1

Facilitators Meeting

Venue: YMCA, New Delhi.

Dates: 20th

to 21st January 2014

2

Minutes of the Facilitators Meeting - YMCA, New Delhi.

(20th

& 21st January 2014)

Background

CHAI conducted national consultation meeting on strategic planning at CHAI in December

2013. During this meeting it was decided to take the strategic planning process to regional

level to implement the strategic plan. To take this process further a facilitators’ meeting was

held, on 20th

and 21st January 2014, at YMCA, New Delhi. A total of 15 people participated

in the meeting. The objective of the meeting was to identify at least two per region to

facilitate strategic planning meetings at regional level and equip them with all the skills and

knowledge necessary to facilitate the meetings.

Agenda

(20th

& 21st Jan. 2014)

Objective: To equip the participants with all the information required to facilitate strategic

planning meetings at regional level. Time Particulars Responsible Person

Day 1: 20 January 2012

10:00 am – 10:15 am Registration

10:15 am – 10:30 am Prayer

10: 30 am – 11:15 am Expected Outcomes of Strategic

Planning

Rev. Dr. Tomi Thomas, Director

General, CHAI

Tea Break: 11:30 am – 11:45 am

11:15 am – 12:15 pm

Clinical Establishment Act 2010:

Statutory Requirements

Ms. Anuvindha, Executive

Director, CCHI

12:15 pm – 01:30 pm NRHM & NUHM: Future Trends in

Public Health

Rev. Dr. Mathew Abraham,

Secretary, Health Commission,

CBCI

Lunch : 01:30 pm to 02:30 pm

02:30 pm – 03:30 pm Advocacy in the Context of

Strategic Plan

Fr. Mathew Perumpil

Tea Break: 03:30 pm – 03:45 pm

03: 45 pm – 04:45 pm Evolving models of Christian health

care delivery

Rev. Dr. Mathew Abraham

Day 2: 21 January 2012

9:00 am - 11:30 am Skills for a Facilitator Mr. Dony Peter Tea Break: 11:30 am -11:45 am

11:45 am – 01:00 pm Generating a Regional Plan on a

Participatory basis

Lunch : 01:00 pm to 02:00 pm

02:00 pm – 04:00 pm

Reporting format for regional level

consultations

Facilitators for Regional level

consultations

Regional level consultation schedule Diocesan consultation format Facilitators for strategic planning

meeting at diocesan level.

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Day 1: 20th

January 2012

1. Opening Session

The consultation process was opened with the invocation of Lord’s blessings, led by Sr.

Mabel Dhar.

In the absence of Rev. Dr. Tomi Thomas, Director General of CHAI, Rev. Dr. Mathew

Abraham, Secretary, CBCI Health Commission, welcomed the participants to the workshop.

2. “Clinical Establishment Act 2010: Statutory Requirements” by Ms. Anuvinda,

Executive Director, CCHI

Almost two years after it was passed by Parliament, the Clinical Establishments

(Registration and Regulation) Act, 2010, the Act has been notified by the Union

Government on 28th

February 2012. So far, by March 2012, the Act has come into

force in the States of Arunachal Pradesh, Himachal Pradesh, Mizoram, Sikkim and all

Union Territories.

The Ministry has notified the National Council for Clinical Establishments and the

Clinical Establishments (Central Government) Rules, 2012 under this Act on 19th

March, 2012 and 23rd May, 2012 respectively.

The states of Uttar Pradesh, Rajasthan and Jharkhand have adopted the Act under

clause (1) of article 252 of the Constitution. Andhra Pradesh, Maharashtra, Manipur,

Delhi, Madhya Pradesh, Nagaland, Odhisa, Punjab and West Bengal are the states

which already have a state specific Act and needs to adopt this Act. Chhattisgarh has

implemented the act and has asked all the clinical establishments to register.

The Act makes it mandatory for all clinical establishments to provide medical care

and treatment necessary to stabilise any individual who comes or is brought to the

clinical establishment.

It provides for mandatory registration of all clinical establishments, including

diagnostic centres and single-doctor clinics across all recognised systems of medicine

both in the public and private sector except those run by the Defence forces. The

registering authority can impose fines for non-compliance, and if a clinical

establishment fails to pay the same, it would be recovered as an arrear of land

revenue. In case of penalty, the Director, Secretary, Officer or Manager of the

establishment would be liable.

It will facilitate policy formulation, resource allocation and determine standards of

treatment, in addition to helping create an accurate database of such facilities

available in the country.

The Act will lay down Standard Treatment Guidelines for common disease

conditions, for which a Core Committee of Experts has been formed.

Way Forward

To address the anomalies the Clinical Establishments (Registration and Regulation)

Act, MIs has been recommended to form the State level CCH. The CCH team is

responsible to identify the inconsistencies or irrational requirements of the Act,

pertaining to the respective States.

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As registration is a must, all the clinical facilities have been advised to register. As

part of the strategy, a three-way approach is suggested:

1. To identify and network with health facilities of other Christian denominations

and form a strong closely-knit network.

2. To take legal approach and lobby for the required amendments

3. To take Human Rights approach, and advocate Health as a Fundamental Right,

whereby each individual is entitled to basic health services

Ms. Anuvinda suggested that All Member Institutions (MIs) of CHAI to submit the

registration by registered post instead of submitting by hand or online.

3. “NRHM & NUHM: Future Trends in Public Health,” by Rev. Dr. Mathew Abraham

After having summarized the outcomes and gaps of 11th

five year plan, Rev. Dr.

Mathew explained the priority services, instruments for service delivery and main

outcome indicators of 12th

Plan.

He then proceeded to present National Rural Health Mission (NRHM) & National

Urban Health Mission (NUHM) under National Health Mission (NHM).

The presentation detailed on the objectives, core Strategies, plan of action especially

at community level, against the institutional set up and main approaches, centrally

sponsored disease control programmes under and independent of NRHM.

Within the context of NRHM, Rev. Dr. Mathew elaborated on the goal, high focus

areas, coverage, three-tier institutional set up and referral linkages under NUHM, with

a special mention on School Health programme.

He concluded the presentation exploring the possibilities of GO-NGO partnership

based on “Operational Guidelines: NRHM – NGO Partnership in the 12th

Five Year

Plan.” Available at: http://nrhm.gov.in/images/pdf/nrhm-

updates/guidelines_for_ngo_involvement_nrhm.pdf

4. “Advocacy in the Context of Strategic Plan,” by Rev. Fr. Mathew Perumpil

Fr. Mathew Perumpil, in his presentation, elaborated on what advocacy means and the

process and stages in advocacy. Fr. Mathew discussed about advocacy strategic planning

model and key steps for strategy formulation:

1. Identification and analysis of advocacy issues

2. Identification and analysis of stakeholders

3. Formulation of measurable objectives

4. Developing core advocacy messages

5. Developing the strategy (approaches, techniques, messages and materials)

6. Developing advocacy action plan

7. Developing monitoring and evaluation plan.

He concluded the presentation by emphasizing on the need for advocacy at National,

Regional and District level and highlighted the importance of MIs role in advocacy at district

level by building strong relationship with local officials and bureaucrats.

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5. “Expected Outcomes of Strategic Planning,” by Rev. Dr. Tomi Thomas

After making a brief introduction of CHAI, Rev. Dr. Tomi elaborated on the Goal and

Expected Outcomes of the Strategic Planning Process. Against each Expected Outcome, he

also proposed some Activities, to provide direction during Regional and Diocesan level

consultations. He also suggested what would the MIs, Diocesan Units, Regional Units (RU),

and Central Office look like after realising the envisaged Outcomes, contributing towards

overall Goal of Strategic Planning Process.

The matrix below enumerates the minimum Expected Results and Activities that the

participants/Regional Facilitators have agreed upon:

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CHAI SPP PHASE 1

Expected Outcomes

Proposed Activities

Regional Units Diocesan units

Laying the

Foundation

1.Formation and

strengthening of Diocesan

Units (DU)* as a strong

united network in all the

167 dioceses

*The DU should be a

forum where all the

administrators / directors /

in-charges of all the

hospitals / health centres of

that particular Diocese to

come together on a regular

basis.

Formation of DU in every diocese

Starts function in 6 months

2. collaboration with the

government and other

agencies; target the funds

from State governments.

Set up a team to study, mobilize

govt programs

Create an advocacy Team

Data collection and transmission

system

Relationship building with the

State officials

Relationship building at the district

level with the officials

Building on the Foundation 3. Ongoing mechanisms to

practice and promote

Humanized, Affordable,

Rational, Compassionate

and Quality Care

CHAI Standards for MIs

Train and facilitate MIs to

comply with institutional and

quality requirements.

CHAI Evaluation

Central Purchase Scheme (CSP)

Establish Ethical Committees in each

MI

The big MIs to build and maintain

appropriate professional systems for

Management (for e.g. MIS, HR,

Finance, Procurement, complying with

statutory requirements, branding and

promotion, etc.) with the assistance of

the Technical Experts.

4. Ongoing mechanism to

practice and promote

Caring of the Caregivers

MIs to ensure safe and just

working conditions for the

caregivers/employees, including

welfare measures

Provide opportunities to

understand sickness and

suffering, and facilitate them to

experience emotional and

spiritual healing

Provide opportunities for them to

upgrade their skills or acquire

new skills as part of task shifting

DU to develop a grievance redressal

unit

5. Ongoing mechanism to

facilitate spiritual

assistance to everyone who

is being cared in our MIs,

with utmost respect to their

faith.

Training of personnel to maintain

such units

DU to develop a resource pool of

experts of priests, nuns and laity for

pastoral care in health

Establish Pastoral Care Units in all MIs

DU resource pool to train and sustain

members of MIs for the purpose

Spiritual care units in all MIs

6. Ongoing mechanisms to

practice and promote Identify schools in the region and

promote CHAI Children’s Health

Initiate/strengthen activities of health

promotion for children/adolescents,

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6. Points from Other Discussions:

The goal for strategic planning process is to strengthen the MIs and Diocesan units.

As CHAI is a membership based organization, both its MIs as well as the Central

office have to be strong in structure and effective in functioning. Towards realizing it:

Strengthen MIs, Diocesan units have to be established and strengthened.

Understand and stipulate the structure, role and responsibilities/functioning of

diocesan units.

Involve the Diocesan Units in Strategic Planning Process

Make the members of MIs the structure, role and functioning of CHAI on the

whole/Central/National level, with Regional President/Director to make a

presentation on the structure, role and functioning of Regional Units of CHAI

Regional and Diocesan facilitators to undertake SOAR analysis

Some of the participants suggested having more strategic planning meetings for

some regions.

disease prevention, health

promotion, disability

limitation, Rehabilitation,

and positive and healthy

living

Club. such as, school health clubs, parish

health clubs, family health, life skills

education, etc.

Promote the practice of

‘Alternative and Complementary

Systems of Medicine’ (ACSM)

Initiate Community Outreach

programmes

7. A strong united closely-

knit Christian Health Care

Network

RU to establish collaboration with

other Christian health networks

(CMAI, EHA etc.)

Establish CCHI unit

Establish coordinating mechanism

comprised of Bishop, superiors of

the religious congregations, heads of

the major hospitals, representatives

of diocesan pastoral council, etc.

Strengthen networking with other

Christian health networks

Identify areas of collaboration

among the Christian health care

facilities

·

8. New opportunities in

Health Care

Focus on Mental Health, Geriatric

Care, etc.

Capacity building (Diocesan

level)

Focus on Mental Health, Geriatric

Care, etc.

Strengthening of palliative care, Urban

slum/street dwellers, migrant labourers,

etc.

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Day 2: 21 January 201

7. “Skills for a Facilitator,” by Mr. Dony Peter Chacko

Mr. Dony Peter Chacko presented patterns of facilitation to help the facilitators to

understand, expect and what to/not to do as facilitators. The role of a facilitator in a group is

to make things easy. It involves planning, supporting, organizing and setting or supporting

rules and goals within such group.

Various interventions, such as, facilitators four steps (interrupt, ask, redirect & commit),

AMPP (Ask, Mirror, Paraphrase and Prime) and Role Reversal were discussed to lead a

group discussion successfully.

Tips

Facilitator should be neutral

Facilitator should encourage people to ask questions

In a group discussion it is important to identify a Guide who can guide the group

members during discussions. (A guide is a person who knows what and how to do)

If there is a large group, divided the groups into sub groups for group discussions.

Remember, people bring issues which are important for them but not for the group.

Facilitators cannot ignore them; the only solution is to have group discussions in

smaller groups.

8. “SOAR Analysis,” by Mr. Dony Peter Chacko

SOAR (Strengths, Opportunities, Aspirations and Results) analysis is a strategic

planning tool that focuses an organization on its current strengths and vision of the

future for developing its strategic goals.

SOAR engages all levels and functional areas of an organization, while SWOT

(Strengths, Weaknesses, Opportunities and Threats) is typically a top-down approach.

SOAR focuses on the organization and enhancing what is currently done well, unlike

SWOT concentrating on perceived threats and/or weaknesses.

When conducting a SOAR analysis, the basic questions to be answered are: 1. What are our greatest strengths?

2. What are our best opportunities?

3. What is our preferred future?

4. What are the measurable results that will tell us we’ve achieved that vision of the

future?

To familiarise the participants with SOAR analysis, a group exercise was done,

dividing the participants into 3 groups. Each group was given an issue and was asked

to do a SOAR analysis.

SOAR analysis is time bound. Allocate at least 2hours for SOAR Analysis. Last 15

minutes should be allocated for the presentation on the outcomes of SOAR Analysis.

9. Points from Other Discussions:

To encourage the participants to work together, a ‘List of Take-Away’ for the regions

was proposed:

Central Purchasing Unit to save money for smaller MIs as well as bigger MIs

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Referral System to share human resources, for instance, Holy Cross system

model

CHAI Insurance Scheme for CHAI staff and the Pastoral

Legal Aid Cell with trusted lawyers to resolve legal issues faced by MIs,

paying the required consultation fee

Regional Units’ Board members should brief the Bishops about the issues of that

particular region and take their opinions

Every Diocese to have a Diocesan CHAI Unit (DCU), and explore measurers to

strengthen the same; also, DCU could be the forum to discuss and resolve internal

issues, for instance, working relationship. DCU could be involved in the advocacy at

district level to help MIs in solving the district/regional level issues.

Regions to plan for Diocesan level meetings, lasting two and half days. At least 2

persons need to be identified to facilitate Diocesan level meetings. The diocesan level

facilitators need to be trained on facilitation skills.

10. Immediate Action Plan

The facilitators for the regional level meetings were identified. (see Annexure 1 for

complete details about the regional strategic meeting schedule and facilitators for the

regions)

It was suggested to involve the State TB Project Coordinators (STPC) and the

respective teams of CBCI-CARD program in Strategic Planning Process.

Accordingly, STPCs were intimated about the Regional level strategic planning

meetings. The local STPC team members will be presenting on future trends in public

health, in the context of NRHM & NUHM, at regional level (see Annexure 1)

Agenda of the Regional Strategic Planning meetings was discussed and finalised (see

Annexure 2)

A reporting format for the facilitators was finalized (see Annexure 3)

Respective Regional Unit has to identify a person to draft minutes of Strategic

Planning meeting at Regional level and the Final Report is to be drafted by the

facilitators.

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Annexure 1:

REGIONAL CONSULTATIONS ON STRATEGIC PLANNING PROCESS

(Proposed Dates, Venue and Contact Details of Key Persons)

Name of

the region

Facilitators Date of regional

meeting

Venue Regional Unit Contact

Person & Details

Facilitators Contact

Details

RUPCHA Sr. Sunita Antony & Mr. Sebastian,

Dr. Girish, Mr.

Ankur, Dr. Khandelwal

Feb 3rd – 5th

Regional Strategic Planning

Meeting: 3rd-4th Feb.

RNTCP Meeting: 05th Feb

Navindha, Delhi

Mr. Sebastian E-

mail mail@rupcha.org,rupchadelh

i@vsnl.net Tel: 9810230307

Mr. Sebastian-9810230307

Sr. Sunita Anthony-

9829506740 Dr. Girish- 8974001217

CHAT Sr. Prabha & Fr.

Mathew, Dr. Suma, Dr. Bala

Subramanyam

Feb 06th -08th

RNTCP Meeting: 06th Feb Regional Strategic Planning

Meeting: 7th -8th Feb.

Trichy, TMSSS Sr. Anbarasi

Email: anbupbvm@yahoo.co.in Tel: 9486 873860

Sr. Prabha 9650081945

Fr. Mathew 8185895317

OCHA Sr. Prabha & Anuvinda, Ms.

Chinmayee

Feb 14th – 16th RNTCP Meeting: 14th Feb

Regional Strategic Planning

Meeting: 15th -16th Feb.

PURI Sr. Gemma Barla FC Email: gembarla@gmail.com

Tel: 9437 80 5118

Sr. Prabha 9650081945 Ms. Anuvinda

9899097815

CHAAP Dr. Suresh & Vikas, Dr.

Gautham

Feb 21st – 23rd

RNTCP Meeting: 21st Feb

Regional Strategic Planning

Meeting: 22nd -23rd Feb.

Vijaywada Sr. Brigit Email:brigitthekkemukalal@gmail

.com, chaap2011@gmail.com

Tel: 08332036332

Dr. Suresh 9701339339 Mr. Vikas 9581259424

NECHA Fr. Arputham &

Sr. Mabel ,

Adhikari, Malthi

March 7th – 9th

RNTCP Meeting: 7th March

Regional Strategic Planning Meeting: 8th – 9th March.

Guwahati Fr Paul Thettayil,

E -

mail:directornecha@rediffmail.com, nechaoffice@sancharnet.in,

frthetta@gmail.com

Tel: 9435531260

Fr. Arputham

8185895317

Sr. Mabel 9402182597

CHAMP Sr. Caroline &

Anuvinda, Dr.

Gargi,

Mar 11th – 13th

Regional Strategic Planning

Meeting: 11th – 12th March. RNTCP Meeting: 13th

March

Bhopal Fr Augustine Marottikudy,

E-mail: secmpsss@gmail.com,

director@mpsss.org, augustinmst@gmail.com

Tel: 9425013223

Sr. Caroline 9425254361

Ms. Anuvinda

9899097815

CHAKE Fr. James Culas &

Mr. Doni Peter Chacko, Dr.

Joseph

March 12th-14th

Regional Strategic Planning Meeting: 12th – 13th March.

RNTCP Meeting: 14th

March

POC Kochi Fr. Sunil Paul Chiriankandath,

Email: chiriyans@gmail.com Tel: 9142052400

Fr. James Culas

9496102251 Mr. Doni Peter Chacko

9900191793

CHAKA Fr. Mathew &, Mr.

Doni Peter Chacko

Dr. Sowmya

Mar 17th – 19th

Regional Strategic Planning

Meeting: 17th – 18th March. RNTCP Meeting: 19th

March

Bengaluru Fr. Santhosh Dias,

Email:frsanthosh69@rediffmail.c

om Tel: 9448109594

Fr. Mathew 8185895317

Mr. Doni Peter Chacko

9900191793

WEBCHA Sr. Mabel & Fr.

Arputham, Dr. Krishna Sharada

Mar 17h – 19th

Regional Strategic Planning Meeting: 17th – 18th March.

RNTCP Meeting: 19th

March

Matigara

Pastrol Centre, Darjeeling

Sr. Deena,

E-mail: deenavjscn@gmail.com Tel: 09800140537

Fr. Arputham

8185895317 Sr. Mabel 9402182597

Western

Region

Dr. Suresh & Sr.

Sunita Anthony,

Dr. Khan

Date not confirmed. CNGI Hope

Centre,

Mumbai

Sr. Sabina,

Email: sabenassps@yahoo.co.in

Tel: 09769353967

Dr. Suresh 9701339339

Sr. Sunita Anthony-

9829506740

CHABIJ Not Confirmed. August. Bishop House,

Hazaribagh

Sr. Rosetta,

Email: chabij09@gmail.com

Tel: 9835125707

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Annexure 2:

Regional Agenda

Objective: ..... Time Particulars Responsible Person

Day 1:

10:00 am – 10:15 am Registration

10:15 am – 10:20 am Prayer

10: 20 am – 11:00 am Presentation of Region & Expected outcomes of

Strategic planning

Regional President

11:00 am -11:15 am CHAI Facilitator

Tea Break: 11:15 am – 11:30 am

11:35 am – 12:15 pm

Advocacy, CEA, & CCHI Facilitator

12:15 pm – 01:30 pm Future Trends in Public Health (NRHM & NUHM) Regional STPC

Lunch : 01:30 pm to 02:30 pm

02:30 pm – 03:30 pm SOAR Analysis Facilitator

Tea Break: 03:30 pm – 03:45 pm

03: 45 pm – 04:45 pm SOAR Analysis Facilitator

Day 2:

9:00 am - 11:30 am SOAR Analysis Facilitator

Tea Break: 11:30 am -11:45 am

11:45 am – 01:00 pm Diocesan Plans Facilitator

Lunch : 01:00 pm to 02:00 pm

04:00 pm Valedictory

Annexure 3:

Reporting Format of Regional Meetings

1. Total number of participants:

2. Objectives of the meeting:

3. Regional Plan (attach a copy of the Regional plan)

4. Diocesan Meeting Plan (see below the template for “requirements for generating

Diocesan Plan)

Name of the

Diocese

Date of

meeting

Venue List of participants Key issue/Felt Need

Bishop

Major Superiors

Major Hospital Administrators

Major Health Facilities, etc

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Annexure 4:

Participants List

Facilitators Meeting (20th

& 21th

Jan. 2014) SI.

No

.

Name Organization Designation Mobile No. E-mail Address

1 Sr. Mabel Dhar CHAI Board Joint Secretary

9402182597 mabelvsdb@gmail.com

2 Fr. Mathew

Perumpil

CHAI Board Councillor 9448058060 mperumpil@yahoo.com

3 Rev. Dr. Tomi

Thomas

CHAI Board CHAI Director

General

7799601224 directorgeneral@chai-

india.org

4 Rev. Dr. Arputham CHAI Project

Manager

8185895317 frarputham@chai-india.org

5 Rev. Dr. Mathew

Abraham

CBCI Health

Secretary

9717701237 mathewcssr@gmail.com

6 Sr. Prabha Varghese CBCI-CARD Executive

Director

9650081945 prabhav@cbcihealth.org

7 Ms. Anuvinda

Varkey

CCHI Executive

Director

9899097815 anuvindav@gmail.com

8 Sr. Sunitha Antony National Board

Member

CNGI 9829506740 holycrosskunkuri@yahoo.c

o.in

9 Mr. Dony Peter

Chacko

JYDN donypeter@gmail.com

10 Mr. Sebastian RUPCHA Director 9810230307 mail@rupcha.org

rupchadelhi@vsnl.net

11 Fr. James Culas Director 9496102251 mjamesculas@gmail.com

12 Sr. Carloine Joseph Holy Cross

College of Nursing

Principal 9425254361 holycrosscona@hotmail.com

13 Rosetta. T HR Consultant 9999979711 officeofrosemary@gmail.co

m

14 Dr. Suresh M

Arkatty

CHAI Consultant 9701339339 suresharckatty@gmail.com,

chaiassist@gmail.com

15 Vikas Ganta CHAI Project Officer 9581259424 vikas-ganta@chai-india.org