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1
The Partnership for an HIV –Free
Generation G-Pange Project
AIDS Support and Technical Resources
Sector 1 – Indefinite Quantity Contract
RFTOP NO. 623-KE-10-003
Contract # GHH-I-00-07-00061-00
Order # AID-623-TO-10-00003
Quarterly Report (Number 2)
October 1 – December 31,
2010
Submitted to USAID: February 8, 2011
ACS Plaza, 4th Floor, Lenana Road
Nairobi, Kenya
Tel: 20-3877177 Fax: 20-3877172
www.path.org
2
The Partnership for an HIV-Free Generation
PATH: Has a portfolio of innovative health
programming in Kenya spanning two decades,
within which PATH has earned confidence in
achieving desired results in numerous donor funded
projects. As the prime partner, PATH leads the team
through quality driven implementation of the project, providing leadership in youth HIV
prevention, working effectively with youth using high-impact comprehensive behavior
change communication (BCC) and media across multiple initiatives.
The Global Business Coalition on HIV/AIDS, Tuberculosis and
Malaria (GBC): GBC facilitates the exchange of best practices among
member companies, provides expert guidance for member program
implementation, and develops partnerships between the public and
private sectors. The Coalition includes more than 220 member
companies and maintains close ties with governments, multilaterals, and
NGOs. GBC also represents the private sector to the Global Fund on AIDS, TB and Malaria.
As a sub-partner, GBC guides collective business action, creating connections, shaping
agendas, and providing technical support on building public-private partnerships to leverage
funding and to tap into the innovative and unique way to target and empower youth.
Partnership for an HIV-Free Generation in Kenya (HFG/K): This
new global public-private partnership championed by the U.S.
President’s Emergency Plan for AIDS Relief (PEPFAR) marries the
core competencies of international and local private sector corporations
and organizations with different expertise in fight against HIV. The
partnership will develop and build on existing programs that equip
young people to make healthy decisions including interventions to
address the unique vulnerabilities faced by girls and young women. The partnership aims to
create a multi-faceted, multi-focal, but well-integrated and mutually reinforcing set of age
and situational appropriate prevention interventions that meet young people wherever they
are and where they aspire to be at the various stages on their road to adulthood. HFG/K has
an overall goal of reducing new infections by 50% among youth 10-24 years in Kenya.
DISCLAIMER
The author’s views expressed in this publication do not necessarily reflect the views of the
United States Agency for International Development or the United States Government.
3
TABLE OF CONTENTS
EXECUTIVE SUMMARY………………………………………………………………..5 KEY HIGHLIGHTS……………………………………………………………………….6
Component 1: Strengthen HFG/K’s capacity to support and execute a transition plan
to a self-sustaining entity……………………………………………………………………6
Component 2: Support development and implementation of a youth HIV prevention
media strategy, including prevention with HIV-positive youth ................................... 7
Component 3: Support HFG/K to coordinate activity planning and funding between
one or more international or Kenyan private-sector firms and PEPFAR-implementing
partners .............................................................................................................................. 8
Monitoring and Evaluation .............................................................................................. 8
Financial report ................................................................................................................. 9
REPORT ON ACHIEVEMENTS AND RESULTS .................................................... 10 Component 1: Strengthen HFG/K’s capacity to support and execute a transition plan
to a self-sustaining entity. ............................................................................................... 10 1.1 Devise transition plan from FHI administration to PATH ...................... 10 1.3 Establish governance structure for HFG/K .............................................. 11
1.4 Refine and finalize the 5-year strategic plan for HFG/K ......................... 11 1.5 Expansion of HFG/K staff ......................................................................... 11 1.6 Building capacity within HFG/K ............................................................... 12
1.7 Coordinating meetings of HFG governing bodies and advisory boards,
implementing partners and the private sector ..................................................... 12
1.8 Register HFG/K as a legal entity ............................................................... 13 1.9 Refine branding and marking strategy for HFG/K and G-Pange ........... 13
1.10 Coordinate USG implementing partners undertaking HFG/K activities13 1.11 Support the establishment of HFG/K office............................................. 14
1.12 Establish administrative/financial framework for HFG/K & build capacity
of staff to manage systems independently ........................................................... 14
Component 2: Support development and implementation of a youth HIV prevention
media strategy, including prevention with HIV-positive youth ................................. 21 2.1 Formative assessment for media campaigns............................................ 21
2.2 Message development workshop ................................................................ 21 2.3 Development of media strategy .................................................................. 21 2.4 Development of media campaign products ............................................... 22
2.5 Development of radio program .................................................................. 22
2.6 Sponsoring a youth column in a newspaper magazine ............................ 23 2.7 Media Briefings .............................................................................................. 23 2.8 Media Products (materials and merchandize production and distribution)23
2.10 Shuga 1 roll-out and Shuga 2 development production and roll-out .. 24 2.18 World AIDS Day Interventions .............................................................. 25
4
Component 3: Support HFG/K to coordinate activity planning and funding between
one or more international or Kenyan private-sector firms and PEPFAR-implementing
partners ............................................................................................................................ 33 3.1 Work plan meetings ................................................................................... 33
3.2. Develop PPP Implementation guide ...................................................... 33
3.3. Engagement with implementing partners to establish gaps and needs for
future PPPs. ......................................................................................................... 33
3.4. Detailed mapping of private sector companies’ interests, records and
resources. .............................................................................................................. 33
3.5 Development of PPP marketing and communication materials ............. 33 3.6. Convening of outreach/marketing meetings ......................................... 34 3.7 Broker PPPs ............................................................................................... 34 3.8 Completion plan for on-going PPPs ......................................................... 36
4. Monitoring and Evaluation ....................................................................................... 39 4.1 Develop and implement a performance monitoring and evaluation plan for
additional geographic areas and the national mass media campaign ............... 39 4.2 Conduct baseline assessments ................................................................... 39
4.3 Support specific PPPs M&E activities ...................................................... 40
4.4 Conduct assessment of interventions and customer satisfaction studies . 40 4.5 Conduct routine monitoring and reporting on HFG/K project activities 40
5. Financial Report.......................................................................................................... 43
5
EXECUTIVE SUMMARY
PATH and its partners The Global Business Coalition on HIV/AIDS, Tuberculosis and
Malaria (GBC) and the Partnership for an HIV-Free Generation in Kenya (HFG/K) are
pleased to submit to the U.S. Agency for International Development (USAID) this second
quarterly report on the Partnership for the HIV-Free Generation Project (HFG/K). The report
covers the period between October 1 and December 31, 2010.
The Partnership for an HIV-Free Generation project is a two-year project with three, one-year
extension options, to support national youth HIV prevention efforts and focused regional
efforts in the peri-urban and rural areas around Nairobi, Mombasa, Kisumu, and Eldoret,
where there are high concentrations of young people, high HIV prevalence rates, and an
existing infrastructure. The goal of this project is to reduce the HIV incidence among youth
10-24 by 50% over five years in proposed sites where activities are implemented. The project
will provide HIV prevention information through the media to reach a majority of youth and
saturate the four regions described with information using diverse media channels. The
project will address three main objectives as follows:
1. To strengthen HFG/K’s capacity to support and execute a transition plan to a self-
sustaining entity.
2. To support development and implementation of a youth HIV prevention media
strategy, including prevention with HIV-positive youth.
3. To support HFG/K to coordinate activity planning and funding between one or more
international or Kenyan private-sector firms and PEPFAR implementing partners
with economic empowerment, health services and products, focusing on HIV
prevention.
During the three months under review in this report, the project continued to implement start-
up activities, ensuring the project establishes a strong foundation of operation and began
engagement with key stakeholders. The following summarizes the main project achievements
during the report period.
6
KEY HIGHLIGHTS Component 1: Strengthen HFG/K’s capacity to support and execute a transition plan to a self-sustaining entity
o Devise transition plan from FHI administration to PATH: PATH continued to
implement the transition plan for HFG/K which included assessment and procurement
of office equipment and furniture, establishment of administrative support services
such as internet and newspapers, and the arrangement of adequate office space. PATH
secured space at Laiboni Plaza for the new HFG/K office. Once approval is granted
for the contractor, renovations of the space will commence. It is hoped that this
renovation work will take place in quarter 3 and upon completion the team will move
into the new office. In the interim, to save on the expense of dual rent and to bring the
team together for more efficient operations, the HFG/K team will move to the 3rd
floor of ACS Plaza at the beginning of quarter 3.
o Refine and finalize the 5-year strategic plan for HFG/K: Work commenced on the
refinement and strengthening of the existing HFG/K strategic plan with consultation
from key stakeholders, the PEPFAR implementing partners and the Kenya Steering
Committee. A draft performance monitoring plan (PMP) was also developed during
this time period with consultation from the M&E Advisory Team and the Strategic
Information Team (SIT). Both of these documents continue to be refined with input
from multiple arenas. The drafts will be presented at the HFG/K orientation meeting
in Washington, DC in January and steps will be taken to finalize these tools.
o Expansion of HFG/K staff: Significant progress was achieved with the expansion of
HFG/K staff in quarter 2. The recruitment of the HFG/K Country Director was
completed this quarter with the appointment of Ms Lydia Murimi, who commences
work in January. Interviews were conducted and appointments made for positions of
the Communication Manager, Events Officer, Web Designer/ICT Officer, Driver and
Finance Advisor. These new staff will report early in quarter 3 and provided with an
orientation on PATH and HFG/K. Two subsequent positions remain to be filled
immediately: the Media Officer and the Senior Program Manager. The Media Officer
position was not accepted by the selected candidate and the process will be re-
initiated in quarter 3. The position of Senior Program Manager became vacant in
December after the resignation of Rachael Gathoni . The position of Chief of Party for
HFG/K was advertised and is expected to be filled during the next quarter.
o Coordinating meetings of HFG governing bodies and advisory boards,
implementing partners and the private sector: During the quarter HFG/K convened
various coordinating meetings which included: a breakfast orientation meeting for the
directors of USG implementing partners; a 2-day implementing partners meeting for
technical advisors; quarterly review meeting with USAID; a meeting of the M&E
technical advisory group; a consultative meeting with BCC experts and a KSC
meeting.
o Register HFG/K as a legal entity: PATH contracted Hamilton, Harrison & Mathews
(HH&M) law firm to undertake the registration for HFG/K.
7
Component 2: Support development and implementation of a youth HIV prevention media strategy, including prevention with HIV-positive youth
o Formative assessment for media campaigns: A research firm was identified and
contracted to conduct a formative assessment subject to approval from USAID.
o Development of media strategy: A media consultant began to work with the HFG/K
team and assist in the development of a media strategy meeting with input from
implementing partners and other BCC experts and stakeholders. These inputs will
inform the media strategy while awaiting the results of the formative assessment.
o Development of media campaign products: An advertising agency was identified
through a competitive process for the development of media campaign products and
will be contracted in the next quarter.
o Development of radio program: A review of available information on the radio
programs consumption by youth is ongoing. Planning for the production and
transmission of the radio program was initiated this quarter, with more focused
attention planned for quarter 3 once the message development workshop is held.
o Magazine column(s) sponsorship: HFG/K staff held a series of meetings with
representatives from the Standard Group and Insyder Magazine to explore future
collaboration on columns written by youth for youth in their publications. The
Standard Group expressed interest in partnering with the project on this endeavor and
began crafting a proposal for the partnership.
o Media Products (materials and merchandize production and distribution): The
HFG/K project received and distributed an initial consignment of 20,000 wristbands
produced with support and contribution of other USG partners. Another consignment
of 480,000 wristbands arrived in the country in late December. 30,000 copies of G-
Jue posters and 50,000 stickers were reproduced and distributed for the government’s
RRI campaign. 1000 G-Jue wristband registers for implementing partners were
distributed alongside the wristbands, 500 copies of G-Pange gift packs and 100 Shuga
DVDs (via KISS FM) were also produced and distributed to promote the G-Jue
Campaign. A total of 3,000 copies of the MTV Staying Alive in a Box (SAIB) packs
were received from the United States. These will not be distributed until the TOT
training is conducted, once the APHIAplus programs are fully established.
o World AIDS Day Events: HFG/K was a core member of the national HIV counseling
and testing Rapid Results Initiative (RRI) planning committee convened by the
National AIDS and STD Control Program (NASCOP) of Ministry of Public Health
and Sanitation. The project in partnership with other implementing partners
supported the RRI campaign, especially through elements of the G-Jue campaign.
8
Component 3: Support HFG/K to coordinate activity planning and funding between one or more international or Kenyan private-sector firms and PEPFAR-implementing partners
o Develop PPP Implementation Guide: PPP implementation guide was finalized and
submitted to USAID on the December 2, 2010. GBC continued to work on the
development of a PPP strategy in consultation with various stakeholders.
o Engagement with HFG and select implementing partners to establish gaps and
needs to guide future PPPs: We continued to hold discussions with select IPs - to
establish gaps, needs and opportunities for PPP formation.
o Detailed mapping/assessment of company competencies, interests, HIV records and
resources: A mapping tool for assessing companies’ resources, interests in youth
health programming was completed and mapping initiated.
o Development of PPP marketing and communications strategy: Draft marketing and
communication materials were developed and are being reviewed internally by GBC
team.
o Brokering PPPs: Planning for the London and Nairobi private sector marketing
meetings commenced in this reporting period. Julie Cege, STTA with GBC, attended
a private sector meeting in Uganda. A variety of meetings continued for networking
and exploration of possible PPPs. One PPP was at the evaluation stage by the
Partnership Evaluation Committee, while 6 others were at the concept development
stage.
o Completion plan for ongoing PPPs: A status report of the ongoing PPPs and a
completion plan was developed and submitted to USAID on November 1, 2010 for
review and approval.
Monitoring and Evaluation
o Develop and implement monitoring and evaluation plan for additional geographic
areas & mass media campaign. Consultative meetings were held with M&E
specialists from USAID, CDC, NACC, NASCOP, CARDNO, implementing partners
and ICF/MACRO APHIA II Evaluation Project for input and guidelines on the
development of the PMP, ensuring alignment and gaining buy-in on HFG/K M&E
processes. A draft PMP was developed and reviewed internally as well by M&E
specialists from implementing partner organizations. The draft awaits further input
and will be finalized in February 2011 after the HFG/K orientation meeting convened
by Cardno. During this meeting the M&E plan and elements of the strategic plan will
be reviewed and establishment of M&E tools will commence after the completion of
the PMP.
o Conduct a comprehensive baseline: The scope and design of the baseline assessment
was developed in consultation with M&E experts from USAID, CDC and the APHIA
II evaluation team and presented for review by M&E specialists from IPs. A
competitive bidding process was undertaken for the identification and selection of a
9
research firm to conduct the baseline assessment. Unfortunately, none of the bids
received for the baseline assessment adequately met the project’s requirements.
HFG/K M&E team has sought further input from ICF Macro and Population Council
and is exploring a partnership with the latter for the baseline assessment.
o Support specific PPPs M&E activities: The guidelines on M&E requirements in the
development of PPPs was developed and included in the HFG/K Partnership Manual.
o Conduct routine monitoring and reporting on HFG/K project activities: HFG/K
held coordination meetings with M&E specialists of IPs to advocate for sharing of
social and health services data. Reduced reporting rate/sharing of data on activities
(e.g. Pamoja Mtaani game play, Shuga screening) was observed as the report period
coincided with the close out of APHIA II programs.
Financial report
The total actual/reported expenditure for the quarter was US$ 249,043.76. The
cumulative actual/reported expenditure from project start date to November 30, 2010
was US$ 415,352.
10
REPORT ON ACHIEVEMENTS AND RESULTS
Component 1: Strengthen HFG/K’s capacity to support and execute a transition plan to a self-sustaining entity.
1.1 Devise transition plan from FHI administration to PATH
A transition plan for the administration of HFG/K from Family Health International
(FHI) to PATH was developed during Quarter 1 and submitted to USAID on August
29, 2010. This plan was devised after consultation and input from FHI, HFG/K and
PATH. It is currently being implemented as follows:
Office Space: PATH secured office space at Laiboni Plaza for the new HFG/K office
to house all HFG/K staff including project staff from PATH and GBC. After a
competitive bidding process, the vendor Specialized Aluminium Renovators, Ltd. was
selected to conduct the renovations on the Laiboni office space. During quarter 2, the
paperwork was submitted to PATH headquarters for review and approval. Once
approval is received from PATH, a subcontractor approval request will be submitted
to USAID. Unfortunately, this approval process has taken longer than anticipated,
creating a delay in the commencement of renovations. We expect work on the
renovations to commence in the course of quarter 3 and anticipate the office will be
ready for occupation at the beginning of quarter 4.
In order to prevent the expense of dual rent (at Chancery & Laiboni) and to bring the
team together for more effective working conditions, PATH decided to house the
HFG/K team together at the PATH offices at ACS Plaza. The team will remain in
this location together until the move to the new HFG/K office space. This move took
place during the last week of December and many efforts were taken in advance to
ensure a smooth transition to this temporary location. Essential services and internet
were established. The HFG/K phone numbers are no longer accessible, as these
belong to FHI. However, new phone numbers were established and put in use. FHI
was also notified to this effect in order to refer calls as needed.
Office Equipment & Furniture: PATH completed the inventory assessment of HFG/K
office equipment and furniture in Quarter 2. This was done with the assistance of FHI
and a formal handover request was submitted to FHI in November. FHI will submit
handover requests to the two donors whose funds were used to originally purchase the
equipment/furniture. All inventory was provided to PATH with the exception of the
CISCO catalyst switch and 7 telephone handsets. These items will remain with FHI as
they are not compatible to the new systems.
PATH also procured and installed new viral and operations software 6 HFG/K
computers previously operating with software licensed to FHI.
Vehicle Use: PATH initiated procurement for 3 HFG/K vehicles and submitted a
waiver request to USAID for approval at the end of the quarter. The HFG/K team
continues to use the PATH-allocated vehicle until the 3 vehicles are received.
11
Internet/Email/Server: The IT department of PATH successfully completed the
transfer of all email accounts from the FHI server to the PATH server with assistance
from Warner Bros. A number of email addresses were also added to account for new
staff. The PATH IT department is regularly backing up all HFG/K files on individual
computers for safekeeping until the new server arrives. The server for HFG/K is in the
process of being procured. The G-pange website domain expired in October and was
renewed.
1.3 Establish governance structure for HFG/K
The governance structure, along with the Partnership Manual was submitted to
USAID for review and approval on October 8 after extensive consultation. We are
awaiting official approval. There are plans to review the organizational structure at
the upcoming HFG/K Orientation Meeting in Washington, DC in quarter 3.
1.4 Refine and finalize the 5-year strategic plan for HFG/K
Work commenced on the refinement and strengthening of the existing HFG/K
strategic plan with consultation from key stakeholders, the PEPFAR implementing
partners and the Kenya Steering Committee. A 2-day meeting was held with
implementing partners in late October and the strategic plan was also discussed at the
KSC meeting in November. A draft performance monitoring plan (PMP) was also
developed during this time period with consultation from the HFG/K M&E Technical
Advisory Team in November and via teleconferences with M&E expertise from
Cardno and OGAC.
A request was submitted to USAID in late October, requesting approval for a
submission extension of the strategic plan to December 10, 2010. However, both the
strategic plan and the PMP continue to be refined and are not yet final. The drafts will
be presented at the HFG/K Orientation meeting in Washington, DC in January for
further discussion and then steps will be taken to finalize these documents.
1.5 Expansion of HFG/K staff
The proposed positions for expansion of HFG/K as outlined by PATH were reported
in the last quarterly report. Subsequent to the advertisement in the local newspaper,
within on-line jobsites and the PATH website, for positions of Communication
Manager, Media Officer, Events Officer, Web Designer/ICT Officer and Finance
Advisor, interviews were conducted and appointments made. The position for the
second Driver for HFG/K was also filled. Interviews were conducted by a team made
up of some combination of the Interim Executive Director, the Acting Chief of Party,
the Youth/HIV Prevention Advisor, PATH HR representative, PATH Site
Administrator, PATH Country Director and a web designer expert. The individuals in
these positions will report to work in January 2011. An approval request for the key
personnel position of Finance Advisor will be sent to USAID in early January.
Unfortunately, the candidate selected for the media officer job declined the position.
Subsequently, PATH & HFG/K are reviewing CVs of possible candidates from a
similar recent job posting and determining if there is a need to post the position again.
It is our intention to fill this position within quarter 3.
12
The position of Senior Program Manager became vacant in December after the
resignation of Rachael Gathoni. We will advertise and fill this position in the course
of quarter 3.
The recruitment for HFG/K Country Director position was completed this quarter
with the appointment of Ms. Lydia Murimi. The process was co-managed by Cardno
and PATH. Two candidates were considered and the interview team included the
Interim Executive Director, the Acting Chief of Party and the PATH Country
Director. After selection of the final applicant, negotiations ensued and a start date of
January 4, 2011 was agreed upon. Ms. Murimi was contracted for a few days in
December as a consultant for orientation, attendance at the KSC meeting, review of
key HFG/K documents and to provide input on some key HFG/K issues.
The position of Chief of Party for HFG/K was advertised in November and is
expected to be filled during the next quarter. Additional positions such as the PPP
Manager, Finance Manager, Field Officers and Office Manager will be reviewed and
filled later in year one as the need arises.
1.6 Building capacity within HFG/K
Review and input on job descriptions for both HFG/K staff and project staff ensued
this quarter. HFG/K staff underwent a performance evaluation in November with the
Interim Executive Director. Project staff began establishing goals and milestones for
their 360 performance review process with PATH. It is envisioned that more work
specific to identifying skills and areas of improvement for all staff will occur in
Quarter 3 with the establishment of performance guidelines for HFG/K. Then staff
will be monitored for achievement of performance milestones. Subsequently, PATH
will help strengthen the skills and capacity of specific HFG/K staff as needed through
these milestones and by identifying possible training seminars for staff to boost
capacity.
Training on USAID rule and regulations of contracts, grants and procurements for the
Partnership Manager failed to take place this quarter as originally planned because
this staff member was heavily involved in developing the partnership (grants) manual
and other policy documents for HFG/K at the time of the course and did not have the
freedom to attend. However, this training is rescheduled to take place during the next
quarter.
1.7 Coordinating meetings of HFG governing bodies and advisory boards, implementing partners and the private sector
During the quarter HFG/K convened various coordinating meetings which included:
October 8 - meeting of directors of USG implementing partner organizations
to update them on HFG/K, the AIDSTAR mechanism and engage them in
discussion for partnering on future work;
November 2-4 – meeting of technical officers from USG implementing
partners to review the AIDSTAR mechanism, collect input on the HFG/K
draft strategic plan, foster communication guidelines and review of other
proposed implementation activities;
13
November 12 –quarter 1 review meeting with USAID;
November 23 – meeting of BCC experts to provide input on the media
strategy;
November 24 - meeting of the M&E technical advisory group to review the
proposed PMP; and
December 2 – KSC Meeting.
HFG/K also participated in a variety of meetings throughout the quarter including: a
meeting convened by NACC to discuss HIV prevention among IDUs and meetings
convened by NASCOP to plan for the HTC RRI and the World AIDS Day
celebrations. Following these meetings, the need for HFG/K to convene continuous
meetings of relevant government ministries and governments to provide updates on
HFG/K and clarify their support was noted and will be fostered in quarter 3. HFG/K
also attended USG convened M&E meetings for partners where presentations of the
HFG program were made.
Work on constituting the Board of Directors including the identification of Board
Members and invitation to become Board Members did not commence this quarter as
planned since work was still ongoing with the law firm about the type of possible
legal registrations. Also the identification and formation of Youth Advisory
Committees did not begin in Quarter 2 as we waited to finalize specific locations in
the regions.
1.8 Register HFG/K as a legal entity
PATH contracted Hamilton, Harrison & Mathews (HH&M) law firm to undertake the
legal registration for HFG/K. The deliverables will include an analysis of legal
registration possibilities and projected registration timelines. HFG/K will begin to
firmly explore these options, as well as drive the necessary activities to initiate this
registration process in quarter 3.
1.9 Refine branding and marking strategy for HFG/K and G-Pange
In quarter 1, a meeting with USAID and HFG/K reviewed the branding guidelines as
specified in the contract. A variety of modifications were agreed upon. HFG/K will
write up the summary of those changes and they will be included in the next
contractual modification. It has also been agreed that branding guidelines are required
for implementing partners and these will be completed in the course of next quarter.
1.10 Coordinate USG implementing partners undertaking HFG/K activities
A breakfast meeting with the senior management officials of implementing partners
was held Friday October 8, to re-introduce HFG/K, provide an update on the
AIDSTAR mechanism, as well as discuss how implementing partners can better work
with HFG/K in the future and benefit from the opportunities HFG/K can provide. This
meeting was very useful in addressing coordination issues with implementing
partners.
The senior management meeting was followed with a meeting of nominated technical
representatives from each of implementing partner technical representatives. This
event provided an opportunity for key players at the technical level to come together
and learn more about the AIDSTAR mechanism and to agree on how to coordinate
14
technical areas of the partnership. This group also reviewed and provided input the
HFG/K strategic plan, media strategy and various HFG/K activities including G-Jue,
GATE and Shuga. A subsequent follow on meeting planned for December did not
take place due to the unavailability of IPs.
1.11 Support the establishment of HFG/K office
The new HFG/K office space in the Laiboni Center on Lenana Road was secured
during the last quarter. The lease officially began October 1, 2010. As mentioned
earlier in this report, a contractor for renovations (Specialized Aluminium Renovators,
Ltd) was identified after a competitive bidding process to conduct the renovations on
the Laiboni office space. During quarter 2, the paperwork was submitted to PATH
headquarters for review and approval. Once approval is received from PATH, a
subcontractor approval request will be submitted to USAID. Unfortunately, this
approval process has taken longer than anticipated, creating a delay in the
commencement of renovations. We expect work on the renovations to commence in
the course of quarter 3 and anticipate the office will be ready for occupation at the
beginning of quarter 4.
In the interim, HFG/K has temporarily moved to ACS Plaza.
The assessment of HFG/K office equipment and furniture, as well as the identification
of additional required materials was completed. The procurement process for these
items commenced and the supply is expected in time for the completion of the office
renovations. The procurement process for three vehicles for the HFG/K is ongoing;
the duty waiver and approval request was sent to USAID in December. Eighteen
laptops and software licensing were procured and some allocated to current staff,
while plans for transition of phone lines and internet access to the temporary office
were completed during the quarter.
1.12 Establish administrative/financial framework for HFG/K & build capacity of staff to manage systems independently
The HFG/K project policies and procedures manual was developed by the Partnership
Manager. This document, along with the existing Accenture documents with proposed
policies, will help form a starting point for the establishment of HFG/K administrative
and financial framework. In quarter 3, with the Finance Advisor on board this work
will commence in earnest.
The Partnership Manual, outlining the policies and procedures for grant-making and
supervision, was developed and submitted on to USAID for approval on October 29,
2010.
1.13 Develop & submit quarterly reports
Quarter 1 report was submitted on October 7, 2011 and presentation of the same was
held at USAID on November 12, 2010.
15
Table 1. Component 1: Strengthen HFG/K’s capacity to support and execute a transition plan to a self-sustaining entity
Planned
Activities for
quarter ending
Dec 31, 2010.
Activities carried out Explanation
for any
variance
Challenge or
otherwise factors
facilitating
achievement of
targets
Proposals to address
challenges on replicate
successes
Follow on activity
1.1 Devise
transition plan
from FHI
administration to
PATH
Implementation of
transition plan continued
including:
- Identified of contractor
for renovations &
awaiting approval
- Transfer of HFG/K to
temporary office space
at ACS Plaza
- Transferred hosting of
HFG email addresses to
PATH server &
establishment of email
addresses for new staff
- Continued back up of
HFG/K files
- Initiated establishment
of new phone numbers
for HFG/K inventory
assessment completed.
- Procurement process for
additional office
furniture / equipment
initiated.
- Initiated waiver request
for procurement of 3
vehicles
------
Contractor for
renovation will
require 10 weeks to
complete
renovations of the
new office space
once contracted.
Slow approval
process delayed plan
target to move into
new office at
beginning of
January.
-----
Waiting for PATH headquarters & then will
forward for USAID approval.
16
1.2 Develop
annual work plans
and matching
budget for year
one
This activity took place
last quarter.
----- ------ ------ Waiting for USAID approval of the work
plan.
1.3 Establish
governance
structure for
HFG/K
Governance strategy
submitted to USAID on
Oct. 8 after considerable
input.
Partnership Manual
submitted to USAID on
Oct. 8 for review and
approval.
------ ------ ------- Waiting for USAID approval of governance
strategy and partnership manual.
Plans to review the governance structure are
in place for the HFG/K Orientation Meeting
in Washington, DC in January 2011.
1.4 Refine and
finalize the 5-year
strategic plan for
HFG/K
Work commenced on
refinement of existing
strategy undertaken by
consultant with input
from IPs and KSC.
HFG/K M&E team
developing PMP with
consultation from M&E
Advisory Group.
Extension request
submitted to USAID for a
submission date of
December 10 vs. October
31.
------ The consultant hired
to draft the strategic
plan struggled with
aptly capturing input
and vision for this
document, despite
numerous
consultations and
dedicated time to the
matter.
Given situation,
further time will be
required to finalize
the document to the
satisfaction of all
stakeholders.
In early December, it was
decided that the Acting
COP & Interim Executive
Director would work on
refining the document in
2011. The upcoming
HFG/K Orientation
Meeting in Washington,
DC in January will
provide a forum for
additional discussion and
feedback on this strategy
and the new HFG/K
Country Director will
take lead in this activity.
Strategic plan will be finalized and
submitted to USAID in quarter 3.
17
1.5 Expansion of
HFG staff
Interview & selection
process for 7 positions
were concluded this
quarter.
- Country Director
- Finance Advisor
- Event Officer
- Web Designer/ ICT
officer
- Communication
Manager
- Media Officer
- Driver
The Senior Program
Manager position became
vacant in December after
a resignation.
The chosen
candidate for
the Media
Officer turned
down the offer
necessitating a
new process.
A review of possible
candidates from a
similar PATH
posting will occur
for the media
officer. Depending
on need, the position
may be re-
advertised.
------
The position of Media Officer will be filled
in quarter 3.
This position will be advertised and filled in
quarter 3.
1.6 Building
capacity of
HFG/K
Review of job
descriptions.
Initiation of performance
process for PATH staff.
Performance review for
HFG/K staff.
Grants manager was to
attend training on USAID
contracts & grants in Oct.
------
Grants manager
did not attend
training in Oct.
do to conflict
with required
work.
-------
-------
-------
-------
-------
Grants manager will attend training in
February 2011.
18
1.7 Coordinating
meetings of HFG
governing bodies
and advisory
boards,
implementing
partners and the
private sector
Breakfast meeting for
Directors of USG IPs
2 day meeting for
Technical Advisors of IPs
Quarter 1 Review
Meeting with USAID
BCC expert meeting to
discuss media strategy
M&E Advisory Group
meeting for PMP
KSC meeting
HFG/K participated at
other government
meetings convened by
NACC and NASCOP.
Identification and
invitation of Board of
Director meetings has not
yet commenced.
Awaiting final
decision on
legal
registration
process for
HFG/K based
on evaluation of
options.
----- ----- Additional IP meetings and KSC will occur.
Youth Advisory Committees will be
constituted as APHIAplus begins. The
Board of Directors will begin meeting, once
established
Possible Board candidates to be discussed at
Jan/Feb HFG/K Meeting in Washington,
DC. Followed by initiation of registration.
1.8 Register
HFG/K as a legal
entity
Law firm contracted to
pursue registration of
HFG/K
------ ------ ------ Law firm will provide options for legal
registration.
Analysis of options and decision on legal
registration
Necessary paperwork created & registration
pursued.
19
1.9 Refine
branding and
marking strategy
for HFG and G-
Pange
----- ----- ----- Make modifications to branding guidelines.
Establish branding guidelines with IPs
1.10 Coordinate
USG-
implementing
partners
undertaking
HFG/K activities
Meeting with directors of
implementing partners
held on October 8, 2010.
Implementing partners’
technical committee held
November 2-4, 2010.
M&E advisory committee
meeting held on Nov. 24.
-----
-----
----- Additional IPs meetings will continue in
quarter 3.
1.11 Support the
establishment of
the HFG/K office
Office space secured.
Contractor for
renovations identified
Procured additional office
equipment and furniture
Contractor awaiting
approval by PATH
headquarters.
Renovations will
require 10 weeks.
Work can not begin
until USAID
approves contractor.
Temporally space to
house HFG/K office at
ACS Plaza 3rd
Floor.
Office renovations will commence when
contractor approved. We hope new office
will be ready for occupation at beginning of
quarter 4.
Equipment/furniture should arrive and be in
place at beginning of quarter 4, if not
earlier.
20
1.12 Establish
administrative
/financial
framework for
HFG/K and build
capacity of staff to
manage systems
independently
HFG/K Project policies
and procedures
developed.
Further review and establishment of
administrative/financial framework will
commence with arrival of Finance Advisor
in quarter 3.
1.13 Develop &
submit quarterly
reports
Quarter 1 report
submitted on October 7,
2010
Presentation to USAID on
Quarter 1 took place
November 12, 2010.
-----
-----
-----
Quarter 2 report to be submitted in January.
21
Component 2: Support development and implementation of a youth HIV prevention media strategy, including prevention with HIV-positive youth
2.1 Formative assessment for media campaigns
The HFG/K M&E team has planned multiple M&E tasks including a media campaign
formative assessment and the project baseline assessment. The team therefore will enlist
support of consultants in executing some tasks related to these assessments especially
field work and logistics. The team will retain overall responsibility for the technical
design, oversights on implementation coordination and quality assurance.
Ten research firms were identified from PATH’s list of consulting firms and also
references by peer organizations. The firms attended a briefing on the formative
assessment terms of reference. As part of the competitive bidding process, interested
firms were requested to submit their written proposals and make an oral presentation of
the same. Guidelines on the selection criteria for the firm were developed and a selection
panel constituted. Out of the ten firms that attended the briefing, nine submitted their bids
and made oral presentations to the panel which scored them according to the selection
guidelines. Thereafter, a contract for the winning firm was drafted and submitted to
USAID for approval. Once the approval is received, the firm will be contracted to
undertake the formative assessment in the next quarter.
Meanwhile, activities whose implementation is heavily dependent on the findings of this
assessment were rescheduled to accommodate the anticipated delays. These include the
message development workshop.
2.2 Message development workshop
This activity was rescheduled to the next quarter after the formative assessment is
completed and results are available.
2.3 Development of media strategy
In Quarter 1, a media consultant, Professor Kimani Njogu was engaged to facilitate the
process of drafting a media strategy based on existing documents and inputs from
HFG/K. In this quarter, the media consultant continued to get inputs from partners and
various stakeholders through consultative meetings including an implementing partners’
technical working group (which included a special invitation for young people to provide
their perspective), and a meeting of 8 BCC experts drawn from the Kenyan context.
These experts included representatives from select implementing partners, media houses,
a digital media firm and a research firm. The media strategy is continuing to evolve.
Current thinking suggests the importance of building a stronger foundation for HFG/K
with a communication strategy, within which the media strategy would be one
component. The consultant may be re-directed to facilitate the completion of the work on
the understanding that the findings of the formative assessment will be factored in the
strategy.
22
2.4 Development of media campaign products
A brief for advertising agencies was circulated to potential advertising agencies and
experiential firms on 8th
of November. The agencies were invited to an informational
meeting on the 15th
of November where the brief was presented and discussed. A total of
21 representatives from 10 agencies attended the meeting and were invited to ask
questions for clarification. Of the 10 agencies that attended the briefing, 7 submitted
proposals. A guideline for evaluating the proposals was developed and a review panel of
4 people was constituted. The 7 written proposals were reviewed individually by each
panelist and ranked based on the scoring criteria. Agencies that scored more than 55
points qualified as final candidates. Three agencies, McCann, Mondeas and Ogilvy
qualified for this last round that was conducted on the 29th
and 30th
of November. Some
feedback was provided to each agency and they were asked to make a presentation to the
panel for a deeper understanding of their proposal and creative concepts. These
presentations took place during a visit to their offices to establish physical presence,
agency environment and technical capacity. These presentations and the overall
proposal/concept were again scored by the panel in a group discussion held shortly after.
Ogilvy emerged as the successful candidate for the work. Since this time, several
meetings have been held with the agency to negotiate contract details and terms. These
are still underway and pending USAID approval, we hope to finalize contractual
arrangements in quarter 3 and begin work.
2.5 Development of radio program
A review of available information on the radio programs consumption by youth initiated
during the previous reporting period continued during this quarter. Meanwhile, guidelines
on the procedure for competitive selection and training of youth radio program presenters
were drafted.
During this period, consultation meetings were held with Internews, an international
media training institution operating in 35 countries and funded by USAID to provide
training to journalists reporting population and health issues. Internews has provisionally
accepted to provide training to youth radio presenters once identified by the project.
Discussion on customizing the training curriculum was initiated and the curriculum will
be finalized in the next quarter, to be in line with the program and media strategy.
Steps to initiate the identification process of potential youth radio program presenters
was initiated through contact with heads of departments of mass media training
institutions for possible recommendations. By the end of the reporting period, a total of
72 youth had been identified from five of these institutions as potential candidates for
radio presenters. HFG/K will work with implementing partners, popular youth radio
stations and advertising agencies to implement the final casting process for the radio
presenters in quarter 3.
23
2.6 Sponsoring a youth column in a newspaper magazine
HFG/K staff held meetings with representatives from the Standard Group to discuss
possible collaboration on youth columns in the Standard’s Pulse and New Generation
Magazines. The meetings involved the editors of the Pulse Magazine, a pull-out in the
Friday edition of the Standard Newspaper targeting the older youth and the New
Generation, a pull-out in the Sunday edition that targets 10-14 year-old youth. During
these meetings, the Standard Group expressed interest in forging a partnership with
HFG/K to reach both the 15-24 and the 10-14 year-olds with HIV prevention messages.
The Standard Group team was tasked to draft a proposal that will be shared with the
HFG/K staff for review and later form the basis for the partnership.
Meanwhile, the discussions with Internews also centered on training young print
journalists who could be involved in writing articles in the Pulse and New Generation
magazines. Internews also promised to provide training to the journalists for online
writing. HFG/K staff also initiated discussions with staff from the Insyder Magazine—
another popular magazine with the youth— to discuss possible collaboration in
supporting a youth column in addition to promoting G-Pange philosophy online. Future
discussions will explore collaboration on multiple platforms that reach the youth.
HFG/K will work with the implementing partners, media training institutions and the
popular youth magazines to select youth writers and photo journalists who will be trained
to service these youth columns.
2.7 Media Briefings
The development of media resource pack on HFG/K and G-Pange concepts will be
initiated in the next quarter once the strategic plan is refined and media strategy is in
place.
2.8 Media Products (materials and merchandize production and distribution)
The HFG/K project received an initial consignment of 20,000 wristbands produced with
support from the implementing partners shown in Table 2.1. In addition, 1,000 copies of
the G-Jue registers were also produced in support of the G-Jue 1 million campaign.
These registers provide a way to capture the distribution of wristbands at testing and
counseling centers where the bands are given out and collect basic contact information
(telephone number and email) for the youth. The registers do not in any way capture
information about HIV status. Implementing partners will share this information with
HFG/K and who will use it to establish a G-Pange database for communicating with
youth in the future. An initial consignment of 18,100 wristbands and 45 registers were
distributed to the implementing partners as detailed in the table below.
By end of December APHIA II Coast reported having distributed wristbands to 1,219
youth (637 males and 579 females) and submitted the register sheets. Reports were yet to
be received from other partners.
24
Table 2a. G-Jue wristband and registers distributed during the G-Jue campaign
Partner Wristbands
distributed
G-Jue registers
distributed
1 APHIA II Coast 8000 10 copies
2 AHIA II Rift Valley 1000 5
3. NOPE 1000 5
4 ICL 1000 5
5 APHIA II Western 2000 5
6 APHIA II Eastern 2000 5
7 AHIA II Nairobi 1000 5
8 LVCT 2000 5
9 PSI 100
TOTAL 18,100 45
The balance wristbands consignment of 480,000 pieces was received in the country late
in the quarter due to delays in shipment. These will be distributed in quarter 3 alongside
the 955 registers not distributed during this period.
Due to the success cited by implementing partners on reaching youth through G-Jue
campaign, the GoK decided to incorporate G-Jue as the strategy for targeting youth in the
December HTC RRI The project supported the G-Jue 1 million campaign with
production of posters and stickers to promote the campaign as a build up to the World
AIDS day celebration. A total of 30,000 posters and 50,000 stickers bearing G-Jue
messages, were produced for use by implementing partners in mobilizing youth for HIV
testing and counselling during and after the RRI.
2.9 G-pange branding and HFG marketing1
2.10 Shuga 1 roll-out and Shuga 2 development production and roll-out
The project continued to support the distribution of Shuga 1 by sharing 100 copies of
Shuga DVDs with youth though KISS FM radio station during the G-Jue campaign
around World AIDS Day. The DVDs were distributed as prizes to the youth who called
the station to share the best experience on HIV testing among the youth.
A total of 3,000 copies of the MTV Staying Alive in a Box (SAIB) toolkits were received
in October. The tool kit contained the Shuga DVD, video clips promoting HIV testing
and 4 booklets that include discussion guides and reference manuals for use by youth
peer educators in facilitating discussions. The toolkit was reviewed by the HFG/K team
to determine how best it can supplement the existing peer education materials in use by
implementing partners.
Meetings to plan the production of Shuga 2 between HFG/K, UNICEF and MTV were
held during this period. As a result, a proposal on partnership for production of Shuga 2
1 Activities under this activity line are scheduled for quarters 3 and 4
25
was jointly developed and discussed at the Partnership Evaluation Committee (PEC)
meeting. By the end of the reporting period a number of budgetary issues were yet to be
resolved by MTV. Once it is resolved the proposal will be presented to the PEC for final
review.
2.11 Virtual media interventions
The process of identifying virtual media interventions was initiated as part of the media
strategy and was ongoing at the end of the report period.
2.12 – 2.17 Complementary regional media activities2
2.18 World AIDS Day Interventions
The HFG/K staff and implementing partners were core members of the NASCOP World
AIDS Day planning meeting at the national level and participated in the planning
meetings convened by the Department of Health and Nairobi City Council. At the
NASCOP meeting, both Provider Initiated Testing and Counseling (PITC) and G-Jue
campaign were identified as the Rapid Results Initiative (RRI) strategies for accelerating
HIV testing around the World AIDS Day celebration period. The RRI campaign started
on November 15 and ended on December 10, 2010.
A special meeting was held with all the Provincial AIDS and STD Coordinators
(PASCOs) to set up the provincial targets for HTC during the RRI period and to
strategize on how the campaign will be conducted and supported. HFG/K staff gave an
overview of the HFG/K program and the planned activities to promote the G-Jue 1
million campaign during the RRI period.
HFG/K supported the Government of Kenya’s RRI to promote the G-Jue 1 million
campaign and worked in collaboration with PSI and other implementing partners.
Specifically, the following were accomplished:
Five newspaper advertorials featured in the local dailies with messaging encouraging
the youth to know their status (see Appendix 1&2);
Ten local radio stations across the country namely Homeboys FM, Ghetto FM, Star
FM, Kass FM, Coro FM, West FM, Pwani FM, Radio Citizen, Mbaitu FM and KISS
FM aired 280 radio spots and conducted a total of 95 interviews with representatives
from various implementing partners, celebrities and VCT counsellors to market and
support the G-Jue 1 million campaign;
2 Activities under this activity line are scheduled for quarters 3 and 4
26
Five regional road
shows branded with
G-pange and G-Jue
banners were
simultaneously
conducted in Nairobi,
Western, Coast,
Eastern and North
Eastern on World
AIDS Day to
encourage HIV
testing for youth in
these regions. These
road shows were supported by both PSI working closely with the Provincial AIDS
Coordinators while the promotional and branding materials were supplied by HFG/K.
These included 10,000 G-Jue stickers, 15,000 posters and 200 G-Pange T-shirts.
HFG/K also distributed 300 posters and 200 stickers to the Nairobi City Council’s
‘One Stop Shop’ youth centre to promote G-Jue 1 million campaign during the RRI
period. U-TENA, a slum-based youth group in Mukuru with a membership of 20
youth was supported to perform at the US Embassy during the World AIDS Day
event organized at the Embassy.
Mizizi, a youth group in
Embakasi was supported with T-
shirts through Hope World Wide
Kenya when they organized a
beauty pageant in December
dubbed Mr. and Miss Emba to
sensitize the youth in Embakasi
on HIV prevention and mobilize
for HIV testing where 97 youth
tested during the event. HFG/K
staff presided over the event as
chief guest and received special
recognition for the support
provided.
27
In order to ensure that HIV testing is continuously provided to the youth during the
RRI period, the project supported 3 VCT counselors from the National Youth Service
to provide HCT services at the Ministry of Youth and Sports’ Resource Centre up to
December 10.
28
Table 2b. Component 2: Support development and implementation of a youth HIV prevention media strategy, including prevention with HIV-positive youth
Planned Activities for
quarter ending Dec 31,
2010.
Activities carried out Explanation for any
variance
Challenge or otherwise
factors facilitating
achievement of targets
How do you propose
to address
challenges on
replicate successes
Describe any follow on
activity
2.1 Formative
assessment for media
campaign
Research firm
competitively selected
Development of
methodology and data
collection cannot ensue
until contractor approved.
Awaiting USAID approval
on contractor
Unanticipated
lengthy approval process
for contractor
Contract research firm once
approval is received
Initiate development of
assessment &
methodology with
considerable HFG/K input
2.2 Message
development workshop
with key stakeholders
Message development
workshop not conducted
due to unavailability of
formative assessment
findings
The formative assessment
was awaiting clearance
-----
-----
Message development
workshop conducted once
formative assessment
results are available
2.3 Develop media
strategy
Input on the media strategy
gathered from technical
representatives of IPs,
small group of identified
BCC experts and the
proposed advertising
agency
Still awaiting input from
the formative assessment
Further internal
discussion highlights
need to first have a
communication strategy
of which the media
strategy is one piece.
Taking a step back to
first ensure a solid
communication
strategy is in place
using STTA from
PATH
Communication strategy
developed. Media strategy
refined as a piece of this
broader strategy. Validate
with findings from the
formative assessment
inputs and submit to
USAID.
2.4 Development of
media campaign
products
Developed creative brief
for advertising/experiential
agency.
Initiated and completed
competitive bidding
process for agency
including selection criteria
Process of contracting
agency not completed
Process of finalizing
negotiations on terms of
contract taking longer
than anticipated.
Agency must also
undergo approval
process for contracting
-----
Finish negotiations with
agency.
Draft subcontract.
Submit to PATH & then
USAID for approval
29
Planned Activities for
quarter ending Dec 31,
2010.
Activities carried out Explanation for any
variance
Challenge or otherwise
factors facilitating
achievement of targets
How do you propose
to address
challenges on
replicate successes
Describe any follow on
activity
and interview team.
Presentation by advertising
agencies.
Ad agency selected and
negotiations ensued.
with PATH and USAID
Once finalized,
development of media
products can commence.
2.5 Development of
radio program
Guidelines on radio
program development
completed
Media training institutions
contacted for potential
presenters and training,
Training curriculum was
discussed and a draft
crafted
Radio presenters casting
process not completed
Radio station not identified
because formative
assessment was required to
confirm what radio stations
were preferred by youth
-----
-----
Casting to be completed in
collaboration with radio
station once identified and
implementing partners in
place especially the APHIA
plus
Customized training
curriculum will be finalized
in quarter 3 in readiness for
training
2.6 Sponsoring a youth
column in a newspaper
magazine
Held discussions with
Standard Group on possible
collaboration on youth
columns in the Standard’s
Pulse and New Generation
Magazines.
-----
-----
-----
HFG/K will work with the
implementing partners,
media training institutions
and the popular youth
magazines to select youth
writers and photo
journalists who will be
trained to service these
youth columns.
30
Planned Activities for
quarter ending Dec 31,
2010.
Activities carried out Explanation for any
variance
Challenge or otherwise
factors facilitating
achievement of targets
How do you propose
to address
challenges on
replicate successes
Describe any follow on
activity
2.7 Media briefing
Media briefing did not take
place
The development of media
briefings was not initiated
awaiting finalization of the
strategic plan and the
media strategy
-----
-----
2.8 Materials and
merchandize production
and distribution
500,000 G-Jue wristbands
received,
1000 G-Jue registers
produced,
30,000 posters reproduced,
50,000 stickers reproduced
Other materials for
campaign not yet under
development
Advertising agency that
will support production of
other campaign materials
was identified and was
waiting to be contracted
and begin work.
Follow up with
partners for the final
payment
Other materials to be
developed once ad agency
is contracted
2.9 G-pange branding
and HFG/K marketing
Development of general
marketing materials for
HFG/K did not take place
Advertising agency that
will support development
of these materials was
identified and was waiting
to be contracted.
-----
-----
2.10 Shuga 1 &
development of Shuga 2
production and roll out
IPs continued to mobilize
youth to view Shuga I
100 copies of Shuga I
-----
31
Planned Activities for
quarter ending Dec 31,
2010.
Activities carried out Explanation for any
variance
Challenge or otherwise
factors facilitating
achievement of targets
How do you propose
to address
challenges on
replicate successes
Describe any follow on
activity
distributed to youth through
KISS FM
3,000 copies of SAIB
received from MTV
Meetings for planning and
negotiating PPP for Shuga
II development underway
SAIB toolkits not
distributed to partners
Tool awaiting peer
educators TOT once the
APHIA plus partners are
fully established and
ready for distribution
2.11 Virtual Media
Interventions
The process of identifying
virtual media interventions
was initiated as part of the
media strategy.
-----
-----
-----
2.12Road shows Activity scheduled to
commence in quarter 3
-----
-----
-----
2.13 Youth bashes Activity scheduled to
commence in quarter 3
-----
-----
-----
2.14 GATE festival Activity scheduled to
commence in quarter 4
-----
-----
-----
2.15 G-Bases pilot sites Activity scheduled to
commence in quarter 3
-----
-----
-----
32
Planned Activities for
quarter ending Dec 31,
2010.
Activities carried out Explanation for any
variance
Challenge or otherwise
factors facilitating
achievement of targets
How do you propose
to address
challenges on
replicate successes
Describe any follow on
activity
2.16 Gender/ Stigma
sensitivity meeting Activity scheduled to
commence in quarter 3
-----
-----
-----
2.17 Engaging secondary
audiences Activity scheduled to
commence in quarter 3
-----
-----
-----
2.18 World AIDS Day
Interventions
Participated in
GOK/NASCOP Dec HTC
RRI planning meetings
Supported mobilization of
youth through mass media
and road shows for HTC
RRI and the WAD
activities
-----
-----
-----
33
Component 3: Support HFG/K to coordinate activity planning and funding between one or more international or Kenyan private-sector firms and PEPFAR-implementing partners
3.1 Work plan meetings3
3.2. Develop PPP Implementation Guide
This process was initiated in quarter 1 and carried through quarter 2. It involved
an extensive literature review, discussion with HFG/K Kenya staff, OGAC and
USAID Kenya staff to understand the content, nature of PPP guide and
expectation of partners on the content and usage of the guide.
Subsequently, a PPP implementation guide was developed and presented for
review by HFG/K staff and KSC on November 19, and 25, 2010 respectively. The
PPP guide was submitted to USAID on the November 29, 2010.
3.3. Engagement with implementing partners to establish gaps and needs for future PPPs.
Engaging with implementing partners, by way of meetings, started in quarter 1
and continued through quarter 2. These meetings were held with National
Organization of Peer Educators (NOPE), Hope World Wide Kenya (HWWK),
Liverpool VCT (LVCT), AmericaShare and I Choose Life (ICL). Opportunities
for PPP development were identified in prevention, economic empowerment,
counseling and testing and girl child empowerment. Partners ranked these as
priority needs on the ground. Plans to have a meeting with other IPs in December
were pushed forward to next quarter. We will also consider carrying out regional
meetings with other PEPFAR partners to assess needs and gaps on the ground.
3.4. Detailed mapping of private sector companies’ interests, records and resources.
A mapping tool for companies’ interests, records and resources has been
developed. This tool will capture companies’ information on their involvement in
youth health programming and other CSR activities and general information about
the company.
Mapping will help in selection of companies to be approached for PPP
negotiations. Mapping of companies has been initiated and will continue into
quarter 3. The first companies to be mapped were GBC members in Kenya and
will be followed by members of the umbrella bodies such as KEPSA, FKE,
KHBC and KAM among others.
3.5 Development of PPP marketing and communication materials
3 GBC participated in the project work plan meetings and was reported in the last report
34
Draft marketing and communication materials were developed and have been
reviewed internally by the GBC team. These materials include a brochure on the
partnership, a one pager on PPPs and web-based write-up on the partnership.
These documents will be reviewed by all the partners to ensure that they are
aligned with the strategy and that they conform to the HFG/K branding guidelines
and contain appropriate language.
3.6. Convening of outreach/marketing meetings
Within the quarter, GBC continued to network with companies for possible
collaboration on a variety of fronts. During a recent GBC conference in South
Africa Julie Cege (HFG/K STTA) met Ms. Kornelia Semmelink –Project
Administrator Development in Africa of the NBA Africa office. The NBA has a
partnership with Coca Cola East & Central Africa and the Kenya Basketball
Federation. The discussion focused on areas that HFG/K and NBA can
collaborate such as G-jue (encouraging the youth who are trained by NBA to
know their HIV status) and also G-kinge (providing HIV&AIDS prevention
information to the same youths). The NBA is a good brand to co-brand with G-
pange because of its appeal to youth.
While Julie Cege was at the GBC conference in South Africa she met Jean
Marion Aitken, Senior Health & HIV/AIDS Adviser for DFID Kenya in which
Ms. Aitken expressed DFID’s keenness to collaborate with HFG/K in its work on
adolescents and HIV&AIDs in Kenya including the possibilities of co-funding
HFG/K activities.
This quarter, GBC initiated preparations for private sector engagement at a
meeting in London in quarter 3. The 3 day meetings were part of GBC Global
calendar of private sector engagement. However, after consultation with
CARDNO and OGAC, it was agreed that future presentations on PPPs should
only be done after the program strategy is completed in quarter 3. It is planned
that Kenya private sector engagement will commence in quarter 3.
3.7 Broker PPPs
A draft PPP strategy to guide the approach of PPP identification and formation of
strategic PPPs was developed during this quarter. The strategy was reviewed by
the HFG/K team and input given by OGAC and USAID teams. This PPP Strategy
is a subset of the HFG/K Strategic Plan. It will be reviewed more thoroughly at
the upcoming HFG/K Orientation meeting in DC in quarter 3, after which it will
be finalized and adopted. In the interim, the only outreach to the private sector
being conducted is informational meetings with those companies who express
interest in the endeavor. After the PPP Strategy is agreed upon and firmly in place
in quarter 3, more aggressive outreach efforts will be conducted.
During the quarter exploratory discussions on possible PPPs were held with
different companies and organizations. Among them, seven PPPs are at concept
35
development stage as shown below. The concept stage is usually the second stage
of the PPP development. The first stage is the discussion with the partner to find
out the interest and the objective of the project. The concept outlines the idea of
the project as well as the objectives that it hopes to meet. If the concept is
acceptable, the partner is requested to develop a more detailed proposal which is
presented to the Kenya Steering Committee at stage 4. Once the input from the
KSC is incorporated then the project (PPP) is presented to USAID with request
for approval.
MTV Shuga 2: Discussions with MTV on Shuga 2 have commenced. A proposal,
jointly developed by HFG/K, UNICEF and MTV, has been finalized. PEC team
reviewed the initial concept and agreed that it met the criteria. There were
however additional questions on the budget which HFG team and MTV were
reworking to ensure all costs from production to rollout were captured. Once
everything is agreed the proposal will be presented to KSC for review and
recommendation to submit to USAID for approval.
SC Johnson: This PPP is on economic empowerment through job creation for out-
of-school youth providing community cleaning services. The aim is to create
2,000 jobs in 2 years in the Nairobi, Kisumu and Mombasa areas, which are also
some of the HFG/K focus areas. SC Johnson submitted a concept paper on
November 18, 2010, which was reviewed the HFG team and feedback on this
first draft was provided. They were requested to rewrite the concept and submit it
for review.
ILO/ youth entrepreneurship project: International Labor Organization (ILO) is
interested in developing a partnership around youth economic empowerment,
child labor prevention and entrepreneurship training for youth in and out of
school. HFG team met with the ILO team on October 28, 2010. They plan to
reach 8,000 young people in 6 geographical locations in Kenya. ILO team
already developed a draft concept which HFG/K team is looking at. If the
concept meets our criteria ILO will be asked to develop a full proposal.
Kuoni Private Safaris Tour Company: Kuoni is a Switzerland based company
that has operations in Kenya. They have shown interest in working with girls in
Kenya in a project focused on girls involved in child prostitution along the tour
corridor, by reintegrating them in the community, taking them back to school and
providing them with economic empowerment.
Kuoni Foundation has already approved 150,000 USD per year for the project.
Child Welfare Society of Kenya, whom Kuoni identified as its implementing
partner, is in the process of developing a proposal.
Standard Group Magazines: Standard Group [SG] publishes the Standard daily
newspaper that has a weekly youth magazine and a children’s magazine called
Pulse and Generation Next respectively. HFG/K proposed a partnership to SG in
36
which SG will provide column space in the two magazines to publish interactive
articles for youth and children.
In quarter 2, HFG/K shared a concept template with SG and held a meeting with
the team to discuss their contribution and gain a better understanding of each
other’s expectations. We await the concept paper from the SG team.
Micato Safaris HURU: HURU is a re-usable sanitary pad for girls. A product of
Micato Safaris and AmericaShare, HURU is developed mainly for girls from
poor families and from hard to reach areas. Discussions held in New York
between AmericaShare and GBC indicated that AmericaShare is exploring
partnership prospects with various private sector companies who were willing to
invest in HURU. HURU indicated it would craft a concept note once a private
sector company was identified and then would submit it to HFG/K for further
discussion about a PPP targeting young girls.
Proctor and Gamble/MOE. The PPP Advisor and the PPP Coordinator met with
a team from P&G on November 1, 2010. The meeting was an opportunity to
share information about HFG/K, as well as the corporate social responsibility
interests of P&G. P&G suggested a partnership that could foster young girls to
remain in school via the provision of sanitary pads. They currently provide
20,645 girls in poor rural and urban areas with sanitary napkins.
P&G was requested to put together a concept paper and submit it to HFG/K for
further discussion. However given the potential clash with competing sanitary
products, HFG/K must consider how to manage these partners.
3.8 Completion plan for on-going PPPs
Development of a completion plan for the on-going PPPs was initiated in quarter
1. A detailed completion plan for the status and future completion of two ongoing
HFG/K PPPs (Warner Bros. with the Pamoja Mtaani video game and Emory with
the Mukuru Community Health Assert Mapping) was outlined and submitted to
USAID.
Warner Bros. PPP is almost at the close-out stage. What remains is the shipping
and distribution of 74 computers with the Pamoja Mtaani video game from
Washington, DC to Kenya. The process of shipping the computers commenced in
the previous report period and is at advanced stage. A clearing agent was
identified and a commercial invoice raised to facilitate lodging of the import
declaration forms and commence the import process. The computers are expected
in country by end of April 2011.
Monitoring the Mukuru asset mapping has been quite a challenge for us because
we are not privy to the entire contract details including some of the deliverables
and their corresponding timelines. However the 2 deliverables we are aware of,
and have been monitoring; community training manuals and the uploading of the
map on GIS, will be followed up in the next quarter.
37
Table 3. Component 3: Support HFG/K to coordinate activity planning and funding between one or more international or Kenyan private-sector firms and PEPFAR-implementing partners
Planned Activities for
quarter ending Dec 31,
2010.
Activities carried out Explanation for any variance Challenge or otherwise
factors facilitating
achievement of targets
How do you
propose to address
challenges on
replicate successes
Describe any
follow-on activity
3.1 Participate in the
Work plan meeting
Activity conducted in
quarter 1
----- ----- ----- -----
3.2. Develop PPP
Implementation guide.
PPP implementation
guide was developed,
reviewed by KSC and
submitted to USAID on
29th
Nov 2010
----- Cooperation by all teams
involved in reviewing
and giving feed back in
time.
----- -----
3.3. Engage with HFG
implementing partners
to establish gaps and
needs for future PPPs.
4 implementing partners
have been engaged.
Economic
empowerment, girls’
empowerment,
prevention and Care and
Treatment are the
priority gaps
indentified.
----- ----- ----- on-going
3.4 Detailed mapping
of companies’ interests,
records
and resources.
A mapping tool for
companies’ interests,
records and resources
has been developed.
Mapping of companies
has been initiated and
will continue into
quarter three.
----- ----- ----- on-going
3.5 Development of
PPP
marketing and
communication
materials
Drafts marketing and
communication
materials has been
developed and are under
review internally by
----- ----- ----- on-going
38
Planned Activities for
quarter ending Dec 31,
2010.
Activities carried out Explanation for any variance Challenge or otherwise
factors facilitating
achievement of targets
How do you
propose to address
challenges on
replicate successes
Describe any
follow-on activity
GBC team
3.6 Convening of
outreach/marketing
meetings
Plans are underway to
convene marketing
meetings in Nairobi.
----- ----- ----- on-going
3.7 Broker PPPs Discussions with 7
potential partners are
on-going
----- ----- ----- on-going
3.8 Completion
plan for ongoing PPPs
A detailed status report
and a completion
plan for the
uncompleted PPPs
(Pamoja
mtaani video game and
Mukuru health
assert mapping) was
outlined and
submitted to USAID
----- ----- -----
39
4. Monitoring and Evaluation
4.1 Develop and implement a performance monitoring and evaluation plan for additional geographic areas and the national mass media campaign
During the report period, the HFG project continued developing strategies for tracking
performance of the HFG/K, as follows:
M&E consultative groups: The project held internal consultative meeting with PATH and
HFG/K M&E staff to review planned activities. Consultative meetings were held with
Washington Omwomo and Lizie Ojowi of the USAID SI team, Gilbert Aluoch of CDC
GAP M&E team and Edward Kunyanga and Salentine Shannon, of the APHIA II
evaluation team. The meetings provided valuable information and guidelines on the
development of the PMP.
A wider consultative group comprising of M&E specialists from partner organizations
and stakeholders was convened to review the draft PMP. This meeting gathered input
from implementing partners on how HFG/K’s M&E activities can be aligned to the
KNASP III and PEPFAR frameworks, coordinated with USG partners and also acquire
the necessary buy-in among the IPs.
Furthermore, HFG/K M&E team had discussions with Albena Godlove of CARDNO
Emerging Markets and Tijuana James A. Traore of the HIV-Free Generation Global
Secretariat to develop strategies for alignment with HFG Global framework that would
allow HFG/K to measure the impact of the partnership approach. CARDNO has
convened a meeting in end of January and beginning of February 2011 to provide
orientation on HIV-Free Generation. This meeting will also serve as a consultative forum
for the development of an overarching framework for measuring the impact of the Public
Private Partnership approach for the PPPs managed by CARDNO.
Develop PMP and data collection tools: A draft PMP was developed and presented for
review in a workshop attended by M&E specialists from implementing partner
organizations. The draft was revised based on the input from the implementing partner
M&E specialists and by the end of the report period the draft was awaiting further input
and discussion from the proposed January/early February 2011 M&E meeting convened
by CARDNO and also the finalization of the five-year strategic plan. (The PMP will be
submitted as part of the five-year strategic plan). The project was also working with
implementing partners to develop modalities of sharing social and health services data
with HFG/K. The project will continue to involve partners in tools development in order
to improve coordination of youth HIV prevention activities. Review of M&E tools will
commence after the completion of the PMP.
4.2 Conduct baseline assessments
Plan scope and design of the baseline assessment: The scope and design of the baseline
assessment was developed in consultation with M&E experts from USAID and CDC,
40
APHIA II evaluation and presented for review to the M&E specialists from IPs. There
was consensus to utilize more robust research design such as Lot Quality Assurance
Sampling which will allow for comprehensive outcome monitoring of evaluation as well
as tracking and assessing coverage with prevention messages and services in the four
focus areas.
Develop TORs, identify and contract consulting firm/body to conduct the baselines: The
selection of a consultant firm to conduct baseline assessment was at an advanced stage by
end of December 2010. Following the circulation of the terms of reference and call for
expression of interest on this task that were circulated in the local media and on the
internet, 8 consulting firms with their bases in Kenya submitted proposals. A PATH
review team indentified 4 firms and invited them to make formal presentations. However,
from this initial selection process the team concluded that none of the 4 applications had
addressed the methodology or presented capable principle investigator as described in the
terms of reference. Subsequently, all 4 firms were invited to submit revised proposals to
address the shortcomings that were noted in the methodology section. Unfortunately, the
revised proposals failed to show clear capacity of the applicant firms to fully contract the
baseline, leading HFG/K M&E team to consider other opportunities such as
subcontracting only part of the work to a private firm while retaining the control on
technical process; and collaboration with USG partner organizations with strong research
capacity to provide technical assistance.
Subsequently the HFG/K M&E team contacted ICF Macro and Population Council, both
being USG partners with leading expertise in monitoring and evaluation. The aim was to
foster collaboration on HFG/K M&E process and seek further guidance on the
possibilities of developing an evaluation to measure impact and ultimately, incidence for
HIV. By the end of December 2010, Population Council was working on a proposal for
partnership with HFG/K in conducting the baseline assessment.
The planning for the baseline assessment will be finalized in early next quarter and data
collection commenced after the refinement of the PMP.
4.3 Support specific PPPs M&E activities
The guidelines on M&E requirements in the development of PPPs was developed and
included in the HFG/K partnership management manual.
4.4 Conduct assessment of interventions and customer satisfaction studies
Assessment of interventions and customer satisfaction studies will be conducted later in
year one when activities are expected to be operational.
4.5 Conduct routine monitoring and reporting on HFG/K project activities
HFG/K held coordination meetings with M&E specialists of IPs to discuss the sharing of
data with HFG/K that will be used to quantify the value-add of HFG/K to partners’ youth
HIV prevention work. There was general consensus that IPs will provide HFG/K with
data on clearly defined activities that will be identified.
41
Table 4. Monitoring and Evaluation activities
Planned Activities for quarter
ending Dec 31, 2010.
Activities carried out Explanation
for any
variance
Challenge or
otherwise factors
facilitating
achievement of
targets
Proposals to address
challenges on
replicate successes
Follow-on activity
4.1 Develop and implement
monitoring and evaluation
plan for additional
geographic areas and the
national mass media
campaign
Consultation with M&E experts was
ongoing.
Development of PMP in progress.
A meeting of M&E Advisory group
to review PMP was held on Nov. 24
-----
Pending
refining
-----
-----
-----
-----
-----
-----
PMP will be refined
during the
orientation meeting
convened by
CARDNO
4.2 Conduct baseline
assessments
TORs for selection of consultant
developed and selection of
consulting firm begun.
Consulting
firm not
selected
Proposals by
consulting firms
did not meet some
crucial
requirements in
the TOR (
articulate the
desired
methodology and
lacked skilled
principle
investigator)
Discussions with
USG partner
organizations with
bias on M&E were
ongoing
Finalize selection of
firm/organization to
conduct baselines.
Possibly collaborate
with Pop. Council
(who have indicated
interest) in
conducting the
baselines with bio-
markers for
measuring
incidence.
4.3 Support specific PPPs M&E
activities
Developed guideline on M&E for
PPP grants.
----- ----- ----- -----
4.4 Conduct assessment of
interventions and customer
satisfaction studies
No activity scheduled for the report
period.
----- ----- ----- -----
4.5 Conduct routine monitoring
and reporting on project
activities
Routine monitoring and evaluation
of ongoing activities conducted:
o Shuga
o G-Jue 1 million campaign
Data on G-jue
was received
from APHIA
Coast
Data reporting
affected by close
out of APHIA II
HFG/K is working
closely with IP M&E
specialists to develop
a relationship on data
HFG/K will develop
data sharing
protocols describing
the type and format
42
Planned Activities for quarter
ending Dec 31, 2010.
Activities carried out Explanation
for any
variance
Challenge or
otherwise factors
facilitating
achievement of
targets
Proposals to address
challenges on
replicate successes
Follow-on activity
o Pamoja mtaani video game
o National Youth Week activities
sharing of data on specific
activities
4.6 Production of printed
materials for monitoring and
evaluation
There was no production of printed
materials during the quarter
----- ----- ----- -----
43
5. Financial Report
The total actual/reported expenditure for the quarter was US$ 249,043.76. The cumulative
actual/reported expenditure from project start date to November 30, 2010 was US$ 415,352.
Total cumulative reported and accrued expenditure was US$ 616,148 representing a burn rate
of 3.0% of total estimated project cost and 12% of total obligated funds. The balance of US$
4,579,933 is sufficient to cover activities through the end of the next quarters.
44
Table 5. Financial report
Name of Partner: PATH
Name of Project: Partnership for an HIV-Free Generation
Agreement Number: GHH-I-00-07-0061-00
Total Estimated Cost: 20,483,981
Obligated Funds 5,196,081
Future Mortage 15,287,900
Project Start Date: August 2, 2010
Project End Date: August 1, 2012
Financial Status for the period ending: 31-Dec-10
Date Prepared: 6-Jan-11
Funding Source
PEPFAR POP MALARIA TB CHILD
SURVIVAL Avian
Fluenza TOTAL Cost
Share
A. Obligated Funds to date: 5,196,081
- -
-
- 5,196,081
-
B. Cumulative Expenditures (as of 06/30/2010): -
- -
-
- -
-
C. Actual expenditures: 07-01-10 through 11-30-10 415,352
- -
-
- 415,352
-
D. Accruals for current quarter 200,796
- -
-
- 200,796
-
E. Total Accrued Expenditures (B+C+D) From inception to date: 616,148
- -
-
- 616,148
-
F. Remaining Balance (Pipeline): (A-E) 4,579,933
- -
-
- 4,579,933
-
G. Estimated Expenditures for next quarter (ending 03/31/2011): 2,857,998
- -
-
- 2,857,998
-
H. Projected Expenditure for next Quarter plus one (ending 03/31/2011): 1,721,935
- -
-
- 1,721,935
-
I. Estimated remaining Length of Pipeline (LOP) (After the Quarter in Row H): -
- -
- -
- -