quarter one report_august - september 2010
DESCRIPTION
First quarter report under PATHTRANSCRIPT
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The Partnership for an HIV –Free
Generation G-Pange Project
AIDS Support and Technical Resources
Sector 1 – Indefinate Quantity Contract
RFTOP NO. 623-KE-10-003
Contract # GHH-I-00-07-00061-00
Order # AID-623-TO-10-00003
Quarterly Report (Number 1)
August 2 – September 30,
2010
Submitted to USAID: October 7, 2010
2201 Westlake Avenue, Suite 200
Seattle, WA 98121 USA
Tel: 206.285.3500 Fax: 206.285.6619
www.path.org
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The Partnership for the HIV-Free Generation Project
PATH: Has a portfolio of innovative health
programming in Kenya spanning two decades,
within which PATH has earned confidence in
achieving desired results in numerous donor funded
projects. As the prime partner, PATH leads the team
through quality driven implementation of the project, providing leadership in youth HIV
prevention, working effectively with youth using high-impact comprehensive behavior
change communication (BCC) and media across multiple initiatives.
The Global Business Coalition on HIV/AIDS, Tuberculosis and
Malaria (GBC): GBC facilitates the exchange of best practices among
member companies, provides expert guidance for member program
implementation, and develops partnerships between the public and
private sectors. The Coalition includes more than 220 member
companies and maintains close ties with governments, multilaterals, and
NGOs. GBC also represents the private sector to the Global Fund on AIDS, TB and Malaria.
As a sub-partner, GBC guides collective business action, creating connections, shaping
agendas, and providing technical support on building public-private partnerships to leverage
funding and to tap into the innovative and unique way to target and empower the youth.
Partnership for an HIV Free Generation in Kenya (HFG/K): This
new global public-private partnership championed by the U.S.
President’s Emergency Plan for AIDS Relief (PEPFAR) marries the
core competencies of international and local private sector corporations
and organizations with different expertise in fight against HIV. The
partnership will develop and build on existing programs that equip
young people to make healthy decisions including interventions to
address the unique vulnerabilities faced by girls and young women. The partnership aims to
create a multi-faceted, multi-focal, but well-integrated and mutually reinforcing set of age
and situational appropriate prevention interventions that meet young people wherever they
are and where they aspire to be at the various stages on their road to adulthood. HFG/K has
an overall goal of reducing new infections by 50% among youth 10-24 years in Kenya.
DISCLAIMER
The author’s views expressed in this publication do not necessarily reflect the views of the
United States Agency for International Development or the United States Government.
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TABLE OF CONTENTS
1. EXECUTIVE SUMMARY .......................................................................................... 5 Component 1: Strengthen HFG/K’s capacity to support and execute a transition
plan to a self-sustaining entity ................................................................................ 6
Component 2: Support development and implementation of a youth HIV
prevention media strategy, including prevention with HIV-positive youth ........... 7
Component 3: Support HFG/K to coordinate activity planning and funding
between one or more international or Kenyan private-sector firms and PEPFAR-
implementing partners ............................................................................................ 8
Monitoring and Evaluation .............................................................................................. 9
Financial report ................................................................................................................. 9
REPORT ON ACHIEVEMENTS AND RESULTS .................................................... 10 1.1 Devise transition plan from FHI administration to PATH ........................ 10
1.2 Develop annual work plan and matching monthly budget for year one ... 11
1.3 Establish governance structure for HFG/K ............................................... 12
1.4 Refine and finalize the 5-year strategic plan for HFG/K .......................... 12
1.5 Expansion of HFG staff ............................................................................ 13
1.6 Building capacity within HFG/K .............................................................. 14
1.7 Coordinating meetings of HFG governing bodies and advisory boards,
implementing partners and the private sector ....................................................... 14
1.8 Register HFG/K as a legal entity .............................................................. 14
1.9 Refine branding and marking strategy for HFG/K and G-Pange ............. 15
1.10 Coordinate USG Implementing Partners undertaking HFG/K activities .. 15
1.11 Support the establishment of HFG/K office .............................................. 15
Table 1. Component 1: Strengthen HFG/K’s capacity to support and execute a transition
plan to a self-sustaining entity .......................................................................................... 17
Component 2: Support development and implementation of a youth HIV prevention
media strategy, including prevention with HIV-positive youth........................................ 21
2.1 Formative assessment for media campaigns ............................................. 21
2.2 Message development workshop with key stakeholders .......................... 21
2.3 Development of media strategy ................................................................ 21
2.4 Development of media campaign products............................................... 21
2.5 Development of radio program ................................................................. 22
2.6 Magazine column ...................................................................................... 22
2.7 Media Briefings ........................................................................................ 22
2.8 Media Products (materials and merchandize production and distribution)22
2.9 G-pange branding and HFG marketing ..................................................... 25
2.10 Shuga 1 roll-out and Shuga 2 development production and roll-out .... 25
2.11 National Youth Events .......................................................................... 25
Table 2. Component 2: Support development and implementation of a youth HIV
prevention media strategy, including prevention with HIV-positive youth ..................... 29
Component 3: Support HFG/K to coordinate activity planning and funding between
one or more international or Kenyan private-sector firms and PEPFAR-implementing
partners .............................................................................................................................. 31
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3.1 Develop PPP Implementation Guide ........................................................ 31
3.2 Engagement with HFG and select implementing partners to establish
gaps and needs to guide future PPPs..................................................................... 31
3.3 Detailed mapping/assessment of company competencies, interests, HIV
records and resources ............................................................................................ 32
3.4 Development of PPP marketing and communications strategy ................ 32
3.5 Brokering PPPs ......................................................................................... 32
3.6 Completion plan for ongoing PPPs .............................................................. 33
3.7 Structure successful partnerships using guidelines for PPP
implementation ..................................................................................................... 33
Table 3. Component 3: Support HFG/K to coordinate activity planning and funding
between one or more international or Kenyan private-sector firms and PEPFAR-
implementing partners ...................................................................................................... 34
Monitoring and Evaluation ............................................................................................ 37
4.1 Develop and implement monitoring and evaluation plan for additional
geographic areas and the national mass media campaign ..................................... 37
4.2 Conduct baseline assessments................................................................... 37
4.3 Support specific PPPs M&E activities ...................................................... 37
4.4 Conduct assessment of interventions and customer satisfaction studies .. 37
4.5 Conduct routine monitoring and reporting on project activities ............... 38
Table 4. Monitoring and Evaluation activities ............................................................. 39
Financial Report.............................................................................................................. 40
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EXECUTIVE SUMMARY
PATH and its partners The Global Business Coalition on HIV/AIDS, Tuberculosis and
Malaria (GBC) and the Partnership for an HIV Free Generation in Kenya (HFG/K) are
pleased to submit to U.S. Agency for International Development (USAID) this first quarterly
report on the Partnership for the HIV-Free Generation Project (HFG/K). The report covers
the first two months: August and September, 2010.
The HIV Free Generation project is a two-year project with three, one-year extension options,
to support the national youth HIV prevention efforts through a mass media campaign as well
as drive focused efforts in the peri-urban and rural areas around Nairobi, Mombasa, Kisumu,
and Eldoret, where there are high concentrations of young people, high HIV prevalence rates,
and an existing infrastructure to reach young people. The project will also strengthen the
capacity of HFG/K to coordinate public, private partnership (PPP) activities between
implementing partners funded by United States Government and international or Kenyan
private sector corporations to reach Kenyan youth with economic empowerment, health
services, and products focusing on HIV prevention.
The goal of this project is to reduce the HIV incidence among youth 10-24 by 50% over five
years in proposed sites where activities are implemented. The project aims at providing HIV
prevention information through the media to reach the majority of youth in the country and to
saturate the four regions described above with information using diverse media channels and
be able to demonstrate impact in the reduction of HIV incidence among the target group. The
project will address three main objectives as follows:
1. To strengthen HFG/K’s capacity to support and execute a transition plan to a self-
sustaining entity.
2. To support development and implementation of a youth HIV prevention media
strategy, including prevention with HIV-positive youth.
3. To support HFG/K to coordinate activity planning and funding between one or more
international or Kenyan private-sector firms and PEPFAR-implementing partners.
During the two months under review in this report, the project focused on many start up
activities, ensuring the project establishes a foundation. The following summarizes the main
project achievements during the report period.
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Component 1: Strengthen HFG/K’s capacity to support and execute a transition plan to a self-sustaining entity
o Transition plan from FHI to PATH: A transition plan for the administration of
HFG/K from FHI to PATH was developed and submitted to USAID on August 29,
2010 and it is currently being implemented.
o Development of year 1 work plan: A detailed work plan with corresponding monthly
budget covering year 1 was developed and submitted to USAID on September 15,
2010. PATH sought confirmation that the deliverable dates in the contract are
calendar days versus working days. This was discussed in the post award meeting of
September 7, 2010 and USAID indicated it would confirm. In the interim, we are
currently operating from the premise that the deliverable days are calendar days based
on discussions from the USAID post award meeting.
o Establish governance structure for HFG/K: A consultant was hired in August to
assist HFG/K with establishing a formal governance structure. At the end of
September the consultant had presented possible governance models for input from
the KSC.
o Refine and finalize the 5 year strategic plan for HFG/K: A consultant was hired to
help refine and finalize the 5 year strategic plan for HFG/K. One large piece of the
strategic plan is the plan for monitoring performance (PMP). The PMP will be drafted
by the M&E Manager and M&E Advisor in conjunction with M&E STTA from
PATH and appropriate guidance from the M&E experts in USAID and stakeholder
organizations.
o Expansion of HFG/K staff: Proposed positions for expansion of HFG/K staff as
outlined by PATH were reviewed and agreed upon by the HFG/K team and positions
were publicly posted.
o Building capacity within HFG/K: Over the last 2 months, a lot of discussion has
taken place about defining working norms and identifying the relationships between
advisors and managers. During the work planning workshop, the HFG/K team spent
time defining these relationships
o Coordinating meetings: One meeting of the Kenya Steering Committee was held on
September 28 to collect input and direction on the governance structure for HFG/K, as
well as update members on the AIDS Support and Technical Assistance Resources
(AIDSTAR) mechanism and recent activities.
o Register HFG/K as a legal entity: Hamilton, Harrison & Mathews was the law firm
engaged to initiate registration for HFG/K in 2009. PATH will contract the same law
firm to complete the registration and this process is underway.
o Refine branding and marking strategy for HFG/K and G-Pange: Agreement was
reached on several modifications to the branding guidelines and HFG/K is to write up
a summary of those changes and send to USAID to be included in a contractual
modification in the next couple of months.
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o Coordinate USG Implementing Partners undertaking HFG/K activities: Planning
was under way for a breakfast meeting with the Senior Management officials of all
implementing partners to re-introduce HFG/K to the implementing partners, provide
an update on the AIDSTAR mechanism, as well as discuss how implementing
partners can better work with HFG/K in the future and benefit from the opportunities
HFG/K can provide.
o Establishment of HFG/K office: Office space was identified and contracted in the
Laiboni Center on Lenana Road. The lease officially begins October 1, 2010, but
renovations are required so move in will be sometime in November 2010.
o Establish administrative/financial framework for HFG/K & build capacity of staff
to manage systems independently: Nancy Engel, a Senior Administrative Officer,
from PATH in Seattle joined the HFG/K team for a period of two weeks to provide
the team support in administrative and financial procedures, as well as working on the
development of the grants manual.
Component 2: Support development and implementation of a youth HIV prevention media strategy, including prevention with HIV-positive youth
o Formative assessment for media campaigns: Terms of reference for a research firm
was developed and circulated to potential firms and the project had started receiving
bids from interested firms. The research firm will be identified and contracted early in
the next quarter to undertake the formative assessment.
o Development of media strategy: A media consultant was engaged to work with the
HFG team and assist in the development of the strategy. The consultant has reviewed
the available literature including the draft of the media strategy earlier developed and
had several consultative meetings with HFG staff and the Kenya Steering Committee
for inputs on the strategy.
o Development of media campaign products: The development of a brief to advertising
agency was initiated and a draft was being finalized.
o Development of radio program: A review of available information on radio
programming consumption by youth was initiated during the report period and was
ongoing. These will provide the project with a better understanding of the dynamics
of radio listenership patterns and media consumption in general.
o Media Products (materials and merchandize production and distribution): The
HFG/K project with support and contribution from other USG partners initiated the
production of 500,000 wristbands before the AIDSTAR award. The delivery of the
wristbands into the country was however delayed by late payments by partners; the
wristbands are expected in November. The project supported the G-Jue 1 million
campaign with production of materials for the campaign. The campaigns benefited
from production of 21,000 posters and 210,000 stickers bearing G-Jue messages,
which were distributed to partners for use in mobilization youth for G-Jue. The G-Jue
Radio campaign supported by PSI was on air on the regional FM radio stations.
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o Shuga 1 roll out and Shuga 2 development production and roll out: A total of 2,500
Shuga DVDs were distributed to partners for screening and discussions country wide
(except in North Eastern province) to accelerate viewership of Shuga in the rural
areas. Throughout the reporting period, partners mobilize youth to watch Shuga and
participate in facilitated discussions. A total of 73 packs of the MTV Staying Alive in
a Box (SAIB) packs were shipped to Kenya. Planning for the development,
production and roll out of the Shuga drama season-two commenced.
o National Youth Events: HFG/K was a core member of the national youth week
planning committee convened by the Ministry of Youth Affairs and Sports. HFG
contracted Mondeas, a media agency to provided public relations technical support to
the national planning committee, revamp the G-Pange website and mobilize local
media houses to cover the activities of the youth week and the celebrations.
o The national youth week culminated in a large celebration and launch of the
international year of the youth. It was a colorful event presided over by the Minister
of Youth Affairs and Sports and attended by Government of Kenya officials, the UN
community, HFG/K, youth representatives serving various organizations and
approximately 1,500 youth.
Component 3: Support HFG/K to coordinate activity planning and funding between one or more international or Kenyan private-sector firms and PEPFAR-implementing partners
o Develop PPP Implementation Guide: Work to develop the guide was ongoing in
Kenya and in the US conducted by GBC Kenya and GBC New York respectively.
o Engagement with HFG and select implementing partners to establish gaps and
needs to guide future PPPs: The pamoja mtaani video game and Shuga 1 PPP with
Warner Bros and MTV respectively, were reviewed and agreed to be completed.
However, the Mukuru community asset mapping PPP was deemed not complete.
o Detailed mapping/assessment of company competencies, interests, HIV records and
resources: A list of companies to be surveyed was developed and internal
consultations initiated.
o Development of PPP marketing and communications strategy: The project is
working with communication teams in PATH and GBC NY to develop
communication materials for sharing with companies to market opportunities for PPP.
In addition, GBC will use all international forums to talk about HFG and discuss
possible PPP opportunities.
o Brokering PPPs: An account/project tab has been created on GBCs company
relationship management (CRM) for capturing the recruitment process and activities
in Salesforce. Initial discussions for potential PPPs have been held with: MTV, SC
Johnson, International Labour Organization (ILO) and Kuoni Tour Company. Details
of these discussions have occurred with HFG/K staff and the Kenya Steering
Committee (KSC).
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o Completion plan for ongoing PPPs: The project is working on a completion plan for
Mukuru community asset mapping with Emory University.
Monitoring and Evaluation
o Development of an M&E system: During the report the HFG project started laying
foundations for strategic approach for data collection, analysis and reporting by
forming M&E consultative groups and initiated the development of the performance
monitoring plan (PMP). The terms of reference for a consultant firm to conduct a
baseline survey was developed.
Financial report
Total cumulative reported and accrued expenditure was US$ 143,377 representing a
burn rate of 0.7% of total estimated project cost and 2.8% of total obligated funds. The
balance of US$ 5,052,081 is sufficient to cover activities through the end of the next
quarter.
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REPORT ON ACHIEVEMENTS AND RESULTS
Component 1: Strengthen HFG/K’s capacity to support and execute a transition plan to a self-sustaining entity.
1.1 Devise transition plan from FHI administration to PATH
A transition plan for the administration of HFG/K from Family Health International (FHI) to
PATH was developed and submitted to USAID on August 29, 2010. This plan was devised
after consultation and input from FHI, HFG/K and PATH. Although we have not yet received
official approval of the transition plan from USAID, it is currently being implemented as
follows:
o HFG/K Salaries & Benefits: As of September 1, 2010 the HFG/K staff became
PATH employees (with the exception of the Interim Country Director, who is an
employee of Cardno). All HFG staff job descriptions were reviewed, modified and
finalized by the Interim Executive Director and the Chief of Party. The PATH
Country Director, in conjunction with the HR department, spent significant time
analyzing the current salary/benefit package of these staff and integrating them within
the pay grade scales of PATH. All staff received increases in their base salaries. These
increases were larger than the original projections of the transition plan, as PATH
took measures to compensate for the differences in overall benefit package from FHI
to PATH within the salary base. Additional cost of living increases will be given to
staff in the new year, in keeping with PATH policies. All health benefits for HFG/K
staff under PATH began on September 15, 2010. Wycliffe Owanda, Ben Aluda and
Philisters Amisi will receive severance benefits and leave dues upon the official close
out of their emails and files from the FHI server in late October. FHI made an
exception for Rachel Gathoni and provided her a close out package in mid-September.
o Martha Ngunga officially left HFG/K on September 14, 2010. As agreed with FHI,
her salary and benefits were covered by FHI through that time period. Rachel Gathoni
also went on leave as of September 13, 2010. PATH made special arrangements with
our health insurance carrier to ensure that her health benefits were initiated on
September 1, 2010 so she would not miss any dates of coverage in the transition.
HFG/K staff was given a detailed orientation on PATH policies and procedures
including administration, human resources and finances on September 3, 2010.
Performance reviews are being conducted by Tijuana Traore-James the week of
October 4 for the HFG/K staff.
o Office Space: As noted in the transition plan, PATH has secured space at Laiboni
Plaza for the new HFG/K office. This office will house all HFG/K staff including
project staff from PATH and GBC. Currently, we are in the process of selecting a
designer/contractor for the office space. We have 3 bidders for the work who will
submit designs and costs for the work. After selection of a vendor and official
contract devised, work on the renovations should begin the first week of October.
It has come to our attention that we are required to obtain a permit from Nairobi City
Council for the interior renovations of the office space. This can take 4-6 weeks and
may subsequently delay the work and our move in date. If this becomes the case,
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PATH will consider options for interim office space of HFG/K, such as housing staff
within the PATH office or extending the terms of the lease at the Chancery Building,
if possible. This will be seriously addressed once we have a firm sense of the situation
from the contractor.
o Office Equipment & Furniture: PATH is currently undertaking an inventory
assessment of the HFG/K office equipment and furniture in conjunction with procured
equipment and furniture lists provided by FHI. This will be completed by the first
week of October. Once this inventory is completed, final lists will be shared with FHI.
FHI will then formulate formal handover requests for this inventory from FHI to
PATH for the GATES Foundation and USAID, with whose funds the inventory was
purchased.
It was originally noted in the transition plan that FHI would keep the mobile phones.
This has since changed. FHI will allow all equipment and furniture move with
HFG/K. The only exception to this is the PBX phone system and any items that we
deem are not necessary in the new office.
There is software licensed to FHI on all of the 5 HFG/K computers. This software will
be removed and replaced by software licensed to PATH. PATH is currently ordering
this software and will make this transition by the end of October.
o Vehicle Use: PATH provided to HFG/K a PATH-branded vehicle for use on
September 1, 2010. The driver for the vehicle is Ben Aluda and he has been oriented
on logbooks and car maintenance. This vehicle is currently being shared by the
HFG/K team between the two offices. Philisters Amisi is charged with managing the
vehicle schedule. PATH has initiated procurement for 2 more HFG/K vehicles.
o Internet/Email/Server: The IT departments between PATH and FHI had a series of
meetings to map out a plan for the transfer of all email accounts and files from FHI to
the PATH server. The HFG/K emails are technically controlled by Warner Bros in the
US. PATH/FHI will communicate with Warner Bros to redirect these emails and
request additional addresses. This changeover (requiring 24-48 hours) will occur over
a weekend and near the time of the impending move so as not to disrupt service. In
addition, one week before the move, the PATH IT department will transfer all HFG/K
files from the FHI server to the PATH server for backup and safekeeping, as well as
install the PATH licensed software. It has also come to our attention that the g-pange
website domain is scheduled to expire in October. We are taking measures to renew
that domain.
o Other Essential Services: As of September 1, 2010, PATH transferred essential
services from FHI to PATH including newspaper subscriptions, office supplies and
photocopying, courier services and travel services.
1.2 Develop annual work plan and matching monthly budget for year one
A work plan workshop was conducted on August 23-26 with the HFG/K team, as well
as some short-term technical assistants and consultants. During this workshop and
subsequent follow-on meetings, the team mapped out a detailed work plan for one
year and corresponding monthly budget. The work plan was submitted to USAID on
September 15, 2010.
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PATH is still waiting for confirmation that the deliverable dates in the contract are
calendar days versus working days. This was discussed in the post award meeting of
September 7, 2010 and USAID indicated it would confirm. In the interim, we are
currently operating from the premise that the deliverable days are calendar days,
based on discussions from the USAID post award meeting. However, in the early
stages of the start-up phase, we planned around working days and had anticipated
submitting the work plan on September 15. It wasn’t until the post award meeting that
we realized the work plan would have been due August 30 per the calendar days
requirement. USAID requested we email the COTR/CO with an extension request.
This request was made and the work plan was submitted September 15, 2010 per that
request.
1.3 Establish governance structure for HFG/K
Canute Waswa, a consultant, was hired in August to assist HFG/K with establishing a
formal governance structure. He is guided by a detailed scope of work. In September,
Mr. Waswa spent significant time reviewing HFG/K documentation, as well as
conducting interviews with various representatives from the HFG staff, KSC, HFG
Global Secretariat and the GESC. The main aim was to collect feedback and insight
on the history, lessons learned, current governing structure, and possible future
structure for the organization. At the end of September, Mr. Waswa presented
possible governance models for input from the KSC. After that meeting, a final
governance model will be selected and put in place.
The governance structure will include not only a complete organgram, but also terms
of reference for interactions of the KSC, Youth Advisory Committees and Board of
Directors. It will also provide a template for an memorandum of understanding
(MOU) with implementing partners and, finally, a grants manual for management of
the PPPs. This grants manual is being developed by a team, including the Grants
Manager, alongside STTA experts in granting from PATH headquarters. They have
spent time reviewing other grants manuals for contracts, as well as recommendations
from the PPP Manager of USAID. The grants manual is an evolving document that is
amended over time as needed. The governance strategy with its accompanying
documents will be submitted to USAID on October 8, 2010 for review and approval.
1.4 Refine and finalize the 5-year strategic plan for HFG/K
A consultant was hired to help refine and finalize the 5-year strategic plan for HFG/K.
The existing 5-year strategic plan for HFG/K will be utilized as a foundation for this
work. The consultant, Canute Waswa, following an outlined scope of work, will
collect input from staff and key stakeholders to inform the refinement of the strategy.
He will review the strategy with implementing partners during a 2-day workshop in
late October. All of this information will be utilized for finalize the strategic plan for
submission by October 31.
A large piece of the strategic plan is the plan for monitoring performance (PMP).
The PMP will be drafted by the M&E Manager and M&E Advisor in conjunction
with M&E STTA from PATH and appropriate guidance from the M&E experts in
USAID.
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1.5 Expansion of HFG staff
During the work planning process, the proposed positions for expansion of HFG/K as
outlined by PATH were reviewed and agreed upon by the HFG/K team. The
following positions were identified:
o Communications Manager
o Media Officer
o Events Officer
o Web Designer/ICT Officer
o Finance Manager
o Office Manager
o 4 Field Officers
o PPP Manager
Subsequently, job descriptions were drafted for the Communications Manager, Media
Officer, Events Officer, Web Designer/ICT Officer and Finance Manager. These were
posted for applicants on September 24, 2010 in the local newspaper and on the PATH
website. Interviews and selection will take place in the month of October with the
hope of bringing these staff on board in late November or early December.
The Office Manager position is a replacement for Martha Ngunga. The description for
this position is still under review. It will be finalized and posted in the future. The
Field Officer positions and PPP Manager position are scheduled to be filled much
later in year 1.
We are also currently seeking to find a consultant to temporarily fill in for Rachel
Gathoni’s position during her maternity leave (through the end of the year). The
Interim Executive Director, Chief of Party, Sr. Program Manager and M&E Manager
initiated this process in August and interviewed two candidates. The selected
candidate later refused the consulting work because it was short-term. The group felt
the other candidate did not meet the required qualifications. We are now considering
if there are a couple of PATH staff who may be able to fill the position temporarily.
The Interim Executive Director is reviewing the CVs.
The Executive Director position for HFG/K must also be filled. A posting in June by
HFG/K did not elicit any possible candidates. Subsequently, the job description was
reviewed and revised by the Interim Executive Director, the Chief of Party and the
PATH HR department. Cardno took on the responsibility of managing the recruitment
process at the request of the Interim Executive Director. Cardno posted the position at
various locales. PATH also posted the position on its website. Deadline for
applications was September 30. After that time, Cardno will shortlist candidates and
aim to schedule interviews with the interview team including Tijuana Traore-James,
Margaret Brawley, Rikka Trangsrud, Hanna Dagnachew, Patricia Mugambi and
Maina Kiranga. Interviews will be scheduled for early to mid-October.
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1.6 Building capacity within HFG/K
Over the last 2 months, a lot of discussion has taken place about defining working
norms and identifying the relationships between advisors and managers. During the
work planning workshop, the HFG/K team spent time defining these relationships.
As per its contractual obligations, PATH will aim to strengthen the organizational
capacity of HFG/K through the establishment of an administration and financial
framework, systems, policies and procedures. In addition, PATH will help strengthen
the skills and capacity of specific HFG/K staff as needed. This will occur by
identifying skills and areas of improvement for HFG/K staff with their performance
supervisor and setting performance goals or milestones. We will identify possible
training seminars for staff to attend to boost capacity and advisors may also assist in
strengthening staff capacity, if required, through on-the-job mentoring. The term of
‘advisor,’ used in the HFG/K framework, is used to denote the team of people who
are assisting to strengthen the capacity of the organization and help with the
implementation of various activities for HFG/K. The term is not meant in the formal
sense that advisors will advise managers; instead the relationship will be one of a
collaborative working relationship to accomplish the objectives of HFG/K and its
work plan.
The next step will be for the Interim Executive Director and Chief of Party to outline
some performance goal setting guidelines to be utilized by staff and their performance
supervisors. Then staff will be monitored for achievement of performance milestones.
1.7 Coordinating meetings of HFG governing bodies and advisory boards,
implementing partners and the private sector
In the first two months of the project, HFG/K called one meeting of the Kenya
Steering Committee on September 28. The main agenda of the meeting was to collect
input and direction on the governance structure for HFG/K, as well as update
members on the AIDSTAR mechanism and recent activities.
In October and thereafter, the coordination of the Board of Directors will commence
as the governance structure is finalized. Youth advisory committees will also be
formulated and the first meeting between implementing partners, senior management,
and technical representatives will be conducted.
A coordinating meeting of the implementing partners on the G-Jue Subcommittee was
held in September in preparation of the launch for International Year of the Youth.
More details can be found under Component 2 for this work.
1.8 Register HFG/K as a legal entity
Hamilton, Harrison & Mathews was the law firm engaged to initiate registration for
HFG/K in 2009. A meeting was held with the law firm in September to ascertain the
status of the registration and obtain copies of the paperwork to-date. The registration
was initiated but then subsequently halted in early 2010. PATH will contract the same
law firm to complete the registration and this process is underway. The deliverables
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will include an analysis of legal registration possibilities and completion of the
registration process.
1.9 Refine branding and marking strategy for HFG/K and G-Pange
In September, project staff met with Mike Gebremedhin and Maina Kiranga of
USAID to review and discuss the branding guidelines as specified in the contract. The
team agreed on several modifications to the guidelines. HFG/K is to write up a
summary of those changes and send to USAID to be included in a contractual
modification in the next couple of months.
1.10 Coordinate USG Implementing Partners undertaking HFG/K activities
Planning began for a breakfast meeting with the senior management officials of all
implementing partners. Tentatively scheduled for Friday, October 8, the main purpose
of this meeting will be to re-introduce HFG/K to the implementing partners, provide
an update on the AIDSTAR mechanism, as well as discuss how implementing
partners can better work with HFG/K in the future and benefit from the opportunities
HFG/K can provide.
Subsequently, after this senior management meeting, HFG/K will initiate monthly
implementing partner meetings for technical representatives. These meetings will
encompass an opportunity for partners to come together and regularly review and
provide input on HFG/K activities including G-Jue, Gate, Shuga, etc. This first
meeting is scheduled in late October.
1.11 Support the establishment of HFG/K office
As mentioned earlier, office space was identified and contracted. The new HFG/K
office will be housed in the Laiboni Center on Lenana Road. The lease officially
begins October 1, 2010 but renovations are required, so move in will be November 1,
2010, at the earliest. PATH has initiated a competitive bidding process for the
designer/contractor. Three firms are competing. Proposed designs and costs will be
collected and reviewed by the end of the month. Formal selection and contracting will
follow in early October and then renovations will commence.
A PADM and the Grants Manager have completed an inventory of the HFG/K office
equipment and furniture. Details of this were explained above in the transition plan
1.1. Procurement of additional office needs will begin in October. The PATH IT
department is also planning for the transition of phone lines and internet access to the
new office. We have also identified the web site host and learned that the domain
registration expires in October. The IT department is taking steps to renew this
registration.
1.12 Establish administrative/financial framework for HFG/K & build capacity of
staff to manage systems independently
Nancy Engel, a Senior Administrative Officer, from PATH in Seattle joined the
HFG/K team for a period of two weeks. Her job was to provide the team support in
administrative and financial procedures, as well as working on the development of the
16
grants manual. Ms. Engel provided a tremendous amount of assistance but,
unfortunately, her time was limited and she was unable to accomplish all that we had
envisioned. We underestimated the required amount of time to complete the work.
Great progress was made on the grants manual, as well as inventory of the office. The
HFG/K Project policies and procedures manual was not developed. This will have to
come at a later date and be worked on by the Finance Manager and Grants Manager.
1.13 Develop & submit quarterly reports
A quarterly report format was constructed and instructions given to appropriate staff
for the development and presentation of content in the quarterly report. A team
meeting was held on September 29 to review the quarterly report content and refine.
From the quarterly reports, a formal presentation will be created.
17
Table 1. Component 1: Strengthen HFG/K’s capacity to support and execute a transition plan to a self-sustaining entity
Planned Activities Activities carried out Explanation for
any variance
Challenge or
otherwise factors
facilitating
achievement of
targets
Proposals to
address
challenges on
replicate successes
Follow on activity
1.1 Devise transition
plan from FHI
administration to
PATH
Meetings with FHI
conducted.
Meetings with HFG/K
office manager conducted.
Transition plan developed &
submitted to USAID in
August.
Implementation of
Transition Plan underway
including:
- identification of office
and renovation plans
underway;
- HFG/K staff salaries
negotiated &
contracted as PATH
employees;
- inventory assessed;
PATH vehicle
supplied for HFG/K
use;
- taxi, travel, courier
and other essential
services transferred to
PATH;
- plan for transferring
internet, email
services and files on
------ Contractors may
require 6 weeks to
complete
renovations of the
new office space.
The HFG email
addresses are owned
by Warner Bros.
We are reviewing
and considering
options for shifting
HFG staff to
PATH temporarily
or maintaining
current space
longer.
We will liaise with
Warner Bros to
transfer routing
from FHI to PATH
& to add more
email addresses.
Contractor for office renovations will be
selected & renovations begin.
Additional procurement will be initiated.
Plan to transfer hosting of email addresses
& service as well as HFG/K files will be
finalized and initiated upon move.
18
servers also underway.
1.2 Develop annual
work plans and
matching budget for
year one
Work plan meeting
conducted.
Work plan & budget crafted
and submitted to USAID.
----- ------ ------ Waiting for USAID approval of the work
plan.
1.3 Establish
governance structure
for HFG/K
Consultant hired to define
governance structure.
Consultant conducted
research/interviews.
Review & input on possible
governance structures
received from KSC.
Review of existing grants
manual / PPP grants
manuals.
Grants manual for PPPs
drafted.
Extension request given to
USAID for Oct. 8 vs. Sep.
15.
------ ------ ------- Decision taken on governance structure
after considerable input.
Governance strategy outlined and submitted
to USAID by Oct. 8.
1.4 Refine and
finalize the 5-year
strategic plan for
HFG/K
Consultant hired.
Review of the strategy
undertaken by consultant.
HFG/K M&E team
discussing and planning for
PMP.
------ ------ ------ Much of this work will be completed in
October as outlined by the work plan.
Consultative interviews with key staff &
stakeholders on the strategic plan will be
held.
Meeting with implementing partners for
their feedback will be held in late October.
M&E team will continue to draft PMP.
Strategic plan will be finalized and
submitted to USAID by October 31, 2010.
1.5 Expansion of
HFG staff
Additional positions agreed
upon at work plan meeting.
Job descriptions written.
Job descriptions posted.
------ ------ ------ Interview & selection process for positions
will take place in October/November.
19
1.6 Building
capacity of HFG/K
Defined norms of working
together & roles for
advisors/managers.
Grants management training
identified for grants
manager.
------ ------- ------- Developing performance review process for
advisor-manager interactions.
Meetings between advisor – manager.
Quarterly meetings with performance
supervisors.
Grants manager will attend training in Oct.
Identify other training opportunities for
staff.
1.7 Coordinating
meetings of HFG
governing bodies and
advisory boards,
implementing
partners and the
private sector
KSC meeting conducted.
G-Jue Subcommittee
meeting held.
------ ----- ----- All other activities will take place as
planned in the subsequent quarter, including
identification / solicitation of BOD,
establishment of BOD meetings, more KSC
meetings, establishment of youth advisory
committees and PPP meetings.
1.8 Register HFG/K
as a legal entity
Paperwork from earlier
registration obtained from
law firm.
Meeting conducted with law
firm to re-engage services.
Scope of work reviewed and
contracting process
initiated.
HFG/K name
registration
lapsed awhile
ago.
Law firm not
contracted by
end September.
Once contracted, law
firm will ascertain if
name still available
and renew.
Waiting to finalize
SOW and then will
contract.
------ Law firm will provide options for legal
registration.
Analysis of options and decision on legal
registration.
Necessary paperwork created & registration
pursued.
1.9 Refine branding
and marking strategy
for HFG and G-
Pange
Meeting with Mike G. of
USAID to discuss terms of
branding guidelines
conducted. A number of
decisions taken on way
forward with branding.
----- ----- ----- All other activities to commence in next
quarter, including: revision of branding
guidelines as a modification to the contract
and review of branding guidelines with
implementing partners.
1.10 Coordinate USG
implementing
partners undertaking
HFG/K activities
Planning for advocacy
meeting with senior
management of
implementing partners in
early October underway.
-----
----- Meeting with Sr. Mgmt of implementing
partners will be held.
1st meeting with technical reps of
implementing partners will be held.
20
1.11 Support the
establishment of the
HFG/K office
Planned meeting with
technical representatives of
implementing partners in
late October.
Office space identified and
contracted.
Competitive bidding
process initiated for
selection of
designer/contractor for
office space.
Assessment of office
inventory completed.
Web site hosting confirmed.
Discussions underway -
renewal and transfer to
PATH.
Contractor will be
hired officially in
early October and
renovations will
commence.
The G-Pange website
domain expires in
October.
Renewal of website
domain will occur in
October.
Office renovations will begin in October.
Procurement of additional required office
equipment and furniture will commence in
October.
Phone lines/internet service established in
new office.
Contract for additional parking spaces will
occur in next quarter.
Occupy new office.
1.12 Establish
administrative
/financial framework
for HFG/K and build
capacity of staff to
manage systems
independently
Arranged for STTA for
start-up phase.
HFG/K Project
policies &
procedures not
developed yet.
Focus for STTA was
grants manual and
time did not permit
work on project
policies. In interim,
PATH policies being
followed.
Project policies
and procedures
will be designed in
October.
All other activities commence in next
quarter or later.
1.13 Develop &
submit quarterly
reports
Quarterly report format
constructed.
Team meeting to review
quarterly report content
conducted on Sep. 29.
----- ----- ----- Quarterly report to be submitted October 7,
2010.
21
Component 2: Support development and implementation of a youth HIV prevention media strategy, including prevention with HIV-positive youth
The HFG/K project initiated a number of activities in preparation for the development and
implementation of a youth HIV prevention media strategy. The media strategy aims at
supporting national prevention efforts as well as focused efforts in the peri-urban and rural
areas around Nairobi, Mombasa, Kisumu and Eldoret where there are high concentration of
young people, high prevalence rates, and existing infrastructure to reach young people
through mass media and other interventions. During this report period, the project also
supported a number of previously planned activities and worked closely with other USG
implementing partners and the relevant government departments in accomplishing these
activities.
2.1 Formative assessment for media campaigns
To ensure that the media content reflects the needs and interests of Kenyan youth, the project
plans to conduct a formative assessment using a competitively selected research firm. The
terms of reference for a research firm was developed and circulated to potential firms. By the
end of the reporting period, the project had started receiving bids from interested firms. The
research firm will be identified and contracted early in the next quarter to undertake the
formative assessment. The contracted firm will consult and work closely with the HFG team
throughout the entire process.
2.2 Message development workshop with key stakeholders
This will take place in the next quarter.
2.3 Development of media strategy
A media strategy will form the backbone of the national and regional mass media campaigns
for the project. A media consultant was engaged to work with the HFG team and assist in the
development of the strategy. The consultant has reviewed the available literature including
the draft of the media strategy earlier developed and has had several consultative meetings
with HFG staff and the Kenya Steering Committee for input on the strategy. Additional
meetings will be held with BCC technical teams for additional consultation. Thereafter, the
media strategy will be informed by media research data and a literature review before being
refined and submitted to USAID. There will be room to enhance the strategy again once the
formative assessment results are available.
2.4 Development of media campaign products
A number of youthful, fun and cool media campaign products with catchy messages will be
developed for the media campaigns. In order to achieve this, the project will contract an
advertising agency and/or an experiential agency to develop creative concepts for the
22
campaign products. During this reporting period, the development of a brief to the
advertising agency was initiated and a draft was being finalized. Once finalized in early
October, a competitive bidding process will be initiated by designing a selection criteria and
identifying an interview team ready to adjudicate presentations made by interested
advertising agencies and experiential firms.
2.5 Development of radio program
In order to effectively capture the wide range of young audiences, the national media
campaign will use radio stations popular with youth to air fast-paced, dynamic, participatory,
entertaining and educational radio programs. A review of available information on the radio
program consumption of youth was initiated during the report period and is ongoing. This
data will provide the project with a better understanding of the dynamics of radio listenership
patterns and media consumption in general. A report on the desk review will be available in
October once the process is complete. The ongoing review has identified the need to
purchase media research data that is segregated by age and topography, based on the
project’s target group, and the regional and national project coverage. The process of
purchasing the data was initiated during the quarter and will be completed in October.
The media consultant is also drafting radio program guidelines that include the process of
selecting and training youthful presenters and producers; radio program format; production
and transmission; linkage with other virtual media including text messaging; and how the
program will be monitored and feedback used to improve content. These guidelines will be
finalized in October in readiness to roll out the competitive casting process.
2.6 Magazine column
This activity is planned to start in the next quarter.
2.7 Media Briefings
This activity is planned to start in the third quarter.
2.8 Media Products (materials and merchandize production and distribution)
In order to elicit the power of consistent messaging to saturate the market and effectively
increase awareness of G-pange, a number of youthful and catchy media products will be
developed. One such product is the wristband that has become a fashion craze among the
youth. Many youth wear them as a souvenir to identify themselves with an event or cause.
Wristbands with motivational messages and inspiration to other youth have been designed to
promote the G-Jue philosophy. The HFG/K project, with support and contribution from other
USG partners, initiated the production of 500,000 wristbands before the AIDSTAR award.
The partners included the APHIA II projects in Coast, Western, Rift Valley, Central, Eastern
and Nairobi. Other partners (NOPE, PSI, and the Operation-ARIFU project) also contributed
funds. The partners paid an initial 50% down payment, with some partners making their
payments later than expected. The delay in payment resulted in delayed production process
23
rendering it impossible to have the wristbands delivered during the report period as initially
planned.
The order is expected to be delivered in November. The project plans to start making special
appeals to partners requesting them to make their final payments in good time before the
close of the APHIA II projects. In view of the tight timelines, partners will be expected to
pursue individual VAT exemptions or make final payments inclusive of VAT and seek
reimbursement.
In order to respond to the G-Jue 1 million campaign, launched in September 2009 and
running through December 2010, HFG/K continued to support production of materials and
work with APHIA II and CDC youth prevention partners to promote the campaign. The G-
Jue partners held two progress review meetings to discuss the campaign and adjust plans. A
behaviour change communication (SBC) strategy to guide the G-Jue mobilization and
communication initiatives was developed internally by partners. The project also initiated
production of 1,000 log books for recording wristband distribution.
The G-Jue 1 million campaigns benefited from production of three different designs of
21,000 posters and two designs of 210,000 stickers bearing G-Jue messages, which were
distributed to partners for use in mobilization youth for G-Jue. The G-Jue radio campaign
supported by PSI was on air in regional FM radio stations. This campaign kicked off on
September 13, 2010 and will run into October. The campaign involves radio interviews with
youth to discuss their HIV testing experiences and send out appeals for youth within the
regions to turn out in large numbers for the G-Jue testing campaign.
24
The table below shows the radio station interview schedule.
Dates Interview Time Radio station and detailed location
September 17, 2010
5-6PM Pwani FM.
September 17, 2010
3-4PM Coro FM.
September 17 and 24, 2010
5:30PM Radio Lake Victoria.
September 15, 2010
5:30-6:00PM Mbaitu FM.
September 17 and 24, 2010
2PM-4PM Homeboyz FM.
September 13 and 20, 2010 11-12PM Kass FM.
September 14 and 21, 2010
2PM-4PM West FM.
September 16, 23 and 30, 2010
10AM-1PM Ghetto Radio.
The table below summarises the G-Jue wristbands, posters and stickers allocations by partner.
NO. Partner/Project Wristband Posters Stickers
1. PSI 27,174 1142 11,424
2. A2C 54,348 2283 22,827
3. NOPE 21,739 914 9135
4. A2W 108,696 4565 45,654
5. ARIFU 2,717 113 1134
6. A2RV 32,609 1370 13,692
7. A2E 54,348 2283 22,827
8. A2Coast 76,087 3196 31,962
9. A2N 21,739 914 9135
10. LVCT/PATH 54,348 2283 22,827
11. HFG/K 46,196 1940 19,404
TOTAL 500,001 21,000 210,000
Data received from partners shows that a total of 758,261 youth (385,928 males and
372,236 females) across the country have been tested for HIV and received their test
results between September 2009 and June 2010. Data for July-September 2010 is not yet
25
available, but going by the trend for the last 3 quarters, the campaign is expected to have
hit the one million target by December 2010.
2.9 G-pange branding and HFG marketing
This activity is planned for the 3rd
quarter.
2.10 Shuga 1 roll-out and Shuga 2 development production and roll-out
The Shuga video is a powerful drama format that illustrates important lifestyle messages
for youth in a form of entertainment and education. A total of 2,500 Shuga DVDs were
distributed to partners for screening and discussions countrywide (except in Northeastern
province) to accelerate viewership of Shuga in the rural areas. Throughout the reporting
period, partners who are supported through APHIA II and CDC to undertake youth
prevention work continued to mobilize youth to watch Shuga and participate in facilitated
discussions. Reports on the total number of youth who viewed and discussed Shuga were
yet to be received from the respective implementing partners. However, Shuga
monitoring reports so far received from PSI, APHIA II Rift and APHIA II Nairobi show
that 27,115 youth aged 15-24 had watched Shuga between April and June 2010.
However, the project experienced challenges of delayed reporting and incomplete data
from partners. There is need for continuous advocacy with partners on sharing data with
HFG.
The MTV staying Alive Foundation finalized offshore production of the Staying Alive in
a Box (SAIB) packs. A total of 73 packs each containing 2 DVDs (Shuga and Heroes)
and a discussion booklet were shipped to Kenya, but are yet to be delivered to the project
pending customs documentation and clearance. Once the SAIB packs are delivered to
HFG/K, a national training of trainers (TOT) is planned for peer educators drawn from
Shuga implementing partners. The trained SAIB TOTs will, in turn, cascade the trainings
and roll out the materials in their regions.
Planning for the development, production and roll-out of the Shuga drama, Season 2 has
commenced. A kick-off meeting bringing together UNICEF, PEPFAR, MTV and
HFG/K has been held to initiate the brainstorm on Shuga 2 parameters. These meetings
and negotiations will continue throughout the next quarter.
2.11 National Youth Events
HFG/K was a core member of the National Youth Week planning committee convened
by the Ministry of Youth Affairs and Sports. HFG actively participated in the planning
meetings and provided both material and technical support for the events leading up to
the launch and the launch of the International Year of the Youth in Kenya. Other
members of the committee included UNICEF, Family Health Options, National
Organization of Peer Educators, I Choose Life Africa, and Youth Enterprise
Development Fund, among others. The International Year of the Youth will run from
August 12, 2010 to August 11, 2011 with the theme. “dialogue and mutual
26
understanding.” The Kenyan launch was moved from August 20th
to September 24th
due
to security considerations during the Kenya constitutional referendum held in August
2010.
During the youth week events, HFG/K supported build-up activities in Mukuru informal
settlement in Nairobi. The activities aimed at mobilizing the local community and
partners to prioritize youth-related issues and provide youth with much needed services
and products.
Through Hope World Wide Kenya and AmericaShare, the project mobilized youth in
Mukuru to go for HIV testing and counseling services, receive HIV prevention messages
by playing Pamoja Mtaani video, and attend 10 Shuga video screenings with facilitated
discussions in video dens throughout Mukuru. In partnership with the Youth Enterprise
Development Fund, HFG trained 125 youth entrepreneurs in Mukuru on business
development as part of the youth economic empowerment strategy. The Youth Enterprise
Development Fund provided trainers as well as the training curriculum and materials.
HFG contracted Mondeas, a media agency which provides public relations technical
support, to the national planning committee and to revamp the G-Pange website.
G-Pange Social Movement begins to take shape
The dream of establishing a lasting G-Pange youth social movement for change is fast becoming a reality going by the
recent events in Nairobi and Voi. The movement is already seeping into the community where the youth are beginning
to get engaged and inspired to be part of the collective identity of the iconic G-Pange lifestyle. In Nairobi, hundreds of
youth rushed to register with the movement during the recent launch of the international year of the youth. In Voi the
movement is making massive in-roads in the lives of the youth following the launch of G-Pange in the region in the
month of August 2010.
In Voi and its environs, the youth have initiated networks on the various G-Jue and G- Inue pillars of the G-Pange
philosophy. According to William, a member of the G-Jue network, joining the movement after knowing his status has
helped him in many ways. “I now have control over my sexual life, I can choose between abstaining or using a condom
to protect myself and those I care about … we are fighting to have a HIV free generation” said William. Over 90% of
the network members have no jobs and according to Jeniffer, a member of the G-Inue network, a majority of the
members have discussed a number of business ideas and are moving forward to initiate them. “I have visited the Youth
Enterprise Development Fund in Voi and plan to start a boutique once I get the capital” said Jeniffer.
Daniel Mudib,o who is coordinating the G-Pange activities in Voi, is exited that the youth are really inspired and
believe they have what they can call their own in the name of G-Pange. Through the movement, the G-fahamishe
Challenge Quiz has been initiated where youth compete in a quiz using the „wheel of knowledge‟ to share knowledge
on HIV and other health-related issues. According to Mudibo, 294 youth (181 males and 113 females) who have taken
HIV test in Voi in the last two months have joined the movement and plans to have the movement leadership structures
are under way.
The movement received a big boost recently following the Mr and Miss G-Pange beauty contest held at the Voi-based
Jomo Kenyatta University of Agriculture and Technology (JKUAT) Taita Taveta campus. During the event, 96 youth
from the campus took an HIV test and registered to join the G-Jue network. They will be holding a meeting of the
network on 19th
October 2010 to elect their officials and plan their activities including how to run youth HIV support
groups. The G-Pange network members in Voi plan to have the G-Kinge Road Show dubbed „Welcome to the World,”
targeting school graduates with HIV prevention messages.
27
Mondeas provided support in the development of key messages, media briefs, and talking
points. They also facilitated media activations, invited journalists from leading media
houses to cover both the build-up and final events and managed the media relations
overall. Mondeas mobilized local media houses to attend the Mukuru activities as well as
the national celebration. The media attendance during the Mukuru activations included
GBS, Iqra FM, Kiss/Classic FM, Ghetto Radio, and Citizen TV, while the national
celebration event in held in Ngara/Pangani was covered by Hope FM, NTV, KNA, the
Standard group, One FM 97.1, Ghetto Radio, The Star, Radio Jambo and The People
Daily.
As part of the build-up to the national youth week, the G-Pange website was promoted.
In advance of this activity the website was revamped to improve the look and feel,
website navigation improved, content enhanced in-line with the G-Pange pillars and
youth lifestyles. The site also featured analysis metrics for monitoring access and
utilization. The major challenge remains sustained marketing of the site to attract high
traffic and improved content management to ensure the site remains fresh and appealing
to the dynamic needs of the youth. The plan is to hire a full time ICT officer to administer
the website and manage content and interactive tools will be valuable.
A group of youth living with HIV/AIDS in Mukuru were mobilized by Hope World Wide
Kenya and supported to feature in live radio interviews on KISS FM radio as part of the
youth week build-up activities. The youth discussed their experiences and passed HIV
prevention messages, as well as called for youth to join the G-Jue 1 million campaign to
know their HIV status.
The National Youth Week culminated
in a large celebration and launch of the
International Year of the Youth with a
colorful event presided over by the
Minister of Youth Affairs and Sports
and attended by Government of Kenya
officials, the UN community, HFG/K,
youth representatives serving various
organizations and approximately 1,500
youth. HFG/K provided six tents and
100 chairs, 1,500 G-Pange t-shirts and
branded the venue with 22 G-Pange
banners. HFG/K partners including ICL
and NOPE exhibited at the event and distributed IEC materials including the G-Jue
stickers and posters. There was spirited G-Jue messaging and mobilization for HTC
through youth volunteers, G-Jue banners and master of ceremony announcements. LVCT
and Family Health Options of Kenya provided HIV testing and counseling services to
126 youth during the event.
National Youth Week celebration
28
Shuga screening and facilitated
discussions were carried out at
the event with a total of 122
youth. 300 Shuga DVDs were
also distributed at the event to
individual youth for home
viewing.
Given the significant
contribution HFG/K made in
supporting the event, the Interim
HFG/K Executive Director,
Tijuana James A. Traore was
asked to make remarks at the
event. She urged all partners
implementing youth activities to
combine efforts, leverage
resources and rally behind G-Pange, the iconic unifying lifestyle for youth in Kenya.
She also urged youth to register on the G-Pange movement and visit the revamped
website for ground-breaking and cutting edge content and linkages. A total of 236 youth
178 males and 58 females formally registered to the G-Pange movement during the
event. These youth will be followed-up with relevant messaging and information on
upcoming youth events and opportunities for economic empowerment.
HFG/K’s contribution to the
planning and implementation of
the National Youth Week/launch
of the International Year of the
Youth was quite significant. The
Ministry of Youth Affairs and
Sports hailed the support provided
by HFG/K and noted that this
indeed marked a new chapter of
goodwill, strategic engagement and
relationship in serving the youth in
Kenya.
National youth week celebrations: youth
discussing after watching Shuga.
National youth week celebrations: youth
discussing after watching Shuga
HFG played key role in organizing national youth week – G-Pange integrated in the national youth
development fund banner.
29
.
Table 2. Component 2: Support development and implementation of a youth HIV prevention media strategy, including
prevention with HIV-positive youth
Planned Activities Activities carried out Explanation for
any variance
Challenge or
otherwise factors
facilitating
achievement of
targets
Proposals to
address
challenges on
replicate successes
Follow on activity
2.1 Formative
assessment for media
campaigns
TOR developed
TOR circulated
Bids from research firm
received
Process of contracting
firm not completed
Unanticipated
lengthy competitive
selection process
-----
-Contract research firm
-Firm develops assessment
design and methodology with
HFG input
2.2 Message
development
workshop with key
stakeholders
----- ----- -----
-----
2.3 Development of
media strategy
Contract media
consultant; Literature
review ongoing
-----
-----
-----
Media strategy refined and
submitted to USAID informed
by media research data and
literature review –the media
strategy will be reviewed again
when formative results are
available
2.4 Development of
media campaign
products
Creative brief
development initiated
Creative brief is 90%
complete
-----
-----
Design selection criteria
Solicit proposals from agencies
2.5 Development of
radio program
Literature review &
analysis of radio
programs consumption
ongoing
Planning of weekly
radio program
Written radio guidelines
not completed
-----
-----
Desk review report to be
completed in October
Data purchase to be completed
in October
Guidelines to be completed in
October.
30
2.8 Materials and
merchandize
production and
distribution
500,000 G-Jue
wristbands ordered
Not yet delivered Late partners’
payments has delayed
production
Follow up with
partners for the
final payment
Order will be delivered during
the next quarter
2.9 G-Pange branding
& HFG marketing
----- -----
-----
-----
-----
2.10 Shuga 1 roll-out
and Shuga 2
development,
production and roll-
out
Shuga 1 planning
meeting with partners
conducted and activity
implemented.
Shuga DVDs distributed
to IPs & for viewing by
rural youth
1 meeting for
planning/negotiation for
Shuga 2 conducted
-----
-----
-----
Project will continue to
participate in Shuga 2 planning
meetings and mobilizing IPs in
the rural areas to support rural
screening.
2.18 National Youth
Events
Supported National
youth week.
Planning meetings
Community
mobilization for
C&T in Mukuru
Training of youth in
Mukuru
Shuga screening
Tents and chairs
-----
-----
-----
Look forward to participate in
the GOK convened World AIDS
Day planning meetings
31
Component 3: Support HFG/K to coordinate activity planning and funding between one or more international or Kenyan private-sector firms and PEPFAR-implementing partners
3.1 Develop PPP Implementation Guide
The purpose of the guide is to get information on PPP frameworks that have been
developed. This would help maintain best practice as we develop a standardized
PPP guide. Extensive web-based information on PPPs has been collected and a
literature review is ongoing to collect more information regarding PPPs.
GBC Nairobi team held a meeting to discuss the PPP implementation guide and
agreed on the way forward on information collecting and collation. GBC NY
team also met on the same on September 14th
to discuss and collate all the
relevant information that GBC had on PPP frameworks.
Two meetings have been held with the HFG/K implementing team to discuss the
current PPPs and establish what PPP guides or contractual obligations were used.
HFG/K implementing team shared documentation on file via email and also
provided input to the process.
At the post award meeting with USAID Kenya on September 7th
indicated there
are no existing PPP guides. The project initiated consultations with stakeholders
which included a meeting with a USAID development specialist to discuss
various mechanisms for grants and PPPs and has also referred to an OGAC
presentation on PPPs. The consultations provided useful insights into how the
project can go about developing both the guide and the grants manual. Drafting of
Standardized PPP implementation guide is ongoing.
3.2 Engagement with HFG and select implementing partners to establish gaps
and needs to guide future PPPs
A key priority is that future PPPs are closely aligned to meet the goals of HFG
and are informed by the needs of the youth on the ground. For this reason
engaging with HFG implementing partners will be an ongoing process. The aim is
to ascertain the status of various projects undertaken by the partners in
collaboration with HFG and also to establish gaps in youth prevention
programming.
During the report period, meetings were held with Hope World Wide Kenya
(HWWK) who are hosting the pamoja mtaani video game in Mukuru-kwa-Reuben
and also assisting in running the pamoja mtaani video game in Mukuru-kwa-
Njenga. A similar meeting was held with Micato/AmericaShare project, who also
operate a pamoja mtaani video game site in Mukuru-kwa-Reuben and lead the
32
Huru reusable sanitary pads project. The meetings discussed the status of the
project and what can be done to keep it running.
3.3 Detailed mapping/assessment of company competencies, interests, HIV
records and resources
To negotiate effective PPPs with international as well as local companies, it is
critical that a thorough mapping of companies' competencies is carried out and
companies’ interest in youth health is established. To effectively carry out that
assessment, a mapping tool has been designed and is now under review by GBC
teams. A list of companies to be surveyed has also been drawn and internal
consultations are under way to come up with a final list.
3.4 Development of PPP marketing and communications strategy
A meeting has been held with HFG to discuss existing materials that talk about
HFG. The M&E Manager and Interim Executive Director are reviewing those
documents and will share the appropriate ones with the team.
The project is working with communication teams in PATH and GBC NY to
develop communication materials for sharing with companies to market
opportunities for PPP. In addition, GBC will use all international forums to talk
about HFG and discuss possible PPP opportunities.
3.5 Brokering PPPs
HFG project is targeting to develop two local and two international PPPs in year
1. The project has therefore started to develop systems of follow-up and
recording. An account/project tab has been created on GBC’s company
relationship management (CRM) for capturing the recruitment process and
activities in Salesforce. Initial discussions on potential PPPs have been held with
MTV, SC Johnson, ILO and Kuoni Tour Company.
The project also identified several opportunities for negotiating PPPs under
component 2 such as the following:
Create a PPP with radio station to air a program that is produced and run by
youth.
Create a PPP with an advertising agency or media buying firms to scale-up
the number of PSAs, road shows and bill boards. Follow-up meetings will
be held with this team to determine the media company and advertising
agency to be approached. This is an ongoing activity.
33
3.6 Completion plan for ongoing PPPs
The project engaged with each of the private sector partners involved in the current
PPPs, and discussed completion plans as follows.
Pamoja mtaani, Warner Bros.: A meeting was held with the HFG team to discuss the
status of the current PPP. The meeting determined that pamoja mtaani video game is
complete. However, there are 75 computers to be shipped into the country. Another
meeting between GBC team and OGAC was held in Washington DC and confirmed
the same. HFG is following the Huru sanitary pads project located at Mukuru-kwa-
njenga to establish the status. HWWK was experiencing challenges of running cost to
service equipment and paying game masters.
Shuga 1: A meeting between MTV team and HFG team to discuss Shuga 2 was held
at UNICEF, from which it was clarified that Shuga 1 was complete and what is
remaining is the deployment by implementing partners. This deployment is ongoing
as described in Component 2.
Mukuru community assets mapping: The project held a meeting with a team from
Emory University and requested Emory University to provide documentation on the
mapping methodology and tools, inventory of profiled community assets, and web-
based GIS map of Mukuru with profiled assets. It was agreed that the Emory team
will provide HFG with the timeframe for completion as soon as possible, alongside a
list of deliverables. However, the requested information and documents had not been
provided by the close of the report period. HFG/K will continue to liaise with Emory
University and OGAC/Cardno, the contract holder, on confirming remaining
deliverables for this work.
3.7 Structure successful partnerships using guidelines for PPP implementation
Internal meetings and discussions have been held and grey areas discussed with
USAID. A meeting was held with Tijuana Traore in DC on September 16th
to further
clarify the status of current PPPs. Another meeting was held in Nairobi with USAID's
Program Development Specialist that discussed the PPP approach in general. This is
an on-going activity that runs through the project and each PPP will have its own
implementation structure depending on the kind of project, partnerships and needs
that are being addressed.
34
Table 3. Component 3: Support HFG/K to coordinate activity planning and funding between one or more international or
Kenyan private-sector firms and PEPFAR-implementing partners
Planned Activities Activities carried
out
Explanation for any
variance
Challenge or
otherwise factors
facilitating
achievement of targets
Proposals to address
challenges on
replicate successes
Follow on
activity
3.1 Work plan meeting Participated in 5 days
work planning
meeting.
----- ----- ----- -----
3.2 Develop PPP implementation
guide
Literature reviewed.
Brain storming
meeting held.
Consultation with
GBC NY team done.
----- ----- ----- Drafting of
PPP Guide is
ongoing.
3.3 Engage with HFG/K team
and select implementing partners
to establish gaps and needs to
guide future PPPs
Met with HFG/K
Met with 2
implementing
partners.
Gaps and needs were not
really established.
The 2 partners wanted
to discuss more on the
challenges they face
while implementing the
current PPPs.
A second meeting
with the same and
other partners will be
held.
Meetings with
partners will
continue.
3.4 Detailed mapping/assessment
of company competencies,
interests, HIV records and
resources.
A mapping tool
developed.
Companies’
assessment initiated.
Companies’
engagement tracking
tool established.
----- ----- ----- Companies’
assessment is
ongoing.
35
3.5 Develop PPP marketing and
communications strategy
A meeting held with
HFG team
Consultation with
GBC CEA team held
Consultation with
PATH team held
----- ----- ----- ongoing
3.6 Convening
outreach/marketing meetings to
engage companies on HFG.
----- ---- ---- ---- ----
3.7 Broker PPPs Tracking
Engagement with
companies initiated.
Relationship with 6
potential partners
initiated.
----- ----- ----- Brokering
partnership is
ongoing.
3.8 Develop a completion plan for
ongoing PPPs.
Meeting held with
HFG team.
A meeting was held
with the HFG team
to discuss the status
of the current PPPs.
----- ----- ----- -----
Engagement with each of
the private sector
partners of current PPPs,
and discuss completion
plans
Meetings held with
MTV and Micato
Safaris’ teams.
----- ----- ------ -----
Engagement with each of
the implementing
partners of current PPPs,
and discuss completion
plans
Meeting held with
HWWK and
AmericaShare.
----- ----- ----- -----
36
Desk review of the
health asset mapping
project, and establish
completion plan
Desk review has not
been done.
We expected that by now
we would have met the
team from Emory for
presentation of reports
and map but it has not
happened.
The Emory team is in
DC so it was not
possible to meet them.
We understand that
they have a trip to
Nairobi in October
and hope to meet
them then.
We will
engage them
using other
channels.
Develop report on
completion plan
The report on
completion plan for
ongoing PPPs is
being developed.
----- We have not seen any
of the contracts of the
current PPP. For that
reason we are not sure
what the deliverables
were.
We have requested
HFG team to get the
contracts or at least
let us know what the
deliverables were for
each PPP.
Ongoing.
3.9 Structure successful
partnerships using guidelines for
PPP implementation
Understanding of USAID
role in vetting and
approving PPPs and
individual companies is
yet to happen.
It is not clear to us what
the approval process is.
We have requested
for clarity on grey
areas from USAID.
37
Monitoring and Evaluation
4.1 Develop and implement monitoring and evaluation plan for additional
geographic areas and the national mass media campaign
During the report period, the HFG project started laying foundations for strategic
approach for data collection, analysis and reporting as follows:
o M&E consultative groups: A working group on M&E was started with PATH and
HFG M&E staff. This will ensure the development of an effective M&E system that
meets the needs of the project. A wider consultative group comprising of M&E
persons of partner organizations and stakeholders is also envisaged with the first
meeting with USAID M&E staff in the first week of October. Participants in the
recent KSC meeting provided input to some of the ongoing M&E processes.
o Develop data collection tools: The project is reviewing the tools used in collecting
data on pamoja mtaani video game, Shuga video shows and youth participation in
economic empowerment trainings, especially those taking place during the National
Youth Week. A final review of tools is expected to be done during next quarter after
development of M&E plan.
o Defining scope of HFG/K MIS: This will be an ongoing process that will start taking
shape in the next quarter.
o Development of PMP: Work on developing the PMP has already started and will be
completed during the next quarter.
4.2 Conduct baseline assessments
Planning activities to conduct a comprehensive baseline assessment have started.
The terms of reference for a consultant firm to conduct the work were developed by
the end of the report period. The project had also started to procure software
licensing for M&E work.
4.3 Support specific PPPs M&E activities
Discussions and planning for possible M&E activities associated with different PPP
interventions was ongoing during the report period.
4.4 Conduct assessment of interventions and customer satisfaction studies
The project will seek to provide information to facilitate more focused
programming targeting youth 10 to 24 years. This will involve further analysis of
existing data to identify trends and gaps and possibly rapid qualitative studies to
38
gain insight into the process and barriers of expansion. These works will be
conducted in the subsequent quarters and will involve wide stakeholder
consultations.
4.5 Conduct routine monitoring and reporting on project activities
The project collected routine data on ongoing activities in Mukuru, the G-Jue 1
million campaign and youth events.
39
Table 4. Monitoring and Evaluation activities
Planned Activities Activities carried out Explanation
for any
variance
Challenge or
otherwise factors
facilitating
achievement of
targets
Proposals to address
challenges on
replicate successes
Follow on activity
4.1 Develop and implement
monitoring and evaluation
plan for additional
geographic areas and the
national mass media
campaign
Consultation with M&E staff
ongoing.
Development of PMP in progress.
Project was represented during the
PEPFAR SAPR workshop.
Discussion on M&E at the KSC
meeting.
----- ----- ----- Meeting with M&E
team at USAID
scheduled for early
October.
M&E plan will be
completed next
quarter.
4.2 Conduct baseline
assessments
TORs for selection of consultant
developed.
----- ----- ----- -----
4.3 Support specific PPPs M&E
activities
Consultations were initiated. ----- ----- ----- -----
4.4 Conduct assessment of
interventions and customer
satisfaction studies
No activity scheduled for the report
period.
----- ----- ----- -----
4.5 Conduct routine monitoring
and reporting on project
activities
Routine monitoring and evaluation
of ongoing activities conducted:
o Shuga
o G-Jue 1 million campaign
o Pamoja mtaani video game
o National Youth Week activities
----- ----- ----- -----
4.6 Production of printed
materials for monitoring and
evaluation
----- ----- ----- ----- -----
40
5. Financial Report
The total actual/reported expenditure for the quarter was US$ 41,086. The
cumulative actual/reported expenditure from project start date to 30th September,
2010 was US$ 41,086.
Total cumulative reported and accrued expenditure was US$ 143,377 representing a
burn rate of 0.7% of total estimated project cost and 2.8% of total obligated funds.
The balance of US$ 5,052,081 is sufficient to cover activities through the end of the
next quarter.
41
Table 5. Financial report
Name of Partner: PATH Name of Project: Partnership for an HIV-Free Generation Agreement Number: GHH-I-00-07-0061-00 Total Estimated Cost: 20,483,981 Obligated Funds: 5,196,081 Future Mortgage: 15,287,900 Project Start Date: August 2, 2010 Project End Date: August 1, 2012 Financial Status for the period ending: September 30, 2010 Date Prepared: October 5, 2010
Funding Source
PEPFAR POP MALARIA TB CHILD
SURVIVAL Avian Fluenza TOTAL Cost
Share
A. Obligated Funds to date:
5,196,081
-
-
- -
5,196,081
-
B. Cumulative Expenditures (as of 06/30/2010):
-
-
-
- -
-
-
C. Actual expenditures: 07-01-10 through 8-31-10 41,086
-
-
- -
41,086
-
D. Accruals for current quarter
102,290
-
-
- -
102,290
-
E. Total Accrued Expenditures (B+C+D) From inception to date:
143,377
-
-
- -
143,377
-
F. Remaining Balance (Pipeline): (A-E)
5,052,704
-
-
- -
5,052,704
-
G. Estimated Expenditures for next quarter (ending 12/31/2010):
2,685,132
-
-
- -
2,685,132
-
H. Projected Expenditure for next Quarter plus one (ending 03/31/2011):
2,367,572
-
-
- -
2,367,572
-
I. Estimated remaining Length of Pipeline (LOP) (After the Quarter in Row H):
-
-
-
- - -
-
42
Appendixes
Appendix 1. G-Jue Poster –- The G-Jue 1 million campaigns benefited from production of three different designs of 21,000 posters
developed by PSI bearing G-Jue messages, which were distributed to partners for use in mobilization youth for G-Jue.
“Hero School ad 1”
“Bambisha uptown ad 1”
“G-Jue ghetto ad 1”
43
Appendix 2 . G-Jue Stickers – The G-Jue 1 million campaigns benefited from production of two different designs of 21,000 stickers
developed by PSI bearing G-Jue messages, which were distributed to partners for use in mobilization youth for G-Jue.