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Transcript of Small Grants & Ambassador’s Fund Programpdf.usaid.gov/pdf_docs/PA00MKWP.pdf · SMALL GRANTS AND...
SMALL GRANTS AND AMBASSADOR’S FUND PROGRAM
Small Grants and Ambassador's Fund Program House No. 10, Street No. 30, F-7/1, Islamabad
T: +92 51 2656433-5; Fax: +92 51 2656436 Website: www.sgafp.org.pk
Quarterly Report
for
US Ambassador’s Fund Program
July-September 2011
Table of Contents
1. Human Resources: ................................................................................................................................... 3
2. Financial Systems & Reporting: ................................................................................................................. 3
3. Development of Standard Operating Procedures .................................................................................... 4
4. Key Activities under Monitoring and Evaluation ...................................................................................... 4
5. Media/Communication and SGAFP Publicity Campaign ........................................................................... 5
5.1. Activities of the Media and Communication Cell at SGAFP ............................................................. 5
5.2. SGAFP‟s Publicity and outreach ......................................................................................................... 7
6. Contract Negotiations & Award and Grants Disbursements .................................................................. 7
7. Applications Received & Processed: ......................................................................................................... 8
7.1. Flow of Applications ........................................................................................................................... 8
7.2. Applications Processed .................................................................................................................... 10
7.3. Applications Reviewed by the Technical Evaluation Committee .................................................... 12
7.4. Issuance of Non-Compliance Letters .............................................................................................. 13
7.5. Support to Applicant Organizations, Institutional Assessment & Outreach ................................... 13
8. Grant Management MIS .......................................................................................................................... 15
9. Planning for the Next Quarter: .............................................................................................................. 15
Annex: I Contracts signing and funds disbursed under AFP – as of September, 2011 .............................. 17
Annex II: Non-Compliance letters issues under AFP during 4th Quarter................................................. 18
1. Human Resources:
SGAFP has reported in previous Quarterly Reports the background and process adopted to
further strengthen its human resources to keep the pre and post-award grants processing at
pace with inflow of applications from all parts of Pakistan. The reporting quarter was important
in this context as SGAFP completed recruitment of Senior Program Officer (SPO) for US AFP,
with the technical assistance of SGAFP; NRSP Head Office has processed the contract for SPO.
SPO will join SGAFP in subsequent quarter.
Consequent upon the USAID‟s decision (in July 2011) to treat USAID‟s SGP and US AFP as two
distinct and standalone programs, need cropped up at SGAFP to have two fully functional grants
management sections, each headed by a Senior Program Officer. SGAFP decided to dedicate
the already hired Senior Program Officer for AFP; and for SGP, it was decided to upgrade one
existing Program Officer SGP to the position of SPO. SGAFP will take up this case with USAID
by the start of following quarter and as a new position of SPO has been necessitated, a revised
organogram will also be presented for USAID‟s approval.
2. Financial Systems & Reporting:
Salient activities carried out by the Finance & Accounts section during reporting quarter are as
follows:
Advance requests on SF-1034 format amounting to US $445,881 and US $ 695,906 have
been prepared and submitted to USAID. Grants advance received during the current
quarter.
Contract modification for operational advance prepared and shared with USAID.
Grant advance request along with the Liquidation report approved by COTR and
forwarded to OFM- USAID for fund release.
Worked on the Quarterly Financial Report (QFR) and cost reimbursement invoice for
the month of June 2011, and submitted to USAID during July 2011.
Cost Reimbursement Invoice for the months of June & July 2011amounting to US $
107,347, and US $ 52,868 respectively were prepared and submitted to USAID. Funds
against both cost reimbursement invoices received during the reporting quarter.
Quarterly Financial Report for the quarter (April 1 – June 30, 2011) prepared and
submitted to USAID during the month of July 2011.
Operational Advance request amounting to US$ 200,000 prepared and submitted to
USAID.
Revised Operational Advance request amounting to US$ 141,662 prepared and
submitted to USAID.
Liquidation report for Grant funds as of August prepared and submitted to USAID.
Quarterly Accrual Financial report for the quarter ended September 30, 2011 prepared
and shared with USAID.
Worked on the annual inventory of non-expandable property and equipment as of
August 31st, 2011, the detail list has been shared with USAID.
Operational advance for management cost amounting to US $ 141,662 received from
USAID during the reporting quarter.
3. Development of Standard Operating Procedures
The Standard Operating Procedures designed in-house by SGAFP has been in practice since
almost one year. From time to time, SGAFP has reviewed these in view of the practical
experienced gained and in the light of instructions from USAID. In the reporting quarter,
SGAFP underwent an internal audit commissioned by NRSP Head Office and it was revealed
that SGAFP‟s Grants Manual needs changes at places due to discrepancies in practices of pre &
post-award grants management The variations have emerged due to practical experiences in
the field, and after SGAFP‟s endeavors to make its initially developed systems/procedures more
elaborate and user-friendly.
SGAFP is planning to hold its first Annual Review and Planning Workshop by the beginning of
next quarter. The workshop has purposively been designed at this time with following broader
objectives:
1. Reviewing entire program with its systems and procedures and based on feedback of/
lessons learned by the staff, identifying gaps in the existing practices and incorporating
required changes at policy and operational levels; and
2. Developing SGAFP‟s consolidated Work Plan for Year II (Sep. 2011 – Aug. 2012).
This workshop will be of strategic importance where SGAFP will review its contractual
arrangements with sub-partners; KPMG and RSPN. This workshop will suggest modifications in
the SGAFP‟s existing procedures including revision in the scope of work of its sub-partners if
needed, based on experiences so far.
4. Key Activities under Monitoring and Evaluation
M&E is an oversight and support section at SGAFP that provides technical inputs to the house,
and ensures information flow by documenting, analyzing and presenting the data for course
correction and policy inputs. M&E has assisted SGAFP in developing systems and in the
implementation of program activities, including SGAFP‟s key deliverables. The highlights of the
M&E section for the period under report are mentioned in the following matrix:
# Key Activity Status/Remarks
1. SGAFP”s Performance
Management Plan (PMP)
In the backdrop of USAID‟s decision to treat USAID‟s SGP and US
AFP as two distinct and standalone programs and upon instructions
of COTR, revised PMPs were developed separately for both
programs and shared with USAID.
# Key Activity Status/Remarks
2. SGAFP‟s Environmental
Management Plan (EMP)
M&E section designed Scope of Work for the SGAFP‟s EMP which
was reviewed and approved by USAID in the reporting quarter.
Subsequently, a RFP was circulated among short listed organizations
for proposals and SGAFP received 4 proposals. Due to technical
nature of the proposals, SGAFP plans to hire the services of a
consultant for technical evaluation of the received proposals that
will lead to the selection of best offerer. SGAFP has developed
TORs for such a consultant and contract will be awarded in next
quarter.
3. SGAFP‟s baseline format for
measuring grantee‟s
performance in program
specific areas
To cater the specific requirements of both SGP and AFP, baseline
format developed in previous quarter was reviewed and separate
formats were designed for both components. SGAFP shared these
formats with USAID in the reporting quarter and got its approval as
well.
4. SGAFP‟s Code of Conduct M&E developed a Code of Conduct for SGAFP‟s staff and shared it
with USAID for approval. USAID termed it as a model Code of
Conduct and approved it accordingly. Entire SGAFP‟s staff has
signed the code and copies are maintained in personnel files.
M&E section has started working on the SGAFP‟s first Annual Report which will be finalized and
shared with USAID in coming quarter.
5. Media/Communication and SGAFP Publicity Campaign
5.1. Activities of the Media and Communication Cell at SGAFP
The Media & Communication Cell continued working on ensuring compliance of the branding
and marking requirements of USAID and in documenting the success stories and activity
pictures for USAID‟s purposes. Few important activities carried out by the media &
communication specialist are as under:
SGAFP Media & Communication Specialist attended monthly USAID Projects‟
Communication Working Group Meeting on 5th July at the Pakistan Trade Project
Office. USAID Marking was discussed along with other brand related issues of projects.
Pakistan Trade Project shared their presentation and documentary with the group.
SGAFP received Anti-fraud hotline posters from Transparency International to be
displayed at all grantee project sites and premises. SGAFP, M & C has forwarded these
posters to 24 grantee organizations.
SGAFP shared the final draft of the advertisement with DOC USAID, which was
approved by DOC USAID from branding and marking perspective. Advertisement about
the project appeared in “Dawn Metropolitan‟ on July 24, 2011 in Sindh & Balochistan
Provinces. For smaller CBOs & NGOs of the interior Sindh Province, SGAFP re-
advertised the Program in a widely circulated Sindhi newspaper “Kawish”. SGAFP is
working on a similar media plan for Balochistan where advertisement will appear in a
well-known and vastly read local language newspaper. It is expected that this
advertisement campaign will further trigger the inflow of applications from remote areas
of Pakistan.
M & C section prepared success stories on LSO “Babuzai” and “Make a Wish
Foundation” under Agriculture & Social Assistance sectors, respectively, and submitted
to USAID for record and information.
Three photographs activity photographs of the SGAFP‟s beneficiaries were arranged and
sent to USAID for the “Frontlines Contest” in Washington.
SGAFP website was already in completion phase but in view of recently proposed
modification; segregation of two components (US Ambassador‟s Fund Programme &
USAID‟s Small Grants Program), M & C is working on splitting the already designed web
in a way to present two components as separate entities through two separate program
links.
M & C section prepared success story on the Gladiolus cultivation project taking place
in Banjosa Rawalakot, which unveils the struggle of 190 benefitted farmers for income
generation (through Gladiolus cultivation) and productive utilization of their land with
the support of US Ambassador‟s Fund Program.
Selected pictures of different projects capturing key activities of the projects were
shared with the USAID‟s team
Activities for the Next Quarter (Oct.-Dec. 2011)
Promotion of SGAFP FACEBOOK Page
Radio show on FM 101with SGAFP‟s representative and grantee representatives from
both US AFP and USAID‟s SGP components
AFP and SGP public Awareness campaigns in terms of workshops and print adverts
Launch new website
Online banner advertisements and print advertisements as part of website launch
promotion
Documenting a success story for USAID
Redesign and print new separate US AFP and USAIOD‟s SGP brochures in English and
Urdu
Organizing Radio Campaign in terms of airing Public Service Messages and promotion of
Website
Preparing Office Visitor cards and SGAFP‟s Employee cards
Promoting Glads Documentary on SGAFP Website
5.2. SGAFP’s Publicity and outreach
SGAFP continued its efforts at various fronts to enhance the Program‟s outreach and to access
the potential applicant/grantee organizations. As mentioned previously, newspaper adverts were
launched in leading newspapers (in English as well as local languages) in Sindh and Balochistan
Provinces to disseminate information to the regional and local communities/civil society in
remote areas. This proved to be an effective move as SGAFP was inundated by applications
from previously „silent‟ parts of, especially, Sindh Province.
Fig. 3 under section 7 gives a comparison of applications received in the two quarters. A region
wise Program‟s coverage is reflected in Table 1 below that gives number of districts from
where SGAFP has received applications and where the activities are in process.
Table 1: Geographical spread (No. of Districts) of the SGAFP – as of September 2011
Particulars of Districts Punjab Balochistan KP/FATA Sindh AJK/GB ICT Total
Total Districts in Region 36 30 31 23 17 1 138 Applications received 24 20 25 17 16 1 103 Cases approved 9 3 7 2 5 26 Funds approved 9 3 7 2 5 26 Funds disbursed 7 3 7 2 4 23
6. Contract Negotiations & Award and Grants Disbursements
Against 4 cases approved during the reporting quarter, SGAFP has signed agreements with 2
grantees, whereas it is working on the remaining two contracts as some of the critical
information is still awaited from the respective applicants. SGAFP will sign these remaining 2
contracts in the month of October. As of September SGAFP has signed agreements with 28
grantees against the 30 approved cases by USAID.
During the reporting quarter USAID has approved funds amounting to US$ 586,429 (23% of
the total funds approved). As of September USAID has approved funds amounting to US$ 2.52
million. SGAFP has disbursed US$ 0.29 Million during the reporting period, cumulatively US$
1.267 million (65 % of the total funds approved) has been disbursed among 27 grantees as of
September, 2011. Annex I gives the details of contracts signed and disbursement made so far.
As of September 2011, the funding size (USD) is as follows:
Maximum Minimum Average
244,220 30,000 84,196
The sector wise analysis of the funds
approved reflects that maximum
funds (33%) have been approved for
education sector, followed by flood
response (26%), whereas maximum
numbers (09) of projects have been
approved for flood response
followed by education (07). Fig.1
depicts an update status of the
sector wise funds and projects
approved as of reporting quarter.
An analysis of the region wise funds
& projects approved reveals that
maximum (41%) funds have been
approved for Punjab followed by
Khyber Pakhtunkhwa (21%). With 10
approved projects Punjab is ahead of
other regions followed by Khyber
Pakhtunkhwa with 7 approved cases.
Fig. 2 gives additional details for all
regions.
7. Applications Received & Processed:
7.1. Flow of Applications
SGAFP received 118 applications on
prescribed format which is 19% of the
total applications received so far. One
of the possible reasons for
comparatively lower inflow (Fig. 3) of
0 5 10
Education
Floods Response
Social Assistance
Agriculture
Economic Growth
Health
Energy
7
9
4
4
3
2
1
33%
26%
13%
11%
8%
6%
4%
Fig.1 Sector wise Status of funds & projects approved under AFP-September 2011
Approved projects Funds Approved (%)
0 5 10 15
Punjab
KPK
Balochistan
AJK
GB
Sindh
10
7
5
3
3
2
41%
21%
12%
12%
11%
3%
Fig.2 Region wise Status of funds & projects approved under AFP-September 2011
Approved projects Funds Approved (%)
0
50
100
150
200
250
107
235
153 118
17%
38%
25%
19%
Fig.3 Quarter wise applications recieved under AFP
applications during the last two quarters could be that SGAFP uploaded the revised applications
formats that call for more and elaborate information for quality applications. According
SGAFP‟s grants section, the quality of applications has improved as compared to thosein the
past.
Sectoral analysis of the applications received during fourth quarter reveals that maximum (24%)
applications received were in education sector, followed by health & social assistance. A similar
review of the share of Provinces reflects that Khyber Pakhtunkhwa was ahead of other regions
with a share of 27% of the total applications received during reporting quarter. This was
followed by Balochistan (21%) and Sindh (16%). Table 2 below gives sectoral and provincial
analysis of the AFP applications received during third quarter.
Table 2: Sector & region wise applications received under AFP during third quarter
Sector Administrative Units %
share Punjab KP Sindh Balochistan AJK GB ICT Total
Agriculture - 5 1 2 4 2 14 12
Education 4 5 7 8 3 1 28 24
Health 3 12 2 4 2 1 3 27 23
Economic Growth 2 4 4 2 2 14 12
Energy 3 1 1 1 2 8 7
Governance - - - - - - - - -
Social Assistance/ Flood Response
- - - - - - - - -
Social Assistance 1 7 3 4 4 1 1 21 18
Cross/Multi-Sectors
1 1 1 2 1 6 5
Total 12 32 19 25 14 11 5 118 100 % Share 10 27 16 21 12 9 4 100
By the end of reporting quarter, SGAFP had received 613 applications cumulatively. The
sectoral and provincial analysis of the total applications received during the quarter is presented
ICT
GB
Punjab
AJK
Sindh
Balochistan
KP
4%
9%
10%
12%
16%
21%
27%
Fig.4 Region wise breakup of applications recieved July-September,2011
Cross/Multi-Sectors
Energy
Agriculture
Economic Growth
Social Assistance
Health
Education
5%
7%
12%
12%
18%
23%
24%
Fig.5 Sector wise breakup of applications recieved July-September,2011
88%
77%
51%
39% 33% 32%
28% 31% 34% 32%
27% 28%
Oct-10 Nov-10 Dec-10 Jan-11 Feb-11 Mar-11 Apr-11 May-11 Jun-11 Jul-11 Aug-11 Sep-11
Fig. 6: Month wise status of AFP applications still to go under desk review - as of Sept 2011
in Fig. 4 and 5, respectively.
Table 3 below gives an overall summary of province & sector wise number of applications
received as of September, 2011.
Table 3: Province & sector wise summary of AFP applications received as of September, 2011 Sector Administrative Units %
share Punjab KP Sindh Balochistan AJK GB ICT Total
Agriculture 20 28 5 6 17 7 83 14
Education 22 23 14 23 2 14 8 106 17
Health 26 55 17 16 15 1 6 136 22
Economic Growth 19 22 8 12 14 9 3 87 14
Energy 7 1 1 4 1 2 - 16 3
Governance 1 1 - - 2 -
Social Assistance/ Flood Response
21 18 17 - 3 2 61 10
Social Assistance 11 42 8 12 14 4 3 94 15
Cross/Multi-Sectors
6 7 2 5 7 1 28 5
Total 132 197 72 79 73 38 22 613 100
% Share 22 32 12 13 12 6 4 100
7.2. Applications Processed
SGAFP processed 111 applications during the reporting quarter. Processing included the
following steps:
initial desk review ( and communication with the applicants for missing information)
technical input from the sectoral experts of NRSP (where needed),
institutional assessment of the applicant organization in the field,
review by the Technical Evaluation Committee of selected cases
SGAFP is making consistent &
multifaceted efforts for
improving its grants
management systems with a
special focus to improve pace of
application processing and
managing backlogs, piled up in
the initial months of the
program. It also devised a
strategy to accelerate grants
processing by categorizing the
applications in three broader
categories reciprocating the quality of applications. The concerted efforts to get along the
backlogs has borne fruit as the number of unprocessed applications has been gradually and
consistently reduced to a level of 28% as of September, 2011 (Fig. 6). Cumulatively, SGAFP has
brought 439 cases under desk review against a total of 613 applications received. These include
400 (65% of the total received) cases which have been processed in all respects and the
applications are out of system, and 52 cases which are still under desk review at various stages
as of September, 2011.
Table 4: Sector & region wise AFP applications undergoing desk review during 4th quarter
Sector Administrative Units %
share Punjab KP Sindh Balochistan AJK GB ICT Total
Agriculture 4 4 2 1 6 17 15
Education 5 2 1 3 1 1 3 16 14
Health 4 10 7 5 6 1 33 30
Economic Growth 6 2 1 2 5 1 17 15
Energy 2 1 - - 3 3
Governance - - - -
Social Assistance/ Flood Response
4 12 1 1 5 - - 23 21
Social Assistance - - - - - - - - -
Cross/Multi-Sectors
- - - - 2 - - 2 2
Total 25 30 12 13 25 1 5 111 100
% Share 23 27 11 12 23 1 5 100
As of September 2011 SGAFP had fully processed 439 applications against 613 total received.
Table 5 below presents various categories of the applications processed.
Table 5: Summary of applications for which desk review has been completed – as of September 2011
Total Applications Received
Applications underwent Desk Review
Applications that are "Out of System"
Applications Still under Desk Review
Total Non-
Compliant Letters Issued
Cases Transmitt
ed to USAID
Applications Taken Back by
Applicants
Applications Referred Back to
Other USAID Projects Total
1 2 3 4 5=(1+2+3+4) 6 7=(5+6)
613 279 63 53 5 400 39 439
Application Received Average no of days
68 SGAFP's TEC Decision
SGAFP's TEC Decision Average no of days
23 USAID's GRC Decision
USAID's GRC Decision Average no of days
33
Signing of Grant Agreement at SGAFP
Fig. 8: Pre-award grants processing timeline at SGAFP – as of September, 2011
0
50
100
150
200
Sep
-10
Oct
-10
No
v-1
0
De
c-1
0
Jan
-11
Feb
-11
Mar
-11
Ap
r-1
1
May
-11
Jun
-11
Jul-
11
Au
g-1
1
Sep
-11
30
82 86 91 95 106 108
133
167 179
160 174
Fig7: Month wise trend of the gap between applications recieved & underwent dek review (as of month)
Fig. 7 presents a trend of the
gap between applications
received and undergoing desk
review. Despite relatively
improved quality applications
being received, this increasing
gap is attributed to the heavy
influx of applications which is
further compounded by the
scarcity of staff at the grants
section. SGAFP has taken
appropriate remedial
measures to strengthen the
grants section.
SGAFP has been tracking
the pre-award grants
processing timeline. As
of September 2011, it
took SGAFP almost 124
days on average to enter
into contract with the
grantees. (Fig. 8) depicts
the average no of days
taken at various stages of
pre-award grants
processing at SGAFP as
of September, 2011.
7.3. Applications Reviewed by the Technical Evaluation Committee
After desk review and institutional assessments, the applications are presented to the Technical
Evaluation Committee at SGAFP. Besides COP, DCOP and sectoral managers of M&E and
Finance/Contracts, the respective Grants Officer, and Field Engineer( when needed) are part of
the SGAFP‟s TEC. TEC review is the final stage of grants processing at SGAFP where the
projects are appraised from all angles and the recommendations are sent to USAID along with
the application summaries. At times if TEC feels given information is inadequate, it sends the
case back to the grants section for provision of that information.
During reporting quarter, SGAFP‟s TEC reviewed 10 applications and submitted its
recommendations to USAID. These included 9 cases for award and 1 for non-award. A
comparison of the cases reviewed by TEC during all the three quarters is presented in Table 6
below.
Table 6: Cases reviewed by SGAFP‟s TEC during three quarters
Cases
Reviewed
Recommended for
Award
Recommended for
Non-Award
Q 1(Sep. – Nov. 2010) 10 9 1
Q 2 (Dec. 10 – Feb. 11) 37 13 24
Q 3 (Apr. – June 11) 10 9 1
Q 4 (July-Sep 11) 6 5 1
Total 63 36 27
As of the reporting quarter, USAID has been providing SGAFP with a quick response in general
with occasional delays. Table 7 below presents a summary of the cases reviewed & transmitted
by SGAFP TEC and the status of decision by USAID.
Table 7: Summary of cases reviewed by TEC and status of the USAID/GRC decisions – as of
September 2011
7.4. Issuance of Non-Compliance Letters
As per evolved practices, at the time of pre-award grants processing SGAFP categorizes the
applications into three broader categories: applications falling under category “A” & “B” are
processed for submission to USAID and the missing information is collected during the grants
processing; whereas for “C” category applications, the COP SGAFP writes non-compliance
letters giving the reasons, informing the applicants that they have the option of re-applying after
completing the prerequisites.
During the reporting quarter, SGAFP issued 89 non-compliance letters (Annex II). As of
September 2011, cumulatively 279 “C” category applications have been removed from the
system through non-compliance letters.
7.5. Support to Applicant Organizations, Institutional Assessment & Outreach
As an essential part of the procedural requirements before forwarding applications to USAID,
the Field Operation Officers (FOOs) conduct institutional assessment of the applicant
organizations to assess their systems/procedures and funds management capacities. They are
accompanied by the Provincial Financial Monitors and their feedback enables SGAFP‟s grants
section to proceed accordingly. During the reporting quarter, SGAFP‟s field teams conducted
institutional assessment of applicants on the prescribed format and shared their findings with
the SGAFP‟s grant section. In addition, the field teams continued supervising the
Total
Cases
Reviewed
Recomme
nded for
Award
Recommended
for Non-Award
Cases
referred
back by
USAID
Cases Pending at USAID
Recommende
d for Award Recommended
for Non-Award Total
SGAFP
TEC 63 36 27
2 3 - 3 USAID
GRC 60 30 28
implementation of ongoing projects and facilitated the grantees in meeting documentation and
other requirements as envisaged in the grant agreements.
Below matrix indicates Province wise detail of applicant organizations visited by the FOOs for
the institutional assessment during reporting month.
Province Organizations Visited for Institutional Assessment
Punjab Sanjh Development Foundation (SDF)-Mianwali, Majlis Tahfuz Maholiat-
Sarghoda, United Christian Organization- Rawalpindi
Balochistan SOS Children‟s Village –Quetta, Mahekan Social Development Organization-
Awaran, SCOPE- Jaferabad
AJK/GB Dhanak Rural Development Organization-Rawalakot, Summer Welfare Organization-Poonch, Women Welfare Organization-Poonch, Societies
Development Foundation Rawli (SDFR) –Bagh and “Sada-e-Waqat Welfare
Associaton (SWA)-Bagh
KP Tribal Women Welfare Association-Peshawar
ICT Friends Foundation-Islamabad, ASK Foundation-Islamabad
During the reporting quarter USAID Lahore consulate commissioned a three days field for
monitoring of four selected grantees of Punjab Province. The objectives of the visit were
o Monitoring of financial management at the level of grantees
o Physical verification of activities/outputs achieved under the project
o Meeting with the beneficiaries for their feedback and some of the qualitative aspects
achieved through benefitting the communities
The monitoring team comprising of a Financial Analyst and a Voucher Analyst from USAID
Lahore Consulate, Manager M & E from SGAFP Islamabad Office, and the Field Operation
Officer and Provincial Financial Monitor from SGAFP Punjab Province visited the following
grantees/locations during their three days field visit:
Grantee Organization Location Sector Key Activity
LSO Mohar Welfare
Organization
Mianwali Flood
Response
Construction of 35 housing units for flood
affected families
LSO Fazil Bhakkar Flood
Response
Construction of 25 housing units for flood
affected community members
District Social Welfare
Organization
Bhakkar Health Awareness raising on mother and newly
born child health care through trainings
and exposure visits in six union councils
Tameer e Millat Fateh Jung Education Construction of model school for girls
As per initial (and non-formal) feedback of the USAID‟s mission, the documentation related to
grant implementation was adequate and financial management was compliant to USAID‟s
requirements. SGAFP is awaiting mission report for comments.
8. Grant Management MIS
As per contact between NRSP and USAID for modification of (OTI) database with subject to
the emerging database requirements of three of USAID implementing partners (SGAFP, GEP &
SCVPA), NRSP-IT team is rigorously working on the agreed deliverables and out of total 9
planned tasks, team has successfully achieved 6 tasks including log in form, pre-award
processing of each grant type, separate processing of concept paper for SG application, moving
of awarded applications into main module for USAID, modification in main form of database,
and data migration; whereas task for generation of different reports from MIS is in process.
Furthermore, development of user manual and user training shall be managed after successful
accomplishment of the above tasks related to MIS development.
SGAFP‟s MIS person is closely working with NRSP-IT team for data entry. SGAFP‟s overall
progress on MIS front is summarized as follows:
As per requirement of the main interface of MIS, post-award information of the 26 (out of 30) awarded cases of Ambassador‟s Fund Programme has been updated in MIS;
Login in information of the cases under US AFP has been completed for all cases
received as of June 2011. SGAFP will complete remaining cases during Oct. 2011and
from there onwards, cases will logged in the MIS on daily basis;
SGAFP has decided to upload the information of Grantee‟s performance measurement baseline in the MIS so that plenty of useful information is captured and processed in a
systematic manner. For this purpose, SGAFP has initiated negotiations with NRSP‟s IT
experts who have agreed to provide additional space in the MIS for this purpose.
9. Planning for the Next Quarter:
SGAFP has following plans for the next quarter:
1. An Annual Review and Planning Workshop will be organized at SGAFP‟;s main office
with following specific objectives:
a. Review of the entire program to identify bottlenecks in our systems and suggest
course correction;
b. Reviewing the working relationship with SGAFP‟s sub-partners and suggesting
future course of action based on the effectiveness and material inputs of sub-
partners;
c. Developing SGAFP‟s consolidated Work Plan for Year II through collective
inputs;
d. Review of the SGAFP‟s Grants Manual and making it aligned with existing
practices;
e. Interaction with USAID for better understanding of USAID‟s sectoral and
strategic priorities in Pakistan. This would be beneficial especially for the
conceptual clarity of staff members recently hired;
f. Brainstorming exercises on experience sharing and lessons learned; and
g. Interaction with staff members, specifically the field teams, and team building.
2. In light with the findings of Annual Review and Planning Workshop, SGAFP would
recommend NRSP Head Office and USAID the decisions of strategic importance and
which have long lasting impacts on the overall performance of the program;
3. SGAFP would complete revamping of its website in the backdrop of USAID‟s decision to
segregate the visibility of both components as standalone programs;
4. SGAFP will proceed with the development of its Environmental Management Plan. It is
hoped that by the end of next quarter, SGAFP would have a draft EMP, ready to be
shared with USAID for approval;
5. Small Grants MIS has been updated by SGAFP. In the following quarter, SGAFP would
start sharing MIS updates with USAID through NRSP Head Office;
6. SGAFP furnish and will share its first Annual Report with USAID;
7. As reported previously, SGAFP needs a comparatively spacious office premises to house
additional staff brought on board in the reporting quarter. SGAFP has hired a suitable
building with adequate space and would vacate existing office by the start of Oct. 2011;
8. As SGAFP‟s safety & security manual has been appreciated by USAID during the
reporting quarter, SGAFP would engage its security consultant organization to install
safety and security equipment at the new office building. Likewise staff training on safety
& security will also be planned.
Annexes
1. Status of Contracts awarded and Disbursement under AFP
2. Non-Compliance letters issued under AFP
Annex: I Contracts signing and funds disbursed under AFP – as of September, 2011
S.
No
.
Grantee Organization Name
Grant
ee
Type
Contract
Signed on
Total
Budget
(US $.)
Funds
Released
1 Babuzai CBO 05-Jan-11 65,029 65,029
2 Qaisrani Rural Support Development Program
(QRSDP)
CBO 11-Jan-11 40,023
40,023
3 Make A Wish Foundation Pakistan NGO 13-Jan-11 34,524 21,053
4 Shan-e-Mustafa CBO 15-Jan-11 37,874 37,259
5 Al-Sadat Welfare Society, Rajanpur NGO 21-Jan-11 87,719 70,175
6 Khpal Kor Foundation, Swat NGO 25-Jan-11 92,896 74,183
7 District Social Welfare Council NGO 09-Feb-11 64,854 51,883
8 Mohar Rural Development Program CBO 09-Feb-11 57,627 51,864
9 Department of Nephrology, Khyber Teaching
Hospital, Peshawar
GOV 10-Mar-11 77,193
77,193
10 Coastal Association for Research and development NGO 11-Feb-11 49,035 44,382
11 Quaid-e-Millat Foundation CBO 25-Feb-11 61,153 38,646
12 Municipal Public Library, Gilgit GOV 22-Mar-11 30,000 21,140
13 Parwaz CBO 25-Feb-11 66,644 66,131
14 Gicheen Local Support Organization CBO 08-Mar-11 49,495 29,847
15 Fazil Rural Development Organization CBO 10-Mar-11 114,384 102,946
16 Badin Development Research Organization NGO 18-Mar-11 52,331 10,583
17 Community Development Programme NGO 25-Mar-11 66,588 53,271
18 Meerani LSO CBO 20-Apr-11 71,005 58,488
19 Banjosa Rural Development Organization CBO 13-May-11 99,835 84,860
20 Muzaffarabad Poverty Alleviation Programme CBO 30-May-11 92,660 10,840
21 Kech Educational Development Society NGO 25-May-11 45,762 38,898
22 LSO SACHAN CBO 20-May-11 89,750 40,388
23 Khushal Welfare Organization NGO 18-May-11 67,917 57,729
24 Tameer-e Millat foundation CBO 12-Jul-11 233,522 71,335
25 Area Development Organization CBO 24-Jun-11 101,060 30,489
26 LSO Seven Star NGO 24-Jun-11 90,557 16,851
27 Foresight Institute for Education and Leadership
Development-FIELD
NGO 15-Sep-11 114,982
2,396
28 LSO Thallay CBO 30-Sep-11 125,903
Total 2,180,322 1,267,881
Annex II: Non-Compliance letters issues under AFP during 4th Quarter
S.no Organization Name Contact Person Email Contact No Province Sector
1 Peoples in emergency Net work (PEN) Khawaja Zia-ud-Din
[email protected] 0346-9572062 AJK Social Assistance
2 Community Development Group
Khawaja Khalid Hussain
Azad
05822-439323,
0305-5051262 AJK Agriculture
3
SHEIKH LAL DIN WELEFARE
FOUNDATION Khalid Mehmood [email protected] 0346-5090261 AJK Health
4 Sewera Development Organization (SDO) Mozzam Yousaf Khan [email protected] 0345-5320963 AJK Agriculture
5 Fiza Foundation Langer Pura Muhammad Fiaz [email protected] 0312-9655351 AJK Agriculture
6 Gender Development Foundation Nayyer Zaman Chaudhry
0301-5235563,
0301-5183389 AJK Economic Growth
7
SADA-E-WAQAT WELFARE
ASSOCIATION (SWA) Asghar Hussain [email protected] 0333-5718767 AJK Economic Growth
8 Rural Support Programme Rehara Muhammad Ilyas Khan [email protected]
0333-5719064,0312-
9272559 AJK Agriculture
9 Social Welfare Forum Mera Kalan (LSO) Muhammad Ejaz Younas [email protected]
0342-5482285,
0301-5587153 AJK Agriculture
10 Peoples Welfare Foundation (PFW) Ghulam Mustafa [email protected] 0333-6406502 AJK Education
11 Dhanak Rural Development Organization
Usman Tariq,
Abdual Mojeed [email protected]
0301-5672808,
0344-5389034,
0333-5735593 AJK Agriculture
12
Jammu & Kashmir Welfare Association
(JKWA) - Muzaffarabad Nasir Ahmed Awan [email protected] 0312-9001880 AJK Economic Growth
13 Kawish Welfare Foundation Muhammad Ayoub Awan [email protected]
0308-8788208,
0312-9009046 AJK Economic Growth
14 Koomi Kot Welfare Foundation (KKWF)
Raja M. Seyab Khan,
Nadeem Azad [email protected]
0300-6499403,
0307-2364745 AJK Health
15 Pak Kashmir Friendship Farooq Ahmed Khan [email protected] 0345-9639272 AJK Social Assistance
16 Nain Sukh Development Organization Mehnaz Younas [email protected] 0344-5366882 AJK Social Assistance
17 Mahad Help Foundation M Nawaz Raja
[email protected] 0301-2163799 AJK Economic Growth
18 LSO Tameer Chaman Welfare Muhammad Shaukat Nil
0346-5394671,
0346-5989009 AJK Health
19
Human Welfare and Development
Organization
Syed Mohammad Nayyer
Bukhari [email protected]
05823-471654,05823-
433329 AJK Health
20 Young Welfare Organization Tahir Khan [email protected]
0300-5129273,
0344-5953504 AJK Health
S.no Organization Name Contact Person Email Contact No Province Sector
21 Women Welfare Organizarion Ahsan Rashid [email protected] 5824425863 AJK Economic Growth
22 UQAB LSO Jandgran
Iftikhar Akhtar,
Muhammad Sarfraz Khan [email protected]
0300-5028280,
0300-7423127 AJK Agriculture
23
Bulandi Welfare and Educational Society
(BWES) Aysha Abbasi [email protected]
05822-4320882,
0344-9510029 AJK Social Assistance
24 VO Gharthama Middle Muhammad Nazir Kiani N/A
05822-427285,
0346-3168016 AJK Social Assistance
25 Summer Welfare Organization Muhammad Hussain [email protected] 0345-9756474 AJK Health
26 Tameer-e-Millat Welfare Society Syed Imdad Hussain Nil
0355-6615134,
03465168517 AJK cross sector
27
Association for Integrated Development
(AID) Adil Jahangir
081-2000297,
0345-8148493 Balochistan Energy
28 Think Pakistan Rafi Ullah [email protected]
081-2838537,
0332-7985945 Balochistan Economic Growth
29 Youth Organization Hameed Ullah Kakar
0812-870001,
0346-8397898 Balochistan Health
30
Society for community organization and
Promotion of Education (SCOPE) Naik Parveen Baloch
om
0838-510179,
0345-3838816 Balochistan Health
31
Rural Organization for All Community Help
(RAOCH) Rashid Haidar [email protected]
0321-7350823
0864-003486 Balochistan Social Assistance
32
Peaceful Enviroment for Women Society
(PEWS) Shakir Ali Balouch
m
0333-2327767,
0333-3903711 Balochistan Health
33 Hope Development Organization Qeemat Khan Kakar
[email protected] 0334-2324755 Balochistan Agriculture
34 LSO Shashan Manzoor Ahmed [email protected]
0843-897256,
0344-8047817,
0301-3776918 Balochistan Agriculture
35
Patrticipatory Education And Community
Empowerment (Peace Balochistan) Yasmin Lehri [email protected]
081-2302014,
0300-5277296 Balochistan Education
36 Makaran Resource Center Nasir Ali Sajjad [email protected] 0852-413031 Balochistan Social Assistance
37 RHD Foundation Abdul Hafeez [email protected] 051-2855645 ICT
Flood / Social
Assistance
38 Beer Development Society Asif Ali Jah [email protected] 0995-616624 KP
Flood / Social
Assistance
39 Human Unity Movement (HUM) Tariq Mehmood [email protected]
0332-5092395,
0343-9233424 KP Economic Growth
40
Association for Behaviour and Knowledge
Transformation Shad Begum [email protected] 091-5700240 KP Social Assistance
41 LSO Itehad
Rehmat Ali And Gul
Rehman [email protected]
091-5515181,0344-
5050223 KP Education
S.no Organization Name Contact Person Email Contact No Province Sector
42 Kund Welfare Society Pangora Abdul Khaliq Nil 0346-5474869 KP Health
43 Dir Area Development Organization Abid Ali Abid [email protected] 0944-881146 KP
Flood / Social
Assistance
44 CCB Dana Kalsi Muhammad Aslam Nil 0334-8979629 KP Social Assistance
45 CCB Gulgaram No. 1
Muhammad Saeed
Akhtar Nil 0334-8961568 KP Social Assistance
46 CCB Kaisa Bandi Mansoor Qaim Khan Nil 0306-5648851 KP Social Assistance
47 Hallan Makol
Sardar Muhammad
Pervez Nil 0300-5633340 KP Social Assistance
48 CCB Kund Pangora Haji Abdul Khaliq Nil 0346-5474869 KP Social Assistance
49 Development Initiative Association Saima Feroz [email protected]
0992-385254,
0342-9065220 KP Health
50
Community Motivation and Development
Organization Fiaz Muhammad Fayyaz
[email protected] 091-5703614-6 KP Social Assistance
51 CCB Seer Gah M Javed Nil 0323-9811997 KP Social Assistance
52 Citizen Community Board Golra Aziz Bang
Muhammad Aslam
Mughal Nil 0334-8979629 KP Health
53
Integrated Community Development
Iniciative Ribina Massey [email protected] 091-5842744 KP
Flood / Social
Assistance
54 The Builders Citizen Community Board Hamayun [email protected]
091-6555100,
03219001171 KP Social Assistance
55 LSO Kot Maina Fayaz Gul [email protected] 0932-353231 KP Health
56 Shaheen LSO Kharkai Sirajud Din [email protected]
0301 8332501,
0333 8332501 KP Health
57
Shandur Area Development Conservation &
Welfare Organization Dr Inayatullah Faizi [email protected]
0302-8060488,
0333-9538885 KP Agriculture
58 Samaj Welfare Organization Nisar Ahmed [email protected]
0992-336744,
0334-5125604 KP Health
59
Tehsil Coordination Council Takht bhai
(TCCT) Shaukat Ali
0314-9606896,
03439166639 KP Health
60 Saba Welfare Foundation Akhtar Sher Saba
m 0321-6127244 KP Agriculture
61 Sarhad Rural Development Organization Nisar Ahmed Khan
0969-351073,0969-
708074 KP Health
62
Qurumbara and Shandur Area Development
Organization Haji Imadudin [email protected] 0943-486081 KP Social Assistance
63
Quraishi Rural Welfare and Free Medical
Legal Trust Abdul Khaliq Quraishi Nil 0333-5035918 KP Social Assistance
64 The Builders Citizen Community Board Hamayun [email protected] 091-6555100, KP Agriculture
S.no Organization Name Contact Person Email Contact No Province Sector
0321-9001171
65 Peace NGO Mushtaq Ahmed [email protected] 091-5252734 KP
Flood / Social
Assistance
66 Aman Organization Iftikhar Ahmad [email protected] 0966-9280344 KP Energy
67
Realistic Approach to Nature and Nation
Awareness (RANNA) Suleman Khan [email protected]
0996-401160
0346-9425132 KP Social Assistance
68 Sanjh Development Foundation (SDF)
Ghulam Muhammad
Ghanjera
0459-806410
0322-8384223 Punjab Social Assistance
69 United Development Association Muhammad Asif Nazir [email protected] 0343-6901635 Punjab Agriculture
70 Citizen Community Board
Muhammad Baidar
Bakhat [email protected]
0300-6626062,
041-2603595 Punjab Energy
71 VO Manday Imtiaz Hussain 0300-5789036 Punjab Agriculture
72
Women Development & Environment
Association Nazia Shaheen Malik [email protected] 0454-723444 Punjab Economic Growth
73 Farz Foundation Farhat Abbas Shah [email protected] 042-37556194 Punjab Economic Growth
74 Friends Society Muahmmad Azam [email protected]
049-2764343,
0300-6574171 Punjab Health
75
Pakistan Rural Workers Social Welfare
Organization (PRWSWO) Sabir Farhat [email protected]
062-2282442
062-2286045
0300-6802442 Punjab Social Assistance
76 SAPNA WELFARE SOCIETY GWADAR
Pervaiz Baloch
Muhammad Anwar
sapnawelfaresociety@hotmail
.com
051-4429145
0300-8501332 Punjab Education
77 Starfish Karachi Trust Anser Javed [email protected]
0346-2802646,
0304-9269257 Sindh Education
78 Marie Adelaide Leprosy Centre (MALC) Shakil Ahmad [email protected]
021-35684151,
021-35682706,
021-35688007,
021-35216298 Sindh Health
79 Watan Development Organization (WADO)
Syed Azeem Hayder
Shah [email protected]
0243-528466,
0344-3003353 Sindh Health
80 Layari Development Organization Sadaqat Ali Laghari [email protected] 0243-714825 Sindh Social Assistance
81
Peace Social Welfare & Educational
Organization Qurban Ali Solangi [email protected]
074-4040035,
03003416672 Sindh Economic Growth
82 PEMMICAN Welfare Society Mushtaque Ahmed [email protected]
02298-611379
0333-2723101 Sindh Social Assistance
83
Indus Community Empowerment Foundation
(ICEF) Maria Akhtar Zubarie [email protected] 0344-2727186 Sindh Health
84 Sukaar Foundation Mukesh Raja
m 023-2261913 Sindh Health
S.no Organization Name Contact Person Email Contact No Province Sector
85 Goth Seengar Foundation Nazeer Ahmed Ujjan
[email protected],gsp.psdw
@gamil.com
0300-8314378,0243-
715646 Sindh
Flood / Social
Assistance
86
SRHD – Society for Research, Heritage and
Development Khadim Hussain [email protected]
025-4611922,
0300-2940655 Sindh Agriculture
87 Sindh Radiant Organization SRO Ghulam Hussain Khwaja [email protected]
0298-770255 –
03007031715 Sindh Social Assistance
88 Sangat Development Foundation (SDF) Nisar A Brohi [email protected]
0244-362011,
0334-3475360 Sindh Agriculture
89
HOPE (Health Oriented Preventive
Education) Dr Mubina Agboatwalla [email protected]
021-32243889,
021-32239930,
0333-2131960 Sindh Health