Aada communication rules and_regulations final oct 11_rs

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Aada communication rules and_regulations final oct 11_rs

  1. 1. AGENCY FOR ASSISTANC DEVELOPMENT OF AFGHA COMMUNICATION RULES REGULATIONS (Policies and Procedures) Revised: June 2011 Dr Roohullah Shabon Date 1 AGENCY FOR ASSISTANC DEVELOPMENT OF AFGHA (AADA) COMMUNICATION RULES REGULATIONS (Policies and Procedures) Revised: June 2011 Approved by: Dr Roohullah Shabon President/CEO Date: October 2011 AGENCY FOR ASSISTANCE AND DEVELOPMENT OF AFGHANISTAN COMMUNICATION RULES AND (Policies and Procedures)
  2. 2. Contents Communication Rules and Regulations ..................................................................................................................1 Communication Rules and Regulations ..................................................................................................................3 1. Introduction..........................................................................................................................................................3 2. ToR of the Program Development Unit...........................................................................................................3 3. Communication Guidelines...............................................................................................................................4 3.1 Correspondence......................................................................................................................................4 3.2 AADA Documenting Procedures: .......................................................................................................4 3.3 Reporting Procedures: ..........................................................................................................................5 4. AADA Report Templates...................................................................................................................................5 4.1.1 Weekly reports (limited to one page, particular for emergency cases): ..........................5 4.1.2 Monthly and Quarterly Reports (limited to six pages):.........................................................5 4.1.3 Annual Reports ...............................................................................................................................5 5. Monitoring and Evaluation Procedure.........................................................................................................6 6. Health Management Information System (HMIS) .....................................................................................6
  3. 3. COMMUNICATION RULES AND REGULATIONS 1. Introduction Under the general direction and guidance from President/CEO, communication in AADA is managed by the Director General and Program Development Unit at central level and by the Project Managers at the Project Level. Communication will ensure all relevant policies, strategies, guidelines and other documents of related organizations are stored as resources for utilization at Kabul Office and for AADA policy making and strategy development. Communication also ensures availability of specific documents at field that facilitates daily operation of the projects. Collecting reports of any kind (e.g. annual report, timely reports of project progress, mission reports, monitoring reports, newsletter etc.) and compiling and submission of reports to donors and other related organizations is expected from communication, and is one of the important responsibilities of Program Development Unit. This manual is a guide for AADA management staff and technical staff to help them assist the General Director and Program Development Unit to elicit accurate and correct information and communicate to external parties. 2. ToR of the Program Development Unit The Program Development Unit supports AADA in developing project proposals and ensures adherence to the requirements of the project. Furthermore, it deals with all external bodies on behalf of AADA for business communication. Program Development mainly performs communication, monitoring, evaluation, and HMIS activities of AADA. Program Development collects information through HMIS, monitoring visits or project reports and, whenever needed, assist HMIS unit in providing feedback to relevant departments and/or project managers. Specific responsibilities are, but not limited to the following: 1. Under the guidance of President/CEO and in close coordination with AADA General Director and other senior management staff, develop AADA communication strategy and support the development of strategic plan draft and present them for comments and approval. 2. Develops and implement an annual communication strategy with a plan, priorities and initiatives that is aligned with AADA’s strategic plan 3. Works with other departments and Provincial offices to develops specific communication plans and messages as appropriate. 4. Proactively identifies and researches issues in the government, media and stakeholder communications that have an impact or provides an opportunity to advance issues/initiatives in AADA’s strategic plan. 5. Develops communication tools and messaging consistent with AADA strategic plan and POP. 6. Document and maintains data base and an inventory of related communications materials, publication stock and reprint of products 7. Development of Evaluation Framework for initial, midterm and final evaluation of AADA programs 8. Develop guideline, toolkit, and checklist for writing proposal, budget and report writing 9. Develop Project Proposals in with the support other management team and project staff. 10. Assist in developing project reports and AADA activity reports in coordination with relevant project managers and heads of departments. 11. Manage all AADA publications (portfolios, brochures, leaflets, magazines, etc). 12. Manage AADA Web-site 13. Develop common messaging for AADA advocacy and marketing 14. Develop branding and logo 15. Management of AADA document and technical resources 16. Provide any information about AADA to external bodies and media in close coordination with the General Director 17. Provide inputs for effective monitoring and evaluation of AADA projects 18. Collect HMIS reports and use it for project reports, AADA publications and providing feedback to relevant departments.
  4. 4. 19. Head of departments / Project Managers draft documents such as Job Descriptions. Program Development Unit is responsible for finalization and ensuring that it meets AADA policies and rules. 20. Develop Style guide for AADA 21. Develops a network of media contacts and provide media training 3. Communication Guidelines 3.1 CORRESPONDENCE • All types of AADA correspondence should be provided with a copy to Program Development/communication. • Head of each department is responsible to instruct their sections to label the individual files properly. Give example of file labeling (Logo, file number, project name, year) • Individual departments/sections have to keep their units’ up to date and proper filing within their sections with soft copy and hard copy back up to Program Development Unit. • AADA records will be property and asset of AADA and they should be kept confidential and maintained properly by all AADA employees. • At the end of each project, for project documents, and at the end of every year, for AADA Main Office documents, documents should be handed to administration for archive. • AADA receptionist/administration will receive coming-in letters and forward to Program Development; Program Development will respond or forward to relevant projects or departments. • AADA staff will not provide any information to outsiders or media unless prior agreement of program development unit or Director General is obtained. This will help AADA provide consistent and accurate information to all outsiders in accordance to its policies. 3.2 AADA DOCUMENTING PROCEDURES: • All project files, and other AADA program files and documents are counted as AADA property and will remain safe within Program Development Unit as current, and as archive with administration. • Records of finance as well as other program records should be kept for at least three years – considering donor policy –after the end of specific projects. • Each department/section is responsible for maintenance of its records. • The dispose off or removing of filings can be decided only by the General Director in consultation with Program Development Director. All out dated files and/or expired (after three years) files from archive can be destroyed by the written permission of the Board of Directors and at presence of an assigned team. • Internal communication such as memoranda will pass through horizontally as well vertically within departments/sections when required and records will be kept individually in the specific files.
  5. 5. 3.3 REPORTING PROCEDURES: • Project Managers are responsible for filing all information in the field and provide it within the monthly, quarterly and annual reports as well as end of project reports. • All reports must comply with the report format of AADA and donors. • Any kind of other information should be provided by the Heads of Departments, Project Managers or his/her designee to General Director or Program Development Unit when required. • Reporting of information will be according to the requirements of the report (internal or to MoPH or donor agencies) and will be provided to General Director or Program Development Unit at least a week before the deadline. 4. AADA REPORT TEMPLATES 4.1.1 Weekly reports (limited to one page, particular for emergency cases): There is no weekly report as part of reporting strategy of AADA. 4.1.2 Monthly and Quarterly Reports (limited to six pages): Section A) Project Overview: State your project goals, objectives, date of start, closing date, donor agency and IPs (if any). Give a short description of project area, profile of target population and project main plans. Section B) Project Accomplishments Give progress or accomplishments of specific activities according to the project plan and set indicators. For quarterly reports please attaché the proxy outcome indicators of HMIS as required by the MoPH. If any activity is not achieved as planned give justification, please. Delay in activities and future plan for accomplishing that activity should be reflected in reports. Section C) Project challenges and bottlenecks: Explain any problem and give specific suggestions to obtain support from Kabul Main Office. Give an update of security and concerns in coordination with project partners. Section D) Success stories and Lessons Learned and action photos (only for quarterly report) Describe lessons learned from the project during implementation and methods that you will take in the future to avoid a similar lesson. Section E. Project Plans: Give an update of project initial plan as in project proposal and specify time and resources for accomplishing those activities. 4.1.3 Annual Reports
  6. 6. Annual reports will follow the monthly and quarterly reports with an additional section of conclusion of the project progress at the end of the report. The template of annual report could wary based on needs. 5. MONITORING AND EVALUATION PROCEDURE As stated above, AADA Program Development Unit is responsible for developing projects evaluation framework based on the template and guidelines developed by Program Development and ensuring that projects are implemented in line with the project plan and relevant donor and government ministries’ policies and guidelines. In this regards, AADA needs to collect accurate information from the field and central level of the projects. Monitoring and Evaluation is one of the important activities that will provide AADA with information. Monitoring and Evaluation will develop plans for each project and then visit the field using specific checklists based on the project implementation guides and plans. Monitors will provide with reports from each visit and specific suggestions on how to improve project performance. AADA’s monitoring activities will include technical monitors, financial and project administrative activities. At the end of projects AADA may decide to evaluate the whole project or one aspect of a specific project. Evaluation activities of AADA will be in close coordination with AADA Board of Directors and relevant departments. 6. HEALTH MANAGEMENT INFORMATION SYSTEM (HMIS) Another way to collect information is through HMIS reports. HMIS reports can be used only for health projects and AADA’s Program Development Unit will design specific Information collecting systems or will adopt available systems from other sources for non-health projects. For health projects AADA will use MoPH developed HMIS in close coordination with head of health department and project managers. Accountability After approval of President/CEO, Director General and Senior Program Manager and Provincial Managers are accountable for effective and onetime communication for implementing this policy and procedure.

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