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Workshop reporting/notes: Day 1 (Tuesday 28th September)-Project team meetings Day 2(Wednesday 29th September)- Project launch with stakeholders Day 3(Thursday 30th September)- Project reflection day

Latest agenda is now in word format-- see ~ Note the agendas have been revised by Nadia on Sept 20th-taking into consideration comments from a meeting with Tilahun on Monday 20th September~ Kindly see the detailed program for N2 Project meeting at 08.30 hours on 28th September.See attach =The September 2010 Launch Workshop=
 * Comments from others are in Notes section at the end

. __Overview Agenda__
 * __Workshop Objectives__**
 * Bring people together
 * Discuss with policy makers
 * Introduce projects to wider audience
 * Presenting Nile 1 lessons
 * a) for Alain to introduce CPWF and send a clear message on how NBDC could help our partners to achive impact and capacity, b) for Doug Marry to share the key lessons coming out of the synthesis work and its implications; and c) for our invited speaker to display the sucesses, gaps in rainwater managment and how they see our contribution could help to achive their goals in food security
 * Project planning for individual projects and cross-project planning

2. Addressing cross-cutting project activities (comms, sites, admin) || 1. Presentations 2. Discussions || 1. Collating comments 2. Planning and integration of feedback ||  || Tilahun booked for 28th small auditorium (he said for about 20 people). For 29th and 30th, large auditorium and two small meeting rooms means the two break out rooms (Room # 13 &14). I am suggesting alternative set of rooms: 28th-Infocentre ( 2 parts) plus IWMI meeting room and ILRI PLE meeting room for break out topic sessions (10:30-12;30) 29th- Large auditorium and small auditorium; for the three topic sessions can use two halves of large auditorium and small auditorium 30th- Infocentre (2 parts) plus IWMI meeting room and ILRI PLE meeting room for break out project sessions (2:00-5:00)
 * //Day// || **Tuesday 28th Sept.** || **Wednesday 29th Sept.** || **Thursday 30th Sept** || **Friday 1st Oct**. ?? ||
 * //Theme// || Project review day || Nile Launching day || Reflection workshop || Project planning day ||
 * //Who// || Project team members only || ALL: Stakeholders and project || Project team only || Project team ||
 * Focus || Review and planning || Official launch, raising awareness of CPWF and of NBDC, presenting N1 synthesis,Developing common ground, discussing key topics with stakeholders, getting feedback || Reflection and integration of comments and ideas ||  ||
 * Main activities || 1. Time for each project to meet


 * __Detailed Agenda( by day)__**


 * Tuesday 28th September--- Project review day [27 project staff plus 6 CPWF staff ??= 33 people]**

N3- N4 N5- || Project leads || 1. Introductions 2. Project introduction 3. Project updates
 * **Time** || **Activity** || **Process** || **Room** || **Person(s)** ||
 * 8:30-10:30 || Project meetings || Each project (N2,3,4,5) to meet to discuss status,etc || N2- Infocentre
 * 10:30-11:00 Coffee break ||  ||
 * 11:00-12:30 || In Plenary: Project overview

4. Any operation, decisions or issues to be discussed || 1. Introduction activity 2. Presentation 3. Informal updating 4. List them and then go through each || Infocentre || 1. Nadia 2. Tilahun 3. Project leaders 4. All || 1. Decide on topics to discuss and create schedule 2. Topic Meetings || 1. All to put forward topics and decide on a schedule of meetings 2. Topic meetings (up to 4 topic meetings can happen in parallel) || 1.Infocentre 2. 4 meeting rooms: || 1. All/Nadia 2. Topic champions and all || Plenary discussion || Infocentre || Tilahun, Project leaders and Topic leaders to share materials Others to discuss ||
 * 12:30-2:00 || Lunch ||  || Cafeteria ||   ||
 * 2:00-3:30 || In Plenary: Going deeper into key topics
 * 3:30-4:00 || Coffee break ||  ||   ||   ||
 * 4:00-5:00 || Discussion on Launch workshop: strategy, presentations and participants for the launch on the 29th. || Presenters to outline their presentations


 * Wednesday 29th September---Project launch (with stakeholders) [ total = 73 people]**

Coffee/tea-get to know each other || Sign-up Activity || Outside of large auditorium || Tsedey || *Official Opening *Introduction to the CPWF || Few words Speech Presentation || Large auditorium || *TBD Launch activity || Large auditorium || Tilahun Amede ||
 * Time || Activity || Process || **Room** || Person(s) ||
 * 8:30-9:00 || Registration
 * 9:00-9:30 || *Welcome
 * TBC
 * Alain Vidal ||
 * 9:30-10:00 || Ethiopia and rainwater management: Establishing the National context- what are the sucesses, gaps in rainwater managment and what contribution the CPWF NBDC could make to achieve the goals in food security  || Presentation || Large auditorium || 2 Speakers: Daniel Denano and Dejene Abesha ||
 * 10:00-10:30 || Introducing the Nile BDC (CPWF Phase 2)--and official launch || Presentation
 * 10:30-11:00 || COFFEE/TEA BREAK [and group photo of launch] ||  || In front of cafeteria ||   ||
 * 11:00-12:30 || *Key lessons coming out of the synthesis work from CPWF Phase 1 projects and its implications

*Discussion on what has been done/learnt already, gaps- What still needs to be done and learnt?-Gap analysis , and how this project can contribute

NOTE: Explain after lunch activity and hand out number cards (1,2,3) as people go to lunch || *Presentation 1. Biophysical variables and constraints (hydrology and interventions 2. Landscape and livelihoods, mapping and targeting 3. Innovation and impact (including upscaling, communication, networking, platform, etc) 4. Key variables in upstream downstream, models and indicators of consequences || 1.-Participants to visit ONE topic of their choice for t more information
 * Open discussion to understand and 'map' the context, existing work, gaps and role of the NBDC || Large auditorium || *Doug
 * Nadia ||
 * 12:30-2:00 || LUNCH ||  || Cafeteria ||   ||
 * 2:00-3:00 || Project presentations (N2,3,4,5) || 1 presentation- 4 project leaders each to give a 5 min overview || Large Auditorium || 4 Project leaders ||
 * 3:00-4:00 || Exploring key topics:

Each topic to decide own format/process for presentation and discussion || 1-Large Auditorium 2- Small auditorium 3-Meeting room (TBC) 4. Meeting room || Topic groups leade by: 1. Matthew 2. Katherine 3. Alan 4. Seleshi || *Closing words || Large Auditorium || Nadia Debbie (IWMI) ||
 * 4:00-4:30 || COFFEE/TEA BREAK ||  ||   ||   ||
 * 4:30-5:15 || In plenary: Discussion on future and further engagement-how? || Open discussion || Large Auditorium || Tilahun ||
 * 5:15-5:30 || Workshop closing || *Ask participants to give key things to consider for moving forward. (also additional ones on cards)
 * 6:30- || Leave for workshop dinner ||  ||   ||   ||


 * Thursday 30th September--Reflection day**

a. Insights from Pamela and Amanada (CPWF) b. Additional from project team 2. Deciding which ones go to which projects to integrate || 1 a. Giving feedback to be listed 1b. Additonal points gethered from projectteam--to be listed 2. Projects noted next to various feedback points listed that they should integrate || Pamela and Amanda and Tilahun || 1. M&E (the practical use of OLMs, with real examples) and on baseline 2. Discussion on expectations between N5 and other projects (both ways) and inter linkages between projects 3. Communication strategies and activities || 1. Presentation and discussion 2. Discussion 3. Presentation and discussion || 1. Boru/Sophie 2. Tilahun 3. Peter Ballantyne/MichaelVictor || (each get own coffee/tea) || Individual project meetings, including CPWF person for each project ||
 * **Time** || **Activity** || **Process** || **Person(s)** ||
 * 9:00-10:30 || 1. Identifying the main comments, feedback and reflections from Wednesday
 * 10:30-11:00 || Coffee/ tea ||  ||   ||
 * 11:00-12:30 || Discussing project 5-cross cutting issues, including:
 * 12:30-2:00 || LUNCH ||  ||   ||
 * 2:00-5:00
 * Intergating comments, feedback etc
 * R evisit the OLM and revise--with one CPWF person with each project to advise and approve by end of the session
 * Team planning (which can continue on Friday too) ||  || Project leaders

1 Oct: Teams/projects follow up day (as required) At least a ‘comms group’ planning/coordination session wich projecst are planning to meet today for planning? *N2- YES *N3- ? *N4- ? *N5- maybe

Invitations are sent out already
 * __Information on participants__**


 * SN || Category || No of Participants || Confirmation || Rejection || No Response Yet ||
 * || External Participant || 55 (One person gave a delegate who is already invited and has confirmed. So the two can be counted as one making the total number 55) || 40 || 5 || 10 (two are delegates of other originally invited participants) ||
 * || ILRI/IWMI/Project Staff || 27 (including the consultant) || 27 ||  ||   ||
 * || CPWF Staff || 7 (including the consultant) || 6 || 1 ||  ||
 * || Total || 89 || 73 || 6 || 10 ||
 * || Total || 89 || 73 || 6 || 10 ||

Who are we inviting???
 * **Government** || **NGOs** || **Research Institutions** || **Regional/International bodies** || **Donors/Technical** ||
 * Bureaus of Ag-heads || Oxfam ||  || ASARECA || GTZ ||
 * Gov NRM reps || CRS ||  || UNEP ||   ||
 * Min of Ag reps ||  ||   || Lake Victoria ||   ||
 * Min of Water reps ||  ||   ||   ||   ||

=__Additional Notes__=

__Old afternoon schedule for wednesday 29th--from N2 meeting on Friday 3rd__

*Biophysical variables and constraints (hydrology and interventions [Matthew to lead planning] *Landscape and livelihoods, mapping and targeting [Katherine to lead planning]  *Innovation and impact (including upscaling, communication, networking, platform, etc) [Tilahun to lead planning]
 * 2:00-4:30 || Exploring key topics:

including COFFEE/TEA BREAK || 1.-Participants to Visit ONE topic at a time for thirty minutes more information (can run into coffee)--move to next topic and then next (in different rooms)

each topic to decide own format/process for presentation and discussion || N2- Part 1 of Large auditorium N3-Part 2 of Large auditorium N4- Small auditorium || Project leaders || -Closing words || Large auditorium || Nadia Debbie (IWMI) ||
 * 4:30-5:00 || Workshop closing || -Ask participants to give key things to consider for moving forward. (also additional ones on cards)

=Debbie:=

I have a few comments:

28th we will probably need time to focus also on presentations and strategy for the launch on the 29th.

On launch: not sure what Doug was planning, but would wonder if 1 1/2 hours is enough. I think he wanted a full discussion/input session.

If we take 15 min for each project plus questions/answers there will not really be time for tables. Will all the effort of preparing tables be wasted? We may need to decide if we're going for traditional plenary presentation of the projects or a marketplace, probably not time for both. This is also where we need time on the 28th to ensure the project presentations are really good- as in not simply listing methods and outputs on slides with bullets, but rather emphasis on main goals, expected audience, outcomes hoped for etc. (Same goes for introductory presentation)

Reflection day: Not sure what CPWF had in mind, but N2 is already planning to revisit the OLM and revise at this meeting. So a good session within projects to revise OLM's, and hopefully get the approval from CWPF at the same time, is needed. Hopefully this would all be documented to their satisfaction and be a done deal before the close of the day.

=**Shirley:** = 1.Objectives- SUGGEST TO ADD SOMETHING ON PROJECT PLANNING TOO - I KNOW EACH INDIVIDUAL PROJECT NEEDS THAT, AND I THINK IT WILL BE GOOD FOR CROSS PROJECT TOO (OR MAYBE THAT BIT IS COVERED BY THE REFLECTION WORKSHOP?) - THESE ARE INCLUDED IN THE AGENDA, SO SHOULD COME HERE TOO.. 2. Wednesday- NEED TO MAKE SURE STAKEHOLDERS EXPECTATIONS ARE CLEAR, AND THERE ARE CLEAR FOLLOW UP STEPS THAT ARE ADHERED TO.... 3. Thursday-refection workshop--DOES CPWF HAVE ANYTHING FORMAL FOR THESE REFLECTION WORKSHOPS? ARE THEY MEANT TO INFORM REVISION OF OLM ETC? =**Tilahun:** I had a Skype meeting with CPWF team (Boru and Amanda) and an e-mail comunication with Alain related to the Nile launching workshop. Few more suggestions emerged from their side: =
 * TILAHUN WILL NEED TO ADVISE HERE - I SUSPECT THERE MAY BE SOME HIGH LEVEL SPEAKER SLOTS....? MAYBE THERE NEEDS TO BE A SEPARATE LAUNCH PART (FOR HIGH OFFICIALS ETC) THAT CAN BE FAIRLY SHORT, AND THEN A MORE EXTENDED (ALONG THE LINES YOU HAVE HERE ) ENGAGEMENT WITH STAKEHOLDERS?

**i) Sept 29th.** As Shirley noted in her comments earlier, we need to best use the event to engage key institution leaders and policy makers in the first session. The CPWF would like to see us achive three targeted objectives: a) for Alain to introduce CPWF and send a clear message on how NBDC could help our partners to achive impact and capacity, b) for Doug Marry to share the key lessons coming out of the synthesis work and its implications; and c) for our invited speaker to display the sucesses, gaps in rainwater managment and how they see our contribution could help to achive their goals in food security..This shoud also create the basis for a round table discussion upto coffee time (Nadia's show). Depending on the availability of time in the afternoon, there is also a suggestion for indiviual teams to meet and integrate key insights emerged from the morning discussion into tour workplans; interested workshop participants could also join and contribute.

**ii) Sept 30th.** The CPWF MT could be called for any specific task but they want us to take the lead. I have asked Boru and Sophie to give us a 15 minute presentation on M&E (the practical use of OLMs, with real examples) and on baseline and they have agreed. They have also suggested to see more pace for excahnging ideas and a 10 minute discussion on what teams expect from the N5 and what N5 is expecting from the teams.

iii) They would like to see a consolidated agenda with details by the end of August, before theeir MT meeting on early September. Nadia and me will work on this, after consolidating the discussions.

Comments from Alan D.

For the Innovation and Impact consultation/info session on the 29th, I see Tilahun is down to lead (although I thought we agreed that I would lead). Anyway, I throw out a few ideas here on how this session might run in terms of the innovation aspects:

I suggest we have 3 topic areas:


 * Local innovation mechanisms (mainly N2 innovation stuff) - initial presentation by Eva/Alan
 * Regional and national innovation mechanisms (mainly N5 innovation stuff) - initial presentation by Seife/Tilahun
 * Linking the two (making a coherent whole) - initial presentation by Alan/Seife

Each would start with a 3 or 4 minute ppt introducing the issues and what is planned. We could then have brainstorming around the following questions:


 * Does it make sense?
 * What are the pitfalls?
 * How would we address the pitfalls

In the notes above I see the proposal is for this to be a single 1.5 hr session although I thought we had decided to have 2 x 45 min sessions. I would favour the latter so that we have some snappy presentations, smaller groups and some rapid feedback. We might need to have some good facilitators to avoid getting bogged down in protracted discussions.

These are just initial thoughts and I look forward to refinement and new ideas from others.