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U.S. President’s Emergency Plan for AIDS Relief Reporting Requirements and the Country Operational Plan and Reporting System (COPRS). Harmonization of donor reporting requirements for ARV’s and related drugs WHO Headquarters, Geneva, Switzerland 10-11 October 2005

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U.S. President’s Emergency Plan for AIDS Relief Reporting Requirements and the Country Operational Plan and Reporting System (COPRS)

Harmonization of donor reporting requirements for ARV’s and related drugs

WHO Headquarters, Geneva, Switzerland

10-11 October 2005

Xenophon M. Santas ([email protected])

Steven Yoon

Global AIDS Program/Informatics Team

Centers for Disease Control and Prevention

emergency plan
Emergency Plan
  • Launched in January 2003
  • Participating countries “tiered” based on funding level
    • 12 African, 2 Caribbean, and 1 Asian focus countries
      • Report at 6 & 12 months on 41 program indicators
      • Report at 12 months on outcome/impact indicators
    • Beginning in FY06, five countries receiving more that $10 million annually (Malawi, Zimbabwe, Cambodia, Russia, India)
      • Report at 12 months on the 41 indicators relevant to the activities they implement, and a subset of the outcome/impact indicators
    • 34 countries receiving $1 to $10 million annually
      • Report through agencies (USAID/CDC/DoD) to the U.S. Office of the Global AIDS Coordinator (OGAC)
      • Report at 12 months on subset of 26/41 program indicators and 5/6 outcome/impact indicators
emergency plan1
Emergency Plan
  • Targets determined by
    • 2008 targets set for U.S. government in-country teams by the U.S. Office of the Global AIDS Coordinator
    • Interim-year targets set by U.S.G in-country teams, in conjunction with national authorities
care and treatment outcome impact indicators
Care and Treatment Outcome/Impact Indicators
  • Outcome
    • % of people with advanced HIV infection receiving antiretroviral therapy (ART)
    • % of health care facilities that have the capacity and conditions to provide basic-level HIV testing and HIV/AIDS clinical management
    • % of health care facilities that have the capacity and conditions to provide advanced-level HIV/AIDS care and support services, including ART
    • % of adults aged 18-59 who have been chronically ill for 3 or more months during the past 12 months (including those ill for 3 or more months before death) whose households have received, free of user charges, basic external support in caring for the chronically ill person
care and treatment outcome impact indicators1
Care and Treatment Outcome/Impact Indicators
  • Impact
    • Percentage of people still alive at 6, 12, and 24 months after initiation of treatment
    • Proportion of all deaths attributable to HIV
achievements march 2005
Achievements – March 2005
  • Approximately 235,000 on ART
  • More than 230,000 on ART live in sub-Saharan Africa
  • 57% on ART are women and girls
total number of people receiving u s supported treatment in focus countries as of march 31 2005
Botswana - 20,000

Cote d\'Ivoire - 2,100

Ethiopia - 14,900

Guyana - 600

Haiti - 3,900

Kenya - 28,300

Mozambique - 10,300

Namibia - 9,600

Nigeria - 13,500

Rwanda - 10,300

South Africa - 44,600

Tanzania - 4,400

Uganda - 50,900

Vietnam - 300

Zambia - 22,000

Total - 235,700

Total number of people receiving U.S.-supported treatment in Focus Countries as of March 31, 2005*

* From OGAC fact sheet, July 2005

hiv aids treatment arv services indicators 4 of 41 program indicators
HIV/AIDS Treatment/ARV Services Indicators (4 of 41 program indicators)
  • Number of individuals newly initiating ART during reporting period
  • Number of individuals who ever received ART by the end of reporting period
  • Number of individuals receiving ART at the end of reporting period
  • Total number of health workers trained to deliver ART services
coprs overview
COPRS Overview
  • Strategic information – “targeted monitoring, evaluation, and surveillance data used to answer key questions about the …
    • state of the HIV epidemic
    • delivery and process of prevention, care, and treatment services
    • effectiveness of these services
    • capacity needed to improve programs, meet planning and reporting requirements, and reach goals for impacting the HIV epidemic”
coprs overview1
COPRS Overview
  • Strategic information key components
    • HIV/AIDS surveillance
    • Population-based bio-behavioral survey and facility surveys
    • Health management information system (HMIS) for facility-based reporting
    • Program level monitoring and reporting (non-facility based reporting)
    • Targeted evaluation studies

Data flow I: Relationship to other systems

President’s Emergency Plan Countries

United States






U.S. in



Survey Results

(e.g., MACRO)





CRIS+ or






Washington, D.C.


based service


Ministries of


Other services

CRIS+ or


, peer







(e.g. BuCen)


coprs overview2
COPRS Overview
  • Also known as the headquarters or the central U.S. government data system
  • Used for U.S. missions country planning and reporting to agency headquarters and the Department of State, Office of the Global AIDS Coordinator (OGAC)
  • Used for OGAC to review country plans and generate reports of activities
  • Designed to provide a single system to capture Emergency Plan data from all USG activities
  • Only U.S. government staff will be able to access the system
  • Information is tracked by funding mechanisms which are a unique combination of prime partner, implementing agency, accounting source, and mechanism type
coprs overview3
COPRS Overview
  • Used by U.S. missions in focus countries to submit
    • Country Operation Plans (program activities, targets, and budgets)
      • Names and characteristics of U.S. partners (e.g., local, community, regional, national, multi-national, and/or faith-based organization; populations served; services provided, etc.)
    • Progress reports (program level indicators, obligated funds, success stories)
    • Annual reports (program level indicators, obligated funds, success stories, outcome and impact indicators)
coprs overview4
COPRS Overview
  • Used by OGAC and agency headquarters to
    • Conduct the COP review process
    • Generate reports for Congress, others
      • Pre-formatted (canned) reports
      • Export to Excel, Access, or other data files
      • Ad-hoc analysis
    • Complete budgets
    • Track U.S. mission progress in meeting proposed program targets
  • Mechanism Type
    • Headquarters procured, country funded (e.g., field support, MAARDs, buy-ins, TASC orders, etc.)
    • Locally procured, country funded (bilateral contract, bilateral cooperative agreement, bilateral grant)
    • Headquarters procured, centrally funded (Track 1 activities only)
definitions cont
Definitions (cont.)
  • Funding mechanism name is the name of a project, not the name of the prime partner
    • e.g., POLICY Project, Synergy Project, CORE Project
  • Prime Partner Name is listed separately
  • Prime Partner Type can be faith-based organization (FBO), non-governmental organization (NGO), private contractor, university, other U.S. agency
  • Sub-Partners are also listed, with their type, whether they are local or new, and their funding amount
definitions cont1
Prevention of mother-to-child transmission

Abstinence/Be faithful

Blood safety

Injection safety

Other prevention

Basic health care and support


Orphans and vulnerable children (OVC)

Counseling and testing

Antiretroviral therapy: drugs

Antiretroviral therapy: services

Laboratory infrastructure

Strategic information

Other/policy analysis and system strengthening

Management and staffing

Definitions (cont.)

Program areas

d efinitions cont

Human resources

Policy and guidelines


Commodity procurement

Quality assurance and supportive supervision

Linkages with other sectors and initiatives

Information, education, and communication


Development of network/ linkages/referral systems

Local organization capacity development

Workplace programs

Health care financing

Needs assessment

Strategic information

Definitions (cont.)

Activity categories

information requested
Information Requested
  • Breakdowns of
    • Each funding mechanism used in the country
    • Partner names, amount of funding, whether the partner is local, or new, any sub-partner names, and the organization type for any sub-partners
    • Each program area to be addressed under the funding mechanism
information requested cont
Information Requested (cont.)
  • For each funding mechanism, in each program area, includes:
    • the planned funding amount
    • the activity categories
    • the % of the planned funding for each activity category
    • the targets (based on April 14, 2004 indicators list) related to that program area
    • each target populations
information requested cont1
Information Requested (cont.)
  • For each funding mechanism, in each program area, includes (cont.)
    • the coverage (i.e., national level, or the names of provinces where service is to be provided)
    • any key legislative issues address (gender, stigma and discrimination, twinning, and volunteers)
    • a brief narrative that summarizes the activities listed
data flow ii within coprs

Input from Partner Organizations

CRIS+ or system


Internet (web browser entry)


Approval by Ambassador



Data Flow II: within COPRS


(OGAC, USAID-Washington, HHS/CDC-Atlanta)

U.S. government offices in-country (Embassies, USAID, HHS/CDC)



D.C. System



modified web based approach
Modified web-based approach
  • Accommodates iterative data collection process
    • Produces paper data collection forms
      • Blank, partially filled, with financial data redacted
    • Produces rich text format (RTF) files, which can be read by MS Word, Excel, or other software
  • Web access needed for data entry, not throughout the data collection process
  • Supports import of text data via file import and via cut and paste from the Windows clipboard
training and technical assistance
Training and technical assistance
  • SI Advisors and headquarters staff to be trained in the system to assist countries with COP entry
    • Comprehensive training sessions
    • Country staff who are in the U.S. invited to participate
  • Warm-line: 5am – noon EST, Monday-Friday, beginning September 20th
training and technical assistance cont
Training and technical assistance (cont.)
  • Web-based trainings available
  • On-site assistance. Contractor and USG staff have been trained to provide in-country assistance.
  • User’s guide
    • General usage
    • System administration
    • Advanced user’s cheat sheet