Development and Implementation of a National Multisectoral Output Monitoring System (SHAPMoS) for HIV Responses in Swaziland:  Challenges and lessons learned.

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Presentation transcript:

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Thank you!!!