17 Governance Structure

Dr. B .K. Pattanaik

Content Outline

•  Objectives
•  Introduction
•  Programme Governance: Importance and Principles
•  Role and Functions of Managerial Wings of Programme Governance
•  Steps in Programme Governance Conclusion
•  Conclusion

Objectives

After completing this module the learner will be able to:

• Define programme governance and its importance
• Draw a governance structure
• Describe the functions of different managerial wings

1.1 Introduction

Governance is critical to development and therefore it has also to play important role in development communication system. Rogers(1976) has rightly said that development communication is the study of social change brought about by the application of communication research, theory and technologies to bring about development. As development communication requires a systemic approach to bring about development, therefore, governance of development communication is very essential. This module will deal with the governance structure and its establishment and functioning.

1.2 Programme Governance: Importance and Principles

1.2.1 Progarmme Governance: Importance

Programme governance help the organization to systematically implements the project so that the goal and objectives of the implemented project are achieved within the given time. A programme is a major initiative taken up the organization either thorough its own fund or funding from the external agencies. For the effective implementation of project and in order to get the desired output, project governance is very essential. The programme governance addresses a number of issues:

(i) define and implement a structure within which to execute the programme management;

(ii) provide active direction and periodically review interim results; and

(iii) identify and execute achievement of planned outcome.

The purpose of good governance is to provide the environment that facilitates or even forces, the right decisions to be made by the right people at the right time.

1.2.2 Programme Governance Principles

A few important principles of the programme governance area as follows:

• (i) Single Point of Accountability: The personnel involved in the governance affair of the programme need to be accountable to their job responsibility. One should not shift the responsibility on other for any fault in the programme formulation and implementation. On the other hand, there should not be fight among the progarmme management for taking the credit for the successful implementation of any programme. To be accountable means to be sincere to one’s duties and responsibility. Any procrastination will bring bad name to the management. It is better to establish single point of accountability, so that there is less possibility of shifting of responsibility.
• (ii) Separate Project Governance and Organizational Governance: The project board must take key decisions relating to the project. If it is left to the organizational governance it will lead to delay in programme decision making.
• (iii) Empowerment of the Programme Manager: This means that as the programme manager is accountable for the success of the programme, therefore, he or she must be empowered. Decision making authority must be vested in him.
• (iv) Ensure Consistent Decision Right: There may be many entities associated with the governance of the project. It is therefore, important that each decision making “layer” is clear on its decision rights.
• (v) Documentation: The government arrangements should be documented. To be frank, each organization needs to have a project governance policy.

1.3 Role and Functions of Managerial Wings of Programme Governance

The governance structure consists of important wing those are:

(i) Advisory Committee; (ii) Steering Committee; and (iii) Core Development Group consisting of: (a) Programme Planning Unit; (b) Communication Development Unit; (c) Monitoring and Evaluation Unit.

(i) The Advisory Committee: The advisory committee is the beginning point of the governance structure. This committee is the key point for taking all important decision regarding the effective governance of the programme. The advisory committee must consist of member from the top level management of the organization and also the subject experts from within as well as outside the organization. It must meet time to time to take the stock of the implementation of the programme and give useful advice regarding it effective implementation.

The Steering Committee: The real work start after the formulation of the steering committee. This committee is the king pin of the governance structure who actually steer the programme. Its role is to provide guidance, strategic direction and networking/communication, and to agree on a model for the future funding and governance of the programme. Some of the important functions of the committee are to:

• Articulate and communicate the mission of the programme.

• Identify working principles relating to the progamme implementation.

• Look after the operational and financial issues relating to programme.

• From time to time review progress against key goals set-up.

• Create an enabling environment for the task group for the success of the programme.

• Identify resources and funding for the future sustainability of the programme.

(i) Task Group

This is the operational wing of the programme management. This core group plays an important role in programme management. Some of the roles of this task group in programme management are:

• To consult with partners
• To learn from other experiences
• Developing and coordinating networks
• Piloting ideas and projects
• Undertaking appraisal and making proposals on funding, governance, and other structures

The important wings of the core development group are as follows:

• (a) Programme Planning Unit: The programme planning unit prepares the plan of the programme such as its mission and objectives, strategies of implementation, activities, etc.

• (b) Communication Development Unit: As the governance is related to the communication development governance, therefore, the communication development unit plays an important role in the structure of governance. It not only coordinates with the programme planning unit but also down the line with the monitoring and evaluation unit. It also works in tandem with the higher level management wing such as programme advisory committee and steering committee also.

• (c) Monitoring and Evaluation Unit: Last but not the least important wing of the task group is to establish a monitoring and evaluation unit. This unit has significant importance in formulating right monitoring and evaluation strategy for the successful implementation of programme. The areas experts work closely to formulate appropriate strategies for monitoring and evaluation. They also conduct either directly or indirectly through other agencies the monitoring and evaluation and document its findings and provide it to the higher wings of the governance for taking right decision for the effective implementation of the programme.

1.4 Steps in Programme Governance

Six steps in programme governance are given below in the diagram below:

(i) Identification of the Programme: At the outset the task group has to identify the programme and develop necessary curriculum and pass it through the statutory bodies. The identification programme needs a lot of homework on the part of the team engaged in the identification of the programme. There should be subject and technical experts in the team.

(ii) Initiate the Programme: After the identification of the programme, the next step is to initiate necessary activities for the starting and launching of the programme. The initiation of the programme requires a lot of approval from the different governance level such as from the steering committee and also the advisory committee. The team involved in the programme has to be through enough to face the committee, make them understood and get the necessary approval.

(iii) Formulation of Strategy: Strategy formulation is one of the vital components of programme governance. Without the appropriate strategy formulation the desired result cannot be achieved. It has to take in to considerations the factors like who will do what, when what has to be done, etc. In this stage complete activities and task mapping have to be done for the better governance of the project. Accountability has to be fixed.

(iv) Development of Organizational Capability: After the strategy formulation appropriate action has to be taken for the capacity building of the personnel in the organization who are being involved the programme governance. The capacity building varies from one programme to the other depending on the programme objectives and personnel deployed in the programme.

(v) Implementation of the Programme: The communication development programme has to be implemented. The personnel involved in the programme have to perform their task diligently and take the responsibility of implementing the tasks assigned to them.

(vi) Monitoring and Evaluation: Monitoring and evaluation is an important wing of programme governance. The success any programme depends on effective monitoring at each and every phase of the programme implementation and removing deficiencies. Monitoring starts from the beginning of the programme implementation. However, evaluation of the programme is done at the mid-term as well as in the end of the programme. Both internal as well as external evaluation is suggested as an impartial way and good governance means of monitoring and evaluation.

(vii) Closing of the Programme: Finally the programme has to be closed and utilization certificate to the donor agencies along with the monitoring and evaluation report has to be submitted. The successful implementation of the programme leads to the satisfactory closing. It is observed that many programme were not properly closed which lead to may audit objections and also complain from the donor agencies.

1.5 Conclusion

Programme Governance is one of the key aspects of the effective implementation of any development communication programme. Therefore, knowledge about the structure of governance will be helpful for the effective programme governance. This unit has dealt with the principles of programme governance, its structure and important steps in programme governance. Creating a structure of programme governance will enable the organization to effectively formulate implement and monitor the programme implementation. On the other hand, the steps in programme governance will enable in the effective conduction of the programme.