Workshop Report Orientation of KCM Members on Oversight Function & KCM Roles

Kenya Coordinating Mechanism for Global Fund

Report of Capacity Building on KCM Roles and Oversight Function Workshop

Held on 26th January 2016 at Panafric Hotel, Nairobi

 

Introduction

The Workshop on the roles and oversight of the Global Fund grants for the KCM members was held on 26thJanuary 2016. A total of 19 participants attended theworkshop comprising new and old KCM members and the KCM secretariat staff. The purpose of the workshop was to sensitise members on the roles of KCM and knowledge and skills on how to carry out their oversight function to improve their capability in identifying challenges and offering solutions in grant implementation.

Workshop agenda

The agenda of the workshop included:

  • The CCM eligibility and core functions
  • KCM oversight function
  • Planning and conduct of grant oversight
  • Oversight tools including the dashboard and field visits

Methodology

The workshop was facilitated through a mix of methodologies which included presentations, and plenary discussions. Presentations were made on the CCM composition, roles and functions; the oversight function of the CCM and oversight tools. Each presentation was followed by guided plenary discussions during which participants sought clarifications and reflected on the KCM strengths and weaknesses in carrying out its functions. Participants made recommendations on how the functioning of KCM could be improved.

Key issues discussed and recommendationsof the workshop

The following are the issues discussed during the workshop and therecommendations made.

  • CCM eligibility and core functions

The session explored the purpose of setting up CCMs, the eligibility requirements within the context of the new funding model of the Global Fund and the core functions of CCMs. Deliberations focused on CCMs as partnership bodies bringing together government, civil society, private sector and development partners, key affected populations and people living with the three diseases to promote country ownership and participatory decision making in the Global Fund processes. The CCM is a central architecture to ensure country driven, coordinated and multi-sectoral processes for leveraging Global Fund funds. It was noted that KCM as constituted meets the requirements of the Global Fund and it has representation from all constituencies. However, given the change in the government structure to national and county governments, KCM is considering representation of the counties on the committee. KCM has held consultations with the Council of Governors to discuss modalities for county governments’ representation but a representative have not been selected.

Participants reviewed the key principles of CCMs: transparency, inclusiveness, participation, accountability, gender equality, respect for human rights and consensus building. It was noted that the KCM has made tremendous effort in operationalizing most of these principles. However, improvement is needed in accountability of the members to their respective constituencies and in integrating gender equity and human rights within programmes.

Eligibility requirements reviewed includeRequirement 1: A transparent and inclusive concept note development process; Requirement 2: Nomination of Principal Recipients; Requirement 3: Grant implementation oversight; Requirement 4: Membership of affected communities; Requirement 5: CCM member selection; and Requirement 6: Management of conflict of interest

It was observed that an assessment of KCM’s eligibility in requirement 3 to 6 was undertaken at the beginning of 2015 and a follow up assessment will be undertaken in February/March 2016. The planned EPA (Eligibility and Performance Assessment) informs the development a Performance Improvement Plan which addresses areas of weakness. The members were asked to prepare to participate in the planned EPA.

The members reviewed the core functions of CCMs which are: development of concept notes, nomination of principal recipients, oversight of grant implementation, communication and information sharing, and harmonization and aid effectiveness.

Participants noted that the country has improved in the development of concept notes. The latest concept notes were developed through a participatory and inclusive approach involving most stakeholders. In the selection of the principal recipients, it was observed that the automatic selection of the Government PR does not provide incentives for this PR to improve the management of the grant. There is a need for the Government PR to be assessed with the same rigour as the civil society PRs and identify capacity gapswhichit needs to improve. With regard to the oversight function, members noted that this is a central role of KCM in which all members should participate. The members also agreed to strengthen communication and information sharing with constituencies. Some of the constituencies had developed constituency engagement plans but these need to be operationalized.

Harmonization and aid effectiveness is key area of integrating Global Fund grants with programmes funded from other sources to avoid duplication and increase synergies. It was noted that more work is needed in this areas in collecting information on what other funding sources are supporting. There is more information available about what Global Fund supports than other funding sources. Secondly, reporting on national indicators does not explicitly reveal the actual performance of the Global Fund grants. Discussions are on-going on strategies that can be used to assess the performance of Global Fund grants while maintaining reporting on national indicators.

  • Oversight of the Global Fund grants

Oversight function of KCM was the main subject of the workshop. KCM members were taken through the meaning of oversight and how to differentiate oversight from monitoring. KCM’s role in oversight should be strategic focusing on objectives and service delivery and ensuring performance based funding is on track. It should identify problems and bottlenecks in implementation, define solutions and assist in implementation of the solutions where the PR does not have sufficient authority or capacity to act alone. KCM members should bring their professional experience, networks and use the platform of their organizations and constituencies to improve grant implementation.

The KCM has in place a structure for oversight which includes an oversight committee assisted with a strong secretariat. The committee reviews reports from the principal recipients and makes recommendations to the KCM on issues that should be addressed. Thus, the strength of KCM in carrying out oversight lies in the effectiveness of the oversight committee and skilled secretariat staff. The oversight committee as constituted currently includes all the required skills – financial management, programme management, procurement and supply chain and technical expertise in the three disease areas.

Members explored the key questions that guide oversight: Where is the money? Where are the drugs, supplies and equipment?Are sub recipients receiving funds and resources as planned?Are grants being implemented as planned?andWhat are the results? These five key questions provide a basis for KCM to review strategic performance of the grants.

The major source of information to answer these questions is the PR reports derived from their monitoring and evaluation data. However, the KCM should complement this data with information from field visits, feedback from constituencies and key affected populations and reports from other joint monitoring missions.

It was noted that though principal recipients do report to the KCM using the dashboard tool, in some cases the underlying factors determining or hindering grant performance are not explained and not all member have a good grasp of the design of the programmes. The feedback from the constituencies and key populations is also not always available due to the weaknesses in communication and engagement with these constituencies.

Both the KCM secretariat and ICCs support the KCM in oversight. In order to support the KCM oversight role effectively, the KCM secretariat has in place an officer dedicated to oversight function. On the other hand, the role of the ICCs in oversight still remains weak. It was noted that though the Global Fund grants provide reports to ICCs, reports from programmes supported from other funding sources are not always available. Hence discussions tend to focus on Global Fund.

Members were informed that KCM is planning to undertake the field visit for 2016 during the first quarter and KCM members will be requested to volunteer to be part of the field team.

Conclusion

Participants acknowledged the need for regular meeting to review KCM work. There should be an opportunity to provide similar orientation to the participants who did not attend this workshop. In this regard, one meeting for the KCM Secretariat and programmes and an annual retreat for the KCM are planned to take place between April and June 2016.

Annex 1: Workshop Programme

 

Capacity Building on KCM Roles and Oversight Function Workshop Programme

 

Purpose: To orient KCM members on their roles and how to undertaken their oversight responsibility

Workshop Agenda

Time                Topics

9:00                 Registration and welcome remarks

9:15                 CCM eligibility and core functions

10:10               KCM oversight function: what it means

10:30               How to carry oversight – Oversight plan

11:00               Coffee/Tea Break

11:20               Oversight tool (dashboard development and interpretation)

12:20               Oversight field visits

12:55               Closing Remarks

13:00               Lunch/Departure


 

Annex 2: Participants List

Participants List  
S.No Name Constituency/Organization Title
1 Dr. Samuel Mwenda FBO-CHAK Vice Chair
2 Mr. John Kamigwi Government-NACC Alternate
3 Mr. Jonathan Mbului FBO-MEDS Alternate
4 Ms Dorothy Onyango NGO-WOFAK Member
5 Mr. Peter Ntoyian   ole Musei NGO-PACEF Alternate
6 Mr. Edward Mwangi Wangenya Community-Malaria-KeNAAM Member
7 Mr. Nelson JumaOtwoma Community-HIV-NEPHAK Member
8 Ms. Lucy Chesire Community-TB-TAC Member
9 Ms. TimpiyianLeseni TALAKU-CBO Alternate
10 Ms. Penina Mwangi KAP-BHESP Member
11 Ms .Yoshida Kumiko DP-BL-JICA Member
12 Dr. Padma Shetty DP-BL-USAID Alternate
13 Ms. Louise Robinson DFID Member
14 Mr. John Kihiu Private Sector Informal-KNHA Alternate
15 Dr. Paul Mwaniki Private Sector formal-KHF Member
16 Dr. Jacqueline Kitulu Private Sector formal-KHF
17 Mr. Sam Munga KCM Secretariat Ex official
18 Mr. Samuel Muia KCM Secretariat Oversight Officer
19 Mr. Kevin Ogollah KCM Secretariat Accountant
20 Mr. Tom Mogeni Consultant Facilitator