GFATM ROUND 9 INTENSIFIED MALARIA CONTROL …imcp3.org/images/pdf/PR2 IMCP-II Operational Guidelines August 2011... · Infotainment performance by local group Responsibility: PR2

2011 Intensified Malaria Control Project—II, Caritas India

Any part of this document1 may be utilized for reference, training purposes, if required, provided proper citation

is accorded to GFATM Intensified Malaria Control Project—II, Caritas India.

The Intensified Malaria Control Project—II Central Project Management Unit, Caritas India, welcomes

constructive comments and suggestions. Please address any correspondence to:

GFATM Intensified Malaria Control Project—II

Caritas India

CBCI Center, 1 Ashok Place,

Near Gole dakkhana, New Delhi-110001, India

Tel: +91 11 2336 3390/2735, Fax: +91 11 2336 7488

E-mail: [email protected]

Website: www.caritasindia.org

1 Covers Operational Guidelines for Behaviour Change Communication, Trainings and Workshops, Supply Management. For Integrated Vector Control including LLIN distribution, Diagnosis and Treatment, please refer to National Vector Borne Diseases Control Programme Operational Guidelines, 2009.

GFATM ROUND 9 INTENSIFIED MALARIA CONTROL PROJECT—II

PROJECT OPERATIONAL GUIDELINES

Prepared by:

Caritas India

May 2011

mailto:[email protected]

GFATM Round 9 Intensified Malaria Control Project--II Operational Guidelines (Final Draft)

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TRAININGS/WORKSHOPS GUIDELINES

Section 1. Background

The Intensified Malaria Control Project-II (IMCP-II) goal is to reduce malaria morbidity and mortality by 30%

by 2015 in the project areas. The IMCP--II objectives include distribution and use of effective preventive

measures (LLIN) in high risk project areas; early parasitological diagnosis (using RDT); prompt and effective

treatment (using ACT); application of locale- and context-specific Behaviour Change Communication (BCC)

activities (using community outreach and inter personal communication); and strengthening of program planning

and management, monitoring and evaluation, coordination and partnership development and training/capacity

building to improve service delivery in project areas.

In order to achieve the above-mentioned goal and objectives, various trainings are planned over the life of the

project period. Capacity building of new personnel to be positioned with Central Project Management Unit

(CPMU), Regional Project Management Unit (RPMU), District Project Management Unit (DPMU), Field

Supervisors, identified Community Health Volunteers (CHV)2 through induction training is planned for

imparting knowledge and skills about malaria prevention and control, project M&E/MIS with special emphasis

on NVBDCP policy and guidelines; GFATM grant requirements, etc. Subsequently, technical update and

reinforcement is planned through refresher trainings. The key focus of trainings for managers/officers is on

knowledge on malaria and its control at district level; capacity for generic public health functions including

planning, training, supervision and monitoring as per National Vector Borne Diseases Control Programme,

Principal Recipient-1 (NVBDCP, PR1) policy and guidelines. For personnel involved in service delivery,

knowledge and skills for dealing with patients/communities will be imparted.

The existing training modules for specific trainee categories available with the NVBDCP will be utilized or

reviewed/customized/updated, as necessary (for example, a training module for ASHA will be customized to

meet the requirements of IMCP-II and updated to complement the recently prepared guidelines for this cadre).

The modules will be translated in local languages and replicated for dissemination.

Section 2. Purpose of Training/Workshop Operational Guidelines

The purpose of the training/workshop operational guidelines is to clearly define the standardized uniform

practices, procedures and requirements for training/workshops that are organized by PR2, Sub

Recipients/Partners under IMCP-II. It is envisaged that the guidelines and procedures set forth will enable the

organizers to provide enabling environment for learning for the trainees; provide guidance on M&E of

training/workshop related activities; help in managing and accounting the training/workshop funds appropriately

and to effectively impart the project personnel with necessary knowledge, skills and understanding to achieve the

project goals and objectives of IMCP-II. This document will help the overall coordination of PR2 with PR1,

SRs/partners so that training/workshop activities are executed in an efficient and timely manner.

Key contents of the training/workshop operational guidelines are drawn from the Project Implementation Plan

and GFATM approved Training Plan of Caritas India (Principal Recipient-2, PR2).

2 Includes Cluster Coordinators (CC)


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Section 3. Content of the Training/Workshop Operational Guidelines.

The operational guidelines contain the processes involved in the preparation, conduct and M&E of

training/workshops under IMCP-II. These include:

The overall objectives of each training/workshop.

Curriculum and module content of each training.

Guidelines for execution and M&E of training/workshop activities.

Guidelines for the management and control of training/workshop funds.

Annexures.

Section 4. Training/Workshop Preparatory Guidelines

4.1. Planning

Activities to be carried out during the preparatory phase should begin at least four weeks before the

training/workshop. In the north eastern context certain local situations like bandh/curfew, holiday specific to the

region, election, etc. should be looked into before finalising the training/workshop dates.

The availability of trainers/facilitators, trainees and the training/workshop venue will be considered before

finalising the date for a particular training. The training/workshop organizers will solicit confirmation from

participants regarding their participation via e-mail and telephone, which would be followed up regularly.

a) Checklist: four weeks before onset of training/workshop

Identify trainers/facilitators. Send letters after confirming their availability for the dates specified.

Subsequently, provide the draft agenda/session plan, training curriculum/modules, while clearly stating

expectations from the trainers/facilitators. Follow-up should be done periodically thereafter.

Prepare list of trainees/participants and inform them about date of training/workshop

telephonically/email. Follow-up should be done periodically thereafter

Identify and book the venue for conduct of training/workshop. Few necessary criteria for selecting

training/workshop venue is provided in section 4 (4.3)

b) Checklist: one week before onset of training/workshop

Send the confirmed trainees list to the invitees and request for information on change(s), if any

regarding their participation status.

Follow-up with trainers/facilitators to confirm their availability. Organizers will arrange for alternate

trainers/facilitators in case of non-availability trainers/facilitators due to any unforeseen exigencies. The

organizers should ensure that the alternate trainers/facilitators identified meet the necessary requisites

for training/facilitating the training/workshop.

Follow-up with the selected hotel/guesthouse regarding the rooms, training/workshop hall, required

training equipment and any other facilities needed for the activity.

Enquire and confirm the arrival and departure details of participants. Allocate rooms to all participants

and provide the details (name, gender, arrival, departure, etc.) to hotel/guest house.

E-mail the final training/workshop agenda, schedule to the participants.


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Keep ready the travel reimbursement forms, registration forms and attendance sheets.

Order to be placed for banner. The banner should have the name or theme of training/workshop, venue,

date and name of the main organizers along with key partners and collaborators.

Prepare training kits for participants.

Arrange vehicle for local transportation, if required.

Ensure the availability of funds for the training/workshop, which would include travel, honorarium, etc.

4.2. Training/workshop budget

At the activity planning stage, organizers should refer to the approved training/workshop budget and the detailed

costing assumptions. Expenditure should not exceed the approved costs. Training/workshop budget should only

be used for the intended purpose; re-allocation of training/workshop budget for any other project expenditure

other than training/workshop is not permissible. No expenditure shall be incurred by the PR2, SRs/Partners on

the purchase of equipment. The efficient and cost-effective utilization of training/workshop funds are explained

in the section 10.

4.3. Training/Workshop Venue, Equipment and Materials/Kits

a) Venue & Equipment:

The training/workshop organizer will obtain the pricing list from at least 2-3 probable venues well in advance.

The list will include charges for accommodation, conference hall, meals, training facilities like, PA system, etc.

The training/workshop venue will be selected based on the reasonability of rates for the mentioned facilities as

well as other factors such as location, safety of participants, conduciveness for learning, etc. The

training/workshop venue will be finalized after the approval of the concerned authority.

When selecting training/workshop venue the following particulars should be ensured:

The board and lodge cost of the venue is reasonable and within the approved budget.

The venue can provide board and lodge to all the outstation and local participants for the entire duration

of the training.

The training hall can accommodate all participants, which also has proper seating arrangements and

adequate space for the conduct of group work and training/workshop exercises.

Each training/workshop venue have adequate space (lecture rooms with AV equipment) that is IT

enabled (computers, software, and internet, as appropriate)

The training/workshop has proper space for display of screen/overhead projector.

There are facilities for use of audio visual aids, overhead projector & white screen and writing boards.

the room is well lit and ventilated

there are facilities for serving meals

Other logistics requirements for training/workshop will include the following:

Audio-video equipment

LCD or Overhead projector

CD with Power point slides

Flip charts, Paper, Markers


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PA system

Hardware and software for practical exercise related to MIS and broadband connectivity, as necessary

Banners for display both inside and outside the venue.

b) Materials/Kits

The stationery requirements for the training/workshop kit of participants and for use during the training will be

purchased by the training/workshop organiser, list annexed herewith.

Organizers should ensure that stationery items purchased for regular office use should not be used for

distribution during training/workshop as there is specific provision for meeting such expenses in the

training/workshop costing.

Necessary training materials for technical training of specific cadres i.e. CHV and CC will include RDT, ACT,

LLIN, lancet, slides, cotton and lead pencil.

Contents of training/workshop kit:

Copies of modules, reading materials, M&E plan, etc.

Copies of pre- test questionnaires

Copies of post- test questionnaires

Copies of post training feedback forms

Copies of group exercises

Writing pad

Pen/pencil/eraser

Bag/folder

4.4. Resource persons/facilitators for the training/workshop

The resource persons will be drawn from a pool of trainers comprising NVBDCP, WHO, GFATM and World

Bank consultants, PR2 experts and consultants, other multidisciplinary experts from various institutions. The

PR2 may request GFATM for Local Fund Agent‘s (LFA) support in training of the project management units for

facilitating relevant sessions especially on topics related to accountability, risks management and value for

money. Although the national level resource pool will be available for sub-national trainings, the trainers will

also be drawn from a list of locally experienced trainers, who will be the part of the state/regional resource pool

of trainers. Since sessions on practical exercises during trainings are planned for Field Supervisors and CHVs,

the trainers for such trainings will be drawn from such cadres as District Malaria Officer, Medical Officer of

PHC, Lab Technicians and select personnel of Caritas India consortium.

The identified trainers/facilitators will be priory provided the training/workshop schedule/agenda and key

topic(s) to be covered. For training activities, the topics to be covered during the training, module contents,

profile of the trainees and the expected outcome will be sent to the trainers. The organisers will enquire about the

teaching aids and other audio visual aids that the trainers/facilitators will require. The other miscellaneous details

like time of reporting to the training venue, timing of the sessions, honorarium, mode of travel and details on

how to reach the venue of training will also be communicated in advance to the trainers/facilitators.

4.5. Participants for the Training/Workshop


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The organisers will contact each participant and find out their arrival and departure time. Their personal contact

details will be documented for follow-up. Participants will be informed in advance regarding the

training/workshop schedule, travel and per diem norms/rules, venue details and any other relevant information.

4.6. Transportation

Travel rules/norms for the training/workshop will be communicated to the participants as well as to the

trainers/facilitators at least a week in advance by the organizers. All travel claims should have valid supporting

bills/voucher and in circumstances where these are not available for local conveyance, a duly signed

declaration/certificate may be produced by the claimant.

If local conveyance is required for trainers/facilitators, a local travel agency may be hired during the

training/workshop period. A transportation slip in duplicate will be maintained by the travel agency which will

be filled and signed by the participant using the transport.

4.7. Registration and Attendance

The forms for room list allotment, registration/attendance sheet will be prepared and made ready before the onset

of training/workshop. Name tags of the participants will also be kept ready for distribution. The format of the

registration form and attendance sheet is appended as Annexure.

Section 5. Basic Guidelines for the Conduction of Training/Workshop

5.1. Activities to be carried before onset of training/workshop

The organiser in charge of the training/workshop will be present at the venue at least one hour before the start of

the registration. S/he will check if all arrangements are made as required for the training i.e. the participant

registration form, attendance sheet is ready and placed at the registration counter along with the training kits, the

seating arrangements are as per specification and adequate in number, the public address system (mikes),

computer and projector are functioning and also the writing board, duster, markers, chart paper and sketch pens

are available at the training hall. (a checklist is appended in box-1).

The other miscellaneous checks that will be done by the organisers are to ensure that the lunch, tea and snacks

are served in time as per the schedule.

5.2. Training Time

The training will be conducted for approximately 8 hours of class time:

3 hours for lecture on modules with sufficient participant interaction;

3 hours for group exercise;

15 minutes each for pre and post training assessments of trainees (including objective/subjective tests on

M&E/MIS knowledge and skills and an assessment of trainers);

30 minutes for administrative activities

1 hour break.


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5.3. During training/workshop

The training/workshop organizers shall consider the following points during the conduction of

training/workshop.

Reach the venue an hour prior to the onset of training/workshop session each day.

Keep the registration desk ready at least an hour prior to the onset of training/workshop on the first day.

The desk should have registration form, name tags and training/workshop kit.

Ensure that all participants register their details.

Display banner inside and outside the training/workshop hall. The banner should have the name of

training/workshop, venue, date and name of the main organizers along with key partners and

collaborators.

Welcome the participants and request them to introduce themselves and share their expectations from

the training/workshop programme.

Inform the participants about the ground rules at the beginning e.g. putting mobile phones on switched

off/silent mode during training.

Inform participants to complete the pre-test, post-test and the feedback forms and submit it to the

organizers.

Ensure that the trainings start on time every day and the

training/workshop schedule is adhered to.

Make it mandatory for all the participants to attend all the

sessions and all the scheduled number of training/workshop

days.

Ensure signature of participants including the

trainers/facilitators on the attendance sheet on all

training/workshop days. Issue certificate of participation

only if the attendance records for all the sessions on all days

are completed.

The mobile phones of all participants in the training

program should be kept in switched off/silent mode to avoid

the sessions from being interrupted.

5.4. Methods of instructions

The training will be conducted using a traditional approach mix with

face to face delivery of lectures and group discussions,

demonstrations and practical exercises involving all the participants

and also practical training sessions where the participants are

divided into smaller groups. The modules on basic concepts of

malaria, policies and guidelines of the Global Fund and NVBDCP

on malaria control, project and finance management will be

imparted through lectures, wherein discussions among participants

and instructors will be encouraged. The skills on Monitoring and

Evaluation (M&E) and Project Management of Information Systems

(MIS) will be imparted through practical exercises and working

examples in smaller groups.

The trainer will deliver the lectures in English. However in the trainings that will be conducted in the sub

district, the trainers will explain in the local language that is known to all trainees if they have a problem with

Box-1: Check list for training/workshop

venue:

Ensure the training/workshop banner

is displayed.

Ensure that the registration forms,

name tags and training kits are in

place at the reception, attendance

sheets are available for each session

that will be conducted.

Ensure that the Public Address

(mikes) system is functioning.

Ensure seating arrangements are

appropriate in number and

arrangement.

Ensure registration begins in time and

all the registration forms are returned

by participants duly filled.

Ensure that each training session

starts in time and is carried out as per

the schedule.


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Number of batches : 01

Number of days : 05

Participants per training : 30

Implementation level/venue : Regional level.

Main organizer--Caritas India (PR2)

English as a medium of instruction. The trainer will involve the group in discussions and also demonstrate using

charts/models to ensure that the trainees are able to comprehend the topic.

Section 6. Documentation of Training/Workshop

After the completion of the training/workshop programme the organisers will maintain all the documents

generated during the conduct of a training/workshop programme. The documentation and reporting requirements

are further elaborated in Section 10 of the guideline. The following documents are to be maintained for each

training/workshop:

6.1. Training/workshop participants related:

Filled registration form.

Completed pre-test and post-test questionnaire in the case of training.

Completed trainee feedback form.

Filled per diem form where applicable.

Supporting bills/vouchers of travel.

6.2. Trainers/facilitators related:

Completed trainers feedback form

Complete per diem form, payment receipt of trainer/facilitator‘s honorarium, where applicable.

Supporting bills/vouchers of travel.

6.3. Organisers related:

Attendance register/sheet of participants of the training/workshop programme with their details and

signature. Signature of participants will be taken for each day.

Supporting of travel expenses incurred by the participants. Travel claims shall be accompanied by

original bills/receipts. Train/Air e-tickets shall be supported by boarding passes.

Bills/vouchers of expenses incurred board and lodge, venue hiring, banner, training kits and any other

miscellaneous expenses made.

A comprehensive training/workshop report and photographs wherever possible.

Completed observers‘ checklist.

Section 7. Trainings under IMCP-II

Below are the details of training/workshop planned during May 2011 to September 2012. The overall objective,

rationale, content/curriculum, etc. of trainings are presented.

7.1. Induction training of central/regional project personnel/consultants with Caritas India and its Sub

Recipients.


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Number of days : 02

Participants per training: 30

Implementation level/venue: Regional level.

Main organizer--Caritas India (PR2)

The objective of this training will be to impart knowledge, understanding and skills to CPMU and RPMU

on malaria control including national programme policy, guidelines and project planning, oversight,

M&E/MIS and stakeholder coordination.

The rationale is to enable CPMU, RPMU about the roles and responsibilities that they have to discharge,

especially in the context of IMCP--II.

The curriculum/content of training hence will include, but will not be limited to: programmatic components

of malaria control, viz. prevention, diagnosis and treatment, BCC/social mobilization for enhanced

awareness and responsive behaviour, M&E/MIS especially focusing on NVBDCP policy and guidelines;

programme and finance management, Sub sub recipient/partner network management, stakeholder

coordination; and GFATM requirements.

The training modules will be standardized drawing from the existing modules with NVBDCP (viz.

Operational manual for malaria control in high-burden areas including complete set of monitoring

instruments; Malaria treatment guidelines; Standard operating procedures (SOPs) for quality assurance of

RDTs; national M&E framework) and Caritas India consortium (viz. Project Operational Guidelines,

Project M&E Plan, Sub-recipient management plan).

The trainers will be drawn from the national and regional resource pools comprising experts with Caritas

India consortium experts and consultants, NVBDCP, the WHO and other multidisciplinary experts from

various institutions.

7.2. Refresher training of central/regional project personnel/consultants with Caritas India and its Sub

Recipients.

The objective of this refresher training will be to reinforce/update knowledge, understanding and skills to

CPMU and RPMU on malaria control including national programme policy, guidelines and project

planning, oversight, M&E/MIS and stakeholder coordination. In addition, lessons learned, innovations,

success stories and best practices of IMCP-II will be shared and disseminated.

The rationale is to enable CPMU, RPMU about the roles and responsibilities that they have to discharge,

especially in the context of IMCP--II.

The curriculum/content of training hence will include, but will not be limited to: any update on NVBDCP

policies and guidelines pertaining to programmatic components of malaria control, viz. prevention,

diagnosis and treatment; orientation on revised components of Caritas India consortium operational

guidelines, BCC/social mobilization for enhanced awareness and responsive behaviour, M&E/MIS

especially focusing on NVBDCP policy and guidelines; and reinforcement/update on programme and

finance management, Sub sub recipient/partner network management, stakeholder coordination; GFATM

requirements; sharing and dissemination of lessons learned, best practices and innovations.


10

Number of batches : 02 (Separate batches for DPOs and DEOs)

Number of days : 05



Main organizer :Caritas India (PR2)

The training modules will be standardized drawing from the existing policies and guidelines with NVBDCP

(viz. Operational manual for malaria control in high-burden areas including complete set of monitoring



Project M&E Plan, Sub-recipient management plan, etc.).


India consortium experts and consultants, NVBDCP, the WHO and other multidisciplinary experts from

various institutions.

7.3. Induction training of district project personnel with Caritas India and its Sub Recipients.

The objective of this training will be to impart knowledge, understanding and skills to district project

management units (DPMU) on malaria control including national programme policy, guidelines and project

planning, oversight, M&E and stakeholder coordination at district and sub-district levels.

The rationale is to enable District Project Officers (DPOs), District Data Entry Operators cum Secy.

Assistants (DEOs) in fulfilling their roles and responsibilities, especially in the context of IMCP--II.

The curriculum/content of training of DPO will include, but will not be limited to: programmatic

components of malaria control, viz. prevention, diagnosis and treatment, BCC/social mobilization for

enhanced awareness and responsive behaviour, M&E/MIS with special emphasis on NVBDCP policy and

guidelines; programme planning and management, finance management, logistics supply chain

management, stakeholder coordination at district and sub-district levels; and GFATM requirements.

Exposure visit will be part of the training programme for the DPOs which will include 24 DPOs and 02

trainers. This activity is planned during the training to help the participants gain further insight and

understanding on malaria prevention and control interventions as well as on PR1 and PR2 coordination

mechanisms and modalities at the grassroots/implementation level

The curriculum/content of training of DEO will essentially include national M&E framework, national

MIS, project M&E plan including data verification/validation, reporting. Major focus of DEO training will

be on M&E (programmatic/financial/logistics) assistance and coordination assistance.

The DEO training will have adequate set of computers with internet connections for practical exercise in

data entry, data validation and onward transfer of data. The organiser in charge of the training will

specifically check the availability of internet at the training venue before the start of training of the DEOs.

The training modules will be standardized drawing from the existing modules with NVBDCP (viz.

Operational manual for malaria control in high-burden areas including complete set of monitoring



Project M&E Plan, Project Implementation Plan).


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Number of batches : 02 (Separate batches DPOs and DEOs)


Number of days : 02




India consortium experts and consultants, NVBDCP, other multidisciplinary experts from various

institutions.

7.4. Refresher training of district project personnel with Caritas India and its Sub Recipients.

The objective of the refresher training will be to reinforce/update knowledge, understanding and skills to

district project management units (DPMU) on malaria control including national programme policy,

guidelines and project planning, oversight, M&E and stakeholder coordination at district and sub-district

levels. In addition, lessons learned, innovations, success stories and best practices of IMCP-II will be

shared and disseminated.

The rationale is to enable District Project Officers (DPOs), District Data Entry Operators cum Secy.

Assistants (DEOs) in fulfilling their roles and responsibilities, especially in the context of IMCP--II.

The curriculum/content of training of DPO will include, but will not be limited to: programmatic

components of malaria control, viz. technical update on prevention, diagnosis and treatment; orientation on

revised components of Caritas India consortium operational guidelines; BCC/social mobilization for

enhanced awareness and responsive behaviour; M&E/MIS with special emphasis on NVBDCP policy and

guidelines; and leadership and mentoring, programme planning and management, finance management,

logistics supply chain management, stakeholder coordination at district and sub-district levels; and GFATM

requirements; sharing and dissemination of lessons learned, best practices and innovations.

The curriculum/content of training of DEO will essentially include national M&E framework, national

MIS, project operational guidelines with special emphasis on M&E/MIS Operational Guidelines including

data verification/validation, reporting. Major focus of DEO training will be on M&E/MIS

(programmatic/financial/logistics) assistance and coordination assistance; sharing and dissemination of

lessons learned, best practices and innovations.

The training modules will be standardized drawing from the existing policies and guidelines with NVBDCP

(viz. Operational manual for malaria control in high-burden areas including complete set of monitoring


RDTs; national M&E framework) and Caritas India consortium (viz. Project Operational Guidelines which

includes M&E/MIS operational guidelines, Finance Management, etc.).


India consortium experts and consultants, NVBDCP, other multidisciplinary experts from various

institutions.


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Number of days : 02

Implementation level/venue : State/District level.




Number of days : 05

Implementation level/venue : Sub-regional level.

Main organizer :Caritas India (PR)

7.5. Induction training of Field Supervisors (FS).

The objective of this training will be to capacitate Field Supervisors (FS) on basics of malaria control, with

special emphasis on supervision and monitoring of community health volunteers/health units at sub-district

level.

The rationale is to enable FS about fulfilling their roles and responsibilities, especially in the context of

IMCP--II.

The curriculum/content of training of FS will include, but will not be limited to: programmatic components


awareness and responsive behaviour, M&E/MIS with special emphasis on NVBDCP policy and guidelines;

and field level mentoring, logistics supply chain management, stakeholder coordination. Major focus will

be on national programme policy, guidelines on field level implementation of prevention, diagnosis and

treatment, BCC/social mobilization interventions by volunteers/peripheral units as well as field level

coordination, national MIS, project M&E plan including data verification/validation, reporting.

The training modules will be standardized drawing from the existing modules (relevant portions only) with

NVBDCP (viz. Operational manual for malaria control in high-burden areas including complete set of

monitoring instruments; Malaria treatment guidelines; Standard operating procedures (SOPs) for quality

assurance of RDTs; national M&E framework, Training module for Malaria Technical Supervisors,

Training module for Multipurpose Health Workers) and Caritas India consortium (viz. Project Operational

Guidelines, Project M&E Plan).

The trainers will be drawn from the regional, district, Sub district resource pools comprising experts with

Caritas India consortium, NVBDCP, National Rural Health Mission (NRHM).

7.6. Refresher training of Field Supervisors (FS).

The objective of this training will be to capacitate Field Supervisors (FS) on basics of malaria control, with

special emphasis on supervision and monitoring of CHVs/health units at sub-district level.

The rationale is to enable FS about fulfilling their roles and responsibilities, especially in the context of

IMCP--II.


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Number of days : 02

Implementation level/venue : Block level institution/Sector PHC

Main organizers of CHV training: Caritas India‘s partner network (PR2); VHAI (SR2) and

CMAI (SR3)

Main organizers of ASHA training: VHAI (SR2)

The curriculum/content of training of FS will include, but will not be limited to: programmatic components


awareness and responsive behaviour, M&E/MIS with special emphasis on NVBDCP policy and guidelines;

and field level mentoring, logistics supply chain management, stakeholder coordination. Major focus will

be on national programme policy, guidelines on field level implementation of prevention, diagnosis and

treatment, BCC/social mobilization interventions by volunteers/peripheral units as well as field level

coordination, national MIS, project M&E plan including data verification/validation, reporting.


NVBDCP (viz. Operational manual for malaria control in high-burden areas including complete set of

monitoring instruments; Malaria treatment guidelines; Standard operating procedures (SOPs) for quality

assurance of RDTs; national M&E framework, Training module for Malaria Technical Supervisors,

Training module for Multipurpose Health Workers) and Caritas India consortium (viz. Project Operational

Guidelines, Project M&E Plan).

The trainers will be drawn from the regional, district, Sub district resource pools comprising experts with

Caritas India consortium, NVBDCP, National Rural Health Mission (NRHM).

7.7. Training of Community Health Volunteer (CHV)3/ Cluster Coordinator and ASHA

Training of CHV/ASHA in the entire project area will be conducted on malaria case diagnosis (using RDT),

treatment (using ACT), preventive interventions, etc. every year. In phase 1 of project, a total of 18,000

ASHA/community health volunteers (essentially including 5,661 community health volunteers) will be trained.

The trainings will be conducted at block level by district level resource pool of trainers (including trained MO

PHC, MTS, NGOs, etc.). Review of existing training modules for ASHA/volunteers and customization,

translation, replication and dissemination will be carried out, prior to the training. The PR1, PR2 and SRs,

state/district VBDCP and various experts in this domain will be consulted, as necessary.

The objective of this training will be to capacitate CHV/ASHA on malaria prevention (especially LLIN

distribution), diagnosis and management using RDT/ACT and follow–up, recording and reporting, in

addition to BCC/social mobilization.

The rationale is to enable CHV/ASHA about fulfilling their roles and responsibilities, especially in the

context of IMCP—II, that is, effective implementation of the project in terms of prevention, early diagnosis

and complete treatment at the grassroots.

3 Includes Cluster Coordinators


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Number of days : 01

Implementation level/venue : Block level institution/venue for village level

providers; District level institution/venue for district/block level providers.

Main organizers : Futures Group (SR1)

The curriculum/content of training of CHV/ASHA will include, but will not be limited to: programmatic

aspects of malaria control, viz. prevention, diagnosis and treatment, BCC/social mobilization for enhanced

awareness and responsive behaviour, recording and reporting in appropriate forms (as performance

NVBDCP and GFATM reporting requirements), logistics inventory management (including storage

arrangements) and distribution and field level coordination. A major focus will be on national programme

policy, guidelines on field level implementation of prevention, diagnosis and treatment, BCC/social

mobilization interventions by volunteers/peripheral units as well as field level coordination, national MIS,

project M&E plan including data recording, reporting.


NVBDCP (viz. Operational manual for malaria control in high-burden areas including monitoring

instruments; Malaria treatment guidelines; Training Module on Malaria for ASHAs) and Caritas India

consortium (viz. Project Implementation Plan, Project M&E Plan, Project BCC Guidelines).

The trainers will be drawn from the regional, district, Sub district resource pools comprising of District

Malaria Officers (DMO), District VBDC Consultants, MTS, MO PHC, LT and Health Supervisors and

select PR2 consortium project personnel.

ASHA/Community Health Volunteers (CHV) trainings will be conducted as per the following suggested steps

given below:

Step 1: Identification of state wise master trainers from select RDs/SPOs and M&E, IEC/BCC consultants with

state VBDCP, as well as select PR2 consortium project personnel. The master trainers will meet for one day at

their respective state headquarters to discuss and deliberate on the ASHA/CHV training module contents and

modalities for its impartation to the target audience. The master trainers will prepare list of district level trainers.

These will comprise of District Malaria Officers, District VBDC Consultants, MTS, MO PHC, LT and Health

Supervisors and select PR2 consortium project officials. Services of LT‘s positioned at the Regional Directors

Office may be taken where required.

A request will be sent by Directorate to DMO to identify untrained ASHAs and arrange for logistic support for

the training (RDT,ACT, BCC materials reporting formats etc.) to be made available for the CHV/ASHA

trainings.

Step 2: The master trainers will conduct one-day consultation on planning for CHV/ASHA training with the

identified district level trainers at the state headquarters. Key topics for discussion will include- case diagnosis

and management using RDT/ACT and preventive interventions, especially LLIN distribution and follow-up,

recording and reporting, IEC/BCC activities and field level coordination of PR1 and PR2 and performance based

incentives.

Step 3: The district level trainers will be engaged in training of ASHA/CHV in coordination with the District

Project Management Units (DPMU). DPMUs will coordinate and organize the logistics for the ASHA/CHV

training as per GFATM Round 9 IMCP-II plan and budget. The DPMUs will ensure that all necessary

supporting documents of the trainings are available, as mentioned in section 6 and section 10.

7.8. Training of Private Health Care Service Providers


15

Since a considerable number of private health care service providers exist in the NE region as in other parts of

the country and since a significant proportion of population are accessing their services, an attempt will be made

under IMCP—II to initiate capacity building for/adherence rational treatment as per NVBDCP policy.

In Year 2, training of the private health care service providers will be conducted (through Year 5). Separate

trainings will be undertaken for qualified and non-qualified private health care service providers.

Objective: To build capacity of private sector service providers at district/block levels and at village level on

case diagnosis and management using RDT/ACT as per national policy and preventive interventions,

especially LLIN for message dissemination through IPC, recording and reporting.

Trainers from regional resource pool as well as selected District VBDCP officials/ MO PHC and trainers

with PR2.

Existing modules of NVBDCP will be customized and used for this training.

Section 8. Workshops under IMCP-II

BCC workshops, M&E/MIS consultations, review and planning meetings are planned over the life of the project

period in consultation and/or coordination with the NVBDCP of the GoI.

Prior to the workshops, consultations, meetings, the objective, purpose, agenda, backgrounders, participant

profile, budget details, and effectiveness measures will be prepared/disseminated to organizers/stakeholders for

use.

The overall objective, participant details, etc. of w/s/ consultations are detailed below.

8.1. Regional Consultation on Behaviour Change Communication (BCC)

Regional workshop for consolidating/ fine tuning BCC strategy and operational plan, tools/ give away materials

(for community outreach/ IPC/ Mass media) based on knowledge, materials with National Vector Borne

Diseases Control Programme--for PR1 and PR2 areas.

Number of workshop: 01

Duration: 2 days

Implementation level/venue: Regional

Main organizer—Caritas India (PR)

The objective of this workshop will be on IMCP—II BCC strategy and implementation plan consolidation and

finalization drawing from existing knowledge with the NVBDCP in addition to discussion on measurement of

BCC outputs and outcomes.

Participants will include PR2 consortium (CPMU, RPMU), concerned officers and consultants from NVBDCP,

state VBDCP and agencies commissioned under the World Bank project by NVBDCP for BCC and community

mobilization.

Resource persons for the workshop will include BCC/IEC experts from the National Programme, Caritas India

and other external experts.


16

State wise inputs and experience sharing will take place during the workshop to understand and study the

existing IEC/BCC strategy, if any; materials, messages, guidelines, action plan, activities undertake & its costing

and implementation experience.

To strengthen the M&E of IEC/BCC, log frame matrix will be developed for BCC activities linked to the project

outcomes clearly specifying the means of verification.

The workshops proceedings and output will be documented and shared with PR1 and its SRs as well as the SRs

of PR2.

8.2. District Level Behaviour Change Communication (BCC) Workshop

Workshops at district level for local adaptation of BCC tools/ give away materials to support community

outreach/ IPC activities (flip book/ Information card/ Infotainment script/ leaflet, other locally appropriate

material)--in PR1 and PR2 areas. Caritas India Partners and Sub Recipients- CMAI and VHAI will organize and

conduct the BCC workshops in the districts covered by them.


Duration: 2 days

Participants per workshop: 20

Implementation level/venue: District level

Main organizer—Caritas India (PR), VHAI (SR2) and CMAI (SR3)

The objective of this workshop is to collate local level inputs on BCC strategic planning, implementation plan.

These workshops will discuss socio-cultural aspects and care provider response to local communities. Based on

the existing knowledge and outputs from the above-referred regional workshop, a locale- and context-specific

prototype BCC tool kit will be designed. The kit will be culturally and contextually adapted.

Participants will include PR2 consortium (DPMU), concerned officers and consultants from NVBDCP, state

VBDCP and selected District Malaria Officers, VBDC consultant at district level. Selected Malaria Technical

Supervisors (MTS), ASHA as well as Field Supervisors, Cluster Coordinators, CHVs will be invited. In

addition, selected local NGOs/FBOs/CBOs, especially those actively involved in BCC, community mobilization

will be invited.

Standardized workshop agenda will be executed across the 86 districts. The District Project Management Units

(DPMU) of Caritas India consortium may customize and/or add further details in the standardized workshop

agenda in consultation with their respective District VBDCP, Regional Project Manager and Regional BCC

Officer.

The DPMU will document the workshop proceedings and outputs/outcome and submit it to their respective

Regional Project Manager within 07 days of the completion of the workshop. DMPU should have supporting

documents of all the workshops conducted, details are provided in section 6 and section 10

8.3. Consultation on M&E/MIS Integration


Duration: 2 days


17

Implementation level/venue: Regional

Main organizer—Futures Group

The objective of this stakeholder consultation will be to discuss the one M&E plan/system. The performance

framework of the Round 9 project including the indicators and targets, M&E guidelines including supervisory

checklists, systems, processes, will be discussed in addition to sharing of programmatic reports with national

programme. Existing tools (forms) for capturing data necessary data will be reviewed and finalized for

integration/compatibility.

Participants will include PR2 consortium (CPMU, RPMU, DPMU), concerned officers and consultants from

NVBDCP, state VBDCP.

Section 9. Monitoring Training Outcomes and Effectiveness

Standardized training will be ensured through standardized modules and sessions by experts. In addition to pre-

and post- assessments of trainees, internal and external observers (NVBDCP/ State and District VBDCP

officers, other technical organizations, as appropriate) will attend training with a specific checklist to monitor

the conduction of trainings particularly in terms of quality. A standardized format will be used for the report to

establish a database for training activities carried out including resource persons, participants and results of pre-

and post- assessment of and by the participants. Review of training modules, manuals, reports will be done

periodically.

Once the trainees start program management/implementation/M&E, their performance will significantly impact

the overall achievement of the project goal/objectives. Lack of training and/or poor training content/methods

end up with personnel not able to fulfil their job responsibilities in efficient manner impacting achievement of

desired results.

Effectiveness of each training will be measured through collection and analysis of information regarding:

trainee reaction/feedback on training method/content/trainers; extent of improvement in trainee knowledge and

skills, positive attitude change as a result of the training; application of acquired knowledge and skills in the

workplace; and project outputs and outcomes. During supervision and monitoring visits, training records

(forms, etc.), reports will be checked. In addition, interaction with a sample of trainees will be carried out.

The information sources and timelines for collection are mentioned below.

Information source Timeline

Completed trainee feedback form including trainer

effectiveness rating

At end of training

Report of focus group session with trainees/report of

interview with trainees

At end of training

Completed pre-test form At start of training

Completed post-test form At end of training

Completed supervisor/observer checklist on conduction

of training, venue*

At end of training

Completed supervision report/checklist on ‗on-the-job‘

assessment of trained personnel/consultant/volunteer in

the area of field visit**

At end of every quarter as part of

supervision and monitoring


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Completed self-assessment questionnaire (related to

knowledge and skills) by (randomly) selected trainees

Peridically as part of supervision and

monitoring

Performance review of trained

personnel/consultant/volunteer

At end of year 1

Health facility survey** At the end of phase 1 of project***

Household (client--patient/community) survey** At the end of phase 1 of project***

* Refer to worksheet ‗Supervision checklist example‘

**: Key methodologies will include, observation, review of records/reports, interviews

***: To be conducted by NVBDCP and facilitated/supported by Caritas India consortium.

Findings from the analysis are expected to reflect whether there is a gap in the training system/method and/or

content/curriculum and plan further orientation/refresher training. The analysis will focus on scoring on a 5-

point scale It is expected that the trainees should be able to remember, understand, apply the learning and will

also be able to participate in necessary analysing/synthesizing, evaluation activities.

All trainings are in line with the national programme‘s strategic action plan that emphasizes on trainings to

inculcate/improve knowledge and skills, especially in the light of scientific and technical advances, as well as to

motivate personnel for discipline, diligence and dedication in their work.

To avoid duplication of trainees, particularly in the context of CHV/ASHA, each trainee will have a unique

trainee identification number (TIN) as described in Project Implementation Plan and project M&E plan. The

TIN number will be automatically generated once the trainees details are entered in the project MIS. Such TIN

along with trainee name, city/village name/block (PHC) name and district name, as applicable, will attempt to

uniquely identify a trainee and avoid duplication. Training related data will be uploaded onto project MIS and

verified/validated at various reporting levels.

Besides, the problem of possible duplication in training of community health volunteer/ASHA will be resolved

by cross-matching/discussing the training records/reports every month at every level by the relevant personnel

(Cluster Coordinator/Field Supervisor/Data Entry Operators/others) of the Caritas India consortium.

Training will be one of the agenda of planning and review meetings in each month at district level as well as

feature in Project Working Committee/M&E Technical Working Group/ Project Steering Committee meetings

in each quarter at national/regional level.

Monitoring during training :

On-site visit at the start of training and/or during training and/or end of training will be conducted by PR2/SR(s)

as appropriate, using prescribed checklist to note key observations on conduction of training sessions, training

venue and other arrangements. Random/surprise checks will be done by CPMU/RPMU/DPMU of PR/SRs to

ensure the quality and effectiveness of the training.

The observation/review will be essentially on appropriateness of logistic arrangements (e.g. whether training

venue offers conducive learning environment); administration of pre-post test questionnaire to participants;

contents of training session as per objective(s); adequacy & availability of training materials/aids; availability of

attendance record; participation of trainees; informal interview with participants to obtain feedback on the

usefulness/effectiveness of the training, etc. In addition, training related expenditure/reports/records will be

reviewed during supervisory/monitoring visits.

Based on the observation/review, structured feedback will be provided to the training/workshop organizers.


19

Supervisor/Observer: All training will have a supervisor/observer/monitor. The supervisor/observer/monitor

will be selected from CPMU, RPMU, DPMU of Caritas India consortium with programmatic/financial expertise

and experience.

Post training monitoring :

The training/workshop organizers (SRs/Partners) will submit comprehensive training report to the Principal

Recipient within 10 days of the conclusion of the training/workshop event(s). The data collected in the various

forms (registration, pre-test questionnaire, post test questionnaire, post training feedback forms and observers‘

checklist) should be entered into the MIS after the completion of each training programme.

DPMUs will submit the ASHA/CHV training reports to their respective RPMUs within 10 days of the

conclusion of the training. Synthesis of the ASHA/CHV training report is to be submitted by SRs to the PR2 as a

part of the Quarterly Progress Report (QPR) and Quarterly Expense Report (QER)/SOE. Relevant documents

will be reviewed to ensure quality of the training and appropriateness of the expenditure.

Section 10. Guidelines for the Management and Control of Training/Workshop Funds.

This section provides guidelines and practices for tracking and safeguarding all program expenditures related to

training. Efficiency, cost-effectiveness, quality, timeliness, standardization, assurance of transparency,

compliance with reporting requirements, competitive budgeting based on market rates/previous experience,

previous and/or existing norms and commensurate expenditure in conduction of trainings is fundamental at both

PR2 and SRs levels. Identification of possible risks and their management are also imperative.

PR2 and SRs will put fiduciary control in place to ensure that trainings funded by GFATM are conducted as per

plan, achieving the desired outputs and the expenditure incurred is comparable to the approved budget.

10.1. Training/workshop activity plan

a) For training/workshop at PR2 level:

The training plan of PR2 including objective(s), rationale, session content/module, estimated budget, list of

trainees and trainers, scheduled date & venue will be prepared by the CPMU/RPMU as per the approved Round

9 work plan, budget, and project operational guidelines. The plan will be seen/approved by the Project Working

Committee (PWC). Training plan (for a quarter) is to be submitted in advance so that it is presented to PWC in

time and thus avoiding delay in the conduction of planned training activity.

b) For training/workshop at SR level:

PR2 will review the training plan submitted by the SR(s). The training/workshop plan will include objective(s),

rationale, session content/module, estimated budget, list of trainees and trainers, scheduled date & venue. The

review will ensure that the training/workshop plan is in line with the approved Round 9 work plan, budget and

project operational guidelines. The training plan will be finalized after taking into account feedback/suggestions

of PR, if any, by SRs. Subsequently, the plan will be seen/approved by the PWC. Training/workshop plan (for

a quarter) is to be submitted in advance so that it is presented to PWC in time and thus avoiding delay in the

conduction of planned training activity.

The PR2 will also look into whether funds received by SR(s) for a particular training are adequate or in excess of

requirements or short of requirements. For all trainings at PR2/SR levels, the PR2 will be responsible for

revision/finalizing the plan subsequent to feedback/suggestions, if any, by the LFA/GFATM.


20

10. 2. Roles and responsibilities at PR2/SR levels for fiduciary control

The PR2 CPMU and RPMU Technical & Finance personnel (viz. Manager-Grant and Finance, Project Manager,

Manager-Technical, Regional Project Manager and Finance & Accounts Officers) and other officers will be

responsible for fiduciary control. The responsibility of each personnel in matters pertaining to training oversight

and monitoring/supportive supervision is clearly articulated in the job descriptions. The Project Director will

provide oversight to the fiduciary control systems and processes. At the district and sub-district level, the DPOs

and Field Supervisors will ensure adherence to the systems/processes set in the project operational guidelines to

track and safeguard all training expenditures.

At the SR level, the Coordination Officer along with Regional Project Manager and Project Finance Personnel

will ensure that processes set in the training/workshop operational guidelines to track and safeguard all program

expenditures related to training are followed. The Strategic Advisor will provide oversight to project and finance

management including training.

The PWC (having representations of PR2 and SRs) will oversee, address issues, and provide direction/guidance,

whenever required, on fiduciary control capacity, systems and processes related to training. Necessary review

and monitoring will be done by the PWC and issues if any will be addressed. Any changes/modifications and

additions required in the fiduciary systems and processes will be deliberated at the PWC and consensus will be

obtained.

The Project Steering Committee (PSC), constituting of chair and members from PR1 and PR2 providing

guidance, as well as overall management direction to the project related programmatic, financial and

administrative matters, will include discussion on training related fiduciary controls.

10.3. Review of training expenditure

a) PR2 level

All relevant records related to training will be maintained for three years by PR2 and partner network after the

end of project. Expenditure related to training conducted by PR2 and partner network will be approved after

performing necessary checks of records, supporting documents/explanations at central/regional levels, as apt to

ensure appropriateness of the expenditure incurred in trainings as per approved work plan and budget and

prevailing market rate. Necessary checks essentially focus on verifying participant attendance and commensurate

payment of per diems, boarding & lodging expense, as applicable. In addition, process documentation together

with supporting evidence will be reviewed to ensure that there is a transparent, competitive approach to sourcing

training facilities, instructors, equipment, supplies and materials. Any variance, discrepancies and any related

internal control weaknesses will be recorded and improvements will be suggested. Review will additionally be

carried out with regard to training budget vis-à-vis expenditure incurred and planned outputs.

The PR will also review whether the funds for training are received in time by the organizer and payments have

been made within an appropriate timeline according to the project operational guidelines. Further, the PR will

look into the payment mode, viz. by account payee cheque or direct transfer to bank account and not by bearer

cheque or cash. Also, all training related data will be entered and monitored through project MIS.

b) SR level

Like the PR, all relevant records related to training, will be maintained for three years by SR after the end of

project. The SR(s) will verify the expenditures at their level and will submit to PR the details (mentioning

expenditure against the estimated budget submitted by them) with the signed SOEs for the reporting period. The


21

CPMU will verify the training expenditure reported by the SR in SOEs with the training expenditure details

(mentioning expenditure against the estimated budget submitted by SR). Observations regarding

variances/issues will be communicated to the SR(s) for clarification and appropriate action will be taken

accordingly, wherever required. Necessary checks will be done to ensure appropriateness of the expenditure

incurred in the training activities, including verifying per diems, staff attendance, boarding & lodging expenses

and appropriateness, reasonability of other expenses. Also, all training related data will be entered and

monitored through project MIS.

c) Training records/reports:

1. Comprehensive training report

2. Completed registration forms

3. Completed pre test and post test forms

4. Completed feedback forms

5. Completed training observation/monitoring checklist

6. Per diem forms, filled and submitted by the trainee and trainers including bills of boarding and lodging.

7. Supporting documents for travel (boarding passes, train/bus tickets, vouchers for payment made for local

conveyance), bills of kit, equipment, stationery, etc.

Relevant training related records/reports and information (except bills/vouchers) will be uploaded onto project

MIS.

10.5. Reporting requirements

Following reports will be submitted:

a) Comprehensive training report including details of the expenditure incurred for the training against the

approved planned budgets.

b) SOE.


22

ANNEXURES

Annex-I

LIST OF STATIONERY FOR TRAINING

Item Quantity

purchased

Quantity

issued

Name tag

File/folder

Note pad

Pen/Pencil

Flip chart and marker

Duster

Chart paper

Sketch pen

White board and marker

Sticker/tape

Glue

Annex-II

A. Registration Form for C/R/DPMU level Workshop/ Training

Participants

Name

Organization Designation Contact

No.

Date &

Time of

arrival

Email ID Signature

B. Attendance Sheet for C/R/DPMU level Workshop/ Training

Training Identification No. (TIN)

Name/Theme/Title of the Workshop/Training

Date(s)

Location


23

Type of Participants (e.g. DVBDCP, District Team,

etc.)

Implementation Level

Name of Organizer

Sl.no. Name Designation

and

Organization

Address, e-mail

and contact no.

Sign/Thumb Impression

(day1)

Sign/Thumb

Impression

(day2)

Annex-III

REGISTRATION FORM FOR ASHAs/CHV

Sno

.

Name of

Trainee

(ASHA/CHV)

Village

name

PHC Name Block

Name

District

name

Contact

Number, if

any

Residential address Signature of

the trainee

Signature of

Trainer/Facilitator

(sign. will be taken

for each training

day)

Name

Designation

Signature of Focal Point

for Training

(sign. will be taken for

each training day)

Name

Designation


24

Annex-IV

1 TRAINING FEEDBACK FORM

Training Venue……………………………………………………………………………………………

State …………………………………… District…………………………………………………………..

Training date(s): From ……………………… To ..………………………….............................

1.1 DETAILS

Feedback (Please provide your feedback on the training received by you)

Codes: 5= Very Good 4= Good 3= Average 2= Poor 1 = Very poor ;

1st Trainer’s Name-_________________________________________________________

5 4 3 2 1

i) Content covered

ii) Trainer‘s Knowledge of subject

iii) Trainer‘s Delivery of teaching

iv) Trainer‘s Response to questions

v) Conduct of interactive sessions

vi) Effective use of teaching materials(Slides,Flip chart,Exercise)

vii) Time management

viii) Module met expectations

2nd

Trainer’s Name-_________________________________________________________

5 4 3 2 1

i) Content covered


25





vi) Effective use of teaching materials(Slides, Flip chart, Exercise)



3rd

Trainer’s Name-_________________________________________________________

5 4 3 2 1

i) Content covered





vi) Effective use of teaching materials(Slides,Flip chart,Exercise)



4th

Trainer’s Name-_________________________________________________________

5 4 3 2 1

i) Content covered





vi) Effective use of teaching materials(Slides, Flip chart, Exercise)



FEEDBACK ON TRAINING MATERIALS

(Codes: 5= Very Good 4= Good 3= Average 2= Poor 1 = Very poor)

5 4 3 2 1

i) Design of module

ii) Clarity of printed text

iii) Clarity of Graphs/charts/diagrams


26

FEEDBACK ON OVERALL MANAGEMENT OF TRAINING PROGRAM


5 4 3 2 1

i) Duration of training

ii) Management of different topics

iii) Management of breaks between sessions

iv) Conduct and discipline during training

Satisfaction on overall training program


5 4 3 2 1

V. Any suggestion on overall improvement

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________

“Thank you for your kind feedback and suggestions”

Annex V: Example of Observer/Monitor Checklist-1

Training:

PR/SR:

Trainees (category, number--attach attendance sheet):

Trainers (name, address--attach attendance sheet):

Venue:

Date:

Name, address of Supervisor/Observer:

S.

No.

PARTICULARS YES NO REMARKS Score: 0=No;

1=Yes

1 Training sessions:

(i) All sessions started/conducted

as per schedule

(ii) Breaks (coffee/lunch) followed

as per schedule

(iii) All trainees present at venue


27

before start of session

(iv) All trainees attended all

sessions from start to finish

(v) All trainees completed

necessary registration form

(vi) All trainees provided with

appropriate training kit

(vii) All trainers completed

necessary registration form

(viii) Trainees explained about:

a objectives and expected

outcomes of training

b participatory method of

training including group work

and other necessary processes

c use of training

modules/background materials

(if any)

d completion of attendance and

training M&E forms (pre-

/post-test, feedback, etc)

e maintenance of discipline,

including use of mobile

phones

f award of certificate only after

full attendance

(ix) Trainers:

a Present as per requirements for

each session

b Competent in conducting

session(s) including addressing

trainee queries (pace/style)

c Usage of standardized

modules

d Completion of sessions/group

work on time

(x) Conduction of field visit as per

curriculum

(xi) Pre test questionnaires

explained/distributed to and

completed by trainees at start

of sessions on day 1 of training

(xii) Post test questionnaires


completed by trainees at end

of sessions on last day of

training


28

(xiii) Post training feedback forms


completed by trainees at end

of sessions on last day of

training

(xiv) Certificate awarded to trainees

in valedictory session (where

applicable)

(xv) Admin/finance activities

completed as per project

operational guidelines

including disbursement of

TA/DA to trainees/trainers

(essentially verifying how and

whether per diems, other

payments are made to genuine

participants)

2 Training venue:

(xvi) Banner displayed outside &

inside the venue, as per project

operational guidelines

(xvii) Registration desk with list of

trainees, trainers,

supervisors/observers present

(xviii) Training kit (materials, forms,

etc.), present at registration

desk

(xix) Adequacy/functioning of

training hall:

a lighting

b cleanliness

c functional AV and IT

equipment: computer,

projector, microphone, etc.

d other training aids: flip charts,

white board, markers, etc.

e Seating arrangements

f Refreshments, water, restroom

facilities

(xx) Nodal personnel and support

staff present on all days

3 Others

(xxi) Adequacy of accommodation

and transportation

arrangements, if applicable

(xxii) Suitability of training location

Any other observation:


29

Overall remarks:

Overall rating:

Signature of Observer/Monitor:

Annex VI:

Details of Conveyance Expenses incurred by Mr,/Ms._____________

S. No. Particulars

Amount in

INR

1 Mode of Travel :

Travel to & from :

Kilometre to & fro :

Date of travel : Purpose of travel :

2 Mode of Travel :

Travel to & from :

Kilometre to & fro :

Date of travel : Purpose of travel :

TOTAL (in INR)

(Rupees only)

Name & signature : ________________

Designation:

Organization:

Date:


30

GUIDELINES FOR BEHAVIOR CHANGE COMMUNICATION --Community

Outreach/Inter Personal Communication (IPC) activities.

1. Introduction

BCC is a systematic process that motivates individuals, families, communities, to change inappropriate or

unhealthy behavior or to continue appropriate or healthy behavior. BCC as a supportive strategy is an integral

part of malaria control programme towards bringing behavioural change through information and empowerment

of people within an enabling environment.

This document is intended to provide guidance to National Vector Borne Diseases Control Programme, Principal

Recipient-1 (PR-1) and Caritas India consortium (PR2) and their Sub Recipients (SRs) and Partner networks on

BCC planning, implementation and M&E.

2. BCC activities under Round 9 IMCP-II

2.1. District Level BCC Workshop

Caritas India and its Sub Recipients/Partners will organize and conduct district level consultation in 86 districts

for local adaptation of BCC tools, give away materials to support community outreach/IPC (flip book,

information card, infotainment script, illustrative leaflets, caps, and other locally appropriate materials).

Locale- and context-specific planning, customization of BCC tools, materials, implementation, etc. will be

discussed. State/District VBDCP authorities will assign relevant personnel/consultant to participate in the

discussions. In addition, any agency commissioned by NVBDCP for BCC/social mobilization at the district

level will be involved in discussions for harmonized conceptualization, development, application of BCC

methods, tools/materials and M&E.

Responsibility: Caritas India (PR2); Partners and Sub Recipients (SRs) - CMAI and VHAI.

Outcome of the workshop: Local BCC/IEC plan, materials and messages.

Caritas India consortium will conduct 02 days district level workshop in each of the 86 districts from P3

wherein there will be a total 20 participants.


31

Caritas India Partners and Sub Recipients- CMAI and VHAI will organize and conduct the BCC workshops

in the districts covered by them.

Standardized workshop agenda will be executed across the 86 districts. The District Project Management

Units (DPMU) of Caritas India consortium may customize and/or add further details in the standardized

workshop agenda in consultation with their respective District VBDCP, Regional Project Manager and

Regional BCC Officer.

Key participants of Caritas India consortium will include the Regional Project Managers, Central/Regional

BCC Officer, District Project Officers and other IMCP-II personnel.

Key participants from PR1 will include District Malaria Officer, District VBDC Consultant, State IEC/BCC

consultant where appropriate and select ASHA (with considerable knowledge and experience of conducting

IEC/BCC).

Inputs and suggestions will be taken from the participants, as appropriate to develop local BCC/IEC plan,

locally suited messages and suggested BCC tools and materials

Within 10 days of the conclusion of Regional BCC workshop, all the District Project Management Units

will submit detail implementation plan for BCC to their respective Regional Project Managers. The final

plan will be submitted to Caritas India within 14 days of the conclusion of the workshop.

The DPMU will document the workshop proceedings and outputs/outcome and submit it to their respective

Regional Project Manager within 07 days of the completion of the workshop.

The workshop conduction costing will be as per the detailed assumption and cost provided in the approved

SR/Partner budget. The approved amount is not to be exceeded. DMPU should have all the supporting

documents of the workshops, this includes, but is not limited to comprehensive workshop report, filled

observers checklist, completed attendance/registration form, photographs, filled per diem forms, board &

lodge bills and payment of local & out station conveyance details.

2.2. Community level BCC activities

2.2.1. Rapport building/conducting entry level activities/facilitated by Community Health Volunteer (CHV)4

Responsibility: PR2 and SRs in 5661 Villages

Unit cost: INR 10/- per village.

Timeline: in year 1 (twice), in year 2 (twice)

4 Includes Cluster Coordinators


32

This activity will be conducted by CHV as a rapport building/village entry activity in their respective

villages under the supportive supervision of Field Supervisors.

Depending on the local context, availability of local resources and any other relevant factor, the CHV may

choose from the given activities: conducting group meeting with key community stakeholders, women‘s

group, organization of infotainment (through folk media), etc. Any of these activities should be preceded by

social mapping and preparation of village profile in consultation with the key community stakeholders.

Under this activity CHV will introduce and orient the community about IMCP-II; the planned

services/activities for malaria prevention and control in the village; CHV‘s roles and responsibilities and

support & involvement required from the key community stakeholders.

The CHV will ensure the participation of key community stakeholders in the activity as it will provide the

platform for introducing/reinforcing the programme interventions to the community.

Attendance sheet will be maintained with signature of participants wherever applicable. Field Supervisors

will support the CHV is writing a brief note on the activity.

This activity will be conducted at initiation of the project at the village level and preferably during pre-

transmission/transmission period.

The unit cost will be paid to CHV twice a year for conducting entry level activities/ and preparing/

transmitting. Incentive receipt by CHV for conducting the rapport building activity per village is required.

2.2.2. Infotainment performance by local group


Unit cost: INR 185/- per performance for the local group.

Timeline: (twice in a year, at least once during pre-transmission/transmission period).

A standardized infotainment messages will be disseminated in all the villages to ensure that correct and

complete information on malaria prevention and control are provided to the community. The messages will

be in line with the national programme strategies and interventions and also based on consensus arrived at

during the regional and district level BCC workshops.

Identified local group will perform infotainment activity (drama/ skit/ puppetry, etc.) at the village level

with the support of CHV. The Field Supervisor will oversee the activities in his/her assigned areas.

Local group will be paid for the infotainment performance.

At least 30 participants will attend one infotainment session.


33

For documentary evidence, feedback form will be administered to at least 3-5 audience and signature/thumb

impression of Panchayat/village headman/chief/village council or any other community leader will be taken

upon completion of the event certifying that the event has been conducted in the village.

The CHV/ASHAs will fill the activity report format with the support of Field Supervisors and transmit the

same to the District Project Management Unit (DMPU).

The infotainment activity will be carried out at least once during pre-transmission/transmission period.

2.2.3. Miking


Unit cost: INR 185/- per session.

Timeline: Thrice during transmission period


complete information on malaria prevention and control are provided to the community. The messages will

be in line with the national programme strategies and interventions and also based on consensus arrived at

during the regional and district level BCC workshops.

Miking activity will be carried out in each village: 1 per month in each village for 3 months during

transmission season. Payment will be made to the person(s) conducting the miking for which payment

receipt is required.

The CHV/ Field Supervisors will prepare report in a prescribed format and transmit the same to the District

Project Management Unit (DMPU).

2.2.4. BCC by Community Health Volunteers through IPC and dissemination of BCC give away materials


Unit cost: INR 10/-

Timeline: The activity will be conducted once in year 1; 2 times per year from year 2; at least one during pre-

transmission/transmission period.

The CHV will conduct structured IPC and dissemination of appropriate BCC materials. Incentive receipt by

CHV for conducting the rapport building activity per village is required.


34

Each CHV will make home visits and cover approx. 25% households in a village in year 1 (staggered over 2

quarters during pre-and transmission season) and in year 2 approximately 50% of households will be

covered in a village (staggered over 2 quarters during pre-and transmission season).

The CHV will prepare record of IPC conducted in prescribed format and report the same.

2.2.5. BCC activity in identified local schools


Unit cost per school: INR 800/-

Timeline: once during pre-transmission/transmission period.

Local school activity for dissemination of messages will be conducted in 1 % of PR2 villages—56615.

The activity will be conducted by CHV with the support of Field Supervisor.

At least 30 participants will attend one school activity.


complete information on malaria prevention and control are provided to the community. The messages

will be in line with the national programme strategies and interventions and also based on consensus

arrived at during the regional and district level BCC workshops.

The preferred activity layout (competitions, session, presentation, games, quiz, etc.) will be devised in

consultation with school principals/teachers. The amount budgeted should be used for conducting the

aforementioned activities e.g. for purchasing chart papers, color paints etc. for poster making

competition.

CHV and Field Supervisors will conduct this activity with the involvement of school principals/teachers.

For documentary evidence feedback form will be administered to at least 3-5 students and signature of

principal/teacher or any other school authority will be taken which states that the school activity was

conducted on the given date.

CHV/ASHAs and Field Supervisors/MTS will prepare and transmit the report to DPMU.

2.2.6. Community Message Dissemination Session


5 Refer to GFATM Round 9 Budget for the number of activities approved for each the Sub Recipient/Partner.


35

Unit cost: INR 475/-

Timeline: One time in a village over programme term. In year 1 and year 2 at least 50% village will be covered.

CHV will conduct this activity with the supportive supervision of Field Supervisors.

The participants will include members of village health & sanitation committee, local self-government,

other opinion leaders etc.

Each community message dissemination session will have the attendance of at least 15-20 people. A

standardized message will be disseminated to ensure that correct and complete information on malaria

control is provided. The message will be as per the national programme guidelines and also based on

consensus arrived during the regional and district level workshops.

CHV will maintain a record of the session in a prescribed format that will include the signature/thumb

impression of each participant with the date and brief session content.

The unit cost for conducting community message dissemination meeting will be provided to the

CHV/ASHAs.

2.3. M&E of BCC6


Timeline: As per IMCP-II implementation plan, M&E Plan

M&E of BCC will be an integral component of overall programme/project M&E

Data source of BCC activities: Programme Management Monitoring Report (PMMR), records, registers

and surveys as appropriate.

CHV, Field Supervisors will record BCC activities in a prescribed format and submit it to DPMU on a

monthly basis as per stipulated timeline. The same will be collated and checked, after which the data

will be uploaded on project MIS

Review meetings at state/district levels: BCC activities will be reviewed in monthly/quarterly/annual

review as an integral component of overall program/project review. At state levels, the focal point of

Caritas India will interact with the state VBDCP, take stock of the project progress and discuss

coordination, BCC, capacity building aspects. At district levels, the District VBDCP will participate in

the monthly planning and review meetings conducted by Caritas India consortium.

6 NVBDCP M&E Framework and Caritas India M&E Plan.


36

2.5 Maintenance of inventory of BCC tools/give away materials.

Responsibility: PR2 and SRs

The DPMU, State/District VBDCP will maintain inventory of all BCC tools/give away materials

specifying quantity, type, date of receipt, date of issuance to CHV, Field Supervisors. The inventory

report will be uploaded on the project MIS on a monthly basis.

The BCC tools/give away materials received will be stored at the project office premises and will be

distributed within a stipulated timeframe.

Receipt note will be taken by DPMU from CHV and Field Supervisors upon issuance of BCC tools/give

away materials.


37

GUIDELINES FOR SUPPLY MANAGEMENT

Robust procurement and supply management is crucial for efficient and effective implementation and

management of program/project. Under IMCP—II, procurement of pharmaceuticals, health products &

commodities, health equipment will not be undertaken by PR2. This will be the responsibility of NVBDCP—the

PR1, besides other related activities. The PR2, SRs (SR2, SR3) will however, have specific supply management

related responsibilities at district and sub-district levels.

The PR2, SRs will manage one-time procurement of non-health products like computers, printer, furniture, etc.

All procurement of non-health products and services will be according to the procurement policy and guidelines

of PR2 and SRs.

Procurement and supply management at various levels will be monitored vigorously and process documentation

will be ensured. Under IMCP—II, the procurement and supply management plan detailed below will be adhered

to. Since the procurement and supply management processes are sometimes dependent on multiple factors, the

operational guidelines will be reviewed and modification, if any, will be incorporated.

1. Inventory management (including storage arrangements)

Activities related to managing inventory will include requisitioning/indenting, receiving, storing, issuing,

and reordering supply of pharmaceuticals and health products required for service delivery areas of PR2

consortium under IMCP--II. Through efficient inventory management, efforts would be made to protect

pharmaceuticals and health products from loss, damage, theft, or wastage during storage and manage reliable

movement of supplies from district to sub district levels.

Health products—LLIN:

Under IMCP—II, LLIN is envisaged to be distributed twice annually, preferably prior to transmission

season. However, PR1 will prioritize/decide the timing and coverage area of LLIN distribution through a

consultative mechanism that will include PR2 consortium. The requisite number of LLIN (labeled with

NVBDCP logo) will be received from the District VBDCP official (DMO or his designate) in presence


38

of one official witness as per approved Annual Action Plan of respective state7, by the PR2 consortium‘s

DPO and one authorized designate (the FS or DEO or a designated official with partner network).

Necessary formalities will be completed including recording in the specified register that will have

signatures of all designated persons. Immediately, necessary entry will be made on to project MIS

regarding the quantity received. Subsequently, transportation arrangements will be made by the PR2

consortium for taking the LLIN to the distribution point in hired vehicle (for which provision exists in

the PR2‘s Round 9 budget). Accordingly, necessary entry disaggregated by PHC, sub centre, village will

be made on the project MIS.

Before distribution at community level, LLIN will be kept at identified premises of PR2 consortium

(church/peripheral health units/schools, etc.) for a minimal duration. The PR2 will initiate receipt and

transportation of LLIN from district only after receiving written communication from NVBDCP and

State/District VBDCP regarding the timing/targeted area for distribution of LLIN. For a targeted area

(village), the required number of LLIN will be distributed in one single exercise that will include

recording in the designated reporting forms. The PR2 consortium will complete the entire exercise from

receipt of LLIN from district to distribution in village in 07 to 10 days, except in unavoidable

exigencies. This will avoid storage at district/community level and facilitate the delivery to the end

beneficiaries faster. Additionally, staggered receipt of LLIN from district may also be considered, as/if

locally feasible, to avoid large stocks of LLIN at district project office/community level.

LLIN received from district, will, as far as practicable, be protected to ensure safety and their quality

until such time as they are transferred to the end beneficiary, according to the NVBDCP guidelines. The

arrangements for mitigating any risk (related to local/commercial pressures, conflict of interest,

fire/flood/land slide, socio-political disturbances, etc.) will be part of the Project Operational Guidelines.

LLIN receipt/storage related records/reports will be completed at district level and uploaded on to the

project MIS.8

All personnel involved in distribution activities (including the DPO) will be trained in the requirements

of good storage practices during their induction/refresher trainings as well as necessary

recording/reporting. Ongoing sensitization/orientation will be ensured through supportive supervision

and monthly planning and review meetings, especially during pre-transmission season, when LLIN

distribution timing/targeted areas are being decided. The NVBDCP and/or State/District VBDCP/PHC

will be part of the resource pool for trainings. During trainings, pre- and post-tests will be conducted to

assess whether such learning objective is achieved or not. A record of all trainings that will include

7 Annual Action Plan of a state is finalized at a meeting with states at NVBDCP, Delhi drawing from the District Implementation Plans. 8 Simple forms specifically for capturing information on LLIN received, LLIN transported to targeted area are being developed. Information on LLIN distribution will be captured in specific forms as mentioned in the section on „Distribution‟.


39

details of subjects covered and participants trained will be maintained at the level, where the trainings

would be held. Each district team and sub-district volunteers will be provided an information

note/booklet for guidance during training.

Health products--RDT/slides and necessary laboratory supplies, and pharmaceuticals:

The PR2 consortium‘s authorized designates (DPO and the FS or DEO or a designated official with

partner network) will receive requisite number of RDT, ACT, etc. (labeled with NVBDCP logo) from

the District VBDCP official (DMO or his designate) in presence of one official witness as per approved

Annual Action Plan of respective state9, on monthly basis through monthly indents in specified template

to District VBDCP, similar to the system followed under NVBDCP. A specified date will be mutually

fixed at the district level between District VBDCP and concerned PR2 consortium for this task. The

monthly indents will be prepared by the CC based on information from the CHV/peripheral health

facility and basic analysis of consumption rate of drugs. The DPO and FS may also carry indent(s) from

CC back to district in the event they are on field visit in village(s), where indent submission is due. A

comprehensive stock report including opening balance, supply received/consumed during the previous

month and requirement for the current month will be part of the indent for perusal and record. Each

CHV/peripheral health facility will keep a copy of the indent along with the stock register. Upon receipt

of pharmaceuticals/health products from District VBDCP, necessary formalities will be completed

including recording in the specified stock register that will have signatures of all designated persons.

Any emergency requirements will be requested (on account of seasonal upsurge of cases or other

unforeseen circumstances, etc.), as necessary, from district VBDCP. Immediately, necessary entry will

be made on to project MIS regarding the quantity received. Subsequently, as transportation

arrangements are made by the PR2 consortium for taking the goods to the distribution points, again

necessary entry disaggregated by PHC, sub centre, village will be made on the project MIS. The district

VBDCP will meet such requirements out of buffer stocks kept at NVBDCP's regional (25%), state

(25%) or district (10%) level system.

Once the pharmaceuticals and health products like (RDT/ACT) are received from the District VBDCP at

district level, efforts will be made to ensure supply to the distribution points within 07 days (or, a

minimum lead time as per local conditions like road conditions particularly in the rainy season and in

forested/hilly areas, consumption rate of drugs) using hired vehicle. In instances, the required stock of

RDT/ACT, etc. will be provided to the participating FS or CC/CHV, during monthly planning and

9 Annual Action Plan of a state is finalized at a meeting with states at NVBDCP, Delhi drawing from the District Implementation Plans.


40

review meetings in the beginning of the month or the DPO/FS may carry the stock back to

CHV/peripheral health facility as well, in the event any field visit is scheduled at that point of time, if

practicable. Buffer stocks will be provided by the NVBDCP according to the technical calculations.

Only a small amount of stock hence may at times be at the District Project Office premises, although

efforts will be made to minimize such scenario. At community level, the RDT/ACT will be kept with

CHV/peripheral health facility, as per NVBDCP guidelines for storage of RDT/ACT with ASHA.

The RDT/ACT, etc. received from district VBDCP, will, as far as practicable, be protected to ensure

safety and their quality until such time as they are used, according to the NVBDCP guidelines.

Necessary storage conditions for RDT/ACT as stated on the label and as per NVBDCP guidelines in

terms of temperature, humidity, and protection from light to maintain quality will be followed

throughout its labeled shelf-life. Efforts will be made to ensure ―First Expiry/First Out‖ (FEFO), ―First

In/First Out‖ (FIFO) at district project office and sub-district levels (CHV/peripheral health facility),

which mean stock with the earliest expiry date will be used before an identical stock item with a later

expiry date. In the event stock nears the expiry date, those will be mobilized for distribution to other

CHV/peripheral health facility, as necessary. The PR2 consortium will seek RDT/ACT, etc. with

sufficient window period in terms of expiry dates. However, in the event of any expired stock, the same

will be returned to the District VBDCP for necessary action after completion of formalities as required

under NVBDCP guidelines.

All personnel involved in storage activities (including the DPO) will be trained in the requirements of

good storage practices, including principle of FEFO/FIFO etc. during their induction/refresher trainings

(as well as during supportive supervision, monthly planning and review meetings at district level) and

necessary recording/reporting. The NVBDCP and/or State/District VBDCP/PHC will be part of the

resource pool for trainings. During trainings, pre- and post-tests will be conducted to assess whether

such learning objective is achieved or not. A record of all trainings that will include details of subjects

covered and participants trained will be maintained at the level, where the trainings would be held. A

consolidated report will be submitted to District Project Office for uploading on project MIS. During

training, each district team and sub-district CHV/peripheral health facility will be provided an

information note/booklet for continued guidance.10

RDT/ACT stock related records/reports (in specified form)11

[annex] will be completed at community

level and transmitted to district level for uploading on to the project MIS. As detailed in the project

10 Refer to the chapter on “Training” in Project Implementation Plan and Project Operational Guidelines. 11 As used by NVBDCP. The information, as applicable to PR2 consortium will be included in specified forms. In the event certain information requirements do not apply to the PR2 consortium, the respective columns/rows in specified forms will remain unfilled.


41

M&E plan, the records/reports will be shared with NVBDCP through district/sub centre level.12

The

project MIS (which will be paper based below district level and computerized from district level and

above) will use appropriate forms for capturing information on opening balance, stock received in the

previous month, stock distributed, closing balance and requirements. The forms will be drawn from

NVBDCP. Monthly reports will be prepared and analyzed at CC/FS/DPO/RPMU/CPMU levels. The

Logistics and Supply Chain Management Officer at Regional level will analyze the distinct requisitions

in coordination with the respective DPO under guidance of RPM and provide feedback within 05 days.

The RPM will consult CPMU, as necessary.

Regular supervision and monitoring by DPMU, RPMU, CPMU of PR2 consortium will oversee good

storage practices on the ground. The supervisory checklist will include noting of observations regarding

storage of health products/medicines (including physical checking). The visiting personnel (trained

FS/others) will physically conduct checking on a sample and provide support regarding good practices

besides redeploying products/medicines at risk of expiry, as done under NVBDCP, if necessary. The

NVBDCP, state/district VBDCP officials/consultants will visit CHV/peripheral health facility on sample

basis once in a quarter and report will be shared with PR2 consortium. The monthly planning and

review meetings of the PR2 consortium at district level will discuss inventory management including

storage of pharmaceuticals and health products. Further, guidance of the agency commissioned by PR1

under the World Bank project to manage the supply chain including storage will be followed by the PR2

consortium as provided and as appropriate. Further, guidance of the agency commissioned by PR1 under

the World Bank project to manage the supply chain including storage will be followed by the PR2

consortium as provided and as appropriate.

Some partner network of the PR2 consortium already has experience in malaria case diagnosis and

treatment in some NE states in collaboration with District VBDCP. Dialogue on inventory management

including storage of pharmaceuticals and health products will be held with ASHA/Health Worker

periodically for cross-learning and sharing of information.

Non-health products: One-time procurement and distribution of IT and communication products (desktops,

laptops, printer, photocopier, scanner, etc.) will be undertaken by the PR2 consortium.

12 Refer to project M&E plan.


42

2. Distribution

Health products—LLIN:

Under IMCP—II, LLIN is envisaged to be distributed twice annually, preferably prior to transmission

season. However, PR1 will prioritize/decide on the distribution timing and coverage area through a

consultative mechanism that will include PR2 consortium. The requisite number of LLIN (labeled with

NVBDCP logo) will be received from the District VBDCP official (DMO or his designate) in presence

of one official witness as per approved Annual Action Plan of respective state13

, by the PR2

consortium‘s DPO and one authorized designate (the FS or DEO or a designated official with partner

network). Necessary formalities will be completed including recording in the specified register that will

have signatures of all designated persons. Subsequently, transportation arrangements will be made by

the PR2 consortium for taking the LLIN to the distribution point in hired vehicle (for which provision

exists in the PR2‘s Round 9 budget).

Before distribution at community level, LLIN will be kept at identified premises of PR2 consortium

(church/peripheral health units/schools, etc.) for a minimal duration. The PR2 will initiate receipt and

transportation of LLIN from district only after receiving written communication from NVBDCP and

State/District VBDCP regarding the timing/targeted area for distribution of LLIN. The transportation

costs are budgeted under Round 9. For a targeted area (village), the required number of LLIN will be

distributed in one single exercise that will include recording in the designated reporting forms. The PR2

consortium will complete the entire exercise from receipt of LLIN from district to distribution in village

in 07 to 10 days, except in unavoidable exigencies. This will avoid storage at district/community level

and facilitate the delivery to the end beneficiaries faster. Additionally, staggered receipt of LLIN from

district may also be considered, as/if locally feasible, to avoid large stocks of LLIN at district project

office/community level.

LLIN received from district, will, as far as practicable, be protected to ensure safety and their quality

until such time as they are transferred to the end beneficiary, according to the NVBDCP guidelines as

mentioned above. In order to ensure that the households have received the nets a random household

verification will be carried out by the cluster coordinators. A further small sample check will be carried

out by the Field Supervisors/DPO during their field visits within 10 days of LLIN distribution in an area

and inventory checks by them.

13 Annual Action Plan of a state is finalized at a meeting with states at NVBDCP, Delhi drawing from the District Implementation Plans.


43

All LLIN distribution related records/reports (in specified forms)14

[annex] will be completed at

community level and transmitted to district level for uploading on to the project MIS. As detailed in the

project M&E plan, the records/reports will be shared with NVBDCP through Sub centre level.15


of good distribution practices during their induction/refresher trainings as well as necessary

recording/reporting. Ongoing sensitization/orientation will be ensured through supportive supervision

and monthly planning and review meetings, especially during pre-transmission season, when LLIN

distribution timing/targeted areas are being decided. The NVBDCP and/or State/District VBDCP/PHC

will be part of the resource pool for trainings. During trainings, pre- and post-tests will be conducted to

assess whether such learning objective is achieved or not. A record of all trainings that will include

details of subjects covered and participants trained will be maintained at the level, where the trainings

would be held. Each district team and sub-district volunteers will be provided an information

note/booklet for guidance during training.

Some partner networks with PR2 consortium already has experience in bed net distribution in some NE

states in collaboration with District VBDCP. Distribution of LLIN will be done in coordination with

ASHA/Health Worker.

Health products--RDT/slides and necessary laboratory supplies, and pharmaceuticals:

The PR2 consortium‘s authorized designates (DPO and the FS or DEO or a designated official with

partner network) will receive requisite number of RDT, ACT, etc. (labeled with NVBDCP logo) from

the District VBDCP official (DMO or his designate) in presence of one official witness as per approved

Annual Action Plan of respective state16

, on monthly basis through monthly indents in specified template

to District VBDCP, similar to the system followed under NVBDCP. A specified date will be mutually

fixed at the district level between District VBDCP and concerned PR2 consortium for this task. The

monthly indents will be prepared by the CC based on information from the CHV/peripheral health

facility and basic analysis of consumption rate of drugs. The DPO and FS may also carry indent(s) from

CC back to district in the event they are on field visit in village(s), where indent submission is due. A

comprehensive stock report including opening balance, supply received/consumed during the previous

month and requirement for the current month will be part of the indent for perusal and record. Each

14 As used by NVBDCP. The information, as applicable to PR2 consortium will be included in specified forms. In the event certain information requirements do not apply to the PR2 consortium, the respective columns/rows in specified forms will remain unfilled. 15 Refer to project M&E plan. 16 Annual Action Plan of a state is finalized at a meeting with states at NVBDCP, Delhi drawing from the District Implementation Plans.


44

CHV/peripheral health facility will keep a copy of the indent along with the stock register. Upon receipt

of pharmaceuticals/health products from District VBDCP, necessary formalities will be completed

including recording in the specified stock register that will have signatures of all designated persons.

Any emergency requirements will be requested (on account of seasonal upsurge of cases or other

unforeseen circumstances, etc.), as necessary, from district VBDCP.

Once the pharmaceuticals and health products like (RDT/ACT) are collected from the District VBDCP

and accepted into inventory at district level, efforts will be made to ensure supply to the distribution

points within to 07 days (or, a minimum lead time as per local conditions like road conditions

particularly in the rainy season and in forested/hilly areas) using hired vehicle. The transportation costs

of pharmaceuticals and health products are included in the Round 9 budget. In instances, the required

stock of RDT/ACT, etc. will be provided to the participating FS or CC/CHV, during monthly planning

and review meetings in the beginning of the month. Or, the DPO/FS may carry the stock back to

CC/CHV/peripheral health facility as well, in the event any field visit is scheduled at that point of time,

if practicable.

RDT/ACT, etc. received from district VBDCP, will, as far as practicable, be protected to ensure safety

and their quality until such time as they are used, according to the NVBDCP guidelines. Efforts will be

made to ensure ―First Expiry/First Out‖ (FEFO), ―First In/First Out‖ (FIFO) at district project office and

sub-district levels (CHV/peripheral health facility), which mean stock with the earliest expiry date will

be used before an identical stock item with a later expiry date. In the event stock nears the expiry date,

those will be mobilized for distribution to other CHV/peripheral health facility, as necessary. The PR2

consortium will seek RDT/ACT, etc. with sufficient window period in terms of expiry dates. However,

in the event of any expired stock, the same will be returned to the District VBDCP for necessary action

after completion of formalities as required under NVBDCP guidelines.


of good distribution practices, including principle of FEFO/FIFO etc. during their induction/refresher

trainings (as well as during supportive supervision, monthly planning and review meetings at district

level). The CHV/peripheral health facility will be trained on rational use of medicines at community

level.17

The NVBDCP and/or State/District VBDCP/PHC will be part of the resource pool for trainings.

During trainings, pre- and post-tests will be conducted to assess whether such learning objective is

achieved or not. A record of all trainings that will include details of subjects covered and participants

trained will be maintained at the level, where the trainings would be held. A consolidated report will be

submitted to District Project Office for uploading on project MIS. During training, each district team and

17 Refer to relevant section in Procurement and Supply Management Plan.


45

sub-district CHV/peripheral health facility will be provided an information note/booklet for continued

guidance.18

All RDT/ACT distribution related records/reports (in specified forms)19


community level and transmitted to district level for uploading on to the project MIS. As detailed in the

project M&E plan, the records/reports will be shared with NVBDCP through Sub centre level.20

Monthly reports will be prepared and analyzed at CC/FS/DPO/RPMU/CPMU levels.

Regular supervision and monitoring by DPMU, RPMU, CPMU of PR2 consortium will oversee good

distribution practices on the ground. The NVBDCP, state/district VBDCP officials/consultants will visit

CHV/peripheral health facility on sample basis once in a quarter and report will be shared with PR2

consortium. The monthly planning and review meetings of the PR2 consortium at district level will

discuss distribution of pharmaceuticals and health products. Further, guidance of the agency

commissioned by PR1 under the World Bank project to manage the supply chain including distribution

will be followed by the PR2 consortium as provided and as appropriate.

Some partner network of the PR2 consortium already has experience in malaria case diagnosis and

treatment in some NE states in collaboration with District VBDCP. Distribution and use of RDT/ACT,

etc. will be done in coordination with ASHA/Health Worker.

The project areas under PR2 consortium with population of approximately four million (2008) in 5661

villages in 49 districts. The stock of RDT/ACT will be distributed to 5,661 CHV and 200 peripheral

health facilities of PR2 consortium, for which the supply chain will be efficiently maintained.

The flow chart for supply chain of pharmaceuticals/health products is given in figure 7.21

Forms related to stock register and indent is annexed.

18 Refer to the chapter on “Training” in Project Implementation Plan. 19 As used by NVBDCP. The information, as applicable to PR2 consortium will be included in specified forms. In the event certain information requirements do not apply to the PR2 consortium, the respective columns/rows in specified forms will remain unfilled. 20 Refer to project M&E plan. 21 In alignment with the PR1‟s flow chart for supply chain management.


46

Figure 1: Flow chart for pharmaceuticals/health products (RDT/ACT) supply chain under IMCP--II

Non-health products:

One-time distribution of IT and communication products (desktops, laptops, printers, photocopiers,

scanners, etc.) will be carried out by PR2 up to RPMU as per plan, once the procurement procedures are

completed as per PR2‘s procurement policy and guidelines.

The SRs will also undertake one-time distribution of IT and communication products (desktops, laptops,

printers, photocopiers, scanners, etc.) for their central, regional and district project offices as per plan

(and as applicable) and submit action taken note as part of quarterly progress report.

Regular supervision and monitoring by DPMU, RPMU, CPMU of PR2 consortium (as appropriate) will

check on sample basis that the non-health products are used for the purpose and maintained in good

condition. The monthly planning and review meetings to be organized by the PR2 consortium at district

level will discuss this subject matter.

3. Management Information Systems (MIS)


47

The project MIS (which will be paper based below district level and computerized from district level and

above) will be used for logistics supply management related monitoring.22

The forms will be drawn from

NVBDCP and customized, as appropriate and as necessary.

LLIN, RDT, ACT receipt (from District VBDCP) records/reports will be completed at district level and

necessary information using specific forms/templates will be uploaded on to the project MIS23

by Data Entry

Operator under the guidance of District Project Officer (DPO). Subsequently, as transportation arrangements

are made by the PR2 consortium for taking the goods to the distribution points, again necessary entry

(against stock issue) disaggregated by PHC, sub centre, village will be made on the project MIS. This will

provide information on stock position/movement/distribution/consumption (pharmaceuticals and health

products received/ transferred in, transferred out, consumption in the last month, and the closing balance).

RDT/ACT stock receipt and use related records/reports (in specific form)24


community level and transmitted to district level for uploading on to the project MIS on monthly basis.

Appropriate forms will be used for capturing information on pharmaceuticals and health products received/

transferred in, transferred out, consumption in the last month, and the closing balance and requirements by

CHV/peripheral health facility. Monthly reports will be prepared and analyzed at

CC/FS/DPO/RPMU/CPMU levels. The Logistics and Supply Chain Management Officer at Regional level

will analyze the distinct requisitions in coordination with the respective DPO under guidance of RPM and

provide feedback within 05 days. The RPM will consult CPMU, as necessary. As detailed in the project

M&E plan, the records/reports will be shared with NVBDCP through district/sub centre level.25

Patient monitoring will involve keeping regular and accurate records. For each patient, identifiers (Unique

Identification number) will be introduced on the forms, using the Registration Number, Patient‘s Name,

Village Name, Block (PHC) Name and District Name. This ID will attempt to uniquely identify a patient. In

addition to precluding double counting, patient monitoring will also provide essential information for

individual case management and information for preparing indents at the end of the month.

22 Refer to Project M&E Plan 23 Simple forms specifically for capturing information on LLIN received, LLIN transported to targeted area are being developed. Information on LLIN distribution will be captured in specific forms as mentioned in the section on „Distribution‟. 24 As used by NVBDCP. The information, as applicable to PR2 consortium will be included in specified forms. In the event certain information requirements do not apply to the PR2 consortium, the respective columns/rows in specified forms will remain unfilled. 25 Refer to project M&E plan.


48

4. Ensuring rational use of medicines

Rational medicine use will be ensured by prescribing and dispensing the full amount of the appropriate,

quality medicines free of cost to patients and by encouraging them to take the medicines correctly and

without interruption.

The PR2 consortium will follow the NVBDCP treatment guidelines.

In order to ensure rational use of medicines, an array of strategies/actions will be employed. The precise mix

of strategies/actions may vary among geographical areas, but will include: communication materials like

pictorial adherence charts, direct patient counseling, focused-group discussion for patients/families,

sensitization/orientation of providers, treatment cards with signatures of providers, use of blister packs etc.

The PR1 plans to procure age-wise blister packs for all age groups (<1 year, 1-4 years, 5-8 years & 9-14

years and adult) to ensure improved dispensing by providers and compliance of complete antimalarial

treatment for Pf cases by patient. This effort is also towards avoiding mono-therapy.

The CHV/personnel of peripheral health facility will be trained in NVBDCP treatment guidelines during

induction trainings to ensure rational age-specific use of anti malarial medicines. A copy of treatment

guidelines and relevant reference materials (standard operating procedures—SOPs) on malaria diagnosis and

treatment will be issued to CHV/personnel of peripheral health facility at the time of induction training.

Subsequently, refresher trainings will be organized in each year. Any update of treatment guidelines and

relevant reference materials on malaria diagnosis and treatment will be issued to CHV/personnel of

peripheral health facility at the time of refresher training. Further, the CHV/peripheral health facilities will

be trained using appropriate modules in induction/refresher trainings to ensure that health products are stored

and managed according to good practices. This will include, but not limited to guidance on storage

spaces/boxes and storage conditions like optimal storage temperature, avoidance of humidity and direct sun

light, principle of FEFO/FIFO etc. for RDT/ACT. Training will also include inventory management and use

of appropriate recording & reporting tools for RDT/ACT, etc.

Appropriate communication materials (pictorial information booklets, scrolls, charts, flip books, etc.) on

diagnosis and treatment will be developed by the PR2 and will also be requested from NVBDCP for keeping

with CHV/peripheral health facility and/or display at their premises for guidance on rational use of anti-

malarial medicines. The CHV/peripheral health facility will be regularly encouraged through supportive

supervision to adopt best practices in handling pharmaceuticals and correct age-specific

prescribing/dispensing to counsel patients on the correct use and storage of prescribed/dispensed medicines.

Appropriate communication strategy-mix will be used targeting patients/their families/community in

general. This will include, but not limited to development and dissemination of communication materials


49

(viz. pictorial adherence charts/information booklets, scrolls, etc.) to the targeted audience to improve

understanding of the availability of and adherence to correct/complete diagnosis and treatment. Targeted

communication (direct interpersonal patient/family counseling, group meetings, etc.) will be used by

CHV/health facility to influence appropriate care-seeking behaviors.

Supportive supervision visits by personnel/consultants of CPMU, RPMU, DPMU of PR2 consortium using

will monitor and consolidate the effectiveness of training in case diagnosis and treatment by CHV/personnel

of peripheral health facility. The visits will be carried out using a standardized checklist. The NVBDCP,

state/district VBDCP officials/consultants will visit CHV/peripheral health facility on sample basis

periodically and the report will be shared with PR2 consortium. A major focus will be on review of drug

prescribing/dispensing by providers as well as sample patient interview. Another focus area will be the

logistics and supply management. This will include suggestions/recommendations on storage

conditions/practices and checking/redeploying of pharmaceuticals/diagnostics at the risk of expiry.26

The

synthesis of supervisory reports will be in the monthly planning and review meetings at district level (that

will include an agenda on rational use of medicines at community level) as well as periodic meetings at other

levels.

In addition, a combination of the following strategies will be employed to improve compliance with

treatment guidelines, if irrational prescribing/dispensing by providers is documented: personalized letters,

reorientation/ongoing sensitization/mentoring of CHV/personnel of peripheral health facilities.

The NVBDCP, relevant state/district VBDCP officials/consultants will visit CHV/peripheral health facility

on sample basis once in a quarter and monitor and help avoid drug resistance. In addition, they will monitor

and report on adverse drug reactions. Reports will be shared with PR2 consortium.

Sentinel sites under NVBDCP have been identified for monitoring Pf drug resistance for monitoring adverse

reactions to antimalarials.

As in PR1‘s system, there will be a system of recording and reporting of logistics from the level of

CHV/peripheral health facility up to district in the relevant ‗M‘ forms as prescribed in the PR1‘s M&E plan.

Records of opening balance, consumption and closing balance will be maintained by CHV/peripheral health

facility and reported on monthly basis to the district project office. Such report will be compiled and

maintained at all levels.27

Data related to treatment from the register of CHV/peripheral health facility will be entered onto project MIS

of PR2 and analyzed annually (on sample basis) in relation to standard treatment guidelines in consultation

with PR1.

26 Drawn from PR1 PSM Plan. 27 Drawn from PR1 PSM Plan.


50

5. Pharmacovigilance

Pharmacovigilance under IMCP—II will be planned and managed by NVBDCP. The CHV/peripheral health

facility will be trained/oriented in reporting any adverse drug reactions (ADRs) and suspected drug quality

problems for appropriate investigation and feedback. The patient treatment register will note any treatment

reaction for scanning by the visiting supervisors of PR2/PR1. The patients will be advised/counseled

regarding reporting of any treatment reaction.

The NVBDCP, relevant state/district VBDCP officials/consultants will visit CHV/peripheral health facility

on sample basis once in a quarter and monitor and report on adverse drug reactions. Reports will be shared

with PR2 consortium.

6. Drug Resistance Surveillance

Drug resistance in Pf parasite was being monitored by PR1 since 1978 through monitoring teams with

various Regional Offices of Health and Family Welfare. The objectives are to obtain information on

sensitivity of local strains of the parasite and formulate appropriate National Drug Policy. Since 2002-03, the

new WHO protocol on ―Therapeutic efficacy of anti-malarial drugs in uncomplicated Pf is being followed to

assess the efficacy of antimalarial drugs. Currently, 15 sentinel sites are operating in various parts of the

country for conducting therapeutic efficacy studies for ACT in collaboration with National Institute of

Malaria Research (NIMR) with World Bank support. The National Drug Policy on Malaria (2010)

recommends the use of ACT for treatment of all P. falciparum cases in the country.28

Sentinel sites under PR1 will be involved in monitoring of the efficacy of treatment through surveillance in

entire programme area including area under PR2.

28 Drawn from NVBDCP PSM Plan.


51

7. Others

The Regional Project Management Unit (RPMU) will position an officer with necessary qualifications and

experience for logistics and supply chain management. S/he will be supported by managers/officers with

RPMU, Central Project Management Unit (CPMU).

As mentioned in other sections, induction/refresher trainings of project personnel/consultants/volunteers of

PR2 consortium will include logistics supply management module by suitably qualified resource persons

from PR1 and PR2 consortium.

Supportive supervision by RPMU/CPMU and relevant PR1 officials/consultants will provide appropriate

guidance on logistics supply management at district/Sub-recipients-district levels.

PR1‘s supply management is being strengthened by an agency at central level commissioned for the purpose

with World Bank support. The agency will provide guidance for entire national programme area in the

country. Besides, logistics managers will be positioned in each state under the Round 9 project by PR1/state

VBDCP. Guidance will be provided by/sought from them, as necessary, including harmonized systems and

tools for recording and reporting on patient- and inventory-related information.

As mandated under NVBDCP, the end beneficiaries will be provided LLIN, medicines, etc. free, i.e. they

will not be charged.


52

Annex 1

Format of Stock Register of CHV for LLIN

Name of State

Name of DPMU

Name of the District

Name of Block

Name of Sub Centre

Name of Village

Dates of receipt of stock

Name of Health Product-LLIN

Quantity of stock received

Date of manufacture

Date of distribution

Quantity distributed

Remarks

Signature of CHV

Date


53

Annex 2

Indent Form for Cluster Coordinator (Health Products )

Indent Form Number

Name of District

Name of Block

Name of PHCs

Name of Village

Name of Health Products indented for

Opening balance

Quantity required

Quantity received

Batch Number

Date of expiry

Total stock in hand at end of month

Signature of CC Signature of DPO

Date Date

Annex 3

Indent Form for Cluster Coordinator (Pharmaceuticals )

Indent Form Number

Name of District

Name of Block

Name of PHCs

Name of Village

Name of Health Products indented for

Opening balance

Quantity required

Quantity received

Batch Number

Date of expiry

Total stock in hand at end of month

Signature of CC Signature of DPO

Date Date


54

GUIDELINES FOR DISTRICT PROJECT MANAGEMENT UNIT TRAVEL

1. Purpose

The Travel Guidelines aim at providing and facilitating safe, economical and appropriate travel

arrangements for Caritas India Intensified Malaria Control Project-II (IMCP-II) personnel at District Project

Management Unit (DPMU) to enable them to conduct their duty travel and discharge official responsibilities

efficiently.

The IMCP-II personnel at DPMU on duty travel are entitled to avail transportation, accommodation facility, and

services, as needed, which meet reasonable and adequate standards for economical, convenient, safe, and

comfortable travel and stay. The DPMU personnel are expected to use discretion and good judgment regarding

expenses charged to the project. It is the responsibility of all DPMU personnel to comply with these guidelines.

2. Applicability

The Travel Guidelines is applicable to the IMCP-II personnel at DPMU only i.e. District Project Officers (DPO)

and Data Entry Operator cum Secretarial Assistant (DEO), and where appropriate, the Field Supervisors.

3. Duty Travel Authorization

IMCP-II personnel at DPMU regardless of classification, designation or function are required to prepare

and submit monthly action plan before the 5th of every month to their respective reporting authority. The

monthly action plan, which should also include tentative itinerary of proposed field visits,29

will facilitate advance

arrangements like authorization of duty travel request, processing travel advance and the travel expense

reimbursement.

DPMU personnel who go on duty travel as per plan shall seek approval from the reporting authority through

‗Duty Travel Authorization Form‘ (annex-1). Arrangements (viz. tickets) shall be made only after the approval of

the Duty Travel Authorization Form by the reporting authority.

4. Travel Advance

Once the Duty Travel Authorization Form is approved by the reporting authority, a request for travel advance, if

29 On account of urgent/unwarranted situations, additional field visits may have to be undertaken


55

required, should be made in specified ‗Travel Advance Form‘ (annex-2) no later than 05 days before the date of

departure. The DPMU will submit the request to the partner organization‘s Director directly or through

respective reporting authority, as appropriate. Where applicable, the travel advance request will have letter of

invite, itinerary, etc. as enclosures.

The approved travel advance request will be forwarded to the Finance Section of respective partner

organization. The DPMU personnel may additionally comply with any travel related norm(s) of the respective

partner organization regarding the travel request.

For a single travel, not more than INR 3000/- will be provided to a personnel. In the event where the travel

advance needed is more than the permissible amount, prior approval in writing must be obtained from respective

partner organization‘s Director. Failure to account for a prior travel advance taken for a previous visit/travel will

result in denial of any further request for travel advances and necessary action will be taken.

5. Travel Expense and Report

Upon completion of the travel, a ‗Travel Expense Claim Form‘ (annex-3) needs to be submitted within 05

working days to the concerned reporting authority. A ‗Travel Report‘ (annex-4) must be submitted along with

‗Travel Expense Claim Form‘. These shall be reviewed and approved by concerned reporting authority for

onward submission to the Finance Section of the partner organization for processing travel claim. If the total

expense incurred while on duty travel is less or more than the amount advanced, the difference must be returned

or reimbursed. That is, the settlement of travel expenses will be made on submission and approval of the

Travel Expense Claim Form by the reporting authority.

Any personal expenses that are inadvertently or deliberately charged to the IMCP--II other than the official

entitlements will automatically be the responsibility of the traveller. If the traveller wishes to take a personal side

trip before or after the duty travel including any overstay for private reason(s), then any expense associated

with these trips are the sole responsibility of the traveller. Any additional costs associated with IMCP-II

personnel‘s travelling companion (e.g. spouse, relatives, etc.) cannot be charged to IMCP--II.

6. Per Diem

Per diem is given to help cover personal meals and incidental expenses (M&IE) during duty travel. Maximum

permissible (Per diem) limit per day is defined in the table-A below:


56

Table-A

DPMU Personnel Amount

District Project Officer INR 250.00 per day

Data Entry Operator INR 200.00 per day

Per diem can be claimed and paid for M&IE, not exceeding the entitlement limits as provided

in Table-A for each designation.

In the event the DPMU personnel is attending a workshop/meeting/training wherein

breakfast/lunch/dinner are negotiated as part of the package deal, he/she is not entitled for per diem.

7. Lodging

The following limits for accommodation are applicable as defined for:

Table-B

DPMU Personnel Amount

District Project Officer INR 600.00 per day

Data Entry Operator INR 600.00 per day

DPMU personnel are encouraged to stay in the Partner Network stations like Parish. In places where

there is no such facilities, DPMU personnel can stay in hotel/guest house.

To the extent possible, DPMU personnel are expected to avail accommodation in priory identified

hotels/guest houses etc., subject to the limits for accommodation defined above, while on duty

travel.

In the event Parish, hotels/guest houses, etc. outside of the list of identified premises are opted for

accommodation, the travellers should use their best judgment in selecting a location and

accommodation, recognizing that their health and safety are paramount.

In exceptional instances where the available accommodation exceeds the permissible lodging

amount, the traveller will seek approval from his/her reporting authority giving proper

justification/explanation.

All lodging expenses will be reimbursed on actual basis only against original bills/receipts. Original


57

bills/receipts obtained must be submitted along with the Travel Expense Claim Form for

reimbursement of lodging expenses.

8. Mode of Travel and local conveyance

8.1. Duty Travel

DPMU personnel on duty travel are entitled for reimbursement of conveyance as and when used for

hiring of taxi, auto rickshaw, bus etc.

To the extent possible, IMCP-II personnel are expected to use bus, auto rickshaw or other public

transport for conveyance. Original bill/receipt is mandatory for taxi and where applicable for the

other mode of conveyance used. For auto rickshaw and other conveyance used, where bill/receipt is not

available, the traveller must produce a self-attested certificate specifying the amount, mode of

transportation used, name(s) of place(s) visited and point to point distance in kilometre.

Travel reimbursement will be made on the basis of kilometre and not fuel consumption.

In a nutshell, all IMCP-II personnel on duty travel are required to provide supporting documents to

substantiate the travel expense claims made by them for duty travel

8.2. Duty Station

For reimbursement of expenses incurred on local conveyance made for official purposes, DPMU

personnel are required to submit expenditure details in the IMCP--II Local Conveyance (annex-5)

Voucher along with supporting bill/receipt, which need to be duly recommended by the respective

reporting authority for onward transmission to Finance Section for processing payment..

Travel reimbursement will be made on the basis of kilometre and not fuel consumption

DMPU personnel who choose to use their own vehicle for fulfilling any official responsibility are

eligible to claim reimbursement as under:

4 Wheelers : @INR10/- Per kilometre

2 Wheelers : @INR5/- Per kilometre

Local conveyance reimbursement should be claimed within 05 working days from the date of

incurring the expenditure. Request for reimbursement of local conveyance beyond the determined

period will not be considered.

DPMU personnel will only attend workshops/meetings/seminars/conferences/trainings etc. after prior

approval of the respective reporting authority. Upon approval, the details must be entered in a

‗Movement Register‘


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Annex 1:

TRAVEL AUTHORIZATION FORM

GFATM Round 9 Intensified Malaria Control Project—II

Name of Project Staff:

Designation of Project Staff:

Travel from: to (destination):

Date of departure from duty station:

Date of return to duty station:

Mode of travel:

Purpose of travel:

Activities plan to meet the purpose/objective(s) of travel:

Signature of Project Staff

Date:

Approved by: Reporting Authority

Signature: ________________________

Designation: ________________________

Name: _______________________

Date: ________________________


59

ADVANCE VOUCHER

V.No. Date: ……………

Director

(Name of your organisation)

Please arrange to advance a sum of Rs………………… (Rupees………………………...

……………………………………….. to Mr. /Ms. ………………………………...

Towards ……………………………………………………………………………………...

________________________________________________________________________________

Prepared by: Verified and recommended by: Approved by:

DPO/DEO Accountant Director

Received the advance of Rs. …………… (Rupees in words…………….………………………………)

Signature of Recipient

Note:

1. Advance required on………………

2. If travel advance, attach tour program.

Annex 2:


60

Annex-3

GFATM Round 9 Intensified Malaria Control Project – II

DPMU Travel Expense Claim Form

Name : Designation:

Date of Travel : From : To: Total days :

Purpose of Trip :

PER DIEM -A

Date of arrival Date of departure Amount

Sub Total A .00

ACCOMMODATION - B

Date of arrival Date of departure Bill/receipt no. Amount


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Sub Total B 0

TRAVEL – C**

Date From (Place) To (Place) Kms Mode of Travel Ticket/Bill No. Amount

Sub Total C 0

Signature of the Applicant:

Total A+B+C

Less : Advance Taken

Net Amount Payment to applicant

Balance Refundable to Office

For Office Use

Deducted Rs. Passed for Rs.

DPO/DEO Accountant Director

Received Rs.________ (In words___________________________________________)


62

Signature of recipient :

Annex 4:

TRAVEL REPORT TEMPLATE

Instructions:

The Summary section should be completed.

Travel report should be submitted to the Reporting Authority, IMCP—II, within 5 working days of

return from a trip.

A. Summary:

Traveller:

Designation:

Unit/Office address:

Place(s) visited:

Date(s):

Purpose:

B. Executive Summary:


63

Please attach detailed duty travel report, as applicable.

Please attach any key documentation collected during duty travel.

C. Follow-up actions:

No. Action Responsibility Timeline

1.

2.

3.

4.

D. Key persons/organizations met:

Location Name Organization Phone Email

1.

2.

3.

4.

5.


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Annex 5:

LOCAL CONVEYANCE VOUCHER

NAME……………………………………………………. Dated…………………..

Designation Purpose

Conveyance used

Date From To Kms Amount

Total

Rs.……………….. (in words…………………………………………….………………………………..)

Prepared by Certified and recommended by Approved by Received

DPO/DEO Accountant Director Signature

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