Field Oversight Visit – Technical Working Group
Technical Working Group (TWG) played a key role in the grant oversight, with field oversight visit (FOV) as one of its activities. FOV is held regularly, in order to get the latest information on the grant implementation process, as well as to determine the obstacles and problems that occur in during the grant implementation process. Every TWG members (CCM members or non-CCM members as an expert in the AIDS, TB, malaria and HSS field) may participate in the TWG field oversight visit.
The CCM Indonesia Conflict of Interest policy should be considered during all the FOV’s activities. Since TWG carry the primary responsibility for grant oversight, below are some supplemental procedures for them related to the oversight activities:
- All TWG members must submit an annual declaration of conflict of interest to the TWG Chair, which in turn will be submitted to the CCM oversight committee.
- The TWG Chair will assist the oversight committee to review the annual declarations, and will ensure that standard CCM conflict of interest mitigation procedures are followed during TWG meetings.
- The agenda and topics for discussion for each TWG meeting should be distributed two weeks prior to the meeting, so that TWG members may determine in advance if they may be at risk of conflict of interest at any point during the meeting.
- Representatives from PRs, SRs or implementing partners (who are not TWG members) will frequently be invited to attend TWG meetings to provide inputs and advice on issues relevant to GF grants, or on broader issues related to disease area or to health systems strengthening. All such individuals will recuse themselves from TWG meetings prior to deliberations and decisions on appropriate action and recommedations that will be submitted to the CCM.
- TWGs may also invite resource persons without any association to PRs or other implementing partners to attend meetings. There is no requirement for such individuals to recuse themselves when the TWG undertakes deliberation and decision-making, although recusal of such individuals is entirely at the discretion of the TWG Chair.
- To ensure transparency, the TWG Chair must balance discussions carefully between the “information gathering phase” and the “option identification phase” of a TWG meeting. During information gathering, persons who may have a conflict of interest may be present to provide expert input. During the option identification –when decisions are taken and recommendations are made– persons with potential conflict of interest must recuse themselves. The entire TWG membership should work collaboratively with the TWG Chair to ensure that this balance is maintained with dignity, transparency and honesty.
Below are some reports from the TWG Field Oversight Visits: