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Activity Cycle
A. Identify Activity Concept
·Eligible applicants who are interested in the Facility should identify Activity concepts based on the published objectives of the Facility. During this process, they could visit the Facility website, or email, phone or meet the Facility Management Team (FMT) to obtain detailed application requirements.
·CAHHF Activity Concept Paper, which is requested to be completed by applicants, can be downloaded from the Facility website at www.cahhf.org.
·It is not essential to complete a Concept Paper as a first step and agencies with well-developed ideas may wish to proceed immediately to completion of an Activity Design. However completion of a Concept Paper will allow applicants to quickly discover whether they are a good match for the Facility, without investing too much time in preparation and writing.
B. Submission of Concept Papers (and Activity Designs)
·Concept Papers will be collated by the FMT in one round each year.
· The FMT will screen Concept Papers against the pre-approved selection criteria, including its coherence, acceptable formatting, and relevance to CAHHF objectives. Concepts will then be submitted to Senior Health Advisors (SHAs) and Program Management Committee (PMC). There are two SHAs, one Australian and one Chinese.
·Concept Papers for “small activities” (that is: budget between AUD $30,000 and $150,000) will be reviewed and approved by SHAs. Those for “large activities” (that is: budget between AUD 150,000 and 1,500,000) will be reviewed and approved by the PMC at regular PMC Meetings in March and September each year.
·For urgent issues, Concept Papers may be submitted to FMT at any time without the time limit of PMC meeting. If the urgency is confirmed, they will be reviewed by delegates of SHAs/PMC through out of cycle procedures.
·As noted above, it is permissible to submit a fully worked-up Activity Design, without having a Concept Paper assessed. In this case, it would be important to review both guidelines for Concept Papers and Activity Designs.
C. Activity Design
·After approval of a Concept Paper (if submitted), applicants are required to complete CAHHF Activity Design. The formats for these can be downloaded on the Facility website, and submit to FMT. If necessary, the FMT can provide or contract technical support to the preparation of Activity Designs.
·Activity Designs for “small activities” will be reviewed and approved by the SHAs. Those for “large activities” will be reviewed and approved by SHAs, provided the activity design is consistent with the approved concept and the proposed budget in Activity Design within 10% increase of the approved Concept budget. Designs with greater deviations from the Concept budget will be reviewed and approved by PMC at their 6-monthly meeting.
D. Sign Funding Agreement
·After the approval of Activity Designs, applicants will negotiate with FMT on the details of a Funding Agreement. This will be based upon the detailed description of outputs, tasks and resources provided in the Activity Design. The Funding Agreement will also define responsibilities and obligations of different parties involved in the approved activity.
·FMT will draft the Funding Agreement based on the negotiation results. These will be signed by the implementing agencies, the FMT and the CAHHF managing contractor.
E. Mobilize and Launch the Activity
·The approved activities will be mobilized and launched by the applicants. If necessary, FMT can provide support at this point.
F. Implement Activity
·The implementation agencies implement the activity in accordance with the approved Activity Design.
·FMT will allocate activity fund in accordance with signed Funding Agreement. This will also require short, periodic Progress and Financial Reports, as specified in the Funding Agreements and using formats provided by the FMT.
G. Monitor and Evaluate Activity
·Most monitoring and evaluation will be carried out by the implementing agencies, based on the Monitoring and Evaluation plan in the approved Activity Design. Where possible, these will use existing Chinese government systems, and also contribute to the monitoring and evaluation of the China-Australia Integrated Health and HIV/AIDS Program. Monitoring will also take place through the reports to the FMT in accordance with the signed Funding Agreement.
·For some Activities, the SHAs and FMT will monitor and evaluate the impact and outcomes in accordance with the CAHHF Monitoring & Evaluation Framework. In some cases this will involve the preparation of case studies.
H. Completion the Activity
·After the completion of all the tasks of the activity, the implementation agencies are required to submit an Activity Completion Report in accordance with the report format provide by FMT.
·After the Activity Completion Report is reviewed and approved by FMT, FMT will allocate outstanding funds, as shown in the Funding Agreement.