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SMALL GRANTS AND AMBASSADOR’S FUND PROGRAM Small Grants and Ambassador's Fund Program House No. 10, Street No. 30, F-7/1, Islamabad T: +92 51 2656433-5; Fax: +92 51 2656436 Website: www.sgafp.org.pk Quarterly Report for US Ambassador’s Fund Program July-September 2011
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Small Grants & Ambassador’s Fund Programpdf.usaid.gov/pdf_docs/PA00MKWP.pdf · SMALL GRANTS AND AMBASSADOR’S FUND PROGRAM ... by the start of following quarter and as a new position

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Page 1: Small Grants & Ambassador’s Fund Programpdf.usaid.gov/pdf_docs/PA00MKWP.pdf · SMALL GRANTS AND AMBASSADOR’S FUND PROGRAM ... by the start of following quarter and as a new position

SMALL GRANTS AND AMBASSADOR’S FUND PROGRAM

Small Grants and Ambassador's Fund Program House No. 10, Street No. 30, F-7/1, Islamabad

T: +92 51 2656433-5; Fax: +92 51 2656436 Website: www.sgafp.org.pk

Quarterly Report

for

US Ambassador’s Fund Program

July-September 2011

Page 2: Small Grants & Ambassador’s Fund Programpdf.usaid.gov/pdf_docs/PA00MKWP.pdf · SMALL GRANTS AND AMBASSADOR’S FUND PROGRAM ... by the start of following quarter and as a new position

Table of Contents

1. Human Resources: ................................................................................................................................... 3

2. Financial Systems & Reporting: ................................................................................................................. 3

3. Development of Standard Operating Procedures .................................................................................... 4

4. Key Activities under Monitoring and Evaluation ...................................................................................... 4

5. Media/Communication and SGAFP Publicity Campaign ........................................................................... 5

5.1. Activities of the Media and Communication Cell at SGAFP ............................................................. 5

5.2. SGAFP‟s Publicity and outreach ......................................................................................................... 7

6. Contract Negotiations & Award and Grants Disbursements .................................................................. 7

7. Applications Received & Processed: ......................................................................................................... 8

7.1. Flow of Applications ........................................................................................................................... 8

7.2. Applications Processed .................................................................................................................... 10

7.3. Applications Reviewed by the Technical Evaluation Committee .................................................... 12

7.4. Issuance of Non-Compliance Letters .............................................................................................. 13

7.5. Support to Applicant Organizations, Institutional Assessment & Outreach ................................... 13

8. Grant Management MIS .......................................................................................................................... 15

9. Planning for the Next Quarter: .............................................................................................................. 15

Annex: I Contracts signing and funds disbursed under AFP – as of September, 2011 .............................. 17

Annex II: Non-Compliance letters issues under AFP during 4th Quarter................................................. 18

Page 3: Small Grants & Ambassador’s Fund Programpdf.usaid.gov/pdf_docs/PA00MKWP.pdf · SMALL GRANTS AND AMBASSADOR’S FUND PROGRAM ... by the start of following quarter and as a new position

1. Human Resources:

SGAFP has reported in previous Quarterly Reports the background and process adopted to

further strengthen its human resources to keep the pre and post-award grants processing at

pace with inflow of applications from all parts of Pakistan. The reporting quarter was important

in this context as SGAFP completed recruitment of Senior Program Officer (SPO) for US AFP,

with the technical assistance of SGAFP; NRSP Head Office has processed the contract for SPO.

SPO will join SGAFP in subsequent quarter.

Consequent upon the USAID‟s decision (in July 2011) to treat USAID‟s SGP and US AFP as two

distinct and standalone programs, need cropped up at SGAFP to have two fully functional grants

management sections, each headed by a Senior Program Officer. SGAFP decided to dedicate

the already hired Senior Program Officer for AFP; and for SGP, it was decided to upgrade one

existing Program Officer SGP to the position of SPO. SGAFP will take up this case with USAID

by the start of following quarter and as a new position of SPO has been necessitated, a revised

organogram will also be presented for USAID‟s approval.

2. Financial Systems & Reporting:

Salient activities carried out by the Finance & Accounts section during reporting quarter are as

follows:

Advance requests on SF-1034 format amounting to US $445,881 and US $ 695,906 have

been prepared and submitted to USAID. Grants advance received during the current

quarter.

Contract modification for operational advance prepared and shared with USAID.

Grant advance request along with the Liquidation report approved by COTR and

forwarded to OFM- USAID for fund release.

Worked on the Quarterly Financial Report (QFR) and cost reimbursement invoice for

the month of June 2011, and submitted to USAID during July 2011.

Cost Reimbursement Invoice for the months of June & July 2011amounting to US $

107,347, and US $ 52,868 respectively were prepared and submitted to USAID. Funds

against both cost reimbursement invoices received during the reporting quarter.

Quarterly Financial Report for the quarter (April 1 – June 30, 2011) prepared and

submitted to USAID during the month of July 2011.

Operational Advance request amounting to US$ 200,000 prepared and submitted to

USAID.

Revised Operational Advance request amounting to US$ 141,662 prepared and

submitted to USAID.

Liquidation report for Grant funds as of August prepared and submitted to USAID.

Quarterly Accrual Financial report for the quarter ended September 30, 2011 prepared

and shared with USAID.

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Worked on the annual inventory of non-expandable property and equipment as of

August 31st, 2011, the detail list has been shared with USAID.

Operational advance for management cost amounting to US $ 141,662 received from

USAID during the reporting quarter.

3. Development of Standard Operating Procedures

The Standard Operating Procedures designed in-house by SGAFP has been in practice since

almost one year. From time to time, SGAFP has reviewed these in view of the practical

experienced gained and in the light of instructions from USAID. In the reporting quarter,

SGAFP underwent an internal audit commissioned by NRSP Head Office and it was revealed

that SGAFP‟s Grants Manual needs changes at places due to discrepancies in practices of pre &

post-award grants management The variations have emerged due to practical experiences in

the field, and after SGAFP‟s endeavors to make its initially developed systems/procedures more

elaborate and user-friendly.

SGAFP is planning to hold its first Annual Review and Planning Workshop by the beginning of

next quarter. The workshop has purposively been designed at this time with following broader

objectives:

1. Reviewing entire program with its systems and procedures and based on feedback of/

lessons learned by the staff, identifying gaps in the existing practices and incorporating

required changes at policy and operational levels; and

2. Developing SGAFP‟s consolidated Work Plan for Year II (Sep. 2011 – Aug. 2012).

This workshop will be of strategic importance where SGAFP will review its contractual

arrangements with sub-partners; KPMG and RSPN. This workshop will suggest modifications in

the SGAFP‟s existing procedures including revision in the scope of work of its sub-partners if

needed, based on experiences so far.

4. Key Activities under Monitoring and Evaluation

M&E is an oversight and support section at SGAFP that provides technical inputs to the house,

and ensures information flow by documenting, analyzing and presenting the data for course

correction and policy inputs. M&E has assisted SGAFP in developing systems and in the

implementation of program activities, including SGAFP‟s key deliverables. The highlights of the

M&E section for the period under report are mentioned in the following matrix:

# Key Activity Status/Remarks

1. SGAFP”s Performance

Management Plan (PMP)

In the backdrop of USAID‟s decision to treat USAID‟s SGP and US

AFP as two distinct and standalone programs and upon instructions

of COTR, revised PMPs were developed separately for both

programs and shared with USAID.

Page 5: Small Grants & Ambassador’s Fund Programpdf.usaid.gov/pdf_docs/PA00MKWP.pdf · SMALL GRANTS AND AMBASSADOR’S FUND PROGRAM ... by the start of following quarter and as a new position

# Key Activity Status/Remarks

2. SGAFP‟s Environmental

Management Plan (EMP)

M&E section designed Scope of Work for the SGAFP‟s EMP which

was reviewed and approved by USAID in the reporting quarter.

Subsequently, a RFP was circulated among short listed organizations

for proposals and SGAFP received 4 proposals. Due to technical

nature of the proposals, SGAFP plans to hire the services of a

consultant for technical evaluation of the received proposals that

will lead to the selection of best offerer. SGAFP has developed

TORs for such a consultant and contract will be awarded in next

quarter.

3. SGAFP‟s baseline format for

measuring grantee‟s

performance in program

specific areas

To cater the specific requirements of both SGP and AFP, baseline

format developed in previous quarter was reviewed and separate

formats were designed for both components. SGAFP shared these

formats with USAID in the reporting quarter and got its approval as

well.

4. SGAFP‟s Code of Conduct M&E developed a Code of Conduct for SGAFP‟s staff and shared it

with USAID for approval. USAID termed it as a model Code of

Conduct and approved it accordingly. Entire SGAFP‟s staff has

signed the code and copies are maintained in personnel files.

M&E section has started working on the SGAFP‟s first Annual Report which will be finalized and

shared with USAID in coming quarter.

5. Media/Communication and SGAFP Publicity Campaign

5.1. Activities of the Media and Communication Cell at SGAFP

The Media & Communication Cell continued working on ensuring compliance of the branding

and marking requirements of USAID and in documenting the success stories and activity

pictures for USAID‟s purposes. Few important activities carried out by the media &

communication specialist are as under:

SGAFP Media & Communication Specialist attended monthly USAID Projects‟

Communication Working Group Meeting on 5th July at the Pakistan Trade Project

Office. USAID Marking was discussed along with other brand related issues of projects.

Pakistan Trade Project shared their presentation and documentary with the group.

SGAFP received Anti-fraud hotline posters from Transparency International to be

displayed at all grantee project sites and premises. SGAFP, M & C has forwarded these

posters to 24 grantee organizations.

SGAFP shared the final draft of the advertisement with DOC USAID, which was

approved by DOC USAID from branding and marking perspective. Advertisement about

the project appeared in “Dawn Metropolitan‟ on July 24, 2011 in Sindh & Balochistan

Page 6: Small Grants & Ambassador’s Fund Programpdf.usaid.gov/pdf_docs/PA00MKWP.pdf · SMALL GRANTS AND AMBASSADOR’S FUND PROGRAM ... by the start of following quarter and as a new position

Provinces. For smaller CBOs & NGOs of the interior Sindh Province, SGAFP re-

advertised the Program in a widely circulated Sindhi newspaper “Kawish”. SGAFP is

working on a similar media plan for Balochistan where advertisement will appear in a

well-known and vastly read local language newspaper. It is expected that this

advertisement campaign will further trigger the inflow of applications from remote areas

of Pakistan.

M & C section prepared success stories on LSO “Babuzai” and “Make a Wish

Foundation” under Agriculture & Social Assistance sectors, respectively, and submitted

to USAID for record and information.

Three photographs activity photographs of the SGAFP‟s beneficiaries were arranged and

sent to USAID for the “Frontlines Contest” in Washington.

SGAFP website was already in completion phase but in view of recently proposed

modification; segregation of two components (US Ambassador‟s Fund Programme &

USAID‟s Small Grants Program), M & C is working on splitting the already designed web

in a way to present two components as separate entities through two separate program

links.

M & C section prepared success story on the Gladiolus cultivation project taking place

in Banjosa Rawalakot, which unveils the struggle of 190 benefitted farmers for income

generation (through Gladiolus cultivation) and productive utilization of their land with

the support of US Ambassador‟s Fund Program.

Selected pictures of different projects capturing key activities of the projects were

shared with the USAID‟s team

Activities for the Next Quarter (Oct.-Dec. 2011)

Promotion of SGAFP FACEBOOK Page

Radio show on FM 101with SGAFP‟s representative and grantee representatives from

both US AFP and USAID‟s SGP components

AFP and SGP public Awareness campaigns in terms of workshops and print adverts

Launch new website

Online banner advertisements and print advertisements as part of website launch

promotion

Documenting a success story for USAID

Redesign and print new separate US AFP and USAIOD‟s SGP brochures in English and

Urdu

Organizing Radio Campaign in terms of airing Public Service Messages and promotion of

Website

Preparing Office Visitor cards and SGAFP‟s Employee cards

Promoting Glads Documentary on SGAFP Website

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5.2. SGAFP’s Publicity and outreach

SGAFP continued its efforts at various fronts to enhance the Program‟s outreach and to access

the potential applicant/grantee organizations. As mentioned previously, newspaper adverts were

launched in leading newspapers (in English as well as local languages) in Sindh and Balochistan

Provinces to disseminate information to the regional and local communities/civil society in

remote areas. This proved to be an effective move as SGAFP was inundated by applications

from previously „silent‟ parts of, especially, Sindh Province.

Fig. 3 under section 7 gives a comparison of applications received in the two quarters. A region

wise Program‟s coverage is reflected in Table 1 below that gives number of districts from

where SGAFP has received applications and where the activities are in process.

Table 1: Geographical spread (No. of Districts) of the SGAFP – as of September 2011

Particulars of Districts Punjab Balochistan KP/FATA Sindh AJK/GB ICT Total

Total Districts in Region 36 30 31 23 17 1 138 Applications received 24 20 25 17 16 1 103 Cases approved 9 3 7 2 5 26 Funds approved 9 3 7 2 5 26 Funds disbursed 7 3 7 2 4 23

6. Contract Negotiations & Award and Grants Disbursements

Against 4 cases approved during the reporting quarter, SGAFP has signed agreements with 2

grantees, whereas it is working on the remaining two contracts as some of the critical

information is still awaited from the respective applicants. SGAFP will sign these remaining 2

contracts in the month of October. As of September SGAFP has signed agreements with 28

grantees against the 30 approved cases by USAID.

During the reporting quarter USAID has approved funds amounting to US$ 586,429 (23% of

the total funds approved). As of September USAID has approved funds amounting to US$ 2.52

million. SGAFP has disbursed US$ 0.29 Million during the reporting period, cumulatively US$

1.267 million (65 % of the total funds approved) has been disbursed among 27 grantees as of

September, 2011. Annex I gives the details of contracts signed and disbursement made so far.

As of September 2011, the funding size (USD) is as follows:

Maximum Minimum Average

244,220 30,000 84,196

Page 8: Small Grants & Ambassador’s Fund Programpdf.usaid.gov/pdf_docs/PA00MKWP.pdf · SMALL GRANTS AND AMBASSADOR’S FUND PROGRAM ... by the start of following quarter and as a new position

The sector wise analysis of the funds

approved reflects that maximum

funds (33%) have been approved for

education sector, followed by flood

response (26%), whereas maximum

numbers (09) of projects have been

approved for flood response

followed by education (07). Fig.1

depicts an update status of the

sector wise funds and projects

approved as of reporting quarter.

An analysis of the region wise funds

& projects approved reveals that

maximum (41%) funds have been

approved for Punjab followed by

Khyber Pakhtunkhwa (21%). With 10

approved projects Punjab is ahead of

other regions followed by Khyber

Pakhtunkhwa with 7 approved cases.

Fig. 2 gives additional details for all

regions.

7. Applications Received & Processed:

7.1. Flow of Applications

SGAFP received 118 applications on

prescribed format which is 19% of the

total applications received so far. One

of the possible reasons for

comparatively lower inflow (Fig. 3) of

0 5 10

Education

Floods Response

Social Assistance

Agriculture

Economic Growth

Health

Energy

7

9

4

4

3

2

1

33%

26%

13%

11%

8%

6%

4%

Fig.1 Sector wise Status of funds & projects approved under AFP-September 2011

Approved projects Funds Approved (%)

0 5 10 15

Punjab

KPK

Balochistan

AJK

GB

Sindh

10

7

5

3

3

2

41%

21%

12%

12%

11%

3%

Fig.2 Region wise Status of funds & projects approved under AFP-September 2011

Approved projects Funds Approved (%)

0

50

100

150

200

250

107

235

153 118

17%

38%

25%

19%

Fig.3 Quarter wise applications recieved under AFP

Page 9: Small Grants & Ambassador’s Fund Programpdf.usaid.gov/pdf_docs/PA00MKWP.pdf · SMALL GRANTS AND AMBASSADOR’S FUND PROGRAM ... by the start of following quarter and as a new position

applications during the last two quarters could be that SGAFP uploaded the revised applications

formats that call for more and elaborate information for quality applications. According

SGAFP‟s grants section, the quality of applications has improved as compared to thosein the

past.

Sectoral analysis of the applications received during fourth quarter reveals that maximum (24%)

applications received were in education sector, followed by health & social assistance. A similar

review of the share of Provinces reflects that Khyber Pakhtunkhwa was ahead of other regions

with a share of 27% of the total applications received during reporting quarter. This was

followed by Balochistan (21%) and Sindh (16%). Table 2 below gives sectoral and provincial

analysis of the AFP applications received during third quarter.

Table 2: Sector & region wise applications received under AFP during third quarter

Sector Administrative Units %

share Punjab KP Sindh Balochistan AJK GB ICT Total

Agriculture - 5 1 2 4 2 14 12

Education 4 5 7 8 3 1 28 24

Health 3 12 2 4 2 1 3 27 23

Economic Growth 2 4 4 2 2 14 12

Energy 3 1 1 1 2 8 7

Governance - - - - - - - - -

Social Assistance/ Flood Response

- - - - - - - - -

Social Assistance 1 7 3 4 4 1 1 21 18

Cross/Multi-Sectors

1 1 1 2 1 6 5

Total 12 32 19 25 14 11 5 118 100 % Share 10 27 16 21 12 9 4 100

By the end of reporting quarter, SGAFP had received 613 applications cumulatively. The

sectoral and provincial analysis of the total applications received during the quarter is presented

ICT

GB

Punjab

AJK

Sindh

Balochistan

KP

4%

9%

10%

12%

16%

21%

27%

Fig.4 Region wise breakup of applications recieved July-September,2011

Cross/Multi-Sectors

Energy

Agriculture

Economic Growth

Social Assistance

Health

Education

5%

7%

12%

12%

18%

23%

24%

Fig.5 Sector wise breakup of applications recieved July-September,2011

Page 10: Small Grants & Ambassador’s Fund Programpdf.usaid.gov/pdf_docs/PA00MKWP.pdf · SMALL GRANTS AND AMBASSADOR’S FUND PROGRAM ... by the start of following quarter and as a new position

88%

77%

51%

39% 33% 32%

28% 31% 34% 32%

27% 28%

Oct-10 Nov-10 Dec-10 Jan-11 Feb-11 Mar-11 Apr-11 May-11 Jun-11 Jul-11 Aug-11 Sep-11

Fig. 6: Month wise status of AFP applications still to go under desk review - as of Sept 2011

in Fig. 4 and 5, respectively.

Table 3 below gives an overall summary of province & sector wise number of applications

received as of September, 2011.

Table 3: Province & sector wise summary of AFP applications received as of September, 2011 Sector Administrative Units %

share Punjab KP Sindh Balochistan AJK GB ICT Total

Agriculture 20 28 5 6 17 7 83 14

Education 22 23 14 23 2 14 8 106 17

Health 26 55 17 16 15 1 6 136 22

Economic Growth 19 22 8 12 14 9 3 87 14

Energy 7 1 1 4 1 2 - 16 3

Governance 1 1 - - 2 -

Social Assistance/ Flood Response

21 18 17 - 3 2 61 10

Social Assistance 11 42 8 12 14 4 3 94 15

Cross/Multi-Sectors

6 7 2 5 7 1 28 5

Total 132 197 72 79 73 38 22 613 100

% Share 22 32 12 13 12 6 4 100

7.2. Applications Processed

SGAFP processed 111 applications during the reporting quarter. Processing included the

following steps:

initial desk review ( and communication with the applicants for missing information)

technical input from the sectoral experts of NRSP (where needed),

institutional assessment of the applicant organization in the field,

review by the Technical Evaluation Committee of selected cases

SGAFP is making consistent &

multifaceted efforts for

improving its grants

management systems with a

special focus to improve pace of

application processing and

managing backlogs, piled up in

the initial months of the

program. It also devised a

strategy to accelerate grants

processing by categorizing the

applications in three broader

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categories reciprocating the quality of applications. The concerted efforts to get along the

backlogs has borne fruit as the number of unprocessed applications has been gradually and

consistently reduced to a level of 28% as of September, 2011 (Fig. 6). Cumulatively, SGAFP has

brought 439 cases under desk review against a total of 613 applications received. These include

400 (65% of the total received) cases which have been processed in all respects and the

applications are out of system, and 52 cases which are still under desk review at various stages

as of September, 2011.

Table 4: Sector & region wise AFP applications undergoing desk review during 4th quarter

Sector Administrative Units %

share Punjab KP Sindh Balochistan AJK GB ICT Total

Agriculture 4 4 2 1 6 17 15

Education 5 2 1 3 1 1 3 16 14

Health 4 10 7 5 6 1 33 30

Economic Growth 6 2 1 2 5 1 17 15

Energy 2 1 - - 3 3

Governance - - - -

Social Assistance/ Flood Response

4 12 1 1 5 - - 23 21

Social Assistance - - - - - - - - -

Cross/Multi-Sectors

- - - - 2 - - 2 2

Total 25 30 12 13 25 1 5 111 100

% Share 23 27 11 12 23 1 5 100

As of September 2011 SGAFP had fully processed 439 applications against 613 total received.

Table 5 below presents various categories of the applications processed.

Table 5: Summary of applications for which desk review has been completed – as of September 2011

Total Applications Received

Applications underwent Desk Review

Applications that are "Out of System"

Applications Still under Desk Review

Total Non-

Compliant Letters Issued

Cases Transmitt

ed to USAID

Applications Taken Back by

Applicants

Applications Referred Back to

Other USAID Projects Total

1 2 3 4 5=(1+2+3+4) 6 7=(5+6)

613 279 63 53 5 400 39 439

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Application Received Average no of days

68 SGAFP's TEC Decision

SGAFP's TEC Decision Average no of days

23 USAID's GRC Decision

USAID's GRC Decision Average no of days

33

Signing of Grant Agreement at SGAFP

Fig. 8: Pre-award grants processing timeline at SGAFP – as of September, 2011

0

50

100

150

200

Sep

-10

Oct

-10

No

v-1

0

De

c-1

0

Jan

-11

Feb

-11

Mar

-11

Ap

r-1

1

May

-11

Jun

-11

Jul-

11

Au

g-1

1

Sep

-11

30

82 86 91 95 106 108

133

167 179

160 174

Fig7: Month wise trend of the gap between applications recieved & underwent dek review (as of month)

Fig. 7 presents a trend of the

gap between applications

received and undergoing desk

review. Despite relatively

improved quality applications

being received, this increasing

gap is attributed to the heavy

influx of applications which is

further compounded by the

scarcity of staff at the grants

section. SGAFP has taken

appropriate remedial

measures to strengthen the

grants section.

SGAFP has been tracking

the pre-award grants

processing timeline. As

of September 2011, it

took SGAFP almost 124

days on average to enter

into contract with the

grantees. (Fig. 8) depicts

the average no of days

taken at various stages of

pre-award grants

processing at SGAFP as

of September, 2011.

7.3. Applications Reviewed by the Technical Evaluation Committee

After desk review and institutional assessments, the applications are presented to the Technical

Evaluation Committee at SGAFP. Besides COP, DCOP and sectoral managers of M&E and

Finance/Contracts, the respective Grants Officer, and Field Engineer( when needed) are part of

the SGAFP‟s TEC. TEC review is the final stage of grants processing at SGAFP where the

projects are appraised from all angles and the recommendations are sent to USAID along with

the application summaries. At times if TEC feels given information is inadequate, it sends the

case back to the grants section for provision of that information.

During reporting quarter, SGAFP‟s TEC reviewed 10 applications and submitted its

recommendations to USAID. These included 9 cases for award and 1 for non-award. A

comparison of the cases reviewed by TEC during all the three quarters is presented in Table 6

below.

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Table 6: Cases reviewed by SGAFP‟s TEC during three quarters

Cases

Reviewed

Recommended for

Award

Recommended for

Non-Award

Q 1(Sep. – Nov. 2010) 10 9 1

Q 2 (Dec. 10 – Feb. 11) 37 13 24

Q 3 (Apr. – June 11) 10 9 1

Q 4 (July-Sep 11) 6 5 1

Total 63 36 27

As of the reporting quarter, USAID has been providing SGAFP with a quick response in general

with occasional delays. Table 7 below presents a summary of the cases reviewed & transmitted

by SGAFP TEC and the status of decision by USAID.

Table 7: Summary of cases reviewed by TEC and status of the USAID/GRC decisions – as of

September 2011

7.4. Issuance of Non-Compliance Letters

As per evolved practices, at the time of pre-award grants processing SGAFP categorizes the

applications into three broader categories: applications falling under category “A” & “B” are

processed for submission to USAID and the missing information is collected during the grants

processing; whereas for “C” category applications, the COP SGAFP writes non-compliance

letters giving the reasons, informing the applicants that they have the option of re-applying after

completing the prerequisites.

During the reporting quarter, SGAFP issued 89 non-compliance letters (Annex II). As of

September 2011, cumulatively 279 “C” category applications have been removed from the

system through non-compliance letters.

7.5. Support to Applicant Organizations, Institutional Assessment & Outreach

As an essential part of the procedural requirements before forwarding applications to USAID,

the Field Operation Officers (FOOs) conduct institutional assessment of the applicant

organizations to assess their systems/procedures and funds management capacities. They are

accompanied by the Provincial Financial Monitors and their feedback enables SGAFP‟s grants

section to proceed accordingly. During the reporting quarter, SGAFP‟s field teams conducted

institutional assessment of applicants on the prescribed format and shared their findings with

the SGAFP‟s grant section. In addition, the field teams continued supervising the

Total

Cases

Reviewed

Recomme

nded for

Award

Recommended

for Non-Award

Cases

referred

back by

USAID

Cases Pending at USAID

Recommende

d for Award Recommended

for Non-Award Total

SGAFP

TEC 63 36 27

2 3 - 3 USAID

GRC 60 30 28

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implementation of ongoing projects and facilitated the grantees in meeting documentation and

other requirements as envisaged in the grant agreements.

Below matrix indicates Province wise detail of applicant organizations visited by the FOOs for

the institutional assessment during reporting month.

Province Organizations Visited for Institutional Assessment

Punjab Sanjh Development Foundation (SDF)-Mianwali, Majlis Tahfuz Maholiat-

Sarghoda, United Christian Organization- Rawalpindi

Balochistan SOS Children‟s Village –Quetta, Mahekan Social Development Organization-

Awaran, SCOPE- Jaferabad

AJK/GB Dhanak Rural Development Organization-Rawalakot, Summer Welfare Organization-Poonch, Women Welfare Organization-Poonch, Societies

Development Foundation Rawli (SDFR) –Bagh and “Sada-e-Waqat Welfare

Associaton (SWA)-Bagh

KP Tribal Women Welfare Association-Peshawar

ICT Friends Foundation-Islamabad, ASK Foundation-Islamabad

During the reporting quarter USAID Lahore consulate commissioned a three days field for

monitoring of four selected grantees of Punjab Province. The objectives of the visit were

o Monitoring of financial management at the level of grantees

o Physical verification of activities/outputs achieved under the project

o Meeting with the beneficiaries for their feedback and some of the qualitative aspects

achieved through benefitting the communities

The monitoring team comprising of a Financial Analyst and a Voucher Analyst from USAID

Lahore Consulate, Manager M & E from SGAFP Islamabad Office, and the Field Operation

Officer and Provincial Financial Monitor from SGAFP Punjab Province visited the following

grantees/locations during their three days field visit:

Grantee Organization Location Sector Key Activity

LSO Mohar Welfare

Organization

Mianwali Flood

Response

Construction of 35 housing units for flood

affected families

LSO Fazil Bhakkar Flood

Response

Construction of 25 housing units for flood

affected community members

District Social Welfare

Organization

Bhakkar Health Awareness raising on mother and newly

born child health care through trainings

and exposure visits in six union councils

Tameer e Millat Fateh Jung Education Construction of model school for girls

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As per initial (and non-formal) feedback of the USAID‟s mission, the documentation related to

grant implementation was adequate and financial management was compliant to USAID‟s

requirements. SGAFP is awaiting mission report for comments.

8. Grant Management MIS

As per contact between NRSP and USAID for modification of (OTI) database with subject to

the emerging database requirements of three of USAID implementing partners (SGAFP, GEP &

SCVPA), NRSP-IT team is rigorously working on the agreed deliverables and out of total 9

planned tasks, team has successfully achieved 6 tasks including log in form, pre-award

processing of each grant type, separate processing of concept paper for SG application, moving

of awarded applications into main module for USAID, modification in main form of database,

and data migration; whereas task for generation of different reports from MIS is in process.

Furthermore, development of user manual and user training shall be managed after successful

accomplishment of the above tasks related to MIS development.

SGAFP‟s MIS person is closely working with NRSP-IT team for data entry. SGAFP‟s overall

progress on MIS front is summarized as follows:

As per requirement of the main interface of MIS, post-award information of the 26 (out of 30) awarded cases of Ambassador‟s Fund Programme has been updated in MIS;

Login in information of the cases under US AFP has been completed for all cases

received as of June 2011. SGAFP will complete remaining cases during Oct. 2011and

from there onwards, cases will logged in the MIS on daily basis;

SGAFP has decided to upload the information of Grantee‟s performance measurement baseline in the MIS so that plenty of useful information is captured and processed in a

systematic manner. For this purpose, SGAFP has initiated negotiations with NRSP‟s IT

experts who have agreed to provide additional space in the MIS for this purpose.

9. Planning for the Next Quarter:

SGAFP has following plans for the next quarter:

1. An Annual Review and Planning Workshop will be organized at SGAFP‟;s main office

with following specific objectives:

a. Review of the entire program to identify bottlenecks in our systems and suggest

course correction;

b. Reviewing the working relationship with SGAFP‟s sub-partners and suggesting

future course of action based on the effectiveness and material inputs of sub-

partners;

c. Developing SGAFP‟s consolidated Work Plan for Year II through collective

inputs;

d. Review of the SGAFP‟s Grants Manual and making it aligned with existing

practices;

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e. Interaction with USAID for better understanding of USAID‟s sectoral and

strategic priorities in Pakistan. This would be beneficial especially for the

conceptual clarity of staff members recently hired;

f. Brainstorming exercises on experience sharing and lessons learned; and

g. Interaction with staff members, specifically the field teams, and team building.

2. In light with the findings of Annual Review and Planning Workshop, SGAFP would

recommend NRSP Head Office and USAID the decisions of strategic importance and

which have long lasting impacts on the overall performance of the program;

3. SGAFP would complete revamping of its website in the backdrop of USAID‟s decision to

segregate the visibility of both components as standalone programs;

4. SGAFP will proceed with the development of its Environmental Management Plan. It is

hoped that by the end of next quarter, SGAFP would have a draft EMP, ready to be

shared with USAID for approval;

5. Small Grants MIS has been updated by SGAFP. In the following quarter, SGAFP would

start sharing MIS updates with USAID through NRSP Head Office;

6. SGAFP furnish and will share its first Annual Report with USAID;

7. As reported previously, SGAFP needs a comparatively spacious office premises to house

additional staff brought on board in the reporting quarter. SGAFP has hired a suitable

building with adequate space and would vacate existing office by the start of Oct. 2011;

8. As SGAFP‟s safety & security manual has been appreciated by USAID during the

reporting quarter, SGAFP would engage its security consultant organization to install

safety and security equipment at the new office building. Likewise staff training on safety

& security will also be planned.

Annexes

1. Status of Contracts awarded and Disbursement under AFP

2. Non-Compliance letters issued under AFP

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Annex: I Contracts signing and funds disbursed under AFP – as of September, 2011

S.

No

.

Grantee Organization Name

Grant

ee

Type

Contract

Signed on

Total

Budget

(US $.)

Funds

Released

1 Babuzai CBO 05-Jan-11 65,029 65,029

2 Qaisrani Rural Support Development Program

(QRSDP)

CBO 11-Jan-11 40,023

40,023

3 Make A Wish Foundation Pakistan NGO 13-Jan-11 34,524 21,053

4 Shan-e-Mustafa CBO 15-Jan-11 37,874 37,259

5 Al-Sadat Welfare Society, Rajanpur NGO 21-Jan-11 87,719 70,175

6 Khpal Kor Foundation, Swat NGO 25-Jan-11 92,896 74,183

7 District Social Welfare Council NGO 09-Feb-11 64,854 51,883

8 Mohar Rural Development Program CBO 09-Feb-11 57,627 51,864

9 Department of Nephrology, Khyber Teaching

Hospital, Peshawar

GOV 10-Mar-11 77,193

77,193

10 Coastal Association for Research and development NGO 11-Feb-11 49,035 44,382

11 Quaid-e-Millat Foundation CBO 25-Feb-11 61,153 38,646

12 Municipal Public Library, Gilgit GOV 22-Mar-11 30,000 21,140

13 Parwaz CBO 25-Feb-11 66,644 66,131

14 Gicheen Local Support Organization CBO 08-Mar-11 49,495 29,847

15 Fazil Rural Development Organization CBO 10-Mar-11 114,384 102,946

16 Badin Development Research Organization NGO 18-Mar-11 52,331 10,583

17 Community Development Programme NGO 25-Mar-11 66,588 53,271

18 Meerani LSO CBO 20-Apr-11 71,005 58,488

19 Banjosa Rural Development Organization CBO 13-May-11 99,835 84,860

20 Muzaffarabad Poverty Alleviation Programme CBO 30-May-11 92,660 10,840

21 Kech Educational Development Society NGO 25-May-11 45,762 38,898

22 LSO SACHAN CBO 20-May-11 89,750 40,388

23 Khushal Welfare Organization NGO 18-May-11 67,917 57,729

24 Tameer-e Millat foundation CBO 12-Jul-11 233,522 71,335

25 Area Development Organization CBO 24-Jun-11 101,060 30,489

26 LSO Seven Star NGO 24-Jun-11 90,557 16,851

27 Foresight Institute for Education and Leadership

Development-FIELD

NGO 15-Sep-11 114,982

2,396

28 LSO Thallay CBO 30-Sep-11 125,903

Total 2,180,322 1,267,881

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Annex II: Non-Compliance letters issues under AFP during 4th Quarter

S.no Organization Name Contact Person Email Contact No Province Sector

1 Peoples in emergency Net work (PEN) Khawaja Zia-ud-Din

[email protected],

[email protected] 0346-9572062 AJK Social Assistance

2 Community Development Group

Khawaja Khalid Hussain

Azad

[email protected],

[email protected]

05822-439323,

0305-5051262 AJK Agriculture

3

SHEIKH LAL DIN WELEFARE

FOUNDATION Khalid Mehmood [email protected] 0346-5090261 AJK Health

4 Sewera Development Organization (SDO) Mozzam Yousaf Khan [email protected] 0345-5320963 AJK Agriculture

5 Fiza Foundation Langer Pura Muhammad Fiaz [email protected] 0312-9655351 AJK Agriculture

6 Gender Development Foundation Nayyer Zaman Chaudhry

[email protected],

[email protected]

0301-5235563,

0301-5183389 AJK Economic Growth

7

SADA-E-WAQAT WELFARE

ASSOCIATION (SWA) Asghar Hussain [email protected] 0333-5718767 AJK Economic Growth

8 Rural Support Programme Rehara Muhammad Ilyas Khan [email protected]

0333-5719064,0312-

9272559 AJK Agriculture

9 Social Welfare Forum Mera Kalan (LSO) Muhammad Ejaz Younas [email protected]

0342-5482285,

0301-5587153 AJK Agriculture

10 Peoples Welfare Foundation (PFW) Ghulam Mustafa [email protected] 0333-6406502 AJK Education

11 Dhanak Rural Development Organization

Usman Tariq,

Abdual Mojeed [email protected]

0301-5672808,

0344-5389034,

0333-5735593 AJK Agriculture

12

Jammu & Kashmir Welfare Association

(JKWA) - Muzaffarabad Nasir Ahmed Awan [email protected] 0312-9001880 AJK Economic Growth

13 Kawish Welfare Foundation Muhammad Ayoub Awan [email protected]

0308-8788208,

0312-9009046 AJK Economic Growth

14 Koomi Kot Welfare Foundation (KKWF)

Raja M. Seyab Khan,

Nadeem Azad [email protected]

0300-6499403,

0307-2364745 AJK Health

15 Pak Kashmir Friendship Farooq Ahmed Khan [email protected] 0345-9639272 AJK Social Assistance

16 Nain Sukh Development Organization Mehnaz Younas [email protected] 0344-5366882 AJK Social Assistance

17 Mahad Help Foundation M Nawaz Raja

[email protected],

[email protected] 0301-2163799 AJK Economic Growth

18 LSO Tameer Chaman Welfare Muhammad Shaukat Nil

0346-5394671,

0346-5989009 AJK Health

19

Human Welfare and Development

Organization

Syed Mohammad Nayyer

Bukhari [email protected]

05823-471654,05823-

433329 AJK Health

20 Young Welfare Organization Tahir Khan [email protected]

0300-5129273,

0344-5953504 AJK Health

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S.no Organization Name Contact Person Email Contact No Province Sector

21 Women Welfare Organizarion Ahsan Rashid [email protected] 5824425863 AJK Economic Growth

22 UQAB LSO Jandgran

Iftikhar Akhtar,

Muhammad Sarfraz Khan [email protected]

0300-5028280,

0300-7423127 AJK Agriculture

23

Bulandi Welfare and Educational Society

(BWES) Aysha Abbasi [email protected]

05822-4320882,

0344-9510029 AJK Social Assistance

24 VO Gharthama Middle Muhammad Nazir Kiani N/A

05822-427285,

0346-3168016 AJK Social Assistance

25 Summer Welfare Organization Muhammad Hussain [email protected] 0345-9756474 AJK Health

26 Tameer-e-Millat Welfare Society Syed Imdad Hussain Nil

0355-6615134,

03465168517 AJK cross sector

27

Association for Integrated Development

(AID) Adil Jahangir

[email protected],

[email protected]

081-2000297,

0345-8148493 Balochistan Energy

28 Think Pakistan Rafi Ullah [email protected]

081-2838537,

0332-7985945 Balochistan Economic Growth

29 Youth Organization Hameed Ullah Kakar

[email protected],

[email protected]

0812-870001,

0346-8397898 Balochistan Health

30

Society for community organization and

Promotion of Education (SCOPE) Naik Parveen Baloch

[email protected]

om

0838-510179,

0345-3838816 Balochistan Health

31

Rural Organization for All Community Help

(RAOCH) Rashid Haidar [email protected]

0321-7350823

0864-003486 Balochistan Social Assistance

32

Peaceful Enviroment for Women Society

(PEWS) Shakir Ali Balouch

[email protected]

m

0333-2327767,

0333-3903711 Balochistan Health

33 Hope Development Organization Qeemat Khan Kakar

[email protected],h

[email protected] 0334-2324755 Balochistan Agriculture

34 LSO Shashan Manzoor Ahmed [email protected]

0843-897256,

0344-8047817,

0301-3776918 Balochistan Agriculture

35

Patrticipatory Education And Community

Empowerment (Peace Balochistan) Yasmin Lehri [email protected]

081-2302014,

0300-5277296 Balochistan Education

36 Makaran Resource Center Nasir Ali Sajjad [email protected] 0852-413031 Balochistan Social Assistance

37 RHD Foundation Abdul Hafeez [email protected] 051-2855645 ICT

Flood / Social

Assistance

38 Beer Development Society Asif Ali Jah [email protected] 0995-616624 KP

Flood / Social

Assistance

39 Human Unity Movement (HUM) Tariq Mehmood [email protected]

0332-5092395,

0343-9233424 KP Economic Growth

40

Association for Behaviour and Knowledge

Transformation Shad Begum [email protected] 091-5700240 KP Social Assistance

41 LSO Itehad

Rehmat Ali And Gul

Rehman [email protected]

091-5515181,0344-

5050223 KP Education

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S.no Organization Name Contact Person Email Contact No Province Sector

42 Kund Welfare Society Pangora Abdul Khaliq Nil 0346-5474869 KP Health

43 Dir Area Development Organization Abid Ali Abid [email protected] 0944-881146 KP

Flood / Social

Assistance

44 CCB Dana Kalsi Muhammad Aslam Nil 0334-8979629 KP Social Assistance

45 CCB Gulgaram No. 1

Muhammad Saeed

Akhtar Nil 0334-8961568 KP Social Assistance

46 CCB Kaisa Bandi Mansoor Qaim Khan Nil 0306-5648851 KP Social Assistance

47 Hallan Makol

Sardar Muhammad

Pervez Nil 0300-5633340 KP Social Assistance

48 CCB Kund Pangora Haji Abdul Khaliq Nil 0346-5474869 KP Social Assistance

49 Development Initiative Association Saima Feroz [email protected]

0992-385254,

0342-9065220 KP Health

50

Community Motivation and Development

Organization Fiaz Muhammad Fayyaz

[email protected],

[email protected] 091-5703614-6 KP Social Assistance

51 CCB Seer Gah M Javed Nil 0323-9811997 KP Social Assistance

52 Citizen Community Board Golra Aziz Bang

Muhammad Aslam

Mughal Nil 0334-8979629 KP Health

53

Integrated Community Development

Iniciative Ribina Massey [email protected] 091-5842744 KP

Flood / Social

Assistance

54 The Builders Citizen Community Board Hamayun [email protected]

091-6555100,

03219001171 KP Social Assistance

55 LSO Kot Maina Fayaz Gul [email protected] 0932-353231 KP Health

56 Shaheen LSO Kharkai Sirajud Din [email protected]

0301 8332501,

0333 8332501 KP Health

57

Shandur Area Development Conservation &

Welfare Organization Dr Inayatullah Faizi [email protected]

0302-8060488,

0333-9538885 KP Agriculture

58 Samaj Welfare Organization Nisar Ahmed [email protected]

0992-336744,

0334-5125604 KP Health

59

Tehsil Coordination Council Takht bhai

(TCCT) Shaukat Ali

[email protected]

[email protected]

0314-9606896,

03439166639 KP Health

60 Saba Welfare Foundation Akhtar Sher Saba

[email protected]

m 0321-6127244 KP Agriculture

61 Sarhad Rural Development Organization Nisar Ahmed Khan

[email protected],

[email protected]

0969-351073,0969-

708074 KP Health

62

Qurumbara and Shandur Area Development

Organization Haji Imadudin [email protected] 0943-486081 KP Social Assistance

63

Quraishi Rural Welfare and Free Medical

Legal Trust Abdul Khaliq Quraishi Nil 0333-5035918 KP Social Assistance

64 The Builders Citizen Community Board Hamayun [email protected] 091-6555100, KP Agriculture

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S.no Organization Name Contact Person Email Contact No Province Sector

0321-9001171

65 Peace NGO Mushtaq Ahmed [email protected] 091-5252734 KP

Flood / Social

Assistance

66 Aman Organization Iftikhar Ahmad [email protected] 0966-9280344 KP Energy

67

Realistic Approach to Nature and Nation

Awareness (RANNA) Suleman Khan [email protected]

0996-401160

0346-9425132 KP Social Assistance

68 Sanjh Development Foundation (SDF)

Ghulam Muhammad

Ghanjera

[email protected]

[email protected]

0459-806410

0322-8384223 Punjab Social Assistance

69 United Development Association Muhammad Asif Nazir [email protected] 0343-6901635 Punjab Agriculture

70 Citizen Community Board

Muhammad Baidar

Bakhat [email protected]

0300-6626062,

041-2603595 Punjab Energy

71 VO Manday Imtiaz Hussain 0300-5789036 Punjab Agriculture

72

Women Development & Environment

Association Nazia Shaheen Malik [email protected] 0454-723444 Punjab Economic Growth

73 Farz Foundation Farhat Abbas Shah [email protected] 042-37556194 Punjab Economic Growth

74 Friends Society Muahmmad Azam [email protected]

049-2764343,

0300-6574171 Punjab Health

75

Pakistan Rural Workers Social Welfare

Organization (PRWSWO) Sabir Farhat [email protected]

062-2282442

062-2286045

0300-6802442 Punjab Social Assistance

76 SAPNA WELFARE SOCIETY GWADAR

Pervaiz Baloch

Muhammad Anwar

sapnawelfaresociety@hotmail

.com

051-4429145

0300-8501332 Punjab Education

77 Starfish Karachi Trust Anser Javed [email protected]

0346-2802646,

0304-9269257 Sindh Education

78 Marie Adelaide Leprosy Centre (MALC) Shakil Ahmad [email protected]

021-35684151,

021-35682706,

021-35688007,

021-35216298 Sindh Health

79 Watan Development Organization (WADO)

Syed Azeem Hayder

Shah [email protected]

0243-528466,

0344-3003353 Sindh Health

80 Layari Development Organization Sadaqat Ali Laghari [email protected] 0243-714825 Sindh Social Assistance

81

Peace Social Welfare & Educational

Organization Qurban Ali Solangi [email protected]

074-4040035,

03003416672 Sindh Economic Growth

82 PEMMICAN Welfare Society Mushtaque Ahmed [email protected]

02298-611379

0333-2723101 Sindh Social Assistance

83

Indus Community Empowerment Foundation

(ICEF) Maria Akhtar Zubarie [email protected] 0344-2727186 Sindh Health

84 Sukaar Foundation Mukesh Raja

[email protected]

m 023-2261913 Sindh Health

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S.no Organization Name Contact Person Email Contact No Province Sector

85 Goth Seengar Foundation Nazeer Ahmed Ujjan

[email protected],gsp.psdw

@gamil.com

0300-8314378,0243-

715646 Sindh

Flood / Social

Assistance

86

SRHD – Society for Research, Heritage and

Development Khadim Hussain [email protected]

025-4611922,

0300-2940655 Sindh Agriculture

87 Sindh Radiant Organization SRO Ghulam Hussain Khwaja [email protected]

0298-770255 –

03007031715 Sindh Social Assistance

88 Sangat Development Foundation (SDF) Nisar A Brohi [email protected]

0244-362011,

0334-3475360 Sindh Agriculture

89

HOPE (Health Oriented Preventive

Education) Dr Mubina Agboatwalla [email protected]

021-32243889,

021-32239930,

0333-2131960 Sindh Health