ONE DAY PROVINCIAL LEVEL WORKSHOP ON ORGANIZATIONAL DEVELOPMENT FOR NGOS AND CBOS by Nur Center for Research and Policy

NUR CENTER FOR RESEARCH AND POLICY

ONE DAY PROVINCIAL LEVEL WORKSHOP ON ORGANIZATIONAL DEVELOPMENT FOR NGOS AND CBOS A Joint Collaborative Project of the Fatima Memorial Hospital and the Association of People Living with HIV Dr. Shabnum Sarfraz Chief Operating Officer, Nur Center for Research and Policy February, 2013

ONE DAY WORKSHOP ON ORGANIZATIONAL DEVELOPMENT FOR NGOS AND CBOS

Contents Contents ...................................................................................................................... 2 Introduction ................................................................................................................. 3 Objective of training................................................................................................... 3 To strengthen civil society and foster institutional capacity building on care and support for PLHIV. ................................................................................................................. 3 Scope ....................................................................................................................... 3 Facilitator’s Profile...................................................................................................... 3 Training Methodology................................................................................................. 4 Agenda ........................................................................................................................ 5 Workshop evaluation.................................................................................................. 6 Feedback .................................................................................................................. 6 Trainer’s Feedback: ................................................................................................ 6 Participants’ Feedback: ........................................................................................... 7 Annex 1- Registration Sheet (1 of 2) .............................................................. A Annex 1- Registration Sheet ( 2of 2) .............................................................. B Annex 2- Trainer Evaluation Form .................................................................. C Annex 3- Training Evaluation Form................................................................. D Annex 4- Participants Evaluation of the Facilitators( 1 of 2) .............................. E Annex 5- Pictures from the Workshop............................................................. F Annex 5- Pictures from the Workshop............................................................. G Annex 5- Pictures from the Workshop............................................................. H

Copyrighted to the Nur Center for Research & Policy at the Fatima Memorial Hospital, Feb 2013

ONE DAY WORKSHOP ON ORGANIZATIONAL DEVELOPMENT FOR NGOS AND CBOS

Introduction The one-day provincial level workshop for NGOs and CBOs was a project of Global Fund Round 9 organized by the Association of People Living with HIV. The technical assistance for the project was provided by the Nur Center for Research and Policy, the technical arm of the Fatima Memorial Hospital. Both Fatima Memorial Hospital and the Association of People Living with HIV are both sub recipients of the Global Fund Round 9 and the present workshop was a joint collaborative project of both the SRs for which they worked closely together.

Objective of training To strengthen civil society and foster institutional capacity building on care and support for PLHIV.

Scope The aim of the training was to help the staff of different NGOs in gaining practical skills and the ways they can work effectively towards their goals and objectives. The topics covered in this workshop included: 1.

Organizational development

Management and governance

Planning

Building community linkages, collaboration and coordination

Advocacy

Monitoring & Evaluation

Gender & human rights aspect

Participant Profile The workshop was designed for middle and upper level staff of NGOs and CSOs working for PLHIV and they were selected in consultation with PR, UNAIDS, SRs and the association. Participants included program managers, M&E managers, field officers and health care providers from NGOs, CHBCs, COPCs from all over the country.

Facilitatorâ&#x20AC;&#x2122;s Profile Keeping in view the need of the content, the modules were taken up by the following, to cover maximum ground, while maintaining the effectiveness of the module. The module on need of management and organization development was led by Prof. Dr. Aman Ullah Khan, Dean Faculty Fatima Memorial Hospital Medical and Dental College, Supervisor for FCPS

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ONE DAY WORKSHOP ON ORGANIZATIONAL DEVELOPMENT FOR NGOS AND CBOS

Community Medicine and Senior Technical Advisor to Nur Center for Research and Policy. He is a senior academician in public health with numerous publications and trainings to his credit. The modules on Governance, Planning, Rights-Based Approach, Advocacy and Linkages were taken up by Dr. Roomi Aziz. She is the Senior Manager Strategy and Planning at Fatima Memorial Hospital, working as one of the lead trainers at Nur Foundation. Dr. Aziz is an MBBS Doctor with an MBA from LUMS. She has in-country and international experience in trainings on leadership development, governance and planning in social and corporate sector. She has done a leadership development for social sector module from LUMS-REDC Hewlett & Packard Foundation.

Training Methodology Design and delivery of the training was via powerpoint presentations with aim of strengthening civil society and foster institutional capacity building on care and support for PLHIV. The training followed the following protocol: a. Participants were registered as they come in and seated. b. At 9:15 am, registration was closed and there was recitation of Holy Quran, followed by a short welcome speech by the keynote speaker. c. Moderator introduced the participants to the main objective of the training, the stakeholders, set the ground rules and the expected outcome of the trainings. d. This was followed by the first session on introduction to the workshop. e. The senior trainer began with the objectives of the workshop, followed by various sessions on different topics. f.

The sessions were also accompanied by activities to improve the understanding of participants. At the end of training, evaluations were collected and after that the participants were asked to share their experiences with the rest of the group.

g. The workshop ended at 4 pm with certificate distribution and a group photograph, followed by message dedication. h. The training methodology included: i.

Illustrated lectures, visual aids in addition to verbal explanation

ii.

Discussion/ Brainstorming to share views and problems using reasoning power, to get all possible ideas from the group members

iii.

Group work, to interact with each other and learn together

iv.

Self study, to gain deeper insight and more profound knowledge

Copyrighted to the Nur Center for Research & Policy at the Fatima Memorial Hospital, Feb 2013

ONE DAY WORKSHOP ON ORGANIZATIONAL DEVELOPMENT FOR NGOS AND CBOS

Agenda

Workshop Program

Instructor Name: Prof. Dr. Amanullah Khan, Dr. Roomi Aziz Date: 20th February 2013 Venue: Beach Luxury Hotel, Karachi, Session Name

Time

Registration

9:00 –9:15 am

Orientation to Workshop

9:15 –10: 00 am

Session #1: Need of Planning

10: 00 –10:30 am

Objectives

o o

Introduction of participants Pre-workshop assessment

To understand the role of planning in NGO Management To develop a basic action plan

o Tea/Coffee Break

10:30 –10:45 am

Activity#1: The Road Journey Diagram

10:45 –11:00 am

Session #2: Communication and Advocacy

11:00 –11:50 noon

Activity#2: The Advocacy Capability

11:50 – 12:10 pm

Session #3: Networking and Linkages

12:10 –12:50 noon

Session #3: Monitoring and Evaluation

12:50 –01:30 noon

o o o

o Lunch & Prayer Break

To understand the need of advocacy and communication in context of HIV/AIDS To develop capabilities for Advocacy To develop a basic advocacy campaign

To understand the significance of referrals and linkages To understand the role of networking

Difference between Monitoring & Evaluation Why Advocacy M&E is different?

01:00 – 02:00 pm

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ONE DAY WORKSHOP ON ORGANIZATIONAL DEVELOPMENT FOR NGOS AND CBOS

Workshop evaluation

Workshop Evaluation 15

10 Strongly agreed 5

Agree Disagree Strongly disagree

0 The training The The training The content The The activities The duration met my knowledge objectives for was presentations were of the expectations. acquired is each topic organized were easy to educative and workshop practical for were and easy to follow useful was enough my present identified and follow. for the professional followed content of role the workshop

Workshop evaluation forms were filled and collected from the participants at the end of the day. This was done in order to gain better insight about the different aspects of the workshop. All participants showed satisfaction with the achievements of the program objectives stating that the training met their expectations. They also believed that the acquired knowledge would help them in their professional fields in future. The objectives of the each session were clearly explained and stated to the participants with the content being easy to follow. However they did suggest adding more field base work along with theory. The participants showed satisfactions with the trainer and stated that they had full command of the subject. The group activities were appreciated as well by the participants.

Feedback Trainerâ&#x20AC;&#x2122;s Feedback: The trainers believed that the participants were eager to learn and share the knowledge. Their backgrounds were relevant to the scope of the program and hence not only were the participants better informed but also stood at gaining the most out of this workshop. They should ideally be provided with supporting material so that they can regularly consult it once they go back into their respective job roles. Furthermore, the scope of the workshop was too large and extensive to cover in one day. A similar activity held in Islamabad earlier in February spanned over five days which was an adequate duration for the workshop to take place.

Copyrighted to the Nur Center for Research & Policy at the Fatima Memorial Hospital, Feb 2013

ONE DAY WORKSHOP ON ORGANIZATIONAL DEVELOPMENT FOR NGOS AND CBOS

Participantsâ&#x20AC;&#x2122; Feedback: The participants insisted on provision of reading material before the beginning of the workshop. Budgetary allowance for provision of support material needs to be made. The group breakdown was done on the random basis but this should be done on basis of background of participants. This would help us in understanding and evaluating their performance better over the duration of workshop. There were some participants with different political agendas and were trying to deviate from the workshop. Such people should not be a part of such useful workshops.

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ONE DAY WORKSHOP ON ORGANIZATIONAL DEVELOPMENT FOR NGOS AND CBOS ANNEXURE

Annex 1- Registration Sheet (1 of 2)

Copyrighted to the Nur Center for Research & Policy at the Fatima Memorial Hospital, Feb 2013

ONE DAY WORKSHOP ON ORGANIZATIONAL DEVELOPMENT FOR NGOS AND CBOS ANNEXURE

Annex 1- Registration Sheet ( 2of 2)

Copyrighted to the Nur Center for Research & Policy at the Fatima Memorial Hospital, Feb 2013

ONE DAY WORKSHOP ON ORGANIZATIONAL DEVELOPMENT FOR NGOS AND CBOS ANNEXURE

Annex 2- Trainer Evaluation Form

Copyrighted to the Nur Center for Research & Policy at the Fatima Memorial Hospital, Feb 2013

ONE DAY WORKSHOP ON ORGANIZATIONAL DEVELOPMENT FOR NGOS AND CBOS ANNEXURE

Annex 3- Training Evaluation Form TRAINING EVALUATION FORM Please check against the box which states the extent of your agreement to the following statements about this training program:

STRONGLY AGREED

AGREE DISAGREE

STRONGLY DISAGREE

1. The training met my expectations. 2. The knowledge acquired is practical for my present professional role 3. The training objectives for each topic were identified and followed. 4. The content was organized and easy to follow. 5. The handouts and readings were given to me before the sessions began. 6. The material distributed was easy to follow and useful 7. The presentations were easy to follow 8. The activities were educative and useful 9. The video was educative and useful 10. The duration of the workshop was enough for the content of the workshop

Copyrighted to the Nur Center for Research & Policy at the Fatima Memorial Hospital, Feb 2013

ONE DAY WORKSHOP ON ORGANIZATIONAL DEVELOPMENT FOR NGOS AND CBOS ANNEXURE

Annex 4- Participants Evaluation of the Facilitators( 1 of 2)

PROF. DR. AMANULLAH KHAN

Prof. Amanullah 25 20 15 Strongly agreed

Agree

Disagree

0 Trainerâ&#x20AC;&#x2122;s Trainer was well- Trainer made use Trainer has good Trainer has an understanding of prepared and of the handouts presentation interactive concepts was answered to the given to the skill/style, teaching style, thorough questions raised participant to knowledge and involving by participants explain things in command over participants in appropriately a better way the subject discussion.

Strongly disagree

DR. ROOMI AZIZ

Dr. Roomi Aziz 25 20 15 Strongly agreed

Agree

Disagree

Strongly disagree

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ONE DAY WORKSHOP ON ORGANIZATIONAL DEVELOPMENT FOR NGOS AND CBOS ANNEXURE

Annex 5- Pictures from the Workshop

Copyrighted to the Nur Center for Research & Policy at the Fatima Memorial Hospital, Feb 2013

ONE DAY WORKSHOP ON ORGANIZATIONAL DEVELOPMENT FOR NGOS AND CBOS ANNEXURE

Annex 5- Pictures from the Workshop

Copyrighted to the Nur Center for Research & Policy at the Fatima Memorial Hospital, Feb 2013

ONE DAY WORKSHOP ON ORGANIZATIONAL DEVELOPMENT FOR NGOS AND CBOS ANNEXURE

Annex 5- Pictures from the Workshop

Copyrighted to the Nur Center for Research & Policy at the Fatima Memorial Hospital, Feb 2013

08/03/2013

One-day training on Organizational Management and Development

NGOs and the need to plan 20th February, 2013 Beach Luxury Hotel, Karachi

Participants

Agenda Need of planning for NGOs and developing a basic action plan

Need of Planning

Developing capacity for advocacy and an advocacy campaign

Communication and Advocacy

Significance of Networking and Referrals

Networking and Linkages Difference between monitoring and Copyrightevaluation 2013- Intellectual Property of

PARTICIPANTS

ORGANIZATION

AIM

Irshad Ahmed Khan Abdul Latif Sheikh Farooq

Bridge

Stop HIV/AIDS totally

APLHIV- Karachi

To work for PLHIVs

Bridge

Serve the humanity, specifically PLHIVs

Shezad Sheikh

Bridge

Kashif

Gender and HIV Prevention- FSWs Reproductive Health Forum

Monitoring and Evaluation

Nur Center for Research and Policy

Participants PARTICIPANTS

ORGANIZATION

Hina Feroz

GRFH

Zeba Ramzan

GRFH

Raheela

GRFH

Masooma

GRFH

AIM

FSWs focussed- highly successful

Participants PARTICIPANTS

ORGANIZATION

Syeda Almas

Bridge

Ursila Zafar

Bridge

Lubna Rubab

Bridge

Muneer Jabbar

Sukkur SKR1 CHBC site Pakistan Society

Rubina Iqbal

Pak Positive Welfare Organization

Dr. Ashraf

Indus Hospital/ ART/ To serve humanity/ Camps/fundraising

Saliha

Mohammad Amir

Indus Hospital/ ART

Mukhtiyar Ali Memon

370 pts registered

AIM

Counselling of PLHIVs

08/03/2013

Participants PARTICIPANTS

ORGANIZATION

Muhammad Iqbal

Pak Positive Society

Shahnawaz Sheikh

CHBC Site Larkana

Ameer Ali Abro

CHBC Site Larkana

Dr. Nayab Tarique

Bridge- CHBC Site Karachi ART Center, Larkana

Dr Saleem Ullah Mohammad Shafique Dr. Ghulam Murtaza Malik

AIM

WHY ARE WE HERE TODAY?

Our Underlying Mission

Defining an NGO

Well managed institutions are a fundamental building block for promoting changes that have a positive impact: 1. On the lives of families 2. On the lives of communities 3. Particularly on the lives of the most vulnerable Copyright 2013- Intellectual Property of Nur Center for Research and Policy

NGOs in Pakistan • According to UNDP – 8000 to 16000 registered NGOs – 25000 to 35000 NGOs if CBOs and unregistered are also included

• According to Aga Khan Foundation – 45000 NGOs( registered and unregistered)

NGOs* are formal (professionalized) independent societal organizations whose primary aim is to promote common goals at the national or the international level.

What is Governance? ‘A transparent decision-making process in which the leadership of a nonprofit organization, in an effective and accountable way, directs resources and exercises power on the basis of shared values.’ -The Working Group on NGO Governance in Central and Eastern Europe

08/03/2013

Need of Governance • To show commitment to the stakeholders, beneficiaries and partners • To show a GENUINE interest in the organizational vision and mission • To ensure honesty and transparency • To secure an HONEST CORPORATE BRAND IMAGE

Taking Planning from the top- The Strategy, Vision and Mission Strategy is about having a plan of where you are going and why you are going.

Developing a Strategic Vision • Involves thinking strategically about – Firm’s future business plans – Where to “go” • Tasks include – Creating a roadmap of the future – Deciding future position to stake out – Providing long-term direction – Giving organization a strong identity Copyright 2013- Intellectual Property of Nur Center for Research and Policy

Communicating the Vision— Mission • An exciting, inspirational vision – Challenges and motivates workforce – Arouses strong sense of organizational purpose

Missions vs. Strategic Visions • A mission statement • A strategic vision focuses on current concerns an organization’s organizational activities future path -- “where we - “who we are and what are going” we do” – Arenas to be pursued – – –

Current service offerings Public needs being served Technological and business capabilities

– –

Specialties to be developed Kind of organization that management and board is trying to create

Defining Project Management Project management is the discipline of planning, organizing, motivating, and controlling resources to achieve specific goals

– Induces employee buy-in – Galvanizes people to live the vision

08/03/2013

Defining Project Planning It caters to four questions. 1. Why? - What is the problem or value proposition addressed by the project? 2. What? - What is the work that will be performed on the project? What are the major deliverables? 3. Who? - Who will be involved and what will be their responsibilities within the project? 4. When? - What is the project timeline and when will milestones be complete?

Planning activities step-by-step Starting point is what you want to achieve (the desired result) This then gets broken down into the steps required to achieve the result. These steps need to be put in a logical sequence Someone must take responsibility for making sure they happen. The organization or project also needs to be sure that it has the resources or inputs it needs to carry out the steps involved.

The Work plan

Scheduling • Scheduling forces:

You need to work through the development of a workplan that: • • • •

specifies the tasks to be done; who is going to be responsible for doing them; when they must be done; and the resources needed.

– Quantification of discrete effort (WBS) – Placement of tasks in proper relationship

• Two most common scheduling methodologies – Bar Charts (aka Gantt Charts) – Critical Path Method (CPM) using Precedence Diagramming Method (PDM)

Roles in projects – who is responsible for what? One of the the benefits of project management techniques is the opportunity to clarify roles. • Project sponsor – person who’s paying for it • Project champion - person who wants to see it happen • Project manager – will ensure it happens • Project team – will make it happen • Stakeholders – those affected by it and with an interest in it, but not necessarily part of it. • Audience – we’ll consider them later!

COMMUNICATION AND ADVOCACY

08/03/2013

Advocacy/ advocates means what? “ Never doubt that a small group of thoughtful, committed citizens can change the world. Indeed, it is the only thing that ever has.” Margaret Mead

• • • • • • • •

Problem solver Community mobilizing Enabling environment Seeking cooperation for achieving common goals Informing others Adopts Rights-Based Approach Awareness Equity and inclusion of community and stakeholders Copyright 2013- Intellectual Property of Nur Center for Research and Policy

What are the benefits of Advocacy • Advocacy is a means of seeking change in: – governance, – attitudes, – power, – social relations and – institutional functions.

ADVOCACY CAPACITY ASSESSMENT

• “ A journey of a thousand miles begins with a single step.” – Lao-tzu

08/03/2013

What do we need to make a strategy for ADVOCACY? • • • • • • • • • • • • • • • •

Who is the message for? What do they need to hear? Whose voice to be conveyed? When do you want to convey What needs to be conveyed How to convey? Who will convey? Who should convey? For how long will it be conveyed? Where to convey? Why to convey?< purpose What mode and method to use to convey? How to be sure that it has been conveyed? What do we have? What do we need? How to go about it?

TOOLS

ANSWERING SOME OF THESE QUESTIONS

Persuasive advocacy messages

Communication Strategy

• Advocacy messages will have two basic components: 1. an appeal to what is right, and 2. an appeal to the audience’s self-interest

• Devise a persuasive, catchy message • Platform for social media marketing and creating a buzz

• Developing an understanding what will motivate and move each target audience • Developing evidence-based messages that are directed towards each of them Copyright 2013- Intellectual Property of Nur Center for Research and Policy

A Campaign Plan • Context Setting – Define Issue – Define Aim

• Stakeholder Analysis

– Groups affected by the campaign – Potential partners – People to lobby

BUILDING LINKAGES AND COLLABORATIONS

• Campaign Plan – – – – –

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What is Referral Network?

UNDERSTANDING A REFERRAL NETWORK AND THE NEED TO LINK

• Referral Network (RN) - a group of agencies / organizations (i.e., GOs, NGOs, CBOs, and FBOs) that are linked and in aggregate, provide comprehensive services to meet the needs of PLHIV, their families and all others related

What is Networking?

Why Link?

Networking is a process by which two or more organizations and/or individuals collaborate to achieve common goals.

“Strengthening access to a range of HIVrelated services for those in need and promoting communication among service providers”

Linkages

The Need of Networking

• As different organizations provide prevention, care, treatment and support services, a system is required to link these agencies • This can provide HIV-infected and -affected persons with access to needed services across

• The problems and issues of PLHIV are too diverse and large for any individual or organizations to deal on their own.

08/03/2013

Characteristics Of A Network/Link/Referral System – A group of organizations and/or individuals who come together to pursue joint goals or common interests; – Provide a platform for social action through exchange and mutual learning; – Sustained through some form of communication; – Committed to a jointly developed structure and shared responsibility; and – Based on member-ownership and commitment to shared objectives and means of action

ESTABLISHING A REFERRAL SYSTEM AND THE CONTINUUM OF CARE

The Features Of A Good Referral System

Integration of referral mechanisms

– – – – – – –

Expediting access to needed services Maintaining confidentiality Tracking referrals and their outcomes Identifying gaps in services that need to be bridged Identifying the immediate referral needs of clients Outlining the health and social service options available Give the client a list of other available services with addresses, telephone numbers and hours of operation.

Tertiary Level Facility

PPTCT Centers

ART Center

NGOs/CBOs

CHBC Center

VCT Center

Pediatric Care Sites

TB DOTS Center

STI Clinics

Essentials For Building Effective Linkages

BUILDING EFFECTIVE LINKAGES

• Mapping, documenting and creating community awareness around various services and schemes • Creating programme frameworks that look beyond service delivery • Highly motivated team with a positive attitude • Ongoing capacity building of outreach workers and implementing NGOs • Creating institutional mechanisms locally to facilitate linkages • Linking people with social security and income generation schemes of the national or provincial government Copyright 2013- Intellectual Property of Nur Center for Research and Policy

08/03/2013

Challenges In Building Effective Linkages • • • • • •

Complex Time consuming Stigma Discrimination Lack of skilled staff Lack of guidelines

MONITORING AND EVALUATION AT CHBC

Difference Between Monitoring and Evaluation

Evaluation Periodic: At important milestones In-depth analysis of Documents progress achievements and gaps Focuses on inputs and Focuses on outcomes and impacts outputs Alerts managers to Provides managers with strategy and problems policy options Copyright 2013-External Intellectual Propertyanalysis of Self-assessment Nur Center for Research and Policy Monitoring Continuous: day-to-day

Questions? Thank you