U.S. President’s Emergency U.S. President’s Emergency Plan for AIDS Relief Plan for AIDS Relief

Reporting Requirements and Reporting Requirements and the Country Operational Plan the Country Operational Plan

and Reporting System and Reporting System (COPRS) (COPRS)

Harmonization of donor reporting requirements for ARV’s Harmonization of donor reporting requirements for ARV’s and related drugsand related drugs

WHO Headquarters, Geneva, SwitzerlandWHO Headquarters, Geneva, Switzerland10-11 October 200510-11 October 2005

Xenophon M. Santas (Xenophon M. Santas (xsantas@cdc.govxsantas@cdc.gov))Steven YoonSteven Yoon

Global AIDS Program/Informatics TeamGlobal AIDS Program/Informatics TeamCenters for Disease Control and Prevention Centers for Disease Control and Prevention

Emergency PlanEmergency Plan Launched in January 2003Launched in January 2003 Participating countries “tiered” based on funding Participating countries “tiered” based on funding

levellevel 12 African, 2 Caribbean, and 1 Asian focus 12 African, 2 Caribbean, and 1 Asian focus

countries countries Report at 6 & 12 months on 41 program indicatorsReport at 6 & 12 months on 41 program indicators Report at 12 months on outcome/impact indicatorsReport at 12 months on outcome/impact indicators

Beginning in FY06, five countries receiving Beginning in FY06, five countries receiving more that $10 million annually (Malawi, more that $10 million annually (Malawi, Zimbabwe, Cambodia, Russia, India)Zimbabwe, Cambodia, Russia, India)

Report at 12 months on the 41 indicators relevant to Report at 12 months on the 41 indicators relevant to the activities they implement, and a subset of the the activities they implement, and a subset of the outcome/impact indicatorsoutcome/impact indicators

34 countries receiving $1 to $10 million 34 countries receiving $1 to $10 million annuallyannually

Report through agencies (USAID/CDC/DoD) to the Report through agencies (USAID/CDC/DoD) to the U.S. Office of the Global AIDS Coordinator (OGAC)U.S. Office of the Global AIDS Coordinator (OGAC)

Report at 12 months on subset of 26/41 program Report at 12 months on subset of 26/41 program indicators and 5/6 outcome/impact indicatorsindicators and 5/6 outcome/impact indicators

Emergency PlanEmergency Plan Targets determined byTargets determined by

2008 targets set for U.S. government 2008 targets set for U.S. government in-country teams by the U.S. Office of in-country teams by the U.S. Office of the Global AIDS Coordinatorthe Global AIDS Coordinator

Interim-year targets set by U.S.G in-Interim-year targets set by U.S.G in-country teams, in conjunction with country teams, in conjunction with national authoritiesnational authorities

Care and Treatment Care and Treatment Outcome/Impact IndicatorsOutcome/Impact Indicators

OutcomeOutcome% of people with advanced HIV infection receiving % of people with advanced HIV infection receiving antiretroviral therapy (ART)antiretroviral therapy (ART)% of health care facilities that have the capacity and % of health care facilities that have the capacity and conditions to provide basic-level HIV testing and conditions to provide basic-level HIV testing and HIV/AIDS clinical managementHIV/AIDS clinical management% of health care facilities that have the capacity and % of health care facilities that have the capacity and conditions to provide advanced-level HIV/AIDS care conditions to provide advanced-level HIV/AIDS care and support services, including ARTand support services, including ART% of adults aged 18-59 who have been chronically ill % of adults aged 18-59 who have been chronically ill for 3 or more months during the past 12 months for 3 or more months during the past 12 months (including those ill for 3 or more months before death) (including those ill for 3 or more months before death) whose households have received, free of user charges, whose households have received, free of user charges, basic external support in caring for the chronically ill basic external support in caring for the chronically ill personperson

Care and Treatment Care and Treatment Outcome/Impact IndicatorsOutcome/Impact Indicators

ImpactImpactPercentage of people still alive at 6, 12, and Percentage of people still alive at 6, 12, and 24 months after initiation of treatment24 months after initiation of treatmentProportion of all deaths attributable to HIVProportion of all deaths attributable to HIV

Achievements – March 2005Achievements – March 2005

Approximately 235,000 on ARTApproximately 235,000 on ARTMore than 230,000 on ART live in sub-More than 230,000 on ART live in sub-Saharan AfricaSaharan Africa57% on ART are women and girls57% on ART are women and girls

Total number of people receiving U.S.-Total number of people receiving U.S.-supported treatment in Focus Countries as of supported treatment in Focus Countries as of

March 31, 2005*March 31, 2005*

Botswana - 20,000Botswana - 20,000Cote d'Ivoire - Cote d'Ivoire - 2,1002,100Ethiopia - 14,900Ethiopia - 14,900Guyana - 600Guyana - 600Haiti - 3,900Haiti - 3,900Kenya - 28,300Kenya - 28,300Mozambique - Mozambique - 10,30010,300Namibia - 9,600Namibia - 9,600

Nigeria - 13,500Nigeria - 13,500 Rwanda - 10,300Rwanda - 10,300 South Africa - 44,600South Africa - 44,600 Tanzania - 4,400Tanzania - 4,400 Uganda - 50,900Uganda - 50,900 Vietnam - 300Vietnam - 300 Zambia - 22,000Zambia - 22,000 Total - 235,700Total - 235,700

* From OGAC fact sheet, July 2005* From OGAC fact sheet, July 2005

HIV/AIDS Treatment/ARV Services HIV/AIDS Treatment/ARV Services Indicators (4 of 41 program Indicators (4 of 41 program

indicators)indicators)Number of individuals newly initiating Number of individuals newly initiating ART during reporting periodART during reporting periodNumber of individuals who ever Number of individuals who ever received ART by the end of reporting received ART by the end of reporting periodperiodNumber of individuals receiving ART at Number of individuals receiving ART at the end of reporting periodthe end of reporting periodTotal number of health workers trained Total number of health workers trained to deliver ART servicesto deliver ART services

COPRS OverviewCOPRS Overview

Strategic information – “targeted Strategic information – “targeted monitoring, evaluation, and surveillance monitoring, evaluation, and surveillance data used to answer key questions about data used to answer key questions about the …the … state of the HIV epidemicstate of the HIV epidemic delivery and process of prevention, care, delivery and process of prevention, care,

and treatment servicesand treatment services effectiveness of these serviceseffectiveness of these services capacity needed to improve programs, meet capacity needed to improve programs, meet

planning and reporting requirements, and planning and reporting requirements, and reach goals for impacting the HIV epidemic”reach goals for impacting the HIV epidemic”

COPRS OverviewCOPRS Overview

Strategic information key componentsStrategic information key components HIV/AIDS surveillanceHIV/AIDS surveillance Population-based bio-behavioral survey and Population-based bio-behavioral survey and

facility surveysfacility surveys Health management information system Health management information system

(HMIS) for facility-based reporting(HMIS) for facility-based reporting Program level monitoring and reporting Program level monitoring and reporting

(non-facility based reporting)(non-facility based reporting) Targeted evaluation studiesTargeted evaluation studies

Data flow I: Relationship to other systems

Surveys (BSS, AIS,

etc.)

President’s Emergency Plan Countries United States

Headquarters Washington, D.C.

D.C. System

Country Specific Survey Results

(e.g., MACRO)

Other services (OVC , peer -education,

etc.)

U.S. in -country Offices Embassy USAID CDC

CRIS+ or other

system

Ministries of Health

CRIS+ or other

system

Facility- based service

providers

Other Databases (e.g. BuCen)

COPRS OverviewCOPRS Overview

Also known as the headquarters or the central U.S. Also known as the headquarters or the central U.S. government data systemgovernment data system

Used for U.S. missions country planning and reporting Used for U.S. missions country planning and reporting to agency headquarters and the Department of State, to agency headquarters and the Department of State, Office of the Global AIDS Coordinator (OGAC)Office of the Global AIDS Coordinator (OGAC)

Used for OGAC to review country plans and generate Used for OGAC to review country plans and generate reports of activitiesreports of activities

Designed to provide a single system to capture Designed to provide a single system to capture Emergency Plan data from all USG activitiesEmergency Plan data from all USG activities

Only U.S. government staff will be able to access the Only U.S. government staff will be able to access the systemsystem

Information is tracked by Information is tracked by funding mechanismsfunding mechanisms which which are a unique combination of prime partner, are a unique combination of prime partner, implementing agency, accounting source, and implementing agency, accounting source, and mechanism typemechanism type

Used by U.S. missions in focus countries Used by U.S. missions in focus countries to submitto submit Country Operation Plans (program activities, Country Operation Plans (program activities,

targets, and budgets)targets, and budgets) Names and characteristics of U.S. partners (e.g., Names and characteristics of U.S. partners (e.g.,

local, community, regional, national, multi-national, local, community, regional, national, multi-national, and/or faith-based organization; populations served; and/or faith-based organization; populations served; services provided, etc.)services provided, etc.)

Progress reports (program level indicators, Progress reports (program level indicators, obligated funds, success stories)obligated funds, success stories)

Annual reports (program level indicators, Annual reports (program level indicators, obligated funds, success stories, outcome and obligated funds, success stories, outcome and impact indicators)impact indicators)

COPRS OverviewCOPRS Overview

Used by OGAC and agency Used by OGAC and agency headquarters to headquarters to Conduct the COP review processConduct the COP review process Generate reports for Congress, othersGenerate reports for Congress, others

Pre-formatted (canned) reportsPre-formatted (canned) reports Export to Excel, Access, or other data files Export to Excel, Access, or other data files Ad-hoc analysisAd-hoc analysis

Complete budgetsComplete budgets Track U.S. mission progress in meeting Track U.S. mission progress in meeting

proposed program targetsproposed program targets

COPRS OverviewCOPRS Overview

DefinitionsDefinitions

Mechanism TypeMechanism Type Headquarters procured, country Headquarters procured, country

funded (e.g., field support, MAARDs, funded (e.g., field support, MAARDs, buy-ins, TASC orders, etc.)buy-ins, TASC orders, etc.)

Locally procured, country funded Locally procured, country funded (bilateral contract, bilateral (bilateral contract, bilateral cooperative agreement, bilateral cooperative agreement, bilateral grant)grant)

Headquarters procured, centrally Headquarters procured, centrally funded (Track 1 activities only)funded (Track 1 activities only)

Definitions (cont.)Definitions (cont.)

Funding mechanism name is the name of a Funding mechanism name is the name of a project, not the name of the prime partnerproject, not the name of the prime partner e.g., POLICY Project, Synergy Project, CORE Projecte.g., POLICY Project, Synergy Project, CORE Project

Prime Partner Name is listed separatelyPrime Partner Name is listed separately Prime Partner Type can be faith-based Prime Partner Type can be faith-based

organization (FBO), non-governmental organization (FBO), non-governmental organization (NGO), private contractor, organization (NGO), private contractor, university, other U.S. agencyuniversity, other U.S. agency

Sub-Partners are also listed, with their type, Sub-Partners are also listed, with their type, whether they are local or new, and their whether they are local or new, and their funding amountfunding amount

Definitions (cont.)Definitions (cont.)

Prevention of mother-Prevention of mother-to-child transmissionto-child transmission

Abstinence/Be faithfulAbstinence/Be faithful Blood safetyBlood safety Injection safetyInjection safety Other preventionOther prevention Basic health care and Basic health care and

supportsupport TB/HIVTB/HIV Orphans and vulnerable Orphans and vulnerable

children (OVC)children (OVC)

Counseling and testingCounseling and testing Antiretroviral therapy: Antiretroviral therapy:

drugsdrugs Antiretroviral therapy: Antiretroviral therapy:

servicesservices Laboratory infrastructureLaboratory infrastructure Strategic informationStrategic information Other/policy analysis and Other/policy analysis and

system strengtheningsystem strengthening Management and staffingManagement and staffing

Program areas

DDefinitions (cont.)efinitions (cont.)

TrainingTraining Human resourcesHuman resources Policy and guidelinesPolicy and guidelines LogisticsLogistics Commodity Commodity

procurementprocurement Quality assurance and Quality assurance and

supportive supervisionsupportive supervision Linkages with other Linkages with other

sectors and initiativessectors and initiatives Information, education, Information, education,

and communicationand communication

InfrastructureInfrastructure Development of network/ Development of network/

linkages/referral systemslinkages/referral systems Local organization Local organization

capacity developmentcapacity development Workplace programsWorkplace programs Health care financingHealth care financing Needs assessmentNeeds assessment Strategic informationStrategic information

Activity categories

Information RequestedInformation Requested

Breakdowns ofBreakdowns of Each funding mechanism used in the Each funding mechanism used in the

countrycountry Partner names, amount of funding, Partner names, amount of funding,

whether the partner is local, or new, whether the partner is local, or new, any sub-partner names, and the any sub-partner names, and the organization type for any sub-partnersorganization type for any sub-partners

Each program area to be addressed Each program area to be addressed under the funding mechanismunder the funding mechanism

Information Requested (cont.)Information Requested (cont.)

For each funding mechanism, in For each funding mechanism, in each program area, includes:each program area, includes: the planned funding amountthe planned funding amount the activity categoriesthe activity categories the % of the planned funding for each the % of the planned funding for each

activity categoryactivity category the targets (based on April 14, 2004 the targets (based on April 14, 2004

indicators list) related to that program indicators list) related to that program areaarea

each target populationseach target populations

Information Requested (cont.)Information Requested (cont.)

For each funding mechanism, in For each funding mechanism, in each program area, includes (cont.)each program area, includes (cont.) the coverage (i.e., national level, or the the coverage (i.e., national level, or the

names of provinces where service is to names of provinces where service is to be provided)be provided)

any key legislative issues address any key legislative issues address (gender, stigma and discrimination, (gender, stigma and discrimination, twinning, and volunteers)twinning, and volunteers)

a brief narrative that summarizes the a brief narrative that summarizes the activities listedactivities listed

Data Flow II: within COPRSData Flow II: within COPRS

U.S. government offices in-country (Embassies, USAID, HHS/CDC)

Reports

Approval by OGAC

Input from Partner

Organizations

Reports

COPRS

Approval by Ambassador

D.C. System

Internet (web browser entry)

CRIS+ or systemother

Planning Reporting

Headquarters (OGAC, USAID-Washington,

HHS/CDC-Atlanta)

Modified web-based approachModified web-based approach

Accommodates iterative data collection Accommodates iterative data collection processprocess Produces paper data collection forms Produces paper data collection forms

Blank, partially filled, with financial data redacted Blank, partially filled, with financial data redacted Produces rich text format (RTF) files, which Produces rich text format (RTF) files, which

can be read by MS Word, Excel, or other can be read by MS Word, Excel, or other softwaresoftware

Web access needed for data entry, not Web access needed for data entry, not throughout the data collection processthroughout the data collection process

Supports import of text data via file import Supports import of text data via file import and via cut and paste from the Windows and via cut and paste from the Windows clipboardclipboard

Training and technical assistanceTraining and technical assistance

SI Advisors and headquarters staff SI Advisors and headquarters staff to be trained in the system to to be trained in the system to assist countries with COP entryassist countries with COP entry Comprehensive training sessionsComprehensive training sessions Country staff who are in the U.S. Country staff who are in the U.S.

invited to participateinvited to participate Warm-line: 5am – noon EST, Warm-line: 5am – noon EST,

Monday-Friday, beginning Monday-Friday, beginning September 20September 20thth

Training and technical assistance Training and technical assistance (cont.)(cont.)

Web-based trainings availableWeb-based trainings available On-site assistance. Contractor and On-site assistance. Contractor and

USG staff have been trained to USG staff have been trained to provide in-country assistance.provide in-country assistance.

User’s guideUser’s guide General usageGeneral usage System administrationSystem administration Advanced user’s cheat sheetAdvanced user’s cheat sheet