New Partners Initiative (NPI) Round One Partners’ Meeting

1. New Partners Initiative (NPI)Round One Partners’ Meeting

2. 10 Steps for Working with Sub-Partners

3. Session Objectives: • Provide an overview of the partner selection and sub-grant management process • review recommended steps for the selection of partners • explore USG regulations and best practice for the management of sub-grants to partners • Analyze challenges encountered in managing partners and sub-grants • Discuss strategies for overcoming these challenges

4. Process for Session • Facilitate reflection and analysis of: • partner recruitment and selection process • strategies used to manage partners & sub-grants • challenges experienced • solutions …strategies that prove to be effective • Presentation focusing on: • USG regulations for grants management • best practices in management of partners

5. Reflection & Analysis -40Min • Form 4 groups, each with a recorder/reporter • Share, reflect and analyze your sub-grant management process: • introduce your programme and implementing partners • explain how your partners were selected for sub-grants • describe the processes in place for managing sub-grants and the challenges experienced, if any • describe how you addressed these challenges and the results achieved

6. USG Regulations & Best Practice for Partner Selection and Sub-Grant Management

7. Comparing Experiences 20Min • Similarities? • Differences? • Reasons for these?

8. Step 1: Identify Your Partner The strength of partnerships lies in shared interest and mutual respect: • combining complementary strengths to achieve greater impact • equal involvement in assessment, planning, monitoring and evaluation

9. Step 1: Identify Your Partner Elements to consider: • actual and potential management history • actual and potential capacity to implement technical elements of programme • community credibility

10. Step 1: Identify Your Partner More elements to consider: • tension between time needed to show results and time needed to build capacity • openness to change and technical support • change/growth management needs

11. Step 1: Identify Your Partner For NPI, you would have identified who you will work in partnership with through 1 of 4 ways: • submission of partner’s name in initial application (prior to winning the award) • USG directed • sole source • competitive selection

12. Step 2: Get USG Approval for Your Partner as a Sub-Grantee • If your partners are to receive sub-grants from your award, they must be approved by USG • Requirements for USG approval of partners for sub-grants differs depending on the partner selection process

13. Step 2: Get USG Approval for Your Partner as a Sub-Grantee If included in initial application • if application is approved, no further requirements If USG Directed • documentation from a legal representative of the US Government stating that they have directed such inclusion

14. Step 2: Get USG Approval for Your Partner as a Sub-Grantee If sole sourced • documentation on why no other entity could feasible meet the required needs If selected competitively –e.g. RFA/RFP • documentation of the RFA process

15. Step 2: Get USG Approval for Your Partner as a Sub-Grantee All approval requires documentation of: • your process for identifying the sub-grantee (Selection Memorandum) • solicitation documents: • RFA issued • responses to RFA • evaluation matrix • evaluation criteria for selection

16. Step 2: Get USG Approval for Your Partner as a Sub-Grantee …plus • the complete application/proposal submitted by the partner selected for sub-grant • technical application • budget and budget narrative • cost and pricing information • the draft agreement to be entered into between you and your partner/sub-grantee

17. Step 3. Determine Mechanism for Awarding Sub-Grants Two primary types of award mechanisms: • Standard Agreement agreement you have in place governed by USG Mandatory Standard Provisions and the Required as Applicable Standard Provisions • Fixed Obligations Grants (FOG) limited to USD$100,000 payments tied to deliverables

18. Step 4. Conduct Pre-Award Assessment Is the organization capable of administering and implementing sub-grant in alignment with USG regulations and national laws. • What is its track record in managing and implementing HIV responses (Management Questionnaire & Informal Consultations) – What kind of infrastructure exists? (On-site Assessment) – Are last year’s audited accounts on file? (Documents Collection)

19. Step 5. Negotiate the Amount of the Sub-Grant to be Awarded Review your partner’s technical application and budget to ensure: • consistency with your program objectives • programme activities are logically connected and technically sound • activities are consistent with USG regulations • costs are reasonable and verifiable • costs are directly allocable to program

20. Step 6. Secure USG Approval of Sub-Grant • these steps are not consecutive; some are simultaneous • approval of sub-grant award generally occurs alongside the sub-partner approval process

21. Step 7. Assess Sub-Grantee’s Potential for Cost-Share Contributions, both cash and in-kind can be accepted as cost-share when they are: • not included as contributions for any other USG-assisted program • reasonable for proper and efficient accomplishment of project objectives • charges that would be allowable under the applicable Federal cost principles • not paid by the USG under another grant or agreement • verifiable from the sub-partner’s records

22. Step 8. Manage the Sub-Grant Award All regulations branding requirements and mandatory provisions flow-down from your agreement to sub-grantees • provide meaningful orientation and training for sub-grantee’s to be compliant with agreement • link payouts on FOGs to deliverables • link payouts on standard agreements to documented, allocable costs incurred • monitor and support sub-grantee –but don’t interfere in day to day management

23. Step 9. Report Appropriately and On Time • adhere to reporting schedule and formats • reports should meet your programme management needs as well as PEPFAR requirements • seek guidance when in doubt

24. Step 10. Close-Out of Agreements When the end of the grant period is reached, the grant must be “closed out” • obtain close-out statements from sub-grantees certifying that there are: • no outstanding expenses • no outstanding credits • no outstanding deliverable • assets are inventories and disposed of according to regulations • publications and materials produced with USG funds are catalogues and filed