Copy (2) of Partnership Project Application IMCC MEDSAR Nov2010(3)

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Application form: Partnership project

1.Basic InformationProject pool and themes

Which project pool are you applying? MENA DKProject Pool X

Which theme(s) are the project addressing? Organisationaldevelopment

X

AdvocacyNetworking X

Project information

Project titel Rwanda Health Education ProgrammeApplying DUF member organisation(s) IMCC RwandaPartner organisation(s) MEDSARProject locality Butare and Kigali, RwandaProject period January 2011 – January 2013Required amount (max. 500.000kr.) 489.983 DKK

Summary of the project (max 10 lines)In this project we want to strengthen the economic and human resources in both partnerorganisations to increase the sustainability of our partnership. An important way to fulfil this will bethrough project activities.

The activities will include workshops on financial management and handover process, as well asnetworking with other youth organisations, local authorities and NGOs. Furthermore, activitieswithin the communities are another way to strengthen MEDSAR as an organisation.Through the Rwandan Health Education Project (RHEP), MEDSAR aims to improve the health statusof youth, rural women and men by using the students’ professional knowledge and the skillsobtained through the experience gained in the previous projects conducted.

2.The Partners

Partnership capacity and cooperation

International Medical Cooperation Committee (IMCC) is a medical student’s organisation in

Denmark, which has three divisions working in the following three domains; Exchanges andElectives, Educating and Information and finally Development and Aid. Furthermore is IMCC amember of the International Federation of Medical Students Association (IFMSA). IMCC Rwandawhich is a part of the Development and Aid division has been in a very productive cooperation withMEDSAR since 2004. IMCC Rwanda is a dynamic gathering forum open for all students. The group of 11 students is currently composed of medical students, Public Health students, Political Sciencestudents and one student from CBS. The group is composed of experienced members from the lastODP as well as new members. Furthermore we are still well connected with former members whoare from time to time used as a resource of feedback and useful experience.

The partnership project will be rooted in IMCC through IMCC Rwanda. The overall responsible for

the project will be the national board of IMCC.



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IMCC Rwanda networks and shares knowledge with other subgroups within the Development andAid division of the IMCC, furthermore IMCC Rwanda participates in the General Assembly and theNew Comers’ Seminar. Especially during the period of the old ODP our group has gained invaluable

amount of information and experience about international partnership. This partnership project isexpected to increase our capacity, organizational skills, cooperation, intercultural understanding andknowledge about healthcare in a developing country. Moreover is IMCC Rwanda a member of Rwandan Youth Organization Network, where we can share knowledge and experience with otheryouth organizations (Medical Students Mental Health Associations, Save the Children Youth,Association des Enfants et Jeunes Travaillleurs de Rusizi).

Please make an estimation of the current capacitylevel of the DUF member organisation(s) forcarrying out projects

Beginner Intermediate ExperiencedX

MEDSAR was founded in 1997. It is a voluntary member organization of which all medical studentsin Rwanda automatically become a member. Currently the organization has 630 members of which150 are active members and of these members approximately 100 members have been involved asvolunteers in the five projects as part of the former ODP.The main MEDSAR objectives are:

1. To unite, defend and represent medical and paramedical students2. To promote science and research culture within members3. To initiate programs whose aim is to promote the living standards of the population4. To combat solitude and ignorance by creating cooperation with other associations both in

Rwanda and abroad

MEDSAR is a member of the International Federation of Medical Students Association (IFMSA) and isstructured by the IFMSA principles. This means that the main activities in the organization aremanaged by the board whose members are democratically elected on the annual General Assembly.Moreover, several projects are run by MEDSAR. These projects have individual boards and primarilyuse MEDSAR for technical support and knowledge sharing.

MEDSAR has apart from IMCC Rwanda several other partners: Edinburgh Global Partnerships (EGP),Professional and Research Exchange Programs through IFMSA, Bristol’s Volunteers For Development(BVFD), MTV Staying Alive, GTZ Santé and RYON (Rwandan Youth Organization Network). As wellas funders: Rwandan Ministry of Health, The National University of Rwanda and the Faculty of Health.

The vast number of cooperation’s together with the high number of active members enable MEDSAR

to conduct health related projects. This will create better and more aware doctors in the future andto increase awareness in the local population in the Southern Part of Rwanda and Kigali about familyplanning, nutrition, gender empowerment and sexually transmitted diseases. Furthermore MEDSARis very visible in the campus where it arranges various types of workshops, information activitiesand other arrangements such as football matches. Many of the previous projects have been abouthealth related topics in the southern part of Rwanda. The partnership project will build on thisexperience. Since the medical faculty is planning to move partly to Kigali, the partnership willexpand the activities to that area.

The partnership project will contribute with many activities and workshops within MEDSAR, which

will increase the awareness of health related problems among the volunteers as well as the local



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population.Please make an estimation of the current capacitylevel of the partner organisation(s) for carrying outprojects?

Beginner Intermediate ExperiencedX

IMCC Rwanda (previously Rwandanmark) was established by two medical students who went toRwanda as part of their clinical training. Their meeting with members of MEDSAR led to the idea of apossible cooperation between IMCC and MEDSAR in 2004. Their visit to Rwanda was then followedby a MEDSAR member’s visit to Denmark as a combination of medical clinical training and the

establishment of the cooperation between Rwandanmark and MEDSAR. The establishment of theproject was followed by a series of activities between the two organisations.Through the years our partnership has grown strong, and we have created some long-lastingprojects. As an example we are still working closely together with one of the projects from theprevious ODP called SPAC, which works with former prostitutes’ engagement in basket weaving andcultivation of land as an alternative to prostitution.In spite of the project no longer being funded by our partnership the SPAC project has becomealmost economically sustainable. Today our work with SPAC focuses more on branding their producton the Danish market and trying to create sustainable sales-agreements.We find the success of SPAC to be a great achievement for our partnership.Our ambition for this partnership project is for the activities or the impact they have caused toremain in MEDSAR and in the local society, as we have experienced with the SPAC project.

In spite of all the successes we have had, our partnership is still facing some challenges.Most recently these challenges have been related to financial reporting and selection processes.On this basis we have seen a strong need to keep developing our organisations in order to avoidthese kinds of problems. We know that we are greatly influenced by the fact that we are all studentsand our organisations have a high turnover of active members.

We know it is inevitable that some posts will be very dependant on the person in charge of it,however we need to keep focusing on sustainable knowledge sharing by developing a plan forcapacity building in both organisations.In other words, we are aware of the fact of the presence of similarities between the previouslyconducted ODPs and this partnership project. However we find it reasonable to keep working onthese aspects, as the process is long-term and exceeds the project period. Below is the currentSWOT analysis for our project.Strengths Enthusiastic and committed volunteers, good understanding of the different

cultures, long successful cooperation, adequate resources in terms of activemembers in Rwanda, good relation to previous members as useful contacts andsource of information, very different cultural backgrounds, creating a personal

network of doctors to be, friendships across borders, many ideas from thevolunteers to make a difference, the ability to perform advocacy.Weaknesses All members are fulltime students and generally have limited time, busy times

during the exam periods, very different cultural backgrounds. High memberturnover. The large distance, language barriers and different cultures can halt thecommunication. There can be a lack of feeling of responsibility if one does not fulfila task, or a lack of engagement if there is no funding.Disagreements between the two cooperating organizations, concerningresponsibilities and election procedures.

Opportunities Better opportunities for local funds once MEDSAR receives its legal status. Thereare opportunities for private and local funding in Denmark and maybe othercountries, for creating income generating activities, and establishing strategicalliances with other partners. It is an opportunity to cooperate across faculties,



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e.g. Medicine and Agriculture on malnutrition projects, and to cooperate with otheryouth organisations in Rwanda and within RYON.

Threats The opposition of the Rwandan authorities towards powerful youth organisations,which is why these only are allowed to work in the fields of HIV/Aids, family

planning etc.The lack of trust in youth in Rwanda which makes it difficult to be recognized asan NGO and to generally being taken serious, as a group that can make adifference in the society.Financial risks related to unforeseen changes in the international exchange rate.The challenge of recruiting sufficient members in IMCC Rwanda, to replace thosewho leave the group.

Activities previously conducted by IMCC Rwanda and MEDSAR

IMCC and MEDSAR have previously conducted the following projects. All projects but one wassponsored by DUF (see below):

A Pilot Project (2004):Project Management and HIV/AIDS, Rwanda, 63.890 DKK

A Pilot Project (2006):Training of Trainers In Family Planning, Rwanda, 89.570 DKK

A Pilot Project (2006):Conflict Management and Human Rights in Huye District, Rwanda,92.010 DKK

An ODP (2006-2008): Organisational Development and Poverty Reduction Among YoungPeople in The Southern Region of Rwanda, 399.090 DKK incl. expansion

A Pre-Appraisal (March 2008): Health and Human Rights, Rwanda, 31.930 DKK

An ODP (2008-2010): Improvement of Health and Human Rights in The Southern Province

of Rwanda Through Strengthening of Organisational Structures in MEDSAR, 399.946 DKKincl. Expansion

Network activities (2009). The network is a cooperation between IMCC Rwanda, RBU andIMCC Mental Health Rwanda (in Denmark) and MEDSAR, MMHA and AEJTR (inRwanda). The activities in Rwanda were funded by DUF. The activities in Denmark werefunded by Projektrådgivningen along with a contribution of 1000 DKK from eachparticipating group.Network activities in Rwanda: 90.000 DKK.

Network activities in Denmark: 10.000 DKK (from Projektrådgivningen) + 3000 DKK (from the 3network groups).

Partnership Development project (2010): The partnership development project focused onrevision of the partnership agreement, and project planning with participants from bothorganizations. The project funded by DUF, 49.980 DKK.

Preparatory Study (2010): The preparatory study focused on lessons learnt in the evaluation of the ODP of 2008-2010, for elaborating an application for a partnership project. Also, selectionof one health-related project to be part of the partnership project. The project was funded byDUF, 40.000 DKK*

Four youth leader programmes in total from 2006 – 2010:

2006/7: 236.984 DKK

2007/8: 233.235 DKK

2008/9: 193.699 DKK



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2009/10: 199.443 DKK

Total amount funded by DUF: 2.119.777 DKK*

*note that the financial report for the Preparatory Study (2010) has not been audited yet, therefore theamounts marked are approximate.

The partnership:(The purposes mentioned below refers to the logframe, annex 2)

Concerning purpose 1 and 2The capacity building of both organisations in the partnership will be addressed as a main focus of this project. We aim at improving the sustainability in terms of organisational structure, humanresources and knowledge-sharing ie. focus on internal handover process in both organisations. InMEDSAR a main focus will also be on increased financial independence which will help create a more

sustainable organisation. Networking with external partners working with the same topics will beequally important.

Concerning purpose 3 and 4The health related issues will be taught by voluntary medical students in Rwanda. Medical studentsin Denmark, who are part of IMCC Rwanda, will be involved to a certain extent in planning thepractical matters regarding the execution of activities.The plan is to involve 150 medical students in Rwanda in the two year course of the project.Youth clubs will be set up for local children and youths. The youth club members will be involved inplanning activities for themselves. As most of the activities are of general public interest theincreased awareness will help both young men and women to be able to benefit equally from them.In health centres the teaching sessions will address rural women and men who will gain knowledge

on family health related issues. Religious leaders will be approached. One of the reasons for this isthe hope of enhancing the involvement of men in matters of family health, since this is oftenhindered by the religious leaders.

Partnership agreement is attached (annex 1).

3. Preparation and Analysis

Preparatory process

From the projects previously conducted within the partnership, we saw the need to keep focusing onhealth issues. We now want to work closer within the medical profession, since we have realised thisis our main competence.Through the last two ODPs, MEDSAR and IMCC Rwanda has gained alot of knowledge onorganisational development, especially in terms of project planning and the use of the LFA model.In order to see how the MEDSAR members use this knowledge, in the new project application wedecided that the first draft for the application should be written by the Rwandan partner (asopposed to previously where the first draft always had a strong involvement of the Danish group).To welcome all ideas, MEDSAR called for project proposals from all MEDSAR members in July 2010.The selection of the project was according to criteria that both partners set during evaluation of theODP in March 2010. The evaluation made up a good base for finding out what was needed in thenew project.

During the preparatory study (PS), one of nine proposals was selected by MEDSAR and IMCC



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Rwanda representatives.Information from the previous ODP evaluation was used to assess the number of beneficiaries in thepossible duration of the coming project.In the process of designing the project, we have elaborated analysis for: stakeholders, gender,

problem, objectives. This led to the creation of the logframe (annex 2).

For example, in our gender analysis we have considered the capacity, influence and social positionof both males and females in the following groups:

1. MEDSAR2. IMCC Rwanda3. Rural population of Southern Province of Rwanda and Kigali area4. Youth (aged 12-20 years) in Rwanda

Examples of our considerations:1. 3 years ago MEDSAR decided on gender equality in the executive board. This

has led to an increased number of female medical students to run for positionslike class representative. The last two years the MEDSAR president has been aman. A future challenge will be to encourage female medical students to runfor this position in the elections. Female role models will be included inencouraging females to join MEDSAR as volunteers,

2. A high number of female and a low number of male members could repulsepotential male members, because of the views or lack of views of possiblefriendships.

3. Husbands take the majority of decisions in their families and in churchcommunity. Therefore, this project has a focus on addressing religious leadersas well as men at community work days. By impacting the men’s view on the

importance of health education, we hope to make the teaching sessions more

attractive for families.4. In Rwanda until this day the general opinion was that young women were not

able to achieve the same as the young men. In secondary school both girlsand boys learn about their equal rights and opportunities and the responsibilityto the community through knowledge on reproductive health andcommunicable disease. We will approach school rectors to be allowed to teachin secondary schools on these topics, hereby widening the horizon of studentson their own health.

Problem and context analysisThe main goal of the project is to build up the capacity of MEDSAR and improve the health status of Rwandan youth and rural women and men in Kigali area and the Southern Province of Rwanda.

MEDSAR is a student’s organisation, which both is a challenge and an advantage. The advantage ishigh motivation for working, equal-minded members in terms of age and profession. Thechallenges include high member turnover and difficulties in terms of conserving the knowledgewithin the organisation. This is also crucial when it comes to financial management of projectsconducted within our partnership. Therefore capacity building is still needed. This is alsostrengthened through project activities in educating on health.

The focus in this partnership project’s activities is based on the fact that Rwanda is facing hugechallenges, as other developing countries, caused by poverty, high birth rates combined with the



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highest population density in Africa. The problem is mainly presented in the rural areas due to alow literacy rate, lack of information on health and strong religious leaders, creating a hostileenvironment towards talking openly about e.g. family planning and contraceptive methods.Health related issues such as HIV/Aids, malaria, tuberculosis, family planning, reproductive health,

maternal health care and healthy diet awareness still also remain as challenges to Rwanda. Thishas greatly attracted the attention of local as well as governmental authorities that have attemptedto solve the problems with great efforts but still too few to cover the actual needs.In spite of their essential importance for the health of the family, women have little influence onthe local and national level, which amplifies the extent of the problem.

Young people are confronted with challenges from the very beginning of their lives such asmalnutrition, poor education possibilities, bad health care, high number of teenage pregnancies,poor preventive measures against communicable diseases and STDs (sexually transmitteddiseases).In this way both boys and girls are exposed to the mentioned effects in the problem analysis whichtraps them into the same situation as their parents, thus creating the vicious circle of poverty.

Several development stakeholders are addressing some aspects of this problem. Among these isthe Ministry of Health, which conducts family planning education to some nurses that teach theirskills to pregnant women in the district hospitals and health clinics. Furthermore, PopulationService International Rwanda (PSI) and Association Rwandaise pour le Bien-Être Familial (ARBEF)are institutions that address HIV/Aids, reproductive health issues and family planning bycampaigning, testing, counselling and providing contraceptive methods. This however is far toolittle effort to cover the actual need.As medical students, we feel the urge to use our capacity and skills to contribute to the addressingof the above-mentioned problem.Volunteering medical students from Rwanda and Denmark will carry out the implementation and

monitoring of the project.In our project we will be working closely together with the government employed staff, at thehealth centres where we teach. While teaching the rural women and men we also wish to teach thestaff in these methods to improve their knowledge on the topics. This will improve the informationthey will be able to provide for the beneficiaries and in the future enable them to take over theteaching sessions from the voluntary medical students within our project.

Target group

The primary target group is MEDSAR. A continuous capacity building of this organisation is crucial

to our partnership.The secondary target groups are the youth and the rural men and women in Kigali area and theSouthern Province.The work with the secondary target group enhances the organisational skills of MEDSAR, whichstrengthens their capacity.

Primary target group

The primary target group is Rwandan medical students. By developing the Medical Student’s

Association of Rwanda (MEDSAR), we reach all Rwandan medical students as our target group, asthey all are members of the organization. They depend on government scholarships or familysupport since student jobs are almost impossible to find.MEDSAR consists of 578 students aged 18-29 years. Approximately 23% are female. Involvementof these members in the execution of the project not only enables them to gain organizationalknowledge and skills, but also to get experience outside the hospital environment, which is not



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common for medical students.

Secondary target groups

In our project we have two secondary target groups since the RHEP has two focus areas (see the

previous section). In the FHEP the beneficiaries are rural women and men in Kigali area and theSouthern Province. In the YHEP the beneficiaries are youth aged 12 to 20, both girls and boys inKigali area and the Southern Province.

How will the target groups be involved in the project

The primary target group will be involved in the project by organizing all activities related to theRHEP. This includes ongoing monitoring and evaluation of the project as well as working towardsstrategies for advocating for MEDSAR as an organization and women’s rights to a healthy life.

The secondary target groups will primarily benefit from the projects but they will also be involvedthemselves. In particular the beneficiaries from YHEP will be involved during World Malaria day andWorld TB day where they will be encouraged to make information activities. The beneficiaries from

FHEP will e.g. be involved during Umuganda* where they will be working prior to the teachingsessions.

* Umuganda is half a day of community work which takes place once every month. In mostdistricts it is the last Saturday of the month. During the morning three hours are spent workingtogether on a community project. The following approximately 2 hours are reserved for speechesand teaching sessions. The Umuganda is mandatory for citizens of the local community who areabove 18 years old. (see also Target group, annex 3).

4. Project DescriptionObjectives and success criteria (indicators)

Our long-term objective is to make MEDSAR a strong youth organization. This will be achieved bythe work of conducting the Rwandan Health Education Project that aims to improve the healthstatus of Rwandan youth and rural women and men in Kigali area and Southern Province of Rwanda. To achieve this objective we have divided the project into two parts: the Youth Health

Education Programme (YHEP) and the Family Health Education Programme (FHEP).Previously the focus has mainly been on strengthening MEDSAR, however, in this partnershipproject we will also work on the capacity building of IMCC Rwanda, since we have experienced aneed to do so.

Our four main purposes (immediate objectives) are:

1) Capacity building of MEDSAR2) Capacity building of IMCC Rwanda3) Increase knowledge about community health care to youth4) Increase knowledge about family health care amongst rural women and men in Kigali

Rwanda

Under each immediate objective we have several expected outputs which will be verified bymeasuring specific indicators (see annex 2).



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Activities and expected results (output)

Please see the logframe (annex 2) where activities and their expected results are linked to theirimmediate objective (purpose).

Project visits:

(This refers to activity 2.3.1. in the logframe and posts 2.3.1. and 2.3.1a in the budget).During the project period we have planned to have two project visits from Denmark.

The first one will be in the beginning (February or March 2011) and involves financial reporting andguidelines and handover to improve knowledge-sharing.We want to teach approximately 40 medical students within MEDSAR. The workshop structure willbe two following weekends. Weekdays will not be included since the medical students will need tostudy. The first weekend will be on financial reporting. The duration will be two full days. Here wewill be working with Excel-sheets similar to the ones at the DUF website. Group work will be carriedout after about 2 hours of introduction to the reporting design and why it is necessary to follow the

guidelines set by DUF and the internal guidelines within the partnership. We will try to ensure ahigh number of laptops, possibly bringing extra from Denmark and by asking participants to bringtheir own or borrow from friends. In the groups we will ensure that no more than three people willhave to share a laptop during an exercise.We want to give priority to members who are treasurers in projects in our partnership, but also inother projects within MEDSAR and reserve 4 places for people from the RYON.Apart from this we want to prioritise MEDSAR members from lower years (4th year and below) topromote sustainability and knowledge-sharing.

The second weekend will focus on the handover process. Why it is important to have documentsdescribing task and responsibilities in the organisation and in the project. Why it is important toupdate them. What is the worst case scenario and consequences in terms of responsibility

(examples from our recent economic challenges will be given). Discussions on advantages anddisadvantages in overlap period where two people share a post in the organisation. Ideas on how toinvolve members who previously have held key positions in the organisation to still have a level of involvement etc.

We wish to have two participants from IMCC Rwanda in each project visit. From experience wehave learnt that when workshops need to be conducted it is preferable to be at least two peoplefrom the visiting organisation. This is to share ideas and elaborate on feedback during theworkshop period, and to assist the partner organisation on practical matters. It is also anadvantage to be more than one trainer during group work, in order to be able to circulate betweengroups and facilitate the work done.The week between workshops we plan for the Danish visitors to be involved in conducting abaseline study. At the time of the project visit the first training of project trainers in Rwanda willhave taken place. The new trainers will be able to escort the Danish participants to the healthcentres, secondary schools and youth centres where questionnaires will be handed out and filled in.We find this relevant because it creates project ownership in both organisations. The Danishvolunteers will meet the members of the partner organisation and see the places where projectactivities take place. During the visit they will also be able to help MEDSAR with systemising thebaseline information collected.

The second project visit will take place about the time of July 2012. It involves 2 people from theDanish organisation and have a similar structure to the above mentioned.The topic will be evaluation. The time of the project visit is chosen to be at the end of the projectactivities and before the evaluation begins. The participants from Denmark will have participated inDUF courses on monitoring and evaluation or similar. They will be able to help adjusting and giving

ideas to the final plan for the evaluation. A workshop on the monitoring process conducted during



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the project will be held for MEDSAR members closely involved. Also a weekend workshop will beheld for about 40 members of MEDSAR where the people involved in the project will present casesfrom the project. The duration of the visit will be about 2 weeks where the Danish people will beable to assist with any questions on evaluation.

Please be aware that the above given are examples of content. The major topics are decided uponalready, but minor changes might be made relating to the conduction of the project visits.

For selection of the Danish participants we will try to send a new member and one moreexperienced in our partnership. This is to promote sustainability, project ownership, and also tomake sure that at least one participant will have knowledge on Rwandan culture and experiencesfrom the past.

We have previously conducted seminars on LFA with a similar structure (Partnership DevelopmentProject in feb. 2010) where the group work was positively evaluated. We also reached a highattendance of MEDSAR members and the increased knowledge gained about LFA was shown in thecall for proposals for this project.

Advocacy

Advocacy is not a main focus in our project.In RYON one of the main focuses is on advocacy, which is described in their latest applicationrecently approved by DUF. Being member of RYON, our cooperation will take part in the activitiesregarding advocacy and learn from the experiences, which will be very beneficial on our futurestrategy on advocacy.

In this application we have considered the following towards developing an advocacy strategy:1. We will advocate for MEDSAR as a youth organization in order to strengthen their status andimpact in the Rwandan society. We will seek to impact governmental bodies by arranging meetings

and trying to reach legal status. By empowering MEDSAR and working towards achieving their legalstatus we aim to make MEDSAR a sustainable and strong youth organization.2. We will focus on increasing awareness in the local rural community about women’ s rights to ahealthy life and focus on family structure. Here it is crucial to involve men. This is why we havedecided to sensitize religious leaders in this project due to the fact of their great influence on menin the rural communities.

Risks and challenges

RISKS CONSEQUENCES MANAGEMENT

All members are full timestudents

Insufficient time to carry outthe project activities.

Long term planned activities-Regular meetings withvolunteers

Many activities in ourorganization

Delay in activities-Disorder in activities

-Define the tasks andresponsibilities of eachmember in the two groups(Family Health EducationProject and Youth HealthEducation Project).-Regular internal meetingswithin the two groups

-Weekly reporting from eachgroup.



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Failure to retain trainedvolunteers within MEDSAR

Loss of knowledge sharing,Low sustainability, Lownumber of skilled andexperienced volunteers within

MEDSAR.

Organize regular knowledgesharing workshops within thedifferent project groups.

-Long term commitment of thevolunteers to work on theproject and with MEDSAR

-Provide facilities forsessions(communication,transport and catering fees)

Non-collaboration of religiousleaders, Local authorities,NGOs, GOs, health centers,and youth centers’ leaders in

the implementation of the

project

-Limitation of activities-Delay in the execution of theproject activities-Difficulties to fundraise forincome generating activities

for Health youth clubs.

-Good communication withlocal authorities, religious-,other NGO-, GOs, healthcenters- and youth centersleaders.-Regular reporting.

Fluctuation in the exchangerates

Cancellation of some projectactivities-Adjustments to the budget

Be aware of the variations inthe exchange rates whilebudgeting.

Project located in two differentareas (Kigali -HUYE District)

- Cancellation of someactivities-Delay in the execution of some activities

-Involve enough andcommitted volunteers in theproject activities in therespective districts-Hold regular meetings onboth project sites-Well defined administrative

structures on both projectsites-Weekly activity reports on theongoing project activities

Disagreements between IMCCRwanda and MEDSAR.

- Delay of project activitiesdue to a temporary halt in themoney transfer- No development of newinitiatives in the partnership

Official documents written incooperation between the twoorganizations stating mutualagreement on key topics asfinancial management andcommunication.



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Monitoring and evaluation

Monitoring of project activities Activities within the two partner organisations: each month the MEDSAR president will send an emailto IMCC Rwanda describing the MEDSAR activities that took place during the past month.

Likewise, the external coordinator of IMCC Rwanda will each month write a letter to the MEDSARboard describing what happened in IMCC Rwanda and IMCC during the past month.Based on previous experience showing that verbal communication is a very fruitful way of communicating, each IMCC Rwanda monthly meeting will end with a Skype meeting with the MEDSARboard giving feedback on the monthly reports and discussing relevant topics.

Monitoring of the project activities will be conducted in cooperation between the secretaries of FHEPand YHEP, MEDSAR secretary and IMCC Rwanda project management team.FHEP and YHEP will be writing reports for each group every 3 months and send them to the MEDSARsecretary.The MEDSAR secretary will collect the reports and send them to IMCC Rwanda’s external coordinator.The 3-month-reports will be in the form of a scheme (approximately 1 page long) briefly stating whatwas achieved, what challenges were met, how the challenges were overcome and what can be done toimprove the work of the coming 3 months.

The monthly reports and Skype meetings plus the 3-months-reports will assess whether the timetableand activity plan is kept and if there is any obstacles that call for the need to any change. If resultsare reached, we will use the indicators mentioned in the project logframe in order to assess thefulfilment of the objectives, and if not, evaluate why and plan how to proceed in order to assure thefulfilment of the results.

Every six months MEDSAR and IMCC Rwanda will make a half-year report to DUF as according to theDUF guidelines.Project activities are set to end by the end of July 2012 which leaves 3 months for evaluation asaccording to the activity plan.

The coordinating boards of the projects will facilitate the monitoring of the projects and the MEDSARBoard will facilitate the monitoring of the activities regarding the organisational development of MEDSAR. However MEDSAR executive board always has the responsibility of all the reporting beingdone. (for further information on project structure see annex 4)

The quantitative methods for the monitoring reports and meetings mentioned above will be collectionof attendance lists from the teaching sessions, MEDSAR membership lists of active volunteers, eventprogrammes, newsletters, pictures from events where the projects participate, and the existence of awhite book (see means of verification in the logframe, annex 2, in order to see which methods will beused to verify the specific indicators).

Monitoring of the economy:

Since monitoring and handling of economy has been a challenge in our previous ODP, we will put agreat effort into handling this better in the partnership project.It is of high importance that the economic status is followed closely throughout the entire projectperiod and that MEDSAR as well as IMCC Rwanda has a good understanding of the economicguidelines – both the ones set by DUF and the economic guidelines agreed on within the partnership.The above mentioned monitoring of economy will be carried out by the following:

- Focus on knowledge sharing on economy. This will be carried out by a workshop in thebeginning of the project period. In the workshop, the economy guidelines and the use of theexcel sheets will be taught among other things in the economy field. The seminar will take

place at the time of the project visit of Danish delegates in Rwanda, as they will assist in



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conducting the seminar. Furthermore we will make sure that the economic handover betweenboards is fulfilled, i.e. more meetings and common tasks between the former and currenttreasurers will take place during the handover-period.We will also have focus on economy in the youth leader application in order for the youth

leaders to be well educated in the economic field in order for them to act as a resource for thetreasurers in the project.- Creation of detailed 3-month-reports by the treasurers of FHEP, YHEP and MEDSAR. The

treasurers will themselves fill in excel sheets and keep track of money spent, in order to makesure no post is exceeded. The money spent during the past 3-month-period needs tocorrespond exactly to the activities carried out and this will be checked by the treasurers inRwanda as well as the IMCC Rwanda treasurer. Finally an assessment of whether all expensesare reasonable will be made.

- Instead of transferring money half year as in previous ODPs, money will this time betransferred every 3 months. If any post in the budget was exceeded in the previous 3-month-period, the amount will be subtracted from the next transfer.For further information please see the description of project visit in the activity section.

- Creation of new economic guidelines that will need signing of both IMCC Rwanda and MEDSAR.- Creation of a strong chapter on economic handover in the white book.

So in total the following will be carried out as means of monitoring the activities in our partnershipproject:

- monthly reports from each organizations followed up by a Skype meeting- brief 3-month-reports on FHEP and YHEP activities- detailed 3-month-reports on economy- 6-month-reports to DUF

Evaluation of project activities:

In the starting phase of the project IMCC Rwanda will have a visit to Rwanda where a baselineassessment will be conducted in cooperation with MEDSAR and the secretaries of FHEP and YHEP. Thiswill be done in order to monitor the outputs during the project period as well as to conduct the finalevaluation of the project. When doing a baseline assessment we enable ourselves to do a thoroughand hence useful assessment of the outputs. Questionnaires as well as quantitative measurements willbe used to do the baseline assessment (on the specific indicators defined in the logframe for output3.2 and 4.2).

In the end of the project period, when the activities have finished, a final evaluation will be conductedin cooperation between IMCC Rwanda and MEDSAR executive board. MEDSAR general secretary is themain person responsible of coordinating this task. In order to assess the results of the project, thequestionnaires used for the baseline assessment will be reused to measure the indicators.Quantitative measurements will also be carried out corresponding to the ones carried out at thebaseline study.Information activities in Denmark

IMCC Rwanda in cooperation with Save the Children Youth-Rwanda and Mental Health Rwanda(Danish partner of Rwandan Youth Organisations’ Network, RYON) will carry out a jointinformational event in Denmark. The event will take place at the University of Copenhagento ensure student participation. The participating organizations will inform about theiractivities. We have planned for some of the expenses to be covered by external funds.Volunteers from all of the groups will organize and conduct the event together. Events like thiswill be held at least once a year.

During the IMCC information day, that will be held twice a year, we will present our projects



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and partnership hoping to recruit new members. This will include a powerpoint presentation.The target group will be students from all faculties but primarily medicine, since it is conductedat the Medical faculty. Responsible for this are three volunteers from the group.

An introduction meeting in IMCC Rwanda will be held for people interested in the group at

least twice a year. Through posters at the medical faculty, info screens, the IMCC website andthe medical student newspaper we will try to advertise for our group. At the meeting currentactivities will be presented including photo material. People who have recently been to Rwandawill give a personal account of their experiences.

Once a year we will attend the project fair at the IMCC general assembly, where we willpresent our project and cooperation to members of IMCC and share knowledge andexperiences with other projects.

During this project period we will produce IMCC Rwanda branding items to use at ourdifferent activities in Denmark and to advertise for our partnership, ie. Project t-shirts.

The organizations and the project will be presented in articles published in Danish studentpapers and other public media to advocate the project to the general public.

The members of IMCC-Rwanda are divided into three different sub groups, (PR, economy and projectadministration) the PR group is overall responsible for the above mentioned activities.For further information about activities in Denmark please see LFA logframe, annex 7 (sheet 2).



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5. Signatures

I hereby confirm that my organisation fully supports this partnership and this projectapplication, that we have knowledge about the DUF guidelines as well as the financialguidelines and that we are prepared to take on all obligations that an approval of theapplication will put on us as an organisation. I furthermore confirm that I have the authority totake decisions and sign agreements on behalf of my organisation.On behalf of the Danish member organisation On behalf of the Partner Organisation

Date/Place Date/Place

Name Name

Position in organisation Position in organisation

Signature Signature

Stamp (optional) Stamp (optional)



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6. Contact information

Basic information about Danish applicant

organisation Organisation’s name Address Telephone and fax, if any Email address Website, if any

Name and address of other DUF memberorganisations, if any

National organisation:

International Medical CooperationCommittee, IMCCPanum Instituttet 9.2.2Blegdamsvej 32200 København NTlf. og fax: 61604735 www.imcc.dkResponsible committee:IMCC Rwanda

Panum Instituttet 9.2.2Blegdamsvej 32200 København N

Tlf. og fax: [email protected]

Contact person Name of contact person Contact person’s address (if different from the

organisation’s home address) Contact person’s email Contact person’s telephone no.

Amir AliRektorparken 1, 10. 10172750 København [email protected]+45 60624692

Partner organisation Organisation’s name Address Country Email address Telephone no. Website, if any Name of contact person

If there are more than one partner, allorganisations must be mentioned.

Medical Students Association of Rwanda,MEDSARNational University of Rwanda (NUR)Faculty of MedicineB.P: 30 ButareTél: +250 8611186Fax: +250 530328E-mail: [email protected]

6. Annexes

List of annexes

Obligatory annexes

xDetailed budget (annex 5)xTimeline of activities (annex 6)

Other annexes

xPartnership agreement (annex 1)xLog frame (annex 2)xTarget group (annex 3)xProject structure (annex 4)

mailto:[email protected]

mailto:[email protected]

Copy (2) of Partnership Project Application IMCC MEDSAR Nov2010(3)

Documents

Transcript of Copy (2) of Partnership Project Application IMCC MEDSAR Nov2010(3)