Attachment report

KOFORIDUA POLYTECHNIC

Report On
Industrial Attachment
With

Adolescent Friendly & Peer Educators
Organization (AFPEO)
OdumaseKrobo
Prepared by

NarhAngmortey Eric
04/2011/2396D
8TH September, 2013

School of Applied Mathematics
(HND Statistics)

Industrial Attachment Reporting Format

Table of Contents
Table of Contents
Acknowledgements

1
2

Chapter One: Introduction3
1.1 Scope and Limitation
1.2 Purpose3
1.3 NGOs Location

3

Chapter Two: Executive Summary

4

2.1 Executive Summary
2.2 Objective of Attachment

5
5

Chapter Three: Background of the Organization

6

3.1 NGO Establishment/Brief History
3.2. Location
3.3 Board Members
3.4 Aims/Objective
3.5 Main Activities/Human Capacity
3.6Organization Vision/Mission Statement
3.6.1 Vision
3.6.2 Mission
3.7 Sections/Units/Department
3.8 Major Activities of Concern

8

9
10

Chapter Four: Description of Nature of work done at the Section11
4.1 Project Coordinating and/or Data Analyzing

12

Chapter Five: Detailed Description of the training and work performed 13
5.1 Requisition of Payment Voucher (PV) for the Project Activities
5.2 Preparation of Presentation for Half year Review with the MHMT
5.3 House to house Data Collection on HIV and Malaria education 16
5.4 Facilitation at Community Durbar & Video show Activities
5.5 Presentation at Review Meetings
5.6 House to house Data Collation/Analysis
5.7 NGO Report Production

Chapter Six: Contributions to the Organization

14
15
17
18
19
20

21

6.1 Changing of NGO reporting Format
6.2 New Excel Format for collating Data for CBAs

Chapter Seven: The Attachment Conclusion
7.1 Challenges
7.2 Other Experience gained

7.3 General Comments and Conclusion

22
23
24

25

7.4 Recommendation 26
INDUSTRIAL ATTACHMENT REPORT

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Acknowledgements
This attachment was possibleto the cooperation and support of a number of people, who have enabled me
to gain much more than what the scholastic or industrial aspects of the program could have given. I am
grateful to them all, and would like to express my appreciation to the following people:
The Almighty God for his mercy, care and support given to me to be able to do this enriching
attachment. I am very grateful and may his holy name be praise all the time.
Mr. Samuel K Atter, AFPEO supervisor, for sharing enthusiastically with me his experiences in
project management, Data collection and analysis on health related issues. I am sincerely indebted
to him for taking great pains to keep me on the right track. His support and assistance contributed
to the success of the project currently under implementation.
Mr. Dickson Addae(Administrator) who made me to understand the principle of appraisal in order
to ascertain project efficiency effectiveness and economy.
Mr. Nicholas Tetteh (a helping supervisor in Data Entry using SPSS etc.) for being extremely
patient and for providing private training on Data software’s to be used in the statistical field.
I would also like to express my appreciation to all the staff and colleagues in the organization for
their full support and assistance during the attachment, particularly Mr. KodjiTeye, the field staff
that normally helps me to collate data from house to house on the Malaria and HIV and AIDS
education.
I would finally express my appreciation to (Mad Perfect Nkrumah) Director Attachment Liaison
Office for their encouragement in doing the attachment.


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1.0 Introduction
1.1 Purpose
The Industrial Attachment program fulfills part of the requirement in pursuing the Higher National
Diploma of Applied Mathematics (STATISTICS) in Koforidua Polytechnic .This report serves to
summaries the activities and experiences gained with Adolescent Friendly & Peer Educators
Organization (AFPEO), AgormanyaOdumaseKrobo.
1.2 Scope and Limitations
During the attachment, i was involved in coordinating several projects. Malaria Prevention & Control,
HIV prevention project and the SCASO project for the orphans and the venerable children within the
project communities. This report would be limited to the major duties assigned to me by the Executive
Director of the NGO.

2.0Executive Summary
2.1 Executive Summary
Industrial attachment is geared to enhance students to feel the practical aspect of what is being taught so as
to be able to cop in the job market. The six weeks attachment held had helped me to understand certain
things being taught in school. During the period, I was assigned to work from Atua throughOdumase to
Akuse which are all in the Lower ManyaKrobo Municipality. I was then appointed the Project
Coordinator for three project under implementation. We had refresher training sections with community
based agents on Malaria, HIV and they were refurbished with educational materials as well as houses to
house data filling tools to collect data during their educational visit.
On the SCASO project, we took random sampling of orphans of which they were all accessed and scored.
This criteria helped the organization in identifying the required number of OVC to work with under the
project. They were finally entered into the data base for the needs assessment.
We also met stakeholders and opinion leaders in the community to advocate in their support of the project.
Finally, a review meeting was held for CBAs and Staff where I did a presentation on the half year report
on Malaria Prevention and HIV. All the same, I had a good impact from the project.
2.2 Objectives of Industrial Attachment
 To acquaint students with practical knowledge
 To prepare students in advance
 To expose students to what happens in the work field to help students to apply what they study into
the industry

3.0Background of the Organization
3.1 Brief History/Establishment
In 1999, Mr. Samuel K.Atter(Executive Director) conceived an idea that there was the need to form a
group of young men and women within the ManyaKrobo area in order to combat the relatively high
prevalence rate of HIV/AIDS, MALARIA and TB within the District. He took up the initiative to mobilize
members. His efforts yielded the desired fruits since many young men and women responded positively.
Various activities were undertaken to intervene in the health problems mentioned above. The group
accordingly proceeded and registered with the Registrar General’s Department as companies code of

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1963, Act 179under limited Guarantee with certificate number G-16,711 (N.G.O) in May 2005 as
Adolescent Friendly & Peer Educators, and also registered with the Department of Social Welfare with
registration number D.SW/3591 and also registered with Internal Revenue Service with the Certificate
number OK 822551. The have yet operated as such till now and it is our hope that we shall continue to
help in the provision of health delivery services in collaboration with other stakeholders,
3.2 Location
A. Postal Address: P.O.Box 64
Odumase-Krobo
Lower Manya Municipal Assembly,
Eastern Region,
Ghana.

B. Physical Address/Location: Behind Agormanya market square, near Paradise cold store,
Agormanya, Eastern Region.
C. Telephone: 020-8361165 /081-94051.
D. e-mail: makpeduc@yahoo .com
E. Contact Person (Title):Mr. Samuel K. Atter. (Executive Director)
3.3 Board Members
The organization has five - member board of governors who have various expertise. The main
responsibility is to make decisions for the organization and strategically advice the Executive Director and
the staff of the AFPEO oversee their operations. They also approve action plans and budgets for
Implementation as well as monitoring the progress of project implementation.
3.4 Aims/Objectives:
The Organization has objectives which include, but are not limited to, the following:
 To identify gaps within the District and /or community health agenda so as to help through positive
intervention strategies.
 To educate inhabitants to adopt healthy lifestyles in order to improve health status.
 To encourage our target groups such as pregnant women to patronize health facilities available
within the catchments area.
 To Endeavour to help make health service accessible to members of the community.
 The main objective is to contribute to the reduction of malaria related maternal and prenatal
morbidity and mortality in the district.
 To increase the distribution of Long Lasting Insecticide Treated nets (LLITNs) use in children
under 5 (from 21.8% to 80%) and pregnant women (from 46.3% to 80%) by end of 2014.
 To create awareness among the community as well as health workforce on malaria control and
prevention activities through Behavioral Change Communication / Information, Education&
Communication (BCC / IE&C)
3.5 Main Activities:
The main activities are:
 Organization of Drama shows in schools and the various vicinities.
 Distribution of ITN and condoms to our target groups.
 Education and encouraging community members to patronize CT through seminars.
 Encouraging pregnant mothers to go for Ante-Natal services regularly.
 Training local volunteers to build up their capacity in disseminations of vital information and to
direct target groups as to the appropriate way to use health facilities.
 Organizing video /films shows in school and communities.

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




Public durbars are frequently organized for education on HIV /AIDS, Malaria and TB.
House to house education and counseling.
Dawn broadcasting has also being an effective activity which we use
Football Gala as a means to educate the youth

3.5.1 Human Capacity
It is interesting to note that the organization have a well-seasoned human resource base which has the
capacity to perform with efficiency, effectiveness and economy.
Apart from our well groomed administrative staff, we engage opinion leaders such as assemblymen,
chiefs, queen mothers, school teachers and even health workers from the Ghana health service who are
used as facilitators mostly during public talks and training.
The above is an indication that our human resource is reliable and can perform satisfactorily


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Figure 1.0: Direction to AFPEO Office
(Please follow the arrow)

N
E
W

AFPEO
OFFICE

S

TAXI
RANK

Paradise
Cold
Store

Public
Toilet

Market

ODUMASI

TOWNSHIP

Catholic
Church &
Hospital
Lower
Manya Krobo
District
Assembly


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3.6 Vision/Mission Statement
3.6.1 Vision:
Reach the un-reached, relieve the poor, vulnerable and distressed through education, care services,
rehabilitation, empowerment and to restore the dignity and prosperity of the Ghanaians and other African
People.
3.6.2 Mission:
To undertake developmental and innovative programs and interventions towards reaching the un-reached,
relieve the poor and distressed and support the vulnerable through education, care and support services,
rehabilitation and empowerment

3.7 Sections/Units/Department
The Organization has five sections:
1. Project Director
2. Head of Programmes
3. Account Section
4. Monitoring & Evaluation Officer/Data Analysis
5. Volunteers(Field activities)

3.8 Major Activities of Concern
Adolescent Friendly and Peer Educators Organization is a social /health entity which is concerned in the
dissemination of information towards eradication of Malaria, HIV & AIDS, and TB. The organization also
cares for Orphans and venerable children, care for People Living with HIV&AIDS, Family Planning, safe
motherhood and HIV counseling and testing. The organization is related and affiliated to other
stakeholders who carry their vision.

4.0 Description of Nature of work done at the Section
4.1 Project Coordinating and/or Data Analyzing
The Project coordinator sees to the implementation of the project and proper reporting. He/she therefore
raise PVs to the accountant which would be approved by the Executive Director before it is implemented.

5.0Detailed Description of the Training and Work Performed
I was appointed the project coordinator and Evaluation officer. I was responsible for the raising of PV,
writing of activity reports, collection of primary data, preparing presentations etc. This was the nature of
work done at the section I was placed
5.1 Requisition of Payment Voucher (PV) for the Project Activities
As a project coordinator, you write requisitions to the accountant for the implementation of the proposed
activities. Based on the action plan for the project, I wrote requisitions for the activities using AFPEO
requisition form. These requisitions were the proposed activities and their budgets.
5.2 Preparation of Presentation for Training Workshops of TBAs and CBAs
The Executive Director took me to a workshop on how to prepare presentation on malaria for the training
workshops CBAs. The first presentation prepared was on the Overview of Malaria.


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In this Presentation, Definition, Causes & Prevention of Malaria, Home Base Management and the AntiMalaria new drug policy was emphasized in for TBAs and CBAs to know more on the project so as to
educate beneficiaries in their jurisdiction.
The second presentation prepared was the Half year activity report. This presentation tells more on the
activity undertaken from January to August 2013. These are some key indicators in the Half year report:
Number of people reached with the education on malaria through house to house
Number of people tested for HIV during the outreach activities
Number of people reached with the education on HIV
Number of pregnant women reached on the follow-up of IPT
Monitoring and Supervision report
It would interest you to know that, Excel and SPSS in collating the above mentioned data’s.

Working on the Data tools

5.3 House to house Data Collection on Malaria and HIVeducational visit
In the bid to ascertain the level of performance for the trained CBAs and TBAs within their catchments
areas, data collection forms were issued to me by my supervisor to collect primary data through house to
house. I was given 8 communities which were Ayermesu, Batokodzi, Agomanya, Nuaso, Kpongunor,
Asitey, Manaam and Partehunya with quota of 1023 people to be reached. In fact it was not easy but, I
was once a peer educator which has made me to work tremendously.

House to house visit in a Ablotsicommunity


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5.4 Monitoring and Evaluation of Project Activities
Peer educators were monitored in their various communities of operation to see how far beneficiaries have
understood issues in relation to the project. A random sampling was taken within some of the communities
monitored and it was realized that, beneficiaries really understood issues disseminated by trained peer
educators. Some of the community members even mentioned some names of the peer educators who came
to educate them. A community member said, sometimes peer educators are in rash so when a whole lot of
questions are asked, then they either postponed or tell them to meet at one of the CCE outreach activities
for more clarification.
In addition the peer educators, the pregnant mothers were also monitored to see whether those who had
never tested for HIV during the first visit by peer educators had now gone to be tested. It was realized that,
most of the pregnant mothers were having a whole lot of misconceptions about the GHS staffs. Some say
that, they disclose their status to co-workers, not taking good care of them etc.
Beneficiaries in the communities of operation have understood issues in relation to stigma and
discrimination. The CCE methodology used during the programme implementation was a very powerful
tool. It would interest you to know that, the previous project which was held on stigma had made
beneficiaries to understand issues more in relation to stigma and discrimination. Why then burning issues?
It is because of the way the stigma stories are narrated and manner in which are being presented. Because
of that, the burning issues are almost the same. Our only problem faced was that, most of the community
members refused to write down their names and this is a fact that gave us backlogs for previous quarters.
In measuring our performance based on the grand, the organization has tremendously done well with the
education. The only challenge which could not make our work complete was the shortage of HTC kits as
reported by the DHMT and for that matter we had nobody tested for HIV but had messages about HTC
5.5 Presentation at Review Meetings
The project coordinator presented on the half year activities performed on malaria to the gathering.
Participants were made to know the various activities undertaken during the first period. The Project
coordinator disclosed that, during the implementation of the project, AFPEO had one day meeting with all
stakeholders and opinion leaders within our catchment areas in other to help the program. He said the
stakeholders were very impressive about the NGOs performance especially on the as part of health
advocacy.
The program continued with training sessions where TBAs and CBAs were trained on AMDP, New Drug
IPT in other to reach the community through House to House education and monitoring of pregnant
women who are on the IPT. The PC said, data tools were given to the peer educators for proper
documentation in other to ascertain the level of performance.
The project coordinator continued and said, in other to ascertain impact of the project, the TBA and CBAs
were supervised within their various communities of operation. Floor was then opened for discussions.
Second I again presented both HIV and AIDS half year report at the MHMT review meetings for all NGO,
CBOs and Facilities working on health related issues.


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5.6 House to house Data Collation/Analysis
The trained peer educators brought their house to house data tools and based on that I collated and gave
final report on the indicators. The following tools were used on the computer.

HIV Activities Performance Framework

HIV Standard Summary tool

5.7 NGO Report Production
After the implementation of the project, I gathered all activity reports and generated a full report which
would be submitted to the National Malaria Control Programme (donor). The report was both technical
and financial report.

6.0 Contributions to the Organization
6.1 Changing of NGO reporting Format
After the implementation of the malaria project, the NGO has to submit a technical and a financial report
to the donor. Using Microsoft Word I followed their reporting format and arranged the report correctly on
the pages with various activity pictures inserted. I also show the Executive Director How to go about it.
I also help the account to enter his data’s using Microsoft Excel. i created Bank reconciliation using Excel
and also helped in analyzing their Petty Cash flow. It would interest you to know that, using the Excel and
its coding’s helped the organization to finish their report early and on time.
Finally, I helped the accountant in drawing his budget for the new proposal prepared.


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The above fig. was used to select the OVCs for the SCASO project. It would interest you to know that, the
use of the ‘IF FUNCTION’ taught by the Stats for computing helped in selecting 1345 orphans and the
venerable,
6.1.1 New Excel Format for collating Data for CBAs
I created a new form of collating data using excel and this would help the organization to collate accurate data on
HIV, Malaria ,TB and other inventions that need Quantitative Data’s which are either Continuous or Discrete.

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This form was used to collate the house to house data collected by the trained community based agents.
The form seems to reduce stress on the aspect of data collation for the entire projects under
implementation.

7.0 The Attachment Conclusion
7.1Problems Encountered and/or Challenges
The most serious problem that I encountered was time constraint. Most of the outreach activities like
video show on health education (Malaria Prevention & Control) etc. are done in the night 8:00 pm to
11:00. Sometimes to 12:00 midnight before getting home.
The road network to some catchment areas was not much to be desired so we have to walk to those remote
areas before collecting data’s as well as educating beneficiaries on the Malaria Prevention and other health
related issues.
7.2 Observation
I have observed from my attachment that, the stakeholders on malaria and even on health do not have any
cooperative spirit and for that matter facilities are not dispatched to vantage points and for that matter
health delivery service becomes very difficult.
I have also observed that, the NGO does not have much funding to carryout most activities and for that
matter, maintaining of staff is a big challenge to the NGO.


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7.3 General Comments and Conclusion
I have realized that, malaria is a pandemic which has been with us from time in moral. Nevertheless
modern inventions are reducing it in a drastically manner. I have realized that, if all stakeholders stand
firm and work efficiency, we shall role back malaria after all.
Finally for the whole to accelerate all HIV related issues to ZERO together, then education should be well
intensified in the catchment areas so that beneficiaries would refrain from their attitudinal changes.
Indeed I had successfully implemented the Malaria project and benefited from this enriching attachment.
7.4 Recommendation
Facilities must be actually taken care of in the whole country
Empowerment of volunteers of CSO should be frequent
The NGO should look for sponsorship be able to maintain their staffs


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