ClASS MODULES: BREAKOUT SESSIONS

ClASS ADMINISTRATIVE MODULE

Session Objectives

By the end of the session, participants will be able to:

• List the 8 content areas within the ClASS Administrative Module

• Describe the structure and organization of the ClASS Administrative 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

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

Structure and Organization (1)

Structure and Organization (2)

Document Review: Care and Treatment

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

Advance Review On-Site Review

Department/School Mission Statement Minutes of Leadership Meetings

Departmental/School Governance Structure Minutes of staff and management team meetings

Current organizational chart (organogram) Other relevant committee meeting minutes Strategic plans Contracts for subcontractors

Administrative Departmental/School operating policies and procedures

Memorandum of Understanding/Agreements with Partners and/or Referral sites

By-Laws of Governance body Accreditation documents & teaching credentialsProgram Work plans for MEPI/NEPI funded programs Personnel files

Personnel policies and procedures (if available electronically, otherwise on-site)

Description of data collection & information systems

Position descriptions for leadership positions Staff training manuals

Staff resumes for leadership positions Organization QI system documents or meeting minutes

Insurance (if applicable) Program monitoring policies and procedures

Key Staff Interviews

Activity

ClASS Administrative Review Scenarios

Gather relevant and accurate information

Communicate findings effectively

Key Points

• The ClASS Administrative Module is divided into 8 sections.

• Each section includes core competencies, a series of suggested questions and verification criteria.

• The ClASS Toolkit is modular in format, which means that modules or sections of modules may be chosen based on relevance to the program being assessed. This decision will be made by review team and collaborating partners.

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

QUESTIONS?