MODULE 6

PART 1: Planning and Stakeholder Management

GLOBAL FUND GRANT CONSOLIDATION WORKSHOP

DATE

MODULE OVERVIEW

SESSION I: Group Activity: Stakeholder Management

SESSION II: Managing Consolidated Process

SESSION III: Roles & Responsibilities

Country Coordinating Mechanism

PR Roles & Responsibilities

Role of Sector-wide Teams & Programmes

Consultant Roles

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SESSION I: GROUP ACTIVITY STAKEHOLDER MANAGEMENT

PLENARY EXERCISE1. Who are key stakeholders who should be involved

2. What documents may be used and /or developed to enhance grant consolidation?

3. What Technical Teams can be formed?

4. Who would be the Management/ Coordination team in your country?

5. What could be the working relationships between the Technical and Coordinating teams?

Present an organogram of the key stakeholders and indicate their key roles in the process

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SESSION II: MANAGING THE CONSOLIDATION WORK

ConsolidatingTechnical Teams

ConsolidationTools and Documents

ConsolidationWorking Sessions

M&E Working Team

Workplans & Budget Team

PHPM / PSM Plan Working Team

PR Performance Framework PR M&E Plan Correspondence Tables and Alignment Forms

PR Approved Workplans & BudgetsCorrespondence Tables & Alignment Forms

PR PHPM/PSMCountry profileCorrespondence Tables & Alignment Forms

•Technical Working Team Sessions

•One-on-one sessions

• Internal validation and restitution sessions

•Peer review

Country Coordinating Mechanism

Principal Recipient LFA

Global Fund Secretariat

Sector-wide Committees

Disease Programmes

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SESSION III: ROLES & RESPONSIBILITIES CCM OVERSIGHT

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ROLES AND RESPONSIBILITIES (2) PRINCIPAL RECIPIENTS'

a) PRs, M&E, Procurement and other teams

harmonize the grants in question

b) Determine any overlap between the grants

(e.g. duplication in staffing, training and management)

c) Determine any gaps in activities and coverage

d) Undertake detailed tasks of consolidation

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ROLE OF SECTOR-WIDE TEAMS & PROGRAMMES

CCM in consultation with Sector Wide Team and Disease

Programmes to:

Facilitate harmonization with national strategies & plans

Ensure alignment and feasibility of review cycles & dates

Ensure capacity of national system not surpassed

Provide policy guidance when required

Encourage adherence to international principles &standards (IHP+, Three Ones, other)

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MAIN CONSULTANT ROLES

6. Work with technical partners during peer review processes.

5.Document GC process and GC progress update.

4.Support consolidation of grant documents.

3.Work with country teams based on your scope of work.

2.Desk review of country grant portfolio and disease programs

1.Understand scope of work & get clarifications before accepting assignment

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MODULE 6 PART 1Stakeholder involvement and

Planning for Grant consolidation

BACK UP SLIDES

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SUMMARYCHECKLIST FOR TRANSITION TO SSF

(GLOBAL FUND)

Steps:1. Planning2. Implementation3. Review and validation

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1. PLANNING

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• CCM /PR, GF determine the grants to be consolidated

• PR briefings to CCM/ PR and Global Fund Secretariat, LFA

• Stakeholders agree on start dates, estimated maximum SSF budgets, and periodic review dates

• PR/ CCM assesses country capacity to consolidate grants

• CCM & PR harmonize detailed roadmap for consolidation with proposal development/ gap analysis and GF

• Form document consolidation working teams and obtain technical support to implement consolidation processes

PLANNING CONTINUES…

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• Link teams for proposal writing and grant consolidation if consolidating through a proposal

• Decide country’s preferred cycle for program alignment

• Determine country’s start date and length of the first implementation period

• Determine grant implementation status (funds spent; targets reached)

• Confirm first periodic review date

• Analyze legal, fiscal, tax and other potential implications of consolidation

• Estimate upper limit of financing for the consolidated grant

2. IMPLEMENTATIONo Technical Teams harmonize grants (steps below mainly

relevant to the workplan team)

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• Line up goals, objectives, and service delivery areas

• Merge and rationalize activities (be sure to keep approved activities from the existing grants)

• Determine any overlap between grants (e.g. duplication in staffing, training and management )

• Determine any gaps in activities and coverage

• Match, re-order, merge (join), reschedule (re-target) and add activities if necessary

IMPLEMENTATION CONTINUES…

Prepare consolidated grant documents for first period:

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• Consolidated Budget and Work plan

• Consolidated Performance Framework

• National M&E Plan covering interventions of the consolidated grants (where available)

• Consolidated Procurement Plan / consolidated PSM Plans plus PHPM Country Profile (where available)

3. REVIEW AND VALIDATION

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• Analyze effects of consolidation on geographical coverage, SR and PR budgets and workloads

• M&E Team update indicators, Performance Framework, reporting formats, procedure and schedule • PSM, Work plan and Budget teams update documents

accordingly

• Teams present consolidated grant to proposal developers (if not the same team)

• Teams review consolidated documents and present to the CCM for validation

REVIEW AND VALIDATION CONTINUED…

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• CCM or PRs transmit final documents to LFA and GF Secretariat

• LFAs review consolidated documents & submit recommendations & documents to GF

• PRs and CCM respond to any clarification queries from GF

• The GF reviews SSF documents, LFA recommendations & proceed with grant negotiations

• CCM, PR and the GF Secretariat sign Single Stream Funding agreement

USEFUL DOCUMENTS

Checklists for Transition to SSF from the Global Fund and GMS

Grant Management Solutions The Global Fund Secretariat UNAIDS Technical Support Facility The AIDS Alliance AIDSPAN

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ACKNOWLEDGEMENTS