Zambia National AIDS Network
Activity Reporting System
Guidelines for Sub recipients
Target Audience for this Document
This document is written for all sub recipients implementing projects
or activities funded by the ZNAN under both the Global Fund and
other bilateral donor programs.
1. Introduction
The Zambia National AIDS Network (ZNAN) is one of the Principle
recipients of funds from the Global Fund and it also manages funds
from other bilateral donors. The ZNAN M&E framework and plan
defines all of the indicators and data sources that will be used
to track the progress with regard to the implementation of the program.
One of these data sources is the Quarterly Programme Activity Monitoring
Report (QPAMR). This report is the major output of the ZNAN Activity
Report System for which these guidelines have been developed.
2. WHO should report to ZNAN?
All civil society organisations (NGOs, CBOs, groups of people living
with HIV/AIDS and private sector) implementing HIV/AIDS activities
funded by ZNAN have a responsibility to report to ZNAN and should
submit this form.
The responsibility to report to ZNAN is in addition to the responsibilities
that civil society organisations have to report to any other institution
(such as Lead Agencies, donors, Boards of directors, NAC etc.)
3. WHAT should be reported on?
ALL activities funded by ZNAN and implemented in the QUARTER should be reported on. Please note that you should report on BOTH activities focusing on the EMPLOYEES of your organisation, as well as those activities focusing on the BENEFICIARIES/CLIENTS/CUSTOMERS of your organisation.
4. HOW will you report to ZNAN?
Every organisation will use the same form – the ZNAN Activity Report Form - to report on ZNAN funded activities. This form is in Annexure A of this set of guidelines. This ZNAN Activity Report Form needs to be submitted on a quarterly basis, and it ONLY contains data of the activities for the quarter that you are reporting on.
5. WHEN will data be submitted to ZNAN?
The ZNAN Activity Report Form needs to be completed on a quarterly basis and needs to include all activities implemented during that quarter. This ZNAN Activity Report Form then needs to be submitted to ZNAN not later than the 1st day of the following month after the end of the quarter for ZNAN to consolidate the reports for submission to the donors.
6. WHO will submit data to ZNAN?
The most important concept to remember is that:
IN LINE WITH THE AGREEMENTS SIGNED WITH THE GLOBAL FUND
AND BILATERAL DONORS ALL CIVIL SOCIETY ORGANISATIONS IMPLEMENTING
HIV/AIDS ACTIVITIES IN ZAMBIA FUNDED THROUGH ZNAN SHOULD COMPLETE
THE QUARTERLY ZNAN ACTIVITY REPORT FORM AND SUBMIT THE DATA TO ZNAN.
The above principle is the default arrangement for data flow. The
way in which data should flow from the sub recipient to ZNAN is
detailed in the flowchart overleaf.
7. HOW will quality of data be monitored?
Once the data has been submitted to the ZNAN M&E Unit, data
from a selection of sub recipients will be verified by ZNAN M&E
Unit or its designated agents. This verification will take place
on a quarterly basis through field visits to a selection of sub
recipients. The purpose of these data audits will be to ensure that
data has been accurately collated and captured onto the ZNAN Activity
Report System and that it is based on the content of the relevant
registers kept by the sub recipient.
In addition to the data audits, quality monitoring
will also take place through completion of a set of quality
checklists by ZNAN M&E Unit.
8. What should you do next?
After reading this set of guidelines about the ZNAN Activity Report System, you might ask yourself the question – what should I do to ensure that my organisation complies with the ZNAN Activity Report System? This is detailed in a step-by-step manner below:
STEP 1: Obtain a copy of the ZNAN Activity Report Form and the
Guidelines on how to complete them
STEP 2: Familiarise yourself with the data to be completed in this
form
STEP 3: Assign a person in your organisation that will be responsible
for data collection and for the quarterly completion of the ZNAN
Activity Report Form.
STEP 4: Circulate the ZNAN Activity Report Form Guidelines to relevant
staff within your organisation.
STEP 5: Train and orientate all relevant persons in your organisation
on:
STEP 6: Make sure that everyone in the organisation knows about
the ZNAN Activity Report Form, and what should be reported.
STEP 7: Develop the necessary registers, as per the Guidelines (see
Annex A)
STEP 8: Complete the data for the first quarter, and check that
you know that it has been completed correctly
STEP 9: Send the ZNAN Activity Report Form on a QUARTERLY BASIS
to ZNAN/Lead Agency.
ANNEX A
ZNAN Activity Report Form (HIV/AIDS)
ANNEX B
Quarterly Progress Report for NGOs, CBOs, PLWHAs & Private Sector Organisation