This document outlines best practices for effective district health stakeholder forums (DHSFs) in coordinating stakeholders to address gaps in annual workplans. Key recommendations include: conducting an analysis of performance gaps and financing needs; aligning stakeholders based on their interests and resources; securing commitments through partnership building; establishing clear objectives and schedules for DHSFs; and monitoring commitments and sharing lessons learned. The goal is to mobilize resources and coordinate partners to achieve health sector targets and priorities.

1. 1Management Sciences for Health
Strengthening Stakeholders Coordination at
County/Sub County Level
Philip Koitelel: 12th
September 2012

2. 2Management Sciences for Health
The DHSF As Effective Stakeholders Mobilization &
Resource Mobilization Vehicle to address AWP Gaps.

3. 3Management Sciences for Health
Building Partnerships that Work

4. 4Management Sciences for Health
Effective DHSFs.
Should have the following success factors:
1. AOP/AWP funding/Performance gap Analysis & Identification
2. Sector/ Resource Stakeholder Analysis & Alignment
3. Partnership Building with Stakeholders.
4. Securing commitment & Participation by decision maker staff of
partners
5. Clear objectives & agenda for each DHSF – Keep time!
6. Develop Annual schedule of DHSFs at beginning of year
7. Securing hosts for each of the 4 DHSFs.
8. Writing and timely sharing of actionable/trackable minutes
9. M&E of resource commitments inputs and service delivery and
management support results and
10. Sharing learning from partnership initiatives.

5. 5Management Sciences for Health
AWP Performance & Financing Gap Analysis
0
1
2
3
4
5
6
HTC
HCT
MNCH
RH/FP

6. 6Management Sciences for Health
Stakeholder Analysis & Alignment
• Who are the potential partners in this district/county?
• What are they interested in- Mandate?
• MoH/A+- What are our interests?=[ filling priority service delivery &
management support resource gaps]
• Which potential partners have interest that match ours?
• Which partners are we going to approach for which resource gap ?
• What are their concerns( about use of resources/supporting AOP7
activities)
• How are we going to approach each of the identified stakeholder? = [
who to do? How to do? -Proposal letter/email, visit, follow up)
• What strategy are we going to use to secure commitments from our
stakeholders? = commitment letters/email, Minutes, MOUs,
participation in the DHSF.

7. 7Management Sciences for Health
Stakeholder Analysis -AWP Performance gaps Alignment
Potential
Partners In
District/Coun
ty
Partner
Interests/Mand
ate Areas
Similar AWP
Gap Areas
Partner Concerns
before releasing
support
How to
address
concerns
How, When
and Who to
do.
CDI
WVK
APHIAplus
CDF
County Gov.
MSH-HCSM
MSH- LMS
MSH- SCMs
MSH- Labs
etc

8. 8Management Sciences for Health
Performance/Financing/Partners Alignment
Result/Activities AWP
Performanc
e Target
Target
Gap Not
GoK
Covered
Gap
Budget
GoK/Partne
rs
Commitme
nt
Current
Financing
Gap
Partner(s) to
Approach
# of Individuals
Counseled &
Tested
15,000 8,000 180,000 80,000 100,000 APHIA plus
NAL, NASCOP
# of < 5s
Immunized
25,000 15,000 150,000 65,000 85,000 HSSF, APHIA
plus
# of Condoms
distributed for FP
30,000 0 20,000 20,000 0
# of HW trained
on Performance
Needs.
25 650,000. 150,000 500,000 Nat. Training,
LMS.

9. 9Management Sciences for Health
Securing commitment & Participation by Key
Stakeholders.
•During partnership building, ensure
that stakeholders appreciate the
need to send decision-makers to
participate in the DHFs
•Call and send invitation
letters/email 2-3 weeks in advance
reminding them of the same, as
necessary.
•Appreciate their participation as
equal partners.

10. 10Management Sciences for Health
DHSF Partners Commitments
Result/Activitie
s
AOP
Target
Aligned
Partner
Budget
Needed
GoK Gap Partner
Commitm
ent
Confirmed
Gap Partner(s)
# of Individuals
Counseled &
Tested
10,000 APHIAplu
s
180,000 80,000 100,000 85,000 APHIA plus
NAL, NASCOP
# of < 5s
Immunized
18,000 HSSF 150,000 65,000 85,000 70,000 HSSF, APHIA
plus
# of Condoms
distributed for
FP
30,000 NASCOP 20,000 20,000 0 0 NASCOP, NACC
# of HW
trained on LDP
8 LMS 650,000. 150,000 500,000 500,000 LMS
# of HW
trained on
Performance
Management
30 FUNZO FUNZO

11. 11Management Sciences for Health
Clear objectives & Agenda for each DHSF –
Keep time!
1. Identifying district performance objectives/targets actions without
adequate resource envelopes.
2. Prioritizing the service delivery and management support result
areas and targets with the most resource gaps for the year
3. Targets with the least Performance/most resource gaps for the
Year/ quarter = set DHSF objectives based on these
4. Report performance on these objectives next DHSF
5. Monitor progress and add on new objectives as necessary based
on same criteria.

12. 12Management Sciences for Health
Develop Annual DHSF schedule & Secure Hosts
• Agree on a tentative annual DHSFs schedule during the first
DHSF/beginning of the year; e.g. 1st
week of the first month
of each quarter.
• Confirm the date of the subsequent DHSF in the current one
• Identify a host (s) for the subsequent DHSF and preferably for
all the DHSFs at the beginning of the year. A “host(s)” is the
partner or partners who are going to meet the cost of the
designated DHSF.
• The MoH should always be the secretariat and coordinator of
the DHSFs.

13. 13Management Sciences for Health
Immediate Sharing of Action-Oriented Minutes
• DHSF minutes should adopt an “Actionable format for them to be
an effective management tool. i.e.
• Indicate outcomes of current DHSF including action points
• Each action point should clearly identify which partner is going to
take action and by when.
• Updates on Action progress should be done in the next DHSF.
• Reasons should be given for action points not effected and any that
consistently remains undone should be addressed as a matter of
top priority by all partners.
• Minutes of each DHSF should be shared as soon as possible say
within 1 week of the DHSF so that those action-oriented have a
point of reference for their assigned actions soonest.

14. 14Management Sciences for Health
M&E and Learning
• Subsequent DHSF are a great opportunity to monitor
partnership/team progress on district priority action plans,
use of committed resources and sharing of lessons learnt.
• It is NOT a forum for presenting what each partner does on
their own but what progress has been made on achieving
health sector (AOP) targets with the contribution of all
partners.
• For added value, lessons from DHSF meetings and partner
actions should be shared via next minutes and deliberations.

15. 15Management Sciences for Health
Asante Sana!