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Foundation for Civil Society

Foundation for Civil Society

Dar es Salaam, Tanzania

Respondent: Focus Tanzania
Time Submitted: October 11, 2011 at 1:24 PM EAT

Introduction

Focus Tanzania
FOTA
FOTA CAPACITY BUILDING PROJECT
FCS/RSG/1/11/132
Dates: 17th July 2011Quarter(s): 17th September 2011
Shaban Ramadhani Maganga
P.O. BOX 6369
Mwanza, Tanzania
Cell: +255 712 393669
E-mail: focustz@hotmail.com
Website: www.envaya.org/focustz

Project Description

Civil Society Capacity Strengthening
The project addressed the key results through capacity building trainings, for organisational staffs, members and volunteers (19 in total), focused on Vision, mission and organizational structure; Principles of good governance and accountability; How to prepare a Strategic plan; drafting TOR and Contract document for designing Financial, Human resources, Procurement, code of ethics and M&E Tools; Lobbying and Fundraising techniques; and Financial management.
RegionDistrictWardVillagesTotal Beneficiaries
MwanzaIlemelaNyamanoro19
 Direct BeneficiariesIndirect Beneficiaries
Female7(No Response)
Male12(No Response)
Total19(No Response)

Project Outputs and Activities

Output: 1. FOTA has clear Vision, Mission statement, organization's structure, regulations, strategic plan and management resources manuals (financial, Human resources, procurement, Code of ethics, strategic plan and monitoring and evaluation tools).

Indicators
1. Clear Vision, Mission statements, plans and procedures are in place.
2. Clear financial, Human resources, procurement policies, code of ethics and M & E tools are in place.

Output: 2. FOTA capacity strengthened financially and with lobbying techniques.

Indicators
1. Number of FOTA people with skills in lobbying and fundraising techniques.
2. Presence of financial regulations.
1.1. Conduct 3 days training to FOTA board of directors, staffs, Volunteers and normal members (19 in total) on clear Vision, mission statement, strategic plan and principles of good governance and accountability.

1.2 Develop management resource manuals (financial, Human resources, procurement, Code of ethics, strategic plan, and monitoring and evaluation tools).

2.1 Conduct two days workshop to board of directors, staffs, Volunteers and normal members (19 in total) on Lobbying and fundraising techniques.

2.2 Conduct a one day training to FOTA board of directors, staffs, Volunteers and normal members (19 in total) on financial management.

M&E activity

Conduct one evaluation meeting to FOTA board of directors, staffs, Volunteers and normal members (19 in total).
1.1. Conducted 3 days training to FOTA board of directors, staffs, Volunteers and normal members (19 in total) on clear Vision, mission statement, strategic plan and principles of good governance and accountability. This training was done at DVN confenrence hall, in Mwanza region, from 14th to 16th of August 2011. FOTA staffs, members and volunteers are now with capacities on: how to prepare and structure a good vision and mission statement; how to prepare good strategic plan; and skills on running the organisation under the principles of good governance and accountability.

1.2. Developed management resource manuals (financial, Human resources, procurement, Code of ethics, strategic plan, and monitoring and evaluation tools). This activity was done by the specialized consultant, from 1st to 6th September 2011. The activity was done soon after the terms of renference and contract, for specialist, being drafted. FOTA now has all the mentioned management resources (financial, Human resources, procurement, Code of ethics, strategic plan, and monitoring and evaluation tools).

2.1. Conducted two days workshop to board of directors, staffs, Volunteers and normal members (19 in total) on Lobbying and fund raising techniques.This training was done at DVN confenrence hall, in Mwanza region, from 3rd to 4th of September 2011. FOTA members and staffs now have skills on how to lobby and mobilize organisational resources through well organised fundraising events.

2.2 Conducted a one day training to FOTA board of directors, staffs, Volunteers and normal members (19 in total) on financial management. This training was done at DVN confenrence hall, in Mwanza region, on 7th September 2011. FOTA members and staffs now have skills on how to manage the organisational finance under standard financial procedures. No cash will be used with no statement that involve four people/staffs accordingly, funds withdrawn will be used as planned and all funds should be kept at the organisational bank account.

M&E Activity
Conducted one evaluation meeting to FOTA board of directors, staffs, Volunteers and normal members (19 in total). This activity took place at DVN conference hall, in Mwanza region, on 12th September 2011. Through this meeting FOTA members, volunteers and staffs managed to evalute the entire project implementation and proposed the ideas for the next mini grant project with the Foundation for Civil Society. The new project proposed will focuse on the national HIV/AIDS policy for People Living With HIV/AIDS (PLWHA) at Ilemela district in Mwanza region.

N:B More details are in the attached actity reports and other documents.
In this project there is one difference occured which is the development of FOTA strategic plan. Though FOTA members, staffs and volunteers were trained on how to write a good strategic plan but it's development will be done during the annual general meeting of FOTA which will take place in June 2012. FOTA fiscal year starts on July 1st each year.
1.1. Conduct 3 days training to FOTA board of directors, staffs, Volunteers and normal members (19 in total) on clear Vision, mission statement, strategic plan and principles of good governance and accountability. This activity cost Tshs 2,092,300.00.

1.2 Develop management resource manuals (financial, Human resources, procurement, Code of ethics, strategic plan, and monitoring and evaluation tools). This activity cost 1,210,000.00

2.1. Conduct two days workshop to board of directors, staffs, Volunteers and normal members (19 in total) on Lobbying and fund raising techniques. This activity cost 1,212,300.00

2.2 Conduct a one day training to FOTA board of directors, staffs, Volunteers and normal members (19 in total) on financial management. This activity cost 621,800.00

M&E cost Tshs 625,910

Administration cost Tshs 1,728,690.00
In total Tshs 7,491,000.00 were spent in this project.

Project Outcomes and Impact

In this project there was only one outcome which is "Focus Tanzania is well governed based on clear plans, policies and procedures by the end of September 2011"
Focus Tanzania is well governed based on clear plans, policies and procedures by the end of September 2011
1. Developed the new project, for mini grant, which focuses on national HIV/AIDS policy to people living with HIV/AIDS.

2. Increased working morality among staffs, members and volunteers. Every one is now eager to ensure FOTA becomes very successful in serving the community and maintaining it's sustainability.

3. Improved thinking capacity and working confidence among FOTA members, staffs and volunteers. This can be proved through the way they are thinking, giving constructive contributions and working procedures in place.
Active participation of FOTA members, staffs and volunteers in the implementation of this capacity building project.

Lessons Learned

Explanation
Capacity building trainings are essential in bringing result based accountability of members, staffs and volunteers of the organisation to beneficiaries and organisational development.
Working under procedures brings transparent and trust within the organisation.
Source of funds can't only be externally obtained but also internally.
Price of materials and services are not constant.
Working with NGO needs high commitment and volunteerism spirit. Some times you can work beyond what you earn.
Cooperation at work is very essential for best results.

Challenges

ChallengeHow it was overcome
Time. We had a lot to learn compare to planned time table per activity.We went beyond the activity time table so as to accomplish everything as planned.
Price fluctuation.We had to add some more funds from our organisation for buying computer and printer.
Electricity cut off.We used generator from one of our members.
In active participation of participants on the first day of the first activity.We encouraged each other to actively participating in the entire project activities.
Camera stucked on the first training (3 days training).Found another camera for the trainings followed.

Linkages

StakeholderHow you worked with them
This project was only specific to FOTA members, staffs and volunteers. So no stakeholder involved.

Future Plans

Activities Planned1st Month2nd Month3rd Month
Since the project was of three months, hence, No planned activities for the next quarter. A new project proposal has already developed for the mini grant.

Beneficiaries Reached

    Direct BeneficiariesIndirect Beneficiaries
WidowsFemale00
Male00
Total00
People living with HIV/AIDSFemale00
Male00
Total00
ElderlyFemale60
Male110
Total170
OrphansFemale00
Male00
Total00
ChildrenFemale00
Male00
Total00
DisabledFemale00
Male00
Total00
YouthFemale10
Male10
Total20
OtherFemale00
Male00
Total00
(No Response)

Events Attended

Type of EventWhenLessonsActions Taken
Manage Your Grant Training.June 20111. Foundation for Civil Society (FCS) wants stakeholders to manage project under acceptable standard.Managed the project in line with the FCS's criteria.
2. If you fund organisations without building their capacities first can lead to improper utilisation of resources.

Attachments

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