ClASS MODULES: BREAKOUT SESSIONS

ClASS LEADERSHIP AND MANAGEMENT MODULE

Session Objectives (1)

By the end of the session, participants will be able to:• List the 4 content areas within the ClASS Leadership

and Management Module• Describe the structure and organization of the ClASS

Leadership and Management Module• Explain how the tool may be used in its modular format• Identify key resources from which to gather

information• Develop a plan for gathering information on-site• Effectively present findings and recommendations

• Section 1: Leadership

• Section 2: Management

• Section 3: Supervision

• Section 4: Public Policy and Advocacy

Content Areas

• Section 1: Organization Oversight• Section 2: Organization Structure and

Management• Section 3: Organizational Capacity Building• Section 4: Human Resources• Section 5: Project/Program Management• Section 6: Grants Management• Section 7: Sub-contractor/Grantee Monitoring• Section 8: Management Information Systems

Administrative Module

Structure and Organization (1)

Structure and Organization (2)REVIEWER: _________________________ DATE: _______________ SITE: ____________________________________________________

SECTION 1: LEADERSHIP

Core Competencies I. The leadership team can describe the organization’s internal and external environment, the quality and extent of

its performance, the resources available and challenges facing the organization. II. The leadership team understands Quality Management (QM) and uses data to assess and improve quality

planning, control, assurance and improvement efforts in collaboration with staff. III. The leadership team has identified priority challenges and selected actions that address barriers to achieving

results. IV. Organization leaders demonstrate effective interpersonal and communication skills. V. Team or work group responsibilities and available resources are internally aligned and goals are externally aligned

in order to address selected challenges and meet stated objectives. VI. Staff members and teams are committed to the organization’s mission and to continuous learning, improvement

and innovation. VII. The organization has systems for learning about and managing the resolution of organizational performance

problems. (EV) Questions

A. In the past six months, has the leadership team1 reviewed and discussed internal and external information/data from surveys, reports, research or other sources that affect the organization? If so, what data?

B. How are important organization decisions or changes in policy shared with managers? Staff? Are the processes effective and timely? (RV)

C. How are organizational challenges addressed? What leadership and management practices exist?

1 The term “leadership team” will need to be contextualized. Use a term that refers to the persons or body that provides direction for the organization/institution.

CLINICAL ASSESSMENT FOR SYSTEMS STRENGTHENING

ClASS Leadership and Management Module

KEY –Rapid visit items – (RV) | Extended visit items: (EV)

Possible Settings to benefit from L&M Tool• As a stand-alone tool where leadership succession is

an issue• In combination with the Administrative Module when

both program leadership and management issues are present

• For pre-award assessments (testing leadership strength)

• For programs where implementation problems emerge• In programs where turnover is high or frequent

leadership changes occur

Document Review

Advance Review On-Site ReviewOrganization’s mission statement Minutes of Board and Board Committee Meetings

Current Organogram Minutes of staff and management team meetingsCurrent HIV Program chart Other relevant committee meeting minutes Strategic plan Contracts for all HIV service subcontractors Organization Operating policies and procedures Memorandum of Understanding/Agreement for

Partners and Referral sitesBoard By-Laws Clinic licensesProgram Work plan Personnel files (employee evaluations, benefits, etc.)

Personnel policies and procedures Description of data collection & information system

Position descriptions Staff training manuals and list of trainings staff has participated in during the last 12 mos.

Staff resumes Organization QI system documents, if outside of clinical

Personnel files (1 for each category of staff paid by PEPFAR (i.e. doctor, nurse, counselor, etc.)

Insurance (Board, clinic, etc.)Program monitoring policies and proceduresProgram monitoring reports

Document Review: MEPI/NEPI

Key Staff Interviews

Activity

ClASS Leadership & Management Review Scenarios

Gather relevant and accurate information Prioritize and communicate findings

Training Topics

• Leadership

• Management

• Supervision

• Communication

• Policy and Advocacy

• Organizational Dev.

• Financial Management

EverydayLeadership.org

• The ClASS Leadership and Management Module is divided into 4 sections. Each section includes core competencies, a series of suggested questions and verification criteria.

• This module can be used as a “stand alone” assessment tool or in conjunction with the ClASS Administrative Module, which outlines some similar competencies but also includes areas that are unique to non-governmental organizations.

• Reviewers should not feel required to complete the tool sections (or tools in general) in any specific order.

Key Points

QUESTIONS?