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MEETING WITH PMORALG MANAGEMENT ON PLANNING (GFR4 YEAR 4) AND REPORTING, 1st 2nd September 2008
Venue: PMORALG Conference Room, Dodoma
Participants: See attached list: Annex 1
Agenda
The Global Fund team from TACAIDS met with PMORALG Management to discuss Global Fund issues at the PMORALG Head office in Dodoma on 2ndSeptember 2008. The preparatory meeting took place on 1st September 2008.
The Meeting objective was to have a common agreement on:
1.Planning of GF Round 4 Year 4
2.Reporting of GF implementing districts
3.Supervision to districts with reporting problems
Planning of GF Round 4 Year 4
The meeting discussed the Ceilings for the Districts and Regional Secretariats and the criteria for inclusion of the new districts if needed. The meeting was informed on how the ceilings were drawn, that is from the request for continued funding which was approved by Global Fund Geneva for year 4.
The total approved budget for year 4 was US$ 32,096,562. The budget for Drugs and Reagents was 23,340,096 and therefore the balance budget is US$ 8,756,468.
The allocation breakdown for all Lead Sub Recipients is as follows:
MOHSW US$ 2,000,000
TACAIDS US$ 1,200,000
PMORALG US$ 5,556,468
Total: US$ 8,756,468
Regional Ceiling US$ 25,000 per Region
District Ceiling US$ 50,000 per District
COST CATEGORY AMOUNT (US$)
VEHICLES (15) US$ 900,000
RHMT (15) US$ 375,000
CHMT (72) US$ 3,600,000
PMORALG HQ US$ 650,000
TOTAL US$ 5,525,000
Balance: US$ 31,486
Total Number of Vehicles to be procured is 15.
New Districts to be included will be 8 bringing the total number of districts in Round 4 to be 72 and RHMTs to be 15 (See Annex 2, 3 and 4 for Round 3 and 4 recipient districts and new beneficiaries).
The criteria used were:
1. Elimination of 8 overlapping districts, included in both rounds 3 and 4
2. Inclusion of districts that were dropped out in year 3 due to failure to prepare year 3 plans
3. Districts that were not covered by any GF round
4. Regional Secretariats that have at least one GF implementing District to improve supervision
Included Districts and Regional Secretariats
1. Pangani DC
2. Mkinga DC
3. Sumbawanga DC
4. Ngorongoro DC
5. Longido DC
6. Ulanga DC
7. Mvomero DC
8. Sikonge DC
Regional Secretariats
1) Morogoro RS
2) Ruvuma RS
Dates and Venue for Planning Meetings
It was agreed that for the planning exercise to be effective it should be done in two phases; the first batch of 36 Councils should start on 15th to 19th September 2008 and the second batch on 22nd to 26th September 2008.
The venue for the planning workshop was proposed to be in Morogoro at Oasis Hotel. Compilation, harmonization and finalization of the district and PMORALG plan will be done on 28th September- 5th October 2008. PMORALG will work on Logistics of the meeting (Budget, invitation and bookings).
The meeting also discussed the issue of delays in disbursements to the Districts and resolved that persons responsible from Directorate of Policy and Planning, PMORALG will be involved in both planning and reporting meetings.
Reporting of GF implementing districts
The meeting also discussed the problems of reporting for the Districts that are implementing GF activities. The problems ranged from delaying in submission of the reports to complete absence of reporting (See Annex 5). The meeting explored the causes for these problems and key reasons were found to be the following;
weak coordination by the LSR
lack of supervision and field visits
poor capacity of implementers and supervisors on reporting of GF activities
weak role played by Regional Secretariats in reporting GF activities
Resolutions of the meeting were as follows;
1. Regional Secretariats;
Should play key role in Submission of reports from the districts in their region and should take part in semiannual consolidation meetings. Regional AIDS Control Coordinator (RACC) should be appointed as a GF reporting focal person among the RHMT/RS who are recipients of funds for supervision.
2. PMORALG;
Has agreed and will take over the role of consolidating the reports from all districts. This includes ensuring that all reports are accurate and submitted on time and all regional GF focal persons are available at the workshop to consolidate the report. Report consolidation will be conducted quarterly and semi annually by PMORALG, TACAIDS and MOHSW.
3. Submission of Reports to MOHSW and TACAIDS;
After consolidation of the reports all LSRs and GFR4 PRs (AMREF, Pact and PSI) will submit final reports formally to TACAIDS with a covering letter.
4. Mode of submission
In order to avoid disruption of the report flow, at the initial stage all districts will submit four copies of report to RACC, PMORALG MOSHW and TACAIDS.
It was also agreed that after the re training of the RACC and persons responsible for compiling reports at the districts (CHMT), RACCs will be responsible for collecting reports from the districts and forwarding them to PMORALG for consolidation.
Supervision to districts with reporting problems
The meeting was informed on the need to conduct supervision visits to identified 8 GF implementing districts that have problems in reporting. The list of the districts was shared during the meeting (See Annex 5). The meeting was also informed on the need to visit the districts that had outstanding audit queries before LFA verification exercise begins. The meeting supported the move but also proposed coordinated joint quarterly visits to the GF implementing Districts. The proposed time period for the quarterly visits was suggested to be the first week of the last month of each quarter. Dates of the field visits to be communicated. However, the proposed date for the visit to the first batch of districts is 8th -12th September 2008.
Recommendations
PMORALG appreciated the resources that were made available to them for both Rounds 3 and 4 and also for the issues discussed. However, the meeting identified key components that need further work and follow up:
1.Refresher training for the PMORALG management on operations of the Global Fund as they have been facing problems in responding to questions asked by MPs. This should include provision of GFATM operation manual and reporting templates
2.Mobilize resources for Conducting Capacity building for RACCs and District teams responsible for Report preparation
3.Prepare and conduct GF implementers meeting at least on semi-annual basis
Annex 1
JOINT TACAIDS AND PMORALG MEETING ON GLOBAL FUNDS PLANNING HELD ON 01/08/2008
S/N NAME INSTITUTION
1 HELEN MACHA Ag Director Local Government, PMORALG
2 LAZEK KABUJE Assistant Director Inspectorate, PMORALG
3 NATHAN MSHANA Assistant Director Service Delivery, PMORALG
5 DR BWIJO BWIJO Global Fund Coordinator, TACAIDS
6 DR H. TEMBA Global Fund Coordinator
7 DR. JOSEPHY KAVIT Mwanza City Council
8 DR JEROME KAMWELA TNCM Monitoring Officer, TACAIDS
9 MILTON LUPA Grants Coordinator, TACAIDS
10 RICHARD K.S.NGIRRWA Policy Officer, TACAIDS
11 DR J NGOSHA PMU MOHSW
12 DR. HAMIS NJERU NTLP
13 DR. AMOS NYIRENDA Global Fund Coordinator
14 MATHER MALIKI Global Fund Unit PMORALG
15 SAID MASIMBUSI Global Fund Coordinator, PMORALG
16 PATRICIA MGEMA Global Fund Unit PMORALG
Annex 2
GLOBAL FUND ROUND 3 DISTRICTS YEAR 3
S/N DISTRICTS COUNCILS
1 Mbeya District Council
2 Mbozi District Council
3 Muheza District Council
4 Ileje District Council
5 Moshi Municipal Council
6 Kilolo District Council
7 Makete District Council
8 Iringa Municipal Council
9 Korogwe District Council
10 Chunya District Council
11 Ludewa District Council
12 Iringa District Council
13 Mtwara Municipal Council
14 Mbeya City Council
15 Rungwe District Council
16 Temeke Municipal Council
17 Mwanga District Council
18 Kyela District Council
19 Moshi District Council
20 Mufindi District Council
21 Mtwara District Council
22 Newala District Council
23 Kinondoni Municipal Council
24 Hai District Council
25 Same District Council
26 Ilala Municipal Council
27 Mbarali District Council
28 Bukoba District Council
29 Tandahimba District Council
30 Masasi District Council
31 Ilemela District Council
32 Nyamagana District Council
33 Njombe District Council
34 Rombo District Council
Annex 3
GF R4 YEAR 4 DISTRICTS
SN RS AND DISTRICTS
1 PMO-RALG
2 PWANI REGION
3 KIBAHA TOWN COUNCIL
4 BAGAMOYO DISTRICT COUNCIL
5 MAFIA DISTRICT COUNCIL
6 KISARAWE DISTRICT COUNCIL
7 KIBAHA DISTRICT COUNCIL
8 RUFIJI DISTRICT COUNCIL
9 DODOMA REGIONAL HOSP.
10 DODOMA MUNICIPAL COUNCIL
11 KONDOA DISTRICT COUNCIL
12 MPWAPWA DISTRICT COUNCIL
13 KONGWA DISTRICT COUNCIL
14 BAHI DISTRICT COUNCIL
15 CHAMWINO DISTRICT COUNCIL
16 KILOLO DISTRICT COUNCIL
17 KIGOMA REGIONAL HOSP
18 KIGOMA MUNICIPAL COUNCIL
19 KIGOMA DISTRICT COUNCIL
20 KASULU DISTRICT COUNCIL
21 KIBONDO DISTRICT COUNCIL
22 Kagera REGIONAL HOSP
23 BUKOBA MUNICIPAL COUNCIL
24 BUKOBA DISTRICT COUNCIL
25 BIHARAMULO DISTRICT COUNCIL
26 KARAGWE DISTRICT COUNCIL
27 MULEBA DISTRICT COUNCIL
28 Lindi REGIONAL HOSP
29 KILWA DISTRICT COUNCIL
30 LIWALE DISTRICT COUNCIL
31 LINDI DISTRICT COUNCIL
32 Musoma REGIONAL HOSP
33 MUSOMA MUNICIPAL COUNCIL
34 BUNDA DISTRICT COUNCIL
35 MUSOMA DISTRICT COUNCIL
36 SERENGETI DISTRICT COUNCIL
37 TARIME DISTRICT COUNCIL
38 KYELA DISTRICT COUNCIL
39 MBOZI DISTRICT COUNCIL
40 RUNGWE DISTRICT COUNCIL
41 Mtwara REGIONAL HOSP
42 TANDAHIMBA DISTRICT COUNCIL
43 MWANZA CITY COUNCIL
44 UKEREWE DISTRICT COUNCIL
45 KWIMBA DISTRICT COUNCIL
46 MISUNGWI DISTRICT COUNCIL
47 Shinyanga REGIONAL HOSP
48 SHINYANGA MUNICIPAL COUNCIL
49 SHINYANGA DISTRICT COUNCIL
50 MASWA DISTRICT COUNCIL
51 BARIADI DISTRICT COUNCIL
52 KAHAMA DISTRICT COUNCIL
53 MEATU DISTRICT COUNCIL
54 KISHAPU DISTRICT COUNCIL
55 Singida REGIONAL HOSP
56 SINGIDA DISTRICT COUNCIL
57 MANYONI DISTRICT COUNCIL
58 IRAMBA DISTRICT COUNCIL
59 TaboraREGIONAL HOSP
60 NZEGA DISTRICT COUNCIL
61 TABORA DISTRICT COUNCIL
62 URAMBO DISTRICT COUNCIL
63 Tanga REGIONAL HOSP
64 TANGA CITY COUNCIL
65 MUHEZA DISTRICT COUNCIL
66 HANDENI DISTRICT COUNCIL
67 LUSHOTO DISTRICT COUNCIL
68 KILINDI DISTRICT COUNCIL
69 Rukwa REGIONAL HOSP
70 NKASI DISTRICT COUNCIL
71 MPANDA DISTRICT COUNCIL
72 MANYARA REGIONAL HOSP
73 BABATI DISTRICT COUNCIL
74 HANANG DISTRICT COUNCIL
75 KITETO DISTRICT COUNCIL
76 MBULU DISTRICT COUNCIL
77 SIMANJIRO DISTRICT COUNCIL
GFR3 Councils that appeared on GFR4 list were: Annex 4
1. Kyela District Council,
2. Rungwe District Council,
3. Mbozi District Council,
4. Tandahimba District Council,
5. Muheza District Council,
6. Mwanza City Council
7. Bukoba District Council
8. Kilolo District Council
GFR4 that did not turn up for planning and hence omitted
1. Mbinga District Council,
2. Songea District Council,
3. Namtumbo District Council,
4. Tunduru District Council,
5. Kilombero District Council,
6. Kilosa District Council,
7. Bukombe District Council
8. Ruvuma RHMT
Newly Added Districts and Regional Secretariats are:
1. Pangani DC
2. Mkinga DC
3. Sumbawanga DC
4. Ngorongoro DC
5. Longido MC
6. Ulanga DC
7. Mvomero DC
8. Sikonge D C
9. Morogoro RS
10. Ruvuma RS
Annex 5
DISTRICTS TO BE VISITED TO IMPROVE REPORTING FOR GLOBAL FUND GRANTS
1. Kilolo District Council
2. Korogwe District Council
3. Mtwara Urban Council
4. Mtwara District Council
5. Newala District Council
6. Mbeya City Council
7. Rungwe District Council
8. Kyela District Council
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