Basic Services Fund – Interim Arrangement (BSF-IA) Kick-off Meeting 15 th and 16 th July 2010

1. Basic Services Fund – Interim Arrangement (BSF-IA) Kick-off Meeting 15th and 16th July 2010

2. Welcome and Introduction • BSF-IA team – Juba, Southern Sudan • Kate Louwes (Team Leader) • Allard Jansen (Financial manager) • Wim Groenendijk (Monitor Health) • Geerte van der Meijden (Monitor WATSAN) • Nicholas Ramsden (Monitor Education) • Sarah Baba Lasuba (Office manager) • Clarissa Mulders – WATSAN (short term consultant) • John James – HEALTH (short term consultant) • BSF-IA team – Arnhem, The Netherlands • Ivo Gijsberts (Project Director) • Erik Holtus (Project Controller)

3. Agenda • 1. BSF: What is the BSF/ BSF-IA? • Goal and Purpose • Organisational structure • Website • 2. Start-up of new BSF-IA projects: things to know about • General Conditions • Financial Reporting and Forecast • Procurement • Audit • Asset management and handing over • Security • Monitoring and Evaluation • Visibility • 3. Technical guidelines • Health / Education • WATSAN

4. BSF: What is the BSF/BSF-IA? • Established by the Government of Southern Sudan (GoSS) and the Department for International Development of the United Kingdom (DFID) in 2005, shortly after signing of the CPA. • Goal: to support the GoSS in expanding primary education, primary health and water & sanitation services to communities recovering from conflict • Purpose:to expand coverage and usage of these services in Southern Sudan.

5. BSF: What is the BSF/BSF-IA? • Millennium Development Indicators and BSF: • 6 Net enrollment ratio in primary education • 9 Ratio of girls to boys in primary education • 13 Under-five mortality rate • 16 Maternal mortality ratio • Proportion of births attended by skilled health workers • Proportion of population with sustainable access to improved water sources • Proportion of population with sustainable access to improvedsanitation

6. BSF: What is the BSF/BSF-IA? 1st Round 6 NGOs, 8 million GBP (DFID) January 2007 – BMB MottMacDonald was contracted by DFID to manage the fund from Juba (BSF Secretariat) 2nd Round 8 NGOs, 9 million GBP (DFID) 3rd Round 24 NGOs, 21.1 million GBP (DFID plus Governments of The Netherlands, Norway and Canada) March 2010 – BMB MottMacDonald was awarded a new contract to manage the BSF-IA fund from Juba (BSF-IA Secretariat) 4th Round 33 NGOs, 30.5 million GBP (DFID, Netherlands, Norway, Sweden)

7. BSF-IA: Organogramme and website Donors: DFID Lead Donor + Netherlands, Norway, Sweden Government of Southern Sudan: Steering Committee MWRI Sub-Committee MoE Sub-Committee BSF Secretariat (BMB Mott MacDonald) www.bsf-south-sudan.org MoH Sub-Committee BSF-IA Grant Recipients

8. Start up new Projects: Contract & General Conditions • Update Contract: • - Contracts are issued in duplicate hard copy from Arnhem • - All contracts start 1st July 2010 and end 31st December 2011 • - Contracts include Project Proposal, Proposal Addendum, Budget, Logframe and Target Tables • General Conditions available on • www.bsf-south-sudan.org

9. Start up new Projects: Financial reporting • Financial reporting: • - Reporting is on a monthly basis and includes • Cover letter + “Form B”+ transaction list • Invoice Cover note format.doc • BSF Form B_300101_0 revised.xls • transaction list example.xls • exchange rates inforeuro june 10 2.xlsx • Soft and hard copies to be sent to the BSF Secretariat Juba Office or the Arnhem HQ by the 10th of each month • - Please note that Form B budget lines should be the same as in the contract budget.

10. Start up new Projects – Financial reporting • Financial reporting: • Budget revisions are possible throughout the grant period, and may be proposed by the BSF Secretariat or the Grant Recipient • budget revision.xls • Spending forecasts are required each quarter • Quarterly Forecast Form 0909.xls • - Asset registration to be kept throughout the grant period and documentation of asset transfer submitted at the close of the period • Copy of Annex 3 BSF Assets exceeding GBP 1000.xls

11. Start up new Projects – Financial reporting • Audit • - Interim audit after 9 to 12 months, only the management letter required • - Tripartite meeting to develop action plan on the management letter • Final audit by 31st January 2012 • (3 hard copies) • - Audit ToR being revised – will be on the BSF website by September 2010

12. Start up new Projects: Monitoring & Evaluation • Each Grant Recipient is assigned a sector-specific BSF Lead Monitor and a Second BSF Monitor • All correspondence with the BSF Secretariat should be through these 2 monitors (contact details are included at the end) • Your BSF Monitor(s) will conduct periodic monitoring visits to your implementation sites • BSF will organise workshops from time to time where Grant Recipients can report on and share lessons learnt

13. Start up new Projects: Monitoring & Evaluation • Quarterly Progress Reports (QPRs) • These will be submitted electronically by each Grant Recipient to their BSF Monitors by the 15th of each month following each quarter.

14. Start up new Projects: Monitoring & Evaluation • The BSF Secretariat is still working on an updated QPR format that will be distributed in September 2010. • The report will include details on the following, as applicable: • Construction progress and service delivery • Gender disaggregated beneficiary numbers • Trainings (GoSS category of training, numbers by gender trained, days by gender trained, level of training attained, impact of training) • Policy and adherence to GoSS standards • Inclusion of government entities / ongoing government capacity building • Participation in State and County meetings, fora, etc.

15. Start up new Projects: Evaluation and donor visits • Evaluation in March 2011 by DFID Juba – Rachel Grant • Donor visits: • Grant Recipients will be notified in advance of any donor visits.

16. Technical guidelines: EDUCATION • In-service teacher training (ISTT): • - GoSS-MoE curricula will be used – available in soft copy from BSF Secretariat or from GoSS-MoE Department of Teacher Education • - GoSS-MoE required training length for one ISTT Stage is 3 months training in every 12 month period • - ISTT should be conducted in CECs where available • - Selection of teachers and monitoring of training sessions will be done together with the SMoEs and CEDs • - Specific efforts will be used to ensure gender inclusivity

17. Technical guidelines: EDUCATION • Construction of primary schools: • - All schools will include: 8 classrooms; offices; staff room; store; separate latrines for boys (min. 4 stances), girls (min. 4 stances) and teachers (min. 2 stances); safe water point • - Extra features that may be included: private washing facilities for girls; fences; dormitories; teachers’ accommodation (esp. at remote schools); access for special needs students; guttering • - GoSS-MoE guideline drawings available on BSF website: • http://www.bsf-south-sudan.org/content/policies-guidelines • - All contracted construction must be through documented advertised tender, with min. 3 quotes required and 1 selected • - Plan well in 18 months: geography, soil type, wet season, referendum

18. Technical guidelines: EDUCATION • General: • - Target PTAs, Boards of Governors, payam officials and CED staff for professional skills development for education management • - The SMoE and/or CED (as appropriate) should be included in implementation “from conception to burial” – i.e. in planning, selection, implementation, monitoring, capacity building, exit/entry strategy and evaluation. • - “Organic” capacity building: “learning by assisted doing” – e.g. Grant Recipients should support GoSS-MoE at all levels, especially in communications and material dissemination. This instead of a “workshopized” training approach to government.

19. Technical guidelines: HEALTH • Comprehensive health services (BPHS) delivery at community, PHCU, PHCC and CHD levels. • Aim at County-wide coverage of health services • Capacity building of County Health Departments • Coordination with MoH at County and State levels • Strengthen governance structures (e.g. Village Health Committees) • Training (formal and in-service) of health workers; Inclusion of supportive watsan (clean water, sanitation etc.) at all health facilities / services.

20. Comprehensive health services include: in- and outpatients care, EPI (static and outreach), antenatal , obstetrics- and neonatal care, family planning/reproductive health services, nutrition support, IMCI community malaria control (LLITN distribution etc.) HIV/AIDS control (VCT etc.), strengthen Health Management Information Systems structured supervision (with check-lists) human resources deployment and –development Technical guidelines: HEALTH – Service Standards

21. Recognition of MoH (or civil society partner if agreed) as owner of facilities and services. Facilitate health information flow from/to facilities to/from CHD. Adhere to MoH reporting formats. Participate in coordination meetings of MoH at County and State levels; and in NGO health forum. Consult with MoH at CHD and State for construction of health facilities; ensuring minimum service norms. Equip Boma/Village Health Committees for facility governance Capacity building of County Health Departments (in some cases also Civil Society partners) preparing for handover. Technical guidelines: HEALTH - Principles

22. Technical guidelines: WATSAN – New Water Points • Preparation and contracting • Hydro geological map available on the website (including saline aquifers) • Independent geophysical survey everywhere (in basement area geo-electrical profiling for at least 750 meters, 10 metre interval, and 3 electrical soundings). • Small field report on water quality issues • Geophysical survey report and field report to be handed in at BSF secretariat, before drilling starts. • BSF also pays for dry boreholes (lower unit prices) • Open tender procedure (in case below GBP 100,000; 3 quotations is also sufficient) • Example contract on website • BoQ versus unit prices, BoQ encouraged

23. Technical guidelines: WATSAN – New Water Points • Community involvement (for all new water points) • Establishment/ training WMC before construction starts • Involvement of women (focus group discussions, etc) • Agreement before drilling starts on maintenance (fencing) and cost recovery. Include in these discussions local leaders and county officials. • Pump mechanics appointed before drilling starts • Construction • MoWRI/ UNICEF technical guidelines are on our website (also for haffir, RWH, latrines, etc) • Independent supervision!! BSF secretariat will organize a drilling supervision course in September. • Drilling process should include 3 hours of pump testing. • Keep drilling log while drilling

24. Technical guidelines: WATSAN – New Water Points • Water quality (also for rehab) • MoWRI/ UNICEF guidelines are available on the website. We strongly recommend to test all parameters. • BSF secretariat pays for bad water quality borehole, however not for pump, and need to look for alternative source • Reporting (County, State, GoSS, BSF) • Geophysical survey report • Water quality field report • Drilling log form (see website) • Pump test graph and data • Water quality form (see website) • QPR and training table • Rehabilitation field report

25. Technical guidelines: WATSAN – Rehab & Hygiene • Rehab water points • Field report beforehand • Rehab. should include flushing and pump testing • Otherwise repair (report then on repair) • Hygiene promotion • Easy to focus on hardware • However behavioral change needs time, therefore start with intensive program from the beginning • Include women and youth (or have separate meetings/ sessions) • Consider the different backgrounds and therefore needs (IDPs, indigenous, etc) • Follow up visits and monitor on this

26. Security - Keep BSF informed of main (in)security facts and risks impacting your project. BSF can then justify changes in your targets and budget, if necessary. - In the case of serious insecurity risks to your project: BSF informs the Steering Committee, DFID and the Joint Donor Office. - Scenario planning based on different security prospects (e.g. the planned Referendum Jan. 2010) gives points for discussion with BSF if the need to change implementation plans arises.

27. Visibility

28. Any other business • Questions?

29. Team Leader: Kate Louwes 0955 150 343 klouwes@bsf-secretariat-sd.org Finance Manager: Allard Jansen 0955 150 344 allard.janssen@bsf-secretariat-sd.org Primary Health: Wim Groenendijk 0955 018 818 wim.groenendijk@bsf-secretariat-sd.org Primary Education: Nicholas Ramsden 0910 470 357 nicholas.ramsden@bsf-secretariat-sd.org WATSAN: Geerte van der Meijden 0955 012 680 geerte.meijden@bsf-secretariat-sd.org BSF CONTACT DETAILS: