Gender Equality- In Round 3, 30% (30) of CSSP approved projects were requested by specific women organizations or where women were the decision-makers. Preliminary effort to obtain data on the breakdown of beneficiaries show that most direct beneficiaries are women . Revised Workplan (next six months – July to December 2013) No. Activity Description [x -workshop; CfP-Call for Proposals; DL- deadline; Dec- decision; 1 Jul 2 Aug 3 Sept 4 Oct 5 Nov 6 Dec Comment 1 Programme Management Reporting (Special 6 monthly meeting) Rpt SC meeting planned for 5 August 2013 to approve 6 monthly report. 2 Implementation of MTR recommendations An implementation plan is under review by SC. Key recommendations have been incorporated as activities in the PE 3 workplan and budget (pilots, case study) 3 On-going processing of Cat 1, Cat 2, Cat 3 projects CSP Project Committees will need to be reminded to implement all projects within the contract deadlines. CSSP last payment current donor agreements – prior to March 2015. 4 ICCAI Project Implementation for water tanks Starts 1 August when SRCS contract is signed. CSSP/SRCS engaged in implementation as per schedule. Regularly meet to review progress & make changes. 54 villages served (94 CSSP applicants) will require weekly
engagement of CSSP & SRCS staff. 5 Tracer study Tracer study TOR are agreed in principle by SC. PM to finalize EIS/TOR & approve by SC. Announcements in the media in August 2013. 6 CSSP Office move to the NPF Building & Launch Launch Planned move and launch in August, engage media and, current applicants to inform them of the new location. 7 SUNGO Contract : Information & Liaison and Public Forums targeting CSOs – SUNGO contract. Mentoring & Support to NGOs contract SUNGO contract to be finalized and signed after SC review. SUNGO implements objectives of their strategic plan, gathers data, compiles results and provides information and liaison services to CSOs. SUNGO NGO Coordinator position coordinating with CSSP on advisory, training, mentoring to NGOs, implement NGO Assessment. 8 Design, pilot test PDM modified (Climate Change) TA TA provides training modules that can be incorporated into PDM training. 9 Design & pilot 5 NGO training modules. TA TA provides training modules that can be incorporated into NGO Assessment follow-up action plans.
10 Pilot Education Projects TA TA to work with 20 – 25 community organisations interested in applying for value added projects in education. Prepare to submit applications (non infrastructure) in the next CfP (November 2013). 11 Pilot Community Dev Projects TA TA to work with youth aged 20 – 25 and women’s community organisations interested in applying for value added projects in community development (income generation). 12 Pilot NGO advocacy TA TA to work with 5-6 NGOs on an advocacy in unique and creative ways to raise awareness. 13 Case Study on ICCAI Next reporting period (June 2014) – the case study will build on the tracer study data gathering. 14 Stakeholder Review – preparations and X Review planned for November 2013 15 Call for Research Proposals CfP DL 16 Cat 1 & Cat 2 Call for Proposals CfP DL May need to reduce contract period to 10 months to encourage approved applicants to
complete projects earlier. 17 Cat 2 Applications workshops Islands) – Secure & Select applicants xx Project Officers conduct 2 public awareness and respond to « walk-in » individuals or groups or by (100 people) 18 Tendered governance workshops xxxxx xxx xx Managing Organisations; Project Design and Management training. 19 Technical advice for applicants & on applications. Technical advice prior to and after approval of applicants on as needed basis. 20 Network with sectors to identify & assist on promising projects for funding, CBOs, and NGOs. CSSP engages with SUNGO, Sector partners, Development partners, Steering Committee members and other stakeholders. 21 Programme Visibility Production and installation of signage. Production and distribution (or airing) of other media promotional materials. SC/donor site visit 22 Government Audit Audit - Gov Preparation for Samoa Government audit –CSSP placed on the audit schedule planned for August 2013 23 CSSP PE 2 Closure – EU Audit Audit -EU Rpl PE 4 will be done in the next reporting period. Submitted by:______________________________________________ Gladys Alailima, Programme Manager Society Support Programme
PMU to Draft a TOR for a working group. Area of Risk Level Possible Reason for risk Risk Management Strategy Comment 3 Communications 3.1 Poor communications between Steering Committee and PMU Low Breakdown between SC Chair and PMU manager Regular meetings between SC Chair and manager SC Chair promptly advised of problems Regular PMU reporting to SC Chair and Programme Manager regularly use e-mail to keep updated and occasional face to face discussions when needed. 3.2 Poor communications between PMU and stakeholders Moderate Initially high for relocation of the CSSP office to NPF PMU failing to keep CSOs informed about applications process and applicants about progress with applications. Office relocation: The office relocation will be in August 2013. Expect people going to the Ah Mau office location. Develop set of communications standards covering Provision of information to CSOs Advising applicants (progress/responses to queries) Management of email systems to ensure reliability Office Relocation: Office opening with media invited 1 September. Signs posting of the new relocation at the Ah Mau Office. Regular announcements in media on the new location. Contact all current grantees to let them know of the change. CSSP process on applications has been recently updated to reflect changes and will be reviewed with staff. It includes a set of standards and procedures for communications to applicants. Applicants are advised through letters of their status. However, most want to know their status immediately and often do not pick up their letters even though they have been contacted several times. The procedure is after several calls their letter is filed with contact notes. 4 Transparent decision processes 4.1 Risk of bias by SC or PMU single major source of donor funding Moderate Personal contacts of SC/ PMU members, pressure exerted on SC or PMU members Fair & transparent selection processes Clear COI guidelines & Declaration of interest External systems performance Selection of assessors reflects high level of skills, expertise in different sectors, and impartiality. Prior to every Call for Proposals, all forms and guidelines are reviewed by PMU and SUNGO trainers, recommendations put to the SC for review and approval. Revisions are based upon prior experience. Assessors sign COI forms and declare
CSSP is conducting a preliminary scoping on HR concerns. 6.3 Staff fail to perform to standards required Low to Moderate Staff failing to meet expectation or performance management of staff not in place. HR management system in place Performance monitored by manager on regular basis Staff performance assessment has taken place for most staff and is continuing. 6.4 Lack of adequate support and accommodation to site Low Accommodation of adequate standard expected to be available Manager to be responsible for staff welfare Provision of suitable quality accommodation Financial policies have been reviewed and revised to ensure staff in the field have adequate accommodation and support. Staff have been informed. 6.5 Conflict of Interest Issues for staff Moderate will have contact with applicants with risk of obligation especially in a village setting COI policy for Protocols for dealing with applicants Support and assistance role to SUNGO CSSP has policies in place for gifts (giving and receiving). Applicants are discouraged from excessive gift giving at orientation sessions and prior to site visits. Normally they are requested to provide nothing or just a beverage. All gift funds ($) are politely returned to their donors. 6.6 Risk of excessive payments to contractors or for services, misappropriation of funds etc Moderate to high will be dealing with procurement of goods for projects with some office cash handling Establish acceptable practices for project management Cover through staff disciplinary policies Separation of duties in handling financial matters Procurement procedures are continually reviewed and revised as necessary. The Financial manager has met with suppliers to review procedures and expectations. At orientation sessions for approved applicants, the procurement procedures are reviewed. There is separation of duties for the management of funds. All emerging issues are discussed with staff and addressed. Feedback from auditors show good progress. Area of Risk Level Possible Reason for risk Risk Management Strategy Comment 7 Funds allocation and grants 7.1 Lack of sufficient quality applications from most Moderate Applicants may lack skills required to develop applications Early and effective promotion of the Fund in underserved vulnerable communities. This is aided by the fact that CSSP has now in place a SUNGO recently completed a tracer study and recommendations for their Project Design and Management Training. CSSP
vulnerable communities in Samoa vulnerability measure based upon census data for vulnerable villages. This measure will be updated with the Government poverty studies due in November 2013. Provision of awareness and training for applicants Opportunity for applicants to revise their applications Unsuccessful applicants to be referred to later rounds and SUNGO will need to continue to jointly review progress on the recommendations. CSSP to more specifically target underserved vulnerable communities in their next CFP. 7.2 Pooled fund reduces options open to applicants Low Two current funding sources now under one pool 1. New fund able to accept wide range of requests Increased overall funding likely 2. Information at PMU about other funding sources The pooled do not necessarily reduce options open to applicants since what can be funded is fairly diverse. However, what applicants are applying for is a fairly narrow range of projects. This list could be expanded with more promotional ideas. A planned stakeholder review is being planned for November 2013 and will engage CSOs in sharing project experiences and best practices including new innovative projects implemented in communities. 7.3 Risk of domination of CSSP fund by larger organizations Low Larger organizations have stronger skills and better access to resources Priority Category One to smaller organizations Assistance to emerging organizations when applying Not a problem. The approved projects are dominated by the smaller civil society organizations in villages. Much less so by NGOs or the larger organizations. 7.4 Reduced access due to higher level of applications Moderate Fewer alternate options to seek support Overall fund likely to increase over current levels CSSP is past the mid year of its funding agreements will need to be a review and a high level decision with donors on CSSP’s future directions. 7.5 Confidentiality of applications Low to Moderate Other applicants provided with details to applicant disadvantage Applicant information confidential to applicant, PMU and SC unless applicant agrees otherwise Cover in Code of Conduct for PMU SC and PMU do not discuss results of applications unless a final decision has been made. However, some applicants are sharing information among themselves separate from the PMU. Area of Risk Level Possible Reason for risk Risk Management Strategy Comment
end of the Programme cycle. NGOs to identify sustainability strategies as a part of project follow-up activities & roles for project beneficiaries, CSSP & stakeholders in promoting sustainability. EU – Rec 1 Strengthen links with GoS Ministries, invite to address public at future awareness workshops, work with MWCSD – STNs Rec No. 25 -Aus SC Declined (not accept recommendation) for an exposure visit for PMU Manager and one or two Steering Committee members to observe the functioning of similar civil society programs in other Pacific countries. VIII: COMPILED NGO ADVOCACY SURVEY 2013
NAME OF NGO ACTIVITY HOW MANY? DESCRIBE THE RESULT Goshen Trust Mental Health Services Consultation with National Health Board in regards to the MOU between Goshen and NHS. NGO Assessment Ongoing Several times The MOU when it is signed by all concerned will be a major milestone for the organization. An excellent example of advocacy. Very promising results that will further improve the systems of the organization. Manumalo Baptist School The old school serving as an emergency evacuation centre during the flooding caused by cyclone Evan in December and again in February 2013. Twice MOH condemned the buildings then CEO MESC agreed to relocate the school to Malifa. A letter of support from MESC approving the climate architectural design. PUMA also agreed in principle with the architectural design, and offered support for the preliminary Environmental Assessment. Nuanua o le Alofa Consultation with Board, staff and potential leaders within the organisation to re-think priorities in regards to the AusAid disability inclusive programme. One NOLA now recognized as the advocacy body for disability in the country to provide training on the Rights of Persons with Disabilities. Ole Siosiomaga Society current adaptation to climate change project through engagement of coastal communities in Moataa, Saleufi, Fugalei, Savalalo, Sogi, Mulinuu, Vaimoso, Vaitoloa, Pesega and Lepea. Ongoing There is now a solid and long-term sustainable partnership with the village communities. These communities have a strong sense of ownership now that they know who the donors are, why they want to help, how the activities address village concerns and understand where and how help can be obtained when needed. Animal Protection Society PABITRA Wrote to 20 different organisations to request collaborative activities. Letters promoted vision and mission of PABITRA (Samoa) Submitted article to INIINI upon request from them. Not clear of the results. Samoa Cancer Society Cancer prevention promotion held 27 – 31 May 2013. The USO Bike Ride for Cancer and Healthy Living. Involved a 7-man bike ride through Upolu and Savaii stopping at 12 villages to raise cancer awareness. MOH supported with funds for accommodation. MWCSD organized the villages. Awareness raising was provided on cancer risk factors by MOH. SCS provided awareness on cancer management etc. The Uso Bike Ride was published in WHO 5 days Great advocacy and awareness- raising about Cancer Risk Factors and Cancer management. Strong partnership development among SCS and MOH and MWCSD.