ACTIVITY HAS BEEN MODIFIED IN THE FOLLOWING WAYS:

SUMMARY:

This activity aims to improve OVC information gathering and reporting systems for both the Department of

Social Development (DOSD) and PEPFAR OVC implementing partners. In addition, the activity aims to

document OVC service delivery, assess program effectiveness by generating information about OVC

programs through basic program evaluations and strengthen M&E capacity for OVC programming for both

USG (IPs) implementing partners and the DOSD.

BACKGROUND:

This activity is a follow on to the MEASURE 2 TASC order that provided M&E technical support to the

DOSD, South Africa. The Enhancing Strategic Information Project (ESI) managed by John Snow Inc. along

with its partners Khulisa Management Services, Health Information Systems Program (HISP) and Tulane

University aims to further strengthen M&E capacity of the DOSD and PEPFAR IPs in the area of OVC

programming, monitoring and evaluation through sustained technical support by a Technical OVC M&E

Lead, strengthened by partner support from Tulane, Khulisa, and HISP. The project also intends to conduct

a series of capacity building activities to strengthen OVC M&E and program management at the strategic

policy making level and implementation level.

ACTIVITIES AND EXPECTED RESULTS:

In addition to the proposed activities below, the project will aim to accomplish the following in FY 2009:

ACTIVITY 1: M&E Strategy for OVC

This activity will be led by a Resident Technical Advisor/Task Lead for South Africa Task 2 under the new

ESI Project (Task Order No. GHS-I-03-07-00002-00).

The M&E OVC (Task 2) Lead under the new ESI Project will be responsible for provision of technical

support to the DOSD. The support will include the following activities:

-Support a local consultant in developing the monitoring and evaluation operational plan and engage in the

short term assignment write up and dissemination of the work.

-Assist the DOSD in providing support and coordination for the OVC Research Working Group at the DOSD

and ensure collaboration of all key stakeholders in this participatory process. The ESI project will provide

support to this Working Group at the DOSD.

-Provide technical support to a Tulane-based consultant responsible for conducting OVC case studies as a

continuation of the previous work under MEASURE Evaluation.

-Explore providing support to the DOSD with regard to provision of M&E technical support in

operationalizing a routine management information system for the collection of OVC community-based data

for the National DOSD in addition to provide support for Routine Management Information Systems

-Explore whether DOSD would be open to integrating OVC community information reporting into the district

health information system

-Partner strengthening in OVC M&E and OVC programming. ESI together with USAID will determine a

methodology to identify partners who require supportive technical assistance. Provision of TA will be made

available through the ESI Task 2 lead. It is envisaged that the ESI Task 2 lead will provide assistance in

facilitating the OVC M&E portion of the PEPFAR Partner OVC meetings and identify, at these meetings (in

addition to other consultative meetings), partners requiring supportive TA. This type of support can be

further defined as:

1. Strengthening partner M&E plans and frameworks;

2. Strengthening partner monitoring and data management systems;

3. Being the focal point to partner OVC M&E queries (through the ESI Project); and,

4. Supporting USAID in activities relating to OVC M&E.

The project will also conduct, or support and oversee, a series of activities under the Tulane subcontract.

The Tulane-based consultant will undertake a series of activities:

-Continuation of previous case studies. The number of case studies will be based on the funds available in

the project and a work plan is to be determined to outline an exact number of studies based on available

funds. Several synthesis reports based on existing case study information will be developed. This analysis

will increase understanding of the services provided and identify trends in types of assistance and potential

unmet needs. In addition, a Case Study Development manual will be generated to guide IPs with existing

resources to independently replicate the approach.

-Develop a research protocol and data collection tools for basic program evaluations of two OVC initiatives

implemented by USG IPs in South Africa.

-Develop a methodology and finalize protocol for the cost-effectiveness analyses undertaken with programs

selected for evaluations.

Activity Narrative: It is expected that the activities carried out under the Tulane sub-contract will make use to its full extent and

within the funding parameters, the use of Tulane graduate student interns for support of the OVC research

component.

All studies that are planned will apply the most rigorous and cost effective methodologies as agreed by

Project ESI and USAID. Local research partners will be selected through a competitive bid process and

solicited for a detailed proposal. All studies will undergo the routine IRB and regulatory approval process as

determined by South African and US Federal law.

The ESI project will make use of a local M&E consultant to continue the ongoing National and Strategic

Policy level work at the Department of Social Development, initiated by MEASURE Evaluation.

This work will direct the DOSD in ensuring the effective implementation and capacity building strategy for

M&E at the provincial and regional levels. The ESI project under the Task 2 and Task 1 leads and the

direction of the local M&E consultant will provide strategic direction as to the most effective methodology for

M&E capacity building of the national and provincial Departments of Social Development. The Task 2 lead

will support the DOSD in its move to operationalize the National M&E OVC framework, to be finalized under

the direction of the local M&E consultant mentioned in the above bullet.

ACTIVITY 2: M&E Capacity Development

This activity will be comprised of an integration of South Africa Tasks 1 and 2 under the ESI Project. South

Africa Task 1 under ESI is designed to coordinate the M&E capacity building activities for USG partners in

South Africa. The project Task 2 lead will lead the capacity building efforts for OVC partners and DOSD,

South Africa, with a high level of effort and support from the Task 1 lead. It is envisioned that most of the

trainings will occur at the project ESI offices training room as means to effectively use funds for program

support. A curriculum on OVC M&E capacity building (for both partners and DOSD) will be developed

following discussions and agreement between ESI and USAID. The focus for year 1 activities for OVC M&E

capacity building will be to emphasize on basic M&E capacity building workshops and specialized courses

on monitoring OVC community-based programs.

The ESI Project, through Task 1, will provide basic M&E training for OVC partners and also ensure that the

Task 2 lead is a focal contact for PEPFAR partners for OVC M&E. ESI will also develop M&E specific

curricula for PEPFAR partners and the content of this will be specific to monitoring of OVC Programming, in

addition to conducting routine and basic M&E trainings. The project will focus, in year 1, on OVC evaluation

techniques (as opposed to monitoring) and evaluation designs for partner support. Project ESI will together

with USAID discuss a methodology for workshops designed for evaluation capacity building for partners for

year 2 of the project. This will be done in collaboration with Tulane.

The ESI project will propose a series of training methodologies that will potentially encompass basic M&E,

as well as strategies to train trainers at the level of implementation of DOSD activities (regional and site).

Project ESI, through the outputs generated from the work of the local M&E consultant, will strategically

position itself to provide M&E TA at the provincial level and/or program level. This will be done in an

advisory capacity while further discussions with USAID and DOSD will be held to ensure resource

mobilization at the field level to operationalize the DOSD OVC program.

-------------------------

SUMMARY:

This activity aims to improve OVC information gathering and reporting systems for both the Department of

Social Development (DOSD) and PEPFAR OVC implementing partners. In addition, the activity aims to

improve OVC service delivery and assess program effectiveness by generating information about OVC

programs through a targeted evaluation.

BACKGROUND:

This activity was supported by MEASURE Evaluation in FY 2005 and FY 2006. The MEASURE activities

will be recompeted in FY 2007 and it is anticipated that the same partner will continue these activities in FY

2008. PEPFAR funds have been used to work with the DOSD to support a resident advisor (RA) within the

DOSD under the direction of Chief Director of the HIV and AIDS Unit. His role includes developing the M&E

component of the National Plan of Action for OVC and the DOSD's policy framework for OVC made

vulnerable by HIV and AIDS, as well as developing an operational plan. In FY 2006 the M&E Advisor

provided program management support to the organization selected to develop a management information

system (MIS) to track OVC. In addition, the RA works to build the capacity of DOSD staff in M&E to ensure

sustainability of the M&E systems that will be developed.

ACTIVITIES AND EXPECTED RESULTS:

ACTIVITY 1: M&E Strategy

The PEPFAR funded M&E RA to the DOSD will assist them to implement the M&E strategy. A key

component of the DOSD M&E system in South Africa will be the MIS for OVC co-funded by PEPFAR and

the DOSD. The M&E RA will continue to serve as the liaison between DOSD, the MIS contractor,

implementing partners and other donor agencies; oversee major time-lines for the MIS Contractor, and

provide technical assistance to the MIS Contractor in the following areas: guidance on database design

issues relevant to DOSD's M&E strategy and operational plan to ensure key objectives of DOSD are met

with the system; oversight on functionality and user interface; ensure that data quality and integrity is

maintained; and coordinate training needs of the users at local and provincial level once the MIS system is

fully developed. The expected result of this activity is a functional national MIS system for OVC programs.

Activity Narrative: ACTIVITY 2: M&E Capacity Development

The M&E RA will continue to develop the M&E capacity of staff within the DOSD and local partners. The

M&E RA will coordinate M&E training needs within the DOSD and of local implementing partners, conduct

site visits to local and provincial sites in order to assess gaps in skills and knowledge in M&E and provide

technical assistance to meet such needs. The M&E RA will evaluate and modify data utilization and flow

within DOSD. The expected result of this activity is a sustainable M&E unit within the DOSD.

New/Continuing Activity: Continuing Activity

Continuing Activity: 21160

Continued Associated Activity Information

Activity Activity ID USG Agency Prime Partner Mechanism Mechanism ID Mechanism Planned Funds

System ID System ID

21160 21160.08 U.S. Agency for John Snow, Inc. 9225 9225.08 $1,552,000

International

Development

Table 3.3.13:

ACTIVITY HAS BEEN MODIFIED IN THE FOLLOWING WAYS:

SUMMARY:

The Enhancing Strategic Information (ESI) project will provide a broad program of technical assistance and

other targeted project support to improve the quality, availability and use of strategic information (SI) in

South Africa. The SI activity will contribute to strengthening programs, improving accountability and

reporting, and information sharing within PEPFAR partners.

BACKGROUND:

The proposed activities are new and focus on providing M&E technical support to PEPFAR implementing

partners and USG/SA. The ESI project is managed by John Snow Inc. along with its partners Khulisa

Management Services, Health Information Systems Program (HISP) and Tulane University and aims to

further strengthen M&E capacity of PEPFAR partners in the area of data management, data quality, data

usage, and basic evaluation techniques through sustained technical support by Technical Task Leads,

strengthened by partner support from Khulisa, Tulane and HISP. The project also intends to conduct a

series of capacity building activities to strengthen M&E and program management at the implementation

level.

ACTIVITIES AND EXPECTED RESULTS:

ACTIVITY 1: Partner Capacity Building

(1) ESI will continue the implementation of basic five-day M&E trainings for PEPFAR partners. Where

possible, partners will be requested to send both M&E and program management staff to enhance the

likelihood of establishing an M&E culture in their organization post attendance at this training.

(2) ESI proposes to further strengthen the M&E unit of the University of Pretoria (UP), School of Health

Systems and Public Health, to establish its role in substantial M&E training for South African government

employees, USG IPs and other NGOs. Project ESI will emphasize the adaptation / development of

instructional materials for new (high level) courses geared towards PEPFAR implementing partners, provide

collaboration and mentoring through team teaching, joint provision of technical assistance, and

administrative and logistical support. ESI will contribute to strengthening the capacity of the UP Centre for

Excellence and the regional M&E capacity-building (CB) teams through the following activities:

a. Collaborate with relevant institutions to develop and pilot higher level M&E courses on subjects such as

data analysis, questionnaire design, survey sampling, economic evaluation biostatistics, and introductions

into various statistical, survey and other M&E software packages.

b. Begin collaboration with other regional partner institutions to identify a core group of M&E training

facilitators in order to guard against high turnover and ensure the sustainability of capacity to conduct M&E

training at the regional level.

c. Begin identification of regional institutions, upon approval by USAID, to lead capacity building efforts.

d. Begin the establishment a national network of M&E training facilitators, whose role will be to work

towards a common understanding of M&E concepts, harmonize/streamline M&E training tools, and upgrade

skills and knowledge among M&E professionals and trainees.

e. Facilitate annual meetings of regional CB teams in the context of the national network of M&E training

facilitators.

f. Development of a tracking system that will enable institutions to follow up with trainees.

g. Development of a central SI listserve to enable continuing education and information sharing.

(3) Partner-specific workshops: ESI will provide direct technical assistance to PEPFAR IPs, the USG and

other stakeholders as appropriate. TA will be provided by project staff and CB partners, including the UP

centre for excellence and the regional SI CB teams. Much of this TA would be linked to other Tasks (Task 2,

3, and 4) and focused on building capacity in those areas and includes:

a. Partner specific action plans to address identified gaps in SI capacity of IPs to collect, collate, analyze,

report and use data.

b. Provide CB related to the locally tailored data quality assessment tool (Task 4). Project ESI will tailor TA

to help partners self-assess their data management systems and data quality as well as provide Post Audit

TA to assist partners addressing the identified audit issues.

c. Provide targeted TA, using a multi-disciplinary team approach for the implementation of action plans to fill

identified capacity gaps.

d. Institutionalize targeted TA in the Center of Excellence and the Regional Teams to enable local

institutions to provide targeted TA in the future.

e. This activity will address needs for M&E and enhancing SI for IPs; this includes the development of IP

specific program M&E workshops designed to optimize monitoring of specific areas under/in the PEPFAR

program. Such programs include ART, PMTCT, OVC, TB/HIV, VCT and other prevention areas.

(4) Technical Assistance to IPs:

a. The ESI Team will also address the organizational and behavioral aspects of information systems

development. In FY 2009, this process will begin with a situational analysis.

b. ESI will use a participatory approach to providing TA, allowing the team to interact with users at their

level, and gradually increase their skills, and develop organizational capacity. ESI will use Data Users

Groups to provide opportunities for organizational issues to be highlighted. TA activities will also link to ESI

Task 6 to integrate spatial data into HMIS systems and encourage GIS data use for program planning.

c. Training in Data Quality: ESI will use existing curricula on data quality (as adopted by USAID) to serve as

the basis for specially tailored data quality workshops (to be led by HISP as the lead for ESI Task 4) under

this project (linked with Task 1). ESI, with extensive in-house experience in data quality assessment (DQA),

Activity Narrative: will ensure that HISP and other partners' staff who may be involved in DQA workshops, are fully trained and

prepared. ESI will conduct at least two levels of training - an introduction to data quality for new partners

and partners with weaker data management systems, and an advanced training for partners that have

begun to implement data quality initiatives.

(5) Additional capacity building activities

a. ESI will undertake to synthesize all trainings conducted by USG implementing partners. The aim of this

activity will be to ensure that all trainings relating to M&E have been documented and based in a repository

and that the development of new trainings will be built on existing or previous curricula.

b. The CB lead will ensure a presence of CB activities on a web-based system to access training materials

and PEPFAR partner reporting tools. The aim of this exercise is also to create a repository for CB materials

and to enable wide-spread dissemination of all activities through the internet. Partners in South Africa have

relatively well developed IT infrastructure and the CB lead will update this periodically with new and relevant

CB materials.

c. ESI will have a presence at CDC/USAID treatment meetings to support discussions on HIV care and

treatment M&E and provide up to date strategies on CB, data quality and overall M&E.

d. ESI will also aim to synthesize and document capacity building methodologies for training and mentoring

implementing partners. ESI's CB approach to the implementing partner or the Department of Health has to

be systematic and methodical and soft skills management play an integral role in the delivery of high quality

technical assistance. ESI staff will be well versed on soft skill management prior to conducting work with

any stakeholder and the methodology for this will be documented and taught.

ACTIVITY 2: Collaboration with USG/SA SI team

(1) Provide strategic and operational M&E support to the USG team, including support for the regular

updating of the South Africa Strategic Information (SASI) modular manuals, intermittent compilation and

analyses of partner result reporting and facilitation of in-house training.

(2) Facilitate regular M&E CB sessions in the context of PEPFAR partner meetings (and linked with the data

use groups mentioned above). These will increasingly focus on areas such as data use and evidence-based

decision making and provide opportunities for continuing education.

ACTIVITY 3: Increased demand, availability and utilization of SI

(1) ESI will make use of a Decision Support System (DSS), an automated data analysis and results

reporting tool designed to facilitate the process of turning data into action.

a. Activities in FY 2009 will focus on conducting a situational analysis, development of methodology (in

agreement with USAID) and subsequent work plans to operationalize activities under this task.

b. Using simple bar charts, line graphs, tabular reports and thematic mapping, the DSS translates raw data

into easily understood graphics at health facility, district, regional or national level. Indicators can be

examined in multiple ways by changing the administrative level, periodicity, geography or reporting source.

ESI will use a two-pronged approach for DSS implementation: 1) a desktop solution with an import facility

(using DW aggregated data or pre-populated databases) for those users that have limited access to the DW

and do not want instant analysis on current data in the DW; and, 2) a web-based DSS that sits on top of the

DW database and can do instant dynamic online queries.

(2) ESI Task 6 focuses on GIS systems in the broader concept of data use and dissemination. GIS uses

tools to map and analyze characteristics of people, objects and events in space and over time. Spatial

analysis allows an understanding of relationships between variables that are otherwise difficult to determine

using traditional approaches. Potential applications for the PEPFAR program for SA include:

a. Coverage of the PEPFAR program and/or coverage broken down by program areas;

b. Determining and planning for underserved areas on the basis of weighted multivariate criteria;

c. Determining areas where possible double counting occurs (link to Task 4)

d. Distribution of NGO, private, CBO, FBO assisted programs;

e. Spread and density of PEPFAR investment vs. people supported;

f. Obstacles or favorable conditions for program roll-out;

g. Determine geographical distribution and variation of the illness presentation;

h. Analyze spatial and temporal trends in program uptake;

i. Monitor diseases and interventions over time;

j. Manage materials, supplies and human resources;

k. Monitor the utilization of service points;

l. View the PEPFAR program in relation to the rest of the health system; and,

m. Develop a PEPFAR support atlas.

(3) Linking GIS with the DW and Decision Support System: The majority of analytical GIS needs would be

met by the mapping component within the decision support system of the DW. GIS will contribute specific

special analyses as requested to support the mapping needs of PEPFAR. Some users will only require

basic maps and will be able to access these quickly via the Data Warehouse. Other users will require more

complex GIS applications/analyses and will make requests to the GIS specialist under ESI Task 6 to

conduct these analyses. An industry standard GIS software package such as ArcGIS 9.0 will be procured

for the creation of multi-dimensional maps. Similarly the GIS Task lead will coordinate with Task 5 to

provide technical assistance for data analyses and GIS mapping in the DW using the DSS.

-------------------------

SUMMARY:

This partner will provide a broad program of technical assistance and other targeted project support to

improve the quality, availability and use of Strategic Information (SI) in South Africa. The SI activity will

Activity Narrative: contribute to strengthening programs, improving accountability and reporting, and information sharing within

PEPFAR partners.

BACKGROUND:

MEASURE Evaluation supported this activity in FY 2005 and FY 2006. The MEASURE activities will be

recompeted in FY 2007 and it is anticipated that the same partner will continue these activities in FY 2008.

The goal of this activity is to improve the collection, analysis, and use of SI in planning, policy-making,

management, monitoring, and evaluation of the South Africa PEPFAR program.

ACTIVITIES AND EXPECTED RESULTS:

ACTIVITY 1: Partner Capacity Building

This partner will work to strengthen the capacity of PEPFAR implementing partners to monitor and evaluate

their programs. The PEPFAR South Africa approach is multi-faceted and includes the following activities:

(1) M&E capacity building workshops: The five-day basic M&E workshop will be offered to PEPFAR

partners three times a year.

(2) M&E workshops on specific topics: There is increasing interest among PEPFAR partners for more

specialized M&E training on such topics as data analysis, qualitative methods and research and evaluation

methods for program improvement. Trainings will be implemented in collaboration with a local South Africa

partner.

(3) Partner-specific workshops: There are a number of large partners (or primes who have many sub-

partners or sites) that want to deepen their M&E capacity. FY 2008 funds will be used to conduct partner-

specific workshops to respond to this need.

(4) Technical Assistance: Individual M&E technical assistance will be provided to PEPFAR implementing

partners as needed.

ACTIVITY 2: Collaboration with USG/South Africa (USG/SA) SI team

This partner will work closely with the USG/SA SI team on the development and implementation of SI

systems for the PEPFAR program. Specific activities include:

(1) South Africa Strategic Information Manual: Update and disseminate a compendium of information and

procedures to support PEPFAR.

(2) Partner M&E Meetings: Coordinate and facilitate partner meetings.

(3) Ongoing collaboration: Support collaboration among PEPFAR partners given the growing data and

reporting demands of PEPFAR.

ACTIVITY 3: Increased demand, availability and utilization of SI

This partner will utilize multiple strategies for increasing the demand, availability and utilization of SI in

South Africa by both USG and South African partners. In November 2004 MEASURE Evaluation contracted

with Khulisa Management Services to develop the Data Warehouse (DW). Initially Khulisa focused on

developing the PEPFAR reporting system, but in the future Khulisa plans to make the DW more useful for

partners and USG staff. This partner will develop ways to improve data management and data use by

supporting a database that stores and provides easily extractable information received from PEPFAR

partners in South Africa.

These activities contribute to the overall goals of PEPFAR at both a local and global levels by providing

valuable information for decision making.

New/Continuing Activity: Continuing Activity

Continuing Activity: 21161

Continued Associated Activity Information

Activity Activity ID USG Agency Prime Partner Mechanism Mechanism ID Mechanism Planned Funds

System ID System ID

21161 19708.08 U.S. Agency for John Snow, Inc. 9225 9225.08 $3,201,000

International

Development

Emphasis Areas

Human Capacity Development

Estimated amount of funding that is planned for Human Capacity Development $150,000

Public Health Evaluation

Food and Nutrition: Policy, Tools, and Service Delivery

Food and Nutrition: Commodities

Economic Strengthening

Education

Water

Table 3.3.17: