Section 3: Overview of the National M&E System

TABLE OF CONTENTS

LIST OF ABBREVIATIONS

ACKNOWLEDGEMENT

Section 1: Introduction

Section 3: Overview of the National M&E System

Section 4: Stakeholders of the M&E System

Section 5: Core National Indicators

Section 6: Core Data Sources

Section 7: Data Collection and Analysis Plan

Section 8: Communication Flow Structure

Section 9: National HIV/AIDS M&E Database

Section 10: Information Products & Dissemination and Use Plan

Section 11: Implementation Arrangements

Page 1

LIST OF ABBREVIATIONS

AIDS / Acquired Immunity Deficiency Syndrome
ANC / Antenatal Clinic
ART / Antiretroviral Therapy
ARV / Anti-Retro Virals
BICO / Bureau for Industrial Cooperation, University of Dar es Salaam
BSS / Behavioral Surveillance System
DHS / Demographic and Health Survey
DSS / Demographic Surveillance Survey
HIV / Human Immune-deficiency Virus
ICT / Information and Communication Technology
LGAs / Local Government Authorities
M&E / Monitoring and Evaluation
MIS / Management Information System
MTCT / Mother To Child Transmission
NBS / National Bureau of Statistics
NM&EF / National Monitoring and Evaluation Framework
NMSF / National Multi-sectoral Strategic Framework
PER / Public Expenditure Review
PLHA / Person Living with HIV/AIDS
PMTCT / Prevention of Mother To Child Transmission
RCHS / Reproductive and Child Health Services
RFA / Regional Facilitating Agency
TACAIDS / Tanzania Commission for AIDS
TDHS / Tanzania Demographic and Health Survey
THIS / Tanzania HIV/AIDS Indicator Survey
TKAPS / Tanzania Knowledge, Attitudes and Practices Survey
VCT / Voluntary Counseling and Testing

ACKNOWLEDGEMENT

The assignment to develop the National HIV/AIDS M&E System was undertaken by the Bureau for Industrial Cooperation (BICO), University of Dar es Salaam. The BICO consultancy team was led by Prof. B.A.T. Kundi and comprised of Prof. E.M. Mjema, Dr. J. Katabaro, Mr. R.D. Toba and Ms. Esther-Michelle Mshiu as other members.

The Consultancy team would like to thank all individuals, departments and institutions that have contributed to the completion of this assignment. Special thanks go to the former Director of M&E, MIS and Research at TACAIDS, Mrs. Joyce Peters Chonjo, for sparing much of her busy schedule to assist the team.

The TACAIDS M&E, MIS and Research Officers, Ms. Sophia Luhindi, Maj. Charles Mashauri and, Dr. Aroldia Mulokozi respectively availed their time to answer the questions posed by the Team and shared their thoughts on various issues related to the development of the M&E System.

EXECUTIVE SUMMARY

Background

The Operational Plan is an essential part of the National HIV/AIDS Monitoring and Evaluation System. The inception of the National Policy on HIV/AIDS (2001) and establishment of Tanzania Commission for AIDS (2001) that were followed by the development of the National Multi-Sectoral Strategic Framework on HIV/AIDS (NMSF 2003 – 2007) have led to a big demand for collaboration and coordination of the rapidly increasing number and diverse HIV/AIDS interventions in the national response. The National M&E System Operational Plan is part of the national efforts to strengthen monitoring and evaluation systems for the purpose of checking whether the totality of the national response is having the desired outcomes and impact on individuals, families and communities. The Operational Plan is an operationalization of the National HIV/AIDS M&E Framework (of 2004).

Purpose

The National HIV/AIDS M&E Operational Plan provides detailed guidance for implementing all-important facets of the National HIV/AIDS M&E System. The ultimate aim is to create and sustain a core national monitoring and evaluation system that provides high-quality data for analysing and strategic steering of the national response to HIV/AIDS.

Components of the National M&E System

The M&E System is comprised of the following key elements, required for efficient and effective monitoring and evaluation of the national response:

1)Profile and Roles of the Implementing Agencies- An informative inventory/profile of the M&E implementers focusing on their key strengths and roles.

2)Indicators- the ‘signposts of achievement’ - which measure targeted inputs, outputs, outcomes and impacts as dictated by the objectives of the NMSF.

3)Data sources – with which to inform the indicators or to provide indicator scores.

4)Data collection and analysis plan- a matrix that provides detailed guidance on how to gather data from the sources, analyze and present information/data related to each indicator in the M&E system.

5)Communication Flow Structure- The structure that defines M&E communication relations/flow between sub-national and national levels and among different national level actors.

6)Database/Information System- The system thatidentifies, stores all collected data related to the indicators and provides for a flexible data management function, aiming at performing all required analyses and producing all required summarized data/information for the information products.

7)Information products-Reports and other written or electronic documentation developed based on the information generated in relation to the indicators and objectives in the NMSF. These are the products to be produced and disseminated to all key stakeholders of the national response – based on their established needs for information.

8)Data Use and Dissemination Plan-identifies the stakeholders who are the consumers of the information products for decision making and other purposes.

9)ImplementationArrangements- These practically define the management and operationalization of the M&E system, addressing such aspects as the overall M&E coordination structure, data auditing and supervision, roles of stakeholders in M&E system, and M&E work planning and budgeting. The implementation arrangements include a 3–year national costed M&E implementation action plan and a 3–year costed capacity building plan for all levels.

Implementation

Monitoring of the National Response looks at what is being done while Evaluation examine what has been achieved. The National HIV/AIDS M&E system will therefore operate at two “administrative” levels – at TACAIDS and Implementing Agency levels. TACAIDS will largely coordinate the activities related to compilation of the core and additional national indicators, analysis of the information and dissemination of the findings to implementing agencies and other stakeholders to aid future decisions and planning.

Implementing Agencies will collect (from source points) and report (to TACAIDS) prescribed data for computing the national core and additional indicators and other relevant information needs using TACAIDS specified/supplied data collection and reporting tools and formats.

Page 1

Section 1: Introduction

1.1Background

The Operational Plan is an essential part of the National HIV/AIDS Monitoring and Evaluation System. The inception of the National Policy on HIV/AIDS (2001) and establishment of Tanzania Commission for AIDS (2001) that were followed by the development of the National Multi-Sectoral Strategic Framework on HIV/AIDS (NMSF 2003 – 2007) have led to a big demand for collaboration and coordination of the rapidly increasing number and diverse HIV/AIDS interventions in the national response. The National M&E System Operational Plan is part of the national efforts to strengthen monitoring and evaluation systems for the purposes of checking whether the totality of the national response is having the desired outcomes and impact on individuals, families and communities. The Plan is an operationalization of the National HIV/AIDS M&E Framework (of 2004).

1.2Purpose of the Operational Plan

The National HIV/AIDS M&E Operational Plan provides detailed guidance for implementing all important facets of the National HIV/AIDS M&E System. The ultimate aim is to create and sustain a core national monitoring and evaluation system that provides high-quality data for analysing and strategic steering of the national response.

The objectives of the Operational Plan are:

To provide an overview of the M&E challenges of the National Response;
To provide an overview of the conceptual structure of the National HIV/AIDS M&E System;
To provide a profile and roles of key HIV/AIDS M&E stakeholders;
To define a communication flow structure involving the key HIV/AIDS M&E stakeholders;
To define the core indicators,additional indicators and other information needs of the National HIV/AIDS M&E System;
To define the core data sources that will be used to provide indicator scores for the national core and additional national indicators;
To describe a plan for collecting and analyzing data related to the core indicators and other information needs;
To describe the computerized database management system for supporting the National HIV/AIDS M&E System;
To define key information products from the National HIV/AIDS M&E System;
To define the management arrangements for the implementation and maintenance of the National HIV/AIDS M&E System.

1.3Process Used to Develop the Operational Plan

In the course of preparing the Operational Plan, three basic approaches were used, including:

Consultation of relevant international, national and institutions documentation.
In-depth discussion with a representative sample of M&E stakeholders
Discussion and inclusion of inputs from the TACAIDS M&E technical Working Group
Discussion and inclusion of inputs from the TACAIDS Management and Staff

1.4Structure of the Operational Plan

The National HIV/AIDS M&E Operational Plan has been organized into 12 sections:

Section 1: Introduction

Section 2: M&E Achievements and Challenges of the National Response

Section 3: Overview of the National HIV/AIDS Monitoring and Evaluation System

Section 4: Profile and Roles of the National M&E Stakeholders

Section 5: Core and Additional National Indicators

Section 6: Core Data Sources

Section 7: Data Collection and Analysis Plan

Section 8: Communication Flow Structure

Section 9: Computerized Database Management System

Section 10: Informational Products & Dissemination and Use Plan

Section 11: Management of the Implementation of the National M&E System

Appendices: Tools, Information Products Formats, etc

Section 2: M&E Achievements and Challenges

2.1Introduction

The National HIV/AIDS M&E Operational Plan builds on the achievements already made by the national response. It is also designed to address and overcome or address the main challenges related to monitoring and evaluation of HIV/AIDS activities.

2.2Key M&E Achievements

The Operational Plan has taken into consideration the following M&E achievements:

The National HIV/AIDS Policy with its emphasis on effective and efficient coordination of the National Response;
The establishment and institutionalization of the Tanzania Commission for AIDS (2001). TACAIDS has now a fully functional directorate of MIS, M&E and Research.
The development of the National Multi-Sectoral Strategic Framework on HIV/AIDS (NMSF 2003 – 2007) which among others things sets challenging objectives and delineates key results areas.
On-going development of monitoring and evaluation tools by TACAIDS including

An initial version of Nation M&E Framework (2004)
A widely piloted Programme and Financial Monitoring Form
An Annual Report Format and respective tools
A training and facilitation manual for HIV/AIDS activities.
Training and deployment of 14 National M&E Facilitators
On going capacity building programme in M&E for various implementers using a specially designed curriculum

2.3Key M&E Challenges

The Operational Plan is designed to address/overcome the following challenges:

a) Planning linked to M&E

The culture of HIV/AIDS planning by many implementers is rather weak and the importance of having effective M & E systems linked to HIV/AIDS planning is not fully understood and appreciated.

b) Computer Support for M&E

The immense opportunities provided by ICT have not been well taken advantage of in enhancing M&E related to the national response against HIV/AIDS.

c) Institutional M&E Capacity

In general the M&E systems of the various implementing agencies are not yet adequately developed and linked to the National M&E Framework.

The critical problems facing the implementing agencies’ monitoring and evaluation of HIV/AIDS activities are funding, transport, delays in reporting information and inadequate M&E skills.

d) M&E Coordination

The structure for coordinating HIV/AIDS monitoring and evaluation activities of the national response is very inadequate, with the communication flows, roles and responsibilities of key actors from the village to national levels not adequately articulated and synchronized.

e) M&E Systematization

There is need for improvements in the uniformity and synchronization of indicators, guidelines and reporting formats and frequencies used by various implementing agencies

There is need for improvements in the analysis and strategic use of the HIV/AIDS M&E data/results.

Section 3: Overview of the National M&E System

3.1Objectives of the National M&E System

Monitoring and evaluation are quite related but distinct functions of the National M&E System. According to UNAIDS, Monitoring deals with regular assessment of ongoing activities and progress. In contrast, Evaluation assesses the overall effects and impacts of these activities.

The objectives of the National HIV/AIDS M&E System are to:

To assess the extent to which the targets set forth in the NMSF are being achieved, mainly using the core national indicators defined in the National M&E Framework as updated;
To routinely monitor the short-term inputs, activities and outputs related to HIV/AIDS plans of implementing agencies through standardized, recurrent and simple reporting mechanisms;
To provide easily accessible and usable M&E results covering inputs, outputs, outcomes and impacts of the national response- with the active support of a computerized national HIV/AIDS database;
To ensure that M&E results are used for decision-making related to HIV/AIDS activities by all key stakeholders and
To facilitate ultimate use of data and indicators for improving future planning of interventions and implementation of planned actions.

3.2Principles

The National HIV/AIDS M&E System is built on the following principles:

Cost – effectiveness
Comparable information – vertically and horizontally
Focus on information that meets the needs of a variety of key stakeholders
A system that has an inherent ability to grow incrementally through learning by doing.
Self-reporting of data by implementers balanced with external validation of results through data auditing.
Linking financial and programmatic monitoring - through, computerized database management system.
Maximizing the use of existing data sources
TACAIDS to coordinate M&E but assign M&E activities to implementers and subcontracted, specialized agencies.
Annual stakeholders’ fora to review M&E reports and lessons learned and make strategic recommendations and decisions.
Linking M&E results to annual work planning and budgeting for HIV/AIDS activities by key stakeholders (TACAIDS, sectors, districts)
Annual updating of the M&E Operational Plan based on lessons learned.

3.3Levels of the National M&E System

Monitoring of the National Response will look at what is being done while Evaluation will examine what has been achieved. The National HIV/AIDS M&E system will therefore operate at two “administrative” levels – at TACAIDS and Implementing Agency levels. TACAIDS will largely coordinate the activities related to compilation of the core and additional national indicators, analysis of the information and dissemination of the findings to implementing agencies and other stakeholders to aid future decisions and planning.

3.4Components of the National M&E System

The M&E System is comprised of the following key elements, required for efficient and effective monitoring and evaluation of the national response:

1)Profile and Roles of the Implementing Agencies- An informative inventory/profile of the M&E implementers focusing on their key strengths and roles.

2)Indicators- the ‘signposts of achievement’ - which measure targeted inputs, outputs, outcomes and impacts as dictated by the objectives of the NMSF.

3)Data sources – with which to inform the indicators or to provide indicator scores.

4)Data collection and analysis plan- a matrix that provides detailed guidance on how to gather data from the sources, analyze and present information/data related to each indicator in the M&E system.

5)Communication Flow Structure- The structure that defines M&E communication relations/flow between sub-national and national levels and among different national level actors.

6)Database/Information System- The system thatidentifies, stores all collected data related to the indicators and provides for a flexible data management function, aiming at performing all required analyses and producing all required summarized data/information for the information products.

7)Information products-Reports and other written or electronic documentation developed based on the information generated in relation to the indicators and objectives in the NMSF. These are the products to be produced and disseminated to all key stakeholders of the national response – based on their established needs for information.

8)Data Use and Dissemination Plan-Identifies the stakeholders who are the consumers of the information products for decision making and other purposes.

9)ImplementationArrangements- These practically define the management and operationalization of the M&E system, addressing such aspects as the overall M&E coordination structure, data auditing and supervision, roles of stakeholders in M&E system, M&E work planning and budgeting. The implementation arrangements include a 3–year national costed M&E implementation action plan and a 3–year costed capacity building plan for all levels.

Section 4: Stakeholders of the M&E System

4.1Introduction

The principal stakeholders of the National HIV/AIDS M&E System are identified as those who will be directly involved in ensuring its success through:

Coordination of the M&E stakeholders;
Funding M&E activities;
Implementing M&E activities related to data collection, analysis, interpretation, dissemination and feed-back;
Designing, re-designing and maintaining various aspects of the system;
Carrying out specialized studies;and
Advising TACAIDS on M&E activities.

The main stakeholders of the National HIV/AIDS M&E System are profiled in the following sub-sections.

4.2TACAIDS

TACAIDS has the overall responsibility of steering, coordinating, designing and maintenance of the National HIV/AIDS M&E System. Specific responsibilities relate to: