) and NEAR A4 (Coordination of financing instruments - performance, results, and evaluation), are in charge of the overall coordination of the ROM system.
Four service contracts have been signed with external 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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Role: | Responsibilities: |
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Operational Manager | The OM is the Project Manager (in EUD or HQ) responsible for the intervention(s) subject to a ROM review. |
M&E Focal Point | Each EUD/HQ Unit appoints a Focal Point (and backup) for monitoring (including ROM) and evaluation. Regarding ROM, their role is to ensure appropriate information flows and good coordination among all actors involved in ROM mission planning and execution, as well as to encourage follow-up. The M&E Focal Point acts as backup of all Operational Managers of their Delegation or HQ Operational Unit and has the corresponding permissions for all ROM reviews in their Delegation or HQ Operational Unit. |
Head of Cooperation/Head of Section/Head of Operations/Head of Unit | The Head of Unit in HQ/Head of Cooperation/Operations in Delegations has access to the ROM module of OPSYS for oversight of the monitoring activities in the portfolio under his/her responsibility. |
ROM Coordinator | HQ staff (in DG INTPA, DG ENEST and DG NEARMENA) in charge of a ROM contract. Approves experts and ROM reviews. |
ROM Contractor | The ROM Contractors are the entities/consortia contracted and supervised by the ROM Coordinators to carry out the ROM reviews on selected Interventions. They report the results of their reviews according to standardised procedures and assure quality of their outputs. |
ROM Experts – Core Team | External experts, responsible for reviewing Interventions as well as for coordination activities within the ROM team. The same as ROM Expert with more privileges. |
ROM Experts – Non-core | External experts, responsible for reviewing Interventions. |
ROM QC Experts | The purpose of the role is to check quality of deliverables within a given ROM contract. |
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