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USAID:
MeetingNotesfromUSAIDCDCPPMeeting
Tuesday,August26,2008
RonaldReaganBuilding
11:00am
,ActingAsst.Administrator,LAC;
,Director,CubaProgram;
,CTO,CDCPP
DAI:
ExplanationtoTheHillregardingCDCPP:toempowerproͲdemocracy,proͲhumanrightsandthose
lookingforalternativevisionsfortheislandTheprogramseekstoexpandthereachoftheirideasand
activities,tobuildandfortifynetworksandtheircapacitytoact,andtoincreasetheflowof
communicationtoandaroundtheisland.
MeetingDeliverable:ProvideUSAID/LACwithasimpleorganizationchartofrolesandresponsibilitiesof
keypersonnelonprojectteam.
BackgroundonCuba&USAID
x Programstartedin1996;ithaschanneledapproximately$75milliontodatetoprograms
encouraginggreaterdemocracyandfreeenterpriseintheisland,.
x In2003therewasacrackdownandmanywhoquestionedtheregimearecurrentlyinjailwith
longsentences.
x humanitarianassistanceandsupporttopoliticalprisonersbecamekeycomponentofCuba
funding.Theyprovidedmedicine,food,andotherlifelineitems.
x ThethreeotherUSGpartnersonCuba:
1. OTI
2. DRL
3. WHA
x Thefourpartnersholdweeklycoordinationmeetings.
x LACmeetsweeklywithOAA,theUSAIDprocurementoffice.
x CubaDeskatStatenowhassmallfunding
x USGhasbetweenfivetosevendifferenttransitionplans.Theprojectwillnotbeaskedtowrite
anewone..AnalysisrequestedbyUSAID/CUBAmaybeusedtoinformtheplansor“enrichthe
thinking.”
їCDCPPisnotananalyticalproject;it’sanoperationalactivity.
їUSAIDapprovalisneededforeverything.Wecannotfreelance.
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OpportunityforChange
x SinceRaulCastroassumedpowertherehasbeenmarginalchangesintheeconomicsphere,but
stillnopoliticalopeninghasoccurred.
x Strengtheningthecapacityofdemocracyandhumanrightschangeagentsisanimportant
componentofthisproject;however,buildingthisnetworkisriskybecauseofthesecurity
threats.USAID/CUBAexpectsthegranteeswillprotecttheirprivacyontheirown.The
programisnotprerssing(andwillnotpress)themtodisclosenetworks.
Supporttoimprovedcommunicationswillbeimportant.
IntroductiongivenbyAA/LAC
x CDCPPisauniqueprogramwithinUSAIDandwithinthebroaderadministration.Thisproject
hasreceivedandwillcontinuetowarrantintensepoliticalscrutinyandpressureforresultsand
fiscalintegrity.
x CDCPPdemandscontinuousdiscretion.
x TheprojectwasnotclassifiedbecauseUSAIDwantedtosendthemessagethatthisis
transparentprocess.Also,aclassifiedprojectimposessignificantsecurity,documentation
burdensanddelaysonallitsstakeholders.
x TargetpopulationsforgrantsarethoseNGOreachingouttoproͲdemocracyandhumanrights
changeagentsandthoseCubanswithadifferentvisionfortheircountry.
x USAIDisnottellingCubanshoworwhytheyneedademocratictransition,butrather,the
Agencywantstoprovidethetechnologyandmeansforcommunicatingthesparkwhichcould
benefitthepopulation.CDCPPwillprovideabasefromwhichCubanscan“develop
alternativevisionsofthefuture”
x Thisprojectwillbedifficulttoimplementbecausean“ossified”Cubangovernmentprevents
change,andbecausemostgovernment’sresourcesgotofinanceitspoliceandcontrol
machinery..
x ThisAdministrationexpectsimmediateresultsfromthisprogram,definitelybeforemidͲ
Janauary.
PoliticalScrutinyandPraise
x TheCubaprogramattractssignificantattentionandscrutinybytheUSCongress,wheresome
supportandothersquestionexistingactivities.
x Thereis,ofcourse,skepticismonthisproject,influentialpoliticalandcivicleadershavethe
perceptionthatthisprogramispayingtoomuchforworkthatcouldbesignificantlyless
expensivethroughothercontractorawardoptions.
PointofEmphasis:CREATIVITYtoimplementthisprojectinthefaceofoppositionfromtheCuban
State—oneanchoredinthepastandresistanttochangeͲͲwhileprotectingthesecurityofparticipants
andchangeagents.
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TwoImmediateObjectivesofCDCPP:
1. GrantsUnderContract
2. Bringnewcommunicationoptionstotheisland.
DAIStrengths
x USAIDwouldliketotapintotheglobalnetworkofcontactsthatDAIhasintermsofdemocracy
promotion,toactivatenetworksoutsideUS(EU&LAC)interestedingoingtoCuba.Planes
flyingfromoutsidetheUSlookslessconspicuous.
CurrentGrants
x Rightnowthereare10grantees.Theyarenotalloperatingwithbroadnetworks.Theywould
besensitivetoweakentheirsecurityandthoseoftheirclientsbysharinganyinformationwith
anyone,DAIincluded.
x Overpast10years,USAIDhasworkedwith40grantees.
x USAIDwillworkcloselywithDAIandpertinentbackgroundinformationwillbeshared.
x
willbetheconduitforreachingouttothegrantees
CurrentEvents
Projectteammuststaywellinformedoneventsinandaroundtheisland.Sourcescouldinclude:
x SeveralblogosphereswerementionedbytheAA/LACthatkeystaffshouldkeepread:Babalu
Blog(conservativeCuban/AmericansupportsUSprogramspromotingincreasedfreedominthe
island)andCubanTriangle(questionseffectivenessofUSpoliciesandprograms)runby
Peters)
x TheMiamiHeraldandElNuevoHerald
x Belowarethereferencedwebsitesduringthemeeting:
o BabaluBlog:http://www.babalublog.com
o CubanTriangleBlog:http://cubantriangle.blogspot.com
o "TheCubaPuzzle":
http://www.miamiherald.com/multimedia/news/cubapuzzle/index.html
o YouTubeVideoReferencedintheArticleAbove:
http://www.youtube.com/watch?v=32yXSUa8_nY
ThreeImmediateDeliverables:
1. Workplan—roughdraftSeptember2;finaldraftSeptember8
2. GrantsUnderContract,NewMedia,QuickResponsePlatform(timeͲdefined,setͲup,and
maintained).
3. TheGUCportionshouldincludeametaͲmanual(context),amanual(forpublicconsumption,
andtheapproachtobuildandprocessgrantpipelines.
4. *Recruitment—allkeypersonnelshouldhavejoinedtheteambySeptember8.
QuickResponsePlatform
x Definedbeginning,middle,andend
x 72hrs.:capacitytolaunchexpectedpresenceinthreedays.Wealsoneedtoshowthatwehave
the“rope”neededtopullinwhatweneed.Ourpresentationmustbeconvincing.
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GrantsUnderContract
x TheGUCwasconceivedasaninstrumenttoawardUSAIDgrantstosmallerNGO.
x CheckonNonͲpresenceprogramoperations—waiverordeviation(
workingonthis)
x USAIDenvisionsgrantceilingsinthe$250Ͳ$500KforwellqualifiedtoUSNGOs
x UnderGUCregulations,nonͲUSNGOshavenofundingceiling.
x CubansecurityapparatusisverystrongsononͲUSNGOsshouldbevetted
x USAIDhassomecontactsinmindforgrantees
x Forgrants,thinkstrategically,notintermsofvolume.
x Questiontoconsider:howtodocompetitivegrants
їFIRSTGRANTTOBEAWARDEDBYENDOFSEPTEMBER
Trainingimportant,butnotoneofthethreepriorities:
M&E
x BeginsonDayOne
x Importanceofmonitoringplan
Training
x ThiswillbetaskͲspecific(discretesessions)
x Notanongoingprogram
x AnalyticworktoinformtaskͲspecifictraining
x Neitheranalysisnortrainingwillstartnextmonth.Mustfocusonthreepriorities.
(CTO)sharedthreeprinciples:
1. ProtectMissionDirector(inthiscaseUSAID/CUBAdirector).
2. Stronglydisappointedaboutabsenceofthreeprincipalprojectofficers.
3. WORKPLANasoverridingimmediatepriority.
4. “Nodaylightbetweenus.”
ResponsetoPublicInquiries/MediaInquiry
Yes,wehavebeenawardedCDCPPandweareworkingwithUSAIDondiscussions,buttheprojectisnot
fullyoperationalyet.Pleasereferotherquestionsto
ofUSAID.
ї“Nothinganywhere.”Wemustnotpostanythingonourwebsiteorissueapressreleaseonthe
awardedcontract..
Holdoffonthesepositions:
1. NGOTrainingSpecialist
2. OperationsManager
3. Recruiter
4. AnalyticalTeamLeader
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USAID:
DAI:
MemorandumofConversation:CDCPPStaffingUpdates
Wednesday,September27,2008
DAI
11:30am
,CTO,CDCPP
MeetingDeliverables
1. Notes
2. CDCPPorganigramupdated,includingstaffnames
CDCPPOrganigram:TheOrganizationalChartwillbeupdatedtoreflectchangestoprojectstaffingto
betterrespondtoprojectemphases,andtoinclude
notingtheirroleswithintheDAIstructure.
CommunicationsProtocol:ProtocolwillbeestablishedandagreeduponbetweenUSAIDandDAIto
ensurethatkeypersonnelareinvolvedinalldecisions.
WorkPlan.Anearlydraftoftheworkplan,basedonpreTuesday26principles,hasbeendone.Itwill
besharedwiththeCTO.
x Planshared,commentsmadeandpertinentcontractlanguagenoted.
x Planwithspecificactions,calendarsandbudgetswillbecompletedasofSept.8.aswellasthe
requiredoperationalplanandGUCoperationalGuidelines(asperContractsectionF.2.A.
Startup:DAIhasformedastartupteam.Thisteamcurrentlyincludes:
Name
StartͲUpRole
EmailAddress
@dai.com
StartͲUpTeamLeader:provide
leadershipandguidanceon
startͲupprocess.
WorkplanTeamLeader:lead
@dai.com
workplanwriterandresponsible
fordelegationoftaskspertaining
toworkplan
@dai.com
ProgramSupport:providekey
supporttoworkplan,in
particular,NM,ComponentI,
andGrantsUnderContract
OperationalInputs:provide
@dai.com
operationalsupportand
leadershiptostartͲupteam
TAMISsetͲupand
@dai.com
customization:responsiblefor
startͲupandupkeepofTAMIS
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system
SystemAdministrator:provide
administrativesupporttoTAMIS
ProjectCoordinator:primary
pointofcontactforall
administrativeandproject
logistics
ProjectAssistant:provide
projectsupportassistance
AdministrativeSupport:
provideprojectsupport
assistanceasneeded
@dai.com
@dai.com
@dai.com
@dai.com
Theiroverridingpriorityistimelycompletionofaqualityworkplanandallitscomponents,andto
buildthecapacitytoawardthefirstprojectgrant.
CDCPPPriorityAreas
•GrantsUnderContract
•NewMedia
•QuickResponsePlatform
>Staffing
Twopaths/definitions
1.Predictable,processͲboundapproachͲneedfulltimestaff.
2.Responsetoambiguity—taskdrivenresponses.Doesnotwarrantfulltimestaff.
Personneltofitthesepaths:
•COP:Contractsituationneedstobefinalizedwithintwoweeks,
willbeactinguntilthenewCOPisformallyappointed
willleadthestartuptodeliverimmediateoutputsandresultsrequiredinthethree
programmaticareas.
•GUCTeamLeader:
x TeamleaderwilljointheteambySept.8.
x Consultationswithherarealreadyinprogressonprogrammaticcontentanddecisions•
willbeworkingontheprojectparttimefrom9/3Ͳ9/7,andthenfulltime9/8.
x Sheisalreadyengagedandhasprovidedinputstotheworkplan,platform,andoperationalplan.
x Thegrantswillbelinkedtobudgets,TAMIS,M&EandGIS.
.
Target:FristgrantawardedbyNLTSeptember30.
Grantsprogram,manualandpipelinedevelopmentshouldbeclearlyreflectedinWP.
Followingregulations,GUCmusthavecloseUSAIDparticipation(e.g.grantselectioncommittee)andall
therulesandregulationsobservedbyUSAIDmustalsobefollowedbyGUC.
PertinentcopyofregulationstobesentbyCTO(alreadydone).
QuickResponseTeamLeader(akaQRPTeamLeader).
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QuickResponseTeamLeadershouldnotbefulltime.Primarytaskistodefine,implement,andleave
readyfordeploymentthequickresponseplatform.Then,themajortaskistopreserve“stateof
readiness.”
tomeetwithDAIstartͲupteamFriday,August29.
x PlatformreadyforindepthjointanalysiswithUSAID/CUBA:9/30deadline.
x Establishreliableandrigorousmechanismtopreserveits“Stateofreadiness”(i.e.deployment
in72hours)
x ResponsetotriggersͲdecisions“above”DAIscope,butabletolaunchimmediateresponse.DAI
shouldtrackeventstoensuretheorganizationcananticipate,asmuchaspossible,requestfor
quickdeployment.
SupportforQRTeamLeader:
x Afterworkplanandgrantmechanism,thisisthemusturgentpriority.Pertinentproject
resourcesshouldbeavailabletocollaborateintheestablishmentoftheQuickResponse
PlatformonanASNEEDEDbasis..
NM[willbediscussedindetailduringnextsession]Forthepurposesoftheworkplan,andnotto
deviatefromcontractlanguage,NMisincludedaspartsoftheGUC.Thiselementrequiresspecialized
knowledgeandisthemostsensitivecomponentinaverysensitiveproject.
OpsManager
x
keep
asfullͲtimesplitbetweenQuickResponseTeamLeaderandOps
Manager.
x isnotfamiliarwithDAIandwouldbeanunsuitableOpsManager.
x WecansetherasadiscreetQRTLandshewillrampupfulltimelateron.
x Usehertimetoreinforcegrants..
x She’sawareonpartnersongroundforrapidmobilization.
x TheOMmusthaveDAIexperience..
•AnalyticalTeamLeader
x Don’tseeanalysisaskeycomponent.Thisanalyticalfunctionistaskdriven,thereforeitdoesnot
warrantafulltimeleader.MovetoSTTA.
x
(theproposedAnalyticalTeamLeader)isworkingontheworkplanandwillbebilled
fornow,butnotinthefuture.
x
willalsoberetainedata10%leveltobeacontentleaderforSTTA.
x Note:DAIwillneedtodiscussallstaffingchangeswithourcontractdepartment.
andUSAIDwithOAA(itscontractoffice).
x
stressedprojectisgrantsfocused.
•Recruiter:Deleteposition.
•NGOtrainingspecialist:
advisedagainstthisfulltimeposition.Itismoretaskdrivenandshould
beSTTA.
x OverflowtasksmaybedonebySTTApool.
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Communications
x InternalandExternalCommunications:
wasintroducedandwebriefly
discussedprotocolforrespectingthesensitivenatureofthisproject.
x oTheCTOstressedtheneedforinternaltransparencybetweenUSAIDandDAI;anyexternal
communicationsshouldbeclearedbyUSAID/CUBA.Whiletheprojectcommunicationprotocol
isfinalizedandapproved,allrequestforinformationshouldbereferredtotheCTO.
x Project“official”or“contractl”communicationsdemandscarefulwordmanshipandcraftyuse
ofterms.Noreferencewhatsoevertothenewmediacomponent.
Recruiting:HowtorecruitͲdescriptionoftheprojectandnomentionofthecountry?Shoulduse
.RecentCTOresponse
generallanguagepreviouslyapprovedbyUSAID,and
includedbelowasof8/29:
DAIisseekinga[PositionTitle]tosupportaWashington,D.C,Ͳbasedprojectfocusedon
promotingdemocraticgovernanceinCuba.FundedbytheU.S.AgencyforInternational
Development(USAID),thisprogramfostersconditionsinCubawhichleadtoapeaceful
transitiontostabledemocraticgovernance
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