Utilization of TBTEAM web tool in TA planning development including case scenario's

1. Utilization of TBTEAM web tool in TA planning development including case scenario's Adapted from TBTEAMs Education & Training Package • Soleil Labelle & Martin van den Boom • Meeting on National TB strategic and technical assistance planning • Luxor, Egypt, 11-14 December 2011

2. TBTEAM Build up national capacity and ownership of countries’ TA plans and implementation. To help countries and international agencies coordinate TA through a well-organized network of technical partners, including CSO, NGO. To enable the most effective use of all national and external resources. To help countries and partners with ad-hoc requests for assistance that could be provided by a consultant within a large pool of qualified experts.

3. The TA Planning framework Know the steps! The TBTEAM website Why use it? TA planning online Find experts, partners Enter missions Generate TA plan Be visible! The Education & Training Manual Get trained! Session agenda Open tool box more often!

4. What is the TBTEAM TA plan framework? • It is a guide to help facilitate the development of comprehensive, costed TA plans. • It consists of 10 components that help countries effectively plan the TA in their country. • It is based on your NSP and helps to implement the NSP.

5. 1.Task: Briefly describe the purpose of the activity. Detailed terms of reference should be included. Elements of a TA plan 5. Funding gap: Estimated cost minus the available funding. Represents the funding gap needed to implement the activity. Phase 1: Preparatory Work 2. Estimated Cost: Total estimated cost of the mission using UN or other organization rates as a guide. 3. Available Funding: What monetary funding exists within the NTP. GF grants, partner budgets, etc. for this activity? 4. Funding source: What is the available funding source?

6. 6.Expert: If known, indicate the name of the consultant (national or international). Where there is not an expert identified, there is a human resource gap. Elements of a TA plan 10. GF grant activity reference and service delivery area: Since GF TA plan is a subset of the comprehensive TA plan, noting the GF grant activity reference could facilitate reporting. Phase 1: Preparatory Work 8. Timeframe: The calendar element of the TA plan is crucial! Missions should be organized in advance to secure funding and the best consultants. 9. Status: Planned, confirmed, completed, TA request, cancelled or postponed 7. Responsible officer/partner: The person in charge of coordinating the mission.

7. The TBTEAM website TA planning online The TA Planning framework The Education & Training Manual (to assist with knowing how to use the website) What’s in the TBTEAM toolbox? Before we go into details – Is TBTEAM accurately reflecting the missions happening in your country? Why use these tools ?

9. TBTEAM Missions By WHO Region, Oct 2010 to Sept 2011 Source; TBTEAM Website 9. Status: Planned, confirmed, completed, TA request, cancelled or postponed

10. 1.Task: Briefly describe the purpose of the activity. Detailed terms of reference should be included.

11. 7. Responsible officer/partner: The person in charge of coordinating the mission. TBTEAM Missions by Technical partner In Eastern Mediterranean Region, Oct 2010 to Sept 2011 Source; TBTEAM Website

13. The TA Planning framework Know the steps! The TBTEAM website Why use it? TA planning online Find experts, partners Enter missions Generate TA plan Be visible! The Education & Training Manual Get trained! Session agenda Open tool box more often!

14. Why use TBTEAM? Opportunities for NTP to take charge of its own TA needs and plans Technical partners can engage in the process Engages ALL partners, incl NGO, CSO Better coordination and planning Ability to track TA and anticipate scheduling conflicts Coordinates use of resources for TA and identifies gaps.

15. Added benefits Limits ad hoc, fragmented and duplicated events Provides quality assurance Enables, you as recipient of TA, to provide feedback on the consultants Provides opportunity to build on past missions Provides opportunity to build the local capacity

16. The TA Planning framework Know the steps! The TBTEAM website Why use it? TA planning online Country profiles Find experts, partners Enter missions Generate TA plan Be visible! The Education & Training Manual Get trained! Session agenda Open tool box more often!

17. Log-in/National Info REMINDER: You are responsible for keeping this up to date! Go to the website Log-in to the website. Click on “Country Profile” Click on country name. View information.

18. Accessing the Expert List • 1. Click on the “TBTEAM Experts” tab from the homepage. • 2. In the “main area of expertise” tab, select what kind of expert you need. • 3. Fill in any other search criteria you need • 4. Click “search” and view the profile.

19. Accessing the partner list Click on the “Engage with TBTEAM partners” from the homepage Click on the name of the partner to view their information

20. Entering an event 1. Access the homepage. 2. Click on “enter an event.” 3. Enter the information for the event. 4. When finished, click “add the event.”

21. Entering an event 5. Once the event is submitted, TOR and Experts can be attached. 6. Events will then appear on the events page.

22. Generating the TA plan A TA plan is comprised of a series of TA events. Entering a TA plan means entering all the TA events that are happening in the country. Once all the TA missions are entered, it is then possible to generate the TA plan and export it to excel.

25. LINK BACK TO THE 10 ELEMENTS OF A TA PLAN

26. REMEMBER: National Coordinators need to regularly check the TBTEAM website and consult with NTP, Partners and Regional TBTEAM Focal Points to ensure that the TA plan is up to date and captures all the TA events happening in the country.

27. Practical Scenarios

28. What happens next? • Scenario: Suppose you have a lab mission scheduled for October. While doing your regular check of the TBTEAM website, you notice that there is a lab mission scheduled for November by the CDC. When you look at the TOR for the mission by the CDC, they look very similar. What actions do you now need to take? • Contact CDC in order to clarify the difference (if any) • If the same, this is an example of duplicated TA. Therefore, one of the missions needs to either be revised or cancelled. • The TA plan needs to be updated (with local partners and on the TBTEAM website). • If the events are different, the events could be joined.

29. What happens next? • Scenario: It’s July and a GDF mission just happened in your country. A MDR mission is scheduled for November. What, if any, are the actions you need to now take? • The details of the event need to be uploaded on the website. The status should be changed and the mission report uploaded so that the expert has access. You may wish to contact the MDR relevant expert with any relevant recommendations (i.e. SLD) • The MDR mission needs to be added to the TA plan on the TBTEAM website and preparations to be filled accordingly.

30. What happens next? • Scenario: Let’s now suppose that you have a mission for Global Fund phase I to II scheduled for September. However, you find out that the most appropriate expert can only come in August. What actions do you now need to take? What would the next steps be? • The TA plan needs to be updated with new dates for the mission (in TBTEAM) or a different expert should be found in discussion with relevant partners. • Provide the relevant information to the expert.

31. Education & Training Package WHAT is it? TBTEAMs new strategy to build capacity and continuity WHY? Response to countries requesting increased support on the tools of TBTEAM. Response to the need of continuity of messaging WHAT'S in it? Educate on the mission and purpose of TBTEAM. Increase capacity around utilization of TBTEAM tools. TRAIN YOURSELF IN TBTEAM!

32. THANK YOU!