Tools for Organisation and Management of the Communication Action

Tools

Presentation: The adverstisement strategy

This document has been developed in order to facilitate the monitoring, and the needed backstopping,

of all the projects enrolled in the Action Programme-AP. The tables on pages 107 and 108 reflect the

various phases of the communication process.

MEMORANDUM ON AP BACKSTOPPING

The following points should be clear to everybody in order to understand and use in a consistent way the monitoring table:

On top of each checklist the name of the project, the AP round, the names of the Centre training/technical and field co-ordination focal points should be entered. In addition, all the consultants involved in the backstopping should enter their names or initials in the box related to that specific phase.
The five different tables tend to reflect the crucial steps in which the assistance of SADC-CCD is usually required. The shaded boxes reflect the critical steps in which direct backstopping by SADC/FAO experts usually occur (even though backstopping in the field can change to respond to specific situations). The first table reflects activities done during the AP workshop, the other tables reflect activities implemented as a result of the work done during the workshop.
The column CHECKPOINTS specifies all the crucial points necessary to keep track of a project progress and need for backstopping. It is an internal monitoring system meant to assist getting a fast and clear picture of the situation of each project in the AP.
The column IN-PROGRESS ACTIVITIES - INITIATED should be entered when we receive some con organizationation that the activities have been initiated.
The column IN-PROGRESS ACTIVITIES - FOLLOW UP serves the purpose to check that the activities initiated, that may require a long period of time, are making some progress. In many cases there may not be the need to enter this column at all.
The column COMPLETED is meant to provide con organizationation that a specific activity has been complemented and the communication programme is now entering the next step.
The column DOCUMENTED is to inform if the activities has been documented and in what way. If a written report has been done the initials WR could be entered, for photographic material enter PHM, for any video documentation enter AVD or in case of a combination of the above formats just enter the relevant initials.

Note that each step of the process includes monitoring.

MONITORING CHECKLIST FOR AP ROUND No.

PROJECT: ________________________ COUNTRY: _______________________

TRAINING Focal Point: _____________ COORDINATION Focal Point: _________

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I) ACTION WORKSHOP

CHECKPOINTS	IN-PROGRESS ACTIVITIES		COMPLETED	DOCUM.ED
CHECKPOINTS	INITIATED	FOLLOW UP	COMPLETED	DOCUM.ED
1. Enrolment
2. Course Participation
3. PRCA Field Implementation
4. PRCA Analysis
5. Pre-Baseline Design
6. Pre-Baseline Administration
7. Pre-Baseline Analysis
8. Communication Strategy
9. Draft Workplan

II) MANAGEMENT ENDORSEMENT

10. Presentation to Management
11. Budget Endorsement
12. Finalisation of Workplan

III) MATERIALS REFINEMENT AND PRODUCTION

13. Message Design Finalisation
14. Pre-testing of Materials
15. Review and Evaluation of Materials
16. Mass Production

SUGGESTED MID-TERM ASSESSMENT (when needed)

IV) FIELD IMPLEMENTATION

CHECKPOINTS	IN-PROGRESS ACTIVITIES		COMPLETED	DOCUM.ED
CHECKPOINTS	INITIATED	FOLLOW UP	COMPLETED	DOCUM.ED
17. Training of Field Sta.
18. Implementation of Communication Activities

V) EVALUATION

19. Post-baseline Design
20. Post-baseline Administration
21. Post-baseline Analysis
22. Final Evaluation (quantitative and qualitative)

COMMENTS/RECOMMENDATIONS: ____________________________________

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