2017 ASHA Conference Follow-up: Monitoring and Evaluation Session

Transcription

1 2017 ASHA Conference Follow-up: Monitoring and Evaluation Session Dear ASHA partners, Thank you for your active participation during the Public Diplomacy and M&E Session! We were quite a lively bunch! As the M&E point of contact for ASHA, I am particularly grateful for your continued flexibility as we refine this process, hopefully making the requirements easier to follow and to complete. Since we are collectively transitioning toward a new reporting format, timeline and substance, please find below a quick read out and guidance on how to proceed with M&E reporting. As always, if you have any questions regarding reporting in general or M&E specifically, do not hesitate to reach out to your AORs with copy to ASHAREPORTS@usaid.gov. Timing of M&E reporting: With the new FY 2018 awards, ASHA will require partners to submit quarterly M&E data reports. For existing awards, by that time the active agreements will be modified to require quarterly reporting of M&E data. Advance notifications will be made to that effect. Currently, partners who submitted their annual M&E data reporting tables in October 2017 are in compliance with M&E data reporting requirements. There is currently no requirement to submit M&E data tables for the upcoming quarter (Oct. Dec). However, I highly recommend starting to submit the quarterly data table (found in the ASHA Quarterly Report Template) so as to begin changing habits and working through, with your AORs, any difficulties that may arise. Quarterly Progress Reporting Format: Same as above, the use of new reporting format for narratives and data is not as yet required. However, this format is likely easier to navigate and lends to more reflection on matters of interest. I highly recommend using the ASHA Quarterly Report Template for your upcoming quarterly reports. Please note that you should continue to use the Standard Form (SF-425) for financial reporting. Standard Indicators and ASHA Custom Indicators: Standard indicators are not perfect, true, but it does allow for some basic analysis across foreign assistance activities. They remain a requirement, but your AORs with my support will continue to help you navigate these new requirements. As for ASHA s custom indicators, use of those will be required with the FY 2017 awards. As such we will be developing those soon and will share them with you for a test run first to be included in subsequent reporting. Given the need for transition period (for existing awards) and the fact that existing activities may not have planned for those types of monitoring, AORs will work with you to best meet the requirement. Your Feedback and Recommendations: I received a number of outstanding recommendations, such as ASHA should provide sample case studies to help illustrate types of M&E indicators and how they link with the activity. Thank you! These were extremely helpful. ASHA will use examples of activities and other discussions points to 1) develop the ASHA custom indicators and 2) improve the guidance about M&E. Stay tuned for more communications about those. Thank you again for such a productive session! --Tina Balin FOOTER GOES HERE 1

2 AMERICAN SCHOOLS & HOSPITALS ABROAD COMPLIANCE, MONITORING & EVALUATION TINA BALIN OCTOBER 31, 2017 FOOTER GOES HERE 2

3 PART I : COMPLIANCE WITH USAID REPORTING REQUIREMENTS 3

4 COMPLIANCE :: QUARTERLY REPORTING Shaare Zedek Medical Center ASHA QUARTERLY CALENDAR QUARTERLY REPORTS DUE BY 1 ST QTR: JANUARY 1 MARCH 31 APRIL 30 Notes 2 ND QTR: APRIL 1 JUNE 30 JULY 31 3 RD QTR: JULY 1 SEPT 30 OCTOBER 31 4 TH QTR: OCT 1 DEC 31 JANUARY 31 QUARTERLY REPORTS Federal Financial Report (FFR) Quarterly Progress Report (QPR) Monitoring & Evaluation Report (M&E) SEND THIS REPORT TO: FORMAT TO USE SF-425 file:///u:/1.%20asha/conference/sf425-v1.0.pdf and if applicable SF-425A file:///u:/1.%20asha/conference/sf425a-v1.0.pdf Narrative in word or PDF version (See Attachment 1) Indicator Table in the QPR (See Annex A in Attachment 1) FFR: SF-425 (or SF-425A if required) Non-Letter of Credit awards: USAID/M/CFO/CMP at ei@usaid.gov Letter of Credit awards: Health and Human Services, more info at QFR: Narrative Report Monitoring & Evaluation Report (M&E) 9/26/2017 4

5 COMPLIANCE :: ANNUAL REPORTING Shaare Zedek Medical Center ASHA END-OF-YEAR CALENDAR ANNUAL REPORTS DUE BY DECEMBER 31 JANUARY 31 Notes ANNUAL REPORTS Work Plan Financial Audit if applicable (see Attachment 2 on ADS 591, 8/24/2017) FORMAT TO USE GANTT or similar chart + Word or PDF Narrative n/a SEND THIS REPORT Work Plan TO: Financial Audits (See Attachment 2 per ADS 591, 8/24/2017) Federal Audit Clearance Notes 9/26/2017 5

6 COMPLIANCE :: AD HOC REPORTING Shaare Zedek Medical Center ASHA AD HOC REPORTING CALENDAR YEAR ROUND ANNUAL REPORTS DUE BY IMMEDIATEDIATELY when there is no agreed to timeline Notes TYPES OF AD HOC REPORTS Notifications: - Property Reports - Change in context - Problems or delays - Other matters affecting implementation of the award FORMAT TO USE Narrative in word or PDF version Include: 1. Award # 2. Country 3. Reason for Notification 4. Implications / Action required Information Requested by AOR AOR to provide format SEND THIS REPORT Notifications TO: Property Reports Your AO + AOR + ASHAreports@usaid.gov Information Requested by AOR 9/26/2017 6

7 COMPLIANCE :: FINAL REPORTING Shaare Zedek Medical Center ASHA FINAL REPORTING CALENDAR END OF AWARD FINAL REPORTS DUE BY No Later Than 90 days after end of award Notes TYPES OF FINAL REPORTS FORMAT TO USE Final Federal Financial Report SF-425 or SF-425A Final Results Report Financial Audits (See Attachment 2 per ADS 591, 8/24/2017) Narrative in word or PDF version (See format Attachment 1) n/a SEND THIS REPORT Final Federal Financial Report TO: + USAID/M/CFO/CMP at ei@usaid.gov Final Results Report Financial Audits Federal Audit Clearinghouse 9/26/2017 7

8 PART II : MONITORING & EVALUATION A Round Table Discussion Co-facilitated by Marissa Jablonski, PhD ASHA AAAS Science & Technology Policy Fellow 10/18/2017 8

9 Earth University in Costa Rica M&E Data Quality: Think 5 Validity Integrity Precision Reliability Timeliness M&E Indicators: F & ASHA F standard indicators: comparable picture of the results of foreign assistance across State and USAID programs No Public Diplomacy standard indicators exist ASHA soon to develop ASHA standard indicators for Public Diplomacy 9

10 Earth University in Costa Rica ROUND TABLE DISCUSSION What are your thoughts and examples of ASHA public diplomacy indicators? 10

11 Facebook: 9/26/

12 AMERICAN LEPROSY MISSIONS Tina Balin, Program Analyst M&E and Strategy 9/26/