Contribution Agreement Management and Administration - Capacity Development Action Plan

Business Planning and Management Directorate (BPMD)
Capacity Development Unit (CDU)
From: April 2004 To: March 2007
Updated from September 27 & 28, 2004 Steering Committee Annual Meeting (27/10/04 version)

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Table of Contents

• Introduction
• A Framework, A Strategy and A Gap Analysis
• The Longer-term Purpose
• Definitions
• Expected Results
• Capacity Development Action Plan

Introduction

The purpose of this three-year Action Plan is to create a focus on developing management capacity specifically related to the management and administration of the contribution agreements. The strengths and capacities of the recipients of this plan (people who deal with FNIHB contribution agreements - both First Nations and Inuit and FNIHB regional and headquarters staff) as well as their challenges or needs form the backbone of this plan.

The Capacity Development Gap Analysis identified seven key categories of need related to the management of the contribution agreements. Accordingly, this paper is organized around the development of capacity related to: communication; management and administration of the contribution agreements; planning and evaluation; program reporting; financial planning and reporting; human resources; and technology.

The following helped identify the challenges or needs:

• the Auditor General's (AG) Reports (1997, 2000 and 2002);
• the Health Plan Demonstration Project (HPDP) communities;
• a Joint Strategic Planning Workshop (Assembly of First Nations (AFN)-FNIHB) which included representation from the Inuit Tapiriit of Kanatami (ITK)
• the National Aboriginal Health Organization (NAHO);
• the FNIHB Capacity Development Working Group which included headquarters and regional representatives ;
• the Business Planning and Reporting Division (BPRD) which produced: FNIHB Capacity Development Process Review (August 2003) involving FNIHB regional staff and program managers;
• the Inter-Departmental Committee on Capacity Development (included Indian and Northern Affairs (INAC), Human Resources Development Canada (HRDC), and Statistics Canada);
• the World Health Organization (On Being In Charge, World Health Organization (WHO), Geneva, 1992).

On-going discussion, negotiation and commitment is required during this three-year plan by all interested parties. We believe the development of collaborative relationships is key to meeting the identified challenges. Although collaborative in nature, this plan does not change the respective roles and responsibilities for FNIHB or FN/I as identified in the contribution agreements.

The intent is to keep this plan simple, clear and realistic. We trust it will be a 'living document' as new partners, strategies and ideas come forward. The plan itself is to be maintained by the BPMD (CDU). We welcome feedback from all recipients of this plan (FNIHB staff and FN/I communities) and partners regarding its usefulness to them.

A Framework, a Strategy and a Gap Analysis

This Action Plan builds upon background work; particularly the FNIHB Accountability Framework, Capacity Development Strategy and Gap Analysis. It is intended to strengthen capacity for accountability for both FNIHB and FN/I. The AG defined accountability as the obligation to demonstrate and take responsibility for performance of roles and responsibilities. These roles and responsibilities should be agreed upon, understood and communicated. This plan asserts that strong management, administrative and financial capacity throughout the whole system is essential to strengthen the capacity to be accountable for all parties. Note that this plan does not change the respective roles and responsibilities as identified in the contribution agreements; responsibilities remain the same.

The longer-term purpose

The activities in this Action Plan are focused around strengthening the management and administration of the contribution agreements (for both FNIHB and FN/I). However, the longer-term purpose of the contribution agreements is to improve health outcomes for FN/I through such strategies as increasing local control and planning and enhancing the delivery of health programs and services. We are confident that this Action Plan will contribute to the achievement of this long-term purpose.

Definitions

Capacity The ability to do a job or function

Goal of this Action Plan Contribute to the strengthening of management and administration skills of people who deal with FNIHB contribution agreements

Management Getting things done through the coordination and collaboration of many resources both human and material (such as health service delivery staff; colleagues in fields which support health service delivery such as administration and finance; the community; individual and corporate experience, knowledge and skills; time; funds, facilities, materials and equipment). It's helping people work together to solve problems, make decisions and meet objectives. The three key resource groups include: the health team and support people, other resources such as funds, and the programs and services. The health team has three main management functions: planning, implementation and evaluation. [this definition was drawn from On Being In Charge, World Health Organization, Geneva, 1992]

Expected Results

A description of the expected results of the activities of this Action Plan will create a sense of vision and assist in measuring its success. Action Plan activities are organized around the major areas of need as identified in the Gap Analysis. The plan focuses on the development of capacity related to contribution agreement management and administration for both FN/I and FNIHB staff. In summary, we will have been successful in the areas of:

1. Communication when FN/I, FNIHB regional and headquarters staff and other government departments are partnering with the BPMD to guide and direct contribution agreement capacity development initiatives resulting in greater effectiveness of this Action Plan;
   
2. Management and administration of the contribution agreements when FNIHB and FN/I are strengthened in the use of the knowledge, skills and tools required to meet the terms and conditions of the agreement resulting in greater accountability;
   
3. Planning, evaluation, and reporting, learning and adjusting when FN/I and FNIHB enhance their skills in planning, evaluation (including performance measurement) and reporting on the results of programs and services related to the contribution agreement; the lessons learned will feed back into health planning which will contribute to strengthened health service quality, effectiveness and efficiency and positive community health outcomes;
   
4. Financial planning and reporting when FNIHB and FN/I are strengthened in the ability to make health decisions based on accurate, verifiable, comprehensive and timely financial information which will result in an increased capacity to show how investments in programs and services are being spent;
   
5. Managing human resources when FN/I capacity to manage human resources is enhanced through making available sample policies, procedures, best practices, and other tools which may be adapted to meet specific community needs; strengthened human resource practices will contribute to an increased capacity to meet the needs of the community;
   
6. Using technology when FN/I and FNIHB may use the technological tools provided to them resulting in enhanced management and administration of the contribution agreements and support for health decision-making.

 

Capacity Development Action Plan From: April 2004 To: March 2007

Goal: Develop management capacity for FN/I and FNIHB specifically on the management and administration of the contribution agreements

1. Objective:
Communication: Guide and direct the development, implementation and communication of this Action Plan

FN/I and FNIHB capacity development:

1. A. Specific activities:
Create a FN/I and FNIHB Capacity Development Steering Committee with the purpose of providing recommendations regarding the direction of capacity development initiatives related to the management and administration of FNIHB contribution agreements for FN/I recipients

• Who is involved:
  • Lead:
    • BPMD
  • Partners:
    • FN communities
    • AFN
    • ITK
    • FNIHB regional and HQ staff
• Time line for completion: 2004-05
• Output Indicators:
  • meetings facilitated: number, topics, participants
  • strategic direction provided
• Outcome Indicators:
  • on-going collaboration, guidance and direction from FN/I and FNIHB regional and HQ staff
  • inter- departmental joint initiatives to strengthen contribution agreement management
  • FN/I and FNIHB satisfaction with the contribution agreement tools produced
  • satisfactory level of use of the contribution agreement educational tools
  • enhanced effective and efficient contribution agreement management and administration
    

FN/I and FNIHB capacity development:

1. B. Specific activities:
Continue to facilitate the Capacity Development Working Group to provide practical operational support

• Who is involved:
  • Lead:
    • BPMD Partners:
    • FNIHB regional and HQ staff
• Time line for completion: 2004-05, 2005-06, 2006-07
  

FN/I and FNIHB capacity development:

1. C. Specific activities:
Continue to facilitate and develop the Interdepartmental Committee on Capacity Development with the purpose of sharing information and working on joint initiatives

• Who is involved:
  • Lead:
    • BPMD
  • Partners:
    • OGDs
• Time line for completion: 2004-05, 2005-06, 2006-07
  

FN/I and FNIHB capacity development:

1. D. Specific activities:
Maintain liaison with key partners working in related areas

• Who is involved:
  • Lead:
    • BPMD
  • Partners:
    • FNIHB staff
    • OGDs & NGOs
• Time line for completion: 2004-05, 2005-06, 2006-07

FN/I and FNIHB capacity development:

1. E. Specific activities:
Collaborate with key partners to develop communication strategies

• Who is involved:
  • Lead:
    • BPMD
  • Partners:
    • Working Group
• Time line for completion: 2004-05

2. Objective:
Management and administration of the contribution agreement: Maintain linkages within FNIHB regarding the provision of training to enhance the skills of FNIHB staff to manage and administer contribution agreements

FNIHB capacity development:

2. A. Specific activities:
Maintain linkages within FNIHB regarding the development of the contribution agreement training course and manual ("Knowledge in a Book") for FNIHB staff which address issues such as:

• the federal context for contribution agreements
• creating and approving the agreement
• monitoring and administering the agreement
• agreement close-out
• Who is involved:
  • Lead:
    • BPMD
  • Partners:
    • BPMD
• Time line for completion: 2004-05
  • Outcome Indicators:
    • enhanced capacity of FNIHB and FN/I to meet the terms and conditions of the contribution agreements
    • increased knowledge, skills and practices related to the management and administration of the contribution agreements
    • enhanced accountability

FNIHB capacity development:

2. B. Specific activities:
Maintain communication regarding the provision of on-going training of FNIHB staff

• Who is involved:
  • Lead:
    • BPMD
  • Partners:
    • BPMD
• Time line for completion: 2004-05, 2005-06, 2006-07
• Outcome Indicators:
  • enhanced capacity of FNIHB and FN/I to meet the terms and conditions of the contribution agreements
  • increased knowledge, skills and practices related to the management and administration of the contribution agreements
  • enhanced accountability

2. Objective:
Management and administration of the contribution agreement: Make available educational tools to FN/I to enhance skills related to managing and administering the contribution agreements

FN/I community capacity development:

2. A. Specific activities:
Develop a reference handbook to assist FN/I recipients in the management and administration of contribution agreements by adapting A Knowledge in a Book@ to address FN/I interests and needs

• Who is involved:
  • Lead:
    • BPMD
  • Partners:
    • Working Group
• Time line for completion: 2004-05
• Output Indicators:
  • contribution agreement reference handbook developed and made available to FN/I and FNIHB staff
• Outcome Indicators:
  • use of contribution agreement reference handbook and toolbox by FN/I and FNIHB staff
  • FN/I and FNIHB satisfaction with tools
  • improved accountability
  • enhanced capacity to meet the terms and conditions of the contribution agreement(s)
  • enhanced knowledge, skills and practices related to the management and administration of the contribution agreements
  • enhanced accountability

FN/I community capacity development:

2. B. Specific activities:
Create a "Contribution Agreement Toolbox" for FN/I with the purpose of providing sample policies, procedures, best practices, and tools which may be adapted to enhance contribution agreement management and administration

(Please note: the Handbook and Toolbox are not legal advice. FN/Is should still seek independent advice where necessary)

• Who is involved:
  • Lead:
    • BPMD
  • Partners:
    • Working Group
• Time line for completion:
  • 2004-05
• Output Indicators:
  • number/type of contribution agreement tools identified

FN/I community capacity development:

2. C. Specific activities:
Maintain and update toolbox

• Who is involved:
  • Lead:
    • BPMD
• Time line for completion: 2005-06, 2006-07
• Output Indicators:
  • annually up-dated toolbox for FN/I & FNIH

FN/I community capacity development:

2. D. Specific activities:
In collaboration with key FNIHB staff, develop and offer an educational opportunity for regional staff in facilitating information sessions to FN/I on the contribution agreement reference handbook and toolbox

• Who is involved:
  • Lead:
    • BPMD
  • Partners:
    • BPMD
    • Working Group
• Time line for completion: 2005-06
• Output Indicators:
  • of FN/I communities accessing toolbox

3. Objective:
Planning; evaluation; and reporting, learning and adjusting:
Make linkages within FNIHB to keep current regarding health planning, evaluation and reporting initiatives to strengthen accountability for both FNIHB and FN/I

FNIHB capacity development:

3. A. Specific activities
Maintain linkages within FNIHB regarding planning, evaluation, and reporting initiatives such as:

• Health Plan Demonstration Project (HPDP)
• Accreditation Pilot Project
• Branch evaluation policy
• Results-based Management and Accountability Framework (RMAF) (the RMAF contains five components: a program/policy profile, Logic Model, performance measurement strategy, evaluation strategy, and a reporting strategy)
• Program Compendium
• health indicators
• data collection
• work planning templates
• Renewal of Authorities
• Streamlining of Reporting Requirements
• interpretation of financial reports and annual audited statements
• assessing, analyzing and providing feedback to FN/I on activity, annual and
  evaluation reports
• Who is involved:
  • Lead:
    • BPMD
  • Partners:
    • Working Group
    • BPMD
    • Primary Health Care & Public Health
    • Community Programs
  • Time line for completion: 2004-05, 2005-06, 2006-07

3. Objective:
Planning; evaluation; and reporting, learning and adjusting:
Make available tools to FN/I to enhance health planning, evaluation, and reporting skills

FN/I community capacity development:

3. A. Specific activities:
Research planning, evaluation, and reporting tools, templates, policies and procedures within FNIHB (see above), FN/I, OGDs and NGOs which are related to meeting the terms and conditions of the contribution agreements such as:

• community health or work planning
• planning for program evaluation
• obtaining, collecting, and analyzing community health data (statistical & other)
• developing and using questionnaires and surveys
• producing program reports
• producing an Evaluation Report (five year) for transferred communities
• record keeping
• other topics to be determined by FN/I and FNIHB regional staff
• Who is involved:
  • Lead:
    • BPMD
  • Partners:
    • Working Group
    • BPMD
    • Primary Health Care & Public Health
    • Community Programs
    • OGDs
    • NGOs
  • Time line for completion: 2004-05
  • Output Indicators:
    • educational tools provided to FN/I: topics, types of tools, etc
    • contributing organizations (sources of tools)
  • Outcome Indicators:
    • increase in number of FN/I communities producing program plans
    • enhanced quality of FN/I community health services

FN/I community capacity development:

3.B. Specific activities:
Identify appropriate tools to include in toolbox

• Time line for completion: 2004-05

FN/I community capacity development:

3. C. Specific activities:
Maintain and update toolbox

• Time line for completion: 2005-06, 2006-07

4. Objective:
Financial planning and reporting: Maintain linkages to keep current on FNIHB financial management initiatives as they relate to contribution agreement management and administration

Make available tools to FN/I to enhance financial management

FNIHB capacity development:

4. A. Specific activities
Maintain linkages within FNIHB in areas such as:

• interpretation of financial reports and annual audited statements
• Who is involved:
  • Lead:
    • BPMD
  • Partners:
    • Working Group Finance
• Time line for completion: 2004-05, 2005-06, 2006-07

FN/I community capacity development:

4. A. Specific activities:
Research available tools to enhance financial planning and reporting skills related to contribution agreement management (include OGDs such as INAC) in areas such as:

• budgets
• forecasts
• annual financial statements
• Who is involved:
  • Lead:
    • BPMD
  • Partners:
  • Working Group
  • Finance
  • OGDs
• Time line for completion: 2004-05
• Output Indicators:
  • learning tools identified and communicated in toolbox
• Outcome Indicators:
  • Enhanced FN/I financial planning and reporting capacity
  • increased accountability to community members and government

FN/I community capacity development:

4. B. Specific activities:
Identify appropriate tools to include in toolbox

• Who is involved:
  • Lead:
    • BPMD
  • Partners:
    • Working Group
• Time line for completion: 2004-05

FN/I community capacity development:

4. C. Specific activities:
Maintain and update toolbox

• Who is involved:
  • Lead:
    • BPMD
• Time line for completion: 2005-06, 2006-07

5. Objective:
Managing human resources: Make available tools to FN/I to enhance human resource management

FN/I community capacity development:

5. A. Specific activities:
Research and identify sample policies and procedures, best practices, tools etc in areas such as:

• work descriptions
• conflict resolution
• conflict of interest policy
• other human resource policies
• Who is involved:
  • Lead:
    • BPMD
  • Partners:
    • Working Group
    • CSB
    • OGD
• Time line for completion: 2004-05
• Output Indicators:
  • number/type of sample tools or 'best practices' etc identified and included in toolbox
• Outcome Indicators:
  • enhanced human resource practices in FN/I communities

FN/I community capacity development:

5. B. Specific activities:
Identify appropriate tools to include in toolbox

• Who is involved:
  • Lead:
    • BPMD
  • Partners:
    • Working Group
• Time line for completion: 2004-05

FN/I community capacity development:

5. C. Specific activities:
Maintain and update toolbox

• Who is involved:
  • Lead:
    • BPMD
• Time line for completion: 2005-06, 2006-07

6. Objective:
Using Technology: Maintain linkages within FNIHB to keep current on the technology required to manage and administer the contribution agreements

Make available tools to FN/I to enhance technological capacity in the management and administration of contribution agreements

FNIHB capacity development:

6. A. Specific activities Maintain linkages within FNIHB regarding training provided for FNIHB staff on systems such as:

• Management of Contracts and Contributions System (MCCS)
• Community Profile Management System (CPMS)
• Computer software: Hotdocs, Lotus 123, Framework for Integrated Resources Management Systems (FIRM)
• Who is involved:
  • Lead:
    • BPMD
  • Partners:
    • BPMD
• Time line for completion: 2004-05, 2005-06, 2006-07

FN/I community capacity development:

6. A. Specific activities:
Research technology which is currently being provided to FN/I communities related to the management and administration of the contribution agreements (such as that related to the Home and Community Care Program); define the needs in FN/I communities

• Who is involved:
  • Lead:
    • BPMD
  • Partners:
    • Working Group
    • Primary Health Care & Public Health
    • Community Programs
    • IT
    • Office of Auditor General
    • OGDs
• Time line for completion: 2004-05
• Output Indicators:
  • list of FNIHB programs providing technology to FN/I communities
  • number/type of tools identified and included in inventory
• Outcome Indicators:
  • enhanced effective use of information and communication technologies to
    support health decision making
  • strengthened program reporting

FN/I community capacity development:

6. B. Specific activities:
Identify appropriate tools to include in toolbox

• Who is involved:
  • Lead:
    • BPMD
  • Partners:
    • Working Group
• Time line for completion: 2004-05

FN/I community capacity development:

6. C. Specific activities:
Maintain and update toolbox

• Who is involved:
  • Lead:
    • BPMD
• Time line for completion:
  • 2005-06
  • 2006-07