Joint Appraisal 2016: How to plan and conduct a joint appraisal

Transcription

1 Joint Appraisal 2016: How to plan and conduct a joint appraisal This guidance is intended for country stakeholders, Gavi Alliance partners and Gavi Secretariat staff involved in planning and conducting the joint appraisal. This document explains the purpose and objectives of the joint appraisal and outlines suggested steps to organize a successful appraisal process. For information on how to develop a joint appraisal report, please refer to the document entitled Joint Appraisal 2016: How to develop the joint appraisal report. 1. Introduction New approaches to strengthen Gavi s 1 grant management processes were first introduced in These changes are intended to simplify the grant application and review process, decrease transaction costs for countries, enhance country and partner engagement, better align vaccine and health system support, ensure better fiduciary oversight and improve grant performance monitoring. Gavi s funding for new vaccine support (NVS) and health systems strengthening (HSS) covers a three to five year period and is typically provided for the duration of the national health plan or comprehensive multiyear plan (cmyp). Gavi s grant support is renewed annually subject to a country s programmatic and financial performance. In the past, to renew funding, countries submitted an Annual Progress Report (APR) to the Gavi Secretariat along with a request for the next year s vaccine and cash support. The renewal decisions were based on a desk review by an independent panel of technical experts. As part of the redesign efforts, the joint appraisal process and the High Level Review Panel (HLRP) were introduced, to move the discussion on grant implementation progress and future needs to the country level and engage more effectively those most familiar with the Gavi support. The outcomes of the joint appraisal serve as the main source of information provided to the HLRP to enable the recommendation to Gavi s Chief Executive Officer for approval of the renewal of Gavi NVS and/or HSS support for a further year. 2 They also inform the focus of technical assistance provided by Gavi Alliance partners. Feedback from a range of stakeholders on the 2015 joint appraisal approach has been received and taken into account when refining the guidance documents for In particular, a differentiated approach has been introduced as of 2016 and is further explained in this guidance note in section Joint appraisal definition and objectives What is the joint appraisal and why is it needed? The joint appraisal is a key step in Gavi s grant renewal process. It is an in-country, multi-stakeholder review of the implementation progress and performance of Gavi s vaccine and cash grant support to the country, and of its contribution to improved immunisation outcomes. While some of the analysis required for this appraisal may be available from recent reviews of the immunisation programme, it 1 The use of the term Gavi refers to Gavi, the Vaccine Alliance, which includes WHO and UNICEF 2 HLRP comprises senior management from WHO, UNICEF and the Gavi Secretariat as well as some independent technical experts. The panel meets three times a year.

2 should not be viewed as a review of the national immunisation programme. The joint nature of the appraisal aims to foster stronger collaboration between government and Gavi stakeholders, and achieve a common understanding of opportunities, challenges and critical needs for support and technical assistance related to Gavi s core priority of sustainable enhancements to immunization coverage and equity through transparent dialogue. At the country level, this exercise helps align stakeholders from different departments, functions and agencies on the programmatic or financial issues that require attention. At the global level, the linkage between historical and expected grant performance forms the basis for Gavi s renewal decisions. The identification of bottlenecks and risks in implementation along with discussions on future priorities of the immunisation programme also inform how Gavi support (through cash and technical assistance by the Alliance partners 3 ) should be best directed in the following year to maximise the impact of the support. What are the objectives of the joint appraisal? To identify persistent challenges impeding progress, in particular toward improved coverage, equity, as well as bottlenecks that must be addressed to promote technical/financial sustainability. To highlight areas where greater national investments and efforts, as well as technical support, are needed. To inform the Gavi s decision on the renewal of its grants, and enable consideration of how to optimize its catalytic support to help improve immunization outcomes. Who does the joint appraisal? Where? The joint appraisal is undertaken by a joint appraisal team usually comprising the following stakeholders: 4 Relevant staff from the ministry of health and ministry of finance of the Gavi-supported country; Members of the Inter-agency Coordinating Committee (ICC) and Health Systems Coordinating Committee (HSCC), including civil society organisations if appropriate; Staff from Alliance partner organisations; and Relevant Gavi Secretariat staff. The joint appraisal takes place in the country with all joint appraisal team members physically present. If travel to the country by regional and global partners is not possible, the appraisal can be conducted with those partners joining key discussions by telephone with documents and draft reports exchanged via . In some instances, a full joint appraisal by all stakeholders may need to be conducted remotely due to security reasons. Regardless of the approach taken, a set of core design principles are available that may enhance the quality of the joint appraisal outcomes (see design principles in section 3). When does the joint appraisal take place? The joint appraisals should, where possible, be planned to align with existing country fiscal cycles, annual planning processes or with relevant, in-country multi-partner reviews or activities. Other considerations include the timing of disbursement needs for Health Systems Strengthening (HSS) grants. See Section 4.1 for more information on timing considerations, as well as a planning timeline (Annex 1) for the approximate time frame to conduct a joint appraisal in relation to the three HLRP meetings planned in What is the outcome of the joint appraisal? The outcome of the appraisal is the completed report that captures information, analysis, findings 3 Alliance partners such as WHO, UNICEF, the World Bank, U.S. Centers for Disease Control, PATH, Johns Hopkins University, John Snow, Inc., Agence de Médecine Préventive. 4 More detailed information is provided in section 5.1 below, under Define the joint appraisal team. 2

3 and recommendations of the joint appraisal team 5. The joint appraisal report covers a set of standard areas of enquiry related to the Gavi support to the national programme. The report (as well as the targets, reported performance of the grants and the request for continued HSS funding) must be endorsed by the ICC and HSCC or equivalent. It is used by the HLRP to inform its deliberations and recommendation on grant renewal and on the provision of technical assistance to the country. The report template and related guidance can be found in the document Joint Appraisal 2016: How to develop the joint appraisal report. 3. Joint appraisal design principles The joint appraisal needs to be sufficiently reliable to allow the HLRP to use the outcomes as the basis of their recommendations on funding renewal. Regardless of the joint appraisal approach taken, some key design principles are important to keep in mind to ensure the quality of the joint appraisal and its outcomes. The joint appraisal should: Be co-convened by the Ministry of Health (MOH) and Gavi Secretariat Be inclusive of relevant national and international stakeholders Enable unbiased, evidence-based discussions Build on existing country processes and results of other reviews Be conducted in-country at a suitable time as determined by the country Identify actionable recommendations Have the process, findings and recommendations documented in a report that is endorsed by the ICC or HSCC. The targets, reported performance of the grants and the request for continued HSS funding are also to be endorsed at this time. Be supported through intensive engagement by the Secretariat in-person The following table includes some actions that are essential for a reliable joint appraisal process. Design principles Be co-convened by the Ministry of Health and Gavi Secretariat Be inclusive of relevant national and international stakeholders Enable unbiased, evidence-based discussions What this means for the joint appraisal The Gavi Senior Country Manager and a delegate from the Ministry of Health should co-convene the process (with support from partners), to ensure that Gavi s grant management expectations are made clear and that the process is tailored to suit the needs of the country. To formalise the process and clarify roles and responsibilities upfront, it is suggested that the Ministry of Health send a letter to stakeholders involved in the joint appraisal discussions as early as possible. Ensure the relevant expertise exists in the joint appraisal team to cover knowledge of immunisation and health systems (NVS and HSS grants), as well as programmatic and financial management. Include in the appraisal discussions relevant stakeholders from relevant ministries (e.g., Ministry of Finance), development partners, civil society organisation (CSOs), national academic or training institutes in country, as well as regional or global levels partners, who can offer different perspectives on implementation progress and ways to address identified issues. Selection of external participants should be discussed with Ministry of Health, Alliance partners and the Gavi Secretariat. Ensure open dialogue between stakeholders, and use data to support discussions. Data should be made available to the joint appraisal team a month in advance of appraisal discussions, so relevant analyses can be done and the desk review of the documents can inform the refinement of the appraisal agenda. 5 Consistent with Gavi s Access to Information Policy the executive summary of the completed report of the joint appraisal will be made publicly available and other parts may also be made publicly available. 3

4 Build on existing country processes and results of other reviews Be conducted in-country at a suitable time as determined by the country Identify actionable recommendations Have the process, findings and recommendations documented in a report that is endorsed by the ICC or HSCC Be supported through intensive engagement by the Secretariat in-person Review outcomes of other situation analyses from the last year, in addition to progress in implementing action plans from other reviews, to provide context for the joint appraisal. Link with and contribute to strengthening existing review mechanisms where it is possible. Planning for the when, how and who should be done at the beginning of the year and accommodate country planning and fiscal cycles After consultation with countries, WHO/UNICEF regional groups could develop a timetable of activities for each region to facilitate planning and participation of regional stakeholders Recommendations identified in the joint appraisal process should be actionable, and include responsibilities and clear timelines for follow-up. If funding is required, the recommendations should indicate funding sources and, if unavailable, how resources will be secured. ICC/HSCC or an equivalent national coordinating mechanism should be engaged throughout the process. Joint appraisal process and report needs to be endorsed by ICC/HSS to ensure collective agreement on the actions moving forward. The data/targets in the performance framework are also to be endorsed at this time. The Gavi Secretariat will be present during the development of all joint appraisals, and will engage to support the process. 4. Differentiating the joint appraisal process In 2015 the majority of countries (approximately 64%) undertook the joint appraisal with full engagement from regional and global stakeholders joining these country discussions. This was seen as a very positive achievement for strong Alliance participation. In other countries, these joint appraisal discussions were supported by partners through more remote coordination and support. The investment of time and resources to maintain this level of engagement by partners across the portfolio suggests a need to differentiate the joint appraisal process going forward. As of 2016, while country discussions on performance remain an integral part of the annual grant cycle, Gavi will not require all countries to conduct a full joint appraisal with global and regional stakeholders each year. Gavi eligible countries fall into two main categories: Country Type In-country participation Frequency Review mechanism PEF priority Full joint appraisal Country, regional & global stakeholders Every year HLRP Remaining countries Full joint appraisal Joint appraisal update Country, regional & global stakeholders Every 2 nd (or 3 rd ) year HLRP Country stakeholders Interim years Secretariat review In line with Gavi s Partners Engagement Framework, a subset of countries have been prioritised on the basis of scale and severity of challenges related to coverage and equity of immunisation. 6 These twenty countries will continue to conduct joint appraisals with full engagement by Alliance partners on an annual basis and these joint appraisal reports will be reviewed by the HLRP each year. In 6 Countries include: India, Nigeria, Pakistan, Ethiopia, DR Congo, Indonesia, Kenya, Uganda, Afghanistan, Chad, Niger, Somalia, Myanmar, South Sudan, Mozambique, Madagascar, CAR, PNG, Haiti, Yemen. 4

5 addition, special circumstances facing certain countries (for example those in an accelerated transition phase) may also suggest an annual cycle of joint appraisal. For the remaining countries, a full joint appraisal can be planned less frequently, either every second or third year, depending on the level of investment and complexity of Gavi support. This is because countries and Gavi are expected to revisit implementation progress on a regular (annual) basis as part of routine monitoring and reporting but not all countries will require involvement by global and regional stakeholders each year. The Gavi Secretariat will consult with governments and partners to decide on the appropriate schedule and frequency for each country. For those countries not conducting a full joint appraisalevery year, a joint appraisal update will be submitted by the MOH to the Gavi Secretariat for review and renewal in interim years. Minimum standards/requirements help distinguish between a full joint appraisal and the less extensive joint appraisal update (see table below to compare characteristics between the two). Renewal decisions will be taken in a timely fashion soon after submission of the joint appraisal update, in order to facilitate advance planning and implementation. Shared characteristics Characteristics Full joint appraisal Joint appraisal update Basis of discussions Timing Location Process lead & report writing Builds on previous joint appraisal outcomes and focus on progress to date or changes in country situation Refer to existing country processes and results of other reviews Be conducted in-country at a suitable time as determined by the country (approximately 3 months following the end of the country s fiscal cycle) In-country Process co-convened by the MOH and Gavi Secretariat Report writing as agreed with the joint appraisal team prior to the meeting. Differing characteristics Characteristics Full joint appraisal Joint appraisal update Purpose Report content Participation A multi-stakeholder review of the implementation progress and performance of Gavi s support and its contribution to improving immunisation outcomes and to strengthening the capacities of countries to independently sustain their immunization programmes. Comprehensive report on analysis of performance; identification of actionable recommendations Be co-convened by the Ministry of Health (MOH) and Gavi Secretariat Be inclusive of relevant national and international stakeholders (e.g. WHO and UNICEF) Be supported through intensive engagement by the Secretariat in-person An interim progress report, routine monitoring and documents discussions between MOH and Gavi Alliance Short report to update actionable recommendations for Gavi Secretariat (what has been achieved and what remains or is needed to improve outcomes) Be co-convened by the Ministry of Health (MOH) and Gavi Secretariat Be inclusive of relevant in-country partners (e.g. WHO and UNICEF) Less emphasis on participation by international partners Be supported through intensive engagement by the Gavi Secretariat Endorsement Endorsed by the ICC/HSCC or equivalent Endorsed by the EPI manager or equivalent Review mechanism Reviewed by the High Level Review Panel (HLRP) Reviewed by the Gavi Secretariat 5

6 5. Joint appraisal process This section describes various suggested steps to help countries understand the implications of organizing and conducting a joint appraisal. Depending on the size of the country and complexity of the Gavi grant portfolio, a country may decide to convene a small organising team comprising members from the government, alliance partners WHO, UNICEF or others) and the Gavi Secretariat to coordinate and oversee the planning, implementation and follow-up of the joint appraisal. Planning Conducting the joint appraisal Post-appraisal steps Agree on the timing of the joint appraisal Agree on the approach Define the joint appraisal team & agree on roles/responsibilities Review the timeline & resource requirements Discuss ways to engage ICC/HSCC members Define the joint appraisal programme/agenda Desk review of relevant documents and data analysis Develop a draft report Have multi-stakeholder discussions on grant performance Consolidate joint appraisal findings Debrief with national coordinating mechanism Finalise joint appraisal with relevant stakeholders HLRP review Grant renewal approvals Follow-up on recommended actions 5.1. Planning the joint appraisal Advance planning It is important to coordinate joint appraisal planning across country, partner, and Secretariat partners as early as possible. Key to this initial step is to confirm a shared understanding of the purpose of the joint appraisal. Scheduling a series of telephone calls can help advance the appropriate planning steps as well as track any work-planning issues that need to be addressed resolved. Agree on the timing of the joint appraisal Certain factors need to be discussed by country stakeholders to ensure a suitable time for the joint appraisal process: Timing of other planning or review cycles and related activities in country (e.g. fiscal cycle, annual work planning/reviews/evaluation). Ideally the joint appraisal would be timed to coincide with the end of the country s fiscal cycle and on the back of a review where key stakeholders would already be present in the country. This would allow the outcomes of the review to inform the appraisal discussion. Timing of other competing activities in country where key stakeholders may not be available to participate (e.g. elections, vaccine introductions, World Immunisation Week, etc.) The need for disbursement of the next tranche of HSS or other cash grant; this would guide the decision as to which of the three HLRP meetings the country should submit its appraisal report. The availability of key data sources that inform the appraisal, such as, reports from household and facility surveys and other relevant assessments (e.g. data quality assessments), WHO/UNICEF Joint Reporting Form (JRF) 6

7 The time required to finalise the joint appraisal report, which should be submitted in advance to the Gavi Secretariat per the schedule set out in Annex 1. Agree on the joint appraisal approach The scale and intensity of the appraisal process will vary depending on the country context and should be discussed between the government, Alliance partners and the Gavi Secretariat. The joint appraisal should take place in the country with all joint appraisal team members physically present see section 4 above to determine whether a full joint appraisal or joint appraisal update is to be developed. Factors which will determine the approach include for example, the size and complexity of Gavi s investment, coverage performance, fragility, security issues, transition phase and financial management capacity issues, as well as whether it could be linked to a planned joint review or other similar activity. The following questions are intended to help determine the approach and duration of a joint appraisal. Some examples of different ways to conduct a joint appraisal are also included for illustration. Questions to inform a discussion on appraisal approach and duration Which key stakeholders at country, regional and global levels are needed to participate in the joint appraisal? Are there multiple issues (examples as listed in the earlier paragraph) that warrant face-to-face dialogue between country stakeholders and regional/global partners to ensure effective resolution of the challenges? Are there other joint review activities (e.g. Expanded Programme on Immunisation (EPI) annual workplan review, health sector review) planned where immunisation programme performance will be discussed and which would inform the appraisal discussion? Will key stakeholders be present already? If other joint review activities are planned, would the schedule allow for a joint appraisal to be conducted in parallel or afterwards? What are the costs/benefits of conducting a field visit in terms of clarifying or refining the findings and recommendations of the appraisal, particularly as they relate to issues of coverage and equity? Illustrative examples of different approaches a. Joint appraisal workshop (with or without an additional field visit), following another joint review activity, where many key stakeholders will already be present (2-3 days); b. Standalone joint appraisal workshop not timed to coincide with another in-country joint activity, with or without field visit (1 week); c. Shorter standalone joint appraisal workshop (with or without a field visit) not timed to coincide with another in-country activity, complemented with teleconferences and/or exchanges between stakeholders. Review the timeline and resource requirements The joint appraisal process requires time commitment from all participants. Various arrangements for conducting the joint appraisal, including notifying relevant stakeholders, setting up meeting times, specifying locations, communicating the work programme to all interested country stakeholders, interpretation, etc. need to be considered. Any editing and finalisation of the joint appraisal report should also be planned in advance, regardless of the appraisal approach. The timeline of activities and resource requirements should be discussed early on and made clear to all parties involved. Define the joint appraisal team The joint appraisal team, is responsible for carrying out the appraisal and reporting on its findings. The team should include government officials (from national ministries of health and finance); WHO 7

8 and UNICEF Alliance partners at country, regional and HQ level; and the Gavi Secretariat. Other partners at regional and/or headquarter levels (e.g. World Bank, CDC, and civil society organisations), technical agencies and other bilateral donors could also be part of the team. Agree on roles and responsibilities There are several roles to play in planning, implementing and following up on the joint appraisal. These roles should be shared between the joint appraisal team members, suggestions are indicated in parentheses: Management of the entire process per agreed upon approach and timelines; and follow-up on each step of the process until report finalisation, approval and submission to the Gavi Secretariat (lead conveners from Ministries of Health and Gavi Secretariat); Development and refinement of the programme or agenda for the joint appraisal (Ministry of Health and Gavi Secretariat); Support of the logistical needs of the joint appraisal, including scheduling appointments with relevant programme staff and partners, organizing teleconferences, and planning for field visits (Ministry of Health and country partners); Collection of relevant sources of data and documents for desk review (joint appraisal team members); Development of a draft joint appraisal report prior to the joint appraisal discussions (joint appraisal team members); Hold exploratory meetings and discussions with the relevant government and programme staff as well as other implementing partners and stakeholders to evaluate progress towards the objectives of the Gavi grants (joint appraisal team members); Ensure that grant management requirements (e.g. approved targets, activities and budgets, financial management compliance requirements) are reflected in the discussions (Gavi Secretariat); Appraisal and documentation of the findings (joint appraisal team members); and Report-writing, editing and finalization (joint appraisal team members). Team members should consider who amongst themselves is best placed to deal with the various programmatic elements and how they might frame their questions to ensure the most useful outcomes. Some suggested (general) topics are included in the document entitled Joint Appraisal 2016: How to develop the joint appraisal report. Discuss ways to engage ICC/HSCC members The engagement of ICC/HSCC members (or an equivalent body in country) is important to ensure ownership of the outcomes of the joint appraisal process and to ensure a balanced and accurate identification of country needs. Ways to engage the members throughout the process should be considered during the planning stage as this will also help secure the final approval at the end of the process. Holding an introductory meeting at the beginning of the process and a debrief session at the end of the joint appraisal discussions is one way to ensure endorsement of the key recommended actions by the ICC/HSCC. Define the joint appraisal agenda The Ministry of Health staff, with inputs from the appraisal team, defines the agenda for the joint appraisal. The agenda s programme may comprise a series of meetings, interviews and/or discussions with primary partners of the EPI and HSS within the ministries, including ministry of finance/budget/planning as well as partners who support programme implementation such as CSOs and other development partners. The meetings may take place at national level, but field trips to the regions or districts to review programme implementation successes and challenges are also recommended, if feasible. In order to ensure all stakeholders are aligned at the beginning of the meeting, it is needed to allow time for the country to provide a short presentation on the immunisation landscape; and ask the Gavi 8

9 Secretariat to provide a short presentation on the organisation s current requirements and strategic directions. The programme should be refined to focus on issues that require attention, based on findings from the desk review and any specific issues that the Gavi Secretariat may send in advance. Desk review of relevant documents and data analyses It is important for the appraisal team to have a comprehensive understanding of the current state of the immunisation programme as well as the content and implementation status of the Gavi grants. Team members will review a set of primary documents e.g. approved country proposal(s), comprehensive multiyear plan, programmatic and financial reporting for all grants as submitted through the Gavi country portal, country requests/plans for continued support, relevant updates from World Bank/IMF on the country s macroeconomic situation, etc. If relevant, secondary documents are also reviewed e.g. EPI reviews, post-introduction evaluations. See Annex 2 for an indicative list of primary and secondary documents. The grant performance framework must be reviewed by the country as part of the joint appraisal, and performance against agreed metrics is to be analysed and explained in the report where relevant. All relevant data and documents should be made available to the joint appraisal team ideally at least one month prior to the joint appraisal discussions, so that these materials can be reviewed and data analysed to inform the focus of the appraisal discussions. The timeline and responsibility for collection of the relevant documents should be discussed during the planning phase and adequate feedback provided in the preparation phase from all team members Conducting the joint appraisal Have multi-stakeholder discussions on the status of coverage, equity, sustainability and grant performance The joint appraisal team will follow the defined agenda and hold discussions with the key stakeholders, asking various questions relating to the coverage, equity, and sustainability situation as it relates to grant implementation, including programmatic achievements and challenges, and financial management. Future needs in terms of renewal requests and technical assistance are also discussed. See document entitled Joint Appraisal 2016: How to develop the joint appraisal report for more information on the expectations for the joint appraisal discussions, topics for discussion, and report content. Consolidate joint appraisal findings Time must be set aside for the team to consolidate, share, analyse and discuss the findings. Based on the responsibilities defined during the planning phase, the person(s) responsible for report writing consolidates inputs from the various stakeholders. It is imperative that this be a joint effort, irrespective of how the appraisal was conducted. Importantly, there should be consensus amongst the stakeholders on the content and recommendations of the joint appraisal report before it is written7. A joint appraisal report template is provided by the Gavi Secretariat to ensure completeness of reporting and to enable outcomes and findings to be presented to the HLRP in a consistent format. Debrief with national coordinating mechanism The joint appraisal process and findings, as well as the targets, reported performance of the grants and the request for continued HSS funding, must be endorsed by the ICC/HSCC or equivalent. This can be done at the end of the process through a meeting to debrief members of the ICC/HSCC on 7 If consensus is not reached, the majority view should be described, with minority positions noted at the end of the report 9

10 the appraisal findings. Minutes of the debrief meeting can be submitted along with the joint appraisal report, or a brief description of how the joint appraisal was endorsed could be included in the report itself, in the space provided. It is recommended that members also discuss and agree on the most appropriate mechanism for ensuring timely follow-up on the recommended actions. Issues raised during the debrief meeting, including any dissenting views or additional comments from members of the ICC/HSCC, partners or Gavi Senior Country Manager should be documented in the joint appraisal report. Experience has shown that following in-country discussions there could be a need for further iterations and exchange by to finalise the report. Once the joint appraisal report is finalised it is submitted to the Gavi Secretariat via the Senior Country Manager (see Annex 1 for timing of submissions). It will then be shared with the HLRP members for their review Post-appraisal steps: Approval of grant renewals, management discussions on technical assistance, and follow-up on recommended actions During the HLRP meeting, the Senior Country Manager may present the key findings of the joint appraisal, including reporting on the status of recommendations from the previous panel review. The HLRP discusses the findings and makes a recommendation on whether to approve the renewal of funding. In addition, the HLRP may make recommendations for specific actions to be followed up by the country, Secretariat or Alliance partners. A country s technical assistance needs for the coming year are also reviewed by the HLRP, so that a cross-country analysis can be done to inform allocation of resources through the Alliance partners. A letter is then sent to the country, informing them of the outcomes of the HLRP, including any conditions to disbursement. Upon final approval from Gavi s Chief Executive Officer, the country will receive a Decision Letter, detailing the approved financial amount for the relevant vaccine and cash grants. Each year in August/September, all countries will be informed of their co-financing obligations for the following year. The mechanism to follow up on the recommended actions from the joint appraisal may vary by country. Regional and global partners and Gavi Secretariat can use existing working group meeting forums or tools to help monitor progress (e.g. through the performance framework), and a status update of actions should be provided to Gavi each year through either a full joint appraisal, or an interim update. To allow for the country needs identified in the joint appraisal to be translated into technical assistance needs, if necessary, the Gavi Secretariat, with the country will discuss further the needs identified. To ensure a coordinated approach, there will also be a discussion about which entity could provide the support. 10

11 Annex 1: 2016 Planning timeline for joint appraisals To be aligned with country fiscal cycle or other reporting cycle if they don t follow the fiscal cycle Ideal scenario for countries with fiscal year January December KEY = Submission target = JA submission as soon as possible following reporting Upon completion of the joint appraisal, countries will submit the appraisal report to the Gavi Secretariat via the SCM. It will then be shared with the review members for their review. Dates for countries conducting a full joint appraisal using the full reporting template and with country, regional and global stakeholders present Deadlines for joint appraisals High Level Review Panel meeting dates 20 April May 27 June July 5 Sept 5-7 Oct Dates for countries conducting a joint appraisal update using a lighter version of the reporting template and with only country stakeholders present Deadlines for joint appraisals 3-4 months following end of fiscal cycle Secretariat review dates Immediately following submission of joint appraisal

12 Annex 2: Indicative list of documents to be referred to during the joint appraisal There are several mandatory documents that are submitted through the country portal which are key to joint appraisal discussions. The following list includes some additional documents which could help inform the joint appraisal (in no particular order). Primary documents The comprehensive Multi-Year Plan (cmyp) 2015 joint appraisal report The performance framework Current national health-sector strategy Latest information for WHO-UNICEF Joint Reporting Form (JRF) Coverage and equity related improvement plans, data and surveys The budgets and financial reports (current year and previous year) for Health Systems Strengthening Support (HSS), Immunisation Services Support (ISS), Civil Society Organisation (CSO) grant, Vaccine Introduction Grant (VIG) or Campaign Operational Costs Audit reports Data quality assessments and improvement plans, if available Any household or facility survey report, surveillance review report, or other studies Previous, current and, if available, next year s HSS budget and workplan Relevant NVS Vaccine Introduction Plans, and annual work plan Gavi transition assessment and plan, if available Available analyses of financial flows and bottlenecks Immunisation financing assessment and action plan for underperforming countries, if available Budget and disbursement information of the immunisation programme for the past year and budget for the current year Health sector development plan Any recent Health Sector Review or Joint Annual Review (JAR) The previous years approved technical assistance package list of all partners Secondary documents Any recent EPI Survey, Post Introduction Evaluation (PIE) or post Supplementary Immunisation Activity (SIA) report Any relevant existing evaluations as Full Country Evaluations (FCE) 8, country HSS mid-term and/or end-of-grant evaluation (if relevant) Effective Vaccine Management (EVM) report and improvement plan update Vaccine stocks reports Gavi Aide Memoire/Financial Management Requirements (Annex 6 of the PFA) and any recent Cash Programme Audit (CPA) or Monitoring Review report or External Audit report ICC/HSCC terms of reference and minutes for the past year 8 Project covering Bangladesh, Mozambique, Uganda and Zambia 12

13 Annex 3: List of commonly used abbreviations AEFI APR cmyp CDC CES CPA CSO DHS EPI EVM HLRP HPV HSCC HSS ICC IRC ISS JAR JANS JRF MICS MOH MOF NVS PIE PBF SIA SCM UNICEF VIG WHO Adverse Events Following Immunisation Annual Progress Report Comprehensive Multi-Year Plan Centers for Disease Control and Prevention Coverage Evaluation Survey Cash Programme Audit Civil Society Organisation Demographic health surveys Expanded Programme on Immunisation Effective Vaccine Management High Level Review Panel Human Papilloma Virus Health Sector Coordinating Committee Health System Strengthening Inter-Agency Coordinating Committee Independent Review Committee Immunisation Services Support Joint Annual Review Joint Assessment of National Strategies WHO/UNICEF Joint Reporting Form Multiple Indicator Cluster Survey Ministry of Health Ministry of Finance New and underused Vaccine Support Post-Introduction Evaluation Performance-Based Funding Supplementary Immunisation Activity Senior Country Manager United Nations Children s Fund Vaccine Introduction Grant World Health Organisation 13