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IMPROVING THE REPORTING OF THE HIV/AIDS INFORMATION IN THE
MINISTRY OF EDUCATION AND SPORTS HIV/AIDS UNIT
BY
KASULE MUHAMMAD
Bsc PS, Msc(PRH),NLF LQAS
(MakSPH-CDC M&E Fellowship Programme)
+256782805424/701601292
November 2013
DECLARATION
I Kasule Muhammad do hereby declare that this end-of-project reportentitled IMPROVING
THE REPORTING SYSTEM OF THE HIV/AIDS INFORMATION IN THE MINISTRY
OF EDUCATION AND SPORTS HIV/AIDS UNIT has been prepared and submitted in
fulfillment of the requirement 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……………………………………………..
Mr.MuhammadKasule
Signed
…………………………………………….Date……………………………………………..
Dr.YusufNsubug
Signed
…………………………………………….Date……………………………………………..
Ms.CharityKyomugisha – Nuwagaba
Fellow’s role in project implementation
The fellows participated in various activities during the duration of the project, these activities
included the following:
Project Identification
The fellow participated in a meeting to discuss the selection of a project to work on during the
fellowship programme. This was done during the monthly HIV Technical Working Group
Meeting where the Fellow made a presentation of the fellowship programme objectives, general
fellowship requirements and obligations of the fellow as well as the institution. A small team of
20 officers was formed which was composed of the fellow, HIV/AIDS Focal Point Officers,
HIV/AIDS Unit staff and M&E staff of the Ministry of Education and Sports to assist in spear
heading the implementation of the project. Another consultative meeting was held and it was
chaired by the institutional mentor (Director Basic and Secondary Education, HIV and Health
Sector Coordinator). In this meeting the fellow co-facilitated the meeting to discuss critical
issues in monitoring and evaluation in the HIV/AIDS Unit of the Ministry of Education and
Sports. A number of gaps were identified by the team thus included; absence of M&E plan,
inadequate capacity in handling M&E issues, such as; inadequate reporting tools, poor and
untimely submission of HIV/AIDS progress reports, non-existence of HIV/AIDS roles and
responsibilities and weak M&E system to capture HIV/AIDS related indicators. These led to lack
of evidence based planning for HIV/AIDS activities. However the fellow took on Improving the
reporting system of the HIV/AIDS Unit of the MOES by training departmental HIV focal point officers
on data management and reporting, developing a reporting template and operational guidelines.
Training
The Fellow organized and conducted a 5 day training of the HIV/AIDS Focal Point Officers,
HIV Unit Staff and M&E Staff of the Ministry of Education and Sports. The participants were
trained in data management and reporting, overview of monitoring and evaluation. During the
training the academic mentor together with the alumni fellow played a role of facilitators, while
the fellow facilitated the development of roles and responsibilities, and overall coordination of
the workshop.
Development of the operational guidelines (Roles and Responsibilities of the HIV/AIDS
Focal Point Officers) and reporting template
The Fellow facilitated the process of developing the operational guidelines. This was done in
consultative meetings held with the selected HIV/AIDS Focal Point Officers, HIV Unit Staff and
M&E Staff to discuss the contents, of the operational guidelines as well as their its usefulness.
The TWG appreciated that operational guidelines plays a key role as a reporting responsibility
and reminding the HIV Focal Officers their role in the implementation of the HIV/AIDS
activities. In the same consultative meetings a reporting template was developed which was pre-
tested to five departments. Copies of the operational guidelines were disseminated to nine
departments to ensure a common understanding and agreement of the issues therein.
ACKNOWLEDGEMENT
Mr.Kasule Muhammad (MaKSPH-CDC Fellow) wish to thank all stakeholders who devoted
their time and effort, right from the beginning of the fellowship, through consultative meetings
and workshops that helped enrich experiences and knowledge which led to the uniform and
harmonized reporting of the HIV/AIDS activities among the HIV/AIDS Focal Point Officers.
Special thanks go to my Academic Mentor Ms. Charity Kyomugisha-Nuwagaba, the
MakSPHTraining coordinatorMr.JosephMatovu and the entire management and staff of
Makerere University School of Public Health- Fellowship Program for their technical and
financial support that greatly contributed to the success of the project.
In the same vein I wish to acknowledge the invaluable contribution of the Director Basic and
Secondary Education, HIV/AIDS Sector Coordinator and the entire HIV/AIDS Technical
Working Group members who dedicated their time in participating in various consultative
meetings and workshops that generated views and updates that contributed to the development of
the reporting template and operational guidelines of the reporting officers.
TABLE OF CONTENTS
TABLE OF CONTENTS ...................................................................................................................................... i
ACRONYMS ................................................................................................................................................... ii
Operational definitions ................................................................................................................................. iii
Executive Summary ..................................................................................................................................... iv
Recommendations ......................................................................................................................................... 1
Introduction ................................................................................................................................................... 2
Background ................................................................................................................................................... 3
Literature Review .......................................................................................................................................... 3
Statement of the problem .............................................................................................................................. 4
Justification of the problem/Rationale .......................................................................................................... 4
Project objectives .......................................................................................................................................... 5
General objective ...................................................................................................................................... 5
Specific objectives ..................................................................................................................................... 5
Methodology ................................................................................................................................................. 5
Project results ................................................................................................................................................ 5
Building Capacity ....................................................................................................................................... 5
Development of operational guideline ..................................................................................................... 8
Development of a reporting template .................................................................................................... 11
Project outcomes ........................................................................................................................................ 12
Lessons Learnt ............................................................................................................................................. 13
Challenges ................................................................................................................................................... 13
Conclusions and Recommendations ........................................................................................................... 14
Conclusions ............................................................................................................................................. 14
Reference .................................................................................................................................................... 15
Appendices: ................................................................................................................................................. 16
ACRONYMS
MoES Ministry of Education and Sports
PPET Post Primary and Education Training Institutions
PIASCY Presidential Initiative on AIDS Strategy for Communication to Youth
NDP National Development Plan
NSP National HIV/AIDS Strategic Plan for HIV/AIDS activities in Uganda
EFAG Education For All Goals
ACP AIDS Control Programme
FP Focal Person for HIV/AIDS
TWG Technical Working Group
ToRS Terms of Reference for the Technical Working Group
AIDS Acquired Immune-Deficiency Syndrome
HIV Human Immunodeficiency Virus
M&E Monitoring and Evaluation
UAC Uganda AIDS Commission
G&C Guidance and Counseling
DES Directorate of Education Standards
NCDC National Curriculum Development Centre
CMU Construction Management Unit
TIET Teacher Instructor Education Training Department
BTVET Business Technical and Vocational Training Institution
ICT Information and Communication Technology Department
UNEB Uganda National Examination Board
ESC Education Service Commission
ii
Operational definitions
Date management: Administrative process, by which the required data is acquired, validated,
stored, protected and processed and by which it’s accessibility, reliability and timeliness is
ensured to satisfy the needs of the data user.
Monitoring: A continuing function that uses a systematic collection of data on specified
indicators to provide management and the main stakeholders of an going development
intervention with indications of the extent of progress and achievements of objectives and
progress in use of allocated funds
Evaluation: The process of determining the worth or significance of a development
activity,policy or program to determine the relevance of objectives, the efficacy of design and
implementation, the efficiency or resource use, and the sustainability of results.
System: a unit comprised of procedures, processes, methods, routines or techniques bound by
interaction of the components with one another and their inter-dependence on one another to
achieve a common purpose or goal.
Monitoring and Evaluation System:A group of interacting, interrelated or interdependent
elements forming a complex whole which can be used to track the progress (“monitoring”) and
achievements (“evaluation”) of a project, program or organization towards the attainment of its
overall objectives.
Impact: long-term effect of an intervention of group of interventions (e.g. quality of life,
prevalence and mortality)
Outcome: intermediate effects on behaviour change (e.g. condom use, improved livelihoods)
Output: immediate effects of the intervention (e.g. number of people reached, number of inputs
received by selected recipients)
Input: resources made available to support the interventions (e.g. funds, human resources)iii
Executive Summary
This report describes the objectives, methods and results of the M&E project that was
implemented as part of the SPH-CDC M&E Medium Term training in the Ministry of Education
and Sports HIV/AIDS Unit. Education sector plays a key role in the Multi-Sectoral response to
HIV & AIDS. The Ministry of Education and Sports has established and streamlined the HIV
and AIDS structure and activities. HIV/AIDS Unit exists to build capacity of the Ministry in
mainstreaming HIV and AIDS at several levels of the sector.
Objectives
The major objective of the project was to improve the reporting of the HIV/AIDS information in
the Ministry of Education HIV/AIDS Unit.
Specific objectives
To train MoES departmental HIV/AIDS HIV Focal Point Officers in data management
and reporting
To develop and avail operational guidelines to the nine departments
To align HIV/AIDS implementation guidelines with the MoES routine HIV/AIDS
activities
Methodology
A participatory approach involving several workshops, and meetings engaging HIV/AIDS Focal
Point Officers was used, where capacity building in M&E issues, data management, developing
of the operational guidelines and a reporting template were addressed.
Project results
The M&E activities included development of the operational guidelines aligned to the routine
HIV/AIDS activities and development of the reporting template which was done through
consultative meetings with the HIV/AIDS Focal Point Officers and other key stakeholders’ .The
fellow also conducted a training in monitoring and evaluation, data management and reporting
.A total of 45 Officers were trained and these constituted all the respective department
HIV/AIDS Focal Point Officers. The fellow also facilitated the development of the operational
guidelines (roles and responsibilities) and the reporting template for the HIV/AIDS Focal Point
Officers and mentored the HIV/AIDS Focal Point in the management and usage of the tools.
iv
The aligned and disseminated roles and responsibilities, development and sharing of a reporting
template and adequate understanding of indicators have led to a uniform and timely reporting of
HIV/AIDS information. As a result adequate information is now available to track progress, and
inform management to guide decision making at the HIV/AIDS Unit.
Lessons Learnt
i) Training in monitoring and evaluation, data management and reporting is important
for the HIV/AIDS Focal Point Officers to understand the extent to which they are
meeting their objectives and leading to desired effects.
ii) Participatory planning and engagement of team are significant in bigger organization.
This increases ownership of the activities by the HIV/AIDS Technical Working
Group.
iii) Team work is an important element for successful completion of any project
iv) The fellows also learnt that in order to keep communication clear and gain
responsiveness from team members and management, improving leadership skills of
the fellows was a necessity.
Challenges
i) The main challenge was difficult in mobilizing departmental representatives for
meetings due to demanding activities. During the project implementation most
HIV/AIDS Focal Point Officers were busy engaged in their departmental activities
hence making it difficult to implement the project activities as planned in the
specified period
ii) Delays in implementation due to bureaucracy in the Ministry of Education and
Sports. Mobilizing and inviting the HIV/AIDS Focal Point Officers required one to
go through several structures such as through the heads of department and this
affected the delay of the project implementation
v
1
The training undertaken by the Fellows and the opportunity to implement project activities
enhanced the Fellow’s knowledge and skills in monitoring and evaluation and they were able to
pass on this knowledge to the HIV/AIDS Focal Point Officers of the respective departments. The
project also provided an opportunity for the HIV/AIDS Focal Point Officer to gain an
understanding of monitoring and evaluation and its importance as well as data management and
reporting.
Recommendations
MUSPH-CDC HIV/AIDS Fellowship Program:
The MUSPH –CDC Fellowship program should consider building more capacity of the
government institutions particularly in monitoring and evaluation due the weak culture of
carrying out, sharing, discussing and using the results of evaluations
Education Sector
Education Sector should consider supporting provision of training in monitoring and evaluation
for all officers to ensure a common understanding and these trainings should be part of the
capacity building work plan of the organization.
Education Sector should continue to expose education officers to external trainings and other
fora especially in monitoring and evaluation as it is a dynamic field to ensure a greater
transparency and accountability in terms of use resources.
2
Introduction
Provision of education to children and youths in the country is the responsibility of the
government of Uganda through the Ministry of Education and Sports. According to the National
Development Plan 2010/11-2014/15, (NDP) HIV/AIDS is recognized as a crossing -cutting issue
within the ESS.
In line with the Multi-Sectoral HIV and AIDS control approach in responding to HIV/AIDS that
was adopted by government of Uganda through UAC .The Ministry of Education and Sports has
established and streamlined the HIV and AIDS structure and activities. The HIV/AIDS Unit
facilitates coordination of the sector HIV and AIDS response at national and lower levels. The
Sector’s goal is to have “No new HIV/AIDS infections in the Education and Sports Sector”
The Education and Sports provides an audience of about 33 percent of Uganda’s population in
schools for most of the young people’s formative years as well as being one of the largest
employer
While there has been considerable efforts made in the response to HIV and AIDS, monitoring
and evaluation remains one of the major challenges within the education sector. Regular
monitoring and evaluation of efforts on HIV and AIDS are essential to tracking progress. Each
department/sub-sectors in the Ministry has an M&E component that monitors progress and
performance; however some departments do implement HIV/AIDS activities within their
programmes but these activities are not integrated in the department frameworks and are
implemented in the adhoc manner. This is because the departments lacked inadequate
appreciating of monitoring and evaluation, understanding of the HIV/AIDS indicators that track
progress on the implementation of the HIV/AIDS activities as well as limited understanding of
reporting responsibilities.
3
Background
The Ministry of Education and Sports has developed the 5 year HIV/AIDS Prevention Strategic
Plan to guide in the contribution of the sector to goals for HIV/AIDS prevention, care and
treatment, social support and system strengthening in the context of the National HIV/AIDS
Strategic Plan addressing the impact for effective implementation of the various HIV/AIDS
activities within the MoES departments & sub-sectors, regular monitoring and evaluation of
efforts on HIV and AIDS are essential to track progress. In order to implement the strategic plan,
Ministry of Education and Sports HIV/AIDS Unit therefore endeavoured to focus their efforts on
effectively operationalizing the monitoring and evaluation system.
Literature Review
The reporting systems are highly useful to the management for effective planning and control. A
regular system of reporting is considered as a better guidance for prompt decision making.
Hence, it is necessary to have a good management reporting system. Reporting is the
documentation of results of monitoring and evaluation and to help ensure efficiency.
According to Kohler reporting refers to "A body of information organized for presentation or
transmission to others. It often includes interpretations, recommendations and findings with
supporting evidence
At micro level, the thrust of many organizations’ work is normally on project development and
implementation .The process is activity oriented which could be mistaken as an indicator of
achievement by a cursory onlooker. In most of the cases, regular progress reporting is also
conducted for donors’ purposes that gives an account of activities undertaken and immediate
outputs, but misses out on qualitative information as to whether the objectives of the program are
being achieved or fall short at the end of the project. Therefore, a good place to start is to design
monitoring and evaluation systems during the inception stages which would increase
participation and ensure that (Sartorius, R, 2001)
According to Simon Humphrey an appreciation of the evolution of economic accountability is
important to put into context the UK’s mandatory reporting program.
4
We have now reached a point in history where it is becoming vital to account our environmental
and social impacts with equal importance as our economic performance. Mandatory carbon
reporting is symbolic of a level of transparency and accountability that will quickly become the
norm and recognized as important as financial reporting.
Statement of the problem
The Ministry of Education and Sports has a Technical Working Group which works with the
Ministry of Education HIV/AIDS implementing partners in rolling out various HIV/AIDS
activities. It is the responsibility to report on activities implemented by the unit. However, over
time, reporting from the unit has been inadequate in the sense that reports were received late and
not adequately feeding into the indicators of the unit. A number of activities were being
implemented by departments, but go unreported. An analysis of the challenges indicates that
there is inadequate appreciation of monitoring and evaluation, inadequate data management
capacity and inadequate understanding of the HIV/AIDS indicators across the nine departments
that are mandated to report on HIV/AIDS activities. Most importantly there were no
departmental reporting tools. The Focal point Officers did not have clear roles and
responsibilities in relation to their reporting responsibilities. It is therefore hard to track activities
conducted by the HIV/AIDS Technical Working Group in their various departments and hence
cannot adequately measure performance. This has also resulted into inadequate evidence based
planning for HIV/AIDS activities in the HIV/AIDS Unit. The project therefore focused on
building capacity of the HIV/AIDS Focal Point Officers in data management and reporting,
developing a reporting template and operational guidelines (roles and responsibilities) which
were aligned to ministry of education routine HIV/AIDS activities
Justification of the problem/Rationale
Ensuring that activity implementation teams have an adequate understanding of the HIV/AIDS
indicators and a shared reporting template contributes to the improvements of the reporting
system of the Ministry of Education and Sports HIV/AIDS Unit. Therefore, in order to track
progress and ensure evidence based decision making, it was noted that building capacity of staff
in M&E and in data management and reporting ensures a clear understanding of indicators and
creating a harmonised understanding of the same as well as development and sharing of
5
reporting templates are key to making improvements in reporting. The importance of developing
and sharing roles and responsibilities in this regard cannot be over emphasised.
Project objectives
General objective
To improve the reporting system of the HIV/AIDS Unit of the Ministry of Education and Sports
of Uganda
Specific objectives
To build capacity of the HIV/AIDS Department Focal Point Offices in data management
and reporting
To develop and avail operational guidelines ( roles and responsibilities) to the nine
departments
To align the HIV/AIDS implementation guidelines to the routine HIV/AIDS Ministry of
Education and Sports activities.
Methodology
A participatory approach involving several workshops, and meetings engaging HIV/AIDS Focal
Point Officers was used, where capacity building in M&E issues, data management, developing
of the operational guidelines and a reporting template were addressed.
Project results
Building Capacity
As part of the fellowship project objectives, fellow planned to build capacity of team members in
data management, reporting, monitoring and evaluation. In this regard the fellow organized the
training and designed a 5 day training program that consisted the following programs; objectives
of the training workshop, overview of the medium-term fellowship program, status of reporting
in the Education Sector, M&E Concepts and importance of M&E, linking planning to M&E,
monitoring and evaluation frame works, measuring programmatic response, data management
6
and reporting. A total of 45 officers were trained these comprised of the HIV Focal Point
Officers, HIV Unit and M&E Staff of the Ministry of Education and Sports.
The HIV/AIDS Focal Point officers divided into their respective departments in the development of
the roles and responsibilities guided by the fellow during the training
The academic mentor facilitating the training of the HIV/AIDS Focal Point Officers in linking planning
and reporting to monitoring and evaluation during the training
7
The training largely covered key concepts in M&E, developing the HIV/AIDS roles and
responsibilities; data management, and reporting. 45 HIV/AIDS Focal Point Officers were
trained in all the above areas
Considering the development of the operational guidelines, the fellow facilitated the process of
developing the operational guidelines, where members were divided into their respective
departments and tasked to discuss and present the activities implemented by each department in
the implementation of HIV/AIDS activities. During the training workshop each department
presented on what they implement on HIV/AIDS .Based on that, the fellow facilitated the
process of developing the roles and responsibilities from the activities presented together with
the HIV/AIDS Focal Point Officers, which were linked to the Education Sector HIV/AIDS
Prevention Strategic Plan.
Practical sessions were held with the HIV/AIDS Focal Point Officers during the training to gain
a shared understanding of the roles and responsibilities.
Workplace mentor (The Director Basic and Secondary, HIV/AIDS Sector Coordinator)
giving an opening remarks during the training workshop at Kati Kat restaurant
8
During the last day of the training members appreciated the comprehensive knowledge acquired
in monitoring and evaluation, data management and reporting .One of the participants was
quoted to have said:
“ I did not know the clear difference between monitoring and evaluation and where we
actually fit in the Monitoring and Evaluation System as potential stakeholders; And i did not
know that whatever we do in terms of activities and reports we sometimes submit on
HIV/AIDS issues contribute to the M&E System of the Ministry of Education and Sports but
through this training we have gained clear understanding of monitoring and evaluation and
its importance in the achievement of the ESS HIV/AIDS Unit objectives, and fully understood
that the activities we implement contribute to the efficient monitoring and evaluation system of
the Ministry of Education ”, said Mr. Pollbert Agobe Principal Education Officer Basic
Education ECD –HIV/AIDS Focal point officer.
Development of operational guideline (Roles and responsibilities)
The operational guidelines were developed with participation from the above mentioned team to
ensure that they play a strategic role to remind the HIV/AIDS Focal Point Officers their role in
the implementation of the HIV/AIDS activities and at the same time as a reporting responsibility.
The operational guidelines were reviewed for finalization during a consultative meeting and
shared with the key stakeholders’ .After the consultative meeting the guidelines were distributed
to departments that are mandated to report on HIV/AIDS activities.
HIV/AIDS roles and responsibilities
Purpose of the Roles and
Responsibilities
Expected Qualities of
the HIV/AIDS Focal
Point Officers
Roles and Responsibilities Strategic Partnership
o These roles and
responsibilities will act as a
guide for the departmental
HIV Focal Point Officers
towards the
implementation of
o Knowledge on
HIV/AIDS basics
o Willingness to
volunteer
o Attending and participating in the
Technical Working Group
Meetings and HIV/AIDS
associated meetings, workshops,
seminars, conferences and giving
feedback to the Sector
The HIV/AIDS
Technical Working
Group is a coordination
unit constituted mainly
by MoES departmental
focal point persons for
9
HIV/AIDS activities as we
emphasize our collective
responsibility in the
HIV/AIDS response.
o They also play a strategic
role in reminding the Focal
Point Officers about what
is expected of them
regarding the Sector
HIV/AIDS response.
o Should be
strategically based
to the respective
departments, sub-
sectors, affiliated
bodies and
stakeholders of the
MoES.
o Capacity to
communicate
effectively, and
train others on
HIV/AIDS
o Willingness to
travel and rollout
HIV activities
upcountry.
o Willingness to
commit time to
HIV/AIDS
activities
o Generally leading a
positive social life
demonstrating good
ethical conduct
o A good
understanding of
the Ministry of
Education mandate
and HIV/AIDS
Coordination Unit.
o Document good practices and
share any sort of information and
experiences that undermine the
HIV/AIDS Programmes with the
Coordination Unit
o Planning and budgeting HIV/AIDS
activities for the sector, including
the respective departments and
sub-sectors
.
o Supporting the coordination of
the HIV/AIDS programme to
ensure agreed activities are
implemented and
communication is made in a
timely fashion.
o Share HIV/AIDS information
and other materials within the
mother department and sub-
sectors.
o Share HIV/AIDS departmental
reports with the coordination
Unit on agreed periodic
intervals.
o Participate and contribute in
mid-term reviews and other
evaluations as well as research
associated with HIV/AIDS
HIV and AIDS, Tec and
its affiliated bodies and
key actors as categorized
below
-Guidance & C Dept
-Planning Department
-Basic Education Dpt
-Secondary Department
Government
- Secondary Department
Private
- BTVET
-TIET Department
-Directorate of
Education Standards
-UNEB
-Finance and
Administration
-HIV/AIDS Unit
-Sports Department
-National Curriculum -
Development Centre
-National Council of for
-Higher Education
-Education Service
Commission
-UNESCO
-Special Needs
Department
Line Ministries
-Ministry of Health
-MoGSD
10
efforts in the Sector
Response
o A good
understanding of
the Ministry of
Education mandate
and HIV/AIDS
efforts in the Sector
Response.
o Participating in the designing
of IEC materials on
HIV/AIDS.
o Play advocacy role for the
HIV/AIDS programme in
liaison with the sector PRO to
ensure HIV/AIDS is included
in the Ministry agenda at least
at departmental level.
o Conduct HIV/AIDS focused
training in departments based
on previously attended
workshops, training
programmes on HIV/AIDS.
o Training adult and youth
classes in reproductive health
and HIV/AIDS
-Local Government
-UAC
Umbrella Organization
- Teachers Anti AIDS --
Group (TAAG)
-Uganda National
Association of Teachers
Union (UNATU)
-Uganda National
Students Association
(UNSA)
-Uganda Young Youth
Positives Key
stakeholders
-USAID/School Health
and Reading Programme
(SHRP)
-Supporting Public
Sector Workplaces to
Expand Action and
Responses against
HIV/AIDS (SPEAR)
Project
-Straight Talk
Foundation
National Council for
Children
11
Development of a reporting template
The fellow organized another consultative meeting were a reporting template was developed
through a participatory process involving the HIV/AIDS Focal Point Officers, M&E staff and
some key partners of the Ministry of Education and Sports. The HIV/AIDS Focal Point Officers
came from various departments including guidance and counseling, primary, secondary, BTVET,
National Curriculum Development Centre, Directorate of Education Standards, Uganda National
Examination Board, Sports, Planning, NCHE, NCS etc. The fellow facilitated the process of
developing a reporting template for the nine departments that mandated to report on HIV/AIDS
activities. The team consulted the Education Sector HIV/AIDS Prevention Strategic Plan and
came up with key critical output indicators that are in line with three thematic areas that is; HIV
Prevention, Care ,Treatment and Support and System Strengthening. The team discussed the
indicators and scrutinized those ones that the reporting template should include. The
development of the reporting was intended to ensure uniform and harmonized reporting of the
HIV/AIDS activities.
The fellow facilitating the process of developing a reporting template with the HIV/AIDS Focal Point
Officers in the consultative meeting.
12
The reporting template for the HIV/AIDS Focal Point Officers
Project outcomes
a) Developed roles and responsibilities.
b) Over 45 HIV/AIDS Focal Point Officers were trained
c) Developed reporting template
d) Adequate understanding of the HIV/AIDS Indicators
e) Improved capacity of the HIV/AIDS Focal Point Officers to report, monitor,implement
and evaluate HIV/AIDS activities
13
Lessons Learnt
i) Training in monitoring and evaluation, data management and reporting is important
for the HIV/AIDS Focal Point Officers to understand the extent to which they are
meeting their objectives and leading to desired effects.
ii) Participatory planning and engagement of team are significant in bigger organization.
This increases ownership of the activities by the HIV/AIDS Technical Working
Group.
iii) Team work is an important element for successful completion of any project
iv) The fellows also learnt that in order to keep communication clear and gain
responsiveness from team members and management, improving leadership skills of
the fellows was a necessity.
Challenges
iii) The main challenge was difficult in mobilizing departmental representatives for
meetings due to demanding activities. During the project implementation most
HIV/AIDS Focal Point Officers were busy engaged in their departmental activities
hence making it difficult to implement the project activities as planned in the
specified period.
iv) Delays in implementation due to bureaucracy in the Ministry of Education and
Sports. Mobilizing and inviting the HIV/AIDS Focal Point Officers required one to
go through several structures such as their heads of department and this affected the
delay of the project implementation
14
Conclusions and Recommendations
Conclusions
The training undertaken by the Fellows and the opportunity to implement project activities
enhanced the Fellow’s knowledge and skills in monitoring and evaluation and they were able to
pass on this knowledge to the HIV/AIDS Focal Point Officers of the respective departments. The
project also provided an opportunity for the HIV/AIDS Focal Point Officer to gain an
understanding of monitoring and evaluation and its importance as well as data management and
reporting.
MUSPH-CDC HIV/AIDS Fellowship Program:
The MUSPH –CDC Fellowship program should consider building more capacity of the
government institutions particularly in monitoring and evaluation due the weak culture of
carrying out, sharing, discussing and using the results of evaluations
Education Sector
Education Sector should consider supporting provision of training in monitoring and evaluation
for all officers to ensure a common understanding and these trainings should be part of the
capacity building work plan of the organization.
Education Sector should continue to expose education officers to external trainings and other
fora especially in monitoring and evaluation as it is a dynamic field to ensure a greater
transparency and accountability in terms of use resources.
Future Plans
o Integrating the roles and responsibilities into the job descriptions of the HIV/AIDS Focal
Point Officers
o Training more HIV/AIDS Focal Point Officers in M&E is another strategy enhance
capacity in reporting.
15
Reference
Khadija K, 2003: Strengthening Monitoring and Evaluation Systems; Pakistan Poverty
Alleviation Projects
Ministry of Education (2011) . Sector HIV Prevention Strategy, Kampala.
NDP.(2010). Uganda National Development Plan. Moving Towards Universal Access.
UAC (2011) Draft HIV Prevention Strategy for Uganda 2011-15.Expanding and doing
HIV/AIDS Prevention better
UAC. (2015). Draft National Strategic Plan for HIV/AIDS 2011/012-2014/15.A population free
of HIV and Its effects
16
Appendices:
Appendix 1: Power Point Presentation
Workplace supervisor: Dr.Yusuf.K. Nsubuga
Improving the Reporting of HIV/AIDS Information in the Ministry of
Education and SportsHIV/AIDS Unit
Fellow
Kasule Muhammad
Academic Supervisor: Ms.Charity Kyomugisha
Background
According to the multi-sectoral approach to
HIV/AIDS response and PIASCY, MoES has a role
in
◦ Coordinating
◦ Planning and implementation
◦ Reporting on the four core HIV/AIDS
programmatic areas
The 4 core MOES programmatic areas include:
1. HIV/AIDS prevention
2. Social support and protection
3. System strengthening
4. Care, treatment, and support
17
Problem
Problem identified through a brainstorming session
Inadequate evidence based planning of HIV/AIDS activities
because of poor reporting in the MOES.
Only 3/9 departments report but with incomplete and untimely
reports.
Main challenges:
◦ No standard reporting tool
◦ No roles and responsibility guides on implementing and
reporting HIV/AIDS activities for Focal Point Officers
◦ Capacity gaps in M&E, data management and reporting on
HIV/AIDS activities
Objectives
General Objectives
To improve the reporting system of the HIV/AIDSUnit of the Ministry of Education and Sports ofUganda.
Specific objectives
To train MOES departmental HIV/AIDS HIV FocalPoint Officers in data management and reporting
To develop and avail operational guidelines to thenine departments
To align HIV/AIDS implementation guidelines withthe MOES routine activities
18
What was done?-Training
Trained 45 Focal Point Officers in data management and reporting
Oriented HIV Focal Point officers in HIV/AIDS Indicators
Harmonized and timely reporting were emphasized
fff
What else was done?-Development of a Reporting
Template
A reporting template was developed in a
consultative meeting attended by 20 HIV
Focal Point Officers (FPOs)
Piloted it in 5/9 departments by the
FPOs within a period of two weeks
Edited and circulated revised copies to each
department and clarified roles and
responsibilities
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Results/achievements
All the 9 departments are
reporting on time
Finalized the roles and
responsibility guide
Evidence based decisions
are made
Departments are now
planning for HIV activities
Departmental meetings
discuss HIV/AIDS issues
Challenges
Difficult in mobilizing departmental representatives
for meetings due to demanding activities
Delays in implementation due to bureaucracy in the
MOES
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Conclusion
Despite the short period of our project,
Streamlined our reporting system,
equipped MOES staff in the relevant departments
with appropriate M&E related skills
Noticed changes in staff behavior and attitudes
towards the HIV/AIDS activities
clarified roles and responsibilities of stakeholders
Now the MOES has a guideline to refer to in cases
of new staff recruited and seeking clarity
Acknowledgment
Appreciation goes to:
MaKSPH-CDC for funding the fellowship
Ms.Charity Kyomugisha Academic Mentor
and Dr.Yusuf Nsubuga for their Technical
Guidance.
Fellowship staff and management
21
Thank you!!!
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Appendix 2: List of Participants
No. Name Title E-mail Address
1 Dr.Yusuf Nsubuga HIV Sec Coordinator ,D/BSE [email protected]
2 Mr.Mulindwa Ismael Assistant Com Privte Sec Dpt [email protected]
3 Ms.Nabitaka Florence MISO-Construction .M. Unit [email protected]
4 Mr.Wanyama Wilber Principal Ed Off/Teacher Ed Dpt [email protected]
5 Ms.Mirembe Eseza Senior Ed Off/Special Needs Dpt [email protected]
6 Mr.Moses Bagyendra MIS Advisor –SHRP [email protected]
7 Lt.Edward Kiconco HIV FPO-UPDF Schools [email protected]
8 Mr.Mukyawe Saidi N Senior Ed Off /G&C [email protected]
9 Ms.Nahirya Sarah Senior Ed Off /Teacher Edu [email protected]
10 Mr.Wifred Magezi Resource Person [email protected]
11 Ms.Anita Twesigoma Adm Assistant /SHRP [email protected]
12 Ms.Florence M.Apolot M&E Specialist/SHRP [email protected]
13 Mr.Mugisha Henry Edu Officer/Prvt Sec Dpt
14 Mr.Sammy Odongo Principal Edu Off/Sports Dpt [email protected]
15 Ms.OkulloNellie Florence Senior Ed Off/Higher Edu Dpt [email protected]
16 Mr.Omagor Micheal Senior Ed Off /Prvt Sec Dpt [email protected]
17 Ms.Nakabuye Nusurah Edu Off/BTVET Dpt [email protected]
18 Mr.Gitta Eric Edu Off/Prvt Sec Dpt [email protected]
19 Mr.Timothy Ssejjoba Senior Ed Off/Higher Edu Dpt [email protected]
20 Mr.SserwadaMuhammed Executive Secretary/UNSA [email protected]
21 Ms.Sizoomu Christine.K Principal Edu Offic/G&C [email protected]
22 Mr.Kasule Muhammad Progm Offic/HIV Unit [email protected]
23 Mr.Roland Biryahwaho Technical Advisor /HIV Unit [email protected]
24 Ms.Ateng Santa Edu Offi/Sec Govtn Dpt
25 Ms.Muhumuza Olivia Progm Officer/SHRP [email protected]
26 Ms.Suzan Oketcho PIVES/DES [email protected]
27 Mr.Semakula Henry [email protected]
28 Ms.Namyalo Sandra HIV/AIDS Unit -Minute Secretary [email protected]
29 Ms.Rose Agoi UNATCOM [email protected]
30 Ms.Kasubo Erina MoES (TAAG) [email protected]
31 Ms.Nayanzi Rosette MoES –Gender Unit [email protected]
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32 Ms.Nalule Lukia MoES–NCDC-Curriculum Spec [email protected]
36 Ms.Jesca Naluzze MoES-HR Senior Personnel [email protected]
37 Mr.Kisakye Julius Chairperson-TAAG [email protected]
38 Ms.Fatuma Isabirye MoES-CIM [email protected]
39 Ms.Apio M.Felistas MoES-G&C [email protected]
40 Lubega Dauda Sseguya MoES [email protected]
41 Madinah Nalweyiso MoES/IMU [email protected]
42 Mr.Mutebi Jaafari UNEB [email protected]
43 Mr.Ngobi Alex EPPAD/MoES [email protected]
44 Kirerere Ben UNATU [email protected]
45 Ms.Kantono Jane MoES/SNE [email protected]