SADC Best Practice Training Workshop Report final.pdf - SAfAIDS

Conttentts
_______________________________________________________________
Background 3
Introduction 4
Day 1: Overview of HIV & AIDS Documentation and Communication 5
1.1 Introducing HIV & AIDS Documentation and Communication Plans 5
1.2 Introducing HIV and AIDS Best Practice Documentation 5
1.3 SADC Best Practice Criteria 7
1.4 Peer Review – A Vital Step in Documentation 8
1.5 Best Practice Gallery 8
Day 2: Planning the Process: Team Formation, Planning, Outlining the Writing
Process, Peer Review Team Establishment 9
2.1 Planning the Process 9
2.2 Methodology for Best Practice Documentation 9
2.3 Linking the stories – Writing Skills 9
2.4 Team Forming for Field Visit – “dummy” best practice documentation 10
Day 3: In the Field- “Dummy” Best Practice Documentation 11
Day 4: Review and Collation of Data . 12
4.1 Transforming Collected and Analysed Data into Documents 12
4.2 Peer Critiquing 12
Day 5: Sharing Documentation and Developing Dissemination Strategies . 13
5.1 Dissemination Plans for Best Practice Documents . 13
5.2 Sharing of “Dummy” Best Practice Documents 13
Course Evaluation 14
Annex A . 16
Annex B .. 17
2

Backgrround
_______________________________________________________________
Over the past decade, there has been an increased demand for the documentation and sharing of
Best Practices in HIV and AIDS programming in the southern African region. The scale-up of such
documentation would serve as a springboard for diverse implementing bodies to replicate
interventions that have proven effective elsewhere. The documentation and sharing of Best Practices,
has been shown to stimulate improved programme execution based on lessons learnt, to be
sustainable, and to reach a larger pool of beneficiaries using minimal resources.
The Member States of the Southern African Development Community (SADC) have been responding
to the HIV epidemic for more than two decades. The combined experiences of the Member States
have not been fully harvested or systematically documented to guide the Member States and region
at large in the design and implementation of HIV and AIDS interventions. One of the most useful
avenues for strengthening the response is through Member States sharing Best Practices on HIV and
AIDS. This will guide and maximise efficiency and effectiveness in responses to the various facets of
the epidemic. Under this premise, the Member States of SADC, have further reinforced their full
commitment to the challenge of controlling HIV and AIDS in the region, through the development of a
strong framework for regional response to the epidemic by implementing resolutions contained in the
2003 Maseru declaration. The Maseru Declaration on Combating HIV and AIDS recognizes that:
“..within the SADC Region there have been successes and best practices in changing behaviour,
reducing new infections and mitigating the impact of HIV and AIDS , and that these successes need
to be rapidly scaled up and emulated across the SADC region”. Both the SADC Strategic Plan and
Business Plan on HIV and AIDS advocate the sharing of Best Practices between and within Member
States.
In line with the above regional strategic directions, a five-day training course was conducted for
representatives from 14 SADC Member States, in South Africa, in December 2008. Representatives
from various National AIDS Councils and Ministries of Health were selected to attend the training (see
Annex A for list of participants). The participants were experienced programme implementers,
communications officers and/or managers working in the field of HIV prevention, care, treatment or
support. The training was designed and facilitated by SAfAIDS (Southern Africa HIV and AIDS
Information Dissemination Service).
3

IInttrroducttiion
____________________________________________________________________________
At the beginning of the training course (see programme in Annex A), participants were asked to
outline their expectations for the course. They stressed that by the end of the course they expected
to:
- Gain skills in documentation
- Strengthen knowledge in HIV communication and knowledge management
- Know the difference between behaviour change communication and Best Practice
documentation
- Exchange experiences and Best Practices from other countries
- Learn what a Best Practice is and how to identify ‘Best’ practices
- Learn how the documentation of Best Practices can support monitoring and evaluation
- Learn about communication strategies (to reach populations about HIV and AIDS)
- Learn more about SADC Best Practice criteria
The goal of the course was to create a pool of individuals (HIV and AIDS programmers and
managers) with skills to document and communicate Best Practices in the areas of HIV prevention,
care, treatment or support.
Participants received comprehensive Handouts for each session within the course, to enable
heightened appreciation of knowledge and skills gained, and the sharing of these with their peers and
partners upon return to their respective countries.
Using a range of participatory and practical exercises, the course aimed to:
• Demonstrate an understanding of the SADC criteria for evaluating Best Practices in
HIV prevention, care, treatment and support
• Outline processes focused on developing documentation and communication plans
• Demonstrate how to use a Score Card to evaluate Best Practices in HIV and AIDSrelated
prevention, care, treatment and support
• Describe the value of peer review, and strategies for using peer review in the
documentation process
• Demonstrate skills in developing Best Practice documentation
• Present a variety of methods for disseminating and communicating Best Practices, to
diverse audiences
• Enhance cross-sharing of experiences among Member State, and subsequently
facilitate networking towards a scale-up of HIV and AIDS Best Practice documentation
at national and regional level
From the post-course evaluation form, the course successfully:
• Equipped participants with skills to plan, document and communicate Best Practices
in HIV and AIDS prevention, care, treatment and support
• Created awareness and appreciation of the seven SADC criteria for HIV and AIDS
Best Practices
• Instilled an appreciation for development and use of relevant methodologies (data
collection tools, data analysis tools, data source identification and mapping of data
types) for documenting Best Practices
4

Day 1:: Overrviiew off HIIV & AIIDS Documenttattiion and Communiicattiion
_______________________________________________________________________________
1.1 Introducing HIV & AIDS Documentation and Communication Plans
The purpose of the session was to share
information on how and why it is important for an
organisation to develop an HIV and AIDS
Documentation and Communication (D&C) plan as
part of its organisational HIV and AIDS Knowledge
Management System. This session also briefly
explored the various types of documentation that
can be employed in HIV &AIDS initiatives.
As experienced communication officers and
programme implementers, many participants were
aware of various types of documentation and could
share experiences from their own countries.
Facilitators built on the experiences of participants
to explain the process and rationale for developing a Documentation and Communication Plan (as
per Figure 2).
Figure 1: Participants of the workshop in plenary
1.2 Introducing HIV and AIDS Best Practice Documentation
From the first session, the facilitators presented the background to Best Practices, and their value in
strengthening the regional response to HIV and AIDS. Participants thoroughly discussed the cycle of
Best Practice documentation (see Figure 3), which included identification; reflection; data collection;
document write-up; peer review; finalisation, and the dissemination and monitoring and evaluation
components.
Coupled with exercises, an open discussion was held among participants to share their experiences
in documenting Best Practices. While many participants had been involved in some documentation
and communication activities, few had documented a Best Practice, in a systematic manner.
The above two sessions generated rich discussion amongst participants and enabled cross-sharing
of experiences relating to both documentation and communication of HIV and AIDS activities, as well
as specific focus on Best Practice documentation and communication, and their implications for
programming within Member States. This appreciation set a strong foundation of common
understanding, for the remainder of the sessions in the training course.
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Figure 2: Steps in Establishing a D&C Plan
Monitoring and
Evaluation,
Offer feedback and
inform future
documentation and
systems
strengthening
Set Goal and Objectives for the Documentation:
- Identify need – why are we developing this, what information/programming gap is being closed?
- Identify target – who are we developing this for?
- Identify the type of products – what are we developing, is it print, audiovisual, drama?
- Identify responsible persons – who will do what in the process?
- Identify when – set timelines
- Identify how – what resources will be needed (human, financial, equipment) and how they will be
secured
- Use the Usefulness/Appropriateness Table (see below) to decide on documentation product
Data collection and analysis:
- Use existing (secondary) data (reports, M&E data, archives, literature review, research reports,
photo galleries) , or Collect fresh (primary) data (quick surveys, studies, interviews, pictorials)
- Decide what type of data is needed (pictures, statistics), and when is best time and way of
collecting it
- Who and by when, what are methods for data collection and analysis methods
Writing it up/Putting it all together:
- Writing style
- Type of document
Pre-test/Peer Review:
- With stakeholders and beneficiaries
- Incorporate feedback
Production, Dissemination and Feedback:
- Printing quantities
- Develop a dissemination plan : determine target, ways of dissemination, locations and quantities
for dissemination, tracking dissemination, methods for feedback from recipients
- Develop a Feedback retrieval and storing plan
Figure 3: Basic Steps towards Systematic Best Practice Documentation
Disseminate (community members,
target groups) &
Inform future
documentation
and programming
Finalization
- incorporate feedback
from peer review
- finalise and package
accordingly
- begin making
dissemination plan
Identification
- several Best Practices can be
identified and prioritized
- identification can be done by
community group organizations,
beneficiaries, government agencies,
and other stakeholders
Cycle for
Best Practice
Documentation
Reflection
- agree with stakeholders (implementers,
donors, beneficiaries)
- FGDs/key informant
interviews/observations/survey
- weigh experiences & information shared
- operations research
Peer Review
- select peer review team
and set TORs
- submit report to team
Document/Write-up
- collate analysed data into a
template report
- style of writing: analytical, clear,
factual and concise, to suit
primary readers (program
planners & implementers)
Data Collection
- select criteria
- design methodology for data
collection (methods, tools, samples)
- field visits
- measure data against selection
criteria, after analysis
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1.3 SADC Best Practice Criteria
Participants were divided into ‘buzz groups’ to discuss what criteria they would include in an analysis
of Best Practice. Feedback from the groups was drawn out in a plenary session, and the facilitators
compared and contrasted the feedback from the participants with the agreed SADC criteria for Best
Practices (see Figure 4). An open discussion was held to fully discuss the definitions of each criteria,
as well as analyse the value of including them in Best Practice analysis. Further discussions clarified
the difference between “Best Practice” and “good practice”.
Figure 4:
HIV & AIDS Best Practice Criteria from the SADC Framework on Best Practices
Criteria for Evaluating Best Practices
Effectiveness
This measures whether an activity achieves overall success in producing its desired
outcomes and reaching its overall goal
Ethical Soundness
An ethical practice is one that follows or does not break, principles of social and professional
conduct. Important principles in HIV/AIDS work include compassion, solidarity,
confidentiality, consent, responsibility and tolerance. Practices should support equity and
distributive justice.
Relevance
Relevance is about how closely the practice is focused on the HIV/AIDS response in the
context of the society/environment in which it is implemented. It includes factors such as
cultural traditions, religious beliefs, the political system or economic organizations – in so far
as they affect vulnerability, risk behaviours, or the successful implementation of a response.
Acceptability
This measures the extent to which the intervention is accepted by communities,
implementers, the cultural and social spaces of the area where intervention has been
launched, and it is closely related to relevance and ethical soundness.
Efficiency
Efficiency of a programme measures the capacity of the programme in producing desired
results with minimum expenditure of energy, time and resources. It also includes innovative
utilization of available resources to realize the goals and objectives of the programme at
hand, and in a timely manner
Cost Effectiveness
Cost-Effectiveness is related to efficiency. It measures whether the services are provided in
a none-wasteful and cost saving manner
Sustainability
Sustainability is the ability of a programme or project to continue, and to do so effectively,
over a medium to long-term basis, especially without total reliance on external resources.
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1.4 Peer Review - A Vital Step in Documentation
A session was held to elaborate on the role of Peer Review in the validation and endorsement of Best
Practice documentation. Using a presentation, facilitators outlined the purpose of Peer Review and
this generated an open discussion on:
- How to plan and manage the process of Peer Review
- Peer Review team establishment
- Stakeholder reviews
This critical step went down well with some Member States who shared their experiences on the
value to be added by the establishment of a Peer Review team at the onset of the documentation
process.
1.5 Best Practice Gallery
In this session, participants reviewed a series of Best Practice documents/materials on various HIV
and AIDS programmes and from various countries and settings. They discussed the components of a
‘Best Practice’ and the common features documented (criteria and standards). Participants were
challenged to review various writing styles and documentation media, and percolate what they
perceived were ‘good writing styles and presentation’ of Best Practice documents. This stimulated the
analytical skills of the participants as they had to explain how an ideal final Best Practice product
should look like.
During this session, representatives from Swaziland shared a video of a programme targeting OVC
which has been documented a Best Practice. The video highlighted the development of KaGogo
Centres which are community centres managed by traditional leaders/chiefs in support of orphans
and vulnerable children within their constituency.
Following this viewing, participants spilt into three working groups and :
- discussed the programme components shared via the video, with reference to the 7 SADC
Criteria for Best Practice documentation
- analysed how the documentation was conducted and presented
- identified areas for strengthening the sample (Swaziland video) documentation
The exercise offered an opportunity for participants to objectively consider how programmes can be
documented, mindful of the planning cycle and criteria for Best Practice documentation.
Day 1: Highlights
******************************************************************
To round-up the activities, learning and sharing for Day 1, facilitators gave a brief summary of key
issues and highlights of the sessions covered:
- Value and key steps in development of an HIV & AIDS Documentation and
Communication Plan
- Definition, cycle steps and value of Best Practice Documentation in HIV & AIDS response
- Criteria for selection of Best Practices for documentation
- Critical role of Peer Review teams in Best Practice Documentation
8

Day 2::
Pllanniing tthe Prrocess:: Team fforrmattiion,, Pllanniing,, Outtlliiniing tthe
Wrriittiing Prrocess,, Peerr Reviiew Team esttablliishmentt
_________________________________________________________________________________
After a review of the first day’s proceedings, facilitators took participants through a series of
presentations and activities to build on their skills for planning, implementing and evaluating
documentation and communication initiatives.
2.1 Planning the Process
The purpose of the session was to discuss planning the Best Practice documentation process. This
included a presentation on the following:
- documentation team formation – balancing the skills and experience of the team
- checklist development
- design literature and background investigation plan
- development of framework of final document write-up details
- identification of partners and liaisons necessary
- definitions of the writing and dissemination process
- establishment of peer review mechanism
- developing a dissemination plan or strategy for Best Practice documents or products; and
- establishing feedback mechanisms
Emphasis was placed on planning the latter stages of the documentation process (such as a
dissemination strategy, peer review team, feedback mechanisms) during the planning process. This
implied that a monitoring and evaluation process needs to cut across each stage of planning.
2.2 Methodology for Best Practice Documentation
This session focused on a more detailed presentation and discussion of a methodology for Best
Practice documentation. The facilitators shared three samples of data collection tools, and the
SAfAIDS-developed analysis Score Card for Best Practice documentation, centred on the 7 SADC
criteria of Best Practices. Within the methodology discussion the following issues were addressed:
- Identification of data types and data sources
- Identification of data collection methods and development of respective tools
- data analysis tools and mechanisms
- use of a comprehensive Best Practice Score Card
“Triangulation” of multiple data collection methods was raised as a critical process in validating
various data collected. Emphasis was placed on the Score Card which would be used as an analysis
tool during their field visit on Day 3. But the sample data collection tools may also be adapted to the
organisations and programmes being documented during the ‘dummy documentation’ on the field
visits.
2.3 Linking the Stories – Writing Skills
The purpose of the session was to strengthen the participant’s skills in meaningfully using stories in
documentation. The session highlighted the importance of collecting qualitative stories related to the
projects, in addition to the scorecard and other tools.
The session emphasised that:
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- Storytelling, whether in a personal or organizational setting, connects people, develops creativity, and
increases confidence.
- The use of stories in organizations can build descriptive capabilities, increase organizational learning,
convey complex meaning, and communicate common values and rule sets.
- Description capabilities are essential in strategic thinking and planning, and create a greater awareness
of what we could achieve.
- With the advent of the Internet and Intranet, there is a larger opportunity to use stories to bring about
change. Electronic media adds moving images and sound as context setters (think of photos and other
documentation media)
- In summary, when used well, storytelling is a powerful transformational tool in organizations and a key
part of documentation.
Participants worked in groups to apply the above guiding principles, practically. One representative of
the group received a sample scenario of a character – which was not shared with the rest of the
group members. Each group practiced interviewing and writing the life story of the individual
presented, as outlined in the scenario. The stories were captured, shared and discussed. The activity
allowed practical analysis of the data collection process, identification of what key information needs
to be collected and what questions (tools) needed to be developed to obtain the required data. The
discussions culminated in linking the lessons learnt during the activity with an actual Best Practice
documentation process.
2.4 Team Forming for Field Visit – “dummy” best practice documentation
The final session involved establishment of teams for the ‘dummy documentation’ (field visit) and
planning for this activity. Four teams were formed, to visits four identified HIV and AIDS project sites
in Johannesburg. During the field visit, the teams were expected to place the strategies for
conducting a Best Practice documentation activity into practice. The purpose of the “dummy
documentation” was to offer participants hands-on experience in applying the knowledge and skills
gained through previous session, and included:
- Engaging in a “dummy” Best Practice documentation process of planning, data collection, analysis and
write-up
- Utilizing the tools shared in previous sessions and assess:
o user friendliness of the tools
o adaptability of the tools to different projects/programmes
o “sensitivity” of the tools
- Encouraging cross-sharing and learning by different member states, of their experiences in Best
Practice documentation as they planned, collected data and collated their dummy documents
Each team was provided with a brief background on the project to be visited, and spent the session
planning within their respective teams, for the field visit.
*******************************************************
Day 2: Highlights
To round-up the activities, learning and sharing for Day 2, facilitators shared a brief summary of key
issues and highlights of the sessions covered:
- The value of thoroughly planning the process for Best Practice documentation, and
developing a systematic methodology plan, before entering the field for data collection
- Writing skills and their relevance to Best Practice documentation
10

Day 3::
IIn tthe Fiielld – “Dummy” Bestt Prracttiice Documenttattiion
__________________________________________________________________________________
Four HIV and AIDS project field sites were selected with support from the Departments of Health and
Social Development, in the government of the Republic of South Africa.
The four projects reflected different aspects of the southern African response to HIV and AIDS,
including a peer education project, OVC project and two prevention projects.
This day was spent planning and data collecting at
the four project sites. The activity proved useful as it:
• offered participants an opportunity to employ
skills learnt in Best Practice documentation
processes : planning; data collection tool use;
data collation; data analysis using Score Card;
and developing good team dynamics
• generated discussion on : what works; how to
adapt tools; and how to strengthen overall
processes for best practice documentation
• gave a ‘face’ to the various concepts shared
during the previous days and enabled
transformation of these concepts into practice
Figure 4: Participants during data collection of
‘dummy documentation’ at the various projects
*******************************************************
Day 3: Highlights
This day focused on data collection and field visits.
11

Day 4::
Reviiew and Collllattiion off Datta
__________________________________________________________________________________
During the fourth day, workshop participants analysed the information that they collected during the
field visits and developed draft ‘Best Practice’ documents. They used the tools, and practiced writing
styles for documenting Best Practices. The process of analysing the information took more time than
anticipated, however participants found that it was a useful experience, as too often people feel that
documentation is something that can be done quickly. It confirmed that there is a need for more
planning and preparation to document and develop quality materials.
4.1 Transforming Collected and Analysed Data into Documents
The four groups were led through a recap on writing skills, and approaches to collating collected and
analysed data into a report format. Sample Best Practice document format was shared with each
group, to support their write-up of the “dummy documentation”.
Discussions addressed queries from each group and enabled them to begin writing their reports.
4.2 Peer Critiquing
A recap of peer reviewing was done, with a reminder to each team that they would practice being
“Peer Reviewers” as their colleagues presented their respective dummy documentation, and this in
itself would build their skills as future Peer Review team members of actual Best Practice documents.
A guide and terms of reference was shared with each team to guide them in this process.
The remainder of the day was spent writing the dummy Best Practice documents, with regular
guidance from facilitators.
*******************************************************
Day 4: Highlights
To round-up Day 4, facilitators addressed outstanding queries from the writing sessions.
Preparations for the Day 5 focused on the following:
- The sharing of the dummy documentation by each group, in the sample report format style
and covering of all key elements of Best Practice as this was done
- Sharing their experiences, from the field visit, around:
• the planning process for documentation,
• development of methodology and
• the use of the sample data collection tools and the Score Card
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Day 5::
Sharriing Documenttattiion and Devellopiing
Diissemiinattiion Sttrrattegiies
__________________________________________________________________________________
5.1 Dissemination Plans for Best Practice Documents
This session gave an overview of the various methods for disseminating Best Practice documents
and the importance of developing a Best Practice Document Strategy that outlines:
- the type of document being disseminated
- the target recipients by geographical position
- quantities to be distributed by methods of dissemination
- tools for tracking dissemination processes, and
- feedback mechanisms to measure the reach, usefulness and influence of the disseminated
Best Practice document, as part of the Best Practice documentation monitoring and evaluation
process
It was emphasised that the development of the dissemination strategy needs to take place at the start
of the planning of documentation, to align with the available budget and ensure its feasibility.
5.2 Sharing of ‘Dummy’ Best Practice Documents – report, experiences and lessons learnt
Each team presented its draft ‘dummy’ Best Practice report, and received constructive critiques from
other participants and the facilitators. Groups outlined:
- The key elements of Best Practice, as per the 7 SADC criteria for Best Practices
- Their experiences in the use of the data collection tools and where they had adapted some to
suit the project type documented
- Lessons learnt from the: planning process; the development of methodology; the building of
positive unified team dynamics’ the actual data collection activity; and the report writing
process
- A draft dissemination plan for their ‘dummy’ documentation
The final draft documents of the four field groups are attached in Annex B. the quality of ‘dummy’
reports shared demonstrated the level of understanding of Best Practice related to knowledge and
skills gained throughout the course by the teams.
Overall, the participants found the field visit ‘dummy documentation’ a useful exercise, though
conducted in an artificial setting and with meagre time for data collection – as an actual
documentation would take longer. Key lessons learnt included:
- Building team dynamics that are positive, and ensuring that roles and responsibilities in the
documentation team are clear from the onset, is important
- Establishing a clear methodology to address: what data is to be collected; from whom; through
what method; and using which tools, is fundamental in ensuring the field work is conducted
smoothly and in time and that financial resources are used effectively during the data
collection phase of documentation
- The data collection tools and the Score Card were useful tools. During the session, on Day 1,
when the tools and Score Card were introduced, participants had various queries around them
and expressed concern about the tool with respect to user-friendliness, adaptability of the tool
to different projects/programmes, and the “sensitivity” of the tool. Following the ‘dummy
documentation’ and having actual experience in using the tools, the value of the tools became
more apparent to participants.
13

Courrse Evalluattiion
_______________________________________________________________________________
At the end of the course, all participants filled out a Course Evaluation Form. Overall, the participants
of the course were very happy with the content and the facilitation.
The key concern was the amount of time allocated to practical assignments. However, participants
felt that the exercises provided them with useful skills in documentation and communication, which
helped them meet their expectations for the course.
All participants felt that the course work was directly related to their work, and that by completing the
course they were more confident in taking part in documenting Best Practices.
Below are comments and feedback from the participants.
• “The course is a great eye-opener and I hope that through the training, all 14 countries can
document their Best Practices. I also propose country by country training for most documentalists
to benefit from it”.
• “The behaviour change communication component should be taken on board in order to achieve
Best Practices”.
• “ Nice organisation of the training”
• “ Trainers sometimes assumed that trainees already had knowledge of Best Practices and
skipped a few things. Trainers should rather take it that trainees do not know anything about the
subject.”
• “ This course is quite good and there is a need to train trainers at country level so that the skills
can be scaled up.”
• “ The hotel did not provide appropriate writing pads for the documentation training workshop. We
needed more pages. Next time, a needs assessment of tools should be done beforehand.”
• “Nous avons apprecie la methodologie appliqué par les facilitateurs.” (we liked the methodology
taken by the facilitators)
• “I think the handouts should have been translated into other languages ( Portuguese and French)
to accommodate our colleagues from other countries”.
• “I feel that the content of the course was okay, only that the time for practicals was not enough.
The facilitators are just superb”.
• “More time should be allocated to the Score Card and data collection tool because they are very
important for getting information to properly rate the organisation.”
• “Well-planned and informative course that is paving the way for information within the SADC
region”.
• “This course is a very good course but needs more time”.
14

• “More field work and more time to write the document is needed”
• “This course is just right and it was long overdue as there are a number of HIV and AIDS
responses, however very little is documented.”
• “The course was very effective, but there must be follow-up sessions in another SADC country,
perhaps next year with the same groups of participants”
• “Need to translate all documents into Portuguese”
• “I felt that there was sometimes poor time management. We spent a lot of time on feedback,
which should be avoided by giving a few participants this task.”
• “It was a good course which will help countries to document best Practices.”
• “The course content was clear and is user-friendly even to a person who is not a documentalist.
Handout provision could be improved a little though we did get the material on our flash disk.”
• “More time should have been allocated to the write-up process of documentation. Otherwise it has
been an excellent workshop.”
• “I would recommend to SADC a refresher course sometime next year. “
• “Because I was not prepared, the course was initially difficult for me to grasp and internalise the
subject - but in the end it was fine.”
• “While the course was too short, the facilitators need to be a bit strict on time allocated to group
work.”
15

Annex A
__________________________________________________________________________
Day 1: Introduction to Best Practices
TIME ACTIVITY FACILITATOR
08.30 – 09.00 Registration
09.00 – 09.30 Introductions
Welcome Remarks
Objectives and Expectations
09.30 – 10:30 Overview of Documentation and Communication
- Exploring types of documentation
- Overview of a documentation and communication
plan
10:30-10:45 TEA
11:00– 11:30 Introduction to Best Practices
11:30 – 13.00 Presentation on SADC Best Practice Criteria
13.00 – 14.00 LUNCH
14:00- 14:45 Discussion on best practices (participatory debate)
14.45 – 15.30 Introducing Peer Review
15.30 – 15.45 TEA
15.45 – 16.30 Practical I: Reviewing Best Practice Gallery
16.30 – 16.45 Wrap up of Day 1
Day 2: Beginning the Process
TIME ACTIVITY FACILITATOR
08.30 – 09.00 Recap
09.00 – 10:30 Planning the Process: Team formation, Planning,
Outlining the Writing Process, Peer Review Team
establishment
10:30-10:45 Tea
11:00– 13:00 Collecting and analyzing information: Methodology,
Tool Development and Score card
13.00 – 14.00 LUNCH
14.00 – 15.30 Practical II; Collecting and analyzing information:
Linking to the stories – writing exercise
15.30 – 15.45 TEA
15.45 – 16.30 Team Forming for field visit: debrief on 4 field sites,
sharing of field visit objectives, team-planning
16.30 – 16.45 Wrap up of Day 2
16

Day 3: In the Field
TIME ACTIVITY FACILITATOR
08.30 – 09.00 Recap
09.00 –13.30 Practical III: 4 project sites visited by 2 teams/site for
data collection
13.00 – 14.00 LUNCH
14.00 – 16:30 Practical III (continued) Field Visit
Day 4: Review and Collation of Data
TIME ACTIVITY FACILITATOR
08.30 – 09.00 Recap
9:00-10:30 Transforming Data Collection into Documents
10:30-10:45 TEA
10:45-13:00 Practical IV: Writing in Groups
13.00 – 14.00 LUNCH
14.00 – 15.30 Practical IV (continued): Writing in Groups
15.30 – 15.45 TEA
15.45 – 16.30 Practical V: Peer Critique: Swapping stories and
providing meaningful constructive feedback
16.30 – 16.45 Wrap up of day 4
Day 5: Sharing Documentation and Developing Dissemination Strategies
TIME ACTIVITY FACILITATOR
08.30 – 09.00 Recap
09.00-10:30 Writing- Incorporating Feedback from Peer Critique
10.30 – 10.45 TEA
10:45–13.30 Preparation of best practice document from field visits
Plenary presentation
13.00 – 14.00 LUNCH
14.00 – 14.45
Discussing Dissemination
- dissemination strategy/plan
- methods of dissemination
- seeking feedback, measuring change
14.45 – 15.30
Action Planning
15.30 – 15.45 TEA
15.45 – 16.30 Evaluation of training
16.30 – 16.45 Closing
17

Annex B
____________________________________________________________
A BEST PRACTICE DOCUMENTATION
ANTIOCH HEALTH CARE AND SUPPORT CENTER ORPHANS AND VULNERABLE
CHILDREN INITIATIVE PROJECT
SOUTHERN AFRICA DEVELOPMENT COMMUNITY
(SADC)
DECEMBER 2007
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Table of Contents
Acknowledgements ........................................................................................................................19
Acronyms .......................................................................................................................................20
2.2 Data Analysis and Interpretation ..................................................................................22
3.0 Overview ...........................................................................................................................22
3.1 Project Activities ...........................................................................................................23
3.2 Community Home Based Care.....................................................................................23
3.3 Psycho social support services ....................................................................................23
3.4 Income generating services..........................................................................................23
3.5 Extra Mural Services.....................................................................................................24
3.6 Nutritional Support ........................................................................................................24
4.0 Best Practice Elements.................................................................................................25
4.1 Effectiveness ................................................................................................................25
4.2 Ethical Soundness ........................................................................................................25
4.3 Cost Effectiveness ........................................................................................................25
4.4 Relevance.....................................................................................................................26
4.5 Replicability...................................................................................................................26
4.6 Innovativeness..............................................................................................................26
4.7 Sustainability.................................................................................................................27
5.0 Major Achievements..........................................................................................................27
Lessons Learnt...............................................................................................................................28
7.0 Way forward ......................................................................................................................28
References.....................................................................................................................................28
Annexes ...........................................................................................Error! Bookmark not defined.
SADC Project - Documentation of HIV and AIDS Best Practices among Member StatesError! Bookmark not
defined.
Interview Guide: Project/program Implementers.............................Error! Bookmark not defined.
Acknowledgements
The documenting process of this Best Practice could not be achieved without the notable contribution of various
institutions and individuals. We therefore wish to thank everyone who contributed to the success of this process.
We also wish to acknowledge financial and technical support provided by SADC and SAfAIDS in supporting the
documentation process as this support has made it very possible for the team to document this Best Practice.
The contributions made by SADC Member State representatives from Botswana, Democratic Republic of
Congo, Lesotho, Madagascar, Malawi, Namibia, South Africa, Tanzania - Zanzibar, Zimbabwe and Zambia
providing technical guidance to ensure this Best Practice is well documented are commendable. Gratitude is
extended to the following SADC Member State representatives, Mr. Kebabonye Thamuku, Mrs. Mpoetsi
Mothibeli, Mrs. Patricia Rakondramboa, and Mr. Eliam Kamanga (Chairperson), Mr. Moses Mulalo Ramufhi,
Mrs. Yvonne Masemola, and Mrs. Itumeleng Kgomanyane.
The success of this documentation would not have been possible without the kind support, corporation and
contribution of information from project implementers at Antioch Health Care and Support Center and the open
sharing by various community Care Givers and beneficiaries.
Contribution made towards the development of this document by all those that may not have been specifically
mentioned here is highly acknowledged.
19

This best Practice document has been authored by Group one members namely Mr. Kebabonye Thamuku,
Mrs. Mpoetsi Mothibeli, Mrs. Patricia Rakondramboa, Mr. Eliam Kamanga (Chairperson), Mr. Moses Mulalo
Ramufhi, Mrs. Yvonne Masemola, and Mrs. Itumeleng Kgomanyane.
Acronyms
AHCSC
AIDS
ART
ARVs
Antioch Health Care and Support Center
Acquired Immuno-Deficiency Syndrome
Antiretroviral Therapy
Antiretroviral Drugs
CHBC
ECD
HBO
HIV
IGA
OVC
PLHIV
SAfAIDS
SADC
Community Home-Based Care
Early Childhood Development Education
Home-Based Care Organizations
Human Immunodeficiency Virus
Income Generation Activities
Orphans and Vulnerable Children
People Living With HIV
Southern African HIV and AIDS Information Dissemination Services
Southern Africa Development Community
SANCA
VCT
Voluntary Counseling and Testing
20

Antioch Health Care Support Centre Orphans and Vulnerable Children Project
1.0 Introduction
Antioch Health Care and Support Centre located in Benoni, Gauteng Province, Republic of South Africa. It is a
community based multipurpose drop in center. It has a physical structure which offers comprehensive services
focusing on Orphans and Vulnerable Children within the communities. The have two catchment areas namely
Actonville and Wattville. The project has thirty six (36) staff members comprising of nine (9) teachers for Early
Childhood Development (ECD), one (1) Program Administrator, and two (2) Project managers, twenty three (23)
Caregivers, and one (1) Income Generating / Poverty Alleviation Coordinator.
Antioch Health Care and Support Centre (AHCSC) OVC projected started in 2006. The project reaches out to
530 orphans and vulnerable children, 560 families, 200 elderly persons, and 120 women in the catchment area.
2.0 Purpose and Methodology
The purpose is to illustrate the best practice project selected among several projects in Gauteng Province South
Africa.
In coming up with this document field interviews, focus group discussions observation and literature review a
community participatory approach was used.
2.1 Data Collection Techniques
The following techniques were employed
during data collection
Face to face interviews
Visit to some beneficiaries
Observations
Figure 1: Team members have a face to face
interview with board member of AHCSC OVC
project
Table 1:Antioch Health Care and Support Centre Captions
Prayer without ceasing – Thessalonians 5:17
Antioch Tabernacle: We declare a prayer war
“ We love, we care, we support”
21

2.2 Data Analysis and Interpretation
The SADC best practice score card was utilized to ascertain whether project confirms with the SADC best
practice criteria. After the assessment the project was found to be a best practice that needs minor
improvements in certain areas that will be highlighted in the recommendations.
3.0 Overview
Antioch Health Care and Support Centre (AHCSC) is a multi-denomination faith based non-profit organisation.
The organisation was founded in 1997. Initially the organisation solicited funds within the church community for
their activities including HIV and AIDS interventions. The centre promotes HIV and AIDS prevention, care and
support and mitigation through knowledge sharing, openness and acceptance of the pandemic.
The main source of funding is the Gauteng department of Social Development since 2006. Since 2006 the
organisation managed to mobilize about 1, 403.592 million South African Rand.
Figure 2: Project Objectives
Project Objectives
To render psycho-social services for OVCs
To undertake Income generating projects
To conduct social mobilization and referrals
To provide nutritional support to OVCs
Project Activities
Community Home Based Care
Psycho-social support services
Income generation
Extra Mural Services
Nutritional support services
Target Groups
0 – 18 years OVC
Women 25 – 60
17 – 26 year youths
Bereaved households
22

3.1 Project Activities
The center provides community based care and support services to enable beneficiaries have access to much
needed services including the following:
3.2 Community Home Based Care
These services are offered to orphaned and vulnerable children, youth, child-headed households, and elderly
headed households. Identification of OVC’s is done through referrals from the clinics, schools, door to door
visits and the community.
Figure 3: AHCSC Community Home Based Care members (CHBC) cleaning the surroundings.
AHCSC Community Home Based Care members also help their clients with general daily house work such
washing and cleaning surroundings among other activities. Households that are frequently assisted with such
activities are those headed the elderly and children.
3.3 Psycho social support services
Through psycho-social support the following services are rendered:
Counselling
Material assistance
Provision of cooked meals
Referral to social grants
Referral to SANCA
Establishment of support groups for foster parents and elderly people
Support People living with HIV/AIDS
3.4 Income generating services
To ensure sustainability of the project, a number of income generating activities are run at the centre these
include, tailoring, gardening and basic computer literacy skills.
23

Figure 4: Computer lab and vegetable garden for income generation at AHCSC OVC project
3.5 Extra Mural Services
Among others the following are the activities conducted by the center to promote community awareness on HIV
and AIDS; music concerts, drama shows, and market campaigns. These activities also include topics aimed at
reducing stigma and discrimination of those infected and affected.
3.6 Nutritional Support
The center also provides daily meals to OVC. Due to intensive mobilization activities the center has entered
into a number of partnerships with food processing companies around Gauteng province. These companies
include Nestle (Pty) Limited South Africa which provides milk to the center on a monthly basis; Albany Bakery
(Pty) Limited South Africa which provides eight hundred (800) loaves to the center on a daily basis.
Further, Rebel fruit and vegetable market assists the center with fruits and vegetables.
Figure 5: OVCs having a meal at AHSCS Nutritional Support programme
24

4.0 Best Practice Elements
A detailed reflection on AHCSC reveals its fulfillment of various criteria needed for a best practice. In this
section the project is validated using SADC best practice criteria.
Figure 6: Team comprising of representatives
from SADC members visiting AHCSC to conduct
a documentation interview. Lead the delegation
is Mrs. Crestwell from AHCSC.
AHCSC has been identified as one of the
best practice in Gauteng Province in South
Africa. A team comprising of
representatives from SADC member states
from Democratic Republic of Congo,
Lesotho, Madagascar, Malawi, Namibia,
South Africa, Tanzania, Zimbabwe and
Zambia visited AHCSC to carry out
interviews with key informants to capture
necessary information to document this best
practice. SADC has developed a
framework and tools to facilitate the
validation and documentation of best
practices; the team applied these tools
during data collection and documentation
process.
4.1 Effectiveness
The AHCSC is effective because it has defined clear, specific and measurable objectives that are being met
through various project activities. These objectives are in line 2007 – 2011 National Strategic Plan on HIV and
AIDS. According to the national strategic plan on HIV and AIDS, Community based projects targeting the OVCs
and other vulnerable groups in communities recognized as partners in the fight against the epidemic. AHCSC
is one of the unique initiatives in the country and it is complementing the government efforts in responding to
HIV and AIDS. It is also evident that the project objectives are clear to both project implementers as well as to
beneficiaries and community members in general.
4.2 Ethical Soundness
The AHCSC Initiative has gained recognitions from vulnerable groups, including: people living with HIV and
AIDS (PLHIV), the orphans and vulnerable children and the aged. It has good involvement of these community
groups including in the implementation of project activities. Issues of confidentiality and informed consent are
adhered to by all project staff.
“..Men are difficult to involve in community activities especially if it’s voluntary work.despite being the only
man in the group of care givers we still manage to carry out our community outreach very well”
4.3 Cost Effectiveness
AHCSC demonstrates a good example of cost effective projects as it had not received financial assistance
before 2006. Since then the project has survived financial contributions from community church members as
well as community at large through voluntary worker. Despite limited financial resources the project has
continued to have an impact on the community.
The project staffs are drawn from the local community and have a passion to help within their community.
Project personnel are all dedicated volunteers who have given their time to serve the needs of the community.
The level of commitment among the staff is amazingly encouraging and commendable but critical to the
success of the project.
25

“.to do this voluntary community work it’s not only a matter of commitment but you must also
have a heart for it people are suffering because of this disease (HIV and AIDS) and they
need these services that’s why we are here..”
Although the majority of project implementers do not have higher formal education attainment, they have
received some short term trainings in HIV and AIDS management, home based care training, gardening and
sewing workshops, door to door campaign, care for the dying and project management.
4.4 Relevance
The project has received tremendous support and acceptance from the government and the community. What
makes AHCSC project relevant to the local community is that it to addresses the problems and issues related to
HIV and AIDS. Further, the project is objectives are aligned to the national strategic plan on HIV and AIDS
2007 – 2011.
4.5 Replicability
AHCSC OVC project applies simple but effective activities and processes that can easily be replicated in SADC
member states and even beyond. The project has used locally available resources in an effective manner and
its impact has been felt by community members. Critical to replicating such an initiative requires transparence
and accountability in the manner the resources are utilized; a case in point is that AHCSC recruits an external
auditing firms to audit its financial statement.
Transparency has attracted the attention of other business entities to contribute with material support such as
bread. Milk, fruit and vegetables
4.6 Innovativeness
AHSCS project is one of the few initiatives in the Gauteng province as well as the country that has succeeded in
using community level resources to contribute to the national response to the HIV and AIDS epidemic in cost
effective manner. What makes this project very unique is that it has comprehensive and complementing
prgrammes such psycho-social and nutritional support for OVC, Early Child Development programme,
preschool education, life skills based education and community home based care. The Initiative has properly
been managed with the full involvement of the community members.
Number of Project Staff by Catergory
Teachers Prog. Administrator Prog ECD Managers
Care givers
IGA Coordinator
1
9
1
2
23
The staffing levels at AHCSC also add up to
innovativeness; the project has larger
number of care givers to enable them reach
out to as many clients as possible though
the provider client ratio is too high (1:23);
The project has more care givers than any
other project staff. The presence of any
IGA Coordinator is also a good innovation.
Key to the project is also the availability of
ECD teachers to enable the project fulfill
one of its core mandate.
Figure 7: Staffing levels at AHCSC OVC project
26

4.7 Sustainability
Not until 2006, AHCSC project relied on financial and material support from community member and well
wishers. The project has gain a lot of recognition and buy-in from the community and government in the recent
past. As a result of this recognition and buy-in, there is continued financial and technical support from the
Department of Social Welfare. Therefore this project can still functional even without external financial support.
Figure 8: Tailoring for IGA
The project has cited a number of activities for income
generation (IGA) such include tailoring. Some of the IGA are
also meant to complement some services already being
provided by the project; tailoring to support the provisions of
clothes and uniforms to OVCs to enhance sustainability of
the project as well as cost effectiveness.
Further, to ensure sustainability the project has also embarked on income generating activities (IGA), though
some are not fully operational, such as gardening, basic computer training and tailoring.
5.0 Major Achievements
Figure 9: AHCSC Care Givers singing songs of
praise
The AHCSC project has gained community
recognition and buy-in such that volunteer
community care givers dedicate their time and
life to save the communities.” At times we
walk distances as far as 10 – 15 kilometers to
go and save our clients and the communities
”
Besides the community involvement and
ownership of the project, the other amazing
thing is that the care givers are able to capture
information on their daily working to facilitate
the process of reporting to project as well as
Department of Social Welfare
The project has record the following success since its inception;
Establishment of partnerships with local government clinic, SANCA, Home Affairs, Department of
Education, Department of Child Welfare, Department of health and Department of Social Welfare among
others for referral and other purposes
Enlisted support and participation of community members
Mobilization of financial and material resources from local and international organizations
Provision of elementary education to OVCs
Provision of life skill based HIV and AIDS education to OVCs and other children
Provision of life skills to women in the form of vocational training in tailoring
Capacity building of Care givers and project staff with various HIV and AIDS skills
Provision of free HIV and AIDS care services to communities
27

6.0 Lessons Learnt
A good community based HIV and AIDS initiative does not always
require an initial provision of financial support from external sources
or does it require huge amount of funds to be initiated. Communities
can mobilize resources locally within the communities to start a
community initiatives but key to this is transparency in the manner in
which a community initiative is managed.
The following are the key lessons learnt from the AHCSC project;
Community participation in running a community based project is key to its success; community has to fully
involved to ensure ownership
Transparency in running a community project is important as this is partly a building block for motivation of
the community volunteers
Even if a project is simple good record management is fundamental to ensure good management as well as
transparency
A good community initiative may not always require initial financial support from external sources but the
local community can be mobilized for initial support
7.0 Way forward
The AHCSC is undoubtedly a best practice contributing to the national response to HIV and AIDS pandemic at
community level. However, to further strengthen this project the following issues require attention;
Need to mobilize more resources including transport for care givers
HIV AIDS programmes should be fully integrate in other services provided by the project i.e. mainstreaming
of HIV AIDS in all programmes at the centre as current HIV and AIDS programmes are mainly focussing on
community home based care
Need for more involvement of the community at administration and board level
Involvement of men is very limited hence need for strategies to engage more men
Need for operationalization and intensification of all income generation activities in order to further
strengthen sustainability
References
1. Southern Africa Development Community ( 2006) Framework for Developing and Sharing Best Practices on
HIV/AIDS, SADC, Gaborone
2. Antioch Health Care and Support Center (2006) Introduction to Services, AHCSC, Benoni
28

HIV and AIDS Prevention best practice from SOWETO
2007
29

Executive Summary
The SADC region is the most affected by the HIV and AIDS epidemic and efforts to find interventions to
respond to this challenge have been put in place by Member States (MS). It has become apparent that these
interventions need to be documented and shared so that MS can benefit and learn from country experiences.
As part of the training organised by SADC on Documentation and Communication of Best practices, our team
undertook a field trip to the Youth in Action project in Soweto. The purpose of the visit was to document and
find out if the project met the criteria of a best practice project as stipulated by SADC.
The methodologies used were interviews, focus group discussion with implementers and observations in the
site visit.
Prevention is one of the priorities in the NSP for HIV and AIDS hence this project is addressing the issues of
HIV and AIDS among the youths and young adults in the high transmission areas. The project is integrated
with other programmes and also collaborates with other organisations in implementing the project.
After the analysis of the tools used by SAfAIDS, our team concluded that the Youth in Action project was indeed
a best practice. Some of the challenges noted in the project were heavy reliance on volunteers, difficulties in
mobilisation of funds and having a large catchment area in which to provide services.
Some of the achievements identified were the community ownership of the project, the working partnership with
other organisations and the commitment of the project implementers,
among others. The team also learnt that community involvement and participation in programming enhances
ownership of projects, integration of HIV and AIDS services with other programmes is important and HIV and
AIDS projects are enhanced by appropriate outreach activities.
Acknowledgements
This document has been put together by a number of people, who helped provide or compile information in one
way or the other. The documentation team comprised of Indrasen (Mauritius), Lina (Tanzania), Namburett
(Mozambique), Tapeng (Botswana) and Freeman (Zimbabwe). Other team members were Arlene (Zambia),
Tlotliso (Lesotho), Sydney (Swaziland), Sandra (Madagascar), Betty (South Africa) and Joaquim(Angola).
Sara, one of the facilitators from SAfAIDS was also part of the documentation team.
This document would not be complete without the help of the people from the project who gave us all the
information about the project and and guided us through the entire visit, these are Ms Thandi, Regional
Coordinator, Mr. Wilson, Mr. Isaac and Mr. Muzi. Our gratitude goes to this team for their patience and
willingness to provide us with the information we needed.
Acronyms
AIDS
ART
DOH
DSD
HIV
HTA
IEC
IGAs
MS
NSP
OIs
SA
SADC
SAfAIDS
STIs
Acquired Immune Deficiency Syndrome
Anti-retroviral Therapy
Department of Health
Department of Social Development
Human immunodeficiency Virus
High Transmission Areas
Information, Education and Communication
Income Generating Activities
Member states
National Strategic Plan (for HIV and AIDS and STIs)
Opportunistic Infections
South Africa
Southern African Development Community
Southern Africa HIV and AIDS Information Dissemination Service
Sexually Transmitted Infections
30

Background
Soweto, which falls within the Johannesburg Metro, has a population of 6 million and the Youth in Action Centre
is situated in region D of this township. Region D is subdivided into Shiawela, Protea (North, South and Glen),
Moletsane, Mapetla and Zola and Youth in Action Centre is located at the Protea North Library offices.
The project was established by a group of youth on 19 th June 2000 with the sole purpose of raising awareness
by establishing HIV and AIDS information centre. What prompted the establishment of the centre was the rate
of the escalating epidemic. They realised that they had a duty to raise awareness because of the escalating
epidemic in the area. Therefore, they established a one stop information centre at the Protea North Library
offices which houses the project.
Methodology
The method used for data collection was Focus Group Discussion involving the Project Managers, The Project
Coordinator and the documentation team. One unstructured interview was also conducted with one condom
distributor. Non participatory observation of community members in the catchment areas where condoms and
Information, Education and Communication (IEC) materials are distributed was also done.
Introduction
The Youth in Action project is run by a group of vibrant young men and women who have taken the bull by its
horn by coming up with an intervention aimed at stemming the rate of HIV infections in their area. The
uniqueness of the project is the involvement of “patrons” and clients of High Transmission Area (HTA), such as
taverns, taxi and truck drivers, miners, and those living in hostels. Door to door campaigns using a cadre of
committed volunteers are a common strategy engaged by Youth in Action.
The project works in collaboration with other government departments and agencies like the Departments of
Health, Social Development, Sports, Art and Culture and the local municipality, and also has the support of
community members.
The project has contributed to behaviour change in the community as can be seen from the increase in the
demand for condoms within the last six months. This increase can probably be attributed to the activities of the
project.
This report is an account of why the Youth in Action project is a best practice which should be replicated in
other parts of the SADC region.
31

Best Practice Elements
The Youth in Action Project indeed meets the SADC standard criteria of a best practice because of the
following:
Effectiveness
The project goal is To prevent HIV and STI infections among the youth and young adults aged 13 to 40 of
Region D of Soweto Township and this was clearly articulated by the project implementers. The goal is also in
line with the South African National Strategic Plan for HIV and AIDS 2007 – 2012, which has Prevention as its
priority number 2.
The project also has clear strategies for implementation of their activities and these include:
• Condom and IEC material distribution in taverns, taxi ranks, truck drivers and other HTAs;
• Door to door HIV and AIDS campaigns;
• HIV and AIDS education in schools;
• Edutainment sessions for out of school youths in parks and open markets;
• Media campaigns.
Condom distribution point at phone shop in Protea South
The project also integrates other programmes such as Home Based Care, gender violence issues, substance
abuse etc. There is considerable community participation in the project as evidenced by the former’s
involvement in needs assessments, volunteerism, and the number of distribution points within the community.
Whilst there is no clear monitoring and evaluation system, methodologies have been designed to collect data on
project activities. For example, they have reports on households visited, number of condoms distributed,
monthly and quarterly reports, number of people reached and fact sheets showing vital statistics.
Ethical soundness
Whatever the project does is in line with the provisions of the country’s constitution on human rights issues.
Cases involving human rights, health and social issues are usually refereed to the appropriate bodies. They
also have a suggestion box for complaints.
In addition to an internal audit which is conducted by the DOH, the organisation is also audited by an external
consultant. This helps the project implementers to be accountable and transparent in their project
management.
32

The Youth in Action project also does not conflict with religious norms of the community and has the support of
the political and local government authorities.
Young men are also encouraged by the project to be “agents of change” in their community which ensures that
gender issues are taken care of.
Cost effectiveness
The main agency funding the project is the DOH. However, they also run some Income Generating Activities
(IGAs) for sustainability. Some of the IGAs they run are photocopying, laminating, faxing, typing, certificate
design and writing Curriculum Vitaes.
The project relies heavily on volunteers for manpower whom they pay a little stipend. However, the issue of
volunteerism has become a major challenge in HIV and AIDS work due to challenges such as burn out and high
turn over.
The project implementers often use public transport for their outreach activities, which cuts down their
administrative costs.
Relevance
Since this is a high transmission area, the project specifically addresses identified challenges regarding HIV
infection in youth and young adults, mobile populations, commercial sex workers, drug abusers, and other high
risk groups. It is also in line with the NSP strategic objectives, of which prevention is one. The demand for the
services provided by the project is also a clear indicator of its relevance.
Replicability
The Youth in Action project can easily be replicable in other areas as it uses locally available resources, both
human and material. Programme activities are clearly documented in reports and M and E tools and this would
enable other areas to implement similar projects. However, as distance between distribution points seems to
be a challenge, it would be advisable for those who wish to replicate this project to increase the number of
distribution points in order to reach more beneficiaries.
Innovativeness
Youth in action use innovative strategies to reach as many people as possible with their services. For example,
they use public phones as distribution points for condoms. These points have been identified by the project as
high traffic areas and therefore ideal for the distribution of such materials.
The use of door to door campaigns to disseminate HIV prevention messages is also an innovation that needs to
be scaled up.
Sustainability
The project has novel ways of fundraising to ensure sustainability. The implementers are highly committed to
the project
They rely on community volunteers therefore there will always be human resources to carry forward the project.
As one of the implementers said, “Do not give me R50 to give you this information. People are dying”.
The project has established a good working relationship with the community creating a demand for its services
which is likely to keep the project in operation.
In addition, even though they do not have a fundraising plan, the project is already running some IGAs, which
shows that they can engage ventures to generate more income. The project also uses cost sharing
mechanisms, e.g. distributing IEC materials and condoms from other organisations.
33

Focus group discussion with implementers
Partnerships
The project organises monthly Partnership Forums where they address challenges and needs of the
organisation and also find solutions. They also work with organisations that provide services in other thematic
areas such as VCT, OVC and HBC and refer some clients to these when the need arises.
Challenges
• Reliance on volunteers
• Mobilisation of funds
• Catchment area is too big
Achievements
• Community ownership of the project
• Increased demand for service and distribution of condoms
• Working partnership with other organisations
• Commitment of the project implementers
• Transparency and accountability in the project
Lessons learnt
• Community involvement and participation in programming enhances ownership of projects;
• It is important to integrate HIV and AIDS services with other programmes;
• HIV and AIDS projects are enhanced by appropriate outreach activities like door to door
campaigns, use of public phones as distribution centres, malls, taverns and taxi ranks;
• Having cost saving systems in the programme does not necessarily compromise the quality of the
service (e.g. using volunteers, public transport, distributing IEC materials developed by other
organisations etc).
Conclusion
The Youth in Action project in our view is a best practice which has the potential to be replicated in other areas.
It uses locally available resources, is cost effective and had an element of innovativeness. In addition, it uses
appropriate IEC materials in local languages to disseminate information on HIV and AIDS. The project also
used a human rights approach in addressing HIV and AIDS issues. The project implementers are highly
committed to their work and they are instrumental to the success story of this project. The goals of the project,
target groups and outcomes are clearly defined and this conforms to the SADC criteria for a best practice.
However, the project needs minor improvements in certain areas for it to be more effective. These include an in
built training programme, monitoring and evaluation tools and consistence in service delivery.
34

HIV/AIDS BEST PRACTICE DOCUMENT
“Emthonjeni” Fountains of Life
“Life is a journey and Emthonjeni will not allow you to walk alone”
13-14 December 2007
Team leader: Ms Maserame Mokoena
Compiled by: Dr. Fayzal Sulliman, Dr. Alphonse Mulumba, Ms Mavis Releni, Mr. Muhle Dlamini, Dr. Lucien
Masangu, Mr. Wilfrid, Velonantenaina, Mr. Blackson Matatiyo, Dr. Florence Soroses and Ms
Medelina Dube
35

EXECUTIVE SUMMARY
The Government stakeholders including the FBO’s have joined hands to mitigate the impact of HIV and AIDS in
communities using different strategies. In Gauteng province south of Johannesburg the Emthonjeni project has
embarked on an integrated HIV/AIDS intervention program. The program has a number of components so as to
present a comprehensive response to the epidemic. The documentation of this project aims at sharing the
experiences of this project, the best practices conducted by the project in the Emthonjeni catchment area.
The project involves communities to support people living with HIV and AIDS. It provides HBC, VCT, ART and
adherence counseling to the support group and community. The project achievements include community
education, community mobilization through door to door visits and ownership with acceptance of the project by
the community members. The fact that this project is supported by the local churches it is guaranteed of
sustainability. Integration of programs in this project provides a holistic and comprehensive approach to address
community needs and as such the project has stimulated demand for other services for the community. The
project has helped the community by breaking the silence of people infected and affected by HIV and AIDS.
Despite the success of the project it is not without challenges. Due to its overwhelming success results there is
a high demand for PLHIV services in the area. Secondly the involvement of men in the area remains a big
challenge.
Documenting and sharing of the Emthonjeni project will allow communities in different settings to learn from
these experiences and replicate such initiatives in their areas. One of the lessons learnt from the project is that
involving the community and all their structures addresses the needs of the community. Indeed the Emthonjeni
project has brought change and improvement of health of the community members.
ACKNOWLEDGEMENTS
The documentation team would like to express their appreciation and thanks to the following people:
• The district coordinator Ms Hlatswayo
• The Emthonjeni project manager Thamsanqa Sonile
• The psychologist Dr. Ingrid Artus
• Members of the support group
• The community for coming up the unique project
• SAFAIDS team of consultants for training us on the documentation of best practice
• The SADC secretariat for organizing such a workshop which is greatly needed in our region
• The participants for sharing their valuable experiences
• Interpreters for their tireless efforts
• The driver for taking us to Emthonjeni and back
LIST OF ACRONYMS
PLHIV
HIV
AIDS
ART
VCT
FBO
NGO
SAFAIDS
SADC
People living with HIV
Human Immuinodeficiency Virus
Acquired Immune deficiency Syndrome
Antiretroviral Therapy
Voluntary Counseling and Testing
Faith Based Organization
Non-Governmental Organization
Southern African HIV and AIDS information Dissemination Service
Southern African Development Community
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TABLE OF CONTENTS
EXECUTIVE SUMMARY ...............................................................................................................36
ACKNOWLEDGEMENTS ..............................................................................................................36
LIST OF ACRONYMS....................................................................................................................36
PURPOSE AND METHODOLOGY ...............................................................................................37
BACKGROUND AND CONTEXT ..................................................................................................37
INTRODUCTION OF THE PROJECT BEING DOCUMENTED ....................................................38
ELEMENTS OF BEST PRACTICE ................................................................................................39
CONCLUSION ...............................................................................................................................40
REFERENCES...............................................................................................................................40
PURPOSE AND METHODOLOGY
For an organization working with people living with HIV and AIDS (PLHIV), the development of best practice
documents is important for sharing knowledge, experiences and lessons learnt.
“Best Practice” documents are documents that describe and evaluate, against specific criteria, elements of
programme, project or activity which have contributed towards successful interventions. A Best Practice
document presents and describes in detail, an example of a programme, project or activity which has shown to
contribute towards making interventions successful. The purpose of documenting a best practice includes to:
1 avoid duplication of efforts (within the same target area) by sharing information and lessons learned
2 promote knowledge exchange and learning to improve and adapt effective strategies of intervention,
within specific environments
The overall purpose of this document is to share the EMTHONJENI Project focusing on PLHIV as an HIV and
AIDS Best Practice intervention. This document:
- validates the EMTHONJENI Project as an HIV and AIDS best practice
- adds to the body of knowledge on Care and Support of PLHIV
- is anticipated to stimulate replication of programmes focussing on PLHIV
The documentation of the EMTHONJENI Project as a best practice was done using a scientific approach . The
following data collection methods were employed:
- Focus Groups Discussions (2 FGDs conducted with programme beneficiaries and implementers i.e.
support group facilitators),
- Key Informant Interviews (3 interviews with Project Manager, Psychologist, Regional Coordinator)
- Literature review
- Observation data
BACKGROUND AND CONTEXT
Documentation of Best Practices is an essential skill for HIV and AIDS programme implementers, including
managers, it is against this background that Group 2 members embarked on documentation of Emthonjeni
project focusing on PLHIV. The documentation will also incite greater debate, exchange of ideas and increase
collaboration and coordination among the multiple actors and institutions responding to the epidemic across the
region.
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INTRODUCTION OF THE PROJECT BEING DOCUMENTED
The project is offering holistic services to people living with HIV and AIDS and is run by highly skilled staff.
Emthonjeni is a Non-Profit organization, funded by the Department of Health, Faith based organizations,
Department of Social Development and other donors. The activities of the project are carried out in informal
settlements of Sweetwaters, Thula Mntwana and Weiler’s Farm, south of Johannesburg. This location is
characterized by poverty, unemployment, lack of proper housing and health facilities. In 2006 water was
supplied to the settlements, and in 2007 electricity is due to be supplied. It is estimated that 30,000 people live
in this settlement. These people are largely drawn from the rural areas in search of economic opportunities.
Child-headed homes, under-education, HIV/AIDS and poverty are all common features of these communities.
An estimated number of people living with HIV (PLHIV) are 11,000. This has necessitated Emthonjeni to offer
services.
Emthonjeni seeks to create a structure that brings PLHIV and affected members of ther community together.
They offer emotional, spiritual, physical and psychological support. It has been noted that these groups have
brought sense of belonging to many and serve to relief stress.
Aim of the organization
• The aim is to assist the infected and affected by HIV and AIDS
• Other beneficiaries for the service are: Unemployed women
HIV/AIDS orphans
Youth
Community members
The purpose of the organization
The overall purpose of the Emthonjeni meaning “Fountain of Life” HIV/AIDS project is to offer a Christian
response to the HIV/AIDS pandemic. They provide support services to people living with HIV and serve as a
link to more specified services.
Objectives of the organization
• To provide home based care services to people living with HIV/AIDS on continual basis
• To provide counseling, holistic support for HIV/AIDS affected persons through a programme of regular
visitation so as to affect quality of sustenance
• To provide an information base/resource centre that facilitates the sharing of accurate information and
empowerment through value-based knowledgeable decision
• To work closely with local clinics, health service providers, schools, churches, businesses and other
stakeholders around issues of linkages and quality service provision for persons living with HIV/AIDS
Current services offered to people living with HIV/AIDS
• Home based care
• Voluntary HIV/AIDS counseling and testing
• Spiritual and material support for people infected and affected by HIV & AIDS
• Community workshops to heighten HIV/AIDS awareness and appropriate care
• Door to door community awareness campaigns
• Social services to people living with HIV and AIDS and to the community at large
• Pre-HAART & HAART for HIV & AIDS patients and medical services referrals
• Micro income generation skills training to economically empower people living with HIV and AIDS
• Fund raising
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Strengths of the project
• Holistic approach to the support of people living with HIV and AIDS
• Quality of services to the clients is very good because the clients have access to a nurse and a doctor
immediately after being diagnosed positively
• The readiness program for enrolment in the ART program is shortened thus attracting more clients
• Adherence counseling tool used is proven effective
• The project also promote the skills development to community volunteers
• The project is having good marketing strategies for resource mobilization i.e. website and DVD
Lessons learned
• Multi-sectoral project with highly skilled staff including care givers
• Positive living of people living with HIV and AIDS
• Good marketing strategies including DVD, videos and web page that is linked internationally
• Provision of love and compassion to people infected and affected by HIV and AIDS including orphans
and vulnerable children, while working to raise up a healthy community
• Active community participation that resulted to rapid expansion of the project without the necessary
infrastructure and financial backing
Challenges of the project
• Crime
• Poverty and unemployment
• Child-headed households
• Child abuse
• Stigma
ELEMENTS OF BEST PRACTICE
Replicability
This project is an initiative by faith based organizations, which is a familiar set up of southern African and
Africans in general hence it could be replicable. It is a typical example of the multi-sectoral approach to the
response of HIV and AIDS in many countries.
The cost of setting up the project is not very high as exhibited in this project, mostly the resources were donated
by local churches and the community.
Innovativeness
This project is unique in the sense that it offers a holistic approach in the management of PLHIV.
Relevance
Emthongeni project is socially and culturally acceptable.
Socially
The community of Emthongeni belongs to the various church groups found in the area. The project organizes
social functions and outings for its members.
Culturally
Caring for the terminally ill patient is not left to the close family alone but is seen as a community responsibility.
Emthonjeni offers support to the PLHIV who are ill and bedridden.
Sustainability
The Emthonjeni project was established through funding by churches, community members, business people
and internal sponsors. The Department of Health only started funding this project only in 2006.
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Sustainability is possible because the project is not dependant on one source for funding. They also make
money from selling stuff made through income generation projects by the support group members e.g.
beadwork, gardening, crafts etc.
The project is also submitting financial statements as required to secure continuous funding.
Effectiveness
The project is in line with the National Strategic Plan.
The volunteers, the PLWA, the religious leaders participate actively in mobilizing the community in
order to face the pandemic.
The community is satisfied and feels that the project belongs to them.
A PLHIV said: “The EMTHONJENI project has changed my life, I have a family, I am no longer sick, I can now
go back to work”
Ethical Soundness
The project respects totally Human Rights:
• Respect for confidentiality from the onset to the end.
• Respect for gender sensitivity, for the poor, the rich, young, old etc
• The PLWA is the centre of interest in the project.
Cost Effectiveness
The project is looking after more than 7000 families with very little means and the impact is felt within the
community. The partnership with NGOs has decreased the costs as well as the income generating activities for
the beneficiaries.
CONCLUSION
Caring of people living with HIV needs to be done in a holistic manner targeting multisectoral response.
The project has a holistic approach to people living with HIV and AIDS which is very uncommon with most
NGOs. The approach adopted by this project is contributing to the national efforts to fight the HIV and AIDS
epidemic. The content of this document is envisaged to inspire other implementers of HIV and AIDS prevention.
It is hoped through sharing this document with a wide population, relevant government departments, civil
society groups and private sector, can replicate and adapt this model of response as a practical method
towards providing optimal care and support to PLHIV.
REFERENCES
1. Project profile
2. Strategic plan of the project
3. Constitution of the organization
4. Quarterly and annual progress report of the organization
5. Quarterly and annual financial report of the organization
6. External audit reports
7. Attendance and home visit registers
8. Emthonjeni Advocacy DVD
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