1. Scoping and design

Stage 1: Scoping and design of the Capacity Development Planning Process

Successful and sustainable capacity development can only occur when there is commitment from individuals who invest in the process and the desired results of capacity change.  Engaging stakeholders and building consensus during the entire capacity development process requires that a communication and coordination plan be put in place to ensure that PR, SRs, the Global Fund Secretariat, the CCM, LFA, government ministries, private partners, CSOs, and development partners are kept informed, consulted and engaged as necessary.  

Each of these organisations (as well as individuals within each organisation) will have a different role and perspective of the capacity development effort and communications must be tailored accordingly. Stakeholder engagement and consensus building should be conducted throughout the capacity assessment, planning, and implementation cycle and helps to ensure commitment and accountability for sustainable capacity development.  

Activities

  1. Analyse stakeholders identify all stakeholders and analyse their perspective, positioning, level of involvement, preferred methods of communication, and readiness for capacity development. In particular attention should be given to Key Affected Populations (KAPs) and how they can engage with the process.
  2. Review institutional arrangements clarify the institutional structure and arrangements for implementing the grant; with lines of accountability, oversight roles, and staff roles and responsibilities.
  3. Define a capacity development team and roles identify organisations and individuals to oversee, manage and support the capacity assessment and planning process and, if possible, also the implementation.
  4. Plan and manage communications schedule and conduct appropriate communications to identified stakeholders, including launches, meetings, workshops, interviews, newsletters, surveys, and electronic communications (websites, knowledge sharing systems, emails).

Key Considerations

The following points should be considered when scoping and designing the process.

  • On-going communications and engagement Stakeholder engagement and consensus building is a continuous process, conducted throughout the capacity development cycle. A communications plan should be developed, identifying organisations and individuals, with the level, type, and frequency of communication__ gathering and sharing information effectively ensures understanding, support, engagement, and transparency.
  • Ownership and partnership It is critical that the organisation that is the focus of capacity strengthening is in charge of and committed to the capacity development programme. In a Global Fund financed programme, it is part of UNDP’s role to provide capacity development support, therefore sufficient time and effort should be invested in developing a strong partnership between UNDP and the organisation to ensure that objectives, roles and expectations are articulated, explored and clarified.
  • Identifying agents of change these are organisations, coalitions, groups, or individuals that drive or initiate change by taking on roles to achieve the required outcomes.
  • Institutional arrangements The management and accountability structures required to act as a PR are a fundamental aspect in assessing and planning for capacity development.
  • Use methods appropriate to the context the most appropriate communications methods are dependent on the country, culture, organisation, context, and situation.  For example a questionnaire given to individuals may be more appropriate in some scenarios than a group meeting. Other alternatives include one-on-one discussions or small focus groups which gather more information than team reviews.
  • Grant implementation roles vs. capacity development process roles performance-based funding of Global Fund grants encourages a focus on immediate delivery issues and this can be difficult to balance against commitments to support capacity development. Teams will need to have clear capacity development results areas, together with integrated Terms of References and work plans.