Title: Global Fund subRegional Meeting for the Grant Recipient Countries in the Balkans Performancebased fu
1Global Fund sub-Regional Meeting for the Grant
Recipient Countries in the Balkans
Performance-based funding and Grant
management Pr capacity and SR management
Silvia Asandi
2Romanian Angel Appeal Foundation
- Established in 1991 by British founders as
charity - Progressively developed into a professional
organisation - Quality Management System implemented in 2004
- ISO 90012001 certification obtained in 2006.
- Technical areas
- Implementing programs targeting children and
young people living with HIV/AIDS and other
chronic conditions, subject to stigma and
discrimination - Training provider for health workers and
psycho-social staff - Health promotion and behavior change
communication - Monitoring and Evaluation (financial and
programmatic) - Capacity Building
- Fundraising
- Management of international grants
3BASIC STRUCTURES AND SYSTEMS IN PLACE
MAKE US AN EFFECTIVE PR ?
Institutional and programmatic Financial
management Procurement and supply chain
management Monitoring and evaluation
4Precious Lessons learned as SR under previous
GFATM round
- PR should develop an effective on-going
monitoring and reporting system and tools
(avoiding waste of precious time, energy and
resources) - PR should employ competent staff with experience
in project management and management of funds - PR should develop comprehensive guidelines and
instruments for SRs - PR should be able to communicate efficiently and
effectively with SRs and all national partners - PR should be capable and open to offer TA and to
build capacity at the level of SRs - PR should act transparently
5Planning the implementation
- Even if we have strong management systems, we
carefully prepared our organisation for change - Conduct internal evaluation prior to LFA
assessment - Fill the gaps efficiently
- Seek for TA and strategic partnerships prior to
signing the grant agreement - Recruitment and training of the team
- Prepared as much as possible of grants
implementation legal documents (i.e. contracts),
procedures and instruments, etc. and got them
approved by LFA - GFATM
6Preparation for Round 6 implementation Reorganizat
ion of RAA setting the department and forming
the team, moving operations into one larger
building better equipped with meeting and
training facilities Designing the SRs
applicants Guide, the Operations Manual, the
web-based reporting system and tools financial
and programmatic ME instruments, tracking
performance and sharing information tools, etc.
Selection of SRs according to CCM procedure and
RAA Selection Guide
Assessment of selected SRs according to RAA
procedure
Jan. 07
Nov. 06
March
April
Grant agreement negotiations
RAAs assessment by LFA and GFATM
1st July 2007 HIV program start date
7Plannig the implementationSelection of SRs
- Transparent process in accordance with CCM
endorsed procedure - RAA elaborated the selection instruments (public
advert, the applicants guide) and got them
discussed, amended and approved by CCM - RAA conducted clarifications meetings for all
potential applicants and developed a blog for
clarifications available to all applicants - Independent Technical Evaluation Commission
composition approved by CCM evaluated the
proposals and managed the appeals
8planning the implementation Assessment of SRs
- Scope
- To identify if the selected SRs have the capacity
to implement the projects according to the - performance based funding principle
- principles and clauses stipulated by the
sub-grant agreements - To identify the weaker technical areas where the
SRs need technical assistance / capacity building
9plan the implementation Assessment of SRs - steps
- Self-assessment of the SR
- questionnaires - excel interactive worksheet,
results reflected in the dashboard generated
automatically - Assessment visits at the SRs offices, including
interviews with SRs management and staff - Report on each selected SRs findings of the
assessment are corroborated and addressed - In the negotiation process
- In the sub-grant agreement as precedent
conditions - In the training / technical assistance
interventions
10Assessment tools
- Institutional and Programmatic
- 8 sub-areas, 24 questions exploring legal status
and relationship with third parties,
organisational management, infrastructure,
technical expertise, etc. - Financial, Accountancy and Procurement
- 3 sub-areas, 24 questions exploring management of
human resources in the financial / accountancy
department, the accountancy procedures,
procurement, reports and budgets, etc. - Project Management --- ME
- 7 sub-areas, 38 questions exploring measurable
objectives, ME indicators, management of data,
etc.
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13planning the implementationSub-Grant Agreements
Negotiations
- Realistic review of SRs implementation plans
including budgets (turned into annexes to
sub-grant agreements) - Inclusion of precedent conditions in the
sub-grant agreements
14Human resources
- Careful selection process
- When we recruited our team we focused on program
goals and activities. Expertise of selected staff
is crucial. -
- Quality Management principles applied in HR
management but also reflected in the management
of SRs - Customer focus
- Leadership
- Involvement of people
- Continual development, etc.
15communication
- Clear and suitable ways of communication as less
restrictive as possible but with focus on
documenting the processes - Report to CCM enable CCM to have access to
program results ask CCM for support pursue CCM
to accomplish its overseeing role - Operate transparently. Set and promote
communication and transparency guidelines for SRs - Maintain and enhance institutional partnerships
with key stakeholders
16www.globalfund.ro
17www.globalfund.ro
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20Web-based Reporting System
21Capacity building and networking
- Essential when we manage a large number of SRs of
various kind of structures and level of
development (including small grass-roots NGOs,
medium or well-developed CBOs, patients NGOs,
also Gov. organisations) - 35 Sub-recipients - out of which 29 NGOs
- 74 projects (58 HIV 16 TB)
- 549 staff
- HIV/AIDS Grant Sub-recipients account for 75 of
all direct grant spending - TB Grant Sub-recipients account for 80 of all
direct grant spending
22Capacity building and networking (cont.)
- Training of SRs
- Provision of comprehensive Operational Manual
with guidelines and tools included - Enhance collaboration and networking
- SRs working on similar types of intervention
- CBOs and Gov. sector
- Prompt and flexible in finding solutions to
prevent or overcome bottlenecks in
implementation work along with SRs in adjusting
the project plans and activities - Closely work with SRs and CCM on addressing
sustainability issues and help in solving issues
not always directly tied by GFATM grants
23our chances as effectivePR might increase
24applying the quality management principles in the
management of the SRs
25Quality Management (QM) Principles
- 1. CUSTOMER FOCUS
- 2. LEADERSHIP
26QM Principles (cont.)
- 3. INVOLVEMENT OF PEOPLE
- We conduct periodic meetings with SRs in order to
help them to - understand the importance of their contribution
and role in the implementation of GFATM grants. - identify constraints to their performance.
- accept ownership of problems and their
responsibility for solving them. - evaluate their performance against their goals
and objectives. - actively seek opportunities to enhance their
competence, knowledge and experience. - freely share knowledge and experience.
- openly discussing problems and issues.
27QM Principles (cont.)
- 4. PROCESS APPROACH
- 5. SYSTEM APPROACH TO MANAGEMENT
- 6. CONTINUAL
- IMPROVEMENT
plan
act
do
check
28The PDCA cycle
Act correct and improve the plans and learn
from mistakes to improve the plans in order to
achieve better results next time.
Plan establish objectives and make plans set
interim targets and develop plans to achieve
them).
plan
act
do
check
Do implement the plans.
Check measure / monitor how far actual
achievements meet the planned objectives.
29QM Principles (cont.)
- 7. FACTUAL APPROACH TO DECISION MAKING
- 8. MUTUALLY BENEFICIAL RELATONSHIPS