USAID/Burma Local Engagement Support Services (LESS)
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USAID/Burma Local Engagement Support Services (LESS) Semi-Annual Performance and Progress Report October 1, 2020 – March 31, 2021 Submission Date: April 30, 2020 Contract No. AID-486-I-15-00001 Task Order No. 72048220F00001 Activity Start Date and End Date: 2/24/2020–8/20/2022 Prepared for: United States Agency for International Development–Burma US Embassy Burma No. 110 University Avenue Kamayut Township, Yangon Burma Prepared by: RTI International 3040 East Cornwallis Road Post Office Box 12194 Research Triangle Park, NC 27709-2194 USA RTI International is an independent, nonprofit research institute dedicated to improving the human condition. Clients rely on us to answer questions that demand an objective and multidisciplinary approach—one that integrates expertise across the social and laboratory sciences, engineering, and international development. We believe in the promise of science, and we are inspired every day to deliver on that promise for the good of people, communities, and businesses around the world. For more information, visit www.rti.org/. RTI International is a trade name of Research Triangle Institute. RTI and the RTI logo are U.S. registered trademarks of Research Triangle Institute. The authors’ views expressed in this publication do not necessarily reflect the views of the United States Agency for International Development or the United States Government.
Table of Contents
Abbreviations ............................................................................................................................. ii
1. Executive Summary ........................................................................................................... 1
2. Project Activities and Progress........................................................................................... 2
2.1 Operational activities ............................................................................................... 2
2.2 Program activities .................................................................................................... 3
2.2.1 Objective 1: Provide a broad range of capacity development and training services
to improve the organizational capacity of USAID grantees and stakeholders. ...... 3
2.2.2 Objective 2: Provide facilitation, documentation, and report services for training,
workshops, and periodic meetings between stakeholders and USAID. ................. 8
2.2.3 Objective 3: Establish a Collaborating, Learning, and Adapting (CLA) process
for USAID/Burma to build its staff capacity and establish internal systems to
effectively manage local partners. .......................................................................... 9
3. Local Organization Milestone Achievements .................................................................. 10
3.1 Local organizations under the ADAPT activity..................................................... 10
4. Deliverables ...................................................................................................................... 11
4.1 Activity MEL plan ................................................................................................. 11
5. Activities for the Next Six Months................................................................................... 11
6. Possible Challenges and Mitigation Plans........................................................................ 11
7. Financial Performance ...................................................................................................... 13
8. Annexes ............................................................................................................................ 15
Local Engagement Support Service Burma Semi-Annual Performance and Progress Report iAbbreviations ADAPT Addressing Drug Addiction Problems in Putao Township CDAP capacity development action plan COVID-19 coronavirus disease 2019 FAA fixed amount award HR human resources LESS Local Engagement Support Services MEL monitoring, evaluation, and learning OD organizational development PLOCA Participatory Local Organizational Capacity Assessment RFA request for application SOPs standard operating procedures TO Task Order USAID US Agency for International Development Local Engagement Support Service Burma Semi-Annual Performance and Progress Report ii
1. Executive Summary
This Semi-Annual Performance and Progress Report details the achievements of the Local
Engagement Support Service (LESS) Burma Task Order (TO) under the Asia Support Services
for Local Solutions Indefinite Delivery, Indefinite Quantity award from October 1, 2020, to
March 31, 2021. During this reporting period, RTI focused on training and mentoring local
organization staff through proposal development, milestone planning, Addressing Drug
Addiction Problems in Putao Township (ADAPT) grant start-up, completing initial milestone
deliverables for the ADAPT activity, and training local staff according to the capacity
development action plan (CDAP). RTI participated in the co-creation workshop with USAID
and local organizations, provided hands-on skills transfer during the subsequent proposal
development phase, and supported local organizations in successfully submitting the ADAPT
proposal, which was awarded and signed on January 8, 2021. RTI collaborated with the
USAID/Burma Local Works team to support the co-creation workshop planning process and
initiated the Participatory Local Organization Capacity Assessment (PLOCA) with two
additional local organizations. RTI also successfully recruited two experienced local
consultants to serve as surge support for technical and capacity building activities once multiple
Local Works awards are made.
The political and implementation context changed suddenly on February 1, 2021, when the
Burmese military took full control of the country’s political and government institutions the
day before elected members of the new parliamentary session were sworn in. Despite the
unpredictable and rapidly changing sociopolitical situation, LESS implemented most of the
scheduled work plan activities. RTI coordinated closely with USAID and local organizations
to mitigate challenges and successfully kick off the ADAPT activity according to the original
grant activity timeline. Despite the enormous challenges and stress since the coup, with RTI’s
organizational capacity building support, the local organization has submitted milestone
deliverables on time and has continued to implement the ADAPT activity and complete
capacity development steps as outlined in the CDAP.
Local Works Partner Highlight: A Story of Progress
With support from the LESS project local organizations submitted a successful grant application for the 3-
year, $1.2 million ADAPT activity. Upon award in January 2021, LESS ramped up support in FY21, Q2:
• Delivered over 100 hours of remote training, facilitated discussions and mentoring support
• Built capacity in 5 distinct organizational development areas
• Committed to a detailed workplan to address 40+ CDAP recommendations
• Worked with 15 different members of local organizations management and service delivery team
Despite the steep learning curve, ongoing COVID-19 restrictions, and the military coup occurring in the first
month, the local organization the local organization demonstrated progress on 34 CDAP-recommended
actions and completed all scheduled deliverables - 1 technical and 5 management milestones:
• Year 1 work plan within 30 days
• Recruit and hire key personnel
• Update operational policies and procedures
• Establish medical standard operating procedures
• Submit MEL, EMMP and medical disposition plans
• Develop subcontractor scope of work and submit subcontract for USAID approval
Local Engagement Support Service Burma Semi-Annual Performance and Progress Report 12. Project Activities and Progress 2.1 Operational activities Given the limitations on movement and personal contact due to both the deteriorating security and COVID-19 conditions in Myanmar, the LESS Project Manager and Capacity Development Consultant have continued to deliver support to select local organizations remotely, via video calls and audio conferencing. In the immediate aftermath of the February 1, 2021, military coup, the LESS team consulted with USAID to discuss some of the operational and personal security challenges of continuing work during the unpredictable political unrest. Deferring to the level of comfort and connectivity for local partners, the LESS team pivoted to using a wider array of communication channels to stay in touch with local partners. Before the coup, Facebook and Facebook Messenger applications were commonly used for informal communication and follow-up with partner staff, but because of the enhanced surveillance and scrutiny from the military council, local partner staff currently prefer to use Zoom, Google Meet, and Signal to connect. The new forms of communication have allowed the LESS team to remain in contact with partners despite the challenging environment, and the transition to these platforms has led to shorter, more frequent engagements with various partner staff to provide ongoing capacity development support. All viable communication platforms require internet access or a mobile signal, and the intentional cutting of internet connectivity and bandwidth by the military authorities has complicated the planning and implementation process. As a result, training delivery, follow- up, and retention review have required more effort to complete. In the last reporting period (April 1–September 30, 2020), RTI identified a pool of Burma- based local consultants to provide capacity building support to local organizations in accordance with their CDAPs in this reporting period. In this reporting period, RTI completed final interviews to select and complete the human resources (HR) process for two more local capacity development consultants who are prepared to engage with LESS and support the co- creation, final concept note development, and CDAP preparation once timelines are established for additional local organizations. In response to the evolving and ongoing disruptions caused by COVID-19 in 2020 and early 2021, RTI implemented an institute-wide response plan format. Under the protocol, RTI Headquarters support staff work with project teams in each country to actively document, track, and monitor trends in case numbers, positivity rates, and hospitalization numbers in addition to national, regional, and local government restrictions and requirements. In coordination with the internal pandemic response support team, the Program Manager updates the LESS project COVID-19 mitigation plan to maximize the project’s ability to continue activities in a feasible, responsible, and effective format while simultaneously pursuing LESS objectives and observing proper public health protocols to protect the health of staff, participants, and beneficiaries. The project’s COVID-19 mitigation plan was developed shortly after the project was awarded and is reviewed monthly to ensure it remains up to date on the operating context in Myanmar. As a result of the collapse of public health and medical system in Myanmar in the aftermath of the February 1 military coup, reliable data on COVID-19 are limited. In response to the social, political, and security instability after February 1, 2021, the US-based RTI Program Manager and Project Coordinator set up regular weekly coordination meetings with the LESS Project Manager to track and document the evolving situation faced by local partners and staff in Myanmar. RTI regional security briefings were also distributed to Project Manager to triangulate the information and inform the planning process for adjusting support Local Engagement Support Service Burma Semi-Annual Performance and Progress Report 2
offerings to meet the new organizational resilience needs of Local Works partners. The LESS
Project Manager regularly communicated with the USAID/Burma Contracting Officer’s
Representative (COR) to seek guidance and discuss updates based on conversations with local
partner staff. The Project Manager, local consultant, and local partners connected regularly to
discuss updates to the operating environment and program activities to ensure a proper balance
between personal security and delivery of quality drug treatment services for the community
as planned.
2.2 Program activities
2.2.1 Objective 1: Provide a broad range of capacity development and training services
to improve the organizational capacity of USAID grantees and stakeholders.
Organizational CDAP
During the reporting period (October 1, 2020–March 31, 2021), the LESS project finalized the
CDAP for local organizations based on its final program concept and objectives developed
during the co-creation workshop and PLOCA activity. The CDAP also included support in
response to award conditions incorporated into the final grant awarded under the USAID Local
Works program. The Project Manager and local consultant collaborated with the senior
management team to define the PLOCA training areas in terms of existing operational
capacities and training required to improve capabilities to successfully implement the ADAPT
grant. Following from these discussions and participatory contributions from management
staff, the final CDAP draft was presented to USAID. The final CDAP, which incorporated
recommendations from both the local organization and USAID, was approved by USAID in
November 2020.
Adherence to USAID’s rules and regulations
The ADAPT activity was the first multiyear USAID award for recipient local organizations.
Immediately after the co-creation process in early October 2020, RTI used the formal request
for application (RFA) process as the initial guiding example to anchor training material by
demonstrating when and how to apply technical skills to organizational compliance and how
to translate compliance standards into task-level examples. The LESS team also worked to
ensure that the organization’s leadership had a full and independent understanding of the
requirements within the proposal timeline, helped guide brainstorming sessions between the
local organization’s senior staff and the Putao team, and encouraged direct coordination with
other USAID partners that joined the co-creation workshop who could provide more details on
their own literature reviews. As the local organization finalized its activity description for
submission, RTI helped link information about USAID’s rules and regulations—especially
those related to allowable and unallowable cost information for budget development—to
specific proposed activity details. Activity description development provided specific
opportunities to explain the rules and regulations around construction and rental activities,
medicine procurement, fertilizer, and livestock procurement; specific guidance related to
rehabilitation activities; limitations about how the activity could work with government
institutions under a USAID-funded project; detailed requirements on USAID branding
policies; and, most importantly, how to access guidance information for future use.
RTI provided formal training to introduce concepts and technical skills transfer in line with the
approved CDAP and followed up with individuals and small groups of relevant local
organization staff to provide additional hands-on skills transfer and mentoring sessions. The
dedicated support began at the proposal development stage under the RFA timeline, which
Local Engagement Support Service Burma Semi-Annual Performance and Progress Report 3allowed the local organization to submit the proposal on time, in less than a month. The
ADAPT grant was fully executed on January 8, 2021.
Upon award, as a part of the start-up work plan, the LESS team worked with the local
organization to develop templates for data collection for drug prevention, treatment, and
rehabilitation activities and standard operating procedures (SOPs) aligned with USAID’s rules
and regulations. Those efforts enabled the organization to prepare and submit compliant
progress reports as part of milestone deliverables.
Consolidation and customization of training modules
On October 7, 2020, the USAID/Burma Agreement Officer sent the RFA (No.
72048220RFA00002) to local organizations with a submission deadline of October 30, 2020.
RTI applied a variety of training approaches to build the organizational capacity, as described
below. Training modules and workshops gathered a selected group of participants at a single
event to teach or improve skills and knowledge in a specific discipline. Depending on the topic,
staff availability, and connectivity, modules ranged from 1-hour events focused on a single
skill to multiday sessions that developed and reinforced a range of skills within the larger
context of implementing a USAID-funded activity in full compliance with contractual
obligations. Because of the challenges posed by all-remote trainings, LESS maximized active
participation through exercises that promoted problem-solving, critical thinking, exchange of
ideas, takeaway tasks to digest and refresh, small group breakout sessions, and practical hands-
on skills transfer exercises. Small group discussions were used the most frequently. In
accordance with the priorities and timelines outlined in the approved CDAP, the local
organization training and support modules delivered in Quarters 1 and 2 (Q1 and Q2) of FY21
covered the following topics:
• proposal development
• work planning
• monitoring, evaluation, and learning (MEL) plan
• strategic management and sustainability
• HR management
• financial and administrative management (procurement and internal controls)
• project management
The COVID-19 pandemic and political instability after the February 1, 2021, military coup
created an unprecedented challenge for conducting trainings and workshops with large groups.
Before the coup, LESS had been providing remote trainings with multiple, co-located
stakeholder staff to facilitate dynamic group discussions while adhering to recommendations
from the World Health Organization and the Ministry of Health and Sports to prevent the
spread of COVID-19. The restrictions put in place by the military authorities, which banned
gatherings of people, forced a shift in the style of remote trainings for local organization staff,
increasing the application of one-on-one coaching sessions.
Training for proposal development. The proposal development process for local
organizations (October 7–November 16, 2020) involved an intense period of training, practical
skills transfer exercises, and close mentoring from LESS staff to develop a proposal that met
USAID’s standards, was fully responsive to the RFA, and provided the full set of required
backup documentation in time for the submission deadline. Below is an outline of the areas of
Local Engagement Support Service Burma Semi-Annual Performance and Progress Report 4organizational capacity development delivered by RTI that enabled a local organization to
submit a successful grant application:
• outline for a responsive proposal
• identification and vetting of local organizations to form technical partnerships
• design of milestone activities and deliverables
• sequencing of milestones
• budget development, with milestone amounts linked to quarterly cash flow
needs
• USAID’s rules and regulations around 12-step drug rehabilitation programs
• USAID’s rules and regulations regarding medicine and livestock procurement
• USAID’s rules and regulations regarding work with faith-based organizations
• gender and social inclusion concepts and best practices
• key personnel and organizational structure design
• USAID branding and marking plans and requirements
To help catalyze future organizational growth, RTI helped the local organization turn questions
posed by USAID during the proposal phase into opportunities to expand technical references
from regional and global literature, apply local research findings, and network with peer
organizations.
With support from LESS, USAID/Burma awarded the 3-year $1,199,265 ADAPT grant on
January 8, 2021.
Training for work planning. With technical support and guidance from USAID, the local
organization reviewed sample work plans shared by both the ADAPT Agreement Officer’s
Representative (AOR) and the RTI LESS team. RTI used the ADAPT draft work plan
submitted as a part of the grant application process to structure the practical training
opportunities and engage more local organization senior staff on how to develop a detailed
work plan as a required milestone of the ADAPT activity. Because the training sessions and
coaching support were structured to produce a required deliverable, the learning-by-doing
exercises gained committed participation from local organization staff. RTI led frequent, short,
online sessions with local organization staff while encouraging participants to learn from one
another as well as from the facilitators developing the ADAPT work plan. In addition to
supporting greater participant engagement through remote platforms, this approach also
promoted a learning culture among local organization staff at multiple organizational levels.
By participating in the staggered trainings, completing homework, and responding to RTI’s
feedback, the local organization was able to complete its official work plan deliverable and
submit within the grant agreement timeline of 30 days after award. The work plan was the first
management milestone for start-up; USAID approved it on February 16, 2021 and initiated the
first milestone payment to support ADAPT activities.
Training for MEL plan development. USAID led the MEL plan development process with
the local organization directly, with RTI attending calls with USAID’s MEL experts and
serving in a supportive mentoring role to ensure that the MEL plan development process was
equally understood by key local organization staff: the ADAPT Chief of Party (COP), Program
Manager, and Clinician-in-Charge. In line with USAID’s guidance, RTI shared illustrative
MEL plans and designs with the local organization to use as learning materials to develop its
Local Engagement Support Service Burma Semi-Annual Performance and Progress Report 5own MEL plan under ADAPT. The local organization submitted the ADAPT MEL plan within the grant agreement deliverable timeline of 90 days after award; and USAID approved it during the last week of March 2021. Training for strategic management and sustainability. To support the local organization in implementing the ADAPT activity in a time of civil unrest and uncertainty in Myanmar, RTI provided focused knowledge transfer trainings on strategic planning for different scenarios, using the urgency of the current situation to break down strategic planning into smaller, relevant management components. LESS staff focused on leadership to embed the strategic planning exercises within “SMART Goal” exercises to develop the work plan indicators and an implementation timeline. With support from LESS, four key local organization staff (the COP, Finance Manager, Program Manager, and Finance Assistant) conducted a strengths, weaknesses, opportunities, and threats (SWOT) analysis to identify challenges in the highly uncertain operating context and develop strategies to deal with them: addressing cash flow and ATM limitations for the local organization and its staff, keeping staff in alternate locations to access the internet, setting up emergency communication channels and protocols for all staff, connecting with local Putao authorities at their homes to properly describe local organization activities around drug rehabilitation and thus avoid potentially dangerous misunderstandings, and planning for trainings in the event of longer internet blackouts (using local phone lines 1 and preparing hard copies). Through flexibility, strategic thinking, and commitment to their work, local organization staff were able to successfully deliver community services and submit required activity deliverables during the time covered by this report, which amounted to two of the first three months of the ADAPT activity. Training for HR management. Under the approved CDAP, RTI’s goal is to support the local organization in developing more detailed HR policies and supporting documents and templates for the responsible staff to apply consistently by expanding the general knowledge of leadership and administrative staff on for HR management best practices. These best practices included a specific focus on providing appropriate resourcing for staff to support their professional needs in line with the ADAPT activity phases, as well as a specific emphasis on improving the gender balance policies of the organization. RTI provided guidance on key components and minimum standards for the HR policies; the local organization took the lead in tailoring the policies to align with the local government rules and regulations around salary range, timesheet structures, hiring processes, holidays, sick leave, and maternity and paternity leave. Updating its HR policy was one of the management milestones included in the ADAPT activity. The local organization submitted a revised version of its updated HR policy addressing USAID’s comments within the October 2020–March 2021 reporting period. Training for financial and administrative management (procurement and internal controls). Under the approved CDAP, RTI’s goal is to support local organization in achieving compliance with a minimum international standard of financial procedures that align with donor policies and requirements for funding. The RTI team worked with the ADAPT COP and Finance Manager to perform a complete review of the local organization’s finance and logistics policies with reference to both PLOCA indicators and USAID’s rules and regulations. The formal review also examined the operating context for the local infrastructure capacity of the banking system, local market culture and customs, merchantable quality and implied conditions, and USAID procurement team fixed amount award (FAA) checklist findings presented at the co-creation workshop. The local organization’s Finance Manager has a strong 1 The military authorities cut off mobile data across the country in early March and halted broadband internet in late March. In early April, fiber-optic cable internet lines were working only from 9 a.m. to 1 a.m. In addition, many public, nongovernmental organizational, and private services ceased as staff participated in the civil disobedience movement. Local Engagement Support Service Burma Semi-Annual Performance and Progress Report 6
technical background and experience in nongovernmental organization (NGO) operations, which has allowed the RTI LESS team to play a facilitative role in managing the discussion to focus on specific remedies to address existing policy gaps and more consistently meet USAID financial requirements. The finance policy and procedures and logistics policy were included as a management milestone under the ADAPT activity, and second versions of the updated finance and logistics policies had already been submitted to address USAID comments within the period covered by this report. Training for project management. The PLOCA process illustrated that the local organization was unable to provide standard minutes for official management and leadership meetings, mechanisms for follow-up, or action points to trigger quality control review processes or track achievement. Upon award of the ADAPT grant agreement, RTI delivered training and guidance to local organization staff to set new expectations and instill behaviors around documenting formal decision-making processes, formal meetings, follow-up on actions, and training activities and set up a standard project data collection system. In addition to supporting the initial meetings during ADAPT start-up, the LESS Project Manager helped by role playing as the meeting chair, setting agendas, recording meeting minutes, and documenting agreed-upon follow-up actions. Documents produced from these mock sessions are being used as illustrative templates and reference documents for future documentation. Since the initial knowledge transfer trainings, ADAPT’s administrative officers have continued to record meeting minutes, keep an organized set of information files, and systematically distribute meeting minutes through available lines of communication. Gender and social inclusion analysis for organizational capacity development The PLOCA process highlighted the lack of an equal employment opportunity policy for the local organization, and the exercise generated discussions on how to address gender and social inclusion at an organizational level and improve service delivery outcomes. As the first practical step, RTI helped the local organization develop and add an equal employment opportunity policy to its policy manual. This policy was implemented when the local organization recruited staff for the ADAPT activity. The local organization began recruiting some activity-specific staff in anticipation of the award in December 2020, and several key staff (Senior Compliance Manager, Senior Program Manager, Clinician-in-Charge, and Finance Manager) had been recruited, hired, and onboarded by late January 2021. Given the current political instability in Myanmar as well as the fully remote nature of recruitment due to COVID-19 considerations, it was not easy to identify qualified female staff to provide clinical drug treatment support services in Putao. Although it has been challenging for the local organization to commit to a fixed ratio of male and female staff, in the next quarter (April 1– June 30, 2021), local organization senior staff will review the organization’s existing staff structure and come up with actionable steps to improve its ability to recruit more women into its workforce. The local organization’s board of directors included no women when RTI conducted the PLOCA assessment in September 2020. Based on discussions generated by the process and a commitment to improving female representation in its leadership, the local organization added a woman as a board member in March 2021. At an implementation level, RTI helped ADAPT to work strategically and closely with local women-led and women-serving organizations. Through these strategic engagements, ADAPT has made drug rehabilitation services more accessible for women. In consultation with local women’s networks, the local organization team recognized the importance of ensuring privacy and confidentiality for women participants in drug rehabilitation programs, so they do not lose face in the community. To facilitate their participation, the ADAPT project offers a pickup Local Engagement Support Service Burma Semi-Annual Performance and Progress Report 7
service so that community members are not aware of their participation at the rehabilitation
center. The rehabilitation center also has a separate women’s residential area with a full fence
cover. Moreover, female participants have the option to take meals in their residence if they
are uncomfortable eating in the presence of others. The special services offered to help women
maintain their dignity in the community helped convince seven women to sign up for the first
drug rehabilitation program offered under ADAPT.
Enhanced organizational resilience and operational safety measures
RTI consulted with USAID and explored potential additional training needs with local civil
society organizations to implement drug prevention activities in the context of political conflict
and narrowing democratic spaces. RTI proposed several context-driven training opportunities
as “Enhanced support to local organizations” beyond the scope of the original CDAP areas to
maximize their ability to successfully operate and implement drug prevention and treatment
services.
In general, RTI’s suggestions involved incorporating conflict sensitivity into organizational and
management practices to enhance do-no-harm approaches to continuing service delivery work in
an environment with continued risk of general strikes, civil disobedience campaigns, or active
security operations. Moving forward, additional layers of CDAP analysis, planning, and support
will be needed to promote organizational resilience specific to the changing context.
2.2.2 Objective 2: Provide facilitation, documentation, and report services for training,
workshops, and periodic meetings between stakeholders and USAID.
Support for meetings
Continue co-creation meetings in the proposal development stage. RTI supported the local
organization as an observer and advocate during the larger morning sessions of the co-creation
process, playing a facilitative role by ensuring key points were followed up on and expanded
during small group discussion in afternoon sessions. RTI also engaged directly with the local
organization team on pre-work for the co-creation sessions to brainstorm and help them prepare
for their presentations during the workshop. As part of the capacity building process, RTI
documented discussion notes and meeting minutes for the local organization, sharing back
meeting notes and observations to all stakeholders. The LESS team also used co-creation
meeting notes as training and learning materials for project management trainings on how to
document formal decisions and network meetings.
Hold regular meetings with local partner organization. RTI supported the local
organization during its negotiations with other local partners to be a technical partner via a
subcontract agreement proposed under the ADAPT activity RFA submission. USAID
introduced staff of different local organizations during the co-creation workshop. RTI
encouraged local organizations to initiate technical conversations during the concept note
refinement phase, define clear roles and responsibilities for the two organizations, and
negotiate a realistic budget. RTI also used this opportunity to train the local organization
management team and provide practical skills transfer exercises focused on working with
implementing partners in the proposal development phase. The LESS team also used this
opportunity to help the local organizations harmonize their expectations around the proposed
work plan, negotiating realistic timelines and developing related milestones that were merged
into the final ADAPT proposal. These negotiations took place across three meetings online,
with RTI staff helping to both document and facilitate the discussion process.
RTI continued providing technical assistance and training on subcontract management by using
the USAID ADAPT grant agreement to help the Local Works awardee draft the subcontract
Local Engagement Support Service Burma Semi-Annual Performance and Progress Report 8for its local organization partner upon award. USAID approved the subcontract prepared by
the local organization and submitted as the first technical program milestone deliverable on
February 25, 2021.
Participate in regular ADAPT USAID meetings. The USAID/Burma Local Works team has
been a committed partner in providing access to direct technical support and expertise on
USAID rules and regulations from co-creation through the current process of reviewing and
approving milestones. During the October 2020–March 2021 reporting period, USAID and the
local organization participated in six meetings and discussions (two in proposal development
co-creation, three in the MEL discussion, and one ADAPT check-in meeting) across numerous
communication platforms, with LESS staff providing supportive advice and ensuring that local
organization staff fully articulated its needs for technical guidance. Local organization staff
still need some background assistance on technical jargon that comes up in conversation and
correspondence. RTI has helped local organization staff prepare presentations and answers to
questions in advance of meetings with USAID; however, RTI’s participation in this capacity
has been limited to coaching and advising, with both the Project Manager and consultant
ensuring that final decisions are fully owned by local organization staff.
Organizational support and assessment during co-creation
Local organizations. The Project Manager and local consultant fully participated in the first
USAID-hosted co-creation workshop (September 28–October 2, 2020) to support both
USAID/Burma’s Local Works team and the local organization throughout the process. RTI,
together with USAID Local Works team, supported the local organization to refine and finalize
the program concept note and detailed program activities envisioned during the co-creation
workshop, which also served as a diagnostic tool for highlighting learning and capacity
development needs for the local organization.
PLOCAs with two additional local organizations. During the period for this report, RTI
conducted the PLOCA process with two more local organizations in January 2021, based on
an initial plan to conduct the co-creation workshop in February 2021. PLOCAs for both
organizations were completed, and the PLOCA findings were sent back to the organizations
for validation in the last week of January. Amid the events and unrest around the military coup
on February 1, 2021, the LESS team has stepped back to provide maximum flexibility,
recognizing the strain that members of the organizations are under. The PLOCA will be
finalized once the organizations are able to reconvene and to reflect and comment on findings
presented in the draft. Acknowledging that the operating context has shifted dramatically, RTI
will open the process back up for additional adjustments based on the requirements of the
current social, political, and logistical situation in Myanmar.
2.2.3 Objective 3: Establish a Collaborating, Learning, and Adapting (CLA) process for
USAID/Burma to build its staff capacity and establish internal systems to
effectively manage local partners.
Provide support to the USAID/Burma country office
RTI headquarters staff and the Project Manager met regularly with the USAID/Burma LESS
COR throughout the reporting period to provide feedback to USAID about how the local
organization was receiving and responding to official guidance on the Local Works process. In
addition, once the ADAPT activity was awarded, the LESS team consolidated feedback from
the local organization about their experience participating in the co-creation workshop and
proposal development process. Themes from this short after-action review were shared with
USAID/Burma staff to support ongoing learning and help inform the development of future
co-creation workshops.
Local Engagement Support Service Burma Semi-Annual Performance and Progress Report 9Based on the rapidly shifting operating context, RTI provided regular updates to the
USAID/Burma LESS COR about project implementation successes and challenges, possible
strategies for moving forward, and a range of mitigation plans, in addition to sharing
information to better ground the understanding about the working climate for local partner
organizations in the aftermath of the military coup. These shared findings were designed to
support USAID’s management relationship with the local organization, as well as help
triangulate operating conditions to inform its management approach with other local
organizations across its portfolio.
Learning forums for organizational capacity development
Joint CLA Local Works partner meetings will take place once additional partners have been
successfully awarded new activities. This is anticipated to take place in Q3 and Q4 of FY21.
3. Local Organization Milestone Achievements
3.1 Local organizations under the ADAPT activity
All milestones shown in Tables 2 and 3 were completed by the Local Works awardee between
the signing of the ADAPT grant agreement on January 8, 2021, and March 31, 2021.
Table 2. ADAPT Management Milestones
Verification method submitted
Description to USAID Due date Status
1 Year 1 work plan AOR approves Year 1 work plan February 7, Approved
2021 (within 30
days of award)
2 Finalize, hire key personnel All key personnel hired March 15, 2021 Submitted; pending
approval
3 Finalize local organization AOR and local organization March 15, 2021 Submitted; approval
operation policies and approve operation policies and pending
procedures (including procedures incorporation of
financial, HR, and logistics USAID comments
policies and procedures).
4 Finalize SOPs and manual AOR approves SOPs and March 15, 2021 Submitted; approval
for medical and health manual for medical and health pending
education services for education services for mobile incorporation of
mobile clinic clinic USAID comments
5 Finalize MEL plan, AOR approves MEL plan, March 15, 2021 Approved
environmental mitigation EMMP, medical waste plan, and
and monitoring plan list of medicines to be procured.
(EMMP), medical waste
plan, and list of medicines to
be procured
Table 3. ADAPT Activity Milestones
Verification method submitted
Description to USAID Due date Status
1 Subcontract for rapid Subcontract document with local Within 30 days Approved
assessment awarded partner organization of award
Local Engagement Support Service Burma Semi-Annual Performance and Progress Report 104. Deliverables
4.1 Activity MEL plan
During the reporting period, RTI developed and finalized the LESS MEL plan to reflect project
indicators for implementation. The final plan included 10 indicators (see Annex 1 and Annex
2). The MEL plan was submitted to USAID on time on October 16, 2021, and resubmitted on
November 17, 2020, to incorporate feedback from USAID. USAID approved the MEL plan on
November 24, 2020.
5. Activities for the Next Six Months
Anticipated activities for Q3 and Q4 of FY21 (April 1–September 30, 2021) will include the
following:
• using lessons learned from the first co-creation workshop to support USAID in
the planning and implementation of the next round(s) of co-creation
• updating and completing additional PLOCAs with additional apparently
successful applicants
• providing trainings to local partners identified as Local Works partners, as
requested during the first round of the PLOCA before the co-creation workshop
• participating in the next round(s) of co-creation
• drafting CDAPs for local partners that complete future co-creation workshops
and are awarded grants from USAID
• finalizing, supporting, and adapting CDAPs for future local partners, as needed
• supporting local partners identified as Local Works apparently successful
applicants to develop and finalize program descriptions using co-creation as a
learning tool for identified capacity development needs
• customizing training modules and resource materials to support ongoing
organizational development (OD) efforts for local organizations receiving direct
USAID funds
• leading and facilitating a learning event with multiple Local Works partners, if
applicable
6. Possible Challenges and Mitigation Plans
1. Not all international and local NGOs that local organizations will likely need to
coordinate with will be able to be part of the full co-creation process and therefore will
not have a complete understanding of the Local Works principles and processes the
local organizations’ activities will be defined by.
Mitigation plan: RTI proposes hosting a debrief session with USAID to capture
lessons learned to inform the agenda and process updates for the next co-creation
workshops scheduled for April and May 2021. RTI can also help support follow-up
sessions with partners that may not be able to participate in the scheduled co-creation
Local Engagement Support Service Burma Semi-Annual Performance and Progress Report 11because of logistical challenges arising from the ongoing military response to public
demonstrations protesting the February 1 military coup.
2. Potential Local Works recipient organizations for future awards may not have enough
technical knowledge around medical terminology, which could create an imbalance of
knowledge in their engagements with existing USAID partners. The use of technical
jargon is a noted challenge from the first co-creation exercise.
Mitigation plan: As a part of the co-creation and CDAP process, RTI will look to
facilitate additional, mutually beneficial collaborations between potential Local Works
partners and existing USAID partners to identify new opportunities to inform other
Local Works partners about existing work and technical know-how.
3. Current political instability, security threats, a rapidly changing local implementation
context, and COVID-19 response measures undertaken by the Government of Myanmar
have limited face-to-face meetings and big group gatherings, which would otherwise
be used to carry out training. Many of the CDAP steps to support OD call for training
and skills transfer to different levels of local organizations’ staff.
Mitigation plan: If domestic travel and meeting restrictions are lifted, RTI will employ
local consultants in different OD specialties who have USAID project experience to
train staff at project implementation sites in small groups, in accordance with RTI’s
COVID-19 pandemic response mitigation measures. In addition, we advise potential
Local Works organizations to plan and budget for information and communication
technology equipment that will allow for continued online training. RTI will prepare
training materials for use in both online and in-person learning environments. RTI will
provide CDAP-identified trainings in Burmese online to selected groups of participants
through single or multiple events as needed to build capacity and improve skills and
knowledge in a specific discipline. Given current logistical challenges around internet
bandwidth and restrictions on movement, trainings may be broken up to maximize the
number of participants who can train on each topic. One-day events may focus on a
single skill, whereas multiday events may look to develop a range of skills in a larger
context. The definition of training in this report is the skill building process as it relates
to specific knowledge and competency. As a training method, workshops emphasize
problem-solving, exchange of ideas, and proactive involvement among participants.
4. Follow-up verification of OD achievements against CDAP and PLOCA findings is best
achieved through in-person visits to partner organizations’ offices to review documents,
observe the implementation of activities, and talk with staff on-site whenever possible.
The political situation and COVID-19 restrictions may make this in-person validation
impossible. Ideally, if the situation allows, the RTI Project Manager would conduct site
visits. If international travel restrictions preclude this, RTI’s local consultant would
complete a field validation visit. However, even local in-person visits may not be
possible.
Mitigation plan: If in-person visits are not possible, then RTI will apply a remote
approach involving online focus group discussions, in-depth interviews with individual
staff, observation of board meetings and regular operational meetings, and requests for
organizations to send mean of verification documents as a digital spot-check to verify
improved compliance. These steps will be further developed in preparation for
renewing the PLOCA exercise and updating the CDAP for the local organization under
Year 2 of the ADAPT implementation.
Local Engagement Support Service Burma Semi-Annual Performance and Progress Report 125. Unexpected and unpredictable changes to the operating context (e.g., political
upheaval, natural disasters, COVID-19 response measures, or other health hazards) may
challenge the implementation of CDAP delivery activities, which in turn would affect
milestone achievements for local partners and may require review and revisions.
Mitigation plan: RTI will advise on these challenges during the proposal development
process and build in as much flexibility to review and revise the milestones as possible
while maintaining compliance with USAID’s rules and regulations. RTI will closely
follow up on CDAP activities and will regularly consult with partners to check in on
changes in the operating context. RTI will facilitate and consult with partners and
USAID to modify milestones, if necessary.
6. Staff turnover can challenge institutional memory and capacity legacy for a multiyear
project.
Mitigation plan: To reduce the impact of staff turnover, RTI will encourage local
organizations to employ committed residents from project areas and provide ongoing
OD trainings using the materials and resources provided by RTI. Recipient
organizations can also begin to invite staff from organizations in their partner network
to join OD training and thereby enhance the local HR pool. Investing in organizational
leaders’ capacity to understand and own key OD competencies on behalf of the
organization can also help ensure that there is always institutional capacity to provide
training in the future.
7. Local organizations may struggle to recruit and retain local technical staff with the
required skills (e.g., medical doctors) to achieve technical service delivery objectives
under their Local Works concept notes.
Mitigation plan: RTI will support local organizations in developing properly
calibrated job descriptions for specific positions and in improving HR recruitment
practices by announcing job vacancies on high-traffic job-posting websites (e.g., the
Myanmar Information Management Unit website).
7. Financial Performance
During FY21, Q1 and Q2 of project implementation RTI invoiced costs totaling
[REDACTED]. This reporting period saw the project move past the delayed start-up phase
from the stop work to ramp up activity implementation. Despite activity and project spending
beginning to accelerate, two co-creation workshops planned for February 2021 were postponed
due to the military coup. As a result, the intense targeted support for concept note and CDAP
development – as well as associated spending - have been deferred until the workshops can
take place. Most costs during this period are for labor and their associated fringe benefits and
applicable indirect costs. The project anticipates programmatic costs will begin to increase in
the impending months as two more new consultants engage to assist with the two delayed co-
creation workshops currently planned for April and May 2021. Home Office labor is listed
under direct labor. “Consultant” costs relate to consultant fees for Project Manager and
Capacity Development Consultant from October 1, 2020, through March 31, 2021.
Local Engagement Support Service Burma Semi-Annual Performance and Progress Report 13Table 4. Financial Performance
Cost category Cost
Direct labor [REDACTED]
Fringe benefits [REDACTED]
Consultants [REDACTED]
Other direct costs [REDACTED]
Subtotal direct costs [REDACTED]
Indirect costs [REDACTED]
Fixed fee [REDACTED]
Total FY21 expenditures [REDACTED]
Local Engagement Support Service Burma Semi-Annual Performance and Progress Report 148. Annexes
Annex 1. MEL Reporting—FY21, Q1 and Q2
Data FY21, Q1 FY21, Q2 Life of
Unit of source/ project
Target (Oct–Dec (Jan–Mar
Indicator title measure, total
collection justification 2020) 2021)
type
method actual actual
1. Number of organizational partner Output, Project Based on 0 15 15
members trained in organizational Custom record total partner
capacity (training) staff
2. Number of CDAP recommended Outcome, CDAP Based on 0 34 34
actions implemented by partner custom quantity of
organizations CDAP
actions
3. CLBD-9—Percentage of U.S. Outcome, PLOCA, Based on 0 33% 33%
Government-assisted standard CDAP PLOCA/
organizations with improved CDAP
performance results,
number of
partners
4. Percentage of partner Outcome, CDAP Based on 0 33% 33%
organizations that improve custom CDAP
institutional governance through results,
improved documentation of number of
management team decisions as a partners
result of technical assistance
5. Percentage of partner Outcome, CDAP Based on 0 33% 33%
organizations that mainstream custom CDAP
gender through an improved HR results,
policy or system as a result of number of
technical assistance partners
6. Percentage of partner Outcome, CDAP Based on 0 33% 33%
organizations that implement custom CDAP
improved financial management results,
practices and policy as a result of number of
technical assistance partners
7. Percentage of partner Outcome, CDAP Based on 0 33% 33%
organizations that implement custom CDAP
improved Procurement and results,
Internal Controls practices and number of
policy as a result of technical partners
assistance
8. Percent compliance with USAID Outcome, FAA Based on n/a n/a 0
FAA checklist achieved by partner custom checklist assessments,
organizations number of
partners
9. Number of USAID-funded awards Outcome, USAID Dependent 0 1 1
issued to local grantees following custom grant on FAA
LESS support and technical record eligibility,
assistance through the co- (COR) number of
creation process partners
10. Number of joint RTI-USAID Output, Project Start-up, 0 0 0
Reflection Sessions convened custom record short Year 3
during LESS period of
performance
Local Engagement Support Service Burma Semi-Annual Performance and Progress Report 15Annex 2. MEL Reporting—Project Year 1 (February 26, 2020–February 25, 2021)
Year Year Year Year
1 1 2 3
Data target target target
Unit of actual Life of
source/ Target
Indicator title measure, (Feb. (Feb. (Feb. (Feb. project
collection justification
type 2020– 2020– 2021– 2022– target
method
Feb. Feb. Feb. Aug.
2021)* 2021) 2022) 2022)
1. Number of organizational Output, Project Based on 5 15 30 15 60
partner members trained in custom record total partner
organizational capacity (training) staff
2. Number of CDAP Outcome, CDAP Based on 3 3 33 12 48
recommended actions custom quantity of
implemented by partner CDAP actions
organizations
3. CLBD-9—Percentage of U.S. Outcome, PLOCA, Based on n/a 25% 50% 70% 70%
Government-assisted standard CDAP PLOCA/
organizations with improved CDAP results,
performance number of
partners
4. Percentage of partner Outcome, CDAP Based on 33% 25% 50% 70% 70%
organizations that improve custom CDAP results,
institutional governance through number of
improved documentation of partners
management team decisions as
a result of technical assistance
5. Percentage of partner Outcome, CDAP Based on 33% 25% 50% 70% 70%
organizations that mainstream custom CDAP results,
gender through an improved number of
human resources policy or partners
system as a result of technical
assistance
6. Percentage of partner Outcome, CDAP Based on 33% 25% 50% 70% 70%
organizations that implement custom CDAP results,
improved financial management number of
practices and policy as a result partners
of technical assistance
7. Percentage of partner Outcome, CDAP Based on 33% 25% 50% 70% 70%
organizations that implement custom CDAP results,
improved procurement and number of
internal controls practices and partners
policy as a result of technical
assistance
8. Percent compliance with USAID Outcome, FAA Based on n/a 0% 25% 50% 50%
FAA checklist achieved by custom checklist assessments,
partner organizations number of
partners
9. Number of USAID-funded Outcome, USAID Dependent on 1 1 2 0 3
awards issued to local grantees custom Grant FAA eligibility,
following LESS support and Record number of
technical assistance through the (COR) partners
co-creation process
10. Number of joint RTI-USAID Output, Project Start-up, short 0 1 2 1 4
Reflection Sessions convened custom record Year 3
during LESS period of
performance
*Note: Because the project year and fiscal year start and end dates do not align, project year indicator totals are
not equal to the sum of FY quarters. The USAID/Burma LESS project year runs from February 26, 2020, through
February 25, 2021.
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