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
 

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