REQUEST TA

Technical Assistance Implementation Model

Starting on October 1th, 2016, LINKAGES Indonesia only accept Technical Assistance request from partner through online TA tracking system. TA system has been defined as “A dynamic, capacity-building process for designing or improving the quality, effectiveness, and efficiency of specific programs, research, services, products or systems.”  Effective TA services require a system that continually assesses TA needs and monitors the relevance and utility of an evolving base of experience, knowledge and technology.  (West, et. al., Global Public Health, 2012). 

Standard Operating Procedur for online TA request will following this chart:

 

If Partners request TA through "Manual System", so LINKAGES staff will be registered to online TA tracking system. Applican's will be notified by email for every step of process including if their request was rejected. LINKAGES TA works within a systems approach to ensure that TA is managed, delivered, monitored and evaluated in effective, efficient, and ultimately sustainable ways as showed in the Figure 2.  

 

If Partners request TA through "Manual System", so LINKAGES staff will be registered to online TA tracking system. Applican's will be notified by email for every step of process including if their request was rejected. LINKAGES TA works within a systems approach to ensure that TA is managed, delivered, monitored and evaluated in effective, efficient, and ultimately sustainable ways as showed in the Figure 2.  

Understanding the current situation and figuring out TA solution are the way to solve the local problems, respond to the needs or take advance of the opportunity. The TA task force needs to use cascade framework to define the problems are occurring at the sites (service direct provider). The current cascade is the tool to support Province TA provider (PTAP) to identify the local gaps and address TA needs at districts in the province. The gaps found from local cascade will determine the place to address TA solutions. The local cascade is developed based on the annual epidemic and program reports of PAC and districts.

 

In this state, when analyses the situation, the TA provider team must identify several factors would influence importantly to the TA intervention, including: (1) Who are the key stakeholders?  (2) What is their level of readiness? (3) Will be TA predominant PUSH (promoting new knowledge/learning) or PULL (facilitating access to knowledge/learning)? (4) What other information is needed before we can design a TA solution?

 

Design the TA solution

The GAPs finding by cascade analysis will set up the objectives of TA plan and determine the solution to provide TA at province level and sites level. The compare the cascade data between the same periods will evaluate the effective of TA solution. The objective must be SMART (Specific, Measurable, Ability, Realistic, and Timetable), and illustrated by benchmarks.   The TA solution has been combined between the TA needs was identified by the gaps of cascade and TA events consolidated by the TAEM. Based on these tools, the Provincial TA task force will decide suitable TA solution for the district/province and build the TA plan.

 

To specify the TA solution, based on the cascade model of the province/districts, the TA task force will identify following program contents:

  1. The recipients for intervention base on gaps in the cascade
  2. TA providers implementing the solution: The TA task force has to consider number of TA providers will conduct the site visits and other activities of TA events. The TA providers involving in TA events must be in the TA provider list was approved by the PAC/PHS/Authority in province level   
  3. Timeline and cost for TA solution

 

Practically, TA provider team would use the TA framework tool, provided in the “How the be an effective TA provider” training, to quickly build a concept note for leader’s principle approval. The framework will match key factors: TA task, role of TA provider, domain, type of TA (push or pull), TA method, TA event (TA framework in Appendix A)

 

Develop the TA plan

 Allocating the budget is critical step to decide scale and length of the TA solution. Local TA team need consult with appropriate financial staff to fix amount of money for this task.

Then the team implements desk reviews on relevant documents such as previous program and TA reports, additional assessments, TA proposal of HIV/AIDS implementing agencies, legal documents guiding on technical areas…By that, the team address specific content of the TA plan, delivery mechanism, dosage strategy and M&E framework

 

The TA plan must be consent between the local TA provider team and potential TA recipient. Then, the team submits it to PAC for review and approval, prior to submission for LINKAGES TA Provider. Experts team of LINKAGES will coordinate with related technical team to review, contribute comment for the local TA provider team to revise the TA plan if needed, and finally approve.          

 

Do Implementation (Delivery the TA solution)

Base on Government or project’s technical guideline/SOP, the local TA provider team consult with technical task forces of LINKAGES for the specific TA task, assign the specific staffs in the district in charge of TA event/TA solution, build the timeline for TA solution for the leaders and responsible staffs at the district and implement monitoring periodically (01 month, 03 months, 6 months).  

After conduct consensus meeting with leaders of District Heath system (DHC, district hospital) to inform the purpose of the trip and objectives of intervention activities, the local TA provider team will delivery TA solution as when, where and how it is needed. TA intervention would be organized by single or multiple methods such as conducting education course, CME, consultation meeting, assessment, research, creating a new tool or product, implement monitoring and support etc.

 

Determine and Tracking the improvement 

Along with TA implementation progress, the local TA provider will strengthen the intervention by:

  1. Modify, intensify or redesign TA solution based on robust performance metrics, QA/QI, TA tracking system, and TA provider-client exchange
  2. Regardless of the nature of the TA event, the tracking for the improvement is very important for TA process to ensure that the issue in the sites has been resolved and the quality is improving. The TA process report is summary of the follow-up action and the timeframes as agreed upon in the TA plan and show their state of completion. A template for the TA progress report is provided in this Guide (Appendix C). The template consists of a simple matrix that specifically report on what actions are to be taken:
  • Who is responsible for their implementation?
  • When the implementation will start and expected date of completion?
  • What has been completed to date and potential barriers to completion?
  • What additional resource is necessary to achieve the desired results?

 

Demonstrate 

At this state, the local TA provider team together review the TA intervention to evaluate by themselves, did the TA solution achieved the objectives, as outlined in the design phase and/or as defined by the 3 criteria (quality, effectiveness, and efficiency).

The final report of the team to TA recipient(s), PAC, LINKAGES TA provider team must show results of the TA intervention on these criteria. The financial report and required supplement documents would be submitted to PAC and/or LINKAGES at this stage. The team also may organize meetings/workshop to disseminate the achievement of the TA implementation, and by the way, advocate/recommend for other intervention or necessary policies.

 

Duplicate - TA of next period

Base on the result of TA solution, cascade at current time and TA events in the TAEM report, the local TA provider team may consider the TA solution should be scaled or expanded to other locales, organizations, programs or partners?. The Duplicate phase can take place at any time during the Deliver TA process, based on the needs of our clients and the effectiveness (or promise) of the response.

 

Graduation Announcement

TBD

 

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