MODULE 4 CONSOLIDATING PERFORMANCE FRAMEWORKS AND M&E PLANS GLOBAL FUND GRANT CONSOLIDATION WORKSHOP...
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Transcript of MODULE 4 CONSOLIDATING PERFORMANCE FRAMEWORKS AND M&E PLANS GLOBAL FUND GRANT CONSOLIDATION WORKSHOP...
MODULE 4
CONSOLIDATING PERFORMANCE FRAMEWORKS
AND M&E PLANS
GLOBAL FUND GRANT CONSOLIDATION WORKSHOP
DATE
1
MODULE OVERVIEW
SESSION I: Steps in consolidating Performance Frameworks
SESSION II: Setting Periodic Review cycles
SESSION III: Areas to update in M&E plan
SESSION IV: Group Work
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SESSION I: STEPS IN DEVELOPING A CONSOLIDATED PF (CPF)
1. Define duration of
PF and periodic review dates
2. Align reporting periods
3. Harmonize/ combine &
adjust goals,
objectives, SDA &
activities
4.Update baseline
s
5. Streamline impact & outcome
indicators and targets
6. Select and
consolidate key
programmatic
indicators (<20)
7. Complete CPF
template and update M&E plan
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STEP 1: DEFINING PF DURATION & PERIODIC REVIEW DATES
Discuss options for alignment with national cycles• National fiscal cycle; reporting cycles; review cycles
Define start date
Define duration of the PFo 12-36 monthso Consider flexibilities in initial implementation period that may be
needed to align with national cycles or other factors.
Agree on Periodic Review date At least 6m before end of 3 year cycles; if shorter cycles, first
review might be 3 m or less before period end
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STEP 2: ALIGNING REPORTING PERIODS BETWEEN EXISTING GRANTS
Align reporting periods between existing grants
Insert reporting periods
Provide any additional clarifications in the comments section
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Source: Consolidated PF Template Instructions http://www.theglobalfund.org/documents/me
STEP 3: HARMONIZING GOALS, OBJECTIVES, SDA AND ACTIVITIES
Line up, combine and adjust goals and objectives Merge and rationalize activities
Ensure approved activities from EXISTING grants are KEPT
Identify gaps in activities and coverage Add and reorganize activities
STEP 4: UPDATING BASELINES
Choose updated / latest available baselines Sources of baselines include latest proposal, surveys, reviews etc
Indicate source
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STEP 5: CONSOLIDATING IMPACT AND OUTCOME INDICATORS AND TARGETS
Line up indicators by objective and level of measurement (output, outcome or impact)
Streamline by determining relevance of the proposed indicator vis-à-vis proposal goals and objectives
Ensure consistency of targets with targets in grant/ NSP, latest results reported by PR and new epidemiological or other evidence
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IMPACT AND OUTCOME INDICATORS
Round Impact indicator formulationLatest available baselines Year 1
Report due datevalue Year Source 2011
Round 4 RCC % of children U5 sleeping under an ITN
62% 2009MIS (Malaria
Indicator Survey)
Round 7% of children U5 sleeping under an ITN the previous night
Round 9% of children U5 sleeping under an ITN the previous night
SSF (consolidated)
% of children U5 sleeping under an ITN the previous night 70% Jan 2012
Section filled out automatically
Insert the calendar year
Align indicators Insert latest available baseline
data
Insert targets and reporting due dates
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STEP 6: PRIORITIZE, SELECT AND CONSOLIDATE KEY PROGRAMMATIC INDICATORS
Prioritize, select & consolidate key programmatic indicators Decide whether and which to combine At least 15, no more than 20 Ensure important programmatic indicators are not dropped - process
indicators can be removed to reduce the number if necessary
Adjust duplication and consolidate targets Target setting and target accumulation
Ensure consistency of targets with targets in grant/NSP, latest results reported by PR and other new epidemiological evidence
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PROGRAMMATIC INDICATORS: WHEN TO COMBINE?
As a general rule indicators that have a different numerator or denominator should not be combined in the template but listed separately.
Round SDA Indicator formulation CommentsRound 3 RCC
Insecticide-treated nets (ITNs)
Number of ITNs distributed
Round 8 Number of long lasting insecticide treated bed nets distributed to people
SSF (consolidated) Number of long lasting insecticide treated bed nets distributed to people
Example: indicators that should be combined:
Example: indicators that should be listed separately:Round SDA Indicator formulation Comments
Round 3 RCC BCC - community
outreach and schools
Number of people trained in HIV prevention and communication methods This indicator will not be part of the
SSF
Round 8 N/A
SSF (consolidated) N/A
Round SDA Indicator formulation CommentsRound 3 RCC BCC -
community outreach and
schools
N/ARound 8 Number of people reached by HIV prevention activities
SSF (consolidated) Number of people reached by HIV prevention activities 10
PROGRAMMATIC INDICATORS: ‘CONSOLIDATING CUMULATIVE ANNUALLY WITH NON-CUMULATIVE INDICATORS’
Round Indicator formulation Accumulation P1 P2 P3 P4
Round 3 RCCNumber of people trained in HIV prevention and communication methods
Y - cumulative annually
10 20 30 40
Round 8Number of people trained in HIV prevention and communication methods
N - not cumulative
10 10 10 10
SSF (consolidated)
Number of people trained in HIV prevention and communication methods
N - not cumulative
20 20 20 20
Ensure that indicators that are cumulated differently are consolidated correctly
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PROGRAMMATIC INDICATORS: ‘CONSOLIDATING ANNUAL CUMULATIVE AND CUMULATIVE OVER PROGRAM TERM INDICATORS’
Round Indicator formulation Accumulation P1 P2 P3 P4 P5
Round 3 RCC # of people who received testing and counseling services for HIV and received their result
Y - over program term
500 600 700 800 900
Round 8 # of people who received testing and counseling services for HIV and received their result
Y - cumulative annually
100 200 300 400 100
SSF (consolidated)
# of people who received testing and counseling services for HIV and received their result
Y - cumulative annually
200 400 600 800 200
Cumulative annually
It is recommended to make use of “annual cumulative” and “not cumulative” indicators but not to include “cumulative over the program term” indicators
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PROGRAMMATIC INDICATORS: ‘TIED TO’
Round Indicator formulation Tied to Accumulation P1 P2
Round 3 RCC # of adults and children with advanced HIV infection currently receiving antiretroviral therapy Current grant
N - not cumulative
1,000 1,100
Round 8 # of adults and children with advanced HIV infection currently receiving antiretroviral therapy Current grant
N - not cumulative
1,500 1,600
SSF (consolidated) # of adults and children with advanced HIV infection currently receiving antiretroviral therapy
National Program
N - not cumulative
10,500 10,700
Indicators can be tied to:• National Program• Current grant• GF when national target subset is funded by >1 GF grant• GF & Other donors when more than GF contribute
When reporting on national targets specify the contributions of the GF and other donors in the comments section of the framework.
Example: shifting to national targets
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STEP 7: COMPLETE CPF TEMPLATE AND UPDATE M&E PLAN
Should be submitted by PR
If national M&E Plan level of detail not at par with GF requirements, PR to submit additional info as annexure to M&E plan
Where there is no national M&E plan: Develop one if process will be shorter than grant negotiation
phase, OR Submit M&E plan for consolidated grant as a provisional document
pending conclusion of the national plan
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POTENTIAL CHALLENGES WITH THE CPF
Identifying a priority small set of indicators (<20)
Target accumulation and dealing with targets that cumulate differently
Overlapping targets e.g. targets in one grant are a sub-set of the other
Setting targets for uncommitted Phase 2 grants
Completing the ‘tied to’ section of the CPF
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KEY MESSAGES - THE CONSOLIDATED PF
The PF should measure all key activities of the grant
Provide sufficient detail in the PF in the comments section
The PF should maintain approved targets from existing grants
Ensure M&E systems are in place to measure/report on the indicators
Ensure sufficient funds for M&E are available
Contact FPM for additional guidance if needed
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SESSION II: SETTING PERIODIC REVIEW CYCLES
PERIODIC REVIEW: TIMING AND DURATION
… …
Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 … …
IP 3…Implementation Period 1 Implementation Period 2
Year 7Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Cut off date (month 24)
CCM request(month 27)
Board decision (month 30)
SSF extension signing
Periodic Review Process # 1
Periodic Review Process # 2
Cut off date (month 60)
CCM request(month 63)
Board decision (month 66)
SSF extension signing
Review of 24 months of performance
Review of 36 months of performance
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Maintains core aspects of current Phase 2 review Programmatic and financial evaluation at individual grant level Informs future funding commitments for each PR CCM request with assessment by the LFA
Additional aspects for new Periodic Review Reviews all PRs in a disease area at the same time Review dates correspond with in-country review processes More holistic assessment of program performance and impact
and comprehensive funding decisions
PERIODIC REVIEW
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PERIODIC REVIEW ASSESSMENT FRAMEWORK: 5 DIMENSIONS
5- EXTERNAL CONTEXTUAL FACTORS (Legal, Political, ‘Force Majeure’, etc.)
4- EFFECTIVENESS (Equity, Value for Money, Aid Effectiveness)
3- MANAGEMENT • Monitoring and Evaluation• Pharmaceutical and Health products management• Institutional and Programmatic arrangements• Financial management and systems
2- PROPOSAL GOALS• Impact Results Vs. Targets (+ evaluation)•Coverage and Outcome of Key Interventions
1- SERVICE DELIVERY•Output Results Vs. Targets•Quality of Data •Quality of Services
NEW
ENHANCED
NEW
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1 Consolidated request per disease vs. multiple requests
Longer commitment period up to 3 years
Review date decided with country in line with country cycles
CCM oversight role strengthened: can adjust implementation arrangements at time of review
Greater potential to adapt the grant in the next implementation period to updated priorities and scale up needs Possibility to accelerate strong performing grants; Stronger potential for reprogramming
PERIODIC REVIEW: EXPECTED BENEFITS
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SESSION III: AREAS TO UPDATE IN M&E PLAN: ACTIVITY OBJECTIVES
By the end of the activity participants should be able to…
Identify the key areas of an M&E plan that require review following consolidation.
The M&E plan: key concepts
Essential document -provides the background information for the indicators included in the Performance Framework
Describes how the M&E system should be run Should be accompanied by an annual costed work plan
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KEY CONTENT OF THE M&E PLAN
1. Indicator definitions and measurement
2. Data collection, analysis and reporting
3. Dealing with evaluations, reviews, surveys, surveillance and special studies
4. DQA and support supervision
5. M&E coordination
6. Capacity building
7. M&E budget and work plan
8. Annexure to include: M&E framework Indicator references
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LINKAGES BETWEEN THE M&E PLAN, M&E SYSTEMS AND M&E USE
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SUBMISSION OF M&E PLAN
By PR before grant signing.
Submit the National M&E Plan (disease specific; covering all diseases; or as part of national health M&E plan)
Should ideally cover the entire life of the grant - at least the first two years
Should clearly describe whether a quality M&E system is in place or will be established, to measure at a minimum all the PF indicators
No specific format- but certain key elements must be included…
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M&E: TAKE HOME MESSAGES
1. National M&E plan should cover the interventions of the consolidated grants
2. M&E plans should be updated to include any new SR reporting formats, procedures and schedule
3. Focus is on medium and long-term results i.e. impact and outcome indicators.
4. Refer as much as possible to the list of top ten indicators and the partners (Global Fund, UNAIDS, WB, CDC M&E toolkit.)
5. FPM can provide guidance on key issues if needed
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SESSION IV: GROUP EXERCISES
GE A: Choosing Indicators (Tanzania)
GE B: Consolidating Indicators and Targets (TGF exercise)
Completing the new CPF
Updating the M&E plan
26
USEFUL RESOURCES
1. GF: M&E Toolkit
2. GF: Completing consolidated performance frameworks
3. GF: Guidelines on M&E Plans
4. GF: Completing the Performance Framework
5. GF: Top 10 Indicators
Further information available from: The GLOBAL FUND webpage:
For communications, guidance materials & more www.theglobalfund.org/en/policies/
For further questions: FPMs Architecture inbox: [email protected]
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