1. Documentation, Reporting, & Monitoring
Keith Hansen
AIDS Campaign Team for Africa
May 2003

2. Overview
Issues identified in the site visits in Kenya & Ethiopia and in survey responses from FBO workshop participants
Key progress report components
Sample performance indicators
What has worked well? Obstacles?
NAP perspective

3. Key Progress Report Components
Financial report
Progress towards completion of activities/achievement of targeted indicators

4. SAMPLE PERFORMANCE INDICATOR
CSO Capacity
Number of new civil society partners introduced to HIV/AIDS programming with NAP support
Total AIDS services delivered by new civil society organizations
Communication
Number of HIV/AIDS radio/television programs produced and number of hours aired
Number of HIV/AIDS prevention brochures/booklets developed and number distributed
Prevention
Number of faith and community leaders trained as AIDS educators and number of beneficiaries reached
Number of individuals tested and counseled at VCT center
Care and Support
Number of PLWHA provided with food, clothing & medicine
Number of HIV/AIDS orphans provided with school fees, food, and clothing
Input Level (Personnel, training, equipment, and delivery funds)
Paid staff, volunteers recruited, training conducted, equipment and resources provided 4

5. Documentation, Report Preparation & Review What has worked well?
National HIV/AIDS Program support for reporting:
Provision of adequate reporting guidelines
Provision of adequate training and technical assistance
from financial management agent or provincial
level AIDS commissions on procurement,
financial management and reporting
Minimal time lapse between submission of progress report and release of subsequent tranches (Poses a serious problem in some countries)

6. Documentation, Report Preparation & Review What has worked well? (2)
Employment of accountant or bookkeeper to oversee financial management, procurement, & reporting
Ability to build on previous organizational experience with documentation and report writing

7. Obstacles
Lack of experience in preparing financial reports and progress reports, particularly for small FBOs
Lack of full-time, paid staff makes record keeping difficult (Most funders, including NAPs, are reluctant to fund salaries and other recurrent costs)
NAP reporting format differs from those used by other donors

8. Obstacles (2)
Lengthy and irregular time frame between submission of progress reports and release of subsequent tranches leads to interruption of service provision and demoralization of staff and clients
Absence of clear monitoring & evaluation criteria from the NAP in service delivery areas, e.g., advocacy, home based care, etc.
Feedback provided by NAP or financial management agent was very general, e.g. “good job” (if provided at all)
It needs to be made clear that things that are obstacles in some countries are actually working well in other countries, e.g. the provision of guidelines on proposal development. Also, in some cases, the NAPs did not provide guidelines initially, but they have subsequently begun to provide guidelines and/or templates.

9. Perspectives from National HIV/AIDS Program Staff
Elements of a strong progress report
Progress report review process
Common problems with progress reports from CSOs including faith-based organizations
Strategy for improving quality of progress reports and report review process