1. MODULE 4 CONSOLIDATING PERFORMANCE FRAMEWORKS AND M&E PLANS GLOBAL FUND GRANT CONSOLIDATION WORKSHOP DATE 1

2. 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 2

3. SESSION I: S TEPS IN D EVELOPING 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 baselines 5. Streamline impact & outcome indicators and targets 6. Select and consolidate key programmat ic indicators (<20) 7. Complete CPF template and update M&E plan 3

4. S TEP 1: D EFINING 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 PF o 12-36 months o 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 4

5. S TEP 2: A LIGNING REPORTING PERIODS BETWEEN EXISTING GRANTS Align reporting periods between existing grants Insert reporting periods Provide any additional clarifications in the comments section 5 Source: Consolidated PF Template Instructions http://www.theglobalfund.org/documents/me

6. S TEP 3: H ARMONIZING 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 S TEP 4: U PDATING BASELINES Choose updated / latest available baselines Sources of baselines include latest proposal, surveys, reviews etc Indicate source 6

7. S TEP 5: C ONSOLIDATING 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 7

8. I MPACT AND OUTCOME INDICATORS RoundImpact indicator formulation Latest available baselinesYear 1 Report due date valueYearSource2011 Round 4 RCC % of children U5 sleeping under an ITN 62% 2009 MIS (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 8

9. S TEP 6: P RIORITIZE, 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 9

10. P ROGRAMMATIC 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. RoundSDA Indicator formulation Comments Round 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: RoundSDA 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 RoundSDA Indicator formulation Comments Round 3 RCC BCC - community outreach and schools N/A Round 8 Number of people reached by HIV prevention activities SSF (consolidated) Number of people reached by HIV prevention activities 10

11. P ROGRAMMATIC INDICATORS : ‘ CONSOLIDATING CUMULATIVE ANNUALLY WITH NON - CUMULATIVE INDICATORS ’ Round Indicator formulationAccumulation P1P2P3P4 Round 3 RCC Number of people trained in HIV prevention and communication methods Y - cumulative annually 10203040 Round 8 Number of people trained in HIV prevention and communication methods N - not cumulative 10 SSF (consolidated) Number of people trained in HIV prevention and communication methods N - not cumulative 20 Ensure that indicators that are cumulated differently are consolidated correctly 11

12. P ROGRAMMATIC INDICATORS : ‘ CONSOLIDATING ANNUAL CUMULATIVE AND CUMULATIVE OVER PROGRAM TERM INDICATORS ’ Round Indicator formulationAccumulation P1P2P3P4P5 Round 3 RCC # of people who received testing and counseling services for HIV and received their result Y - over program term 500600700800900 Round 8 # of people who received testing and counseling services for HIV and received their result Y - cumulative annually 100200300400100 SSF (consolidated) # of people who received testing and counseling services for HIV and received their result Y - cumulative annually 200400600800200 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 12

13. P ROGRAMMATIC INDICATORS : ‘ TIED TO ’ Round Indicator formulationTied toAccumulation P1P2 Round 3 RCC # of adults and children with advanced HIV infection currently receiving antiretroviral therapy Current grant N - not cumulative 1,0001,100 Round 8 # of adults and children with advanced HIV infection currently receiving antiretroviral therapy Current grant N - not cumulative 1,5001,600 SSF (consolidated) # of adults and children with advanced HIV infection currently receiving antiretroviral therapy National Program N - not cumulative 10,50010,700 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 13

14. S TEP 7: C OMPLETE 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 14

15. P OTENTIAL 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 15

16. K EY 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 16

17. SESSION II: S ETTING P ERIODIC R EVIEW CYCLES P ERIODIC R EVIEW : T IMING AND D URATION Review of 24 months of performance Review of 36 months of performance 17

18. 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 P ERIODIC R EVIEW 18

19. P ERIODIC R EVIEW A SSESSMENT F RAMEWORK : 5 D IMENSIONS 5- EXTERNAL CONTEXTUAL FACTORS 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 19

20. 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 P ERIODIC R EVIEW : E XPECTED B ENEFITS 20

21. SESSION III: A REAS 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 21

22. K EY 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 22

23. L INKAGES BETWEEN THE M&E PLAN, M&E SYSTEMS AND M&E USE 23

24. S UBMISSION 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… 24

25. 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 25

26. 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

27. U SEFUL R ESOURCES 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/ www.theglobalfund.org/en/policies/ For further questions: FPMs Architecture inbox: ARCinbox@theglobalfund.orgARCinbox@theglobalfund.org 27