1. Development and Implementation of a National Multisectoral Output Monitoring System (SHAPMoS) for HIV Responses in Swaziland:  Challenges and lessons learned
By Mduduzi Patrick Dlamini (SHAPMoS Manager) & Mduduzi Ndlovu (M&E Officer)
Monitoring & Evaluation Unit
National Emergency Response Council on HIV/AIDS (NERCHA), Swaziland.

2. Presentation Outline
Context
Introduction to National Multisectoral M&E System in Swaziland
What is SHAPMoS?
How was it developed & implemented?
What are the major challenges (development & implementation)
Lessons learnt

3. context “Three ones” concept to manage HIV response at country level
one national HIV strategic and action plan,
one national AIDS coordinating authority,
one national HIV monitoring and evaluation system
National Emergency Response Council on HIV and AIDS (NERCHA) established in 2003 to coordinate HIV response
National Strategic Plan covered the period 2000 to New NSP launched in July 2006.
National Multisectoral HIV monitoring and evaluation (M&E) system developed & launched in October 2005

4. Introduction to National Multisectoral M&E System in Swaziland
Goal
Track spread of epidemic
Track effectiveness & efficiency of response
Track inputs provided
Linked to National Strategic Plan
(3rd one measures extent of 1st of “three ones” are being achieved)
National indicators (88 indicators)
Input ,output , impact & outcome

5. DATA SOURCES SHAPMoS SURVEYS (impact and outcome level data)
Biological HIV surveillance
Population-based Surveillance
Quality of HIV services Survey
Workplace survey
Young People Policy Index questionnaire
Condom Availability and Quality Survey
Vulnerability Survey
School data from existing surveys
ROUTINE DATA (input and output level data)
SHAPMoS
Ministry of Health HIV M&E system data

6. What is SHAPMoS? Swaziland’s HIV and AIDS Program Monitoring System
is a national routine data collection system that collects data about non-medical HIV and AIDS services from all implementing partners (at community level and disaggregated by regions) .
provides data about outputs (immediate, short-term results) of HIV services delivered in communities (e.g. number of persons trained, number of peer educators, number of OVC supported, etc.)

7. Developed & implementation of SHAPMoS
National M&E Capacity Assessment (2004)was conducted.
lack of M&E capacity in the country in general.
Few practitioners.
only 52% of NGOs had received M&E related training.
consultative meetings with HIV implementing partners.
Establishment of M&E Technical Working Group (July 2003) composed of representatives from all stakeholders. Mandate:
M&E Framework
indicator development
Operational level
Review progress on implementation of M&E work plan
Provide input in content of information products
Guidance on training needs
Progress on SHAPMoS implementation
Guide research
Drive development of UNGASS Report

8. Developed & implementation of SHAPMoS
Development of supporting documents for training & reference materials
Training plan and curriculum
SHAPMoS guidelines
What should be collected & How?
Operational Plan
Data auditing & supervision plan
Design & piloting of SHAPMoS Forms
Printing of SHAPBooks
Triplicate (white, blue, green copy)
Pages /forms to cover 2years

10. Implementation of SHAPMoS
Pool of 15 Training of trainers trained (February 2006).
10 trainers contracted .
Training list developed with assistance from sectors and 2004 directory.
A series of training conducted
3-day training
1-day follow-up mentorship sessions
Formally introduce SHAPMoS
Appointment of focal person
Development of reporting tools
Advocacy sessions
Workshops for head of implementing partners & agency
Other forums

11. Implementation of SHAPMoS (cont.)
design & print communication materials
Posters, brochures
Reporting
First reporting (April – June 07), rate of 35 %
Second reporting (July – September 07) , rate of 60 %
Quarterly Service Coverage Report (printing stage)

12. Challenges during the development of SHAPMoS
Different approaches to M&E by agencies and practitioners
Indicator development
Data element definitions (piloting in workshop)
Other NERCHA departments involvement
Lack of M&E Framework for Ministry of Health
M&E unit formed in October 2005

13. Challenges during the implementation of SHAPMoS
Lack of funding and awareness of M&E
Low awareness of importance of M&E
No budget (7-10% of budget devoted to M&E).
Lack of M&E Capacity & staff (2004 assessment by CADRE)
Nation-wide trainings & mentorship
Reporting requirements of donor agencies
No M&E system in organizations
sending wrong person for training
Unrealistic expectations
Funding opportunities
Employment of an M&E officer
Lack of enthusiasm to report
National Aids Policy & NSP
Difficulty in enforcing requirement
Engagement of sectors to influence culture of reporting

14. Challenges during the implementation of SHAPMoS
Negative Perceptions
Funding agent versus coordination authority
Lack of a best practice in M&E
Data use for decision making
…“SHAPMoS will be expensive”…
Lack of a list of HIV implementers
Newspaper advertisements
sectors
Organizational structure in NERCHA
M&E unit not under programs unit
Report writing
Clinical routine data

15. Lessons relating to the Development of SHAPMoS
Development of two separate curricula
Training
Management
Importance of stakeholder participation & advocacy
At all stages
Decentralization of government services
In-line with government policy
Regional HIV secretariat employed
Paper-base approach system
Ensures that even community-based organizations report

16. Lessons learnt during the implementation of SHAPMoS
Advocacy
Heads of implementing partners before training commences
Mentorship
To assist in aligning data collection tools
Data audits
10 % of organizations that reported.
Data quality
Ensure that reported results correlate with org. records
Collaboration with key stakeholders
Data interpretation
Dissemination

17. Thank you!!!