Transition: Reporting, Documenting and Updating BRIDGE

Focus On: The BRIDGE Website
August 18, 2009
Running a BRIDGE Workshop
August 18, 2009

BRIDGE can be particularly useful and successful as a capacity development tool because it aims to systematically transfer ownership and responsibility for the conduct of BRIDGE to the client organisation or country. Ideally this occurs throughout the first two or three years of the rollout of BRIDGE. The aim is to have the client organisation or the country develop and implement a professional or community development strategy which is taken up and institutionalised. Commitment from senior managers and a pool of accredited facilitators will be necessary so that control of BRIDGE is transferred from international donors or funders.

Transition marks the completion of a program to the satisfaction of the client. On this occasion, program records and documentation are completed and relevant sections delivered to the client. A transfer document is drafted. The purpose of the transfer procedure is to ensure the following:

  • contractual conditions have been satisfied
  • delivered outputs conform with specifications
  • the program is integrated into the ongoing business
  • legal and psychological ownership is transferred
  • all accounts are paid

Transition also marks the point at which the program team’s responsibility for development ends and the end user is fully capable of taking on whatever the project produced. Purely at a practical level, this requires certain adjustments by both parties. However, there is also an important psychological element in transition that program managers ignore at their peril.

Capacity building and the transition process for handing over responsibilities to counterparts should begin at the start of the intervention. In transferring responsibility for a program, program managers should prepare a transition strategy, which includes sustainability strategies, and should also include close consultation with the clients. The transition comprises three main elements the:

  • documentation process
  • closing of programs and workshops – through some sort of celebration
  • sustainability planning process (dealt with in Part 10)

Documentation

All projects generate many documents. Provided the project’s logical framework has been followed, the preparation, dissemination and filing of all documents should be a straightforward process.

Archiving of BRIDGE documentation is a responsibility of the BRIDGE Office. It is the responsibility of the implementing organisation to get all the correct documents to BRIDGE Office securely and within reasonable time frames. All relevant documentation should be emailed (or sent) to the BRIDGE Office. Progress or summary reports should also be supplied to provide material for inclusion into the quarterly BRIDGE newsletters.

Program reports

To ensure that BRIDGE partners are informed of BRIDGE events the office requires a descriptive article about the workshop or event. In addition to this article please send the following files, reports or documents:

  • Scoping or needs assessment report
  • Workshop report including
  • Names of facilitation team
  • Implementing organisation details
  • Donor details
  • Participant profile
  • Workshop content
  • Lessons learned
  • Workshop agenda
  • Participant list
  • Group photo and other workshop photos
  • Participant evaluation report
  • Facilitator evaluation report
  • Any feedback on the module/s run (suggested improvements, criticisms, compliments)
  • Lead facilitator report 
  • Media coverage

All of the above reports will be archived in the BRIDGE Office as a repository of information on past BRIDGE events.

TtF Reports

Lead facilitators usually bear the responsibility of writing and sending the TtF report to the implementing organisation and the BRIDGE office. The information in these reports may vary from organisation to organisation, but in general there are common features that should be included in every TtF report.

In general, a TtF Report could include:

  • scope of work
  • short overview of the TtF
  • selection of materials material’s production
  • facilitation team
  • participants and quality of participation
  • venue
  • evaluation summary by participants
  • recommendations by facilitators (for future TtFs, for TtF Facilitators Notes)
  • media coverage
  • general observations and conclusions

Also, a TtF report for the BRIDGE website could include:

  • a short summary of the TtF context in terms of the broader BRIDGE program
  • summary of facilitators and participants (where they come from)
  • a group photo
  • a short summary of evaluations

BRIDGE Office role

The BRIDGE Office will publish all news articles written for the website with the related photos of the event. The remaining reports or documents will be archived in the BRIDGE Office.

One of the challenges of creating such a comprehensive curriculum on electoral administration is keeping it up to date and relevant. For this reason, the curriculum has been designed to be an active document that can be updated as new information becomes available, and is open to improvements and innovations from those who facilitate and participate in BRIDGE workshops.

The curriculum is updated annually.  In between updates the BRIDGE Office collects feedback, suggestions and new material from facilitators and other stakeholders which can be incorporated at each update. Facilitators who are registered on the website will be notified of updates by email.

Updating BRIDGE Content

Reporting and documentation is also important to BRIDGE because it is through feedback from facilitators and implementers in the field that the BRIDGE Office is able to improve and update the BRIDGE curriculum.

The BRIDGE Office actively seeks feedback and suggestions from facilitators who have used the curriculum, in order to improve the content and make it easier to use. Facilitators and other stakeholders using the curriculum are encouraged to give feedback in various ways:

  • Where they have created a new activity, submitting it for inclusion in the curriculum
  • Where they have had problems running an activity, whether due to clarity, complexity or other reasons, letting the BRIDGE Office know, and providing any amendments or suggestions on improving the activity for easier use
  • Giving general feedback on how they found the different activities or modules
  • Giving general suggestions for improvements
  • Identifying potential resources for use or reference in the curriculum
  • Identifying any outdated content or documents that should be updated or removed
  • Identifying any numbering or typographical errors

The most up-to-date version of the curriculum is the one that is available on the website. With each update, only a fraction of the total documents will be changed, so a system has been put in place to keep track of updates and make it easy to understand for facilitators and implementers. More information can be found on the update section of the BRIDGE website.

For facilitators and implementers working from a previous download, a hard copy or a DVD copy, this update section should be a first place to look for assistance on working out what has changed since the version they hold, and whether or not they need to substitute any of the updated documents.

Translators will also want to work from the most up-to-date version of the curriculum and should also refer to the website.

Version 2 introduced many new modules to the curriculum, expanding in response to demand.  However, the BRIDGE partners are open to the inclusion of additional modules outside of the 23 Version 2 modules, should there be a demonstrated need.

Ideas, suggestions and content can be sent to the BRIDGE Office to be kept on file for possible new modules to be introduced in the future.

Ben
Ben

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