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Enhancement of the Performance Tracking
System of the Reproductive Health Component
of the GoU/UNFPA Country Programme
Fellows: Grace Ikirimat & Catherine Mbabazi
Team Member: Rogers Matte
Organization: Population Secretariat (MoFPED)
MENTORS:
Academic: Ibrahim Lutalo
Institution: Andrew Tiondi
OUTLINE
1. Background
2. Problem Statement
3. Project Objectives
4. Achievements
5. Lessons Learnt
6. Challenges
7. Way Forward
8. Conclusion
9. Acknowledgement
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BACKGROUND OF POPULATION SECRETARIAT (POPSEC)
• A government agency established in 1988
under MoFPED
– Formulate & review the NPP
– Integrate POPDEV in development plans
– Coordinate, monitor implementation of the Population
programme including GoU/UNFPA CP
• GoU/UNFPA 7th Country Programme
- Reproductive Health Components
a. HIV/AIDS & Young People
b. Family Planning
c. Midwifery
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PROBLEM STATEMENT
Inadequate performance tracking and reporting of
programme results
Some Comments on Reporting
1 Completeness • Work plan monitoring and activity reports not reflecting results
• Incompleteness of activity reports • No monitoring reports • Incomplete submission
2 Consistency:
• Missing activity reports • Varying report formats • Varying understanding of indicators • No indicator definition • No indicator reference sheets
3 Quality of reports:
• No data to support narrative reports • No monitoring plan • M&E Focal Persons not participating in project monitoring. • Tracking tool not harmonized • No feed back
4 Timeliness of report
submission •Reports submitted after deadline; 5th of
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QUALITY OF REPORTS BY IMPLEMENTING PARTNERS
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71%
53%
93%
47%
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
% o
f IP
s
Did not report on
Performance indicators
Submitted incomplete
reports
Submitted inconsistent
reports
Submitted reports late
QUALITY OF REPORTS SUBMITTED BY IPS
Poor quality
reports
71%
Good
quality
reports
29%
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PROJECT OBJECTIVES
General Objective.
“To improve the performance tracking system of the GoU/UNFPA
Reproductive Health Component for effective tracking of
programme performance by April 2010”
Specific Objectives:
1. To increase the percentage of RH component implementing
partners that effectively report on performance indicators from
29% to 86% by April 2010
2. To enhance feedback mechanism to Implementing Partners
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ACHIEVEMENTS
Conducted Comprehensive M&E Assessment
• Key Findings of M&E Capacity Assessment
– M&E system not clearly developed
– M&E framework not disseminated to IPs
– No clear reporting system
– Lack of Standardized Operating Procedures
– Inadequate knowledge & skills on the importance
of Result Based Management & planning
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APPROVED MONITORING AND EVALUATION SYSTEM
RESULTS CHAIN: HIV/AIDS and Young People Sub-component
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HARMONIZED KEY PERFORMANCE INDICATORS
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DEVELOPED M&E MATRIX
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Developed M&E Reporting Mechanism
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CONDUCTED 3 STAKEHOLDERS MEETINGS
• M&E system adapted for 2 components • Gender
• Population & Development
• M&E activities integrated in the
institutional work plans & budget
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Trained in Results Based Management
• Trained
– 25 POPSEC technical staff
– 1 partner from MoH
– 1 partner from Min. of Gender
LESSONS LEARNT • Team work is critical.
• Personal interest/desire to enhance M&E skills &
competences is crucial for the success of the project
• Technical support & commitment from academic
mentor & institutional supervisor is critical
• Mentorship has been found to be a vital resource and mentors need to be greatly rewarded for better future performance
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CHALLENGES
• Allocated time was not adequate to complete
the project & achieve the set targets – Worked extra hours, commitment
• Premature end of 6th CP interrupted the
project implementation and timely completion – Flexibility & re-allignment of project to the new CP
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WAY FORWARD
• Activities to complete M&E system integrated in the
institution work plan
– Development collection strategy
– Data processing & Analysis plan
– Design & develop a Dissemination (Communication)
Strategy
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CONCLUSION
• The fellowship project contributed to enhancement of the
M&E functions that will ensure adherence and compliance
to performance tracking, improved utilization of evidence-
based information for planning & program management
• Implementing the fellowship project greatly equipped the
fellows with practical M&E competencies
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ACKNOWLEDGEMENT
• MUSPH-CDC Fellowship Programme
• Population Secretariat Staff & Management
• Academic Mentor – Ibrahim Lutalo
• Institution Supervisor – Andrew Tiondi
• Project Team member – Rogers Matte
• Fellows
• Our Families
FOR GOD & MY COUNTRY
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