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==Africa RISING ESA Phase 2 Inception/Review and Planning Meeting - Organizers Page==
==5 - 8 October, 2016==
==Lilongwe, Malawi==
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This meeting will be preceded by a 2-day training from 3 - 4 October, 2016 on '''[[AR_ESA_phase2_participatory-research-design-training_Oct2016| participatory research design approaches]]'''

'''Objectives'''
* Develop a five-year ESA project logframe and 2016/17 work plan
* Create a shared understanding of Africa RISING phase 2
* Initiate Communities of Practices within ESA and across regions for better harmonization and increased learning

=Agenda=

'''Day 1''' (Wednesday 5 October, 2016)
8:00 Registration
8:30 Welcome & Opening remarks
* Welcome and workshop objectives – M. Bekunda 5 mini
* Opening Remarks – I. Hoeschle – Zeledon - 5 min
* Participants introduction, Agenda overview and ground rule (facilitators)
''' ''Process: participants introduction - 15 min - three round of quick speed dating, participants introduce themselves to colleagues and share their expectations of the the meeting. Newcomers will introduce themselves in the plenary (ask: If you are taking part for the first time in ESA review/planning meeting), this will bring out even participants from AR WA and Ethiopia to introduce themselves.''
''' ''Agenda overview and ground rules 5 mini (facilitators) - silent mobiles, laptops off, bathrooms, respect everyone's opinions,Keeping time -presenters cooperate with the facilitators etc.''

9:00 Phase 2 umbrella proposal - B. Vanlauwe
* ''Process: 20 min' ''Vanlauwe'' will give presentation''
* ''25 min' in total, 1' min silent thinking, 4 min participants to jot down their question on card, and 15 min' collecting the clarification Q&A''
* ''We ask participants to jot down their questions on the cards, this will help with documentation and we will collect few burning questions in the plenary. ''

'''''9:45 Break & group photo'''''
10:15 ESA phase 2 proposal (what's different/transitions from phase 1, new areas of work, loose ends from phase 1, R4D platforms & typologies) - M. Bekunda 
* ''Process: 20 min' Mateete will give presentation''
* ''25' in total, 5 mini' ask each participant to jot down their question on card and 20 min' collect clarification/ Q&A from each table.''

11:00 Sustainable intensification indicator framework - P. Grabowski/M. Musumba
''At the end of this session participants will:''
* ''Be able to use the SI framework to select indicators and metrics for their projects''
* ''Understand how SI indicator data can be presented''
''Process:''
* ''20-minute presentation of SI indicators, how they can be used with two examples from Malawi and Tanzania''
* ''10 min' Q&A for clarification''
* ''40 mini trade of excercise/ siting by country or project/ three sites two in Tanzania and one in Malawi 5 countries 2 TZ, Malawi, Ghana and Mali''
* ''5 min'-minute presentation of indicator selection guide and radar chart generator''
* ''30 minutes – same group groups by country to practice selecting indicators and metrics, Mark and Phil circulating to support use of indicator selection guide''
* 5 min show how to present the data easily / show the tools 

'''''1:00 Lunch'''''
2:00 Ice breaker / energizer exercise (Facilitators)
Glorinana to suggest an ice-breaker
2:10 M&E Framework for phase 2 - C. Azzarri 
* ''Process: 20 min' presentation by Carlo''
* ''25 min' in total, 10 minutes table buzz participants to discuss on what Carlo presented and 15 min' we collect clarifications/ Q&A from each table, would be nice to have some triggering questions here to throw on the table.''

2:55 Gender in Africa RISING ESA phase 2 - G. Fischer (25 mins' presentation)
* ''process: 25 min' in total 20 min presentation and 5 min' get clarification questions''
* ''To break the format a bit this time, we keep the clarification question for later, we will explain for the participants. They will have a Q&A session, we will do the two presentations (gender and farming system) consecutively, and we will split the presenters at the different corners of the room (to be done sequentially), then participants ask questions at each corner. But if there is key burning question we will take one or two to max....The two facilitators will each go with either of the groups to document the discussions.''
3:20 Integrated analysis and redesign of farms and livelihoods - J. Groot (25 mins presentation)
* ''Process: Same as the gender session''
''3:45 15 min' Clarifications/ Q&A for each presenters in the corners of the room (this will be organized after seeing the room)''
'''''4:15 Break'''''
4:30 Achieving the vision of success – introductory presentation by I. Hoeschle – Zeledon (10 mins presentation + 20 mins Q&A/clarifications)
* ''Process: 10 min' presentation''
* ''20 min' clarifications/Q&A (in plenary)''
5:00 Wrap up of day 1 
''Process: participatory exercise. We will bring the participants to the center of the room and form a circle then do an improvised Q & A - max of 5 questions only selected from the key concepts about Africa RISING phase 2 based on the presentations made during the day. We will ask each of the presenters of the day to volunteer some relatively easy to answer question (but significant) from their presentation, print them/write on piece of paper (as may be convenient) and put it in a bowl at the center of the circle. Then for randomness and to select the person who answers, we will play a "spin the bottle game" for the 5 questions, read them out aloud and if the selected person can't answer we'll give them the option to volunteer someone else to help. If the helper also can't answer then the presenter from whom the question came originally will answer. This will be a fun way to do a refresher for the day, but also help us close on a high energy for the first day.''

'''Day 1: After action review:'''
'''''What went wrong/right during the day:'''''
* Everything was okay (in general)
* Sometimes you get presentations that are key- facilitators need to compromise and not be too strict with time
* The session on SI indicator framework was great, but short!
* Flexibility/Timing should improve

'''Day 2''' (Thursday 6 October, 2016)
8:00 Agenda overview (facilitators)
8:10 Purpose and implementation of communities of practice – introductory presentation by I. Hoeschle – Zeledon (10 minutes presentation + 40 minutes discussion)
* ''Process: 10 min' presentation''
* ''5 min Key clarification questions''
* ''10 min table buzzing or group discussion on how we could form them?, manage them...and keep them sustainable? If we have to start now what topics/ issues do we have to start with? These ideas should be discussed in groups at least for the first 10 mini's and then we will have plenary discussion for the 20 mins'/ we will ask the participants to write their ideas on card.''
9:00 Preparation of project 5 year log frame – introductory presentation by M. Bekunda 
* ''Process: 10 min' presentation - Mateete, also presenting the template (with sample data already filled out). This will help in clarifying what type of information we need the scientists to put in each section of the template.''
* ''10 min' clarifications/ Q&A''
* 10 min' instruction to form the groups, there will be 6 groups, one for each outcome + cross-cutting issues., I assume the cross-cutting team will roam around, Here we would like to nominate some global/evaluation group to roam around and give their comments and insights to the group, this will be done after the groups gone half way through on their work. Mateete & Irmgard will definitely have to be part of the global/evaluation group. Each group to nominate a chair and secretary (to take notes and report back)
* the others groups should be assigned random.

'''''Outcome leaders'''''
* Outcome 1. Snapp, Lukuyu (if we do not separate them
* Outcome 2. Kizito, Birhanu
* Outcome 3. Abass, Mwangwela, ask the replacement tomorrow
* Outcome 4 Justus Ochieng, Shee?
* Outcome 5. Gundula, Patric, Okori (for functional partnerships)
We need to brief the group tomorrow
9: 30 Group work on project log frame
* ''Process: group formation and'' ''brainstorming''
* ''We need to give a clear instruction to the groups, teach group will nominate who is reporting and documenting their work on the table,''
'''''10:00 Working Coffee Break'''''
10:30 Group work continues
* ''Process: group work continues.''
* Process: The ''global/evaluation group start to'' ''go round each table (group) to see whether they are on the right track or not and give them guidance.Each group will make a 10 minute presentation to the global/evaluation group (incl. of Q&A).''
* ''Global/Evaluation group members will include Mateete Bekunda; Irmgard H-Zeledon;Carlo Azzari and Bernard Vanlauwe''
'''''1:00 Lunch'''''
'''''2: 00 '''''''Icebreaker or energizer and then g''roup work continues

* Process: The ''global/evaluation group start to'' ''go round each table (group) to see whether they are on the right track or not and give them guidance.''
3:10 Presentation by each outcome group on the draft log frame (20 mins presentation + 10 mins plenary feedback for each presentation)

'''''4:30 Working Break '''''''(participants grab their coffee/tea as presentations continue)''
* ''Process: The groups project the sections of the log frame they have developed for the plenary to view and if necessary contribute to.''
* ''once the group presented, participants will ask question and give feedback''
6:00 Mateete will wrap up and close

'''Day 2: After action review:'''

'''''What went wrong/right during the day:'''''
* Logframe harmonization
* Time management and flexibility was good
* A god day in general
* Session on Communities of Practise to be revisited in day 3

'''Day 3''' (Friday 7 October, 2016)
8:00 Agenda overview
8:10 Discussion on budgets - introductory presentation by I. Hoeschle – Zeledon (10 min presentation + 10 min plenary discussion)
* ''process:10 min' presentation''
* ''10 min clarifications/Q&A''
8:30 Work plan preparation by participants/project monitoring plan – Introductory presentation by M. Bekunda (10 min presentation + 
* ''Process: 10 min' introductory presentation by Mateete, here again sample data on the template to make things clear''
* ''10 min' clarification/ Q&A''
* ''10 min instruction for group formation , group per site (Kongwa Kiteto; Malawi and Babati), each site will conduct activities addressing the 5 outcomes, may be more clarity from Mateete''
* ''global people will be distributed as follows''
''' ''Malawi (Caroline, Lulseged and Asamoah)''
''' ''KK (Mahama Saka and Birhanu)''
''' ''Babati (Jean Baptist and Sadat)''
9:00 group work on work plan
'''''10:30 Working coffee break '''''
11:00 group work continues
12:00 Process: The ''global/evaluation group start to'' ''go round each table (group) to see whether they are on the right track or not and give them guidance.''
'''''1:00 Lunch'''''
2:00 Communication session
* ''Process'' : 20 mins presentation by Jonathan on plan for comms. in AR phase 2 ''Highlights of the Africa RISING ESA and WA comm. tools survey + 15 mins .....ask participants to buzz about the presentation and then ask any clarification questions.'' 
* ''After the Q&A Jonathan, Tsehay and Gloriana will divide participants into 3 groups led by each of them for a quick sign-up drive for updates on CG space and Africa RISING News. The aim is to at least have all the participants registered on both of these platforms.''
''3:00 Facilitators check temperature if the groups are ready for presentations (decision to be made whether to report back or continue with work plan development). IF NOT READY participants will be given one more hour for the groups to finalize and report back.''
'''4:00 Working coffee tea break'''
4:15 Reporting back by each group 
* ''Process: 30 mins presentation by each group + 10 min feedback ''
*
5:30 Wrap up of day 3 - ''Mateete''
7:00 Cocktail / Networking event

'''Day 3: After action review:'''
'''''What went wrong/right during the day:'''''
* The team is still with us they are discussing intensively and that is good
* Bernard revised the log frame and did a good job
* We had opportunity to harness some good expertise
* People were drawing from the training they had on the previous day
* Time management were flexible, on addressing and changing the agenda
* It went well as expected
* Energizer was good.

'''Day 4''' (Saturday 8 October, 2016)
8:30 Agenda overview
8:40 Work plan refinement (based on feedback from plenary the previous day)
* ''Process: work plan refinement continues'' 
'''10:00 Break'''
10:30 Revision of work plans
* ''Process: work plan refinement continues ''
* ''+ Jonathan and Tsehay will collect final draft work plans from each group ''

11:30 Next steps & Closing remarks and final reflections - Irmgard H-Zeledon
12:00 Wrap up and closing meeting/ departure for those leaving on 8 October night flights
12:30 Revision of work plans continues

'''Day 4: Final after action review:'''
'''''What went wrong/right during the day:'''''
* The work plans (with the exception of Kongwa Kiteto) were not to the expected quality
* The Babati team split at some point during the work plan development session and this didn’t augur well for meeting the objectives of this session
* Templates should be sent to participants early; with sample information filled
* Having the training in advance of the planning meeting helped structure the thinking of the participants
* The timing for the event was okay; not too long; although hectic meeting in a way
* The cocktail was good – helped ease the tensions after very intense CoP discussions of the evening
* Revision of outputs and outcomes was an unexpected task that was not expected earlier
* The meeting was very interactive; participants had right energy levels

AR ESA phase2 inception-R&P Organizers - Revision history

JonathanOdhong: Imported from Wikispaces