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- EC Internal Users
OVERVIEW
What is it?
Tool 3 allows users to identify and assess 'who does what' in a given capacity development process or intervention by mapping stakeholders' current roles and/or defining future ones.
What can it be used for?
The tool helps in matching the different steps in a process of change with the various actors involved, assigning roles and responsibilities (e.g. leadership, full responsibility, assisting, facilitating) which can be revised and adjusted during implementation.
When can it be used?
The tool is relevant at all phases of an intervention but is particularly important when capacity development support (or any intervention focusing on change) is being designed and first exchanges with partners are being held.
Who can use it?
- EU staff and relevant partners
What are its strengths?
- If endorsed by all key stakeholders, it offers a clear picture of the relevant actors, their roles and their implications (tasks and interactions).
What are its limitations?
- Changing external factors (assumptions), and therefore scenarios, may strongly influence the actual role performed by counterparts during implementation.
PRACTICAL APPLICATION
Key elements
Information can be organised in a matrix presenting stakeholders (horizontal axis) and roles/tasks (vertical axis). Each stakeholder is assessed in relation to a role/task, according to a typology of participation (see Table 1).
Table 1 Roles in capacity development and capacity development support process (with examples)
Roles/tasks | Domestic sector stakeholders in public/non-public organisations | Development partners and agents acting on their behalf | Effects on commitment and sustainability | Effects on task efficiency and effectiveness |
Role: Sector/capacity analysis | Active ---------- Passive | Active ---------- Passive | E.g. Development of dialogue mechanisms at different levels through appointment of focal points | E.g. Agreement on regular meetings a clear output from those meetings |
Task 1: Propose the process | Full responsibility | Assisting in definition | ||
Task 2: Produce terms of reference | Leading co-production | Assisting in production | ||
Task 3: Contract for resources if required | Leading process | Approving ex ante | ||
Task 4: Manage the process | Leading process | Consulted/accompaniment | ||
Task 5: Disseminate results | Deciding | Consulted | ||
Task 6: Shape reform / capacity development agenda | Co-leadership | Co-leadership |
Requirements
Data/information. In-depth knowledge of the context and the map of actors is a precondition. The starting point is often a literature review, followed by workshop/brainstorming meetings to collect further information if needed at this stage. The information collected by Tool 4 can serve as a complementary source of information about critical actors.
Time. The tool is an instrument to prepare the ground and visualise operational implications for the relevant actors at the implementation level. The time required will largely depend on the range of actors to be considered as well as the number of roles/tasks to be included. If formal approval procedures apply, the time frame is likely to be extended.
Skills. Good analytical and facilitation skills. The literature review can be performed in house; specific competencies may be required to identify the map of actors and define relevant roles. A mix of local and international consultants may have added value, provided this support is properly coordinated by the EU Delegation.
Facilities and materials. If a participatory workshop/meeting takes place: appropriate venue, flipcharts, cards, markers, etc., will be needed.
Financial costs and sources. If external expertise is required, funds should be made available to cover the costs associated with fees (for approximately one week), travel expenses and logistics. These funds may come from the project itself or through other EC instruments such as a framework contract or a technical cooperation facility. If included as an output of a formal capacity assessment the necessary resources should be integrated into the planning and the budget of the broader assignment.
Tips and tricks
- Ensure that the concepts of 'role' and 'responsibility' are appropriately shared and understood; these termsmay have different meanings in formal and informal settings, or be perceived as more or less relevant by different stakeholders.
- Defining roles and responsibilities may be a delicate component of policy dialogue, consider context appropriate level entry point.
RESOURCES
Where to find it
The European Commission (EC), 2010. EuropeAid. Tools and Methods Series. Reference Document N. 6 Toolkit for Capacity Development
Complementary guides, methodologies and tools
Overview
Content Tools
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