aids

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Action Plan for ISO-9001 Certification

Department of AIDS Control

Ministry of Health & Family Welfare

Government of India

National AIDS Control Organisation

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Action

Page

Action 1: Constitute Management Committee 3

Action 2: Define scope 4

Action 3: Depict organizational structure. 5

Action 4: Review and finalize Vision and Mission 6

Action 5: Identify processes, along with designations 6

Action 6: Define sequence and interaction of

processes

8

Action 7: Describe duties of each designation 20

Action 8: Prepare list of documents 21

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Action-1: Constitute Management Committee

Management Committee for Implementation of ISO 9001:2008

Ministry/ Department: Department of AIDS Control, National AIDS Control

Orgaisation

S. No Name Designation Committee Status

1 Shri Sayan Chatterjee Secretary & DG,

Department of AIDS

Control, NACO

Chairperson

2 Ms. Aradhana Johri Additional Secretary Vice Chairperson

3 Dr. S. Khaparde Deputy Director

General, STI & LWS

Management

Representative

4 Dr. S.Venkatesh Deputy Director

General, M&E

Member

5 Dr. Neeraj Dhingra Deputy director

General,TI

Member

6 Dr Radhay Shyam

Gupta

Deputy Director

General

Member

7 Dr. Mohammed

Shaukat

Assistant Director

General

Member

8 Dr. Sandhya Kabra Assistant Director

General

Member

9 Mr. Shyama Prasad Joint Director, IEC Member

10 Mr. R. Rajagopal Director (Admn., P&C,

Proc.)

Member

11 Mr.Kanwaljeet Singh Director(Fin.ance) Member

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Action-2: Scope

Name of the Department/ Ministry Department of AIDS Control, Ministry of Health

& Family Welfare

Scope for ISO 9001 Prevention and reduction of the HIV burden in

India.

Minister (HFW)

Secretary, Dept of AIDS Control & Director General, NACO

DDG(M&E)

NPO(SIMU)

DDG(BSD) ADG(CST)

NPO(ART)

Director(F) Additional Secretary

ADG(BS)/ADG(LS) JD(IEC)

DD(IEC)

DDG(TI) DDG(STI/LWS)

ADG(STI)

Director(A & P)

US(A & P)

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PO(4)

TO(5)

PO(2)

TO(3)

PO(2)

TO(3)

US(F)

Account Officers/ Audit Officers

PO(2)

TO

DD(IEC)

US(IEC) PO(4)

TO(4)

ADG(STI)

PO(2)

TO(2)

US(A & P)

SO(P&C) Proc.Specialist SO(Admin.)

Admin Officer(2)

DDG- Deputy Director General; ADG- Assistant Director General; JD- Joint director; US - Under Secretary; NPO- National Programme Officer; PO- Programme Officer; TO- Technical

Officer;MEO- Monitoring & Evaluation Officer;SO-Section Officer, BSD- Basic Services Division; BS- Blood Safety; LS- Lab Services; LWS- Link Worker Schme; STI- Sexually Transmitted

Infections ; M&E- Monitoring & Evaluation;

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Action-4: Review and Finalize Vision and Mission Statements

Vision: Prevention and reduction of the HIV burden in India.

Mission: To reduce HIV prevalence in population groups at risk of HIV/AIDS by an integrated

prevention, care and support programme.

Action-5: Identify Processes

Sl.

No.

Process/procedures Process Owner Remarks

1 Annual Action Plan (National & State level)

Head of all Programme divisions

The process includes the development and

finalization of the action plan for the

financial year including budgetary

allocations for the planned activities of the

National AIDS Control Programme.

2 Procurement and supply

kits and drugs

Divisional Heads/ Director of Admin & Procurement

Preparation of indent for the kits based on

the annual targets and scale up plan of the

programme

Ensure receipt and facilitate timely dispatch

of the kits to concerned consignees (State

AIDS Control Societies)

3 Monitoring, Supervision and technical support

DDG (M&E) in collaboration with concerned programme division heads

Quarterly review meeting of the key

programme officers from the state at the

national level

Supervisory visit of the programme officers

to the states

Desk review of the programme by using

Computerized Management and

Information System(CMIS)

4 Conducting Research and Evaluation to support/ strengthen programme activities

DDG (M&E) in collaboration with concerned division heads

Areas for evaluation and operational research are identified. Protocols developed and studies commissioned. The results are fed back to the divisions.

5 NACO Research Fellowship

DDG (M&E) Any young scientist, below 35 years of age

at the time of applying and enrolled in full-

time MD/MPhil/PhD degree program in

relevant disciplines from any recognized

Indian University/Institute, can apply for the

fellowship to carry out research relevant to

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HIV/AIDS in bio-medical/clinical,

epidemiological and social disciplines

annually. A total of 20 fellowships shall be

awarded every year for financial assistance

6 Setting up of Antiretroviral Therapy Centres

ADG CST Setting up Antiretroviral Therapy Centres

7 Hiring of Media Planning, Buying and Monitoring Agency

JD(IEC) assisted by PO (IEC) and Procurement Specialist

To implement the mass media campaign.

8 Organising Media Campaigns

JD(IEC) & IEC Team

Communication strategy for national and state level is prepared to undertake mass media, mid media, outdoor and IPC activities. The campaigns are implemented either through media agency or DAVP/NFDC depending upon the funding source. The campaigns implemented are evaluation through third party

9 Development of creatives for campaigns

JD(IEC) assisted by PO (IEC) and IEC Advisor

Creatives are developed through commissioned agency and development partners.

10 Mainstreaming with various Ministries for integration of HIV/AIDS prevention, care, support and treatment services..

JD(IEC) assisted by Team Leader and PO Mainstreaming

Development of training modules , coordination with other ministries/ departments for integration in their training programmes

11 Develop policies / programs and guidelines in relevant areas for mainstreaming and partnership

JD(IEC) assisted by Team Leader and PO Mainstreaming

Discussions/ consultations are held for developing and disseminating the policies and guidelines.

12 Preparation of annual report/ Mid term review materials/ Intensive review Report/ Responding to RTI/ Parliament questions/ assurance

Heads of all programme divisions

Draft material for report/ response is prepared, consolidated and submitted for approval. Following approval, it is distributed/disseminated to the intended recipients.

13 Developing films, short films for advocacy, creating awareness and training purposes

JD IEC Respective IEC officers in NACO and States

Films have been produced for TI trainings and ICTC training

14 Red Ribbon Express III JD(IEC) with support from all officers of the IEC division of NACO and then the PD, JD/DD

A national level planning is carried out in coordination with agencies and states. Then micro plans are developed for coverage in selected districts/halt points. Day to day activities are coordinated with

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IEC, and various officials of SACS

the train Manager RRE and consultant RRE.

15 Youth programme- Adolescent Education Programme & Red Ribbon Clubs

TO(Y) & Consultant(IEC)

Adolescent Education Programme & Red Ribbon Clubs are implemented by states supported and coordinated by NACO

16 Size estimation of populations

TI Division NACO/SACS

17 Contracting and monitoring of NGOs by NACO/0SACS and Technical Support Unit

SACS

18 Evaluation of TI projects TI Division

NACO/SACS

Action-6: Define the Sequences and Interaction of Processes

Ministry/ Department:

Process-1 Review,

discussion,

and sanction

of Annual

Action Plan

of SACS

Description Annual Action Plan is prepared in consultation with programme divisions, development partners and representatives from TRG group.

The process involves the development of the action plan

for a year (including budgetary allocations) for the

planned activities of the programme. Detailed plans on

human resource in the capacity building, procurement of

consumables and equipments, supervision and

monitoring, quality assurance, physical targets etc are

developed during the planning process in consultation

with respective programme division and the concerned

states.

Sequence of activities

S.No Activity/steps in the process Responsibility head

1 Receipt and review of the proposals from

the state

Head of the programme division, respective

Programme Officers and Technical officers

2 Consultation meeting with concerned

SACS

Head of the programme division, Programme

officers/ Technical Officers

3 Sanctioning of final agreed annual action

plan for the year

Head of the respective programme division

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Process-2 Procurement and Supply of kits &

drugs

Description Procurement of Kits and

drugs required for the

programme

Sequence of Activities


1 Preparation of indent for kits and drugs

based on the annual targets and scale up

plan of the programme

Programme Officer

2 Forwarding indents to Procurement Agent

for carrying out procurement process

along with Procurement Plan giving

timelines for Procurement sub-activities

Director (Admin & Proc)

3 Drafting Bidding document sending it to

NACO for approval

Procurement Specialist

4 Approving Biding document Director (Admn & Proc) / Programme Officer

5 Publishing IFB notice and issuing bidding

document to prospective bidder


6 Holding pre-bid meeting, issuing

clarifications to prospective bidder,

receipt of bids, bid opening and

evaluation of bids and sending the Bid

evaluation Report to NACO for approval


7 Approving Bid Evaluation Report (BER)

and issuing financial sanction for advance

payment to RITES for subsequent

payment to suppliers as per conditions of

respective contracts

Director (Admn & Proc)

8 Issuing Notification of Award to

recommended bidders and signing of

contract after receipt of performance

security, arranging pre-dispatch inspection

and testing by third party inspection and

testing agencies, issuing dispatch

clearances upon receipt of QA report.


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9 Monitoring supplies as per delivery

schedule given in contract releasing

payment to suppliers as per payment

terms given in respective contracts.


10 Monitoring adequacies of stock of kits

and drugs and SACS and peripheral units

and issuing directions for interstate

relocation of drugs and kits to meet crises.

Programme / Technical Officer

Process-3 Monitoring, Supervision and technical

support

Description The process includes

monitoring and supervision of

the progress made by the

programme/states necessary

technical support



1 Quarterly review meeting of the key

programme officers/M&E officers from

the state at the national level

Programme/Technical Officer

2 Supervisory visit of the programme

officers to the states

All Officers

3 Desk review of the programme by using

Computerized Management and

Information System(CMIS)

M& E Officers

4 Data sharing to institutions/individuals M&E officers

5 Preparation of various reports submitted

to the parliament/planning

commission/Cabinet Secretariat/Universal

Access Report/Ministry of Statistics and

Programme Implementation/ PM office

DDG (M&E)

6 Preparation of Result Framework

Document/ submission of annual and half

DDG (M&E)

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yearly report

7 Preparation of Citizen/Client’s charter DDG (M&E)

Process-4 Conducting Research and Evaluation

to support/ strengthen programme

activities

Description Areas for evaluation and

operational research are

identified. Protocols developed

and studies commissioned.

The results are fed back to the

divisions.



1 Setting Priority Areas for Evaluation &

Operational Research in HIV/AIDS &

Development of Research Protocols

DDG (M&E) along with head of the concerned

divisions

2 Proposals invited by NACO on priority

research areas from NIIHAR institutes

DDG (M&E)

3 Proposals received from

institutions/individuals first reviewed by

concerned programme division at NACO

and 2-3 external experts from the panel

DDG (M&E)/Research division

4 Proposals are then reviewed in the

meeting of the Technical Resource Group

on Research & Development where the PI

is invited to make a presentation

DDG (M&E)/ Research Division/Technical

Resource Group,R&D

5 Proposal recommended by TRG are

discussed in the NACO Ethics Committee

for grant of ethical clearance

DDG (M&E)/Research Division/NACO ethics

commmitee

6 Monitoring of the research study progress DDG (M&E) and Head of the concern

programme division

7 Dissemination on completion of study DDG (M&E)/Research division

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Process-5 NACO Research Fellowship

Description



1 Receipt of new proposals DDG (M&E)/Research divisions

2 Preliminary examination of proposals by

R&D and concerned division &NACO

DDG (M&E)/Research divisions/ programme

divisions

3 If fit for further review, review by the

expert committee

DDG (M&E)/Research divisions

4 If Recommended, submitted for approval

of Secretary & DG


5 If recommended, submission of proposed

release of funds to IFD for concurrence


6 Funds released by electrical transfer to the

colleges/Universities where researchers

are working


Process-6 Setting up of Antiretroviral Therapy

Centres and provision of ART to eligible

PLHIV

Description Setting up of Antiretroviral

Therapy Centres and provision

of free antiretroviral treatment

(ART) to eligible PLHIV.



1 Identification of the Proposed Site for the

new ART Centre (During AAP planning)

State AIDS Control Societies (SACS)

2 Provisional sanction (during April every

year as per AAP)

Head of CST division, NACO

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3 Meeting between SACS, Dean/Med.

Superintendent of Hospital, HOD Med. of

proposed ART centre and Regional

Coordinator to identify the space for centre

and to constitute ART team

SACS/Regional Coordinators

Institution

4 Feasibility visit of the site by an expert

team constituted by SACS in consultation

with the RC and approved by NACO

CST Division, NACO

5 Submission of feasibility report in

prescribed format to NACO

Expert Team

5 Issue of final sanction after examination of

feasibility report at NACO

NACO

6 Opening a bank account and release of

funds to the centre by SACS ( for initiating

refurbishment etc)

Institution/ SACS

7 Training of ART team (multidisciplinary

faculty team)

NACO/SACS

8 Recruitment of Contractual Staff at ART

centre (By Steering Committee at the

institution as per Operational guidelines for

ART centres)

Institution / SACS

9 Refurbishment of ART centre Institution

10 Supply of CD4 Machine/Linkage plan. NACO(Lab Services)

11 Supply of ARV drugs for new centres SACS/NACO/Procurement Division/Supply

Chain

12 Operationalisation of ART Centre SACS, Institution

13 Centre to be declared functional (after

receipt of first report in CMIS at NACO)

NACO

Process 7 Hiring of Media Planning, Buying and

Monitoring Agency

Description The agency is hired for

planning of the campaigns. In

addition, agency negotiates

with channels for buying

space. The monitoring of the

campaigns is done through

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TAM to access the reach of

the campaigns.



1 Preparation and Publication of EOI

PO(IEC) and Procurement Specialist (Over all

head JD(IEC)

2 Short listing of EOI and Approval from

World Bank


head JD(IEC)

3 Issue of RFP to the shortlisted agencies

for Technical and Financial proposals


head JD(IEC)

4 Evaluation of proposals , approval of

World Bank and concurrence from IFD

JD(IEC)

5 Signing of Contract JD(IEC)

6 Submission of media plan by agency,

analysis of the media plan, putting up the

plan for approval from Secretary &DG

and IFD.

JD(IEC) &PO(IEC)

7 Implementation of campaign- the

campaign is implemented either through

agency or DAVP/NFDC as the approved

media plan.

JD(IEC) &PO(IEC)

8 Monitoring of campaign and submission

of report to competent authority

JD(IEC) &PO(IEC)

Process 8 Organising Media Campaigns Description Development of protocols,

guidelines and systems

Execution as planned through

media agencies/at the state

level.

Reporting on implementation

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Monitoring and evaluation of

the campaigns



1 Planning JD (IEC), Consultant; NACO

2 Implementation JD/DD (IEC), SACS

3 Review & Monitoring Consultant, JD (IEC), NACO

Process 9 Development of creatives for campaigns Description Creative are prepared for

different mass media

campaigns

The prototypes of the

creatives are shared with

SACS for adaptation in

regional languages

SACS use the creatives for

outdoor in sync with the

national mass media

campaigns


1 Preparation of media brief and sending to

agencies after approval of competent

authority

JD(IEC), PO(IEC) & IEC Advisor

2 Approval of concept and scripts for final

production

JD(IEC), PO(IEC) & IEC Advisor

3 Approval of final edited creatives Additional Secretary

Process 10 Mainstreaming with various division Description Mainstreaming with various

Ministries for integration of

HIV/AIDS prevention, care,

support and treatment

services

Sequence of activities


1 Identifying potential ministries for

integration

JD – IEC

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2 Consultation for advocacy and assessing

the scope of integrating services

JD – IEC

3 Training and sensitization of officials of

other Ministries

JD –IEC

4 Advocacy for integration of schemes and

programs at policy level.

JD –IEC

5 Explore for a mutually agreeable MOU

for formal partnership

JD –IEC

6 Implementation and sharing of experience

with each ministries regarding the activity

JD –IEC

7 Collecting relevant data regarding uptake

of services to NACO

JD -IEC

Process 11 Develop policies / programs and

guidelines in relevant areas for

mainstreaming and partnership

Description Develop policies /

programs and

guidelines in

relevant areas for

mainstreaming and

partnership



1 Consultations with stakeholders and

beneficiaries for developing content

JD –IEC

2 Sharing the consolidated version with

stake holders for comments.

JD –IEC

3 Finalization of the draft JD –IEC

4 Dissemination of the policy and guideline

for implementation

JD -IEC

Process 12 Preparation of annual report/ Mid term

review materials/Intensive review

Report/Responding to RTI/ Parliament

question assurance

Description Preparation of annual report/

Mid term report/ Joint

Intensive review

Report/Responding to

RTI/Parliament questions/

assurance/ court case/

RFD/Cabinet note etc



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1 Capturing updated information of

activities/programs/schemes etc from all

states /UTs and major stakeholders.

Head of the programme divsions

2 Compiling and drafting response/reports/

information


3 Sharing information/ reports with relevant

institutions/ boards/ stakeholders


Process 16 Size estimation of populations



1 Site validation , mapping, Target setting Head of TI Division, Programme Officers/

Technical Officers

Process

XI

Selection of NGOs (as outlined below) Description

Sequence of Activties


1 Open advertisement is given on specific

scope of work to obtain applications

Head of TI division, NACO

2 Preliminary screening of applications is

done by Technical Advisory Committee

(TAC) comprised of JD/DD/AD TI,

Procurement Officer, one member from

TSU, One NGO representative of the

Executive Committee. The JD/DD/AD TI

is the convenor.

Head of TI division, NACO/ SACS/TAC/TSU

3 NGOs/CBOs/Network who are legally

registered under Societies Registration

Act of 1860, Charitable and Religion Act,

1920, The Indian Trust Act, 1920,

Cooperatives professional bodies such as

IIPA, IMA.

Head of TI division, NACO/SACS

4 The TAC accepted applications and

recommend for a JAT, seek clarification

in writing or may reject application after

recording specific reasons


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5 The selected applicants would undergo a

Joint Appraisal Team(JAT) visit

comprising of Technical Officer of SACS

( may be district/zonal designate person),

financial consultant and one external

technical consultant. The external experts

should be well experienced and have

strong programme management expertise


6 The JAT Team would review records and

registers, discuss with board members of

the applicants, visit field/sites to assess

the project work and rapport. The team

will score in a specified score sheet


7 The TAC will review the JAT team

reports

Head of TI division, NACO/TAC

8 TAC recommend to the SACS Project

Director the short listed organisations for

conducting needs assessment

Head of TI division, NACO/TAC

9 The needs assessment is part of the

project activities and is done by the NGO

after signing of the contract

Head of TI division, NACO/TAC/SACS

Process 17 Contracting and monitoring of NGOs

by SACS/NACO and technical support

units

Description TIs are contracted through

the system of advertisement,

shortlisting, field assessments

and committee decisions.

Process 18 Evaluation of TI projects Description Third party evaluations at the

end of contract periods to

access programme delivery

and organizations/financial

capacity



1 Review of NGO documents and

assessment of field level of activity

Head of TI Division, Programme Officers/

Technical Officers

2 Standardized evaluation tool prepared by

TI division, NACO

Head of TI Division, Programme Officers/

Technical Officers

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Action-7: Describe Duties of Each Designated Position

Sl. Designation Responsibility 1 Deputy Director General/Assistant Director

General/Joint Director Oversight of the division, Planning and coordination of implementation of the programme, Monitoring and review of the actions to make the process and move forward Allocation of work to subordinates and oversight of their performance Coordination with Development partners and other stake holders

2 Programme Officers Programme planning and implementation and monitoring Providing technical support to the states Assist in development of technical and operational guidelines Monitor the progress in expenditure against the budget allocated for the activities including the SACS components Preparation of various reports

3 Technical Officers Assist in programme planning and implementations Develop training plan and coordinate the activity with SACS Identify and plan for procurement of required equipments, supplies and consumables for the programme Assist in monitoring and evaluation of the programme activities Providing technical support to the states Preparation of various reports

4 Office Assistant Admin tasks associated with the programme divsion

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Action-8: Prepare a List of Documents

Document No.

Document Title Responsibility

1 Annual Action Plan and State Annual Action Plan All officers 2 Operational Guidelines for Integrated Counselling and Testing

Centres(2007) All Officers

3 Cabinet Note All Officers 4 Annual report/ News Letter

All Officers

5 Responses for parliament/ RTI/ Court cases All Officers 6 Training Module Respective

Programme Head

7 Guidelines for Network of Indian Institutions for HIV/AIDS Research (NIIHAR)

DDG (M&E)

8 Guidelines for Prevention and Management of Common Opportunistic Infections

Head of the

Division

(CST), NACO 9 NACO Ethical guidelines for Operational Research DDG (M&E)

10 NACO IEC operational guidelines DDG (M&E)

11 Voluntary Blood Donation- Operational Guidelines ADG (BS)

12 Targeted Intervention for Operational guidelines for Migrants, HRGs, Truckers

DDG (TI)

13 Surveillance operational guidelines DDG (M&E)

14 Guidelines for ART in adults & adolescents- March 2007 (Updated:

April 2009) Head of the

Division

(CST), NACO 15 Guidelines for ART in children- November 2006 (Updated; September

2009) Head of the

Division

(CST), NACO 16 Guidelines for prevention and management of common Opportunistic

infections and malignancies among adults and adolescents- March 2007 Head of the

Division

(CST), NACO 17 Operational guidelines for ART centres- March 2007 (Updated: May

2008 & August 2009) Head of the

Division

(CST), NACO 18 Operational guidelines for Link ART centre/LAC Plus - January 2012 Head of the

Division

(CST), NACO 19 Post exposure Prophylaxis guidelines- January 2009 Head of the

Division

(CST), NACO 20 Technical guidelines on second line ART in adults and adolescents-

November 2008 (Updated in February 2012) Head of the

Division

(CST), NACO 21 Technical guidelines for alternate first line ART- October 2009

(Updated: February 2012)

Head of the

Division

(CST), NACO 22 Technical Guidelines for Early infant diagnosis - January 2010 Head of the

Division

21

(CST), NACO 23 Technical guidelines on second line ART for children- October 2009 Head of the

Division

(CST), NACO 24 Training manual for ART Medical Officers May 2007, Updated:

December 2010

Head of the

Division

(CST), NACO 25 Training Manuals for specialists- May 2007, Updated: December 2010 Head of the

Division

(CST), NACO 26 Training module for Link ART Centre doctors Head of the

Division

(CST), NACO 27 Guidelines for Community Care Centres: October 2010 Head of the

Division

(CST), NACO 28 Draft guidelines for HIV care for prisoners: September 2009 Head of the

Division

(CST), NACO 29 Guidelines for Air Borne infection control: September 2009 Head of the

Division

(CST), NACO 30 Scheme for Centres of Excellence in HIV Care: January 2012 Head of the

Division

(CST), NACO 31 Scheme for Paediatric Centres of Excellence in HIV Care: December

2011

Head of the

Division

(CST), NACO 32 Evaluation reports Respective

Programme Head

33 Tour reports All Officers

ACRONYMS AAP Annual Action Plan

AIDS Acquired Immuno Deficiency Syndrome

ANC Ante Natal Clinic

ART Antiretroviral Therapy

ARV Anti Retro Viral

BCSU Blood Component Separation Unit

BSD Basic Services Division

CCC Community Care Centres

CMIS Computerised Management Information System

CST Care, Support and Treatment

DAPCU District AIDS Prevention and Control Unit

DD Deputy Director

DDG Deputy Director General

EOI Expression of Interest

FSW Female Sex Worker

HIV Human Immuno-deficiency Virus

HRD Human Resource Development

HRG High Risk Group

HSS HIV Sentinel Surveillance

ICTC Integrated Counseling & Testing Center

IDU Injecting Drug User

IEC Information, Education and Communication

JD Joint Director

LWS Link Worker Scheme

M&E Monitoring & Evaluation

MSM Men having Sex with Men

NACP National AIDS Control Programme

NGO Non-Governmental Organisation

NIHAR Network of Indian Institutes of HIV/AIDS Research

NRHM National Rural Health Mission

OI Opportunistic Infection

PLHA People Living with HIV/AIDS

PO Programme Officer

PPTCT Prevention of Parent to Child Transmission

RCH Reproductive & Child Health

RFP Request for Proposal

RNTCP Revised National TB Control Programme

RRC Red Ribbon Club

RTI Reproductive Tract Infection

SACS State AIDS Control Society

SIMU Strategic Information Management Unit

SMO Social Marketing Organisation

STI Sexually Transmitted Infection

TI Targeted Intervention

TO Technical Officer

TRG Technical Resource Group

US Under secretary

aids

Documents

deputy director general

quarterly review meeting

states desk review

process responsibility head

responsibility head head

respective programme division

annual action plan

aids control