Reporting and Documentation

Requirements for reporting and documentation are dependent upon funding levels.

• Countries with FY 2005 USG funding levels for HIV/AIDS programs under $1 million
  • Programs will be expected to report to home implementing Agencies
    according to existing reporting requirements.
  • No additional documents (e.g. OGAC Country Operational Plan or
    strategy) required.
    
• Countries with USG funding levels for HIV/AIDS programs over $1 million but below $5 million/year
  • Programs will be expected to report annually on the relevant programming areas against a minimal set of indicators standardized across the Emergency Plan. These indicators and guidance for reporting are currently being finalized. Emergency Plan reporting will occur concurrently with existing reporting requirements for home Agencies, and will be directed toward USG home implementing Agencies. The Agencies will report the information to OGAC.
  • No additional documents (e.g. OGAC Country Operational Plan or strategy) required.
    
• Countries of strategic importance, including those with USG funding levels for HIV/AIDS programs between $5 million and $10 million per year
  
  U.S. missions in these countries are required to submit:
  • Five Year Country Strategy
    Specific guidance will be developed in consultation with USG
    implementing Agencies and the Department of State, and will include the key elements to be addressed and the format in which the information should be presented. These country strategies will be reviewed by an inter-Agency team and the appropriate USG home Agency leadership, and approved by the U.S. Global AIDS Coordinator. Timing for submission of strategies will be phased. The first group, listed in Appendix 1, will be required to submit strategies by February 15, 2006. Submission dates for the other countries will be identified in the first quarter of FY 06.
  • Reporting requirements
    Programs will be expected to report on the relevant programming areas against a set of indicators standardized across the Emergency Plan. These indicators and guidance for reporting are currently being finalized. Emergency Plan reporting will occur concurrently with existing reporting requirements for home Agencies, and will be directed toward USG home implementing Agencies. Consolidated reports will then be shared with OGAC.
    
• Countries receiving over $10 million in FY 05

The significant programming levels in these countries have generated a need for greater accountability in terms of programming and results. While these country programs are not expected to support programs across the full range of HIV/AIDS activities, it is anticipated that they will reflect a comprehensive mix of prevention, treatment and care interventions. As noted above, if resources for a central component of a comprehensive strategy are being supported by another partner, in particular the Global Fund, then USG resources can be directed to facilitate those programs. Even in countries receiving over $10 million in bilateral USG resources, it is likely that the greatest investment of USG resources will be through the Global Fund. It is unlikely that sufficient bilateral resources will be available to bring successful USG supported pilots to scale. Rather there is an
expectation that the USG will collaborate closely to ensure that information from
successful pilots and other best practices are widely available and expanded through other resource avenues such as the Global Fund.

A five-year country strategy, a modified Country Operational Plan (COP), and
standardized results reporting are necessary to be able to aggregate data across the largest Emergency Plan country programs to assure that we are addressing our mandate and meeting our goals. Required documents will include:

• Five Year Country Strategy
  Specific guidance will be developed in consultation with USG implementing Agencies and the Department of State, and will include the key elements to be addressed and the format in which the information should be presented. These country strategies will be reviewed by an inter-Agency team and the appropriate USG home Agency leadership, and approved by the U.S. Global AIDS Coordinator.
  
• Modified Annual Country Operational Plan (COP)
  The COP is a single inter-Agency USG operational plan which outlines key activities, targets, funding requests and implementation partners for each technical area addressed by the program in each country. In contrast with the focus countries, these bilateral plans will not need to address all of the technical areas addressed by the focus countries (e.g., if USG resources are not being used for blood safety programs, this element does not need to be added to the operational plan). There are certain directives, however that will need to be met. In completing the COP, these countries are not required to complete information at the activity level, although the web-based data base format currently being used by the focus countries will be the required format. The FY 06 COP Guidance provides further specifics related to the COP.
  
  The COP will be reviewed by an inter-Agency team and the appropriate home Agency leadership and approved by the U.S. Global AIDS Coordinator.
  
• Reporting requirements
  Reporting will be required annually on the relevant programming areas against a minimal set of indicators standardized across the Emergency Plan. These indicators are currently being finalized. As with the focus countries, Emergency Plan reporting will occur directly to OGAC within the data base.

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