Project SOCH:Strengthening Overall Care for HIV-Patients
“Working towards the Development of a Patient Centric IT enabled Integrated M&E systems with embedded Supply Chain Functions”`
June 2018
Outline
S.No Contents
1 Overview of Project SOCH
2 Progress So Far
3 Key Risks & Next Steps
o Information Asymmetry: Limited intra-divisional data sharing (NACO) and data sharing between NACO, MoH & Private sector
o Disconnected Data Management tools: Absence of an end-to-end case based reporting system
o Limited Supply Chain Monitoring
Project SOCH: Need for a patient centric IT enabled integrated M&E system
o Modular, seamless and scalable integrated system for end to end beneficiary tracking and supply chain management
o Unique identification of beneficiaries which can be linked to other MoHFW systems (mechanism TBD)
o Supply chain linked to beneficiary usage
Current Status Future State
4
S.No Activity Implementation Plan
1 Assessment Study
Objective: To understand current & future user requirements, and existing systems and develop architecture for integrated system
To be conducted at 4 levels - National, State, District and Facility
SACS from one state in each of the major regions - North, East, Central, South, West, North-East and 2 districts (and their facilities) per state will be visited
2
Development of IT Enabled
Integrated M&E System
RFP for vendor selection and development of system by vendor
Piloting of system, feedback incorporation and roll-out thereafter
3Trainings on the
New System
WJCF to work with NACO to develop a training plan
Master trainings: WJCF to train master trainers, NACO and SACS personnel, at the national level
Down trainings: The master trainers to carry out down trainings for facility level staff (ARTC, LAC, ICTCs, STI clinics, TIs, DAPCUs, Labs etc.) as per guidance for NACO
4Transition to
NACO
WJCF to work with NACO to develop the transition plan
Preparation of documentation for audits for transition to NIC servers
Building capacity at NACO for post-grant usage and maintenance of system
Project SOCH: Approach
Project SOCH: Performance Indicators & Budget
Coverage Indicator
Indicator: Percentage of users trained on integrated M&E system (out of 15,231 Users)
Targets:
Time Period Target
1-Oct-19 to 31-Mar-20 11.7%
1-Apr-20 to 30-Sep-20 63.1%
1-Oct-20 to 31-Mar-21 25.3%
Time Period (starting Jan’18) Budget
Year 1 $ 10,86,573 (28%)
Year 2 $ 12,90,940 (33%)
Year 3 $ 14,77,157 (37%)
Year 4 $ 87,831 (2%)
Total $ 39,42,500
Allocated Budget
Project SOCH: Key Timelines
2018 2019 2020 2021
S.No Activities Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1
1 Assessment Study
2Development of IT Enabled Integrated M&E System
3Trainings on the New System
4Transition to NACO & Post roll out support
Outline
S.No Contents
1 Overview of Project SOCH
2 Progress So Far
3 Key Risks & Next Steps
Progress So Far:Stakeholder Engagement
Formation of steering committee under AS
Frequency of meeting – monthly
Additional Secretary (AS)
Constitution of
Committees
&
Information
Dissemination
JointSecretary (JS)
Formation of implementation committee under JS
Frequency of meeting – weekly
Deputy Director General (DDG)
Regular meeting with division heads
Frequency of meeting – as required
Partner
Engagement
Planned interaction with relevant development partners as per NACO’s
guidance
Planned meetings with different implementation partners to incorporate
their inputs
Other
Engagement
Presentation on project SOCH to all divisions at NACO
Presentation on project SOCH to all SACS M&E officers during workshops
Signing of MOU with NACO
Progress So Far:Assessment Study: Methodology
Understanding and Documentation of
existing Beneficiary, SCM and Information flow across service
delivery units, DAPCU, SACS and
NACO
Interviews at Facility, DAPCU, SACS and
NACO level to capture
Programmatic and Monitoring Needs in any future system
Finalizing data recording fields and reporting indicators and their associated processes across all
divisions
Designing the final data integration
methodology across divisions based on interviews with the
developers of existing systems
• Day 1: Visit District 1 and interview personnel and
officials from Facilities and DAPCU
• Day 2: Visit District 2 and interview personnel and
officials from Facilities and DAPCU
• Day 3: Visit SACS and interview SACS officials (PD,
JD-CST, JD-BSD, JD-LSD, Store officer, M&E officer)
TI Blood Bank
F-ICTC SA-ICTC
PPP-ICTC Mobile-ICTC
CBS Site ARTC
LAC CoE (ART+)
CSC SRL
DMC DSRC
WJCF has developed the methodology document with key stakeholders from NACO
Discussion scheduled with JS and divisions heads the week of 25th June
Facilities to be Visited:Tentative State Visit Plans:
Process Flow:
Progress So Far:Assessment Study: E-Survey
Objective: To understand the IT infrastructure (hardware and software) and availability of
HR/electricity/ internet at ~30k NACO facilities
Next Steps in the roll out of E-Survey:
o ‘Save and Continue’ option added to minimize duplication in responses
o Dedicated support ‘email id’ created to answer all the queries from the users
o Facilities with irregular internet service encouraged to complete the survey on mobile
Update:
Survey was developed using surveygizmo portal in both English and Hindi (link)
Pilot conducted at 24 sites across 8 states to capture user feedback, which has been incorporated.
Highlights –
o Interface: All facilities found it user-friendly
o Survey questions: Clear to all facilities
o Length (~20 min): All facilities found it appropriate
Progress So Far:Assessment Study: Patient, SCM, and Information Flow
Patient Flow:
o First round of interviews at the national
level are complete with intended
patient flow documented at inter and
intra facility level.
o Facility Visits in Mizoram and Delhi (SA-
ICTC, PPTCT, ART+C, IDU TI, Blood Bank
and DSRC) and Delhi (SA-ICTC, ARTC,
MSM TI, IDU TI, DSRC, Blood Bank, CD4
Lab and SRL) have been carried out to
map on-the-ground realities.
o An exhaustive entry-exit mapping of
client flow across all facility types
stands completed.
Figure-1: Photograph of an additional hand-written patient register (non – NACO format) that is maintained by the ARTC in Mizoram to
answer queries around reporting
Figure-2: DIC at the IDU TI in Mizoram
Progress So Far:Assessment Study: Patient, SCM, and Information Flow
Supply Chain Flow:
o First round interviews at the national
level are complete with intended
commodity flow documented at
forecasting, procurement, distribution
and redistribution level.
o The integration of supply chain at all
points of service delivery within each
visited facility has been mapped.
o The forecasting methodology used by
each division for respective
commodities were studied and
documented.
Figure-4: Photograph of a completed indent form used by Mizoram SACS
Figure-3: Cold Room in Blood Bank at Civil Hospital, Aizawl. Testing Kits are stored here due to paucity of space at SACS
Progress So Far:Assessment Study: Patient, SCM, and Information Flow
Information Flow:
o Documentation of all client and SCM
focused variables captured across all
facility types are completed.
o Mapping of all key indicators across
major IT systems (deployed by NACO)
and documentation of the business
intelligence layer of these systems
stands completed.
o The complete flow of information from
variables (facility level) to indicators
(NACO level) including mode of capture
and transmission and location of
capture is documented.
Figure-5: Photograph of the Stock Register for consumables at the visited IDU TI
Figure-6: Photograph of EQUAS Tracking Sheet (Information Flow) used in Mizoram
Progress So Far:Development of IT system
Initial Vendor
Assessment
Development
of Request for
Proposal (RFP)
The team has already started interacting with different IT vendors to
build an understanding around the possible integration architecture
of different applications
It also enables the team to assess the capabilities and experience of
different vendors thereby creating a list of suitable vendors
Based on the scope of the project and initial interaction with the
vendors, a draft version of the RFP is being created which will include
General and Specific Conditions of Contract
The final RFP document floated among the vendors will also include
the Business Requirement Document (BRD), which will be developed
at the end of the assessment study
Outline
S.No Contents
1 Overview of Project SOCH
2 Progress So Far
3 Key Risks & Next Steps
16
1. Staff Recruitment:
• Team has been interviewing candidates for several positions but several offers have been rejected on account of salaries
2. Project timelines:
• Given legal review, signing of the MOU took longer than expected, which slowed hiring and other activities
• Initially conceived project timelines may need to be re-evaluated
Project Risks
17
Recruitments and new staff orientation
Stakeholder Engagement
o Hold Steering Committee Kick off meeting
Assessment Study
o Conduct field visits
o Disseminate the e-Survey
Next Steps
18
Appendix
Project SOCH: Quarter-wise Budget Allocation
Time Period (starting Jan’18) Budget
Year 1 $ 10,86,573 (28%)
Q1 $ 2,69,336 (25%)
Q2 $ 2,78,566 (26%)
Q3 $ 2,69,336 (25%)
Q4 $ 2,69,336 (25%)
Year 2 $ 12,90,940 (33%)
Q5 $ 2,81,523 (22%)
Q6 $ 2,88,629 (22%)
Q7 $ 2,81,523 (22%)
Q8 $ 4,39,266 (34%)
Year 3 $ 14,77,157 (37%)
Q9 $ 4,50,254 (30%)
Q10 $ 4,54,869 (31%)
Q11 $ 4,50,254 (30%)
Q12 $ 1,21,781 (8%)
Year 4 $ 87,831 (2%)
Q13 $ 87,831 (100%)
Total $ 39,42,500