RMCH Grantee Final Close Out Strategy

Phineas MuchenjekwaRMCH Program

Grantee Close out Meeting – 28 August 2014

Outline• Objectives of Close Out• Approaches to Close out/Exit strategy• Key components of the Final Report• Dissemination planning and

coordination• RMCH role in Grantee Dissemination

Objectives of the Exit Strategy­ To ensure smooth transition of the project from the

hands of the implementers into the hands of the beneficiaries

­ To enable appropriate handover of project activities to relevant stakeholders

­ To prepare for possible adaptation and scaling up of the project by other partners

­ To ensure the sustainability of ‘impacts’ after programme ends

3 approaches to exit strategies• Phasing Down (“scale down”, “focus’)

– Gradual reduction of programme activities– Utilize local district/organization to sustain

programme benefits– While implementing agency deploys fewer

resources (time, material, HR, etc)– Preliminary stage to Phasing Over and/or Phasing

Out

3 approaches to exit strategies• Phasing Out

– Withdrawal of involvement in programme without turning it over to another institution for continued implementation

• After permanent or self-sustaining change achieved• No need for additional external inputs• District/institution reached a stage of self-sufficiency

3 approaches to exit strategies• Phasing Over (“Handover”)

– Transfer programme activities to local institutions or communities

– Programme design and implementation focus on institutional capacity building so that work/services/quality improvement continue through the local organization

Final Project Report• Accessed by different audiences who

do not know about the project• Must answer questions on “what”,

“why”, “where”, “when” and “how”.• Must be written in their person to

present objectivity

Report Outline

1. Executive SummaryProvide a summary of key achievements during the project duration including the following:• How the project contributed to the RMCH Demand and

Accountability objectives, DOH policies and MDGs• Brief description of achievements against work plan

objectives • Present brief facts and figures• Highlight enabling and disenabling factors• Identify key lessons learnt and recommendations

Report Outline2. Background/Introduction• Briefly outline the reason for doing the

project • Provide an overview of key supporting

evidence i.e. identification of local need, research evidence, policy drivers etc.

• Relevant contextual information can also be included e.g. prevalence on teenage pregnancy

Report Outline3. Project Achievements against set targets (Work plan)• Describe the achievements of the project against set

targets from the work plan:• What was achieved and why?• What was not achieved and why?• It must be objective based• Provide number of people reached through each activity

e.g. number of teenagers reached through school outreach activities

NB: Means of verification (registers) must always be submitted to support these figures

Report Outline4 Lessons Learnt, Recommendations & Information Dissemination-Outline useful lessons and recommendations for replication elsewhere. -Also identify useful information that you think could be shared and indicate with whom it would be shared e.g. DFID, NDOH and other CSOs working in the same field. 5. Key Factors Affecting Progress (Enabling and Disenabling factors)- Clarify the factors that positively or negatively affected progress toward achieving the outputs

Report Outline

6 Sustainability Plan- Outline the decisions made and steps taken to ensure

sustainability of the project, such as enduring change as well as continuation beyond the life of the project

- This must involve both internal and external sustainability e.g. scaling up activities in another area

7 Annexures-Products developed must be attached to the report including approved Baseline or situational analysis reports

Dissemination

All products developed are useless unless they are SHARED, and most importantly, USED.

Uptake not just DisseminationWhat are we doing to ensure that the resources will be used once disseminated• Are we disseminating them to the right

people?• Are we “selling ” our products when we share

them. – does the target audience understand their value and how

they can be useful?

• Are we doing follow up to see that they are being used, etc?

Key Components on Dissemination Meetings-Correct identification of stakeholders-Extensive consultation during planning on availability-Early identification of dates and venue important in terms of accessibility and capacity-Invitations must be sent early to give people enough time to plan-Information to be disseminated needs to be packaged in a reader friendly wayExplore ways to coordinate / link dissemination where possible so as not to overwhelm target audience

RMCH Role in Dissemination• To assist with the coordination and planning of

dissemination events• To provide contacts for districts where implementation

has not taken place• To assist with the packaging of dissemination material• To advocate for uptake and adaptation of models and

best practices at district, provincial and National level• To participate in the dissemination events (when

available)