Attachment report

KOFORIDUA POLYTECHNIC

Report OnIndustrial Attachment

With

Adolescent Friendly & Peer Educators Organization (AFPEO)

Odumase Krobo

Prepared by

Narh Angmortey Eric04/2011/2396D

8TH September, 2013

School of Applied Mathematics(HND Statistics)

Industrial Attachment Reporting Format

Table of ContentsTable of Contents 1Acknowledgements 2

Chapter One: Introduction 3

1.1 Scope and Limitation 1.2 Purpose 31.3 NGOs Location 3

Chapter Two: Executive Summary 4

2.1 Executive Summary 52.2 Objective of Attachment 5

Chapter Three: Background of the Organization 6 3.1 NGO Establishment/Brief History3.2. Location 3.3 Board Members3.4 Aims/Objective3.5 Main Activities/Human Capacity3.6 Organization Vision/Mission Statement 8 3.6.1 Vision 3.6.2 Mission3.7 Sections/Units/Department 93.8 Major Activities of Concern 10 Chapter Four: Description of Nature of work done at the Section 11

4.1 Project Coordinating and/or Data Analyzing 12

Chapter Five: Detailed Description of the training and work performed 13

5.1 Requisition of Payment Voucher (PV) for the Project Activities 145.2 Preparation of Presentation for Half year Review with the MHMT 155.3 House to house Data Collection on HIV and Malaria education 165.4 Facilitation at Community Durbar & Video show Activities 175.5 Presentation at Review Meetings 185.6 House to house Data Collation/Analysis 195.7 NGO Report Production 20

Chapter Six: Contributions to the Organization 21

6.1 Changing of NGO reporting Format6.2 New Excel Format for collating Data for CBAsChapter Seven: The Attachment Conclusion 22

7.1 Challenges 237.2 Other Experience gained 247.3 General Comments and Conclusion 257.4 Recommendation 26

KOFORIDUA POLYTECHNIC INDUSTRIAL ATTACHMENT REPORT Page 1


AcknowledgementsThis attachment was possible to the cooperation and support of a number of people, who have enabled me to gain much more than what the scholastic or industrial aspects of the program could have given. I am grateful to them all, and would like to express my appreciation to the following people:

The Almighty God for his mercy, care and support given to me to be able to do this enriching attachment. I am very grateful and may his holy name be praise all the time.

Mr. Samuel K Atter, AFPEO supervisor, for sharing enthusiastically with me his experiences in project management, Data collection and analysis on health related issues. I am sincerely indebted to him for taking great pains to keep me on the right track. His support and assistance contributed to the success of the project currently under implementation.

Mr. Dickson Addae(Administrator) who made me to understand the principle of appraisal in order to ascertain project efficiency effectiveness and economy.

Mr. Nicholas Tetteh (a helping supervisor in Data Entry using SPSS etc.) for being extremely patient and for providing private training on Data software’s to be used in the statistical field.

I would also like to express my appreciation to all the staff and colleagues in the organization for their full support and assistance during the attachment, particularly Mr. Kodji Teye, the field staff that normally helps me to collate data from house to house on the Malaria and HIV and AIDS education.

I would finally express my appreciation to (Mad Perfect Nkrumah) Director Attachment Liaison Office for their encouragement in doing the attachment.



1.0 Introduction1.1 Purpose

The Industrial Attachment program fulfills part of the requirement in pursuing the Higher National Diploma of Applied Mathematics (STATISTICS) in Koforidua Polytechnic .This report serves to summaries the activities and experiences gained with Adolescent Friendly & Peer Educators Organization (AFPEO), Agormanya Odumase Krobo.

1.2 Scope and LimitationsDuring the attachment, i was involved in coordinating several projects. Malaria Prevention & Control, HIV prevention project and the SCASO project for the orphans and the venerable children within the project communities. This report would be limited to the major duties assigned to me by the Executive Director of the NGO.

2.0Executive Summary

2.1 Executive SummaryIndustrial attachment is geared to enhance students to feel the practical aspect of what is being taught so as to be able to cop in the job market. The six weeks attachment held had helped me to understand certain things being taught in school. During the period, I was assigned to work from Atua through Odumase to Akuse which are all in the Lower Manya Krobo Municipality. I was then appointed the Project Coordinator for three project under implementation. We had refresher training sections with community based agents on Malaria, HIV and they were refurbished with educational materials as well as houses to house data filling tools to collect data during their educational visit.

On the SCASO project, we took random sampling of orphans of which they were all accessed and scored. This criteria helped the organization in identifying the required number of OVC to work with under the project. They were finally entered into the data base for the needs assessment.

We also met stakeholders and opinion leaders in the community to advocate in their support of the project. Finally, a review meeting was held for CBAs and Staff where I did a presentation on the half year report on Malaria Prevention and HIV. All the same, I had a good impact from the project.

2.2 Objectives of Industrial Attachment

To acquaint students with practical knowledge To prepare students in advance To expose students to what happens in the work field to help students to apply what they study into

the industry

3.0Background of the Organization3.1 Brief History/Establishment In 1999, Mr. Samuel K.Atter(Executive Director) conceived an idea that there was the need to form a group of young men and women within the Manya Krobo area in order to combat the relatively high prevalence rate of HIV/AIDS, MALARIA and TB within the District. He took up the initiative to mobilize members. His efforts yielded the desired fruits since many young men and women responded positively. Various activities were undertaken to intervene in the health problems mentioned above. The group


Industrial Attachment Reporting Format accordingly proceeded and registered with the Registrar General’s Department as companies code of 1963, Act 179 under limited Guarantee with certificate number G-16,711 (N.G.O) in May 2005 as Adolescent Friendly & Peer Educators, and also registered with the Department of Social Welfare with registration number D.SW/3591 and also registered with Internal Revenue Service with the Certificate number OK 822551. The have yet operated as such till now and it is our hope that we shall continue to help in the provision of health delivery services in collaboration with other stakeholders,

3.2 Location A. Postal Address: P.O.Box 64

Odumase-Krobo Lower Manya Municipal Assembly, Eastern Region, Ghana.

B. Physical Address/Location: Behind Agormanya market square, near Paradise cold store, Agormanya, Eastern Region.

C. Telephone: 020-8361165 /081-94051.D. e-mail: makpeduc@yahoo .com

E. Contact Person (Title):Mr. Samuel K. Atter. (Executive Director)

3.3 Board MembersThe organization has five - member board of governors who have various expertise. The main responsibility is to make decisions for the organization and strategically advice the Executive Director and the staff of the AFPEO oversee their operations. They also approve action plans and budgets for Implementation as well as monitoring the progress of project implementation.

3.4 Aims/Objectives:The Organization has objectives which include, but are not limited to, the following:

To identify gaps within the District and /or community health agenda so as to help through positive intervention strategies.

To educate inhabitants to adopt healthy lifestyles in order to improve health status. To encourage our target groups such as pregnant women to patronize health facilities available

within the catchments area. To Endeavour to help make health service accessible to members of the community. The main objective is to contribute to the reduction of malaria related maternal and prenatal

morbidity and mortality in the district. To increase the distribution of Long Lasting Insecticide Treated nets (LLITNs) use in children

under 5 (from 21.8% to 80%) and pregnant women (from 46.3% to 80%) by end of 2014. To create awareness among the community as well as health workforce on malaria control and

prevention activities through Behavioral Change Communication / Information, Education& Communication (BCC / IE&C)

3.5 Main Activities: The main activities are:

Organization of Drama shows in schools and the various vicinities. Distribution of ITN and condoms to our target groups. Education and encouraging community members to patronize CT through seminars. Encouraging pregnant mothers to go for Ante-Natal services regularly. Training local volunteers to build up their capacity in disseminations of vital information and to

direct target groups as to the appropriate way to use health facilities.


Industrial Attachment Reporting Format Organizing video /films shows in school and communities. Public durbars are frequently organized for education on HIV /AIDS, Malaria and TB. House to house education and counseling. Dawn broadcasting has also being an effective activity which we use Football Gala as a means to educate the youth

3.5.1 Human CapacityIt is interesting to note that the organization have a well-seasoned human resource base which has the capacity to perform with efficiency, effectiveness and economy.Apart from our well groomed administrative staff, we engage opinion leaders such as assemblymen, chiefs, queen mothers, school teachers and even health workers from the Ghana health service who are used as facilitators mostly during public talks and training.The above is an indication that our human resource is reliable and can perform satisfactorily





3.6 Vision/Mission Statement3.6.1 Vision:Reach the un-reached, relieve the poor, vulnerable and distressed through education, care services, rehabilitation, empowerment and to restore the dignity and prosperity of the Ghanaians and other African People.

3.6.2 Mission: To undertake developmental and innovative programs and interventions towards reaching the un-reached, relieve the poor and distressed and support the vulnerable through education, care and support services, rehabilitation and empowerment

3.7 Sections/Units/DepartmentThe Organization has five sections:

1. Project Director2. Head of Programmes 3. Account Section4. Monitoring & Evaluation Officer/Data Analysis5. Volunteers(Field activities)

3.8 Major Activities of Concern

Adolescent Friendly and Peer Educators Organization is a social /health entity which is concerned in the dissemination of information towards eradication of Malaria, HIV & AIDS, and TB. The organization also cares for Orphans and venerable children, care for People Living with HIV&AIDS, Family Planning, safe motherhood and HIV counseling and testing. The organization is related and affiliated to other stakeholders who carry their vision.

4.0 Description of Nature of work done at the Section

4.1 Project Coordinating and/or Data Analyzing The Project coordinator sees to the implementation of the project and proper reporting. He/she therefore raise PVs to the accountant which would be approved by the Executive Director before it is implemented.

5.0 Detailed Description of the Training and Work PerformedI was appointed the project coordinator and Evaluation officer. I was responsible for the raising of PV, writing of activity reports, collection of primary data, preparing presentations etc. This was the nature of work done at the section I was placed

5.1 Requisition of Payment Voucher (PV) for the Project Activities As a project coordinator, you write requisitions to the accountant for the implementation of the proposed activities. Based on the action plan for the project, I wrote requisitions for the activities using AFPEO requisition form. These requisitions were the proposed activities and their budgets.

5.2 Preparation of Presentation for Training Workshops of TBAs and CBAsThe Executive Director took me to a workshop on how to prepare presentation on malaria for the training workshops CBAs. The first presentation prepared was on the Overview of Malaria.


Industrial Attachment Reporting Format In this Presentation, Definition, Causes & Prevention of Malaria, Home Base Management and the Anti-Malaria new drug policy was emphasized in for TBAs and CBAs to know more on the project so as to educate beneficiaries in their jurisdiction. The second presentation prepared was the Half year activity report. This presentation tells more on the activity undertaken from January to August 2013. These are some key indicators in the Half year report:

Number of people reached with the education on malaria through house to house Number of people tested for HIV during the outreach activities Number of people reached with the education on HIV Number of pregnant women reached on the follow-up of IPT Monitoring and Supervision report

It would interest you to know that, Excel and SPSS in collating the above mentioned data’s.

Working on the Data tools

5.3 House to house Data Collection on Malaria and HIV educational visitIn the bid to ascertain the level of performance for the trained CBAs and TBAs within their catchments areas, data collection forms were issued to me by my supervisor to collect primary data through house to house. I was given 8 communities which were Ayermesu, Batokodzi, Agomanya, Nuaso, Kpongunor, Asitey, Manaam and Partehunya with quota of 1023 people to be reached. In fact it was not easy but, I was once a peer educator which has made me to work tremendously.

House to house visit in a Ablotsi community


Industrial Attachment Reporting Format 5.4 Monitoring and Evaluation of Project ActivitiesPeer educators were monitored in their various communities of operation to see how far beneficiaries have understood issues in relation to the project. A random sampling was taken within some of the communities monitored and it was realized that, beneficiaries really understood issues disseminated by trained peer educators. Some of the community members even mentioned some names of the peer educators who came to educate them. A community member said, sometimes peer educators are in rash so when a whole lot of questions are asked, then they either postponed or tell them to meet at one of the CCE outreach activities for more clarification.

In addition the peer educators, the pregnant mothers were also monitored to see whether those who had never tested for HIV during the first visit by peer educators had now gone to be tested. It was realized that, most of the pregnant mothers were having a whole lot of misconceptions about the GHS staffs. Some say that, they disclose their status to co-workers, not taking good care of them etc.

Beneficiaries in the communities of operation have understood issues in relation to stigma and discrimination. The CCE methodology used during the programme implementation was a very powerful tool. It would interest you to know that, the previous project which was held on stigma had made beneficiaries to understand issues more in relation to stigma and discrimination. Why then burning issues? It is because of the way the stigma stories are narrated and manner in which are being presented. Because of that, the burning issues are almost the same. Our only problem faced was that, most of the community members refused to write down their names and this is a fact that gave us backlogs for previous quarters.

In measuring our performance based on the grand, the organization has tremendously done well with the education. The only challenge which could not make our work complete was the shortage of HTC kits as reported by the DHMT and for that matter we had nobody tested for HIV but had messages about HTC

5.5 Presentation at Review MeetingsThe project coordinator presented on the half year activities performed on malaria to the gathering. Participants were made to know the various activities undertaken during the first period. The Project coordinator disclosed that, during the implementation of the project, AFPEO had one day meeting with all stakeholders and opinion leaders within our catchment areas in other to help the program. He said the stakeholders were very impressive about the NGOs performance especially on the as part of health advocacy.

The program continued with training sessions where TBAs and CBAs were trained on AMDP, New Drug IPT in other to reach the community through House to House education and monitoring of pregnant women who are on the IPT. The PC said, data tools were given to the peer educators for proper documentation in other to ascertain the level of performance.

The project coordinator continued and said, in other to ascertain impact of the project, the TBA and CBAs were supervised within their various communities of operation. Floor was then opened for discussions.

Second I again presented both HIV and AIDS half year report at the MHMT review meetings for all NGO, CBOs and Facilities working on health related issues.


Industrial Attachment Reporting Format 5.6 House to house Data Collation/Analysis

The trained peer educators brought their house to house data tools and based on that I collated and gave final report on the indicators. The following tools were used on the computer.

HIV Activities Performance Framework

HIV Standard Summary tool

5.7 NGO Report ProductionAfter the implementation of the project, I gathered all activity reports and generated a full report which would be submitted to the National Malaria Control Programme (donor). The report was both technical and financial report.

6.0 Contributions to the Organization

6.1 Changing of NGO reporting FormatAfter the implementation of the malaria project, the NGO has to submit a technical and a financial report to the donor. Using Microsoft Word I followed their reporting format and arranged the report correctly on the pages with various activity pictures inserted. I also show the Executive Director How to go about it. I also help the account to enter his data’s using Microsoft Excel. i created Bank reconciliation using Excel and also helped in analyzing their Petty Cash flow. It would interest you to know that, using the Excel and its coding’s helped the organization to finish their report early and on time.Finally, I helped the accountant in drawing his budget for the new proposal prepared.



The above fig. was used to select the OVCs for the SCASO project. It would interest you to know that, the use of the ‘IF FUNCTION’ taught by the Stats for computing helped in selecting 1345 orphans and the venerable,

6.1.1 New Excel Format for collating Data for CBAsI created a new form of collating data using excel and this would help the organization to collate accurate data on HIV, Malaria ,TB and other inventions that need Quantitative Data’s which are either Continuous or Discrete.



This form was used to collate the house to house data collected by the trained community based agents. The form seems to reduce stress on the aspect of data collation for the entire projects under implementation.

7.0 The Attachment Conclusion

7.1 Problems Encountered and/or Challenges The most serious problem that I encountered was time constraint. Most of the outreach activities like video show on health education (Malaria Prevention & Control) etc. are done in the night 8:00 pm to 11:00. Sometimes to 12:00 midnight before getting home.The road network to some catchment areas was not much to be desired so we have to walk to those remote areas before collecting data’s as well as educating beneficiaries on the Malaria Prevention and other health related issues.

7.2 Observation I have observed from my attachment that, the stakeholders on malaria and even on health do not have any cooperative spirit and for that matter facilities are not dispatched to vantage points and for that matter health delivery service becomes very difficult.

I have also observed that, the NGO does not have much funding to carryout most activities and for that matter, maintaining of staff is a big challenge to the NGO.

7.3 General Comments and Conclusion I have realized that, malaria is a pandemic which has been with us from time in moral. Nevertheless modern inventions are reducing it in a drastically manner. I have realized that, if all stakeholders stand firm and work efficiency, we shall role back malaria after all.

Finally for the whole to accelerate all HIV related issues to ZERO together, then education should be well intensified in the catchment areas so that beneficiaries would refrain from their attitudinal changes.

Indeed I had successfully implemented the Malaria project and benefited from this enriching attachment.

7.4 Recommendation Facilities must be actually taken care of in the whole country Empowerment of volunteers of CSO should be frequent The NGO should look for sponsorship be able to maintain their staffs




Attachment report

Health & Medicine

adolescent friendly

half year report

health related issues

house data collection

malaria prevention

peer educators organization

understood issues

peer educators