OVERVIEW OF ClASS METHODS and ACTIVITIES

Session Objectives

By the end of the session, participants will be able to:

• Describe ClASS team composition

• List key roles and responsibilities of ClASS team members

• Describe methods and activities used by the ClASS team in phases 2-4 of the assessment process

• Explain the report writing process

• Review Team

– Team leader

–Administrative reviewer

– Financial reviewer

– Technical reviewers as needed

Team Composition

• Project Officer/ Activity Manager

• Collaborating partners

•HRSA-led vs. non HRSA-led models

•Overall coordinator and point of contact for the team in-country

•Official spokesperson for the visit

Project Officer vs. Program Manager

Supports review team by:

• Answering questions

• Providing feedback

• Facilitating meetings

• Presenting at opening and closing sessions

• Leading report development

Team Leader

•Gathers information – opening

presentations – facility tour – document review – interviews

• Presents areas for improvement and recommendations

•Writes report

Reviewer Roles

• Professional

• Timely

– Response to email, on time for meetings and conference calls, report writing, providing feedback via online surveys, invoicing

• Independent team player

• Flexible/Available

– Manage changing agendas, delays, travel complications

– Be available to travel on reasonable notice

Reviewer Responsibilities

•Observes

• Listens

• Takes notes

• Asks clarifying questions

• Contributes to debriefs and reports

Secondary Reviewers

Key partners

– Funder(s)

– Implementing partners

– Ministry of Health

– Other relevant partners

Areas for collaboration

– Defining scope and nature of the assessment

– Site selection

– Participate as partners in assessment

– Review assessment report and provide recommendations

– Leverage existing TA resources

Partners & Collaboration

• Phase 1: Initiation & Scope

• Phase 2: Planning & Preparation

• Phase 3: Implementation

• Phase 4: Reporting & Evaluation

• Phase 5: Technical Assistance & Action Planning

Phase II:Planning & Preparation

Phase III: Implementat

ion

Phase IV: Reporting & Evaluation

Phase V: Technical

Assistance & Action

Planning

Phase I:Initiation &

Scope

The ClASS Process

Setting the Tone

Initially the clinic site staff thought the visit was some form of accreditation and they were panicked. Once they met the ClASS team members and saw their friendly, supportive and relaxed demeanor, they realized the ClASS site visit was intended to be helpful.

- Clinic Site PI

Timeline

• Pre-assessment call with PO and review team only• Pre-assessment call with review team and partners• Review advance documents; research country • Identify information that is missing or needing validation

Phase 2 - Preparation

• Opening Session (if applicable)• Entrance Meeting• Office/Facility Tour (if applicable)• Information gathering

Phase 3 - Implementation

• Consolidate notes and draft initial report• Distribute to Funder and Grantee for comments, feedback• Integrate Feedback• Finalize Report

Phase 4 - Reporting

• Exit Meeting /Debrief Session• Closing Session (if applicable)• Action planning Session

Before the Assessment (Phase 2)

• Participate in pre-assessment conference calls

• Review advance documents

• Identify information that is missing or needs validation during the site visit

• Research the country to be visited if you have not been there

• Ensure an attitude of awareness and respect for cultural differences

• Introductions

• Background on funder, prime grantee, ClASS

• Assessment timeline and scope

• Funder participation

• Question, answer and discussion

• Set time for closing session

Opening Session (Phase 3)

• Entrance Meeting

• Office/Facility Tour (optional - based on time)

• Information Gathering

• Exit Meeting

Assessment Timeline

• Introductions

• ClASS overview

• Team roles, methods and and tools

• Presentations by prime grantee/site staff

• Q & A and discussion

• Schedule: staff interviews/document review and exit meeting

Entrance Meeting (Phase 3)

Office/Facility Tour (Phase 3)

• Key staff interviews

• On-site document review

• Off-site review of non-confidential documents

Information Gathering (Phase 3)

Key Staff Interviews (Phase 3)

Key Documents Review (Phase 3)

Exit Meeting Preparation (Phase 3)

• Share and discuss areas for improvement

•Decide on areas for improvement to be shared at closing session

•Decide order of presentations

•Decide on any areas for improvement to be communicated privately in advance of the closing session

Exit Meeting / “On-site Debrief” (Phase 3)

• Acknowledge management and staff for their time and participation

• Review team presents preliminary findings and recommendations for improvement

• Provide opportunity for grantee to respond, correct misinformation, answer questions

• Describe next steps including action planning and report development

• Present findings – Strengths– Areas for improvement

•Discuss/identify areas for TA

Closing Session/”Final Debrief” (Phase 3)

Action Planning Session (Phase 3)

• Participate actively in discussions

• Participate actively in creating solutions, identifying deliverables, and offering suggestions for TA and capacity building

• Commit to take responsibility for deliverables and to set and meet timelines

Both the feedback and recommendations from the assessment team were very useful for our field staff, particularly to those in charge of implementing programs on the ground.

- Prime Grantee, March 2011

POST-ASSESSMENT

Typical Report Timeline (Phase 4)

Reporting Process (Phase 4)

• Team consolidates notes and develops draft, expanding on debrief presentation

• Funder and Project Officer review draft

• Draft report submitted to funder and prime grantee for comments and feedback

• Team integrates feedback as necessary

• Funder distributes final report

Final Report (Phase 4)

• Key short-term outcome from the ClASS assessment

• Focuses on recommendations aimed at supporting improvement and identifying areas for needed technical assistance

•Used to provide support and ongoing monitoring of capacity development activities

Key Points (1)

• ClASS team composition, visit length and timeline depend on the grantee and scope of work.

• Collaboration ensures the authenticity and usefulness of ClASS assessments.

• Your professionalism as a ClASS Reviewer will be key in the ability of others to accept your feedback.

• To date, ClASS assessments have been initiated by HRSA. In the future, ClASS may be initiated by in-country partners (CDC, MOH) or by an organization

building capacity of its local partners.

Key Points (2)

• The most important responsibility of ClASS team members is to gather accurate information. • ClASS team members should review documentation prior to arrival in order to maximize time on-site.

• Always discuss strengths first, then highlight most important areas for improvement.

• Action planning while still on-site allows staff and leadership to begin applying lessons learned rather than waiting for the full report to be finalized.

QUESTIONS?