Strengthening OVCMIS Reporting and

Utilization in Gomba District

BY

MAGALL MORITZ (MA, BA.SS, PGD.PPM)

AND

KASHEMEIRE OBDADIAH (MAEPM, B.STAT, PGD. COMP. SCIENCE)

MEDIUM TERM FELLOWS

OCTOBER 2012

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Table of Contents

List of Figures .......................................................................................................................... iv List of Figures .......................................................................................................................... iv

DECLARATION....................................................................................................................... v

Acknowledgement .................................................................................................................... vi List of Abbreviations and Acronyms ........................................................................................ vii

Operational definition / Definition of Key Concepts ................................................................viii

Executive Summary ................................................................................................................... x 1.0 Introduction and background .......................................................................................... 1

1.1 OVCMIS ........................................................................................................................ 1

1.2 OVCMIS data flow ......................................................................................................... 2

2.0 Literature Review ........................................................................................................... 3 2.1 District Profile ................................................................................................................ 4

2.1.1 History & Location of Gomba district ............................................................................. 4

2.1.2 Population and Demographic characteristics ................................................................... 4 2.1.3 Administrative Units and Lower Local Governments ...................................................... 5

3.0 Problem Statement .......................................................................................................... 6

3.1 Background to the problem ............................................................................................. 6

3.2 Justification/Rationale for the Project .............................................................................. 7 3.3 Conceptual framework .................................................................................................... 8

3.4 Project Objective ............................................................................................................ 9

4.0 Methodology/Approach ................................................................................................ 10 4.1 Project implementation ................................................................................................. 10

4.2 Data collection.............................................................................................................. 10

4.3 Data quality assurance .................................................................................................. 11 4.4 Data Validation............................................................................................................. 11

4.5 Data entry and analysis ................................................................................................. 12

4.6 Data dissemination ....................................................................................................... 12

5.0 Project findings and deliverables ................................................................................... 13 5.1 Introduction .................................................................................................................. 13

5.2 To identify all OVC, their households and service providers in Gomba district.............. 13

5.2.1 OVC Mapping Results .................................................................................................. 14 5.2.2 Map showing distribution of OVC by parish ................................................................. 17

5.2.3 Service Provider Mapping Results ................................................................................ 18

5.3 To build the capacity of the district to collect, analyze, report and use OVC MIS data. 20

5.4 Strengthen OVC coordination in the district .................................................................. 21

5.5 Project Outcomes.......................................................................................................... 21

6.0 Lessons Learnt and Challenges ..................................................................................... 22 6.1 Lessons Learnt.............................................................................................................. 22

6.2 Challenges Faced During Project Implementation ......................................................... 22

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7.0 Conclusions and Recommendations .............................................................................. 23

8.0 References .................................................................................................................... 24 9.0 Appendix ...................................................................................................................... 25

9.1 Project Causal Framework ............................................................................................ 25

9.2 Servicer Provider Registration form .............................................................................. 26

9.3 OVC Identification and registration Form ..................................................................... 27

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List of Figures Table 1: Distribution of population per sub-county .................................................................... 5 Table 2: Distribution of OVC by Sub County and sex. ................................................................ 14 Table 3: Distribution of OVC according to Orphan hood, Out of school and Disability ............... 15 Table 4: Relationship between orphanhood, Disability and School Attendance ........................ 15 Table 5: Vulnerability by age Groups ........................................................................................ 16 Table 6: Distribution of Schools and other training institution .................................................. 18 Table 7: Distribution of Health Facilities in the District ............................................................. 18 Table 8: Civil Society organisations .......................................................................................... 19

List of Figures Figure 1: OVCMIS Data flow ....................................................................................................... 2 Figure 2: Distribution of OVC by Sub County and sex................................................................ 15 Figure 3: Percentage of Orphans hood, out of school and disabled to total OVC ...................... 16 Figure 4: Percentage of OVC by age groups .............................................................................. 17 Figure 5: Map showing distribution of OVC by parish ............................................................... 17

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DECLARATION I, and ______________ do hereby declare that this

end-of-project report entitled Strengthening OVCMIS Reporting and Utilization

in Gomba District has been prepared and submitted in fulfillment of the

requirements of the Medium-term Fellowship Program at Makerere University

School of Public Health and has not been submitted for any academic or non-

academic qualifications.

Signed ………………………………… Date…………………………………..

Magall Moritz, Medium-term Fellow

Signed ………………………………… Date…………………………………….

Kashemeire Obadiah, Medium-term Fellow

Signed ………………………………… Date…………………………………..

Mr. Nyangweso Denis, Institution Mentor

Signed ………………………………… Date…………………………………..

Ms. Akello Evelyn, Academic Mentor

Roles and Responsibilities of Medium Term Fellows

Magall Moritz: Proposal writing, designing of data tools, training of district staff to train

and supervise data collectors, overseeing the proper implementation of the project, report

writing, presentation of report, ensure proper accountability of funds.

Kashemeire Obadiah: Proposal writing, designing of data collection tools, training of

district staff to train and supervise data collectors, designing of data entry screens,

overseeing the proper implementation of the project, supervision of data entry, data

analysis, report writing, presentation of report, ensure proper accountability of funds.

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Acknowledgement We extend our sincere thanks to Makerere University School of Public Health /CDC for

the financial support and academic mentorship without which this project would not

have been accomplished. We are specifically grateful to Mr. Matovu Joseph and Ms.

Akello Evelyn for the guidance provided during the project execution.

We are also grateful to the Ministry of Gender Labour and Social Development for

allowing us time to study this course and carryout the field activities. We do appreciate

the institutional mentorship from Mr. Nyangweso Denis being our workplace mentor.

Special appreciation goes to the political and technical leadership as well as the staff of

Gomba District Local Government for allowing us to implement this project in their

district and actively participating in all the field activities. Special thanks to the Chief

Administrative Officer, District Planner, DCDO, PSWO, CDOs for all the technical

support provided to the fellows while at the district and to the VHTs and LCs who did the

actual OVC identification and registration of OVC.

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List of Abbreviations and Acronyms UAC Uganda AIDS Commission

CBOs Community Based Organizations

CBSD Community Based Services Department

CDO Community Development Officer

CPA Core Program Areas

CDC Centers for Diseases Control and Prevention

CSOs Civil Society Organizations

CSF Civil Society Fund

CSOs Civil Society Organizations

DCDO District Community Development Officer

DOVCC District OVC Coordination Committee

FBO Faith Based Organizations

IDA International Development Agency

PSWO Probation and Social Welfare Officer

M&E Monitoring and Evaluation

MGLSD Ministry of Gender, Labour and Social Development

MIS Management Information Systems

MoH Ministry of Health

MoLG Ministry of Local Government

NCC National Council for Children

NGOs Non-Governmental Organizations

NOP National Orphans and Other Vulnerable Children Policy

NOSC National OVC Steering Committee

NSPPI National Strategic Programme Plan of Intervention for OVC

OVC Orphans and Other Vulnerable Children

OVC MESST OVC Monitoring and Evaluation System Strengthening Tool

OVCNIU OVC National Implementation Unit

SOVCC Sub county OVC coordination Committee

SPH School of Public Health

TPC Technical Planning Committee

TWG Thematic Working Group

UBOS Uganda Bureau of Statistics

UDHS Uganda Demographic and Health Survey

UNICEF United Nations International Children Education Fund

USAID United States Agency for International Development

VHTs Village Health Teams

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Operational definition / Definition of Key Concepts

Child: A person who is below the age of 18 years

Evaluation: The use of research methods to assess effectiveness of a project,

program or other interventions. Evaluation takes place at specific points in the

project cycle (baseline, mid-term, and end of the programme/project). Evaluations

focus on the extent of achievement of outcomes and impacts. Evaluation uses data

and indicators collected during the monitoring and at the actual point of

evaluation. Process evaluation or monitoring focuses on the input and output

measures while impact evaluation focuses on the outcomes and impact measures

Household: A group of people who normally live and eat together in one spatial

unit and share domestic functions and activities

Impact: The overall long-term results that a project achieves. For example

reduced mortality of OVC and improved wellbeing of children. Impacts are

commonly measured through household surveys such as UDHS. Impact

assessments show the degree to which the overall objective or goal of the

program is realized

Inputs: The resources invested in a programme. For example, money, staff,

supplies, equipments

Monitoring: Refers to the process of routine data collection to assess whether the

activities of a policy, project, programme or any intervention are being

implemented as planned. This data is then utilized in project/programme

management and decision-making. Monitoring is an ongoing activity to track

mainly the inputs (activities) and outputs, and in some degree also tracking

(intermediate) outcomes. It also focuses on the utilization of resources, including

depletion of the budget

Orphan: A child who has lost one or both parents

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Outcomes: The changes resulting from exposure to the programme measured at

the population level in the target population of a programme, project or other

interventions. For example, higher retention of OVC in school or fewer

malnourished children

Outputs: The immediate results achieved by the programme as a result of

conducting the activities. For example, service providers trained households who

received support and OVC provided with scholastic materials. Output

measurements are based at the activity level and show the realization of activities

Performance indicators: Measure the achievement of the project/programme

objectives. In simple terms they are signs of change. Indicators are based at

different levels, at the activity, input, output, outcome and goal levels. Examples

of indicators include, number of children enrolled into school, number of children

provided with mosquito nets, percentage increase in number of children reporting

child abuse

Vulnerable child: A child who is suffering and/or is likely to suffer any form of

abuse or deprivation and is therefore in need of care and protection

Vulnerability: A state of being or likely to be in a risky situation, where a person

is likely to suffer significant physical, emotional or mental harm that may result in

their human rights not being fulfilled.

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Executive Summary The Ministry of Gender, Labour and Social Development (MGLSD) is a lead

Government agency mandated to ensure that the rights of all children including

Orphans and other Vulnerable (OVC) are promoted and upheld. The Ministry

implements its mandate through Local governments and CSOs / Implementing

Partners. In fulfilling this mandate, the Ministry and Local Governments face

many challenges among which is the lack of comprehensive data about OVC to

guide planning, decision making and resource allocation.

The fellowship project for strengthening OVC MIS reporting and utilization in

Gomba district was a nine months $2500 (6,250,000UGX) project that was

implemented in Gomba district from October 2011 to August 2012 by two fellows

with financial support from MAKSPH-CDC medium term fellowship. The overall

objective of the project was to improve reporting and utilization of OVC data in

districts and municipalities in order to lead, manage, coordinate, monitor and

evaluate the OVC responses. The Specific objectives of the project were; (i) To

identify all OVC, their households and service providers in Gomba district, (ii) To

build the capacity of the district to collect, analyze, report and use OVC MIS data,

(iii) Strengthen OVC coordination in the district

The project was largely implemented by Gomba district staff with support from

the two medium-term fellowship students, academic mentors from MAKSPH and

the workplace mentor from MGLSD. The process started with introduction of the

project to Gomba district management, the district team that included the DCDO,

district planner, PSWO and CDOs. They were thereafter oriented on the data

collection tools to be used. The district team subsequently oriented and supervised

the VHTs and LCs who carried out the actual data collection. Data was then

submitted by the collectors to the CDOs, entered by the PSWO and jointly

analysed by the fellows and the district team.

The project managed to cover 26 parishes out of 37 and 155 villages out of 277

and it identified 4,775 OVC, 2,446 (52.2%) males and 2,329(48.8%) females

from 1,797 households. A list of OVC and service providers was generated and is

available in the Community Based Services Department.

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Eight staff; DCDO, Planner, PSWO and five sub county CDOs were trained on

data collection, entry, analysis and dissemination. An access database was

developed and will be updated by the Community Based Services Department

staff. A CSO list was also generated which will help in following up them up for

reporting and coordination and planning meeting. Resource materials have also

been distributed up to CSO and sub county level. A modem and a flash disk were

provided to facilitate in internet access and data storage.

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1.0 Introduction and background

The Ministry of Gender, Labour and Social Development (MGLSD) is a lead

government agency mandated to ensure that the rights of all children including

Orphans and other Vulnerable (OVC) are promoted and upheld. In order to meet

its obligations, the Ministry in 2007 with support from UNICEF put in place an

OVC National Implementation Unit (OVCNIU) to coordinate and manage the

national OVC response. One of the key deliverables of OVCNIU is to ensure that

there is a functional web-based OVCMIS system to monitor OVC

implementation, measure progress and evaluate performance to ensure effective

implementation of the National OVC Policy (NOP) and its National Strategic

Program Plan of Interventions (NSPPI) by building human resource capacities,

partnerships, routine OVC program monitoring, carrying out surveys and

surveillance, developing an OVC database and data analysis, dissemination and

utilization by all stakeholders at national, district and sub-county level. Uganda

operates a decentralized system so the Ministry depends to achieve its mandate

1.1 OVCMIS

OVC-MIS is a web based Management Information System to monitor OVC

implementation, measure progress and evaluate performance to ensure effective

implementation of National OVC Policy (NOP) and NSPPI. The OVCMIS is

based on the conceptual framework that link;

The needs of OVC and their households,

The provision of services by government, donors and CSOs

The utilization of services by OVC

OVCMIS is a one stop center for OVC related information. Data is collected from

all service providers through government structures and government sectors and

ministries. The diagram below depicts the OVCMIS data flow. The focus of this

project is to strengthen OVC reporting from service providers to the national

system through local government structures as depicted in the diagram below.

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1.2 OVCMIS data flow

Figure 1: OVCMIS Data flow

Development partners

(UNICEF, USAID, ILO)

MGLSD-OVC NIU (OVC-MIS)

Other Ministries: MoH MoFPD, MoLG MoLG, MoES

UAC, NCC, NYC, NUDIPU, UBOS, MEEPP, NPA

District: DHO, DEO

Planner, OVC focal person

SC/MC: CDOs

Service Providers: NGOs, CBOs, FBOs CSOs, Institutions, Individuals

Community, Household, OVC

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2.0 Literature Review

The OVC Mapping Activity provides guidance on how data and geographic

mapping can be used to better support decision makers and program planners to

allocate resources effectively and efficiently. Decisions about OVC programs

should rely on robust and multi-faceted data. Better informed decisions can be

made when supported by the whole data infrastructure available for OVC

programs. One of the findings of the OVC Mapping Activity is the need to make

sure that OVC data to support OVC program decision making and OVC program

decision makers is available and being used for planning purposes. Measure

Evaluation, OVC Mapping Document.

• “… without information, things are done arbitrarily and one becomes

unsure of whether a policy or program will fail or succeed. If we allow

our policies to be guided by empirical facts and data, there will be a

noticeable change in the impact of what we do.” Director of Policy,

National Action Committee on AIDS, Nigeria

The Monitoring and Evaluation framework/plan for NSPPI2 identified three key

data sources for OVC data;

i. Routine programme data collected and transmitted from OVC programme

implementers (both government and non-government). Such data will

flow from district based databases, records and reports.

ii. Use of sector databases e.g. Health Management Information System

(HMIS), Education Management Information System (EMIS) and others.

iii. Survey data from research bodies like UBOS, UDHS, Universities etc

According to the Situation Analysis 2010 report, Children constitute about 57.4

percent of Uganda‟s total population of 30.7 million people (UNHS, 2009/2010).

This amount to an estimated 17.1 million children below the age of 18 years, of

whom 14 percent (2.43 million) have been orphaned, 45.6 percent (1,108,080) of

the orphans are due to HIV and AIDS and 105,000 children between the ages of

0-14 are HIV positive. Approximately 51 percent (8.1 million children) are either

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critically or moderately vulnerable, while 63 percent live with caregivers other

than their biological parents. Currently, at least one in every four households has

an orphan and 3 million children live below the poverty line.

Table 1: Regional Distribution of Vulnerable Children in Uganda (%)

Critically Vulnerable Moderately Vulnerable Generally Vulnerable

Total Vulnerability

Central 7.8 33.6 52.7 94.1

Eastern 7.5 45.5 43.8 96.8

North 9.3 53.6 35.9 98.8

Western 8.1 41.1 45.9 96.1

Average 8.1 42.9 45.1 96.1

Source: OVC Situational Analysis Report: MGLSD, 2010

The NSPPI2 identifies major causes of child vulnerability as poverty, armed

conflict, HIV and AIDS and other diseases.

2.1 District Profile

2.1.1 History & Location of Gomba district

Gomba district was curved out of Mpigi district in 2010. It is located in the

Central Region sometimes referred to as Buganda Region. It borders with

districts of Butambala in North East and East, Mityana in the North, Mubende in

the North West, Kalungu to the South and South West and Sembabule to the

West. The district headquarters is about 85 Km from Kampala, the capital city of

Uganda.

2.1.2 Population and Demographic characteristics

According to the 2012 UBOS Population projections, Gomba district has a total

population of 152,800 of whom 75,700(49.6%) are male and 77,100(50.4%) are

females. Its population density is 230 persons per Sq Km and it has an annual

growth rate of 1.43% per annum. In pastoral areas of Maddu sub-county the

density tends to show a decline. Gomba District covers an area of 1,541.13

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Square Km, which is about 0.07% of the country‟s size. Out of the total area,

218.9 Sq. Km is occupied by water and wetlands.

2.1.3 Administrative Units and Lower Local Governments

The District is made up of one county namely, Gomba. It has 4 rural sub-counties

and 1 urban council, that is, Kanoni Town Council. Gomba District has 37

parishes and 277 villages.

Table 2: Distribution of population per sub-county

Sub County

Number of Parishes

Number of villages

Total Population Children (42%)

Males Females Total

Kabulasoke 9 103 24,300 24,400 48,700 20,454

Kanoni TC 2 10 4,200 4,100 8,300 3,486

Kyegonza 10 44 16,700 17,000 33,700 14,154

Maddu 6 60 14,100 14,700 28,800 12,096

Mpenja 10 60 16,400 16,900 33,300 13,986

All 37 277 75,700 77,100 152,800 64,176

Source: Gomba district planning unit, 2012

.

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3.0 Problem Statement

3.1 Background to the problem

An assessment of the OVC monitoring system in Uganda conducted in April 2011

by the Institute for Development in Economics and Administration (IDEA)

International contracted by UNICEF headquarters in New York, using the OVC

Monitoring and Evaluation system Strengthening Tool (OVC MESST) observed

that a solid platform for building an effective OVC M&E system exists at the

Ministry, however, some areas that need improvement were noted to include:

development of human capacities, creating partnerships, routine OVC program

monitoring, surveys and surveillance, OVC databases and data dissemination and

use.

In 2009, USAID, the principal partner of the Ministry in the national OVC

response, put out a Request For Application (RFA) to strengthen OVC systems in

80 districts that existed by the FY 2008/09. In 2010, the SUNRISE project that

won the USAID RFA, started working in the 80 districts leaving out the 32 new

districts and 8 Municipalities that were created in 2010.

This has therefore left a service gap since new districts are disproportionately

lacking in capacity and resources to manage the OVC response at their level

including operationalizing the OVCMIS. The Ministry has embarked on efforts to

solicit funding assistance from different stakeholders to support the delivery of

OVC services in the 32 new districts including strengthening the OVC-MIS

system.

The new districts and municipalities left out in the SUNRISE OVC project are

lacking in the capacity to operationalize the web based OVC MIS that would

contribute to the effective coordination and management of the OVC response in

those districts in their current state. The staff levels are low at an average of 54%

according to the Ministry of Public Service.

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In September 2011, the fellows on this project carried out a quick survey in 32

new districts and 8 Municipalities and they found out that only 8 districts has no

access to the national electricity grid and that only 25% of CBSD staff has

computer application skills. On building partnerships, it was found out that all the

new districts and municipalities did not have updated CSO registers and had never

done any support supervision and coordination meetings for key OVC

stakeholders since coming into existence.

Analysis of the data from the OVCMIS shows that only 10 out of the 32 new

districts have submitted data at least once and even not on time or regularly.

Gomba is among the districts that have not reported. Support supervision reports

also indicate that the quality of submitted data is poor.

The Ministry planned to roll out the OVC MIS to all the 112 districts in the

country since 2009. Support for 80 districts was secured under the SUNRISE

OVC project. 32 Districts including Gomba did not receive any support to roll out

OVC MIS. In Gomba, staff lack the basic skills for OVCMIS data collection,

analysis and online reporting. The focal office does not have a printer for printing

data collection tools. There was no internet connectivity for online reporting.

Parishes are very large with many villages. CDOs have no motorcycles.

In view of the above problems and the time and budget allocated to this project,

Gomba district which is within easy reach of project implementers was selected to

act as a pilot district where success stories, good practices and challenges will be

documented and shared to inform implementation in the rest of the districts and

municipalities.

3.2 Justification/Rationale for the Project

This proposed project is in line with the Ministry‟s mandate of leading, managing,

coordinating, monitoring and evaluating of the national OVC response. Apart

from the financial support and training given to the fellows, the Ministry expects

expert advice from MakSPH-CDC fellowship program to support the

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operationalization of the OVC-MIS in Gomba district by training local

government staff in computer applications and supporting districts to carry out

service providers‟ and OVC mapping, support supervision and hold CSO

coordination meetings. At the end of the project, we expect regular and timely

reporting of quality OVC data to guide OVC planning and decision making.

The lessons learnt from this project will be replicated in the rest of the districts

and other municipalities where the SUNRISE project does not exist.

3.3 Conceptual framework

The implementation of this project will be based on the Measure Evaluation Data

Use Cycle. According to this cycle, data collection and use of data follows an

identified pattern. This pattern is known as the Data Use Cycle. According to this

pattern, there is an initial demand for data. Data are then collected and made

available to decision makers. Once the data is available, it will then be used to

inform decisions. As data is used for decisions, demand for more data will grow.

Figure 2: Data Use Cycle

Adopted from Measure Evaluation

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3.4 Project Objective

Overall Objective

To improve reporting and utilization of OVC data in new districts and

municipalities in order to lead, manage, coordinate, monitor and evaluate the

OVC responses

Specific Objectives:

i. To identify all OVC, their households and service providers in Gomba

district.

ii. To build the capacity of the district to collect, analyze, report and use

OVC MIS data.

iii. Strengthen OVC coordination in the district

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4.0 Methodology/Approach

The project was implemented in collaboration with Gomba district local

government administration staff. The process started with meetings to the district

management staff that include the CAO, district chairman, RDC, Secretary for

social services, district planner, DCDO, PSWO and sub county CDOs. The

district staff and CDOs were then oriented on the data tools to be used and they

were assigned the responsibility of training the VHTs on the data tools in their

respective sub counties. The project was largely implemented by VHTs who

collected data from their villages under supervision of the sub county CDOs who

were coordinated by the PSWO, planner and DCDO.

4.1 Project implementation

The project was be implemented in Gomba district from October 2011 to July

2012 and success stories, lessons learnt and challenges will be documented and

shared to inform successful rollout to the rest of the districts and municipalities.

The project will be implemented up to Village level.

The Ministry has a comprehensive National Strategic Program Plan of

Interventions (NSPPI-2) for OVC, M&E framework & M&E plan with indicator

and accompanying data collection tools & Standard operating procedures. The

project will therefore be implemented in-line with the Ministry strategies,

guidelines, laws and plans. This project is based on the framework given in

appendix.

4.2 Data collection

Data collection was conducted by the VHTs under the supervision of the sub

county CDOs, district planner, DCDO and PSWO. Each village was assigned one

VHT and given the necessary data collection materials and a moderate facilitation

for this exercise. The exercise started with orientation of district staff on the data

tools, this was followed by field pretesting. The CDOs were then given the

responsibility to orient the VHTs on the tools and oversee the whole process.

OVC identification was based on the UNICEF “Three factors OVC identification”

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that looks at orphans, children out of school and disabled, but other criteria

indicated in the OVC policy like child headed household, under care of elderly,

child mothers, child labourer poverty stricken and HIV positive children were also

considered. The VHTs were asked to identify households with children with these

characteristics and register them using the provided tools. The tools are attached

in appendix.

4.3 Data quality assurance

Data quality assurance was assured at all levels of data handling. The CDOs under

supervision of PSWO, DCDO, Planner and the fellows were facilitated to

supervise and support the data collectors to make sure that data is of quality. Five

households were selected from three sub counties and visited by the fellows and

the PSWO to verify the data collected. The PSWO, DCDO and planner went

through the data tools to check for data quality issues before data entry. Other

quality checks were enforced during designing of data entry screens. Data

cleaning was also done before data analysis.

4.4 Data Validation

This was done at different levels and the fellows also requested the district staff to

continuously carryout this exercise to ensure that the list generated reflects the

current changes on the ground. Because of limited resources, the fellows were

only able to validate data for ten households; four from Kanoni Town Council and

six from Kabulasoke Sub County. Of the ten households visited, two could not

account for four children on the list so the fellows decided to exclude them from

the list. There were some two cases of children who seemed to be outside the

required age range but this was because they could not ascertain their dates of

birth. Each CDO was asked to select at least five households per parish and

carryout physical validation of the data collected. During the dissemination, the

fellows also told encouraged the councillors to regularly get access to the data at

the district and validate it.

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4.5 Data entry and analysis

Data entry was done by CDOs using Ms Access under the supervision of the

Planner, PSWO and the fellows. Data was then exported SPSS and Excel for

analysis. Data analysis was jointly done by the fellows, district planner, PSWO

and DCDO.

4.6 Data dissemination

The project was climaxed with the dissemination workshop held at the district

Headquarters. The dissemination workshop participants included the CAO,

Chairman LC5; district councilors; sector heads; sub county CDOs; CSO

representatives; DOVCC members; religious leaders and other invited guests. In

total 40 stakeholders attended the dissemination workshop.

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5.0 Project findings and deliverables

5.1 Introduction

This section will be discussed in line with the three objectives as stipulated in the

project objectives. These are;

i. To strengthen the capacity of districts to coordinate and manage OVC

responses.

ii. To improve on the data quality and reporting of OVC data

iii. Build the capacity of staff/districts to analyze and utilize data

This section will therefore be discussed according to the two deliverables

mentioned above.

5.2 To identify all OVC, their households and service providers in

Gomba district

The key activities under this objective were to identify OVC mapping and service

provider mapping. The OVC service provider mapping aims at identifying all the

OVC in the districts up to their household. A database of all the OVC in the

district has been generated and will be managed by the community department.

Service providers will be required to liaise with the community department and

access the lists from where they can identify children to support. These lists will

also act as baseline OVC figures.

The OVC service provider mapping aims at identifying all the service providers in

the district so that they can be coordinated by the district for effective referral and

reporting. These service providers will be brought together on a quarterly basis to

plan together and share experiences. These quarterly meetings can be used as an

avenue for getting quarterly reports from the service providers instead of having

the district staff to have data collection as a separate activity. The list of service

providers will be included in the OVCMIS and will help to know who has

reported and who has not reported so that we can be able to make follow ups.

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5.2.1 OVC Mapping Results

The OVC mapping findings in this section will be presented up to the parish level

and according to three factors; orphan hood, out of school and disability. The

results will be disaggregated by gender, age and administrative units (district, Sub

County, parish and village). Ms Access database was developed and installed in

the community department to be updated and referred to. Lists of orphans, out of

school children and disabled children can be generated from the database. Box

files containing the data collected are also available in the community department

for future reference. The data is kept according to Sub County, parish, village and

household.

General Overview

This exercise identified 4,7751 OVC, 2,446(52.2%) males and 2,329(48.8%)

females from 1,797 households. This represents an average of 2.6 OVC per

household and represents 72% of the total children in the district. Of the total

OVC, 4,016 (84.1%) are orphans, 185 (3.9%) are disabled and 333(8.1%) of

children between 6-17 years are out of school3.

Table 3: Distribution of OVC by Sub County and sex.

Sub county Parishes

covered

Villages

covered

Males Females Total

Kabulasoke 7/9 63(61%) 919(49.9%) 921(50.1%) 1,840(38.5%)

Kanoni TC 2/2 9(90%) 209(51.4%) 198(48.6%) 407(8.5%)

Kyegonza 10/10 44(100%) 709(51.3%) 674(48.7%) 1,383(29.0%)

Maddu 5/6 28(46%) 462(54.7%) 382(45.3%) 844(17.7%)

Mpenja 2/10 11(18%) 147(48.8%) 154(51.2%) 301(6.3%)

All 26/37 155(56%) 2,446(51.2%) 2,329(48.8%) 4,775(100%)

1 This data from 25(67%) out 37 parishes and 155(56%) out of 277 villages

2 This percent represents data from only 155(56%) villages. It does not necessarily represent the

whole district percentage. The percentage of OVC for central region is 36% according to UNHS

09/10

3 These lists can be generated from the database at the community department

15

Figure 3: Distribution of OVC by Sub County and sex

Table 4: Distribution of OVC according to Orphan hood, Out of school and

Disability

Orphan hood Out of School

(6-17 Years)

Disability

Sub

County

Males Females Total Males Females Total Males Females Total

Kabulasoke 668 659 1,327 68 61 129 26 22 48

Kanoni TC 200 187

387 5 1

6 7 5

12

Kyegonza 678 636 1,314 69 52 121 43 48 91

Maddu 372 331 703 40 17 57 19 9 28

Mpenja 139 146 285 14 12 8 6 4 6

Gomba 2,057 1,959 4,016 194 139 333 99 86 185

Table 5: Relationship between orphanhood, Disability and School Attendance

Schooling Orphan Disabled

No Yes No Yes

No 91(17.2%) 242(6.8%) 291(7.4%) 42(26.6%)

Yes 437(82.8%) 3,295(93.2%) 3,616(92.6%) 116(73.4%)

Pearson chi2(1) = 65.9806

Pr = 0.000

Pearson chi2(1) = 73.9251

Pr = 0.000

16

The table 4 shows that both orphan hood and disability significantly affect school

attendance.

Figure 4: Percentage of Orphans hood, out of school and disabled to total OVC

Table 6: Vulnerability by age Groups

0-5 Year 6-14 Years 15-17 year Total

Sub

County

Mal

es

Fem

ales

All

Mal

es

Fem

ales

All

Mal

es

Fem

ales

All

Mal

es

Fem

ales

All

Kabulasoke 73 171 344 584 592 1,176 162 158 320 919 921 1,840

Kanoni TC 36 31 67 145 118 263 28 49 77 209 198 407

Kyegonza 70 65 135 500 498 998 139 111 250 709 674 1,383

Maddu 81 45 126 288 277 565 93 60 153 462 382 844

Mpenja 21 17 38 100 114 214 26 23 49 147 154 301

Gomba 381 329 710 1,617 1,599 3,216 448 401 849 2,446 2,329 4,775

17

Figure 5: Percentage of OVC by age groups

5.2.2 Map showing distribution of OVC by parish

Figure 6: Map showing distribution of OVC by parish

18

5.2.3 Service Provider Mapping Results

The service providers are classified under three categories;

(i) Schools and other training institutions

(ii) Health facilities

(iii)Civil Society Organisations (CSOs)

Schools and other training institutions

The Schools and other training institutions in the district are classified in table 1

Table 7: Distribution of Schools and other training institution

Sub county Primary schools Secondary schools Vocational

institutions

Tertiary

institutions

Gov‟t Private Gov‟t Private Gov‟t Private Gov‟t Private

Kabulasoke 25 2 3 1 0 0 1 0

Kanoni TC - - 1 1 0 0 0 0

Kyegonza 21 3 0 1 1 0 0 0

Maddu 19 1 1 0 0 0 0 0

Mpenja 24 2 1 1 0 0 0 0

All 89 8 6 4 1 0 1 0

Source: Gomba planning unit, June 2012

Health Facilities

The health facilities are classified as Hospitals, Health Center IVs (HC4s), Health

center IIIs (HC3s), Health Center IIs (HC2s), and Clinics

Table 8: Distribution of Health Facilities in the District

Sub county Hospitals Health

Center IVs

Health

Center IIIs

Health

Center IIs

Private

clinics

Kabulasoke 0 0 1 3

Kanoni TC 0 0 1

Kyegonza 0 0 2 3

Maddu 0 1 1 3

Mpenja 0 0 1 3

All 0 1 6 12

Source: Gomba district planning unit, June 2012

19

Table 9: Civil Society organizations

No. Organisation Type of

organisation

S/Cs of

operation

- Activities carried out

1 Maddu AIDS

support

organization

CBO Maddu

2 Gomba Para

legal

association

CBO Maddu … -

3 Mpenja AIDS

care and

counselling

Association

NGO Mpenja -

4 Mpenja Para

legal

Association

Mpenja -

5 Hope Again

Children

Network

Kabulasoke - Network of NGOs/CBOs

Implementing HIV/AIDS

- Prevention and Awareness

- Home based Care and mitigation

- Counselling and psycho support

6 Yamba

omwana olwa

ssegwanga

Kabulasoke -

7 Welfare

Ministry

Kabulasoke -

8 Lubaale Mpigi

Faith

Community

Project

Kabulasoke - Counselling and support for in

and out of school youths

- Coordination

- Awareness raising through drama

20

5.3 To build the capacity of the district to collect, analyze, report

and use OVC MIS data.

Under this objective, 8 staff (Planner, PSWO, DCDO and 5 sub county CDOs)

were trained in the support supervision guideline and OVC quality standards.

They were also trained on the newly developed Ministry data collection tools so

that they can also train service providers. We agreed with district management to

always have a separate budget for support supervision. CSO coordination

meetings were also identified as an avenue for reminding service providers about

OVC reporting and disseminating the information. The PSWO, Planner, DCDO

and 2 CDOs were trained on OVCMIS data entry and cleaning.

The community department was also provided with an internet modem by the

Ministry to facilitate online reporting.

Gomba district is among the districts getting facilitation from Mild May Uganda

and we agreed with the district management to give support supervision a priority.

9 Gomba AIDS

Support and

Counselling

Organisation

All awareness creation on

HIV/AIDS and STIs

counselling services

Home visiting

Capacity building

Advocacy & IGAs

Herbal medicine

10 Gomba Rural

Development

Association

Gomba

21

5.4 Strengthen OVC coordination in the district

The planner, DCDO and probation officer were trained on how to export data

from OVCMIS and how to carry out further analysis using Ms Excel like

generating graphs. They were also given basic training on Power point

presentation. It was agreed that data will always be analysed and presented to the

DOVCC, TPC and SOVCC meetings for sharing.

In collaboration with Mildmay Uganda, one DOVCC and 5 SOVCCs were setup

to discuss OVC issues. Mildmay Uganda is currently supporting these meetings.

5.5 Project Outcomes

This project was selected well knowing the challenges faced by newly created

districts in implementing OVC activities in the districts. These districts have no

knowledge of the number of OVC in their districts, the IT infrastructure is

generally poor and the staff lacks computer and other skills to manage the OVC

response. Through this project, we have demonstrated that it is possible to

strengthen the district systems even with little resources available. The district

now has the numbers to start with to plan for OVC. A database was also

developed and installed in the community department and can be updated and

managed by the district.

After discussing with UNICEF about our methodology, UNICEF has now

accepted to fund the remaining 31 new districts to carryout OVC identification

and registration. They also adopted our tools and database management system.

We will also play an important role in managing this process in these districts.

22

6.0 Lessons Learnt and Challenges

6.1 Lessons Learnt

The participatory approach used offered the district staff opportunity to actively

participate and implement most elements of the project. This approach built staff

capacities in data collection, entry and analysis. It increased ownership of the

project lessons since it was from their own findings. District staff who collected

the data and could explain very well that the data collection was purely for

planning purposes and not identifying children for immediate support. This

reduced a lot excitement in the community compared to what happed in other

district where similar exercise had been done by the Ministry. The project team

learnt that communities and local authorities are aware of the plight afflicting

vulnerable children but they are often over stretched and unable to intervene

without external support. The copies of OVC data lists available at sub counties

are accessible and useful to new projects targeting to support vulnerable children

/families. Sharing of project data at any stage of implementation can attract

attention and support. For the Gomba project UNICEF has already accepted to

provide funding for covering the remaining parishes and villages. Access to

Ministry resources like vehicles, computers, and printers consolidated the project

partnership between the host organization and MAKSPH/CDC.

6.2 Challenges Faced During Project Implementation

One of the biggest challenges faced was that Gomba district is big in size and

could not be covered with the resources available. That is why we could only 56%

of the villages were covered.

Another challenge was faced during data entry, Gomba district could only provide

one computer but also there was another challenge of load shading. We therefore

decided to transfer some data to Kampala to quicken the process. There was also a

challenge of communication. Despite having the modem, it was not easy to access

internet because of weak network in Gomba districts. We therefore depended on

telephone communication which is also not good in most of the villages

23

7.0 Conclusions and Recommendations

Our effort managed to cover only 155 (56%) of the villages, we recommend that

the exercise be extended to the remaining parishes and villages. Information about

the covered villages can be got from the CBSD.

CSO coordination is crucial for successful implementation of OVCMIS. They can

be used to distribute data forms, deliver reports and share results. We therefore

recommend that there should be at least one CSO coordination meeting per

quarter. CSOs are requested to work with the districts to facilitate these meetings.

Similar arrangements should be extended to sub county level for sharing Sub

county information.

Both Orphanhood and disability were found to significantly affect school

attendance. They should therefore considered as crucial factors while selecting the

beneficiaries

This seems to be a relatively cheap method of identifying OVC in the district. We

recommend that other districts use it for identifying OVC. The tools and database

used in the Gomba project can be adopted.

We also recommend that MaKSPH-CD fellowship program should consider

additional funding for such projects that are important yet expensive.

24

8.0 References Gomba District Development Plan 2010/2011 - 2014/2015, 2010

Measure Evaluation, OVC Mapping reference Document, 2011

Monitoring and Evaluation Framework and Plan for the National Strategic Programme

Plan of Interventions for OVC, 2012

National OVC Policy, MGLSD, 2004

National Strategic Programme Plan of Interventions for OVC 2011/12-2015/2016,

MGLSD, 2011

OVC Situation Analisis, MGLSD, 2010

25

9.0 Appendix

9.1 Project Causal Framework

Objectives Interventions/activities Outputs Outcomes Goal

1. To identify all

OVC, their

households and

service

providers in

Gomba district

2. To build the

capacity of the

district to

collect, analyze,

report and use

OVC MIS data

3. Strengthen

OVC

coordination in

the district

1.1 Facilitate districts to carryout OVC mapping exercise

1.2 Avail districts with relevant publications; laws, policies, guidelines and strategic plans

1.3 Develop an OVC database and produce a

CSO list

2.1 Provide districts with skills and resources to carryout support supervision for OVC activities

2.2 Orient districts staff and CSOs on data collection tools

2.3 Disseminate and train data staff on quality issues

2.4 Provide districts with enough supplies of data collection tools

2.5 Equip staff with data entry and cleaning skills

2.6 Orient and facilitate staff to carryout OVC mapping exercise

3.1 Form and Support DOVCC and SOVCC to meet

3.2 Facilitate districts to hold data dissemination workshops

3.3 Help district to publish OVC information

3.4 Hold CSO coordination meetings

-Updated CSO lists in place

-Relevant laws, policies, guidelines and strategic plans

available & Accessible.

- Two CSO meeting per quarter

-An updated OVC register in place

-8 staff oriented & facilitated to carryout support supervision & OVC data collection tools

-8 staff oriented on quality standards

- 600 copies of data collection tools given to districts

-4 staff trained in data entry and

cleaning skills

-OVC lists in place

-4 quarterly meetings per year

-One dissemination workshop per

quarter

-4 coordination meetings per year

Districts

able to coordinate

and

manage

OVC

responses

Improved

OVC data

collection

and reporting

A well-

coordinated

OVC

response

OV

C M

IS d

ata

utiliz

ed b

y d

istr

icts

to g

uid

e p

lann

ing f

or

OV

C inte

rven

tio

ns

26

9.2 Servicer Provider Registration form

MINISTRY GENDER LABOUR AND SOCIAL DEVELOPMENT

CSO REGISTRATION FORM

District ………………………….Name of CSO/Institution ………………………………….………………………

No. of sub Counties covered…….…… out of ………… Year of Reg………………. Reg. No. ………..………….

CSO identification. No……………..……… District of Registration..…………………..……….………………….

Type of organization ……………………….…………………… Website……………………….…………………

Contact person‟s name …………….……………………..………………… Title ………………………………….

Postal address …………………………………. Physical Location ……………….…………………………………

Email …………………………..………….…….. Tel: (mob) ……………………... Office …………………..….

Vision: …………………………………………………………………………………………………………………

…………………………………………………………………………………………………........................................

……………………………………………………………………………………………………………………………

Mission:

………………………………………………………………………………………………………………….……

…………………………………………………………………………………………………........................................

……………………………………………………………………………………………………………………………

Select Target Groups Covered:

� Orphans and orphans households

� Children affected by armed conflict

� Children abused or neglected

� Children in conflict with the law

� Children affected by HIV/AIDS or other diseases

� Children in need of alternative family care

� Children affected by disability

� Children in „hard-to-reach‟ areas

� Children living under the worst forms of labour

� Children living on the streets

Policies, laws and guidelines:

Oriented

Has a

copy

NOP:

NSPPI:

Children‟s Act

National Quality

Stand rds:

Child Labor Policy

CPAs covered: Prov d Referred

1. Economic Strengthening:

2. Food and Nutrition Security:

3. Health, water, sanitation & shelter:

4. Education:

5. Psychosocial Support & Basic care:

6. Child Protection & Legal Support

7. Legal, Policy & Institutional Framework:

Filled by: ……………. ………..Title ………..…Tel: ………… Sign ………………………

Verified by ………… ………… Title ……………..……………Sign………………….

27

9.3 OVC Identification and registration Form

District…………………………… Sub county …………………………….. Parish……………………. Village

…………………………………….

Interviewer‟s Name……………………………………… Date of interview …………………… Name of respondent……………………………..

House Hold #.................... Number of people living in this household………Males …… Females …..…Below 19 Years

Name of respondent …………………………………………… Sex …… Age………… Education level ………………..Occupation….. …………

House hold characteristics

# Name of the Child (Only Children below 19 years)

Relation with HH

Head

Year of

birth

Ag

e

Sex

(M

/F)

Ed

uca

tio

n

Lev

el4

Cu

rren

tly i

n

sch

oo

l (

Y/N

)

Orp

han

(Y/N

)

Orp

han

ty

pe5

Ty

pe(

s) o

f

Vu

lner

ab

ilit

y6 (en

ter

as

ma

ny)

An

y

dis

abil

ity

(Y/

N)

Ty

pe(

s) o

f

Dis

abil

ity

7

(en

ter

as

ma

ny)

Comments

1

2

3

4

4 1) Nursery 2) Primary 3) Secondary 4) Vocational 5) None 5 1) Lost Both parents 2) Lost father 3) Lost mother 6 1) Orphan (2) Disabled (3) Abused (4) In contact with law (5) HIV+ (6) In child headed family (7) Living on Street (8) Out of School (9) Poverty

stricken (10) Under elderly/disabled care giver (11) Other 4. 1) Crippled 2) Blind 3) Deaf 4) Dump 5) Albino 6) Other

28