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M&E Systems Strengthening Tool: Recapitulation and Update East Asia and Pacific Regional meeting, 03 to 05 September 2007 Bali, Indonesia PART ONE Recap: Background information on the M&E Systems Strengthening Tool GF-centric Exclusively designed and implemented by/for GF Country-driven

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M&E Systems Strengthening Tool: Recapitulation and UpdateEast Asia and Pacific Regional meeting, 03 to 05 September 2007Bali, Indonesia

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PART ONE

Recap: Background information on the M&E Systems Strengthening Tool

1 introduction
GF-centric

Exclusively designed and implemented by/for GF

Country-driven

Self-assessments, generic tools for use by many

Focused exclusively onPrincipal Recipient capacities

Expanded to integration in the wider M&E Systems

General approach

Based on open-ended questions

Systematic approach

Based on a checklist of items

Strict assessment tool

Broader Assessment, Managementand Planning tools

1- Introduction

Evolving paradigms

FROM …

TO …

1 introduction4
1- Introduction

Expected Benefits

  • Guide strategic investments in M&E for grant signature or in existing grants (within the recommended range of 5%-10% of the overall grant budget)
  • Better identify M&E capacity gapsand corresponding strengthening measures, including through Technical Support
  • Ensure that investments in M&E are based on identified weaknesses and contribute to the strengthening of the National M&E Systems (avoiding parallel reporting systems)
  • Enhance the quality of programmatic data to improve program management (and to support Performance-based Funding)
1 introduction5
… should be implemented for Grant Negotiations
  • Beginning with Round 6 it replaces the current LFAM&E Assessment Tool for Grant Negotiations; is used as an input to the LFAOverall and Repeat PR Assessment Report
  • Exception in Rd 6: Implementation as a CP to 2nd disbursement

1

… will be used at anytime during the lifecycle of the Grants based on need or opportunity

  • Round 1-5: All PRs will be required to implement the M&E Strengthening Tool by the end of 2007

2

1- Introduction

Timing of Implementation

The M&E Strengthening Tool …

1 introduction6
1- Introduction

Exemption to Completion of the M&E Strengthening Tool

  • If a thorough M&E assessment has recently been completed at the country-level, the output of that assessment could be used by the Global Fund.
    • The scope of that preceding assessment should be similar to the one of the M&E Strengthening Tool
    • There should be a costed action plan to strengthen M&E systems that the Global Fund could use to guide investments in M&E
    • The outputs of that preceding M&E assessment (including the action plan) should be communicated to and reviewed by the Global Fund
    • The PR fills the M&E Systems Strengthening Tool based on the already existing information
  • Grants in last year of implementation, grants with ‘No Go’ or that have been suspended

However

2 content and structure of the m e strengthening tool
2- Content and structure of the M&E Strengthening Tool

The M&E Systems Strengthening Toolassesses 3 areas:

M&E Strengthening Tool

Purpose

1- M&E Plan

  • To assess the strength of the Monitoring and Evaluation (M&E) Plan.
  • To assess the capabilities of the Management Unit (PR) to manage data related to the implementation of the Grants.

2- Data-managementcapacities of the Management Unit (PR)

  • To assess the strengths of the data-collection and reporting systems per Program Area, including the ability to report valid, accurate and high quality data related to implementation.

3- Data-collection and reporting systems per Program Area (e.g., ARV, DOTS)

3 implementation
3- Implementation

Stakeholder Workshop

  • In general, the M&E Strengthening Tool should be completed through a workshop at the country-level with PRs and relevant stakeholders:
    • promoting alignment and harmonization of M&E at the country level
    • enabling leveraging of expertise (notably from Technical Partners)
    • allowing for a pooling of funding and the identification of shared initiatives
  • The relevant stakeholders are those that can provide technical input and/or have major investments in the country
  • Country experiences will vary and contribute to learning of others who are planning to perform the assessment
4 expected results
4- Expected Results

Agreed Action Plan with budget to address M&E weaknesses

  • Strengthening / development of M&E Plan and M&E budget
  • Informing of wider discussion during Grant negotiations and throughout the lifetime of the Grant
  • Identification of needs for Technical Support (and of a technical support provider)
  • Agreement with in-country partners on shared initiatives and funding (e.g., organizing of surveys)
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PART TWO

Implementation status, Partnership and Harmonization

implementation status in eap region
Implementation Status in EAP region

The tool has been implemented for at least one of the disease components in 32 countries receiving GF grants.

8 of these are in the East Asia and Pacific Region

HIV- China, East Timor, Philippines, PNG, Vietnam

Malaria- Cambodia, China, Indonesia, Philippines, PNG, Vietnam

TB - China, Philippines, PNG, Thailand

Preparations ongoing in remaining countries

In countries where recent partner efforts to assess M&E systems provide comparable results including costed action plan these could be used to fulfill the requirement

11

tool developed in partnership
The tool has been developed under a joint initiative from:
    • The Global Fund
    • PEPFAR
    • USAID
    • WHO
    • The Health Metrics Network (HMN)
    • The Measure EVALUATION Project
  • Other Partners have joined this initiative, including:
    • RBM
    • UNAIDS
    • World Bank
    • Stop TB
    • UNICEF
Tool developed in partnership
implementation in partnership
Implementation in Partnership

Mobilize Support from technical partners to the M&E assessment process (technical expertise/facilitation)

ONE harmonized action plan- use of output information for systems strengthening by all partners

Support implementation and follow-up of action plan to ensure sustainability and building of national M&E systems

Technical expertise

Additional financial resources for strengthening measures beyond GF grant capacity

13

harmonization efforts
Harmonization efforts

In order to reduce the burden of frequent and overlapping M&E assessments –

Multi-agency Technical Working Group on Harmonization of M&E assessments (Global Fund, World Bank, UNAIDS, Measure EVALUATION and MACRO Intl.)

Process underway to refine the tool and come up with one overall M&E assessment tool for HIV

appendix i components of the tool details
APPENDIX I: Components of the Tool –details
  • The 3 components of the tool enable to comprehensively assess the program’s ability to collect, analyze, use and report reliable M&E data.

PART 1: M&E Plan

PART 2: Data-management Capacities of the PR

PART 3: Program Area 1

PART 3: Program Area 2

PART 3: Program Area 3

PART 3: Program Area 4

Systems for Reporting Numbers of:

1- People Reached

2- Commodities Distributed

3- Individual Trained

4- Service Points Supported

Eg. Condom Distribution.

Eg. ARV.

Eg. PMTCT.

Eg. OVC

appendix i components of the tool details16
1- National Strategy and National M&E Plan

Is there a National Strategy related to the relevant disease area addressed by the Proposal? Is there a National M&E Plan linked to the National Strategy?

2- Goals and Objectives of the Program

Are the goals and objectives of the Program in line with the National Strategy and are they time bound and measurable?

3- M&E Indicators in the Program

Do indicators have clear definitions, data sources with baselines and targets? Were indicators selected in collaboration with national/international M&E partners? Is indicator data linked with the National M&E system?

4- Data Dissemination and Transparency

Will data from the Program be disseminated properly and will sensitive data remain confidential?

5- M&E Budget

Has the Program allocated sufficient financial resources for M&E?

APPENDIX I: Components of the Tool –details

1- Assessment of the M&E Plan

M&E Strengthening Tool

1- M&E Plan

2- Data-managementcapacities of the Management Unit (PR)

3- Data-collection and reporting systems per Program Area (e.g., ARV, OVC)

appendix i components of the tool details17
2- Oversight of Sub-Reporting Entity

Does the Management Unit provide sufficient oversight, guidance and support to SRs? Are reports submitted on time, complete and mistake free?

APPENDIX I: Components of the Tool –details

2- Assessment of the Data-management capacities of the Management Unit

1- Data Management Processes and Resources of the Management Unit

M&E Strengthening Tool

Does the Management Unit possess the resources, procedures, skills and experiences necessary for M&E data management and reporting? Is feedback provided to Sub-Reporting Entities on the quality of their reporting and on program performance?

1- M&E Plan

2-Data-managementcapacities of the Management Unit (PR)

3- Data-collection and reporting systems per Program Area (e.g., ARV, OVC)

appendix i components of the tool details18
1- Systems for Reporting on Numbers of People Reached

Do the data collection and reporting systems enable the reporting of valid, accurate and high quality data on numbers of People Reached through the activities of the Grant.

2-Systems for Reporting on Numbers of Commodities Distributed

4-Systems for Reporting on Numbers of Service Points Supported

Do the data collection and reporting systems enable the reporting of valid, accurate and high quality data on numbers of Commodities Distributed (e.g., condoms, ITNs) through the activities of the Grant.

Do the data collection and reporting systems enable the reporting of valid, accurate and high quality data on numbers of Service Points / Facilities / Organizations Supported through the activities of the Grant.

3- Systems for Reporting on Numbers of Individuals Trained

Do the data collection and reporting systems enable the reporting of valid, accurate and high quality data on numbers of Individuals Trained through the activities of the Grant.

APPENDIX I: Components of the Tool –details

3- Assessment of the Data-collection and reporting systems per Program Area

M&E Strengthening Tool

1- M&E Plan

2-Data-managementcapacities of the Management Unit (PR)

3- Data-collection and reporting systems per Program Area (e.g., ARV, OVC)

appendix ii structure of the tool details
APPENDIX II: Structure of the Tool –details

How does the M&E Strengthening Tool work?

Step 1: Diagnosis

Step 2: Action Plan

Development of a costed action plan:

  • Identification of Strengths and Weaknesses
  • Definition of Strengthening Measures with:
    • Responsibility
    • Timeline
    • Funding Implication
    • Technical support needs

Diagnosis through completion of a Checklist:

  • Answers to Statements/Questions.
  • Provision of Comments/Explanations.
appendix ii structure of the tool details20
APPENDIX II: Structure of the Tool –details

Step 1: Diagnosis

List of Statements

(describing what should be in place)

5 Answer Categories

Yes - Completely

Mostly

Partly

No- Not at All

Comments

(compulsory if the answer is not "Yes - completely")

Review and Verification(to be filled out by the organization reviewing the completed tool)

appendix ii structure of the tool details21
APPENDIX II: Structure of the Tool –details

Step 2: Action Plan

Strengths and Weaknesses

Costed Action Plan with list of Detailed Strengthening Measures

(Including Responsibility, Funding and Timeline)

Other Relevant Comments

Assessment Rating

(A-No gaps, B- Minor gaps, C-Major gaps)

Review and Verification(to be filled out by the organization reviewing the completed tool)

appendix iii organization of a stakeholder workshop
Organization

PR, SR, CCM Chair or Vice-Chair According to the country-specific situation

Participation

National Program for the Disease

All PRs - i.e., New, Repeat and Existing PRs (Program Managers and M&E Experts)

Relevant SRs (Program Managers and M&E Experts)

Government Agencies (MoH, HIS, Central Bureau of Statistics, Policy, etc.);

Technical Partners (e.g., WHO, UNAIDS, UNICEF)

Other Donors (e.g., World Bank, PEPFAR)

And others, as appropriate (NGOs, etc.)

Facilitation

Funding

In-country facilitator chosen by the country (eg., WHO, HMN Focal Points, UNAIDS, etc)

M&E Budget from existing Grant Agreements

GF Support to i) workshop logistics possible for a number of New PRs and ii) facilitation of workshops

APPENDIX III: Organization of a Stakeholder Workshop

Duration

Between 1 and 3 days - depending on the component assessed

as appropriate

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