1 The Regional program 4th round of monitoring visits5/10/2016
2 Purpose of monitoring visit*Program part: To monitor implementation of work plan and advocacy tasks at national level including project management To evaluate involvement and development of PWUD community Financial part: To monitor state of project management *Monitoring visits were combined with oversight visits
3 Abbreviations SR – sub-recipient of grantSSR – sub-sub recipient of grant and representatives of PWUD community (working under supervision of SR) IG – initiative group of SSR The Regional Program – The Regional Program Harm Reduction Works – Fund It!
4 Visits schedule # Date Country Organization (city) EHRN experts 1.10 – 12 February 2016 Georgia SR: GHRN (Tbilisi) SSR: Feniks2009 (Ozurgeti), Akeso (Tbilisi) Program part: Olga Fomina, Jelizaveta Baranova Financial part: Tatyana Fomicheva, Daina Siauciulyte 2. 25-26 February 2016 Kazakhstan SSR: Forward (Temirtau) SR: KazSojuz People Living with HIV (Almaty) Program part: Olga Belyaeva Financial part: no one due to illness 3. 29 February – 3 March 2016 Tadzhikistan SR: SPIN PLUS (Dushanbe) SSR: Dina (Hudjand), Intihob (Dushanbe) Financial part: Daina Siauciulyte 4. 9-10 March 2016 Belarus SR: “Pozitivnoe dvizhenie” (Minsk) SSR: 3 Initiative groups (Minsk) Program part: Jelizaveta Baranova, Igor Gordon Financial part: Tatyana Fomicheva 5. 16-18 March 2016 Moldova SR: UORN (Belcy) SSR: 1 Initiative group (Kishinev) 6. 22-23 March 2016 Lithuania SR: Coalition “I can live” (Vilnius) SSR: Resetas (Vilnius), Rigra (Kaunas) Program part: Jelizaveta Baranova
5 Outline: Program part Country progress overviewFinding on implementation of work plan and advocacy tasks Finding on involvement and development of PWUD community Recommendations for SR Recommendations for SSRs
6 Georgia Main issues: Progress of the Regional Program: HR funding“Take-away” methadone to use independently Police actions against drug users Progress of the Regional Program: Higher publicity (personal stories and video advocacy) Involvement of more partners Advocacy work on the Transitional Plan
7 Implementation of work plan and advocacy tasks (1)SR’s work plan is realized generally with respect to deadlines while all necessary comments on delays are provided SR not always demonstrates understanding of general view of program activities and results SR not always demonstrates understanding of overall advocacy potential in Georgia SSRs’ activities in general are implemented on time without large difficulties SSRs use skills for video advocacy widely but other developed material during the Regional Program is used less (such as country position and drug users’ needs assessment) by SR and SSRs SSRs are full of ideas for advocacy in next years and advocacy planning has had started
8 Implementation of work plan and advocacy tasks (2)Basic supporting documents for events (protocols with signatures) are provided, however events reports with results and progress are missing sometimes for both SR and SSRs Sometimes SSRs concentrate more on conducting individual activities without understanding overall advocacy context
9 Involvement and development of PWUD communitySSRs understand community problems very well , but sometimes they miss knowledge what problems and how can be solved (what first steps they can undertake) SSRs confuse their activities/result of the Regional Program with other projects SSRs need to strengthen its advocacy planning, project management and advocacy strategy skills Some of SSRs are confused what is Harm Reduction, Harm Reduction advocacy and the Regional program (its results and targets) SSRs could strengthen their cooperation with other local SSRs as many problems are at national level and can be solved together (e.g. handing methadone for use at home) In some cases (especially in advocacy planning) SR acts more as an assistant for SSRs, but not as a guide or a mentor what would help to increase SSRs’ knowledge and skills Some of SSRs are confused what is HR, HR advocacy and the Regional program (its results and targets)
10 Recommendations for GHRN (SR)To make analysis of the partners' environment and their potential (what resources are available, for instance, CCM and partners from other projects) To coordinate SSRs to discuss common advocacy questions such as handing methadone for use at home and funding of methadone To organize thematic meeting with SSRs on advocacy planning as SSRs mix the Regional Program targets with other projects: Advocacy target on national level Collaboration among different SSRs organizations Advocacy target on local level Available advocacy resources for SSRs To provide mentorship to SSRs on their activities (putting emphasis on advice but not doing stuff for them) To provide technical training to SSRs on: internal procedures manuals implementation of internal procedures
11 Recommendations for Pheniks2009 and Aceso (SSRs)To include main results of activities and follow-ups in all types of activity reports (and further in quarter program reports) To make partners’ environment map (distinguishing potential partners, most important partners etc.) To be more active in asking and receiving support and new skills from SR and EHRN (e.g. to ask for some specific skills and knowledge on advocacy) To get additional information on what harm reduction is and how it is supported in Georgia To coordinate with other SSRs to solve common advocacy questions such as handing methadone and funding of methadone
12 Belarus Main issues: Progress of the Regional Program:HR funding for NSP and OST Recognition of HR services at national level Monitoring of NSP and OST expenditures Progress of the Regional Program: Higher publicity (personal stories and video advocacy) Inclusion of NST funding in the National Program on HIV response
13 Implementation of work plan and advocacy tasks (1)SR’s work plan is realized generally with respect to deadlines while all necessary comments on delays are provided Highly busy work plan with many different working tasks and events as SR tries to profit the most from current favorable environment in the country SR demonstrates ability and cooperation in timely provision of program reports Part of supporting documents is not sent to EHRN being present at SR’s office SR demonstrates clear vision of achieved results SR demonstrates understanding what next steps should be undertaken to foster the progress SR not always distinguishes the progress resulting from activities under the Regional Program from progress resulting from other favorable conditions in the country SR and community work does not supplement each other much; they work on different independent tasks
14 Implementation of work plan and advocacy tasks (2)SR does not prioritize its advocacy tasks and heap all tasks and events together SR is very efficient in their advocacy efforts as after one year of work, 1 advocacy task is fully completed (the national program on HIV prevention contains details on NSP funding) SSRs’ activities are separated from main SR's advocacy activities Two advocacy tasks are given to PWUD community and there is no progress on these tasks (on OST quality and provision of new medicine for OST) SR demonstrates advocacy capacity and ability to develop strategic partnership including development of partners' map SR not always demonstrates willingness to cooperate with other NGOs what may have negative consequences on their further progress SSRs do not have understanding what next steps in work/advocacy can be taken after the completion of letters
15 Involvement and development of PWUD community (1)SR uses community only to support advocacy with "open faces" and personal stories paying little attention to developing of other community skills Interaction between various SSRs is minimal and there is no joint understanding of what PWUD community is/can be SSRs’ activities are separated from main SR's advocacy activities SSRs' payment system (price list when every action has its price) is not effective as it is paid for the act itself without taking into account the quality of the job done SSRs lack knowledge on advocacy achievement and progress under the Regional Program SSRs and SR communication is difficult as SSRs do not feel enough of support and interest from SR
16 Involvement and development of PWUD community (2)SR communicates with community on everyday bases on routine questions SSRs do not demonstrate readiness to expand and include new members SSRs lack organizational structure and SR does not support organizational development of SSRs SR not always demonstrates understanding of community involvement mechanism and processes
17 Recommendations for Pozitivnoe dvizhenie (SR)To prioritize tasks in advocacy plan and synchronize priorities with activities in the work plan. All changes should be agreed with EHRN To provide supportive documents (proving that the event/task from work plan was actually realized); it is advised to do it via dropbox or other online platform To start to cooperate with other NGOs inviting them to event under the Regional program and organizing events together SSR advocacy tasks should be in line with SR advocacy tasks. SR and SSR should work together on the same tasks To conduct regular meetings with SSRs giving feedback on the project progress and discussing the way in which the SSRs activities contribute to achievement of advocacy priorities To merge 3 SSRs (Initiative groups) into one project/team of community. This group may have 3 different working sub-groups; activities meet the objectives of the advocacy plan and are coordinated with each other SSRs' payment system should be reviewed shifting focus from process reward to results reward
18 Recommendations for initiative groups (SSRs)To conduct regular meetings with SRs asking for feedback on the project progress and discussing the way in which the SSRs activities contribute to achievement of advocacy priorities To merge 3 SSRs (Initiative groups) into one project/team of community. This group may have 3 different working sub-groups; activities meet the objectives of the advocacy plan and are coordinated with each other To become more open and work on attracting new members including the ones from Minsk, not only from other regions To work on identity: realize itself as a unified community group; therefore, it has to set principles and rules of belonging to the community group. Internal teambuilding and SR technical support via weekly organizational meetings can facilitate the process EHRN can provide TA in the process of reforming community groups and development of community operating principles.
19 Lithuania Main issues: Progress of the Regional Program:HR funding from municipal budgets OST provision in prisons Assimilation of EU structural funds for HR Progress of the Regional Program: The Ministry of Health does not forbid OST in prisons officially Inclusion of SR to observe the steering committee of the assimilation of EU funds for HR
20 Implementation of work plan and advocacy tasks (1)SR’s work plan is mostly realized with cancelation of community mobilization in 2 municipalities (Klaipeda and Svencionys) and advocacy activities with compulsory state insurance fund SSR Rigra completes work plan on time in full, while Resetas falls to complete some tasks (no community mobilization in Klaipeda); Due to political environment changes and other factors SR’s working plan serves more as an indicative guide rather than “must-do plan” SR provides all necessary supporting documents of their activities for last 2 quarters SSRs (especially Reset) do not always provide all necessary supporting documents (participation list with signatures) SR’s and SSR’s program and financial reports are delivered with delay During ME visit it was complicated to evaluate implementation of work plan of RESETas as RESETas could not present the plan/other program documents and formulate clearly their thoughts
21 Implementation of work plan and advocacy tasks (2)SR were successful in creating media attention (evening TV show, radio programs), but they are less efficient in conducting roundtables SSRs (especially RESETas) participates in advocacy events such as media campaigns and meetings with decision makers, while Rigra would like to participate more The advocacy priorities of SR are not connected with everyday problems of SSRs; therefore SSRs feel as they work for others but not for themselves
22 Involvement and development of PWUD communitySR does not demonstrate full capacity in development of PWUD community (lack of knowledge, readiness and experience) SR concentrates in attracting SR in Vilnius (RESETas) paying very limited attention to other SSR in Kaunas (Rigra) RESETas do not maintain proper communication with other partners (they disappear) and sometimes they do not show up for events agreed beforehand; RESETas has problems in communication with SR Leaders of RESETas do not show capacity to take responsibility of results and make decisions independently; they tend to blame others SSRs have problems communicating with each other as RESETas do not complete its responsibilities The leader of Rigra becomes more visible participating in local public events thanks to received skills under the Regional Program Both SSRs do not constitute true Initiative Groups as they lack members (only leaders)
23 Recommendations for coalition “I can live” (SR)To conduct high level round table for municipalities including “best example” municipalities and targeted municipalities To involve Rigra from Kaunas in advocacy actions on national level instead of RESETas To coordinate emerging Initiative groups and SSRs to discuss common advocacy questions such as new OST sites in municipalities To change payment system for Resetas in order to motivate RESETas to achieve results and keep proper communication To include in advocacy priorities tasks that are of high interest for SSRs so that they would become more motivated to participate in the Regional Program (for instance, introducing of naloxone)
24 Recommendations for Resetas and Rigra (SSRs)To include main results of activities and follow-ups in all types of activity reports (and further in quarter program reports) To collect photos or participant list with signatures in order to prove activity being held To be more active in asking and receiving support and new skills from SR and EHRN (e.g. to ask for some specific skills and knowledge on advocacy) To formulate SSRs advocacy priorities based on their everyday needs, for instance, advocacy to have drop center or funding to rent an office To become more active in involvement new members so that organizations could develop further
25 Moldova Main issues: Progress of the Regional Program:OST provision in new municipalities HR funding form state budget or Compulsory health insurance funds Progress of the Regional Program: OST sites in 3 new municipalities Campaign to influence Compulsory health insurance funds
26 Implementation of work plan and advocacy tasksMost of SR’s activities are held in line with the work plan; if there are delays, all necessary comments are provided All supporting documents are provided in line with requirements SR is very efficient in its advocacy as one advocacy task is completed SR is successful in building partnerships supporting it with continuous partners’ environment analysis SR not always updates SSRs on advocacy progress and advocacy work details SSR depends on SR in advocacy as they do not have capacity to act independently SMG/IMG analysis results as well as developed country position are actively used in advocacy SSRs’ work plan was developed in accordance with SSR’s needs and suggestions, bur SSR does not understand their work plan
27 Involvement and development of PWUD communitySR not always demonstrates readiness and willingness to develop SSRs’ advocacy capacities SSRs lack practical advocacy skills; even though more SSRs have been trained on advocacy skills SSRs have become more active participating in advocacy on national level SR communicates with SSRs often as issues arise as well as SR and SSRs have official quarterly meetings SSRs lack capacity to plan its routine (everyday) advocacy actions SSR resists to enlarge and involve more people to work on the Regional Program SSR does not have its own advocacy goal and understanding what they advocate for, therefore the SSR’s groups is fragmented
28 Recommendations for UORN (SR)To provide timely update to SSRs on advocacy progress, especially on tasks where SSRs are tightly involved (Buprenorphine) To provide guide and support to SSRs on advocacy work (how and what to say during meeting, how to prepare oneself, what purpose of participation is) To increase SSR’s participation in practical advocacy work (for instance, with documents) To share success on “take-away methadone” practice with other participants in the Regional Program by documenting the road to success To initiate and coordinate mentorship between different SSRs as they would help each other to develop (weekly work plans, training before meetings)
29 Recommendations for IG in Kishinev (SSR)To provide mentorship to each other to develop advocacy skills (weekly work plans, training before meetings; understanding progress) To budget mentorship visits of Initiative Group in Belcy to the Initiative Group in Kishinev (training on weekly planning and organization of routine work) To develop internal weekly work plans supplementing monthly working plans provided by SR To keep friendly partnership on local level and profit more from meetings with partners (preparation to meeting, analysis of questions to be asked) To develop its own advocacy goals clarifying what results can be and how they can be achieved
30 Kazakhstan Main issues: Progress of the Regional Program:Methadone registration Help other NGOs in regionals to register for social contracting National health program Progress of the Regional Program: Visibility of HR and people on national level Social workers paid from local budget in Taldykurgan
31 Implementation of work plan and advocacy tasks (1)SR collect all necessary supporting information on events conducted SR not always demonstrates understanding of general view of program activities, results and progress; only short-term results SR not always demonstrates understanding of overall advocacy potential in Kazakhstan Sometimes SR concentrates more on conducting individual activities without understanding overall advocacy context SR has difficulties in getting normative documents (drafts of normative documents, finalized documents and ratified documents) from state institutions; much time is devoted to the issue
32 Implementation of work plan and advocacy tasks (2)In program reports SR not always demonstrates continuity of advocacy efforts and inpu0t of the Regional program It is not always clear what advocacy tasks SR is solving (either from work plan or other) On the website of SR there is no enough information on the progress and achieved results under the Regional Program SR develops list of partners including their contacts and area of influence Advocacy targets of SR and work priorities of SSRs coincide SSRs lack knowledge on participation in meetings (what to say, what people to speak with)
33 Involvement and development of PWUD communitySSRs participate in advocacy meetings and gather information/data SSRs are active in advocacy developing capacity to monitor and influence decisions SSRs lack capacity to advocate on national level and advocate for their rights Video developed by SSR was used for to advocate methadone registration SSRs and SR communicate often on different issues (work plan, Facebook pages, advocacy letters, advocacy advices and preparation for meetings) Both SR and SSRs indicated the need for project management skills and NGO management skills (for instance, webinar training on them by EHRN) SSR has developed as a team willing to tackle more difficult issues (building partnership and budget advocacy) SSR participated actively in advocacy for methadone registration (building partnership, video, participation in public hearings)
34 Recommendations for KazSojus (SR) (1)To make a long time advocacy plan of advocacy issues indicating short time results and long lasting progress To concentrate on progress and continuity of advocacy efforts in program reports showing dynamic situation To emphasize the input of all involved parties (SSRs) in the achieved results in program reports and progress stories To develop success story of methadone registration emphasizing input of SR and SSRs To look for partners that could facilitate the access to state normative documents To participate in EHRN webinars to get knowledge on building partnership through social networks and peer-to-peer mentorship/training To make a plan (including partners, media means and material) how to make results/achievements visible for wide audience To work on quality of OST and HR services engaging SSRs (they are motivated for the issue)
35 Recommendations for KazSojus (SR) (2)To include SSRs (UstKaman and Taldykorgan) in budget advocacy and train them for it To collect less formal participants’ feedback about event in order to use in on Facebook and other social media To work on website including information on EHRN as a partner and the Regional Program progress To get confirmation about methadone registration and include it in program report SR needs to agree formally on SSRs participation in meetings (when SSRs participate silently and when SSRs can influence the results and raise their issue) To complete success story on getting social workers paid from local budget in Taldykurgan and participation in committee on tenders (indicating SR and SSR input and the Regional Program influence)
36 Recommendations for IG Forward (SSR)To participate in EHRN webinars to get knowledge on building partnership through social networks and peer-to-peer mentorship/training To be proactive in initiating work with SR on quality of OST and HR services (to develop own suggestions how SR can be useful) To concentrate on work with SR on budget advocacy (to develop own suggestions how SSRs can be useful) To develop new partnerships with social workers, decision makers and health workers (attract them on Facebook page) To put more informal and detailed information about events (content, follow-up, results) on Facebook To use and communicate meeting with OST patients for purposes of the Regional program (community mobilization, search for advocacy issues, solving local issues) To monitor decision on outreach workers (whether requirements were included and publish results on Facebook)
37 Tajikistan Main issues: Progress of the Regional Program:National program on HIV prevention for Funding of OST from state budget State funding of NGOs (social contracting) Progress of the Regional Program: Arguments from the national report are included in the National program Negotiations to open stationary NSP in polyclinics (medical center) Community representatives are trained to have dialogue with partners: police, regional AIDS centers, drug treatment center, OST sites
38 Implementation of work plan and advocacy tasksEven though the work plan was too busy, SR has completed work plan by 80% as two activities were postponed (mentoring visits to SSRs and national dialogue) Advocacy progress depends on partners’ participation, therefore for SR seems difficult to adjust meeting time and plan in accordance with availability of partners National report based on ISM/SMG research is used for advocacy by SR SR has developed and deepen partnership changing from advocacy target to partners (regional and national AIDS centers, ministry of Health, national drug treatment center) SR developed partnership with Media representatives to increase visibility of HR SSRs work on main advocacy 3 tasks: increasing visibility of HR and quality of OST, mainly, “take-away” methadone and dialogue with police SSRs did not manage to complete video advocacy training by preparing video for OST (difficulties in preparing scenario and finding “open-face” patients)
39 Involvement and development of PWUD communityCommunity representatives are trained to have dialogue with partners: police, regional AIDS centers, drug treatment departments, OST sites SR and SSRs lack capacity and knowledge in developing documents for budget advocacy (including mechanism for social contracting, roadmaps for OST and NSP) SR plans to start actively work on gender-sensitive HR services, but they need more capacity to make it right SR and SSRs communicate constantly, while SR rarely travel to SSRs’ facilities More SSRs are ready to participate in advocacy of OST quality on national level SSRs lack understanding of HR services (HR components, values of HR services)
40 Involvement and development of PWUD community (Intihob, SSRs)Dates and program reporting format is followed, since the SPIN-Plus sends reports to EHRN IG does not develop; the leader does not attract and motivate people Only small part of the work plan (20% of the planned) was made; for example, no advocacy for the transportation payment, no evidence of methadone OST advocacy, no evidence of video advocacy, no survey on violation of rights) The leader does not understand purpose of activities and the Regional Program There is no interest in progress and follow-up of activities The leader has not demonstrated skills to act independently and to make decisions related to activities (he looks for others guilt) It is reasonable to think that the IG Intihob does not exist as a group; at M&E meeting the group was represented by OST programs recipients who knew nothing on HR subject and activities Advocacy activities are not present, except for one letter to the chief narcologist
41 Recommendations for SPIN PLUS (SR) (1)To be more involved in work on quality of OST and HR services (mainly “take-away” methadone and home stationary) engaging SSRs (they are motivated for the issue) To make regional advocacy plan identifying advocacy areas, issues, partners, partners’ areas of influence, material to use) To facilitate meeting of SSRs and responsible partners to make common actions plan to advocate for “take-away” methadone To help SSRs to develop weekly work plan engaging all people in accordance with their capacity To provide SSRs information on budget advocacy: what it is, why it is necessary, what steps are taken and what progress is To engage SSRs from IG Dina in OST quality advocacy on national level
42 Recommendations for SPIN PLUS (SR) (2)To organize discussion of the essence/philosophy of HR services for SSRs involving also media representatives and other partners Organizing SSRs meeting it is necessary to let everyone to express opinion on advocacy issues, how they understand them Organizing SSRs meeting it is necessary to get feedback what participants understood and what they like about the meeting To remove Intihob from SSRs of the Regional Program as it does not sufficiently contribute to event of the Regional Program
43 Recommendations for Dina (SSRs)To be proactive in initiating work with SR on quality of OST – “take-away” methadone (to develop own suggestions how SR can be useful) To meet with responsible partners to make common actions plan to advocate for “take-away” methadone (SSRs can offer videos and wide audience in social networks) To develop weekly work plan engaging all people in accordance with their capacity (with help of SR) To remove service activities from work plan To conduct research on local funding opportunities To develop new partnerships with social workers, decision makers and health workers (attract them on Facebook page) To put more informal and detailed information about events (content, follow-up, results) on Facebook To finish video on OST if necessary ask SR for organizational help
44 Financial part Outline: Recommendations for SRFinancial and administrative overview for SSR Recommendations for SSR
45 Belarus
46 Financial and administrative overview (SR) (1)During the visit, the staff demonstrated knowledge of the project, were well-oriented in the activities, answered questions, and promptly provided documentation Document keeping: separate folders for each SSR, marked, easily accessible. Employees understand the system and can retrieve the documents when needed A random inspection of SSR's tender documentation was conducted. No comments Primary documentation marked with the stamp bearing the project name. Inventory cards are marked with the same stamp Payment for IG members work based on a fixed rate for each type of work has its drawbacks: as a result, IG members choose to carry out the type of work which they want to, or find easier to do rather than the work necessary to achieve the project goals and objectives
47 Financial and administrative overview(SR) (2)A delay in the provision of reporting documents for payment for work was noted. This results in delays in the provision of reports to SR and EHRN No consolidated budget is prepared by the organization. Administrative expenses are divided between the projects through separate lease agreements, utility payments, etc. No compensation payments are required at the end of the project, since staff members signed fixed-term employment contract until March 2017 Data safekeeping is not ensured
48 Recommendations (SR) To prepare and approve the procurement procedures for the organization on the basis of the current UNDP recommendations. To include an item on the prevention of conflict of interest in the Protocol of Service Provider Selection. To purchase an external hard drive for safekeeping of financial and programmatic data. To back up data no less than once a month. To label the hard drive with the latest backup date.
49 Georgia
50 Recommendations (SR) (1)To prepare a single timesheet for project staff who also work on other projects, indicating how much time was allocated to which project, so the total work time could be seen. The same requirement for SSR. To add explanations on the assessment of offers to the procurement procedures. If different procedures are used for the assessment of offers of goods and materials, this should also be reflected in the procurement procedures. To pay for the work of employees only after the actual completion of work. Advance payment of salaries IS NOT RECOMMENDED. To complete the table of tax settlement, to provide the completed table for the second project year
51 Recommendations (SR) (2)SSRs to provide technical assistance in the preparation of financial documents, procedures and orders. We also recommend to simplify the voucher template, and to eliminate the currency exchange rates since SSRs only have to report in national currency. In preparing the budget the third year of the project, we recommend to use the average rate for 200 days prior to the start date of the project (in accordance with the Global Fund recommendations). In the event of significant currency fluctuations (over 10%), please contact EHRN requesting a budget review, but not more than 1 time per quarter. SSRs to ensure the safekeeping of financial documents for 7 years after the completion of the project. The documents may be taken to their offices for safekeeping.
52 Financial and administrative overview (Aceso, SSR)During the visit, visited the organization's office located in a separate facility. The accountant has their own office, but he only works in the project 35% of the time, so he is not always there. Primary documents have been checked: Documents are kept satisfactorily, in folders in a separate case. However, after the end of the project and the funding reduction there is a possibility that the SSR will not be able to provide storage of documents. Project costs are allocated by paying from different bank accounts. The organization has no documents governing the amounts of per diem and reimbursement of travel expenses, accommodation, and meals during business travel. There is no order regarding liability for tangible assets. There is no way to check who holds the equipment.
53 Recommendations (Aceso, SSR)It is necessary to issue clear regulations/order stating the amount of reimbursement for travel, accommodation, and meals during travel, depending on the city. Reimbursement amounts should correspond to weighted average prices in the country. In the future we recommend that reimbursements are paid only based on the submitted documents (tickets, hotel bills, etc.) An order regarding liability for tangible assets needs to be prepared. All equipment must be assigned to specific people who are liable for it.
54 Financial and administrative overview (Phoenix2009, SSR) (1)During the visit, visited the organization's office which is co-located with NSP. The accountant does not have a separate office and works for several projects but this is acceptable for an evolving organization with low financial capacity. Primary documents have been checked: Documents are kept satisfactorily, in folders in a separate case. However, after the end of the project and the funding reduction there is a possibility that the SSR will not be able to provide storage of documents. The accountant does not have accounting software: all documentation is prepared in Excel Project costs are allocated by paying from different bank accounts.
55 Financial and administrative overview (Phoenix2009, SSR) (2)The organization has no documents governing the amounts of per diem and reimbursement of travel expenses, accommodation, and meals during business travel. No regulations concerning reimbursement of costs/cards for mobile communications. There is no order regarding liability for tangible assets.
56 Recommendations (Phoenix2009, SSR)It is necessary to issue clear regulations/order stating the amount of reimbursement for travel, accommodation, and meals during travel, depending on the city. Reimbursement amounts should correspond to weighted average prices in the country. It is necessary to issue clear regulations/order stating per diem amounts for domestic travel (more than 1 day) and abroad. In the future we recommend that reimbursements are paid only based on the submitted documents (tickets, hotel bills, etc.) It is necessary to prepare an order governing the amount of payments for mobile communication costs. The order should list specific employees who are issued cards for mobile communication payment. The cards should be issued according to this list and be signed for. It is necessary to prepare an order regarding liability for tangible assets or to include this provision in labor agreements. All equipment must be assigned to specific people who are liable for it.
57 Kazakhstan Financial monitoring did not take place due to EHRN staff illness
58 Lithuania
59 Recommendations (SR) (1)It's necessary to prepare the Procurement policy To prepare Staff recruitment procedures To prepare Policy for the prevention of conflict of interest To prepare job descriptions for all employees To sign material responsibility contracts with employees (where it is said that employee is responsible for treating the property of organization with sustainability and according to its' intended purpose, and directly responsible for the assets, which were passed to him for personal use) and the transfer-acceptance act, when the asset is given for usage of employee To provide technical assistance for SSRs' in preparing documents, procedure To include in the agreement with SSR-s the points about corruption, money laundering (embezzlement) and terrorism
60 Recommendations (SR) (2)To write manuals of approved Electronic data security and management procedures To write approved operating procedures governing SR's responsibility for the control of the SSRs expenses To ensure the storage of SR and SSRs financial documents according to the laws of Lithuania, but not less than 7 years after the end of the project (requirement of Global Fund). To consider the possibility to take SSRs' documents to SR's office
61 Financial and administrative overview (Rigra, SSR)During the monitoring visit we met Gražina, Director of Rigra, in the premises of Centre of Social Diseases (she is given possibility to use these premises periodically) Rigra works with IG under Memorandum of Cooperation, they do not have rented premises There were no members of IG during meeting Financial services is provided by the accounting company, which is in different place. We didn't have possibility to visit it, but SR brings the copies of Rigra's documents to EHRN office once a quarter. They are in order. The questions regarding financial management were given to the leader of IG Protocols of the meetings Grazina keeps at home, as there is no regular office, where she could store them We found out, that not all meetings are recorded, only those with community in other cities, the lists of participants are not filled and signed as well
62 Recommendations (Rigra, SSR)To prepare the lists of participants with their signatures for all meetings. As people from community are vulnerable and don't want to reveal their personal data - it's enough to register the name or code of person. To write protocols for all meetings (with local IG, SR, other). Protocols and participants lists' have to be originally signed, numbered and stored in the files sorted by types To sign the agreements of material responsibility and acts of acceptance with those, who use the long term assets. To write manuals of approved Electronic data security and management procedures
63 Financial and administrative overview (Resetas, SSR)During the monitoring visit we met IG members in their rented premises The accountant works from home according to certificate of individual activity. She didn't take part in the meeting The primary documents and the system of storage of documents were checked. Also the questions regarding financial management were given to the leader of IG There is no system of keeping primary documents safely. The originals are kept in the files by periods, but some of documents are not fastened Documents of previous year (1 year) lays down in the pile, ready to be thrown away Protocols of the meetings, reports are not registered and held in the files. IG leader sends them to SR, but do not keep them There is no signed participants lists presented from the meetings with communities Program and financial reports for the 6th quarter were presented very late - in December, all deadlines were ignored
64 Recommendations (Resetas, SSR)It's necessary to create the system of documents storage. All orders, protocols and reports have to be originally signed, numbered and stored in the files sorted by types. All the primary documents have to be fastened by dates in the files. Old documents have to be passed to SR for further storage To sign the agreements of material responsibility and acts of acceptance with those, who use the long term assets. To prepare the lists of participants with their signatures for all meetings. As people from community are vulnerable and don't want to reveal their personal data - it's enough to register the name or code of person To write manuals of approved Electronic data security and management procedures
65 Moldova
66 Recommendations (SR) (1)General comment for service provision agreements (SR and SSR): The agreements indicate the total volume of services for the entire duration of the agreement, and the employment%. All service provision agreements should clearly define the volume of work/assignments for each month/quarter. An article stating employment % needs to be removed because it is illogical: this is a service provision agreement. Hours could be specified instead. Based on the completed works, an Act of Completed Services should be prepared indicating work hours for each month, if a person was contracted for hourly wage.
67 Recommendations (SR) (2)Reports on conducted discussion groups. The dates of conducted discussion groups do not agree with the dates of disbursement of products. Need to be checked and corrected The members' participation in the discussion groups should be confirmed by the participants' signatures. During the review, the number of signatures did not agree with the number of participants. Reports should be prepared on all meetings of discussion group members. These reports should state the meeting subject matter or purpose, discussed issues, and the number of participants. During the check no SMG study questionnaires from Tiraspol were found in the office. SR explained that SSR has them. Consequently, it was impossible to check if car travel agreed with the destination. WE RECOMMEND to bring questionnaires collected in the course of M&E to SR's office. To conduct a random check of questionnaires to verify that the information corresponds with the data listed in SMG table (no less than 15 % of questionnaires need to be checked). Check that car travel agreed with the destinations of survey conducted by interviews and the presence of questionnaires - the dates of questionnaires should correspond to the dates of travel.
68 Recommendations (SR) (3)To sign liability agreements with employees, which state the general responsibility for gentle use of organization's assets and personal liability for assets received for personal use (laptop, telephone). Each employee should sign a Transfer-Acceptance Certificate when receiving the assets. The same approach is recommended for SSRs To translate the organization's Internal Regulations into English or Russian From April 1, 2016 sign labor agreements and service provision agreements in national currency. To review all agreements to check for all signatures (the agreement with the provider of C1 accounting software does not have provider's signature). Mobiles communications invoices: the list containing phone numbers of employees (working for GF), which is attached to the invoice, must state project name.
69 Recommendations (SR) (4)Bank transfer orders: to divide the responsibility between the director and the accountant: to change the banking settings so that to make a payment the banking system required signatures (confirmation) of two people. To create a manual of approved procedures for safekeeping and management of electronic data: how it's to be done, how often, safekeeping place, responsible party. Procurement procedures: to indicate the criteria for supplier selection (price, quality, etc. ) in the tender announcement or protocols. When paying reimbursement for travel to meetings to IG members, it is necessary words "money received" must be written next to each signature on the list containing the names and amounts. To prepare employee payroll stating the amount of remuneration (from .. to ..) SSR to provide technical assistance with respect to preparation and safekeeping of business documents: protocols, reports, official letters.
70 Recommendations (SR) (5)To consult with SSRs, pay attention to their needs (for example, choose meeting location which is easy to access (in terms of participants' physical condition or financial position)). Once a month, SRs must inform SSRs on how much money they have left in the budget, offer them to redistribute the funds between various budget items, if necessary In preparing the budget the third year of the project, we recommend to use the average rate for 200 days prior to the start date of the project (in accordance with the Global Fund recommendations). In the event of significant currency fluctuations (over 10%), please contact EHRN requesting a budget review, but not more than 1 time per quarter.
71 Financial and administrative overview (IG in Kishinev, SSR) (1)During the visit, visited the organization's office located in a separate facility. Only IG members work there; the accountant works in Beltsy at the SR's office. The IG leader and members were asked about their financial activities. It was not possible to check the financial documents in the office because they are kept by the SR in Beltsy. Next day, we visited the SR in Beltsy and posed the questions to the accountant. IG's expenses are tracked by SR. Information on funds remaining in the budget (how much money is left in which budget item) is not communicated to IG members regularly. They confirmed that they can make their own calls and ask questions. The group leader does not know that for valid reasons the funds could be redistributed between budget items, but these need to be requested in writing. Often, SR reacts to SSR's request by asking them to wait. IG members do not make their own decisions and do not select what needs to be procured. Everything is procured by SR and delivered to the office (office supplies, fixed assets, coffee break supplies; the SR also selects the venue to rent for the events).
72 Financial and administrative overview (IG in Kishinev, SSR) (2)No system for safekeeping business documents, such as protocols, reports, letters. The project employees signed service provision agreements, but the agreements do not specify their duties. The agreements were signed in Euro, indicate 100% employment, which contradicts logic, since these are not labor agreements
73 Recommendations (IG in Kishinev, SSR)All service provision agreements should clearly define the volume of work/assignments for each month/quarter. An article stating employment % needs to be removed because it is illogical: this is a service provision agreement. Hours could be specified instead. Based on the completed works, an Act of Completed Services should be prepared indicating work hours for each month, if a person was contracted for hourly wage. Agreement must be signed in national currency. Create a system for safekeeping business documents: protocols, reports, official letters. Mobiles communications invoices: the list containing phone numbers of employees (working for GF), which is attached to the invoice, must state project name. To sign liability agreements with employees, which state the general responsibility for gentle use of organization's assets and personal liability for assets received for personal use (laptop, camera). Each employee should sign a Transfer-Acceptance Certificate when receiving the assets.
74 Tajikistan
75 Recommendations (SR) (1)To update accounting system 1C. To install the new licensed version of the accounting software and to adjust it to the GF reporting requirements (including expenditure items). Each tender must contain a full set of documents from the request containing technical specifications and to the proposals/offers and the protocol. The register should contain the following information: item number tender date brief description of the tender (for example, procurement of computers) name of the project from whose budget the procurement is funded. Correct the procurement procedures: introduce an article on the conflict of interests and correct the article regarding the tender announcement because, due to the limited market of goods and services, no tender announcement is published.
76 Recommendations (SR) (2)A business trip order must include its purpose so it is clear that these are operating expenses, and the meeting (training, etc.) agenda. It is necessary to indicate a minimum value of fixed assets to avoid the violation of Tajik regulations, and include it in the policy. Comment: When preparing service agreements it is necessary to clearly define job duties/list of tasks/assignments for each service provider for each month. To prepare a report on VAT paid in in the following format: date of payment, the name of the supplier (organization), price without VAT, the amount of VAT. RECOMMENDATION: Since Facebook often does not work, you need to consider an alternative way to announce the selection of new employees SSRs to provide technical assistance in the preparation of financial documents, procedures and orders.
77 Recommendations (SR) (3)In preparing the budget the third year of the project, we recommend to use the average rate for 200 days prior to the start date of the project (in accordance with the Global Fund recommendations). In the event of significant currency fluctuations (over 10%), please contact EHRN requesting a budget review, but not more than 1 time per quarter. SSRs to ensure the safekeeping of financial documents for 7 years after the completion of the project. The documents may be taken to their offices for safekeeping.
78 Financial and administrative overview (Dina, SSR)During the visit, visited the organization's office located in a separate facility. The accountant has their own office. Primary documents have been checked: Documents are kept satisfactorily, in a separate case in separate folders for each project. Project costs are paid from a separate bank account. The accountant's employment agreement does not indicate the name of the project and the shortened work hours. The entire contract amount is paid. The time sheet indicated 35% employment. Service agreements with other employees do not state the name of the project. Addenda to the agreements state amounts after taxes (net), while the agreements themselves state amounts before taxes (gross). No orders on meetings and events. No orders on distribution of expenses for office lease and mobile communications between projects.
79 Recommendations (Dina,SSR)The labor agreement with the accountant must state the name of the project and the 35% employment; delete/correct the article on working days so that it doesn't contradict the information from timesheets. Service provision agreements should state the name of the project; also the payment amounts in the addenda need to be corrected: all amounts need to be gross, not net. It is recommended to purchase an accounting software to better keep track of expenses. Part of the costs could be funded from the project budget It is necessary to prepare orders on meetings and events, and on distribution of expenses for office lease and mobile communications between projects. When purchasing new fixed assets, it is recommended to prepare a request containing the requirements (criteria) along with other tender documentation.