بسم هللا الرحمن الرحيم
Medical Students’ International Network – Sudan (MedSIN-Sudan) Khartoum Medical Students’ Association (KMSA)
KMSA Local Team Strategy 2021-2023
بسم هللا الرحمن الرحيم
Medical Students’ International Network – Sudan (MedSIN-Sudan) Khartoum Medical Students’ Association (KMSA)
Introduction: MedSIN-KMSA has always stood out in organizing its workflow, maximizing its impact and sustaining its standards’. For any organization to amplify its impact and to take a further step of development, it has to have a strategic plan to govern its gradual improvement until it reaches a totally different level. MedSIN-KMSA clearly observed its need for a long-term strategy as an actual step to tackle. After the selection and appointment of the working group and through the coordination of the President and Secretary-General Monitoring Assistant, the group started its work on the 26th of November 2021 and after directed efforts aligned with Thirteen meetings, the final strategy has been completed conveying the key action points that will shape the next two years’ direction, to be led and carried out by responsible future leaders and members.Throughout our work, we involved members’, experts’, current local team’s and alumni’s insights, each by what their indispensable view can help and relate to the strategy. Inputs from these were collected as follow: A. Need assessment surveys for members, local team experts and KMSA alumni. B. Situation analysis by the Small Working Group. C. 1st online consultation meeting on 14th January 2022. E. 2nd online consultation meeting on 15th of January 2022. This (2021-2023) two-terms strategy encompasses all of the crucial issues found and will guide local teams of the next generations towards the right path to tackle the problems we faced as previous teams or experts. This strategy was adopted on 24th January 2022 as the first ever, reflecting ideas and tackling areas of development and defects. All KMSA members who are taking this strategy upon themselves should also take a clear understanding of it. We do believe that we are starting a new level of achievement and impact, a transformational era where KMSA’s consistent steps will be even more directed and we hope to see it fully succeed in the next two terms. On behalf of the MedSIN-KMSA strategy working group members, Ibrahim, Mohammed, Razan, Amr, Baraa, Nabtah & Rawan
بسم هللا الرحمن الرحيم
Medical Students’ International Network – Sudan (MedSIN-Sudan) Khartoum Medical Students’ Association (KMSA)
Summary:
بسم هللا الرحمن الرحيم
Medical Students’ International Network – Sudan (MedSIN-Sudan) Khartoum Medical Students’ Association (KMSA)
Pillar One: Engagement and Recruitment:
Our members were and always will be the cornerstone of everything we do. This pillar will focus on building our workforce through encouraging more students to take part in our activities and connecting them with the opportunities to excel in extracurricular activities.
Goal: To Increase members’ participation in KMSA ,MedSIN-Sudan and IFMSA opportunities 1.Action Points A. Utilize a variety of approaching methods to interact with members from various backgrounds - Indicator of success 1: 2 different engagement techniques at the minimum are used by each SC/Division per term. - Indicator of success 2: At least 150 different members interact with the approaching methods used for each standing committee/division per term. B. Provide sessions focusing on issues that haven’t been tackled locally before - Indicator of success: 2 sessions at the minimum are given by each SC/Division per term about topics that were not covered locally in the two terms before implementation. C. Provide activities that directly target clinical years students. - Indicator of success: 2 activities at the minimum are held per term to teach the members the skills that doctors use regularly. D. Promote MedSIN-Sudan and IFMSA external opportunities and their specifications throughout the term
بسم هللا الرحمن الرحيم
Medical Students’ International Network – Sudan (MedSIN-Sudan) Khartoum Medical Students’ Association (KMSA)
- Indicator of success 1: 5 IFMSA opportunities at the minimum for each office/division are shared with the members of each standing committee / division in their groups alongside its explanation in each term. - Indicator of success 2 : 3 MedSIN-Sudan opportunities - at the minimum - are shared with the members of each standing committee / division in their groups alongside its explanation in each term.
E. Promote KMSA’s voluntary work hours certification system and its post-graduation benefits. - Indicator of success: One promotional activity- at the minimum- is conducted per term to cover the process of voluntary work hours (VWH) certification in KMSA and its benefits. Goal: To raise the level of members' involvement in planning, implementation and evaluation phases of the KMSA’s activities. 2.Action Points A. Calls for Organizing Committees will be shared for various activities throughout the term - Indicator of success 1: 2 calls for Organizing committees per term- at the minimum-are shared for each Standing Committee/Division per term. - Indicator of success 2: 1 call for Organizing committees- at the minimum- is shared for each project per term. B. Share call for needs assessment and inputs regarding Official Annual Working Plans. - Indicator of success: One call of needs and inputs - at the minimum- is shared with the members before the finalization of the official Annual Working Plans in each term.
بسم هللا الرحمن الرحيم
Medical Students’ International Network – Sudan (MedSIN-Sudan) Khartoum Medical Students’ Association (KMSA)
C. An input form is created and shared with all certified facilitators/trainers. - Indicator of success 1: The form is prepared and shared once per term at the minimum. - Indicator of success 2: The form is filled by 80% of certified KMSA facilitators and trainers - at the minimum- per term. D. To make a consultation board which MedSIN-KMSA local team can take advice regarding the activities of each term. - Indicator of success: Consultation board is formed for each term.
Pillar Two: Activities:
Activities are the most effective way to achieve our goals and objectives. So here in MedSIN-KMSA, we seek goal and needs-oriented activities that will have a great and systemic impact on the community and will capacitate KMSA members to a huge extent.
Goal: To increase the impact of MedSIN-KMSA activities on KMSA members. 3.Action Points A. Make more activities in collaboration with the faculty departments and centers - Indicator of success : 4 joint activities - at the minimum- are organized in collaboration with faculty departments and centres in the next two terms after adoption.
بسم هللا الرحمن الرحيم
Medical Students’ International Network – Sudan (MedSIN-Sudan) Khartoum Medical Students’ Association (KMSA)
B. Make activities more aligned with MedSIN-KMSA members’ needs being collected & listed through the needs assessment calls. - Indicator of success 1 : A list of needs is established for each Standing committee/division at the beginning of each term - Indicator of success 2: 60% of the needs from the list - at the minimum- for each standing committee/division is met by the end of each term. C. Increase the practical skills of KMSA members by by incorporating practical activities into all Capacity building activities - Indicator of success : 60% of capacity-building activities which are linked to practical activities where the members can apply their knowledge - at the minimum - are organized in each standing committee / Division per term. D. Utilize variety of capacity building methods - Indicator of success: 3 different methods of capacity building - at the minimum - are held in each standing committee /Division in each term. Goal: To increase the impact of MedSIN-KMSA activities on the community. 4.Action Points A. Ensuring the alignment of MedSIN-KMSA activities with the standing committees' national, regional and global priorities in addition to emerging health issues - Indicator of success 1: Health issues database is ready by the first term and updated annually. - Indicator of success 2: A section reflecting the work on the Standing Committees’ priorities and emerging health issues and local health issues will be included as part of MedSIN-KMSA situational reports. - Indicator of success 3: 2 activities of each term- at the minimum - will address one of the specific Standing Committees’ national/regional/global
بسم هللا الرحمن الرحيم
Medical Students’ International Network – Sudan (MedSIN-Sudan) Khartoum Medical Students’ Association (KMSA)
priorities,taking the emerging health issues and local issues as a priority when applicable. B. Focusing on having activities with a community impact - Indicator of success: 3 local KMSA activities-at the minimum - at each term have goals that target the community.
Goal: To increase the quality of MedSIN-KMSA online and physical activities 5.Action Points A. Prepare and implement regulations for the activities - Indicator of success: Activities regulations are finalized and adopted before the end of the first term of the strategy implementation. B. Conduct comprehensive facilitation workshops to increase the number of KMSA facilitators Indicator of success 1: One facilitation workshop -at the minimum- is conducted each term. - Indicator of success 2 : 30 new facilitators - at the minimum - are added to KMSA facilitators pool each term C. Establish a development system for trainers and facilitators - Indicator of success : The system is ready and implemented by the end of the first term after adoption. -
بسم هللا الرحمن الرحيم
Medical Students’ International Network – Sudan (MedSIN-Sudan) Khartoum Medical Students’ Association (KMSA)
Pillar Three: Sustainability and Internal development:
This pillar could be considered the foundation of our work. By ensuring sustainability, we are ensuring the high quality and continuous development of our work. For that, here - in MedSIN-KMSA - we are working hard on maintaining our sustainability and work environment to ensure the high quality and the real impact.
Goal: To ensure the sustainability and the proper workflow of MedSIN-KMSA. 6.Action Point A. Establishing a term calendar inclusive of all the important tasks and deadlines in the term. - Indicator of success 1: The calendar will be set at the beginning of each term. - Indicator of success 2: The calendar will be standardized for future terms before the end of the 2nd term
B. To ensure proper handovering process for the officials, assistants and project coordinators - Indicator of success 1: Handovering template is revised and restructured to fit the local team's situation in the first term - Indicator of success 2: All officials ,assistants and project coordinators use the template to conduct their handovering at the beginning of each term.
C. Create Certificates’ database for MedSIN-KMSA activities. - Indicator of success: The database is created and shared with the TOs by the end of the first year. -
بسم هللا الرحمن الرحيم
Medical Students’ International Network – Sudan (MedSIN-Sudan) Khartoum Medical Students’ Association (KMSA)
D. Establishing MedSIN-KMSA database which includes the contact info for all MedSIN-KMSA previous Local teams. - Indicator of success : The database is created containing the last 5 local teams and shared with TOs before the end of the first term.
E. Ensure the proper documentation for all MedSIN-KMSA internal and external work. - Indicator of success 1: The secretary general drive contains all the written work of KMSA each term. - Indicator of success 2: Members’ folder is updated and shared every trimester each term.
Goal: To maintain the sustainability of the local projects. 7.Action Point A. Establishing a clear calendar for the projects’ entire term. - Indicator of success : The calendar is established and adopted by the first term of the strategy implementation.
B. Standardize the project reports and impact documentation. - Indicator of success 1: A template for project documentation is created before the end of the first term. - Indicator of success 2: All the project coordinators half and end term reports are submitted using the template.
C. Promoting the concept of the local projects through various activities.
بسم هللا الرحمن الرحيم
Medical Students’ International Network – Sudan (MedSIN-Sudan) Khartoum Medical Students’ Association (KMSA)
- Indicator of success : 2 promotional activities conducted - at the minimum tackled the local projects each term.
D. Creating an organized system to collect feedback from the project teams. - Indicator of success : Interviews are conducted with PPRC members and project coordinators regarding their work each term.
Pillar Four: External Relation and Finance:
During the past few years MedSIN-KMSA has been one of the leading organizations in the medical field through its activities and impact yet there is one main reasons why many activities and plans don't see the light which is having poor external relations system, implementation and no long term collaborations this may lead to not having the enough finance for its activities and cancellation. Goal : To increase and sustain MedSIN-KMSA Partnerships and Sponsorships. 8.Action Points: A. Creating a MedSIN-KMSA Booklet that reflects MedSIN-KMSA identity And impact - Indicator of success: Introductory booklet for MedSIN-KMSA is released before the end of the first term. B. Increase members knowledge and skills about the External relation.
بسم هللا الرحمن الرحيم
Medical Students’ International Network – Sudan (MedSIN-Sudan) Khartoum Medical Students’ Association (KMSA)
- Indicator of success: 2 activities about the external affairs - at the minimum are implemented each term. C. Creation of a comprehensive database with all potential and previous partners for each Standing committee/Division. - Indicator of success: External Partner Database is created and shared with officials in the first term. D. Reconnection with previous partners, sponsors and speakers. - Indicator of success: 60% of previous partners, sponsors and speakers -at the minimum - received a certificate of appreciation from MedSIN-KMSA in the first term. E. Reach out partners from external partner databases. - Indicator of success 1: 60% of Database Partners - at the minimum - are approached with the introductory booklet by the end of the second term. - Indicator of success 2: 2 long term partnership contracts- at the minimum -are signed by the end of the second term. F. Creating regulation and manual for Partnership and financial Sponsorships. - Indicator of success 1: Regulation for financial sponsorships and collaboration are released in the first term. - Indicator of success 2: A manual about sponsorship is released before the end of the second term. Goal: To Improve the financial system of MedSIN-KMSA and maintain its sustainability. 9.Action Points A. Finalize an Annual budget At the start of the term
بسم هللا الرحمن الرحيم
Medical Students’ International Network – Sudan (MedSIN-Sudan) Khartoum Medical Students’ Association (KMSA)
- Indicator of success: Annual budget of all Standing committees/Division/projects is finalized at the first trimester in each term. B. Restructuring the financial system of MedSIN-KMSA and tackling the main problems in it. - Indicator of success: New Financial system is implemented in the first term. C. Increase the members knowledge and skills about the Financial administration. - Indicator of success: 2 activities about Financial administration - at the minimum - are implemented in each term.(1) (2).
Pillar Five: Visibility and transparency:
MedSIN-KMSA always strives to provide a lot of services and great opportunities for medical students who belong to it, and it has already succeeded in qualifying students capable of playing great roles in developing the medical sector in Sudan. It also plays an active role in serving the community, but visibility remains the critical link between the association and achieving its goals because the more people know about the work it does, the more support it will receive and the larger impact it can make.
Goal: To increase MedSIN-KMSA visibility among members and community classes 10.Action Point A. Develop a social media marketing plan. - Indicator of success 1: Establishing the plan and sharing it with the local team at the beginning of each term.
بسم هللا الرحمن الرحيم
Medical Students’ International Network – Sudan (MedSIN-Sudan) Khartoum Medical Students’ Association (KMSA)
- Indicator of success 2: 10% combined increase in the number of followers at the minimum- is achieved in MedSIN-KMSA social media platforms each term. - Indicator of success 3: 5% combined increase in the engagement of audience at the minimum- is achieved in MedSIN-KMSA social media platforms each 180 days. B. Develop a mass media plan targeting different classes of community. - Indicator of success1: Establishing the media plan and sharing it with the local team at the beginning of each term. - Indicator of success 2:One mass media platform- at the minimum - is used per term. Goal:To increase MedSIN-KMSA visibility in MedSIN-Sudan, IFMSA and among other organizations 11.Action Point A. Increase number of enrolled activities under the IFMSA programs - Indicator of success: 7 activities - at the minimum -are enrolled under IFMSA programs per Term. B. Use MedSIN-KMSA activities and projects to compete for different grants. - Indicator of success: compete for one grant- at the minimum - per term. C. Participation in national, regional and international activity fairs with MedSIN-KMSA activities. - Indicator of success: 2 activities - at the minimum -will be shared in the activity fairs in each term. D. MedSIN- KMSA Participation at international conferences by making submissions.
بسم هللا الرحمن الرحيم
Medical Students’ International Network – Sudan (MedSIN-Sudan) Khartoum Medical Students’ Association (KMSA)
- Indicator of success : At least one submission is presented in international conference per term E. Make joined activities with international,national and local organizations. - Indicator of success 1 : 1 Joined activity -at the minimum - with national or International organizations per each term - Indicator of success 2 : 2 Joined activity -at the minimum - with local organizations or other local members organizations per each term.
Goal: To have a highly transparent work environment. 12.Action Point A. Share end activity reports and situational reports with partners and sponsors. - Indicator of success: activity reports are shared with relevant partners and sponsors in each term. B. Share situational/achievement reports and activities proposals with members. - Indicator of success 1 : 2 situational reports - at the minimum -are shared with all partners and members each term. - Indicator of success 2: 80% of proposals - at the minimum -are shared with the application call. C. Sharing selection criteria and methods of evaluation of the applicants for local team positions and Organizing Committees . - Indicator of success :Selection criterias and their methods of evaluation are shared with members in each term. D. Sharing of calls of observers.
بسم هللا الرحمن الرحيم
Medical Students’ International Network – Sudan (MedSIN-Sudan) Khartoum Medical Students’ Association (KMSA)
- Indicator of success: At least 4 calls for observers are shared per term. Implementation Timeline: Action Point
Task
Person in charge
Term
Pillar One: Engagement and Recruitment Goal: Increase members Participation in KMSA, MedSIN-Sudan IFMSA Opportunities
Action Point 1.A
Action Point 1.B
Action Point 1.C
Action Point 1.D
Using Different interactive methods
Sessions that haven’t been tackled
Clinical based activities
Unlock MedSIN- Sudan And IFMSA
Local officers and division
2021 - 2022
directors
2022- 2023
Local officers and division
2021 - 2022
directors
2022 - 2023
local team officials and
2021 -2022
Project Coordinator.
2022 - 2023
local team officials
2021 - 2022
opportunities Action Point 1.E
Promote KMSA VWH system
2022 - 2023 local team officials
2021 - 2022 2022 - 2023
Goal: Raise the level of members' involvement in planning, implementation and evaluation of activities.
Action Point 2.A
Involvement in Organizing committees
Local officers, division
2021 - 2022
directors and Project
2022 - 2023
Coordinators. Action Point 2.B
Needs assessment and inputs regarding AWPs
Local team officials
2021 - 2022 2022 - 2023
بسم هللا الرحمن الرحيم
Medical Students’ International Network – Sudan (MedSIN-Sudan) Khartoum Medical Students’ Association (KMSA)
Action Point 2.C
Action Point 2.D
Involvement of trainers and facilitators
Formation of Consultation Board
Capacity building
2021 - 2022
representative
2022 - 2023
Executive board
2021 - 2022 2022 - 2023
Pillar two: Activities Goal: To increase the impact of MedSIN-KMSA Activities on KMSA members
Action Point 3.A
Action Point 3.B
Collaboration with the faculty departments and
Local team officials and
centers.
Project coordinators.
Aligning activities with the needs of members
Local team officials
2021 - 2023
2021 - 2022 2022 - 2023
Action Point 3.C
Action Point 3.D
Practical oriented activities.
Using different capacity building methods
Local officers and division
2021 - 2022
directors
2022 - 2023
Local officers and division
2021 - 2022
directors
2022 - 2023
Goal: To increase the impact of MedSIN-KMSA Activities on the community
Action Point 4.A
Aligning activities with national, regional and
Local officers
global priorities and emerging health issues. Action Point 4.B
Community based activity
Goal: To increase the Quality of MedSIN-KMSA activities
2021 - 2022 2022 - 2023
local team officials and
2021 - 2022
Project Coordinator.
2022 - 2023
بسم هللا الرحمن الرحيم
Medical Students’ International Network – Sudan (MedSIN-Sudan) Khartoum Medical Students’ Association (KMSA)
Action Point 5.A
Draft regulations for local team activities
Executive board
2021 - 2022
Action Point 5.B
KMSA Certified Facilitators
Capacity building
2021 - 2022
representative
2022 - 2023
Capacity building
2021 - 2022
representative
2022 - 2023
Action Point 5.C
Trainer and facilitator development system
Pillar three: Sustainability and internal development Goal: To ensure the sustainability and Proper work Flow of MedSIN-KMSA
Action Point 6.A
Establish MedSIN-KMSA calendar
Executive board
2021 - 2022 2022 - 2023
Action Point 6.B
Action Point 6.C
Proper handover between local teams.
Certification Database for MedSIN-KMSA
local team officials and
2021 - 2022
Project Coordinator.
2022 - 2023
Executive board & the
2021 - 2022
PNTSDD Action Point 6.D
MedSIN-KMSA local team database
Executive board
2021 - 2022
Action Point 6.E
Documentation of the work
Secretary- General
2021 - 2022 2022 - 2023
Goal: To maintain the sustainability of local Project
Action Point 7.A
Project term calendar
Executive board
2021 - 2022
Action Point 7.B
Standardize the projects’ documents
Executive board
2021 - 2022
بسم هللا الرحمن الرحيم
Medical Students’ International Network – Sudan (MedSIN-Sudan) Khartoum Medical Students’ Association (KMSA)
Action Point 7.C
Promotion of local projects
Executive board
2021 - 2022 2022 - 2023
Action Point 7.D
Establishing a system of feedback from Project
local team officials
Coordinators
2021 - 2022 2022 - 2023
Pillar Four: External Relation and Finance Goal: To Maintain and increase MedSIN-KMSA Partnerships and Sponsorships
Action Point 8.A
MedSIN-KMSA Introductory Booklet
PNTSDD
2021 - 2022
Action Point 8.B
External Relation Activities
Capacity building
2021 - 2022
representative & President
2022 - 2023
Action Point 8.C
External partners database
President
2021 - 2022
Action Point 8.D
Reconnection with previous partners
Executive board
2021 - 2022
Action Point 8.E
Partnership implementation
All local team officials
2022 - 2023
and project coordinators Action Point 8.F
Regulations and manual for sponsorships and
Executive board
partnerships
2021 - 2022 2022 - 2023
Goal: To improve the financial system
Action Point 9.A
Annual Budget System
Treasurer
2021 - 2022 2022 - 2023
Action Point 9.B
Financial system restructuring
Treasurer
2021 - 2022
بسم هللا الرحمن الرحيم
Medical Students’ International Network – Sudan (MedSIN-Sudan) Khartoum Medical Students’ Association (KMSA)
Action Point 9.C
Financial administration activities
Capacity building
2021 - 2022
representative and treasure
2022 - 2023
Pillar Five: Visibility and transparency Goal : To increase visibility of MedSIN-KMSA among members and different community classes
Action Point
Establishing Social Media marketing plan
PNTSDD
10.A Action Point
2021 - 2022 2022 - 2023
Establishing Mass media plan
PNTSDD and President
10.B
2021 - 2022 2022 - 2023
Goal: To increase MedSIN-KMSA viability in MedSIN-Sudan, IFMSA and other organizations
Action Point
Increasing the number of enrolled activities
11.A Action Point
Competing for grants
11.B Action Point
Active role in activities fair
11.C Action Point
Active role in international conferences
11.D
Local team officials and
2021 - 2022
project coordinators
2022 - 2023
Local team officials and
2021 - 2022
project coordinators
2022 - 2023
Local team officials and
2021 - 2022
project coordinators
2022 - 2023
Local team officials and
2021 - 2022
project coordinators
2022 - 2023
Action Point
Joined activities with international, National and
Local team officials and
2021 - 2022
11.E
local organizations
project coordinators
2022 - 2023
Goal: To have highly transparent work environment
بسم هللا الرحمن الرحيم
Medical Students’ International Network – Sudan (MedSIN-Sudan) Khartoum Medical Students’ Association (KMSA)
Action Point
Sponsor and partners receiving the activity
Local team officials and
2021 - 2022
12.A
reports
project coordinators
2022 - 2023
Action Point
Sharing Organization achievement reports and
Local team officials
2021 - 2022
12.B
the activities proposals
Action Point
Sharing selection criterias and evaluation
12.C
methods
Action Point
Calls for observes
12.D
2022 - 2023 Local team officials
2021 - 2022 2022 - 2023
Local team officials
2021 - 2022 2022 - 2023