ClASS MODULES: BREAKOUT SESSIONS

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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 - PowerPoint PPT Presentation

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CLINICAL ASSESSMENT FOR SYSTEMS STRENGTHENING (ClASS)

ClASS MODULES: BREAKOUT SESSIONS

We will now break into groups so that you will have the opportunity to closely review and work with the module that you will actually work with as a ClASS Reviewer. If you are eligible and/or interested in working with more than one of the ClASS modules, for the purposes of this training, please choose the one that is most relevant to your expertise. 1ClASS LEADERSHIP AND MANAGEMENT MODULE

HAND OUT ClASS Leadership & Management Module to participants so that they may refer to it as you facilitate the session.

Time allotted for review of the tool, discussion, and Q&A (slides 1-11) is 45 minutes. Time allotted for the activity and key points (slides 12-14) is 60 minutes.

2Session Objectives (1)By the end of the session, participants will be able to:List the 4 content areas within the ClASS Leadership and Management ModuleDescribe the structure and organization of the ClASS Leadership and Management ModuleExplain how the tool may be used in its modular formatIdentify key resources from which to gather informationDevelop a plan for gathering information on-siteEffectively present findings and recommendationsREAD the objectives and ask participants if they have any questions before moving on. ASK participants to introduce themselves and to share what they hope to get out of the breakout session. WRITE these responses down on a flip chart to be sure they are addressed during the session.

3Section 1: LeadershipSection 2: ManagementSection 3: SupervisionSection 4: Public Policy and AdvocacyContent Areas

The ClASS Leadership and Management Module is a guide, not a prescriptive checklist, for reviewers. This module is divided into these four sections.

An important feature of the ClASS Toolkit is that is modular in format, which means that the review team, in conjunction with collaborating partners, may choose to use only those modules or sections of modules that are most relevant to the organization being assessed.

4Section 1: Organization OversightSection 2: Organization Structure and ManagementSection 3: Organizational Capacity BuildingSection 4: Human ResourcesSection 5: Project/Program ManagementSection 6: Grants ManagementSection 7: Sub-contractor/Grantee MonitoringSection 8: Management Information Systems

Administrative ModuleThis 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 unique to non-governmental organizations (i.e. governance). You can see the administrative content areas listed here.

Section 1: LeadershipSection 2: ManagementSection 3: SupervisionSection 4: Public Policy and Advocacy5Structure and Organization (1)

Each section begins with a set of core competencies based on best practices from international organizations. The core competencies are followed by a series of questions that can be used to facilitate discussions with organization representatives. Verification criteria for the most important core competencies and questions follow along with space for reviewers to make notes. Reviewers should not feel required to complete the tool sections in any specific order. Flexibility to accommodate the time availability of management and staff is encouraged.

You can see from the example on this slide here how core competencies, questions and verification information are organized in the tool. These are truncated so that they may be viewed on the slide. Please refer to section 1 of the tool to see the full sets.

6Structure and Organization (2)

Tool contents are based on the assumption that there will be at least 4-5 hours available to reviewers at each site. When time is more limited, reviewers should focus priority on the questions denoted by an RV in parentheses and shaded in grey. RV stands for Rapid Visit. As time allows, the Extended Visit (EV) areas should be addressed. Agreement on which sections to prioritize should be made after the opening session and in consultation with the team lead.

GIVE participants a few minutes to look through the module (approx 5 mins).TAKE a few minutes to clarify any questions before moving on (approx 5 mins).7Possible Settings to benefit from L&M ToolAs a stand-alone tool where leadership succession is an issueIn combination with the Administrative Module when both program leadership and management issues are presentFor pre-award assessments (testing leadership strength)For programs where implementation problems emergeIn programs where turnover is high or frequent leadership changes occur

The leadership and management tool was added to the core group of ClASS Modules in August 2012 to be used either as a stand-alone tool or in complement with the administrative tool. Settings in which the leadership and management tool might be particularly useful are: READ slide.8Document ReviewAdvance ReviewOn-Site ReviewOrganizations mission statementMinutes of Board and Board Committee MeetingsCurrent OrganogramMinutes of staff and management team meetingsCurrent HIV Program chartOther relevant committee meeting minutes Strategic planContracts for all HIV service subcontractors Organization Operating policies and proceduresMemorandum of Understanding/Agreement for Partners and Referral sitesBoard By-LawsClinic licensesProgram Work planPersonnel files (employee evaluations, benefits, etc.)Personnel policies and proceduresDescription of data collection & information systemPosition descriptionsStaff training manuals and list of trainings staff has participated in during the last 12 mos.Staff resumesOrganization QI system documents, if outside of clinicalPersonnel 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 reportsThis is an example of the list of documents requested for the ClASS Leadership & Management assessment. You may find these tables on pages 47-51 in the ClASS Assessment Guide which is in your manual, and also available at www.classtoolkit.org. Well talk about exactly how/where to locate this and other resources in an upcoming session.

Note that it separates the documents list into 2 columnsdocuments that should be sent in advance of the assessment and those that are typically reviewed on-site. The exact list may vary depending on the organization.

REVIEW the list and discuss how you might use information from these documents to inform your review. Highlight the documents you find most helpful. Which ones do you just skim?

ASK if there any questions before advancing to the next slide.

9Document Review: MEPI/NEPI

This is another example of the list of documents requested for the ClASS Leadership & Management assessment of a MEPI or NEPI Program.

REVIEW the list and discuss one or two resources from this list and how you might use the information to inform your review.

ASK if there any questions before advancing to the next slide.

10Key Staff Interviews

This table provides a list of key staff to be interviewed for each of the three core modules during a site assessment, and can be found on page 41 in the ClASS Assessment Guide. Please note that if you are assessing a MEPI or NEPI-related program, this list will look different, and may vary depending on the type of organization being assessed.

DISCUSS any additional staff that may be interviewed for different types of assessments.

ASK participants: In addition to documents and staff, what other resources might you be able to draw from?Possible answers:Site profile Entrance meeting USG Opening sessionFacility tour

ASK if there any questions before advancing to the next slide.

11ActivityClASS Leadership & Management Review Scenarios

Gather relevant and accurate informationPrioritize and communicate findings

NOTE: This exercise should take about 55 minutes. Advance preparation and instructions for this activity can be found in your facilitators guide.

The goal of this activity is to provide an opportunity for ClASS reviewers to practice developing plans for gathering information, prioritizing findings, and communicating those findings effectively. All of the scenarios we will work with today are based on events that have actually taken place on previous site visits.

12Training TopicsLeadership Management Supervision Communication Policy and Advocacy Organizational Dev. Financial ManagementEverydayLeadership.org

Based on work done at the University of Washington (I-TECH), by Ann Downer MD, EdD, EverydayLeadership.org is a collection of learning and training tools designed to support global health leaders and managers. The collection includes a rich cross section of video clips and curriculum materials suitable for use in classroom trainings, distance learning programs, and as tools for self-reflection. You may refer to the site and use any of the resources to strengthen your own knowledge base and enhance your performance as a ClASS Reviewer. You may also offer these resources to the partners with whom you collaborate.

13The 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 Points14

QUESTIONS?15

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