Consortium Board Action Sheet - cgiar
CGIAR Consortium Board: Action Log
CB25-02 (Document reference number)
Governance message: This document is part of an internal deliberative process of the Consortium Board and will not be made public. Document category: Paper is able to be shared with Centers for input in advance of CB25 deliberations
Last Updated: 20 April 2016
Introductory Note: The purpose of this document is to record all pending or ongoing decisions since the immediately preceding Board meeting, and all actions along with the current status of each of these to ensure the tracking of progress of these items. Each item will remain as incomplete decisions (A.1) or incomplete actions (B.1) till finalized. When finalized for the first time, it will appear on the second page under items A.2 and B.2 as required. After this details will be available if required but not visible.
No.
Decision/ Agenda Item
Action / Next Steps
Current Action Owner
Milestone to record completion
Status
Number of business days Status Notes (Blue commentary is new) outstanding
A.1 Board Decisions - Pending or Ongoing A-0
CB12, (CB decision 154)
The Consortium Board approved the revised 'CGIAR Indirect Cost Allocation Guidelines' comprising document No.5 in the Financial Guidelines Series, and forming part of the "CGIAR Common Operational Framework", for forwarding to the Fund Council for Approval.
Fund Office/ Fund Council
Fund Council approval
Ongoing
717
Following the CB Decision 15 June 2013, FG5 was submitted to the Fund Office on 11 October 2013. The FO sent the document to Fund Council Governance Committee (FCGC) on 20 Feb 2014 for comments. A note was sent by FO to CO on 6 April 2014 on behalf of FCGC requesting information on process of consultation, and a memo detailing this was provided on 5 May 2014 for FCGC meeting on 6 May 2014. The CO was advised in July 2014 that efforts were being made to encourage progress on the matter. In November 2014 the FO sought opinion from IAU on 'professional standard' of FG5. The IAU Director wrote to FO on 13 November 2014 seeking clarification on the level of work expected, with no reply received. The FO contacted the CO in February 2015 seeking clarification on element of indirect cost rates to which a response was provided in July 2015.
* Continuing item from June 2013.
A-4
B21-EDP-02
Upon the recommendation of its Governance and Policy Coordination Committee, Fund Office/ the Consortium Board approves the CGIAR Consortium Fund Council Diversity and Inclusion Strategy 2016 – 2020 (Revision 1), 8 October 2015.
Fund Council approval
Ongoing
135
On 1 December 2015 the Fund Office circulated the Strategy to the Fund Council for input by 11 January 2016, inviting detailed review and feedback on this revised document from FC members. No comments were received. Following indication from the Fund Office on 9 March that a targeted note to 3 key donors with gender specialists requesting assistance, the CO was advised in writing by the Fund Office on 16 March that the preference of donors is to defer the approval decision to the first or second System Council meetings (July or November 2016).
A-5
CB/B22/DP04
The Consortium Board approves the re-stated CGIAR Investment Policy Guidelines Fund Office/ set out in meeting document CB22-05 for approval by the Fund Council Fund Council
Fund Council approval
Ongoing
118
On 1 December 2015 the Fund Office circulated the Guidelines to the Fund Council for input by 11 January 2016. No comments were received.
* Supersedes the Consortium Board approved 2013 version received by the Consortium from the Fund Office in March 2015. Document substantially revised following that input and Center consultations.
No.
Decision/ Agenda Item
Action / Next Steps
Following indication from the Fund Office that the matter was added to the agenda of the 3 March meeting of the Fund Council's Governance Committee ('FCGC') to ask that they have the document reviewed for a later discussion, the CO was advised in writing by the Fund Office on 16 March that the preference of donors is to defer the approval decision to the first or second System Council meetings (July or November 2016).
Action Owner
Milestone to record completion
Status
Number of business days Status Notes (Blue commentary is new) outstanding
B.1 Other Action Points - Pending or Ongoing B-25
CB/B23/AP-05 The Chair to oversee an anonymous 2015 performance assessment of the Lynn Haight Consortium CEO via a "survey monkey" type of tool, involving engagement of representatives of the Board, centers and other stakeholders, as agreed between the Chair and the Consortium CEO. The Chair will report on the assessment during an in-camera session at the Twenty-Fourth meeting on 29 March 2016.
B-26
CB/B24/AP-01 The IAU Director to explore the possibility of the Center-Consortium One Corporate System (‘OCS’) Steering Committee distributing to ICRISAT, through its Director General, the IAU Audit on the OCS System.
B-27
CB/B24/AP-02 The Consortium Office to provide, for its 25th meeting, a lessons learned report on Consortium Office Document the CRP2 tool. provided for CB25 Meeting in June 2016 CB/B24/AP-04 The Consortium Board, and its successor the System Council, is recommended to Consortium Board review the IAU’s budget v’s actual quarterly. CB/B24/AP-05 The Board would welcome an update on the status and actions of the resource Consortium Office Document mobilization community of practice, so that specific items can be taken in the provided for CB25 Consortium Board’s planned handover memo to incoming management on key Meeting in June risks in the system. 2016
B-29 B-30
Assessment completed and findings reported to the Board
IAU
In progress
89
Survey now closed. The Consortium Board will discuss the CGIAR Consortium CEO performance to the in-person 20-21 June 2016 meeting.
Ongoing
16
After discussions between the Director of Finance and Corporate Services and IAU, it is not recommended to proceed to share this material, which is now some time passed, there is a change of leadership of the steering committee, and not full agreement in the past.
Ongoing
16
The Consortium Office FCSD, in collaboration with the CO Shared Services Team, is drafting a report on the lessons learned, including how these may have materially affected submissions.
Ongoing
16
Ongoing
16
1 of 2
Introductory Note: The purpose of this document is to record all pending or ongoing decisions since the immediately preceding Board meeting, and all actions along with the current status of each of these to ensure the tracking of progress of these items. Each item will remain as incomplete decisions (A.1) or incomplete actions (B.1) till finalized. When finalized for the first time, it will appear on the second page under items A.2 and B.2 as required. After this details will be available if required but not visible.
No.
Decision/ Agenda Item
Action / Next Steps
Current Action Owner
Milestone to record completion
Status
Number of business days Status Notes (Blue commentary is new) outstanding
A.2. Board Decisions - Completed since the last Board meeting (shown for transparency) A-8
CB/B24/DP02
A-9
CB/B24/DP04
The Board endorsed the CGIAR Consortium Progress Update October 2015 – March 2016 (CB24-03, Revision 1), requesting that the following additional points be taken up by the Consortium Office prior to submission: a. Review and adjust, as required, the notes to the Financial Results table to enhance clarity; and b. Provide a more realistic statement of the experiences in respect of the progress report in regard to: (i) the CRP2 full proposal submission tool and a recommended review of the tool’s effectiveness; (ii) resource mobilization efforts in the current dual governance system; and (iii) the policy adoption processes, and the status of the various policies under consideration. The Board endorsed the 5th CGIAR Consortium Gender and Diversity Performance Report, March 2016 (CB24-07, Revision 1), requesting that data labels be updated and a comment be provided also on the availability of trend data.
Status Notes (Blue commentary is new) Fund Office/ Fund Council
Fund Council approval
Completed
16
Following edits made in line with the recommendations outlined in the Consortium Board's decision, Revison 1 of the CGIAR Consortium Progress Update October 2015 – March 2016 was submitted to the Fund Office on 13 April for consideration at the Fund Council's 15th Meeting
Fund Office/ Fund Council
Fund Council approval
Completed
16
Following edits made in line with the recommendations outlined in the Consortium Board's decision, the 2. 5th Gender and Diversity Performance Report was submitted to the Fund Office on 13 April for consideration at the Fund COuncil's 15th Meeting
B.2. Other Action Points - Completed since the last Board meeting B-15
CB/B22/AP-01 Agenda for December 2015 Consortium Board meeting to include discussion on the ARC mandate based on a paper prepared by the Consortium’s Director of Finance and Corporate Services, as discussed initially by the ARC
Consortium Office Inclusion of topic on April 2016 ARC agenda
Completed
117
Due to ongoing consideration on the future role and scop of the IAU as part of the CGIAR System Tranbsiton, the need for a parallel CB-led review is considered to have passed.
B-16
CB22, Agenda A joint letter is to be prepared by the Board Chair and ARC Chair to confirm the Item 5 funding position for the IAU to end 2015, to absorb the budget deficit, and reconfirm the importance of ensuring that audit engagements, and funding for them, be retained in 2016
Lynn Haight, Klaus Letter completed Leisinger and sent by end January 2016
Closed
102
To be sent at the start of 2016 when there is clarity on the extent of coverage of IAU's overall 2015 deficit in regard to the shared services element of the IAU function.
B-28
CB/B24/AP-03 The IAU Director to reissue to the Consortium Board a restated Executive Summary IAU of the document titled ‘IAU Final Consolidated CRP Phase 1 Advisory Report, CB2304’ and ‘Final IAU Genebanks advisory report, CB23-05.
As reported by the IAU Director to the Audit Oversight Group (comprised Center and Consortium representatives from audit committees and corporate services) on 19 February 2016, efforts to finalize the amount of the deficit have resulted in the figure being approximately US$ 700,000 (up from estimates at end 2015). Thus, in total, the CGIAR Consortium budget contribution to the IAU function (a shared service amongst the Centers and the Consortium at the current time) was approximately US$ 1.5 million. The issue of the deficit was also raised at the Centers Corporate Services Executives mid-January 2016 virtual meeting in an in-camera session. Recognizing the disclosures that have now been made, and the opportunity for the Center Audit committee chairs to take the topic up through the Centers' network, and the ongoing transition discussions, the recommendation is that the letter no longer be sent. Executive Summaries provided to CB
Completed
2 of 2
10
On 12 April 2016, the IAU prepared and issued to the Consortium Board an internal Consortium document titled ‘Executive Summaries of IAU Reports’, which included this information.
CB25-02 (Document reference number)
Governance message: This document is part of an internal deliberative process of the Consortium Board and will not be made public. Document category: Paper is able to be shared with Centers for input in advance of CB25 deliberations
Last Updated: 20 April 2016
Introductory Note: The purpose of this document is to record all pending or ongoing decisions since the immediately preceding Board meeting, and all actions along with the current status of each of these to ensure the tracking of progress of these items. Each item will remain as incomplete decisions (A.1) or incomplete actions (B.1) till finalized. When finalized for the first time, it will appear on the second page under items A.2 and B.2 as required. After this details will be available if required but not visible.
No.
Decision/ Agenda Item
Action / Next Steps
Current Action Owner
Milestone to record completion
Status
Number of business days Status Notes (Blue commentary is new) outstanding
A.1 Board Decisions - Pending or Ongoing A-0
CB12, (CB decision 154)
The Consortium Board approved the revised 'CGIAR Indirect Cost Allocation Guidelines' comprising document No.5 in the Financial Guidelines Series, and forming part of the "CGIAR Common Operational Framework", for forwarding to the Fund Council for Approval.
Fund Office/ Fund Council
Fund Council approval
Ongoing
717
Following the CB Decision 15 June 2013, FG5 was submitted to the Fund Office on 11 October 2013. The FO sent the document to Fund Council Governance Committee (FCGC) on 20 Feb 2014 for comments. A note was sent by FO to CO on 6 April 2014 on behalf of FCGC requesting information on process of consultation, and a memo detailing this was provided on 5 May 2014 for FCGC meeting on 6 May 2014. The CO was advised in July 2014 that efforts were being made to encourage progress on the matter. In November 2014 the FO sought opinion from IAU on 'professional standard' of FG5. The IAU Director wrote to FO on 13 November 2014 seeking clarification on the level of work expected, with no reply received. The FO contacted the CO in February 2015 seeking clarification on element of indirect cost rates to which a response was provided in July 2015.
* Continuing item from June 2013.
A-4
B21-EDP-02
Upon the recommendation of its Governance and Policy Coordination Committee, Fund Office/ the Consortium Board approves the CGIAR Consortium Fund Council Diversity and Inclusion Strategy 2016 – 2020 (Revision 1), 8 October 2015.
Fund Council approval
Ongoing
135
On 1 December 2015 the Fund Office circulated the Strategy to the Fund Council for input by 11 January 2016, inviting detailed review and feedback on this revised document from FC members. No comments were received. Following indication from the Fund Office on 9 March that a targeted note to 3 key donors with gender specialists requesting assistance, the CO was advised in writing by the Fund Office on 16 March that the preference of donors is to defer the approval decision to the first or second System Council meetings (July or November 2016).
A-5
CB/B22/DP04
The Consortium Board approves the re-stated CGIAR Investment Policy Guidelines Fund Office/ set out in meeting document CB22-05 for approval by the Fund Council Fund Council
Fund Council approval
Ongoing
118
On 1 December 2015 the Fund Office circulated the Guidelines to the Fund Council for input by 11 January 2016. No comments were received.
* Supersedes the Consortium Board approved 2013 version received by the Consortium from the Fund Office in March 2015. Document substantially revised following that input and Center consultations.
No.
Decision/ Agenda Item
Action / Next Steps
Following indication from the Fund Office that the matter was added to the agenda of the 3 March meeting of the Fund Council's Governance Committee ('FCGC') to ask that they have the document reviewed for a later discussion, the CO was advised in writing by the Fund Office on 16 March that the preference of donors is to defer the approval decision to the first or second System Council meetings (July or November 2016).
Action Owner
Milestone to record completion
Status
Number of business days Status Notes (Blue commentary is new) outstanding
B.1 Other Action Points - Pending or Ongoing B-25
CB/B23/AP-05 The Chair to oversee an anonymous 2015 performance assessment of the Lynn Haight Consortium CEO via a "survey monkey" type of tool, involving engagement of representatives of the Board, centers and other stakeholders, as agreed between the Chair and the Consortium CEO. The Chair will report on the assessment during an in-camera session at the Twenty-Fourth meeting on 29 March 2016.
B-26
CB/B24/AP-01 The IAU Director to explore the possibility of the Center-Consortium One Corporate System (‘OCS’) Steering Committee distributing to ICRISAT, through its Director General, the IAU Audit on the OCS System.
B-27
CB/B24/AP-02 The Consortium Office to provide, for its 25th meeting, a lessons learned report on Consortium Office Document the CRP2 tool. provided for CB25 Meeting in June 2016 CB/B24/AP-04 The Consortium Board, and its successor the System Council, is recommended to Consortium Board review the IAU’s budget v’s actual quarterly. CB/B24/AP-05 The Board would welcome an update on the status and actions of the resource Consortium Office Document mobilization community of practice, so that specific items can be taken in the provided for CB25 Consortium Board’s planned handover memo to incoming management on key Meeting in June risks in the system. 2016
B-29 B-30
Assessment completed and findings reported to the Board
IAU
In progress
89
Survey now closed. The Consortium Board will discuss the CGIAR Consortium CEO performance to the in-person 20-21 June 2016 meeting.
Ongoing
16
After discussions between the Director of Finance and Corporate Services and IAU, it is not recommended to proceed to share this material, which is now some time passed, there is a change of leadership of the steering committee, and not full agreement in the past.
Ongoing
16
The Consortium Office FCSD, in collaboration with the CO Shared Services Team, is drafting a report on the lessons learned, including how these may have materially affected submissions.
Ongoing
16
Ongoing
16
1 of 2
Introductory Note: The purpose of this document is to record all pending or ongoing decisions since the immediately preceding Board meeting, and all actions along with the current status of each of these to ensure the tracking of progress of these items. Each item will remain as incomplete decisions (A.1) or incomplete actions (B.1) till finalized. When finalized for the first time, it will appear on the second page under items A.2 and B.2 as required. After this details will be available if required but not visible.
No.
Decision/ Agenda Item
Action / Next Steps
Current Action Owner
Milestone to record completion
Status
Number of business days Status Notes (Blue commentary is new) outstanding
A.2. Board Decisions - Completed since the last Board meeting (shown for transparency) A-8
CB/B24/DP02
A-9
CB/B24/DP04
The Board endorsed the CGIAR Consortium Progress Update October 2015 – March 2016 (CB24-03, Revision 1), requesting that the following additional points be taken up by the Consortium Office prior to submission: a. Review and adjust, as required, the notes to the Financial Results table to enhance clarity; and b. Provide a more realistic statement of the experiences in respect of the progress report in regard to: (i) the CRP2 full proposal submission tool and a recommended review of the tool’s effectiveness; (ii) resource mobilization efforts in the current dual governance system; and (iii) the policy adoption processes, and the status of the various policies under consideration. The Board endorsed the 5th CGIAR Consortium Gender and Diversity Performance Report, March 2016 (CB24-07, Revision 1), requesting that data labels be updated and a comment be provided also on the availability of trend data.
Status Notes (Blue commentary is new) Fund Office/ Fund Council
Fund Council approval
Completed
16
Following edits made in line with the recommendations outlined in the Consortium Board's decision, Revison 1 of the CGIAR Consortium Progress Update October 2015 – March 2016 was submitted to the Fund Office on 13 April for consideration at the Fund Council's 15th Meeting
Fund Office/ Fund Council
Fund Council approval
Completed
16
Following edits made in line with the recommendations outlined in the Consortium Board's decision, the 2. 5th Gender and Diversity Performance Report was submitted to the Fund Office on 13 April for consideration at the Fund COuncil's 15th Meeting
B.2. Other Action Points - Completed since the last Board meeting B-15
CB/B22/AP-01 Agenda for December 2015 Consortium Board meeting to include discussion on the ARC mandate based on a paper prepared by the Consortium’s Director of Finance and Corporate Services, as discussed initially by the ARC
Consortium Office Inclusion of topic on April 2016 ARC agenda
Completed
117
Due to ongoing consideration on the future role and scop of the IAU as part of the CGIAR System Tranbsiton, the need for a parallel CB-led review is considered to have passed.
B-16
CB22, Agenda A joint letter is to be prepared by the Board Chair and ARC Chair to confirm the Item 5 funding position for the IAU to end 2015, to absorb the budget deficit, and reconfirm the importance of ensuring that audit engagements, and funding for them, be retained in 2016
Lynn Haight, Klaus Letter completed Leisinger and sent by end January 2016
Closed
102
To be sent at the start of 2016 when there is clarity on the extent of coverage of IAU's overall 2015 deficit in regard to the shared services element of the IAU function.
B-28
CB/B24/AP-03 The IAU Director to reissue to the Consortium Board a restated Executive Summary IAU of the document titled ‘IAU Final Consolidated CRP Phase 1 Advisory Report, CB2304’ and ‘Final IAU Genebanks advisory report, CB23-05.
As reported by the IAU Director to the Audit Oversight Group (comprised Center and Consortium representatives from audit committees and corporate services) on 19 February 2016, efforts to finalize the amount of the deficit have resulted in the figure being approximately US$ 700,000 (up from estimates at end 2015). Thus, in total, the CGIAR Consortium budget contribution to the IAU function (a shared service amongst the Centers and the Consortium at the current time) was approximately US$ 1.5 million. The issue of the deficit was also raised at the Centers Corporate Services Executives mid-January 2016 virtual meeting in an in-camera session. Recognizing the disclosures that have now been made, and the opportunity for the Center Audit committee chairs to take the topic up through the Centers' network, and the ongoing transition discussions, the recommendation is that the letter no longer be sent. Executive Summaries provided to CB
Completed
2 of 2
10
On 12 April 2016, the IAU prepared and issued to the Consortium Board an internal Consortium document titled ‘Executive Summaries of IAU Reports’, which included this information.
