MEAL orientation event report

1 Event report- MEAL Roll Out, Subho, M & E

Event Report-


Save the Children Supported by

Palashipara Samaj Kallayan Samity

Implementing partner

Integrated Child Development Program

Shishuder Janno


Introduction:

MEAL is an acronym of Monitoring, Evaluation, Accountability and Learning. MEAL is a compound portfolio. It trails

considering different articulation of program and voice of People. MEAL is a new phenomenon in development sector.

Save the Children is committed to ensure MEAL in its all programs as well as in working countries. Integrated Child

Development Program-Shishuder Jonno is a sponsorship program of SCI, Bangladesh. Save the Children wants to

ensure MEAL in SJ program with partner PSKS.

A MEAL Roll Out Orientation was held on June 24, 2015 at PSKS conference room, Gangni, Mehrpur in presence

of Executive Director Of PSKS Md. Mosharoff Hossain and Senior Manager, Md. Farooque Hossain, SCI, Meherpur.

In the orientation, all the SJ staff of PSKS and senior officer of SCI of two upazilas Gangni and Mujibnagar were

participated there.

It was a Day Long Program organized by Palashipara Samaj Kallayan Samity (PSKS) and Supported by Save the

Children, Meherpur. Monitoring Department of SJ of SCI and PSKS were playing the main role of MEAL Roll out.

But, SCI has an another independent department to implement MEAL in all programs. Md. Arif Mahmud will play SJ

focal point role in SCI Meherpur. There is different constructive discussion in the workshop facilitating by Binoy

Devnath, Manager, M & E, SCI and Senior Officer, M & E, SCI, Meherpur.

OBJECTIVES of the Orientation:

To make an overall understanding on the five components of MEAL to be rolled out in the projects To make a clear understanding on the five elements of Accountability mechanism To orient staffs on how to share information with children’s and communities and get feedback and complaints from them To define the reporting requirements as well as reporting channels on the feedback/complaint collection and response mechanism

Session Plan on MEAL Roll out

Time Session Facilitation Method/ Facilitator

15 min (9.00 - 9.15)

Introduction and welcome speech Md. Mosharrof Hossain, ED, PSKS Farooque Bhai (SCI)

45 min (9.15-10.00)

MEAL Roll out & Basic orientation on the five components of MEAL

Quality Benchmark-Thematic

Quality Benchmark-Cross Thematic

Accountability

Data Quality Assessment

Knowledge management and learning

Presentation

1 hour (10.00-11.00)

Orientations on the Five elements of Accountability mechanisms;

Information sharing mechanism

Participation

Feedback/complaint mechanisms

Staff competencies

Monitoring and learning

Use Accountability Bangla Handout

Health Break 11.00 to 11.15

1 hour 45 min (11.15-1.00)

Orientation on the use of Accountability toolkit

Feedback and complaint mechanism – Types

- Suggestion Box establishment

Group reading and practice


Time Session Facilitation Method/ Facilitator

Feedback and complaint recording format

Feedback and complaint database

Prayer & Lunch Break 1.00 to 1.30

1 hour (1.30-2.30)

Target settings

Quality Benchmark – Checklist fill up

Implementation area identification of accountability mechanism

Discussion & Hands on training on the reporting format

45 min (2.30 – 3.15)

Define Roles and Responsibilities of

PSKS staffs

SCI project staff

Sector MEAL staff

Plenary discuss and finalize on who will do what in terms of feedback/complaint collection and response mechanism

30 min (3.15-3.45)

Reporting

PSKS to SCI

Project to SCI MEAL unit

Briefing

15 min (3.45 – 4.00)

AOB & Closing ED/PD-PSKS


Introduction and welcome speech

Md. Mosharoff Hossain, Executive Director, PSKS with giving thanks to all Colleagues of SJ participating in the MEAL Roll out Orientation/ Workshop delivered a few constructive massages. He proposed that if there is any possibility to organize a Result Review Workshop Bi-Monthly or Monthly than it will be more transparent way and organization, staff as well as program will get a current flavor. He wished that if there is any mechanism to synchronize the data in PSKS than PSKS will find the way to be sustainable and will be a part of organizational accountability. And third point of view he shared with the all PSKS SJ staff that we should work for the people of Meherpur. We will work for children of Meherpur. We are working in a community. We should not do anything that will be a matter of conflict in community. We will try to ensure maximum use of local property or wealth. We want to be for people and we will be take responsibility to do for people with respect. He wished the MEAL workshop will be a learning and acquiring way of our staff. Md. Farooque Hossain, Senior Manager, Save the Children, Meherpur remarked the core values of Save the Children. He comparing the 5 norms of SCI with MEAL aspect. He said if SCI commits to ensure 5 values of SCI then MEAL is an essential bi-lateral intervention. SCI believes that we are for the people and we are accountable to the people. So, our target group should be satisfied with us. We would be more flexible while we are moving in community or while we come to close to people with our activity. We should not possess as we superior of them. We should respect them. The bottom line is, we must respect to the people and we are the accountable to the people or beneficiary. To ensure our accountability the MEAL is the measurable stick. He thanks to people of the workshop and wishes a successful end of the day.

Md. Farooque Hossain, Senior Manager, Save the Children speeches opening massages

Md. Mosharoff Hossain, Executive Director, PSKS speeches opening

speeches


MEAL Roll out & Basic orientation on the five components of MEAL

Mr. Binoy Dabnath, Manager, M & E, Shishuder Jonno of SCI discussed about MEAL components through a Power Point presentation. He described the below components-

Quality Benchmark-Thematic- We will work on Quality Benchmark- Thematic area. To ensure a quality program for beneficiary is mandatory. To ensure quality program, we should monitor the program in proper way. Shishuder Jonnoj program has different components in filed. Every component is for to children of Meherpur to learn their full potential. Every program has quality aspect. It is our duty to ensure quality. To measure quality slandered we have to work note checklist. Every component has different checklist and with some questioner. There are 6 checklist of SJ program. We have to visit the program with measuring the question. Answer the question will ensure the program quality. It is a part of Monitoring. There are different tergate of fill up checklist each month against position holder.

Quality Benchmark-Cross Thematic- We are not working now Quality Benchmark-Cross Thematic. It is more conjecture idea of MEAL. It require more integration of different program. If there are different bi-lateral program in filed. And some common activities or intervention are considerable. In that areas Quality Benchmark-Cross Thematic will be measurable.

Accountability : SJ is an ongoing program. We organize different activities in corns of implementation with community people. Our target group is our working sector. We have to see our working sector is satisfied with us or they have any comments or is there any burning issues or any problem or their recommendation to the implementing team or to Save the Children. We need people voice to ensure our accountability as we are accountable to them. To get the voice SCI has developed 3 ways different ways.

Data Quality Assessment It is a part of Evaluation. Every month SJ collects Key Process Indicator (KPI) reports from field. There is assemble of data. It is an ongoing process to validation the data in filed. But, in terms of MEAL the data quality assessment is different. A central team of MEAL will check data quality. The data is of any compline of people which is reported of voice of people.

Knowledge management and learning

This is top level of MEAL mechanism. The top level management of MEAL department will work down on

Knowledge management and learning.

Summary of the session

Staff of Shishuder Shishuder Jonnon, PSKS will ensure Quality Benchmark-Thematic by fill up checklist. The check

list will come under program monitoring and quality aspect. And staff of SJ must ensure accountability to participants

doing few activities. There is an also reporting system. The report will come in common report of SJ program and it

will reach to every stage to see in same view of SJ related personnel.

Mr. Binoy Dabnath, Mager, M & E, SJ, SCI is conducting session


Orientations on the 05 (five) elements of Accountability mechanisms;

The participants had received a hand note (Annexure-1) of a nutshell of SCI and SJ program. Participants read down a glance and then the session conducted by Arif Mahamud.

Information sharing mechanism Everybody has a right to know about Shishuder Jonno Program. Everybody has a right to share their concept, to share their comments. What kind of behavior and attitude are expected from Save the Childern or SJ employee. It is a part of accountability to share information about Shishuder Jonno to people who are involved with SJ. For this we have to stand ways to sharing information. The main three issues are- 1. To share information about Save the Children and Partner organization to beneficiary 2. About ongoing program 3. People will get information that how could they be involved.

Mechanism-01 : In any Meeting or orientation or workshop we will brief about Save the Children and about Shishuder Jonno Program. With the brief we will ask to the participants to share their comments or feedback about the meeting or orientation or so on. The informer will try to answer questions; or if he/ she would not be able to answer the questions than he will note it and from respectable person he will get the answer and the answer must reach to the respective person. The informer will be SJ staff. According to the categories of participants the informer will be different positions. Mechanism -02 : In any parenting of our program SJ staff will discuss about the brief of SCI and SJ program. He/she will inform that anybody is eligible to make comments and feedback about the SJ program.

Participation- Participation is a basic condition of Accountability. Everybody is eligible to code his/ her comments who are directly or indirectly involved with SJ program. Categories of Participation: 1. Advice: To promote more suitability with the program and effective aspects considering exiting context of

the working community or society or location, Program should ask to the tergate people about their opinion and advice. It will help the program decision makers to make more sustainability the program’s future.

2. Assistance: Besides our program design, target people can help program employee with their innovative idea, elements or any assistance to implement a program for the need of target people.

3. Leading: When the target people will be capable to sustain Shshuder Jonno Program then we should include the people to sustain and lead the program. The program personnel only will facilitate with technical matters.

Feedback/complaint mechanisms- To ensure accountability, MEAL promotes Feedback/ Complaint. We are the key person of SJ program should bear the responsibility to answer the feedback/ complaint. Complain or feedback will come for any inconsistency or miss management or low condition services etc. There are four kinds of major complain are- 1. Corruption, Miss Use of program materials, 2. Violation of Child Safeguarding Polices, 3. Discrimination of man, women, cast, color, poor, reach, age, sexual harassment etc. to the beneficiary and 4. Violation of local government laws, thread/ harmfulness of child security or creating such a situation. There are 6 classification of Complain of ensure accountability. These are- Class -1: Request of information, Class -2: Request of Help or assistance Class -3: Little Dissatisfaction (Lack of Follow-up, losing something) Class -4: Major Dissatisfaction (law quality elements, beneficiary selection, thread to child/ old people etc.) Class -5: Violation of Save the Children policies, Violation of CSP, Fraud protocols, bribing, Sexual harassment or sexual relation develop with beneficiary, rough behavior etc. are happened by SCI or any partner. Class -6: General people or other organization’s employee or any UN organization’s employee if do any CSP cases then it will recorded as a claim.

Arif Mahamud, Senior Manager, M & E, SJ, SCI is

conducting session


Staff competencies: Competencies a diamond of development services. Staff of SJ program should have technical knowledge, stander behavior and clear idea about the program. We have to show through our work that we are capable to ensure Child protection, positive discipline, compline management, participatory program, to ensure accountability.

Monitoring and learning: Target people or community key holders can be placed their opinion to further improvement of SJ program. We should collect the opinion or suggestion and comply with the exiting plan or design of program. It there could be any improvement elements we are bound to add and redesign the program. It develops a culture to continuous learning and development.

Orientation on the use of Accountability toolkit

Feedback and complaint mechanism – Types The participants are given a toolkit of Feedback and complain mechanism. They were given 10 minutes to read down then start the session by Arif Mahamud. In below the ways of feedback and Complaint types are discussed-

- Suggestion Box establishment: In the year 2014 it was piloting in few areas. In this year it is scale up in whole working area of SJ. A suggestion Box will establish in every primary school. It is a first step of Suggestion Box. In future it will install in different public places like UP complex, UNO offices etc. With suggestion Box the school will get a manual of Suggestion box that how they will operate and what will be its reporting mechanism. The Suggestion Box will work as Opinion Box in Primary School under CP. In reporting time it will divided with the category of complain. SJ responsible person will collect the complaint and he/she will report it in a specific reporting form.

- Opinion/ Complaint Desk: In any event or program or meeting or workshop participants will ask to feedback or comments about the program and they will get all the information about the program.

- Toll free Number: Anybody will placed his/ her voice in a toll free number. It will recoded in Save the Children Office directly. There is an assign person who will be available during office time in office days.

- Other: If any worker get information from any local place or over personal phone or any letter or any E-mail it will be reported.

Feedback and complaint recording format: What will be the feedback of complain it is a question MEAL. But MEAL clears that if any respectable employee of SJ will be able to answer complains then he/ she will give feedback instantly. If it requires to upper level supervision then it will shifted to or more importance it will flow to SCI office, Dhaka. And it has a reporting format. SJ employee must report about the compline in prescribed reporting form. (See Annexure). There is a strategy to report considering the class. Getting the compline the reporting person will classify the report with giving code which is referring in the reporting format. (See Annexure) A practice or demo was completed by all participants.

Feedback and complaint database After getting feedback the compline it will be recorded. And it will develop a data base in Monitoring department. After completing the reporting data base it will be shared with all key personnel.


Target settings

Quality Benchmark – Checklist fill up

Sl

Designation

Check list Name & Target Per Monthly

Total

Remarks SMC & CCG

Parenting

PPC Visit

School Visit

LB-NB Camp Visit

AD Center & Peer Group

1 FF 1 1 1 1 1 1 6 All Checklist

2 UC 9 out of 6 Checklist 9 Covet All Checklist one by one

3 TO/M&E

4 out of 6 Checklist 4 Relevant Component checklist for respective technical Person

4 PD/DPD

2 out of 6 Checklist 2

Filling checklist will send to PSKS M & E officer twice a month. 1st time 17 date of current month and 2nd time last date of current month. Check list will also be report and it will circulate. As there is some action points. The action point will track by the reporting system.

Implementation area identification of accountability mechanism Staff of SJ will inform the massages of Accountability. They will share the brief of Save the Children and SJ program and they will ask about their comments about the event and also the program. Their feedback will be instantly responded and it will be reported. The below mechanism are developed in the workshop. If there is any other intervention/ events organize then the respective staff will discuss in terms of accountability.

SL Activity Name Component Name

Focal/Main Responsible

1 Parenting Session (Father & Mother Focus) P-3 Field Facilitator/ UC

2 Pre Primary School Teachers’ Basic & Refresher Training ECCD TO (Education)

3 Literacy & Numeracy Boost Camp Volunteers’ Basic &

Refresher Training

BE TO (Education)

4 Community Based Health Education Volunteer

Orientation Training

SHN To (AD/SHN)

5 Adolescent Center facilitators & Peer Educators

orientation

AD To (AD/SHN)/ FF/ UC

6 Community Core Group (CCG) Members Training CM PD/DPD/UC 7 Teachers Training on ICT in Education ICT in Education PD/DPD/TO 8 Drop Out Reduce workshop BE DPD/UC

9 SMC Monthly Meeting & CCG Bi-Monthly Meeting BE & CM UC/FF

Define Roles and Responsibilities

PSKS staffs PSKS staff will ensure to file up check list as the part of Monitoring of program quality and to ensure Accountability with proper facilitation.

SCI project staff SCI project staff will also play the role to facilitate and ensure accountability.

Sector MEAL staff Save the Children set a target in each year. For this MEAL staff will prepare and circulate the report. And periodically visit the filed.


Reporting

PSKS to SCI With the assistance of SCI All report will synchronize in Monitoring and evaluation officer of PSKS and he will send it to PD and PD will send to SCI. The repot will flow-

Project to SCI MEAL unit Save the Children International MEAL unit will finally circulate the MEAL report.

AoB-

Some decisions were taken in the orientation. These are- DPD will prepare the list of Primary schools where Opinion box are installed DPD will prepare the list of Primary Schools where Opinion Box are not installed or damaged. DPD will prepare a demand of Suggestion box All Primary will be ensured Suggestion Box. Field Check list will submit to M&E officer in twice. UC will have a reporting format of Accountability and the format will use as per complain. In report, if it will be possible to give phone number of complaint then reporter will provide the number Any CP case is different from MEAL case. So, should differentiate the complaint.

A participant practice on the reporting format during the

orientation

SCI, Meherpur

Project Director

M & E

DPD

UC/ TO/STO

Field Facilitator

Participants are indulge in the orientation


Lesson Learnt- MEAL is a special intervention of Save the Children. If MEAL will be ensure in field then it will gather some information about the organization. This information will be documented and the document will be the evidence and wealth of the organization. Voice of people is also an important collection. The tergate people will get their feedback and it ensures the participation of participants. Rather, it is an ornament of organization to show the value of people. Organization will get flavor of accountability. It is a global sustainable aspect. In Shishuder Jonno program, it is also bear value. If MEAL works in filed then the aim of the program will be success. There would not be any dissatisfaction of beneficiary as well as the community people. It is the way to go long the program. Under MEAL, the staff of SJ will be more sincere, responsible and accountable to the program and to beneficiary. Challenges- 1. Time of Holly Ramadan- It was a challenge of month of holly Ramadan. Most of the participants were fasting.

This is why, they did not attain the session attentively. 2. Venue- The Venue of PSKS was not sufficient to sit on the 70 people to sit in a time. For this, the concentration

was not smart of the participants. 3. Power Supply- That day there was a long time load sheading as a result whole orientation was depended on

generator. Though that, there was also a technical problem of power supply to multimedia.

Comments MEAL is a new concept to the development worker. It requires different tunes of theory. It has a thin but speared field to delivery. Such a matter was completed within few hours. We may refer the challenges below-

1. Time- Massage of MEAL is not clear yet to the participants as there are different categories of participants. It required more time to make understand to the participants

2. Sessions- The sessions of the schedule were very specific, but the discussion was not clear to the participants. This is why it required more specific slides to discuss.

3. Reporting format- The reporting format and reporting design went onto an argument of priority of reporting.

Closing- In a session full day of MEAL was turned close with the special massages of Executive Director of PSKS. He asked to the participants to share the massages of any event or any relevant programs with a very trustful way. You are the key person of the program. So, you should be a good facilitator and develop a good relation with participant. We should be integrated within colleague that no any miss understanding will happen. And more is that MEAL will be rolling in field by your hand. So, love your work, care your work and success the program develop your career.

Closing Massages of ED, PSKS


Using logistics-

1. Note pad 2. VIP Card 3. Multi media 4. White Board 5. Poster Paper 6. Marker 7. Had out 8. Brushier 9. Banner 10. Others.

Participants Category

Sl Designation Organization Number

1. PD PSKS 2

2. DPD PSKS 2

3. M & E PSKS 1

4. F & A O PSKS 1

5. TO/STO PSKS 3

6. UCs PSKS 5

7. F&AA PSKS 2

8. FF PSKS 42

9. PM SCI 1

10. Officer-M & E, D.Q SCI 1

11. SO-(Skill Dev.) SCI 3

12. FO-(Skill Dev.) SCI 4

Facilitator

1. Binoy Dabnath, Manager-M & E, SJ, SCI. 2. Arif Mahamud, Senior Officer-M & E, SJ, SCI, Meherpur.

Report Developed by- Susanta Sarkar Subho M & E ICDP-SJ, PSKS


Annexure Annexure-1

Information Sharing Leaflet for Prompting Accountability Mechanism

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Annexure -2

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Annexure-3

MEAL orientation event report

Documents

Transcript of MEAL orientation event report