FHI360 Sponsors PAFPI Workshop for Manual of Operations (MOO) / Governing Policies Review and Revision of Organizational Governance and Strategic Planning. The objective of the workshop for MOO is to support PAFPI, which has been selected by Epic for the HIV transition program in the Philippines, funded by USAID.
On 17-20 October 2024, Positive Action Foundation Philippines Inc. (PAFPI), with the support and sponsorship of FHI360, conducted a workshop to review and revise its Organizational Governance and strategic planning. The workshop was held at The Picasso Boutique Serviced Residences (Picasso Hotel Makati) on Leviste St., Salcedo Village, Makati City. PAFPI is currently a sub-award grantee of USAID (through FHI360, a USAID grantee) and has ongoing partnerships with local government units, including Valenzuela City, Manila City, and Navotas City, as well as local agencies such as the Department of Health, the Department of Social Welfare and Development, and the inter-agency Philippine Coordinating Council Mechanism (PCCM) of The Global Fund (TGF).
The organizational governance, or governing policies, also known as PAFPI’s Manual of Operations (MOO), includes the Code of Conduct (COC), which outlines the policies, procedures, guidelines, and ethical standards for the organization’s partners, clients, beneficiaries, staff, employees, and volunteers.
The MOO and COC must align with USAID’s policy procedures, specifically concerning the Non-U.S. Pre-Award Survey (NUPAS) tool. For this purpose, FHI360 developed the READY Tool, which encompasses the eight technical areas or domains outlined in NUPAS, assessing the organization’s capacity in various aspects of organizational development:
- Legal Structure
- Financial Management and Internal Control Systems
- Procurement Systems
- Subaward Management
- Human Resources Systems
- Program Performance Management
- Records Management
- Cybersecurity
- Strategic Information
The READY tool, developed in 2024 by FHI 360 as part of the Meeting Targets and Maintaining Epidemic Control (EpiC) project, is supported by the President’s Emergency Plan for AIDS Relief (PEPFAR) through the United States Agency for International Development (USAID). READY is an effective organizational capacity assessment tool designed to help organizations evaluate their readiness to manage potential future funding directly awarded by USAID. It also aids in creating targeted plans to strengthen their capacity in areas where gaps or risks have been identified.
Through a facilitated process, READY allows organizations to self-assess their internal capacities across eight technical domains that correspond with USAID’s Non-US Organization Pre-award Survey (NUPAS), which was updated in November 2023. Additionally, it includes a domain that addresses specific capacity considerations from PEPFAR. By participating in the READY self-assessment and planning process, organizations gain a clearer understanding of their internal capacities in relation to the standards set by USAID and PEPFAR. This process also helps identify prioritized capacity-strengthening interventions to better prepare organizations for future direct funding from USAID.
PAFPI conducted an internal audit following HRA guidelines to assess operational readiness and identify areas for improvement. Based on this audit, the leadership of FHI360’s country program developed a final draft of guidelines outlining the necessary changes. After a careful review, updates to the MOO must be implemented for PAFPI to effectively execute the EpiC Capacity Strength Preparedness as a USAID subaward grantee, in accordance with the READY Assessment tool and HOP READY Assessment (HRA).
The audit findings and proposed changes were discussed extensively over a four-day workshop involving PAFPI Board Members, the Board of Trustees, General Assembly (GA) members, staff, volunteers, and FHI360 country program leaders.
The workshop was attended by the following participants: Board Members, including Chair Emeritus Joshua Formentera (who joined via Zoom from Paris, France), members of the General Assembly (GA), and various participants and volunteers.
PAFPI Board of Trustees
- Joshua Formentera, Chair Emeritus
- Ferdi Granil, Chairman of the Board
- Emmanuel L. Garcia, President
- Edward Russel P. Sedino, Vice President
- Carlo Martin R. Alcala, Corporate Secretary
- Reynaldo Imperial, Treasurer
- Roberto Ruiz, Board members
PAFPI General Assembly
- Rina Cardinas, Member
FHI360
- Joshua Young, Senior Program Officer
- Edgar D. Bagasol Jr., Community Engagement Officer
- Leah Mae Lagahit, FHI360 Consultant
The discussion for Day 1 was facilitated by Joshua Young, while Leah Lagahit led the discussions for Days 2, 3, and 4. The following development areas, as outlined by PAFPI MOO, were addressed:
Legal Structure
- Discussed by Ferdie Granil and Corporate Secretary Carlo Alcala (Judge/Atty.)
Financial Management & Internal Control Systems
- Discussed by Procurement Systems staff by Russell Sedino, Rosemarie Barrientos (Finance Officer), Andrew de Leon (Finance Assistant)
Procurement Systems
- Discussed by Procurement Systems staff by Russell Sedino
Subaward Management
- Discussed by Ferdie Granil + BOT
Human Resources Systems
- Discussed by Ferdie Granil + BOT
Program Performance Management
- Discussed by Ferdie Granil + BOT
Records Management
- Discussed by Ferdie Granil + BOT
Cybersecurity
- Discussed by Ferdie Granil + BOT
Strategic information
- Discussed by Ferdie Granil + BOT
Overall, the BOT and participants reached a recommendation regarding PAFPI’s readiness to serve as a USAID subaward grantee, contingent upon implementing critical revisions. It was noted that the alignment of MOO revisions must be prioritized, particularly in the areas of subaward guidelines and cybersecurity, followed by updates for greater clarity in financial and procurement management systems. Ferdie Granil, HR Supervisor and BOT Chair, along with the other Board Members, discussed the proposed changes, updates, and revisions during the plenary session. These actions aim to ensure that PAFPI’s MOO and governing policies pass the HOP READY Assessment as soon as the final revisions are completed.
Some References to check:
Capacity Development Framework for EpiC
Photo Documentation
