Technical Approach to and Experiences from Strengthening National Monitoring and Evaluation System for Most Vulnerable Children Program in Tanzania

Prisca Mgomberi1, Eliwanzita Mtebe2, Philbert Kawemama2, Odek WO1

Mari Hickmann1

International Conference on Social Protection

December 15-17 ,2014: Arusha Tanzania

Background - Tanzania

Total population -45 million

Estimated HIV prevalence is 5.1% -adults age 15-45 are HIV- positive

71 per cent of children estimated to suffer 2 or more severe deprivation of basic needs

Children’s vulnerability is caused by social and economic factors and the HIV epidemic

National responses to MVC problem

In 2012 ,the Ministry of Health and Social Welfare developed the second National Coasted Plan of Action (NCPA II) 2013-2017 for MVC

NCPA II guides implementation of interventions designed to enhance protection, care and support for MVC

NCPA II was launched in February 2013

NCPA II need a robust coordinated M&E system to ensure availability and use of quality data for decision-making purposes

Background – MEASURE Evaluation

Funded by the United States Agency for International Development (USAID) to improve monitoring and evaluation in population, health and nutrition.

Operational in Tanzania since 2003.

Supports M&E system strengthening and capacity building in health and social welfare programs.

Started supporting to strengthen national M&E system for most vulnerable children (MVC) interventions in 2010.

Objectives and Approach

Objectives

To improve national -level M&E system for most vulnerable children

Enhance M&E related capacity

Approach

Assessment and information gathering

Coordination and stakeholders engagement

Capacity building

Assessment and development of national M&E System strengthening plan

Used 12 components assessment tool

Originally designed to assess HIV and AIDS M&E system

Has performance goal and performance elements

Map all aspects of the HIV M&E system to the 12 components Adapted the tool to assess most vulnerable children M&E

system

A system is a group of interacting, interrelated, and interdependent components forming a complex whole (Senge, 1990)

National-MVC M&E system strengthening Approach

Assessment and information gathering

The assessments conducted included:

National MVC DMS & ICT capacity assessment s

National and sub-national MVC M&E systems assessment using the 12 Components of a Functional M&E System Framework

Goal: Gather information to inform interventions

Collect baseline information to monitor progress Coordination and stakeholders engagement

Goal: to support DSW to coordinate M&E and align M&E with national MVC plans

Capacity building

Goal: strong DSW M&E units that can manage the M&E systems independently

The assessment process ……

Divided the process into four phases

Phase 1: Pre- workshop phase- Internal review of the assessment tool and

: Selection of participants

Phase 2 :Assessment workshop

Phase 3: Finalization of the work -plan

Phase 4: Costing

How we used the 12 components assessment tool?

Presentations of workshop objectives

Presentation-overview of the current national MVC M&E system

Presentation -characteristics of a functional M&E system

Introduction to M&E assessment process and tool

Orientation on the tool

Group work and plenary discussion of group findings and recommendations

Group submission of final tool and discussion notes and analysis of findings

Presentation of the assessment results and action plans

The workshop proceedings

Participants divided into 4 groups

Group 1-DSW head office and line Ministries

Group 2-districts councils/LGAs

Group 3 - development partners (UNICEF, PEPFER and USAID)

Group 4- representatives of implementing organizations

Each group assessed three components

Identified strengths and weakness and

List down proposed actions for each component and prioritized the action plan.

Feedback to plenary summarizing the strength, weaknesses and proposed action points.

APPLYING THE 12C FRAMEWORK

Example applications

Results and key actions

Key results and actionsGaps

There existed a structure to support M&E for MVC, but could not support a robust M&E system

Lack of M&E human capacity to fulfill current responsibilities and

Some M&E trainings is occurring, but there is need to coordinate, strengthen and expand

Partial commitment to M&E for MVC

Proposed actions Review data flow structure and refine

roles and responsibilities

Conduct M&E capacity assessment and develop capacity building plan

Improve content of M&E trainings/develop national MVC M&E training materials

Improve national coordination through M&E TWG with a broader stakeholders participation and improve LGA mechanisms

Key results and action ………..

Gaps No standardization or coordination

of M&E trainings

Some coordination exists, but need to review and strengthen national and LGA levels:

National MVC M&E Plan exists, but need to be reviewed and aligned with NCPA II

Survey and research related to MVC were being conducted, but were not sufficiently planned and coordinated

Proposed actions Disseminate and train on new M&E plan

Create first M&E work plan and include cost estimates

Improve integration of M&E into decision-making and planning processes

Strengthen supporting documents, standard operating procedures (SOPs), etc.

Advocate for inclusion of MVC in future national surveys and plan and coordinate additional MVC related surveys

Key results and actions

Gaps

A data management system (DMS) exists, but is not functioning at full capacity

There is some supportive supervision occurring, but is not uniform

There is some research related to MVC carried out but the research activities are not coordinated by DSW

Existing data is useful for answering key questions, but there is lack of better understanding of information needs at all levels

Proposed actions

Review the existing DMS

Develop supportive supervision guidelines and tools and data auditing protocols

DSW to plan, coordinate, finance and disseminate evaluation and research related to MVC

Improve routine data analysis, sharing and use, and plan joint data review meetings

What have we done so far?

The gaps identified from each of the 12 components served as a basis for the development of a costed multi-sector and multiyear M&E system strengthening operational plan.

The plan continues to serve as the blueprint for all M&E system strengthening activities within the DSW

DSW is using the plan to advocate for funds from within the government and among various donors

Started implementing activities identified in the plan

DSW M&E focal officer leading the implementation process of the plan

M&E TWG strengthened to support the MVC M&E system strengthening process and actively involved in

Finalization of the M&E system strengthening plan development process

Development of national MVC M&E plan (indicators and data collection tools)

The national MVC M&E plan and Social protection

M&E plan has indicators of different social protection interventions:

Household economic strengthening- cash transfers

EDC

Primary health care

Education

Child protection

Psychosocial care and support (PSS)

Shelter

The national MVC M&E plan and Social protection

Data collection and data flow

MVC data flow

Data flow from TASAF

Child protection data collection and flow

Included in MVC data collection tools basic information from all strategic of objectives of NCPA II

Challenges Lack of adequate funds to implement activities identified in the plan

Lack of adequate capacity of DSW M&E focal officer and members of TWG limits implementation of the plan

The DSW does not have a dedicated M&E unit, posing for follow up of agreed actions

High expectation from the DSW that the partner supported development of the plan to fund its implementation

Different MIS which are not interoperable

TASAF – PSSN MIS system

Child protection MIS – CPMIS

MVC- DHIS2

Conclusion Key points to note

12 components are not 12 implementation steps

Not implemented sequentially

All are important for the national M&E system to function effectively

We can not do everything at once ; prioritize and phase-in over time

If all activities identified in the plan are implemented, then MVC M&E system will be strong, the program data will be of high quality and useful for decision -making processes and ultimately leading to improvements in the quality of life of MVC and their households as well as communities caring for MVC.

Asanteni

The research presented here has been supported by the President’s Emergency Plan for AIDS Relief (PEPFAR) through the United States Agency for International Development (USAID) under the terms of MEASURE Evaluation cooperative agreement GHA-A-00-08-00003-00. Views expressed are not necessarily those of PEPFAR, USAID or the United States government.

MEASURE Evaluation is implemented by the Carolina Population Center at the University of North Carolina at Chapel Hill in partnership with Futures Group, ICF International, John Snow, Inc., Management Sciences for Health, and Tulane University.