Monitoring and Evaluation of ISP Operational Systems

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4.1.4 Monitoring and Evaluation of ISP Operational Systems

The ME of operational systems is conducted by the country team and by Coffey. The Coffey Adelaide team undertakes a quarterly Project Health Check which reviews management, policy adherence, team performance and milestone quality. The ISP team undertakes six monthly audits of the sub-national offices led by the finance manager and the Coffey finance team. The ISP Finance Manager also has fortnightly telephone links with the subnational finance team to provide regular operational support for finances. In addition the ISP conducts monthly operations meetings to review activities under procurement, HR, finance, administration and HR. For large and complex activities, the ISP operations team have monthly meetings to specifically monitor planning, implementation progress, and identify and manage operational risks. This has been the case for activities such as PJJ, NHA and ADINKES in the new Work Plan. The latest Quality and Finance Audits were conducted in March 2015. The audit revealed irregularities related to an activity conducted in January 2014 for training on the hospital provider payment system to all public hospitals in Indonesia for the establishment of the national health insurance system. The audit findings showed that there was potential mark-up and falsification of receipts related to a photocopy vendor based in the MoH. Coffey took immediate action by providing DFAT with the suspected fraud report. DFAT instructed Coffey to provide them with an approach to managing the case which has been approved and currently being applied by the ISP team leader. Following the audit the ISP will be undertaking the following actions as part of its continuous improvement approach:  Coffey Jakarta finance team to conduct internal reviews of AIPHSS on a quarterly basis to review supporting documentation for potential fraud or gaps in the acquittal review process.  Providing more training for the finance team on the importance of the acquittal review process and on areas to look for when conducting the review.  Conducting additional or refresher fraud training sessions with the team and to partner agencies.  Updating the Security Manual.  Reviewing the Operations Manual Program Implementation Manual for consistency.  Ensuring mandatory inductions and training on DFAT policies are provided for new advisors and locally employed staff.

4.1.5 Value for Money VfM