Activity 3: Strengthening management and financial systems Activity Description Targets/Outputs Q1 Q2 Q3 Financial management Streamline ledgers in the system and structure of the Tally system Train users in tally as needed to optimize use of its functionalities Establish and implement working guidelines for the credit policy in place Install the commission remuneration to the sales force to enforce the management of cash flow strategies Develop cost drivers and cost absorption strategies to show growth in capacity Recruit or appoint existing staff as credit controller in PF Management of the product streams as business portfolio to allow for commensurate remuneration of the performance while tracking the profitability of the products Staff producing all needed PF reports Sound financial management and reporting (both cash and inventory) regularly disseminated Debt management procedures in place Debt recovery up to 60% within the sales period Credit ceiling by aging analysis and debtor days Building Dollar bank balance for over sea supplies payment Renegotiate supplies payment terms Monthly stock counts and variance management Recruit a credit controller Product profitability tracking X X X Good relationships with customers and suppliers perceived resulting from accurate and timely statements Accurate and timely statements for customers and suppliers X X X Monthly statements will be issued Working Capital management Debt management procedures in place Debt recovery up to 80% within the sales period Credit ceiling by aging analysis and control Daily banking of cash and cash equivalent Selling and invoicing in US Dollars Building Dollar bank balance for overseas supplies payment Renegotiate supplies payment terms Monthly stock counts and variance management Debt management procedures in place Daily banking of cash and cash equivalent Monthly stock counts and variance management X X X Work in progress Activity Manager: Moses Kafeero Linkages: IT skills from UHMG HR/Admin; Systems audit by internal auditors/external auditors Finance and Investment Department/Product Facility Operations Activity 4: Sales and distribution Activity Description Targets/Outputs Q1 Q2 Q3 Market segmentation will be strengthened, where A customer relationship X X X
Jeanne Marie School promotion – competition within existing Aquasafe database - 150 schools 50 50 50 Major Outlet strengthening – 4 supermarkets 2 1 1 P.O.S Materials production and posters) P.R – World water day/week, Day of the African Child. 0 1 1 Sales (Sales (5,400,000 tablets) 1,800,000 1,800,000 1,800,000 Pilplanplus Paul Lemi Activity Q1 Q2 Q3 Mass media campaign (Radio 10, TV - 2, Outdoor 6, P.R – Print write ups) Use testimonies on radio and Print Radio, TV Radio, TV Regional and Facility based CMEs (1 per region and 20 facilities countrywide – 10 GLCs) 2 3 3 Detailing/merchandizing 2,880 2,880 2,880 Community mobilization/activations in partnership with programs - 1 1 1 Participation in FP related forums and conferences (6) 2 2 2 P.O.S Materials production (Posters, Pens, Prescription pads) Posters-5000, Aprons-500,ABS boards-1000 Provider pads-1000
BRAND ACTIVITIES/TARGETS/OUTPUTS Moonbeads Paul & Barbra Activity Q1 Q2 Q3 Training of FBOs & Institutions (2 targeting 100 institutions) 3 3 3 Provider training prioritizing GLCs - 50 20 15 15 Detailing/merchandizing 2,880 2,880 2,880 P.O.S Materials production (Brochures, ABS Boards, T-shirts) T-shirts 1000 ABS boards-200 Consumer Provider Linkages with MCH Team – community activations 1 1 1 Sales (3600 pieces + 2350 Long term methods) 1,984 1,983 1,983 BRAND ACTIVITIES/TARGETS/OUTPUTS Q1 Q2 Q3 Injectaplan Paul Lemi Mass media campaign Leading radio stations and community stations) - 8 Use testimonies to push Radio Radio Facility based CMEs – 20 & 10 GLCs 7 6 6 Detailing/merchandizing 2,880 2,880 2,880 Participation in FP related forums and conferences (6) 2 2 2 P.O.S Materials production (Provider and consumer brochures Posters, Prescription pads/pens T-shirts) Aprons-500 Prescription Provider
Consumer ABS boards-1000 Provider training at GLCs and other health facilities with Programs 15 15 Sales (2,800,000 cycles + 1,700,000 Long term methods) 1,500,000 1,500,000 1,500,000 BRAND ACTIVITIES/TARGETS/OUTPUTS Q1 Q2 Q3 Softsure Paul & Barbra Mass media (Mass media Radio stations – 8 ,P.R – print write ups in female magazines ) Radio - Radio Facility based CMEs & training at GLCs and large hospitals – 20 8 8 4 Participation in FP Related exhibitions/ forums and conferences 2 2 2 Detailing/merchandizing 3 3 2 Antenatal/maternity Hospital activations – 10 facilities and GLCs included. Hospital activations 5 Hospital activations 5 P.O.S Materials production (Consumer brochures, Posters, posters) T-shirts 500 Provider Brochures – 5000 Consumer brochures - 1000 Sales (72,000 cycles) 24,000 24,000 24,000 BRAND ACTIVITIES/TARGETS/OUTPUTS Q1 Q2 Q3 NewFem Mass media (Mass media Radio (6) , TV (1), P.R (3) – print write ups in magazines) Radio, TV, Print Radio, TV, Print Radio, print
Finalize reviews of the board operations manual and memarts in order to have final instruments of governance for the Board of Directors. Hire a Company Secretary. Have a clear project phase-out plan and exit strategy to gradually transition staff out of AFFORD II project with effect from March 2013, after the AFFORD Evaluation exercise. Hold change management/transition workshops to equip staff with resilience skills required to embrace change. In April 2012, initiate the development of the new 2014 - 2019 Strategic Plan to incorporate the business focus of the growing UHM, and ride on the gaps in Uganda’s health sector to expand the scope and breadth of UHMG’s health products and services delivery, as well as health sector consulting. This will also focus on strengthening the strategic business units that are the key to UHMG’s long-term sustainability, enhancing the UHMG staff’s technical and business development skills, and diversifying UHMG’s funding base to include other donors and partners. All activities described in this work plan are designed to contribute to the achievement of specific indicators and outputs supporting RO1 of the AFFORD II Apr 2011 – Sep 2013 Performance Monitoring Plan (PMP), SOB4 of UHMG’s 2010-2014 Performance Monitoring Plan (PMP), and activities outlined in the 2010-2014 Building Plan and the 2010-2013 Capacity Building Plan, all geared towards strengthening total quality management systems, improving performance management practices, strengthening data utilization processes, developing innovative program, product and service strategies, building business development systems, and strengthening financial management systems for UHMG’s sustainability. PERFORMANCE TABLE – FY13 Objectives Evidence of Achievement Activities October 2012 June 2013 Responsible person Qtr 1 Qtr 2 Qtr 3 1. Performance Management Establish a systematic performance management system for UHMG staff and Board All staff and operating units have documented KPI’s and KRA’s New performance tools in place and staff and board oriented on their use Monthly and Quarterly Revise job descriptions to include Key Result Areas (KRAs) and Key Performance Indicators (KPIs) Conduct timely quarterly and annual staff appraisals in relation to KRA’s and KPI’s Develop systems to recognize strong employee and unit performance and punish negative Director HR & Admin All supervisors Board Chairman
targets set and assessed for staff Timely performance appraisals done for both staff and board performance Annual board performance appraisals conducted by Founder Members Increase Institutional Sustainability of UHMG Percentage Staff positions in the organizational structure that are filled with qualified staff (AFFORD II PMP, IR 1.2.1) Carry out HR Capacity assessment to check positions staffed by employees meeting the job roles and required qualifications (person specifications Recruit qualified staff or rotate existing multi-skilled staff Train staff in technical areas to enhance skills Director HR & Admin Directors and Managers Proportion of staff with demonstrated capacity to manage a program and/or attract new business initiatives and opportunities (AFFORD II PMP, IR 1.2.2) Conduct regular reviews to assess achievement of set targets Assess staff ability to accomplish key management tasks, undertake new initiatives or create new business opportunities/prospects for the organization with minimal or no technical support Assess supervisors on mentorship and coaching skills Directors and Managers Increase Technical Capacity of UHMG Number of staff trained in their technical areas (AFFORD Identify and schedule short-term trainings to enhance technical skills (e.g. proposal writing, Directors and Managers
Social market condoms Julian Atim/Beatrice Adong Activity 4: Sexual and Other Behavioural Risk Prevention – Fisher Folk Reach fisher folk with IPC Julian Atim/Beatrice Adong Conduct HCT outreaches for Fisher folk J Julian Atim/Beatrice Adong Reach CSWs with IPC Julian Atim/Beatrice Adong Promote condoms Julian Atim/Beatrice Adong Activity 5: Sexual and Other Behavioural Risk Prevention – Married couples and discordant couples Conduct IPC activities on HIV prevention Julian Atim/Beatrice Adong Conduct CHCT outreaches Julian Atim/Beatrice Adong Integrate FP in HIV prevention among couples Julian Atim/Beatrice Adong Activity 7: Sexual and Other Behavioural Risk Prevention – Youth Conduct IPC activities on HIV prevention among youth Julian Atim/Beatrice Adong Carry out HCT outreach targeting youths. Julian Atim/Beatrice Adong Activity 8: Sexual and Other Behavioural Risk Prevention – BodaBoda Cyclists Carry out Interpersonal Communication activities among bodaboda cyclists Julian Atim/Beatrice Adong Conduct HCT outreaches for bodaboda Julian Atim/Beatrice Adong Condom sales Julian Atim/Beatrice Adong Activity 9: HIV Care & Positive prevention Services Provide PHAs with HIV care services Julian Atim/Beatrice Adong
Other Market Surveys Evelyn Activity MARKETING AND STRATEGIC INFORMATION Brands Pilplanplus Promotion Paul Lemi Injectaplan Promotion Paul Lemi Softsure Promotion Paul Lemi NewFem Promotion Paul Lemi MoonBeads Promotion Paul Lemi Restors - Zinkid Promotion Esther Cotramox Promotion Esther Condom "O" Promotion Jeanne Protector Promotion Jeanne AquaSafe Promotion Jeanne IUDs and Implants promotion Paul Lemi CORPORATE AND EXTERNAL RELATIONS Donor Health Marketing Conferences Evelyn Health fair /Community activations with private sector Evelyn Printing and distribution of PR Corporate kit Evelyn Brochures Evelyn Annual Reports Evelyn UHMG Documentary Evelyn Fact sheets Evelyn UHMG Folders Evelyn Calendars Evelyn Diaries Evelyn Promotional Tee-Shirts Evelyn Pull-up banners Evelyn Pens Evelyn Bags Evelyn Caps Evelyn Publication of best practices to be Evelyn
proposal writing, strategic financial management, budgeting, debt management, inventory management, risk management, sales and customer care, fund raising, etc) 2. PRODUCT FACILITY SALES PERFORMANCE FY12 AND SALES TARGETS FY13 UHMG BRANDS – FY11-FY12 SALES AND FY13 TARGETS Products 2010/2011 2011/2012 2012/13 2012/13 2012/13 Actual Quantity Actual Quantity Targets Qty - AFFORD Targets Qty - DFID Targets Total Sales Condom O 1,033,360 1,283,703 1,500,000 1,500,000 Protector 6,291,270 15,237,492 16,000,000 6,250,000 22,250,000 Aquasafe 4,903,040 3,270,720 5,400,000 5,400,000 RestORS 1,340,550 770,945 2,000,000 2,000,000 Zinkid 5,299,858 7,990,300 10,000,000 10,000,000 Cotramox 6,867,450 8,775,360 7,900,000 7,900,000 PilplanPlus 405,253 2,123,190 1,600,000 950,000 2,550,000 Injectaplan 2,021,653 1,640,980 2,800,000 1,700,000 4,500,000 Softsure 31,000 33,980 72,000 72,000 Newfem 15,880 40,000 40,000 Moonbeads 2,255 3,435 3,600 2,350 5,950 IUD 4,351 1,286 1,286 Implants 703 2,286 2,286
3. UHMG INTERNATIONAL TRAVEL PLAN – FY13 Course/Trip Country and duration of course/trip Person(s) proposed Proposed dates of travel Budgeted costs Reason JHU∙CCP Leadership Meeting USA/Baltimore Managing Director and Director Finance and Investment June 2013 Air fare - $ 3,990 Visas - $ 210 Travel Insurance - $ 350 Per-diem- $ 3,500 M&IE - $ 2,100 Accommodation - $ 4,200 Total- $ 7,250 The MD and DF&I will attend the JHU∙CCP Leadership Meeting in Baltimore. This will enhance their leadership and management skills, and will mentor other directors and staff for enhancing UHMG’s sustainability. 4. JHU∙CCP INTERNATIONAL TRAVEL PLAN – FY13 Traveler # Trips Airfare Total Duration Proposed Dates Total Per Diem Total Cost US$ Purpose Research Specialist 1 3,750 14 Oct-2012 4,340 8,090 PrincipaIInvestigator (PI) oversight on Health Behv and Comm survey to comply with JHU IRB requirements and assist with AFFORD results analysis JHU Senior Leadership- Glass, Bill 2 7,500 28 Dec-2012 Sep-2013 8,680 9,430 Oversight on ensuring UHMG capacity sustainability with leadership and BOD; AFFORD end of project presentation activities Heck, Judy 1 3,750 14 TBD 4,340 8,090 Assist with end of project activities and reports Hess, Ron 1 3,750 8 Jun-2013 1,720 5,478 Attend CCP bi-annual leadership meeting in Baltimore Research Specialist – Esther Kaggwa (Local transport only) 1 250 14 Dec-2012 3024 3024 Conduct intensive data analysis of BCC Wave 1 Survey in Baltimore 5. UHMG EQUIPMENT PURCHASE – FY13 Equipment Cost Reason Walk-Through Metal Security Detectors $12,000 For the upper and lower gates to strengthen security surveillance Solar Lighting Equipment $15,000 One-off cost for set of equipment to minimize generator usage and related expenses (fuel and maintenance) Wireless access point $1,200 Provide wireless access within UHMG building to UHMG LAN