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Session3:SIMSAssessment–Transcript

SIMSE-LearningSeries

Welcome

Hello and welcome to Session 3 of the e-learning series for SIMS 2.0 This e-learning session is design to foster your understanding and knowledge of PEPFAR's 'Site Improvement through Monitoring System' also referred to as SIMS. Click the Begin button on your screen to get started!

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Navigation

Before we start this e-learning session, take a moment to familiarize yourself with the navigation of this session. If you would like to see navigational instructions for moving through this e-learning please click the Yes, please button on your screen. If you would like to bypass the navigational instructions, please click the No thank you button to continue forward.

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Navigation

Take some time to acquaint yourself with the navigation of this e-learning session. Click the Information button to get started.

SeriesOutline

Session 3 will focus on the SIMS Assessment, where we will discuss the Inbrief process, conducting a SIMS Assessment and the Outbrief process. So let's get started with today's session!

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LearningObjectives

Upon completion of this e-learning session, you will be familiar with the procedures and best practices for conducting a SIMS Assessment. This includes procedures for conducting the Inbrief, Assessment, and Outbrief stages of the SIMS Assessment.

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Overview

SessionOverview

Let's begin our training for Session 3 with an overview of the SIMS Assessment process.

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Overview

There are 3 key activities in a SIMS Assessment. The Inbrief, Conducting the Assessment, and the Outbrief. We will walk through each of the activities in more detail. Click the ‘Next’ button to get started with Step 1, the Inbrief process.

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InbriefProcess

Step1:Inbrief

The next screen will walk you through the Inbrief process.

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StepstoconducttheInbriefsession

When conducting the Inbrief session that are 8 key steps that need to be completed. These steps are listed on your screen with detailed information about each step. Click the buttons on your screen to read this information. You may want to visit the ‘Resource’ tab in the upper right-hand corner of the screen to download and view the Appendix 13 PEPFAR Site Assessment form. When you are ready to advance, click the ‘Next’ button to continue.

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InbriefConsiderations

When conducting your Inbrief session, please keep in mind the following considerations. First, schedule Facility or Community Inbrief sessions in advance to minimize disruption of regularly scheduled services. Second, for an Above-Site Inbrief and Assessment, consider including Stakeholders that may be important decision makers for remediation. Third, remember that the Inbrief session sets the tone for the Assessment, so start on a positive note. Last, please ensure the team at the site has time to ask questions and become comfortable with the process.

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ConductingtheAssessment

ConductingtheAssessment

Now we will look at the process for conducting an Assessment.

GeneralGuidanceforAssessingCEEs

On your screen are some guidelines for assessing a CEE. These best

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practices should be completed for all CEEs in an Assessment. Click the numbers on your screen to read about these best practices. When you are finished, click the ‘Next’ button to continue.

SIMSTool

Now, let's learn about each of the SIMS Assessment Tools by discussing the Sets and reviewing some key points. We will begin with the Facility Assessment Tool and then move onto the Community and Above-Site Tools.

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Facility:Overview

Let’s walk through an overview for the Facility Assessment. The Facility Tool is divided into a total of 17 Sets of CEEs. You can click the ‘Set’ button on your screen to view how they are divided. For terminology specific to the Facility Assessment, click the ‘Resources’ tab to download a copy of the Glossary of Terms document. Click the ‘Key Points’ button to review information specific to the Facility Assessment Tool. This information will appear as a pop-up box on your current screen. Once you have reviewed all of the information, click the ‘Next’ button to continue.

FacilityKeyPoints

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On your screen are some key points when thinking about the Facility Assessment. Click the 'Ask' button for each question to reveal the answer. When you are finished, click the red ‘X’ to close this pop-up screen and return to the Facility Overview.

Facility:ConductinganAssessment

The diagram on the screen shows a ‘blueprint’ example of the different areas within a Facility that an Assessor may need to assess. Each Facility will be unique and may not contain all of the areas shown in the blueprint or they may be grouped differently than depicted in this sample drawing. Click each box to view some general information about the area and the Sets that may need to be assessed there. We recommend beginning at the ‘Reception and Waiting Room’. When you are finished, click the ‘Next’ button to continue.

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Community:Overview

Let’s walk through an overview for the Community Assessment. The Community Tool is divided into a total of 8 Sets of CEEs. You can click the ‘Set’ button on your screen to view how they are divided. For terminology specific to the Community Assessment, click the ‘Resources’ tab to download a copy of the Glossary of Terms document. For example, you will find in the Community Assessment, reference to OAP, OAP+, and SDP1. You will continue to see and use the terms and concepts through your SIMS training. Click the ‘Key Points’ button to review information specific to the Community Assessment Tool. This information will appear as a pop-up box on your current screen. Once you have reviewed all of the information, click the ‘Next’ button to continue.

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CommunityKeyPoints

On your screen are some key points when thinking about the Community Assessment. Click the 'Ask' button for each question to reveal the answer. When you are finished, click the red ‘X’ to close this pop-up screen and return to the Community Overview.

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Above-Site:Overview

Let’s walk through an overview for the Above-Site Assessment. The Above-Site Tool is divided into a total of 11 Sets of CEEs. You can click the ‘Set’ button on your screen to view how they are divided. For terminology specific to the Above-Site Assessment, click the ‘Resources’ tab to download a copy of the Glossary of Terms document. As you read through the Above-Site Sets and key points, remember that an Above-Site entity is the institution that is affected by the PEPFAR-funded TA, the one providing the TA is the implementing mechanism (IM). An implementing mechanism can also be an Above-Site entity if it is receiving from another PEPFAR-funded TA provider. For example, our international IMs are rarely Above-Site entities, and therefore, we would not usually be using SIMS to assess them. Click the ‘Key Points’ button to review information specific to the Above-Site Assessment Tool. This information will appear as a pop-up box on your current screen. Once you have reviewed all of the information, click the ‘Next’ button to continue.

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Above-SiteKeyPoints

On your screen are some key points when thinking about the Above-Site Assessment. Click the 'Ask' button for each question to reveal the answer. When you are finished, click the red ‘X’ to close this pop-up screen and return to the Above-Site Overview.

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OutbriefProcess

Step3:Outbrief

Now that we have walked through the Inbrief session and how to conduct an Assessment, let’s continue our conversation by covering the Outbrief session.

OutbriefSession

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Sites should always receive same-day feedback. So it is critical to allow sufficient time for an Outbrief session at the end of the Assessment. SIMS Assessments should adopt a non-punitive approach that frames weaknesses in a manner that articulates the path to improvement, particularly areas where improvements can be made immediately.

PreparationfortheOutbrief

In preparation for the Outbrief session a list of items will need to be completed. Click the 4 boxes on your screen to review key items to cover during the meeting. When you are finished, click the ‘Next’ button to continue.

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Dashboard

Take some time to learn about reviewing and finalizing the Dashboard. Click the buttons on your screen to read key information about completing the Dashboard. When you are finished, click the red X to close this box.

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SiteswithMultipleIMs

Understanding there are sites with multiple implementing mechanisms, there are some considerations we should keep in mind when conducting SIMS Assessments at these sites. If the Assessments are conducted on the same day, you may choose to conduct Inbriefs with all Partners present. This is the preferred default unless there are specific reasons not to do so. For each Assessment, meaning each Implementing Partner (IP), you should have a signed ‘Information on PEPFAR Site Assessment’ form completed and kept on file at the USG office supporting that Partner. During the Outbrief session, one Dashboard should be completed for each Assessment. Like the Inbrief, teams should consider conducting one unified Outbrief, for efficiency, greater collabo ration and less confusion for the Site. This is at the discretion of the USG team. Regardless of whether there is a unified Outbrief, the Assessment team should generate a separate remediation plan for each implementing mechanism that is assessed. However, the USG team and IP should have discussions regarding coordination of remediation activities as applicable. These should be part of the Outbrief if possible, but may need to be held or continued after the Outbrief.

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Session3Quiz

Session3Quiz

Let's take some time to test our knowledge of the content we covered today. On the next 5 screens you will complete quiz questions focused on today's learning objectives and content. Read each question and use your mouse to select the correct answer. You will click the 'Submit' button to reveal additional information. When you are ready, click the 'Next' button to get started.

Question 1: What are the key areas to cover in the Inbrief meeting? Circle ALL that apply.

A. Review SIMS Action Planner (SAP) B. Gather and welcome key staff C. Sign the Confidentiality Agreement D. Ask site staff if they have questions E. Review the visit schedule F. Set a tentative time/place for Outbrief G. Review the Dashboard H. Review the list of Sets or CEEs to be used for the assessment

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Question 2: The Assessor should review the information in the instruction box, then read the Standard aloud before administering the rest of the CEE.

A. True B. False

Question 3: The Assessor should ask each question within the CEE, for long questions the Assessor should paraphrase to reduce time and maximize efficiencies.

A. True B. False

Question 4: Match the items on the right with their correct Assessment Tool. Assessment Tool Item Community Assessment Tool Population served

Facility Assessment Tool Program area

Above-site Assessment Tool National/sub-national level Question 5: Read the following scenario. You are part of a USG SIMS assessment team. You have completed your community assessment on time and meet as a group approximately 15-20 minutes prior to the Outbrief session you scheduled with the site staff during the Inbrief. As part of the preparation process for the Outbrief session, you:

• Ensured that all relevant Sets/CEEs were complete. • Reviewed and agreed on the scores for each CEE, particularly the

ones which all Assessors should have given input on (e.g., TB control, waste management etc.).

• Completed the Dashboard • Discussed specific CEEs to present in the Outbrief and agreed as a

SIMS team on the appropriate score. Did your SIMS team prepare appropriately for the Outbrief session?

A. Yes B. No

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Session3Recap

EndofSession3

We are almost to the end of this e-learning session. Let's take some time to recap the key elements that we covered in today's training.

LearningObjectiveRecap

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We have covered a lot of information in today's e-learning session. Please keep in mind the following key points. The Inbrief should include all key site staff and should be collegial to the tone for the Assessment. There are three Assessment Tools (Facility, Community, Above-Site) that are organized into Sets of CEEs that are grouped by technical area, population, or national/subnational level. In general implementation is similar for each Assessment, however additional Tools including worksheets, chart review tools, and other job aids are used to streamline the Assessment process. Prior to the Outbrief, the CEE final scores should be transferred to the Dashboard, both high and low performing areas discussed, and a copy of the completed Dashboard should be left with the site at the end of the Outbrief.

Congratulations

Congratulations! You have reached the end of the Session. Take this time to revisit any of the content we covered today and download any necessary materials located in the 'Resource' tab. Click the "Download Certificate of Completion" button on your screen to print a certificate for your own recorded.

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CertificateofCompletion

CertificateofCompletion

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Printyourcertificate

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