GlobeMed at the University of North Carolina At Chapel Hill
Health Alert Uganda
The Memorandum of Understanding and Work plan between GlobeMed at the University of North Carolina at Chapel Hill and Health Alert Uganda are documents meant to guide a GlobeMed chapter and partner in creating or strengthening their relationship. These documents express their mutual commitment to each other for the academic year (August 2011 to May 2012.) While these are not legally binding contracts, the MOU and Work plan present the expectations of the partnership clearly and honestly. They require and codify the process of dynamic conversation and cooperation at the heart of the chapter-partner relationship. In developing and implementing these documents, chapters and partners establish a vibrant relationship in which they work together, communicate frequently, and help each other meet both project and broader organizational goals. The Memorandum of Understanding and Work plan are living documents. The chapter and the partner should continue to refer to and develop them throughout the year to ensure that they are still relevant. The Memorandum of Understanding and Work plan should also be reflected upon and evaluated by both parties at the end of the year so that the following year’s MOU and Work plan can be even more accurate and useful. The template below should be adjusted to fit each partnership so that it can best facilitate its unique development. While the information contained in this document will structure the logistics for effective communication and project work, the relationship that its discussion and implementation fosters is the real core of what makes GlobeMed partnerships successful. The five areas that the MOU addresses (Communication, Project, GROW, Evaluation, and Reflection) are explained below: Communication The GlobeMed Chapter and the partner organization are expected to communicate regularly about their work. This is done primarily through emails, phone or Skype calls. In addition, a Chapter Advisor from the National Office participates on at least two calls during the year to allow a space for reflection and feedback about the partnership. 1.
Why this is important: Regular communication is important because it allows for both the partner and the chapter to have an open dialogue, communicate progress on projects or fundraising, and allows for any new ideas to be shared between the two. Communication is essential for fostering any relationship and will allow the two to be in the loop on significant events in either party. 2. Project The project(s) selected by the GlobeMed Chapter and the partner organization should be beneficial to the organization and the community but sustainable without a prolonged commitment from the GlobeMed chapter. The specifics of this project will be detailed in the Work plan but this project does not exclude smaller projects that might come up throughout the year such as research that could be beneficial for the partner, advocacy for the partner, or anything else that could be beneficial to the partner or the chapter.
GlobeMed at the University of North Carolina At Chapel Hill
Health Alert Uganda
Why this is important: The project is key to the relationship between the chapter and the partner. It benefits the partner by furthering the organization’s mission and makes a tangible impact in the community. It benefits the chapter in allowing it to have a concrete goal and to be more intricately involved in the organization, as well as clearly articulate what funds raised will go towards their partner organization. 3. GROW The GROW trip is ideally a 6 week+ onsite visit in which 3-5 students work with the partner organization on an onsite project that the two have developed prior to the students’ arrival. Why this is important: GROW trips can be a fantastic tool for both chapters and partner organizations as they allow the two to form personal relationships between trip members, organization employees and community leaders. GROW trips remove the need for technological communication, allow the chapter to meet community members who otherwise would not be present in organized calls and allow for a firsthand account of the project that the two have been working together on all year. The GROW trip can aid the chapter in better advocating for the partner and should allow the partner to see the dedication of the chapter. Evaluation The chapter and the partner will develop a mechanism for evaluating the degree to which the partnership and the project were successful over the course of the year. Ideally, this will cover three specific areas: quantitative, project fit, and sustainability. Quantitative success essentially covers how well the project served its purpose. This could be measured in people served, structures built, gardens planted, people served or whatever other raw data is necessary. You should also explore how well the project addressed its ultimate goal. For example, if the project was to plant a garden to improve the diets of the community, you should measure both how many gardens were built and also how the diets of the community changed. Project fit simply measures how well the project fit with the partner’s mission, community, and staff. Sustainability measures the degree to which the program can be run by local staff after it is created in partnership with the GlobeMed chapter. These criteria can be evaluated however is best for the chapter and the partner. 1.
Why this is important: Evaluation allows the partner and the chapter to have tangible data on the impact of the project and the partnership. It serves as a guideline for future collaborations and helps to strengthen the project and the relationship. Reflection The chapter and the partner will schedule an end of the year conversation to discuss how the year has gone and what can be improved for the next year, if the partnership is to continue into the following year. This should be an honest conversation between the chapter and the partner to lead to real improvements that can be beneficial for both. This conversation will take the evaluation into account but also will focus on how the relationship has functioned outside of the specific project(s). 2.
GlobeMed at the University of North Carolina At Chapel Hill
Health Alert Uganda
Why this is important: Reflection allows for improvements for the chapter, for the partner, and for the national office in future years. As we are continually trying to strengthen our programs, reflection provides much needed feedback on how we are actually doing.
Project Work plan for August 2011-May 2012. This workplan describes the commitment to project work between GlobeMed at the University of North Carolina at Chapel Hill and Health Alert Uganda for August 2011-May 2012. This workplan may but does not necessarily include the work plan for on-site visits to Health Alert Uganda by GlobeMed at the University of North Carolina at Chapel Hill, nor does it include any smaller or less intensive projects that may come up throughout the year (such as research ideas). I. Project Description A. Description of the projects that GlobeMed at the University of North Carolina at Chapel Hill will be supporting this year B. Intended Project Impact [describe the intended impact of the projects on the ground] C. Measurement of Project Impact [describe how one will know that the projects have been successful] A. The projects will support the capacity building proposals submitted by HAU to increase their capability to provide care to children infected and affected by HIV/AIDS. GlobeMed at UNC will support enhanced data processing and storage for HAU through the purchase of a new laptop computer, projector, antivirus, external hard drive, and color printer. There will also be funds allotted to ensure the upkeep of these items and ensure that Health Alert has paper and ink throughout the year. In the future, there will be continued work to ensure the clients are consistently being entered into their Epi Info data system for farther documentation. Data analysis using EpiInfo will be a key component to helping the partnership further their ability to use their data. GlobeMed at UNC will help to maintain and update as needed the official HAU website launched over the summer. This will entail continuing updates and information on the website and establishing a way to allow donors to donate directly to HAU. GROW will support student outreach programs with local education institutions. These activities will focus on HIV/TB awareness and prevention and include dialogue, HIV counseling and testing and education. The youth counselors will be working with local school systems to provide educational services and open discussion about HIV prevention. Youth Library: GlobeMed at UNC will work with the Health Alert Youth in Youth Development projects through capacity building of the youth center such as creating and expanding a youth library. The objective of the library is to promote the access to books and increase
GlobeMed at the University of North Carolina At Chapel Hill
Health Alert Uganda
reading among the youth. Health Alert- Uganda already had 5 non-fictional books about health and well being but there was no designated place to display the books. The 2011 GROW Team brought 13 donated fictional books to add to the collection. The library is currently located in a cabinet in Obutu Francis’ office as it was the only free cabinet available. Therefore, this project is fully provided for at no cost. This project will be expanded the following year.
Finally, GlobeMed will continue to support ongoing projects such as Mamma kits, seed-lending and goat-lending. Mamma Kits: According to the latest figures, 18 percent of new HIV infections in Uganda occurred through mother-to-child-transmission, although this figure may be higher as many births in Uganda take place outside healthcare facilities. Mamma Kits play an important role in the efforts of prevention of pediatric AIDS as it ensures the mother with the necessities for a sanitary, safe delivery which otherwise would not have been obtained due to the lack of financial resources. In efforts to create a sustainable initiative, GlobeMed at UNC will continue and increase the funding of the Safe Delivery Kits for four quarters beginning in July 2011 and ending July 2012. This project is a continuation of the PMTCT Mamma Kit Project from June 2009. By increasing the funding for the Safe Delivery Kits, this project supports Health Alert Uganda’s mission of providing quality health care access to more mothers thereby preventing mother-to-child transmission of HIV/AIDS. Seed-Lending: The idea of a nutrition program was developed in June of 2010 in conjunction with a study done in April 2009 by George Omana to assess HIV-affected households. The Income Generating Activity Option Assessment recommended that the 100 families involved in the study begin fruit farming and vegetable growing to increase their food security and income sources. This program was termed the ‘Kitchen Gardening’ initiative. The program was initiated in the Alero district where caretakers and mothers of CLHIV were given seeds for three different crops which they selected based on market demand and nutritional benefit: tomatoes, onions, and agwede beans. The intention of the project was to provide seeds to produce a crop, of which some seeds would be saved to replant the following year, creating a self-sustaining garden. The program was also initiated as an Income Generating Activity (IGA) in the Olwal sub-district with a peer support group of HIV+ young men which was given ground nuts and agwede beans to be planted, harvested, and sold to fund their dance group. Goat-Lending: In 2009, GlobeMed sponsored the purchase of 10 female goats given to caretaker groups in Alero and Pece sub-counties. The caretaker groups were made of three families, with each family caring for at least Health Alert child client. Each family kept the goat until it reproduced and weaned the d, at which time it was passed on to the next family in the group, leaving each family with a d to raise. After the mother goat is passed, the family began to repay HAU for their portion of the loan by paying 1,000 UGX (approximately USD 0.50) per month for 10 months totaling 10,000 UGX. This money is collected to pay for additional goats to continue to expand the project in future years. After
GlobeMed at the University of North Carolina At Chapel Hill
Health Alert Uganda
review in 2010, it was found the project was beneficial to the caretakers and the GlobeMed interns expanded the project to two more subcounties, Awach and Kochgoma. In total therefore, 20 goats were distributed between the four areas, with the intent of reaching 60 different families. In 2011, the primary objective of the project was to evaluate its progress and identify gaps in supporting the project. Positive Prevention and Grant tech workshops Currently HAU, has initiated a program sending children with HAU to school at the local trade school. Saint Joesph’s school offers catering, mechanic, and hair salon school . This program will allow the children to expand their options for income and develop marketable skills. This project was discussed with the project coordinator and after HAU’s funding fell through, so GlobeMed discussed the ability to start funding for this project throughout the year. GlobeMed at UNC received a grant of 3,000 dollars to initiate a Technology capacity building project lasting over the summer 2012 while interns are on site. This project has a goal of increasing basic computer skills such as Microsoft office, typing skills, use of social media, and use of gmail and google docs to farther connect the partnership communication and evaluation on projects throughout the year. Along with this grant we were able to give three scholarships to trade schools as a pilot program to develop communication and evaluation system for the student scholarship programs Budget Mavis Beacan Typing software
$20.00
49,300
Microsoft Office Suite Software
$279.99
690,175
Antivirus for 8 computers
$240.00
591,600
Magix Movie editing software
$99.99
246,475
Epson portable Projection screen
$150.00
369,750
Food and water for workshop
$300.00
539,500
Transportation
$120.00
295,800
Three scholarships
$1,500.00
3,697,500
GlobeMed at the University of North Carolina At Chapel Hill
Health Alert Uganda
Funding proposal from HAU during the spring 2012 instead of the proposed scholarship program listed above. Fuel
950.00
2,320,000 UGX
General Serive to motor 1,000 vehicles
2,500,000 UGX
Toner and ink cartridge
550.00
1,120,000 UGX
Total
2,500 USD
5,940,000 UGX
B. The projects will support HAU’s goals of providing care and support to children infected and affected with HIV/AIDS in Northern Uganda through the support of HIV+ pregnant women, peer educators, caretakers, and HAU’s facilities. The data processing and storage project is needed to manage Health Alert’s growing list of clients, increase efficiency, and organization in the office and organize data for reporting purposes. The technology updates will ease data entry and bolster HAU’s existing information technology systems. All of this is necessary to obtain new funding by supporting their proposals with efficient documentation. HAU also offers trainings at their offices that require projectors and therefore will be able to fully support training programs more efficiently due to the new projector. The website will give HAU a space where they can put up information about their organization that can be accessed by people all over the world. Specifically this will help them when looking for sources of funding and applying for grants because they will have an official website to which they may refer interested people. Collaboration with the education institutions will allow for greater community outreach with vulnerable youth populations. The awareness raising events will help to generate greater demand for HAU’s services. The positive prevention program is working to enable young students to strive in their able to support themselves financailly by providing them with the skill to do that. We hope to impact 3 children to start and expand as our funding also expands. This will open up options after school to help provide for their families. We have discussed this and decided that this will be a new way to impact livelihood in students that we have not explored yet. While these technological workshops will only be held during the summer 2012, the skills that will come from them will be lasting. We hope to increase the office staff ability to use the current resources to gain farther funding for HAU throughout the year. They increasingly work with other organizations and it is important to continue updated use of typing programs and the internet. We are leaving the office with a typing program to download on all of the computers to ensure the staff members areable to access the typing practice. We hope to create a manual with the resources used at the workshops as
GlobeMed at the University of North Carolina At Chapel Hill
Health Alert Uganda
references for later use We are able to leave the office with updated screen projector for the newly purchased projector and software of antivirus and movie editing software. This will be used to create documentaries of clients in hopes to secure more funding and keep documentation of HAU’s projects.
The fuel, motor vehicle funds, and the printing material funds were all sent to HAU to ensure continutation of daily activities and work in the office. They often send reports to their Ugandan supporters and therfore need the printing supplies. The motor vehicle funds and the fuel funds are also to support the follow up visits that HAU conducts.
The ongoing projects have proven to be critical components of Health Alert’s work. The Mamma kits support HIV+ expecting mothers with safe delivery kits to assist in prevention of mother to child transmission efforts. An increase of last years’ 48 Mamma Kits to 58 Mamma Kits will be distributed to both the Gulu and Nowya District in order to increase accessibility of the Mamma Kits for mothers in rural areas. Both the seed lending and goat lending projects encourage income generating activities among HAU’s clients and caretakers while also securing them of an increased and diverse nutritional intake for their household. C. The success of the data project will be measured by the percentage of HAU’s clients entered into the EpiInfo system, the ability of HAU staff to access data stored in the system and improved reporting capabilities. The amount of funding obtained will also be a way to measure the increased ability to show documentation supporting their work. The impact of the website will be measured by the ability of HAU staff to update the site as needed and by the amount of funds generated directly from the donation link on the website. The number of view on the website will also be an indicator of the visibility of HAU. This will increase awareness of HAU on the internet. The outreach programs will be evaluated by the number of attendees at the dialogue sessions and HIV testing event, feedback from the attendees, youth counselors and staff members. The impact of the schooling through positive prevention will be measured by the productivity of students after they graduate with the certificate to practice their skill. The amount of money they are able to make and the usefulness of the skills will be assessed through interviews with those students when the interns arrive in May. There will be a google doc to tract the number of students that find this program useful and feel that it is improving their lives. All of the tools will be used to create documentaries of clients in hopes to secure more funding and keep documentation of HAU’s projects. We will measure all of this by the increased visibility of HAU on the internet and increased communication on our projects throughout the year via google docs and social media. We will evaluate each of the workshops by surveys of participants after each workshop.
GlobeMed at the University of North Carolina At Chapel Hill
Health Alert Uganda
The impact of this funding will be shown by the use of the vehicles and printing material. We can see the impact in the increased mobility for HAU. We can check in later this semester to see if their movement has increased with these funds.
Ongoing projects should be continuously evaluated and adjusted as needed by HAU staff and GROW interns. The success of the Mamma kit project is measured by the number of mothers receiving the kits and the HIV status of their newborn child(ren). The seed-lending project is measured by the groups’ harvest, sales from the harvest and the amount of seeds kept for the following year. The goat lending project is measured by the health and wellbeing of the goats and kids and the income generated for the families. II. Chapter Objectives for Project ● Raise $2,500 by December 31 to continue funding the data processing and storage project, fuel, and the trade school project. We hope to fund approximately 2,500 during the school year for HAU. ●
Raise $10,000 by May 31 to fund additional capacity building proposals as well as the projects to be implemented in coordination with the GROW interns.
III. Partner Objectives for Project. Project Goal: Consolidate the efforts, commitments of the partnership and enhance cultural and skills sharing by the end of 2011 Specific Objectives: ● Objectives1: Continue to strengthen data and information technology systems and increase the quality of reporting ● Objective 2:Build the capacity of HAU to deliver quality HIV and AIDS home base care services and family support to its clients and the community Objectives1: Activities: ● Enter at least 90% of Health Alert clients into the EpiInfo system ● Support increased efficiency of health data collection in the region Objectives2: Activities: ● Work very closely with the GlobeMed to identify key priority areas for capacity development ● Provide excellence working conditions and cooperation to the interns from GlobeMed and facilitate their community experience No financial transactions may occur before this Memorandum of Understanding is signed. This Memorandum of Understanding is effective as of July 7, 2011
GlobeMed at the University of North Carolina At Chapel Hill
Health Alert Uganda
Chapter contact information: Name: Gabrielle Neri-Mynatt Email: gabrielle2491@gmail.com Phone: 828 550 4379 Skype gabrielle.neri-mynatt Address 1246 Brown Ave Waynesville,NC 28786 HAU Partner contact info. Name: Obutu Francis, fobutu@yahoo.com; +256772614661; pece school road, Gulu (Uganda) Financial information: Method of Sending Money: wire transfer On behalf of GlobeMed at the University of North Carolina at Chapel Hill Signed: Gabrielle Neri-Mynatt Print Name: Date: On behalf of Health Alert- Uganda Signed: Print Name: Obutu Francis Date: This Memorandum of Understanding has been received by the GlobeMed National Office: Signed:
Print Name:
Date:
GlobeMed at the University of North Carolina At Chapel Hill
Both GlobeMed at the University of North Health Alert Uganda agrees to... Carolina at Chapel Hill and Health Alert Uganda agree to... ● Email partner at least once ● Be available at least ● ALWAYS be honest and generally every two weeks to update HAU on every two weeks or more considerate towards each other… this will chapter’s progress. Specifically, to update GlobeMed on make all aspects of the partnership as good as we will report on what events we the projects activities on possible. ● We will skype at least once a month to have had, how the planning of our other HAU funded projects campaigns are coming along, whether by donors such as save the discuss any particular problems we’re having, we have raised any money since the children, WFP etc. to hear about what HAU is working on, to ● Be honest in reporting last time we spoke, any grants we hear how the HAU staff is doing, to hear about have applied for project related progress Uganda in general (topics that are better ● Discuss any changes in project in terms of its positive out covered in a conversation as opposed to an plan. Are there any new factors we comes and challenges as email.) Ideally, this skype conversation should should consider based on what’s well. involve a combination of HAU and GlobeMed ● Respond to GlobeMed happening in our target communities? exec and staff ● We will always be honest about mails within two days or where we are in relation to our less. fundraising goals. ● In the beginning of the year, we will send HAU a document with short profiles and messages from each GlobeMed exec member ● Respond to HAU emails within two days. ● Upload pictures to website as much as possible from campaigns, meetings, events, etc. Email HAU any time pictures are added.
GlobeMed at the University of North Carolina at Chapel Hill agrees to...
Communication
Health Alert Uganda
GlobeMed at the University of North Carolina At Chapel Hill
Raise $10,000+ for the projects HAU will have access to our Google financial document so that they always know exactly how much fundraising we have done. ● Approve of all project plans before their implementation ● Take on additional work (e.g. research, grant-writing) to support project as needed. ● Give all additional funds raised to the partner after discussing how it will be used ● ●
Project
Complete all necessary pre-trip preparation as designated by the partner and National Office. ● Select 3-5 students that will go on the trip ● Bring photos and materials to introduce HAU to our chapter members and show them all the campaigns we did during the year ● Bring GlobeMed materials to share with HAU (pins, stickers etc) ●
GROW
Discuss the success of the relationship over the course of the year. ● Send HAU our annual report ● Discuss ability to raise funds and on campus excitement for project ●
Evaluation
Health Alert Uganda
● Utilize funds in a very
sincere manner as agreed in the work plan and in the budget. ● GlobeMed intern will have access to our accounts whenever there is need form time to time. ● Participate fully in all the GlobeMed activities including proposal development fundraising documentation through information sharing. ● Prepare the ground for the GlobeMed interns before their arrival and furnish the GlobeMed with enough information regarding accommodation and other arrangements ● Provide the necessary information for proper induction of the interns ● Ensure there is proper welcome and orientation for the interns when in Uganda. ● Be available and ready for the evaluation ● Share with the GlobeMed the HAU annual reports ● Share with the GlobeMed the HAU new year work plan
Organize several conversations to discuss project results and specific data collected ●
Discuss how the GROW trip can improve from the previous year. Determine whether an on-site trip is possible sometime between MayAugust 2012 by November of 2011 ● Work together to create a formal document listing each of our goals and expectations for the GROW trip ●
Develop an evaluation system to insure each area of evaluation is discussed: Quantitative, Project Fit to measure the results of our work and Sustainability ● Use this data in formulating future projects ● Discuss how HAU’s plans for the future fit in with GlobeMed’s future goals ●
GlobeMed at the University of North Carolina At Chapel Hill
Re-evaluate the chapter’s effectiveness in the summer and fall of 2012, and highlight areas of improvement. ● Discuss with members how connected they feel to HAU and how to improve the partner relationship. ●
Reflection
Health Alert Uganda
Carry out one day Reflection on the working relationship with the GlobeMed students intern and the general program running ● Set strategies to harmonize the weak areas for the next group of interns ●
Reflect on the partnership (reviewing the MOU and work plan) in spring of 2012, and confirm that the partnership should continue. ● Share best practice. This can be done during the GROW trip through a day of discussion and workshops where we discuss skills, approach, strategies, achievement across specific issues of project, etc. ●