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MDF Tool: Participation matrix

                         By Dr Malik Khalid Mehmood PhD

[After you decide what to do for the target group (e.g. with the Logical Framework), you
need to decide who will what. You need to divide tasks within and between organisations.
The below tool assists in clearly distributing and monitoring tasks and responsibilities].


Participation matrix

What is it?
A participation matrix reports whom to involve in which way in a process.


What can you do with it?
The matrix can include external and/or internal actors, such as departments and
individuals within an organisation (if parties are internally subdivided, 'supervision' can be
added as type of involvement).

Results
•   Who will do what, particularly in change implementation
•   Who will be involved with information, advise or supervision


How to use it?

Groundwork
The activities and results have to be decided upon, and the stakeholders should have
been identified. This tool then determines and reports the exact task division. A
participation matrix may well follow after making a LogFrame.

Process
Deciding on who does what in an institutional change process may take one or a few
hours in a plenary meeting, but is more often communicated over through emails and
telephone calls over a period of a few weeks.

Follow up
As probably indicated in the matrix, one or more actors will steer the whole process and
check whether everybody does his or her part satisfactorily. If not agreed beforehand, the
activities need to be planned in time.
                                                                                                           MDF copyright 2005




Requirements and limitations
It is a common sense matrix, which leaves the assessment and decision of who can best
do what to the users of the matrix.
                                                                                                               www.mdf.nl




                                                                                                 Page 1
MDF Tool: Participation matrix



Example participation matrix Central Statistical Office

Problem owner
Central Statistical Office

Basic question
How should the organisation introduce a computerised Management Information System?

Sub-question
Who should be involved in which topic and in what manner?

Conclusions/Plans




                                                                                                                                                                                                                 Deputy (data processing)




                                                                                                                                                                                                                                                                                                                                    Director (documentation)
                                                                                                                 Deputy (data collection)




                                                                                                                                                                                                                                                                                                                                                               Director (programme)
                                                                                                                                            Director (production)




                                                                                                                                                                                                                                                                                                             Director (computers)
                                                                                                                                                                    Director (population)




                                                                                                                                                                                                                                                                  Director (economy)
                                                                                                                                                                                                                                            Director (research)


                                                                                                                                                                                                                                                                                       Director (training)




                                                                                                                                                                                                                                                                                                                                                                                      Director (finance)
                                                                                                                                                                                            Director (project)
                                                                                             Technical officer
                                                                                  Chairman




                                                                          Actor
Activity
1. Sufficient resources obtained                                                             P
  1.1   Overall development plan presented                                         I                                                                                                        P
        1.1.1 Preparation of project proposal                                                                    R                                                                          R                    D                                                                                           P                                                 P
        1.1.2 Discuss the proposal with other ministries                                                         R                                                                          P                                                                                                                P                                                 P
        1.1.3 Discuss the proposal with donors                                                                   P                                                                                                                                                                                                                                             P
        1.1.4    Co-ordinate with the Min. of Planning to have the                                               P                                                  P                       P
                 final proposal
  1.2   Efficient co-ordination mechanism operational                             I
        1.2.1 Put and execute co-ordination plan (meetings, etc.)                                                P                                                                                               R                                                                                           P                                                                        P
        1.2.2 Appoint a co-ordinator                                                                             P                                                                                               R                                                                                           P
        1.2.3 Determine the job description                                                                      P                                                                          D                    R                                                                                           P                                                 P
        1.2.4 Train the staff to achieve their duties                                                            P                                                  R                       R                    R                                                                                           P                                                 P
2. Data collection improved.
  2.1 Recurrent data collection improved                                           I                             D
        2.1.1 Statistical data are directly disseminated to the users                                            P                                                                                                                                                                                                                                                                    P
                that are concerned.
  2.2   Data collection for surveys, census, etc. is improved.                     I                                                                                P                                                                                             P
        2.2.1 Training for data collectors                                                                       R                          P                                                                                                                     P                    P
        2.2.2 Improving the financial incentive system                                                           P                                                                                                                                                                                                                                             P                      R
3. Data input from data providers improved                                         I                             R
  3.1 Train & qualify skills of Stat. Units in statistics and computers                                          P                                                                                                   I                                                                 R
                                                                                                                                                                                                                                                                                                                                                                                                            MDF copyright 2005




  3.2 Improve the quality of skills in CSO branches                                                              R                                                                                               R
  3.3 Clarify questionnaires, definitions and instructions                                                       R                                                                                               D
  3.4 Involve Stat. Units in field work                                                                          R
  3.5 Evaluate data from providers                                                                               R                                                  P
  3.6 Seminar for data users.                                                                                    P                                                                                                   I                                                                 R                                                                                              P
Overall supervision                                                               D                                  I                          I                    I
                                                                                                                                                                                                                                                                                                                                                                                                                www.mdf.nl




                                                                                                                                                                                                                                                                                                                                                                                            Page 2
MDF Tool: Participation matrix




Steps in making a participation matrix

0. Verify the ground:
    • Activities and results, preferably time-bound
    • Stakeholders who may play a role
1. Draw the matrix for the (diagnosis, change- or project implementation) process
    • Columns for each stakeholder
    • Rows for each activity of the process
    • Also rows for overall supervision of components (results, purpose and overall
        objectives)

2. Determine the tasks and roles. Fill in the boxes:
        I    = Inform (gets informed)
        A = Consult (gives advise)
        P = Partnership (gives approval)
        D = Control (takes decision)
        [R = Supervision (is responsible over the delegated authority that decides. This is
        relevant if internal divisions of an organisation are in this matrix]

3. Check the participation
    • Smooth away overlap or gaps
    • Smooth away possible contradictions with existing task and power distribution




                                                                                                        MDF copyright 2005
                                                                                                            www.mdf.nl




                                                                                              Page 1

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Logramme __participation_matrix__by dr malik khalid mehmood ph_d

  • 1. MDF Tool: Participation matrix By Dr Malik Khalid Mehmood PhD [After you decide what to do for the target group (e.g. with the Logical Framework), you need to decide who will what. You need to divide tasks within and between organisations. The below tool assists in clearly distributing and monitoring tasks and responsibilities]. Participation matrix What is it? A participation matrix reports whom to involve in which way in a process. What can you do with it? The matrix can include external and/or internal actors, such as departments and individuals within an organisation (if parties are internally subdivided, 'supervision' can be added as type of involvement). Results • Who will do what, particularly in change implementation • Who will be involved with information, advise or supervision How to use it? Groundwork The activities and results have to be decided upon, and the stakeholders should have been identified. This tool then determines and reports the exact task division. A participation matrix may well follow after making a LogFrame. Process Deciding on who does what in an institutional change process may take one or a few hours in a plenary meeting, but is more often communicated over through emails and telephone calls over a period of a few weeks. Follow up As probably indicated in the matrix, one or more actors will steer the whole process and check whether everybody does his or her part satisfactorily. If not agreed beforehand, the activities need to be planned in time.  MDF copyright 2005 Requirements and limitations It is a common sense matrix, which leaves the assessment and decision of who can best do what to the users of the matrix. www.mdf.nl Page 1
  • 2. MDF Tool: Participation matrix Example participation matrix Central Statistical Office Problem owner Central Statistical Office Basic question How should the organisation introduce a computerised Management Information System? Sub-question Who should be involved in which topic and in what manner? Conclusions/Plans Deputy (data processing) Director (documentation) Deputy (data collection) Director (programme) Director (production) Director (computers) Director (population) Director (economy) Director (research) Director (training) Director (finance) Director (project) Technical officer Chairman Actor Activity 1. Sufficient resources obtained P 1.1 Overall development plan presented I P 1.1.1 Preparation of project proposal R R D P P 1.1.2 Discuss the proposal with other ministries R P P P 1.1.3 Discuss the proposal with donors P P 1.1.4 Co-ordinate with the Min. of Planning to have the P P P final proposal 1.2 Efficient co-ordination mechanism operational I 1.2.1 Put and execute co-ordination plan (meetings, etc.) P R P P 1.2.2 Appoint a co-ordinator P R P 1.2.3 Determine the job description P D R P P 1.2.4 Train the staff to achieve their duties P R R R P P 2. Data collection improved. 2.1 Recurrent data collection improved I D 2.1.1 Statistical data are directly disseminated to the users P P that are concerned. 2.2 Data collection for surveys, census, etc. is improved. I P P 2.2.1 Training for data collectors R P P P 2.2.2 Improving the financial incentive system P P R 3. Data input from data providers improved I R 3.1 Train & qualify skills of Stat. Units in statistics and computers P I R  MDF copyright 2005 3.2 Improve the quality of skills in CSO branches R R 3.3 Clarify questionnaires, definitions and instructions R D 3.4 Involve Stat. Units in field work R 3.5 Evaluate data from providers R P 3.6 Seminar for data users. P I R P Overall supervision D I I I www.mdf.nl Page 2
  • 3. MDF Tool: Participation matrix Steps in making a participation matrix 0. Verify the ground: • Activities and results, preferably time-bound • Stakeholders who may play a role 1. Draw the matrix for the (diagnosis, change- or project implementation) process • Columns for each stakeholder • Rows for each activity of the process • Also rows for overall supervision of components (results, purpose and overall objectives) 2. Determine the tasks and roles. Fill in the boxes: I = Inform (gets informed) A = Consult (gives advise) P = Partnership (gives approval) D = Control (takes decision) [R = Supervision (is responsible over the delegated authority that decides. This is relevant if internal divisions of an organisation are in this matrix] 3. Check the participation • Smooth away overlap or gaps • Smooth away possible contradictions with existing task and power distribution  MDF copyright 2005 www.mdf.nl Page 1