Health Cluster Co-ordination Training Course

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Hilary Jackson
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1 Health Cluster Co-ordination Training Course Geneva Monday 20th Friday 24th September 2010 Course Report Report Dated: 28 th September 2010 Tim Foster and Bobby Lambert

2 Contents 1. Executive Summary...1 Background... 1 Key results... 1 Facilitator recommendations... 1 Developments in preparing for this course Course outline Course evaluation details...4 Achievement of broad course learning objectives... 4 Further development of the workshop... 4 Participant messages... 6 This report has been prepared by Bobby Lambert and Tim Foster.

3 1. Executive Summary Background This health cluster coordination training course was held in Geneva from 20 to 24 September There were two main aims, To prepare the participants for their role in Health Cluster Coordination To assess the roles that participants may play in Health Cluster Coordination The course was organised by WHO on behalf of the Global Health Cluster. Tim Foster and Bobby Lambert were contracted as facilitators for the course. Key results Attendance 30 participants attended the course: 19 from WHO (of whom 17 were based in Geneva), 3 from other UN agencies (UNHCR, UNICEF, UNFPA), 1 from IOM, 3 NGO's (Medair, Merlin, Medicus del Mundo), 4 independent consultants. Achievement of aims and objectives Overall the course succeeded well in its main aim of supporting participant learning and preparation for their role in Health Cluster Coordination, with the average rating against the 7 course objectives increasing from 3.1 at the start to 4.5 at the end of the course on a 1-5 scale. Against all 7 objectives, an average rating greater than 4 out of 5 was achieved. There was considerable variation between individuals reflecting the wider variety of participants on this course; those with less experience gained most. The success of the course was particularly pleasing given the challenges posed by the: Shift in course aims Greater number of participants and their wider range of profiles New course content and shorter duration Non-residential location Facilitator recommendations This course is a great opportunity and a major investment in cluster capacity building. The following specific recommendations are made: 1. Focus on training the in-field coordination team: There are benefits in broadening the focus of the course to include members of the in-field coordination team rather than Health Cluster Coordinators alone. Any further broadening, however, as happened to some extent in this course, risks diluting the focus of the course. A shorter course could be developed for staff in the headquarters of health cluster partner who will be supporting the in-field coordination team. 2. Strengthen the link between training and HCC recruitment: Health Cluster Coordination courses are a useful opportunity for those responsible for recruiting the members of the coordination team to develop a good knowledge of the participants. This could increase the number of participants actually deployed and possibly also address participants desire to get tailored feedback on their performance during the course. 3. Retain the methodology: Participants very much appreciated the learning methodology (mix of presenters and activities, interactivity, minimum of presentations, maximum discussion, strict control of PowerPoints, time-keeping etc). 4. Ensure a mix of non-who members in training team: Given the sensitivity over cluster branding, it is particularly important to maintain a balance of non-who members of the training team. External facilitators have an important role to play in this respect, and can also act as independent brokers between participants and the client. HCCT Geneva Sep 2010 Page 1

4 5. Training team functioning: A high quality interactive course requires a well functioning and competent training team, as was the case on this course. As we have learned, the core training team must arrive in sufficient time before the start of the course to allow for team building and for finalising all the details of the course. Sufficient facilitation time must be allocated before and during the course to brief and support external resource people (particularly those new to the course), and to monitor and review progress of the course. Developments in preparing for this course The Health Cluster Coordinator course has now been run several times on behalf of the Global Health Cluster. An agreed approach is emerging on aims, objectives, course programme and broad content. As with any live, interactive training, the course continues to evolve to meet the needs of participants and an evolving context. In this particular course, there were some notable developments, which had significant implications for the preparation and facilitation of the course. These are discussed below. Evolving course aims The focus of this course shifted slightly from previous courses. The first aim of the course broadened from a focus on health cluster coordinators to include those who might participate more generally in the health cluster coordination, some with a supportive role from HQ. The second aim of a thorough assessment of participants for their potential role as an HCC changed to a more informal assessment of their general role in Health Cluster coordination. Wider participant profile and greater numbers Reflecting the change in course aims, the profile and potential future role of participants broadened significantly. Half of the participants came from WHO HQ and many had relatively modest exposure to cluster coordination situations. While most participants envisaged some role in coordination at field level, not all did. In addition the number of participants nearly doubled from the previous course, from 16 to 30. This naturally resulted in a wider range of participant expectations than on previous smaller and more focused courses. It also posed challenges in handling all the questions and comments from participants. New course content and shorter duration The course duration was reduced from 5 ½ days with registration and a reception on the evening before to 5 days with registration at the start of the first day. Several new content areas were introduced, including Emergency Preparedness and a substantially increased section on working with partners. Non-residential location Unlike previous courses, this was non-residential and within easy walking distance of WHO HQ. This limited the scope for informal interaction between participants outside of course hours and meant that some WHO staff had to occasionally visit their office during the course. It also had an impact on the functioning of the training team, who had to respond to other work-related demands during the course. Changing course training team Many of the training team members had worked together on previous courses; this greatly helps continuity and development. However there were also several new resource people who usefully bring fresh perspectives, but also require considerable support from the facilitators. Different administrative and logistics support arrangements Administrative support arrangements for this course were notably different from previous courses, which benefited from a full-time on-site administrator with IT support. HCCT Geneva Sep 2010 Page 2

5 2. Course outline Start time Thurs & Fri 16 & 17 Sept Sat & Sun 18 & 19 Sept A Mon Sept 20 Cluster Approach 0830 Training team preview Participant registration B Tues Sept 21 Partners, Preparedness & Tools Training team preview C Wed Sept 22 Strategy, planning & resource mobilisation Training team preview D Thurs Sept 23 Policies, communication, attitudes & skills Training team preview Assemble - 5 mins Learning review 15 mins Learning review 15 mins Learning review 15 mins Opening Session: Welcome, Keynote Speech, Participant Introductions, Course briefing Role of NGO's; Co-cluster leads; Principles of partnership; Sub national coordination Relationship and role of MOH and other national authorities Strategy and Action Plan to address prioritized needs (gap filling): How to develop CHAP; how to enhance inter-cluster coordination Highlight HCG HCG Chap 1.3., 2.1 & 2.4 HCG Chapter 4-5 IASC guidance papers & HC policy documents 45 NZ, AG [TF] Communications protocols and policies 30 E Fri Sept 24 Simulation Trainer team preview Simulation Exercise SBY, RC [BL] CL [BL] NZ, MY [BL] PG [BL] Training team 1030 Coffee Coffee Coffee Coffee Coffee Thurs Full training team including all resource persons Fri One on one support and preparation Humanitarian Reform & Cluster Approach Role of NGOs etc. (cont) 60 CL [BL] Strategy and Action Plan (cont) Civil military collaboration including int missions 30 HCG Chapter? HCG Chapter 4-5 Coordinator attitudes & behaviours and governance Simulation Exercise Participant presentations to panel AOK [TF] NZ, [TF] NZ, MY [BL] BL, TF Training team 1230 Lunch Lunch Lunch Lunch Lunch Roles & responsibilities of the Health Cluster at Global & Country level, highlighting those of HCLA & HCC Role of Health Cluster in Emergency Preparedness, 45 HP [TF] Who s who in WHO 45 mins HCG chapters 1.2 & 1.3 HCG chapter? HCG Chapter 7 Resource Mobilization Coordinator skills, appreciation & development Simulation exercise: Evaluation & feedback NZ, AG [TF] SBY [BL] OS, NA [TF] BL, TF Training team 1500 Coffee Coffee Coffee Coffee Coffee Key country cluster deliverables & timelines in emergency preparedness, response and recovery (acute and chronic Assessment and health situation monitoring: existing tools (IRA, HeRAMS, ) crises) HCG Chapter 3 HCG chapter 3 HCG Chapter 7 Resource Mobilization Simulation Exercise Introduction to the exercise Park sheet, course evaluation and closure MY [BL] NZ, SP [TF] OS, NA [TF] Training team [BL & TF] Training team 1700 Participant Review [TF] Participant Review [BL] Trainer review Thurs Visit venue (BL, TF & Admin support team) Thurs & Fri One on one support and preparation Sat & Sun Final individual preparation Sun Participants from outside Geneva arrive Trainer review Trainer review Tools clinic SP [TF] Trainer review Course social event Final training team course review HCCT Geneva September 2010 Page 3 Sat 25 Sept Participants from outside Geneva depart

6 3. Course evaluation details The workshop was evaluated through: Individual participant self-assessment against grouped course objectives A participant group exercise on proposals for workshop development Structured review in training team s Achievement of broad course learning objectives The achievement of the 7 broad learning objectives was measured by participants completing a selfassessment form at the beginning and end of the course. Participants rated their level of competence at the start and at the end of the workshop, on a 1-5 scale, with 5 high. The analysis below is based on the 19 completed forms received. Overall the course succeeded well in its main aim of supporting participant learning and preparation for their role in Health Cluster Coordination, with the average rating against the 7 course objectives increasing from 3.1 at the start of the course to 4.5 at the end, on a 1-5 scale of preparedness for their role. Against all 7 objectives, an average rating of above 4 out of 5 was achieved. Reflecting the wider variety of participants on this course, there was considerable variation between individuals. As expected, those with less experience gained most. Participant self-assessed rating against broad Course Objectives, HCCTGVA10 (1 low, 5 fully prepared) Overall preparedness for role of HCC Resource Mobilisation HS Strategy & Plan Guide, Policies & Tools Attitudes and Skills Role of HCC as coordinator Health Cluster Partners & WHO roles Hum Reform & Cluster Approach Start End Self-assessed level Further development of the workshop Training team proposals At the training team immediately after the course the following recommendations were made: Consider starting the Simulation Exercise a day earlier and follow with session on attitude and skills. [Facilitator caution: the Simex is a natural conclusion to the course and energy levels after it are likely to be very low] Link the outputs of the simulation exercise more directly to the course sessions, e.g. Flash Appeal Talking Points, Presentation and Sitrep. Change Who s Who in WHO to Who s Who in the Cluster, focusing on key relationships for the coordination team. If however Who s who in WHO is run, move to optional evening session. Explore ways of giving more direct feedback on SIMEX [Facilitator notes: consider overall feedback in plenary, and outside plenary, group specific feedback by resource people allocated as group monitors; need however to check timing implications for course as programme already very tight] Participant proposals At the end of the workshop, participants working in groups proposed a list of workshop development proposals, on a flip chart in a format similar to that of the table below. Each participant could tick whether HCCT Geneva September 2010 Page 4

7 they agreed or disagreed with each comment. In the table below, all comments are recorded as written and the tables have been ordered to reflect the highest level of agreement. Participants particularly appreciated the practical exercises, real life examples and solutions, the simulation exercise, timekeeping, mix of participants, resource people and methodologies, such as experience sharing. Changes proposed included the more precise feedback after exercises and presentations, more focus on the HCC functions, more simulation exercises, and greater links with the Guide. Keep the same Yes No Bal Real life problems and solutions (eg. NATO flights) Simulation Exercise Genuine Engagement of the Resource Persons Simulation Exercise Timekeeping Mix of participants Mix of presenters and methodologies Experience Sharing Simulation exercise Mix of presenters, external presenters Group discussion activities Overall course structure Theory & Practice Mix Facilitators attitude and activity Training location Change/Improve Yes No Bal Precise feedback - after exercises / presentations Increase the focus on essential tools and methods for the 15 functions included in HCC ToR Outline opportunities to develop soft skills Outline pre-deployment briefing info (info that is not part of the training) More direct feedback to groups after simulation exercise More simulation exercise opportunities (e.g. chairing a of angry partners) Embed training more firmly in guide, cross referencing etc Expand simulation exercise, content, duration More time on strategies and challenges, lessons learned, budgeting needs Structure of presentations ensuring clarity More practice, less theory Less on process, Who s who, preparedness, skills and attitudes Room was sub-optimal for the activities Flexibility on Time Management - important discussions to be thrashed out Long powerpoint presentation Other comments Yes No Bal More resource persons from other organisations / donors etc Individual debriefing on skills/ knowledge /attitude Get us out there as part of HCCT to gather experience and confidence Keep venue, coffee, timekeeping, opportunities for evaluation Improve facilitation and handling of questions Change of venue and seating arrangements HCCT Geneva September 2010 Page 5

8 Participant messages At the end of the workshop participants prepared the following 5 messages to the Global Health Cluster: Message 1 To the GHC Fully reconsider your RASCI accountability framework, since it seems to obey the interest of protecting WHO. Clear guidance relative to liaison/relating with military response in the field. Do show us the value of all information products HQ requests from the field, and institute formal feed-back processes and instruments to the HCC teams. Do consider additional on the job training opportunities for the HCC position and team members Message 2 Message to GHC: Make available robust, relevant, user-friendly tools e.g. online 4 Ws Flash appeal templates etc Message3 To Global Health Cluster (from field perspective) Thank you for the excellent support and hard work done to date. It would be useful to deploy a team to fulfil the terms of reference as expecting a sole employee to conduct all duties is extremely overwhelming. If it is possible the HCC in the field would appreciate a high level agreement between the cluster partners and Heads of Agency to ensure all cluster partners understand the management of the cluster. Yours truly, HCC (country) 4. Message Dear Health Cluster Members, Now that we have had the wonderful opportunity to have full insight into the challenges of our future job, we kindly ask you to assure there is political and financial support for the work at hand. 5. Message A good introduction that prepares & equips Health Cluster Coordinators with basic tools. However There is still room for improvement in the ff areas 1. POLICY DOCUMENTS Need back up of all players 2. TOOLS: TO BE ADAPTED 3. STRUCTURE; Double function of HCC/HWCO HCCT Geneva September 2010 Page 6

Stakeholder Engagement and Communication Plan (SECP)

Stakeholder Engagement and Communication Plan (SECP) Summary box REVIEW TITLE 3ie GRANT CODE AUTHORS (specify review team members who have completed this form) FOCAL POINT (specify primary contact for