REPORT - aprwssp.ap.nic.inaprwssp.ap.nic.in/worldbank/CBS&IP_FINAL_Part_B_11 May09.pdf · report (part–b: training outlines of the programs proposed) study on capacity building

REPORT

(PART–B: TRAINING OUTLINES OF THE PROGRAMS PROPOSED)

STUDY ON CAPACITY BUILDING STRATEGY AND IMPLEMENTATION PLAN OF APRWSSP

April 2009

Submitted to

Project Director, PSU, Andhra Pradesh Rural Water Supply & Sanitation Project (APRWSSP)

SRTGN Bhawan, (Panchayati Raj Engg Building) Errum Manzil Colony

Hyderabad-500082 Andhra Pradesh

Submitted by

Knowledge Links

Knowledge Links Private Limited

Report (Part-B) Study on ‘Capacity Building Strategy and Implementation Plan’

Andhra Pradesh Rural Water Supply & Sanitation Project

CONTENTS

INTRODUCTION ....................................................................................................................1 TRAINING OUTLINES OF THE PROGRAMS PROPOSED ............................................9 (1) Policy Workshop: Understanding about GoAP’s Sector Vision and the Medium Term RWSS Sector Program Approach, Concept & Principles including O&M of Schemes .....9 (2) DWSC Orientation .......................................................................................................... 13 (3) DWSC Experience Sharing and Review Workshop ..................................................... 15 (4) Observation Study Tours to Other Successful RWSS Projects in India ...................... 18 (5) Observation Study Tours to Other Successful RWSS Projects Abroad ...................... 21 (6) World Bank Procurement Procedures and Systems ...................................................... 24 (7) Monitoring and Evaluation ............................................................................................. 28 (8) Computers ........................................................................................................................ 31 (9) Financial Management and Accounting......................................................................... 34 (10) MIS ................................................................................................................................. 36 (11) Staff Retreat ................................................................................................................... 39 (12) Understanding of Demand Responsive and Decentralized Service Delivery Approaches ............................................................................................................................ 43 (13) Contract Management and Selection of FTs/SOs ....................................................... 47 (14) Workshop on Village Selection Methodologies .......................................................... 50 (16) ToT on Community Action Planning and Monitoring ................................................ 56 (17) ToT on Feasibility Studies, Engineering Survey and Design ..................................... 59 (18) ToT on Source and Catchment Protection ................................................................... 63 (19) ToT on Community Empowerment Plan ..................................................................... 66 (20) Training on Planning and Design of MVS .................................................................. 69 (21) Training on Solid and Liquid Waste Management ..................................................... 74 (22) Training on Financial Systems and Procedures ........................................................... 76 (23) Project M&E Systems ................................................................................................... 78 (24) Training on Construction Technologies and Community Procurement .................... 81 (25) Training on Contracting Arrangements for MVS ....................................................... 84 (26) Training on Water Quality Monitoring and Surveillance ........................................... 87 (27) Training on Management and Supervision of Service Agencies for Construction Supervision Works ................................................................................................................ 90 (28) Progress Tracking/Experience Sharing Workshop ...................................................... 93 (29) ToT on Establishment of O&M Systems for SVS ...................................................... 96 (30) ToT on Establishment of O&M Systems for MVS ..................................................... 99 (31) Orientation Program on RWSS Sector Program and Roles and Responsibilities of GP/GP-WSC and Other Stakeholders ................................................................................ 102 (32) Cross Visits to Other Villages .................................................................................... 105 (33) Orientation Program on CLTS.................................................................................... 108 (34) Training on Solid and Liquid Waste Management ................................................... 110



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(35) Training on Source and Catchment Protection Measures in the Design of Water Supply Scheme .................................................................................................................... 112 (36) Campaign to Clean up Village and School ................................................................ 115 (37) Training Program on Strengthening Micro-Credit Activities so as to Empower the Members of Self Help Groups ............................................................................................ 117 (38) GP-WSC/MVS-WSC Formation................................................................................ 120 (39) Training on Water Quality Testing and Remedial actions........................................ 123 (40) Training on Preparation of Detailed Proposal for Implementing Water Supply Schemes and Sanitation Facilities ...................................................................................... 126 (41) Training on Financial Systems and Bookkeeping (Planning Phase)........................ 129 (42) Training on Preparation of Community Works Plan (CWP) and Community Empowerment Plan (CEP) .................................................................................................. 131 (43) Training on Financial Systems and Bookkeeping in RWSS Project (Implementation phase) ................................................................................................................................... 134 (44) Training on Community Procurement ....................................................................... 136 (45) Work Accounting and Physical Progress Documentation of Construction Works . 139 (46) Training of Masons on Sanitation Construction Works............................................ 142 (47) Training of Plumbers on Piped Water Supply ........................................................... 145 (48) Construction Supervision Training ............................................................................ 148 (49) Workshop on O&M Phase Activities & Roles and Responsibilities of GP/GP-WSC .............................................................................................................................................. 150 (50) Workshop on Preparation of GP-WSC Bye Laws and Tariff Fixation/Revision .... 154 (51) Training on Operation of Scheme and Preventive and Breakdown Maintenance... 157 (52) Refresher on Financial Management, Accounting Systems and Book Keeping ..... 160

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INTRODUCTION

Context This report presents the training course curricula (including objectives, participants, methodology, expected outcomes and training plan) of all the programs suggested in the Part-A of the study on ‘capacity building strategy and implementation plan’ of the World Bank assisted Andhra Pradesh Rural Water Supply and Sanitation Project (APRWSSP). The purpose of this study has been to suggest a capacity building strategy and implementation plan for the rural water supply and sanitation (RWSS) sector in Andhra Pradesh. Summary of CB strategy The primary focus of the CB strategy as suggested in Part –A of the report is capacity development of user communities and PRIs, followed by the capacity building of other institutions and stakeholders involved. The elements of the proposed strategy include: a sound institutional arrangement for undertaking CB activities; periodic assessment of capacity needs; implementation of CB activities in a phased manner linked to scheme cycles related both to SVS and MVS; systems for tracking results and monitoring the impact of training /CB interventions; mechanisms to review, revisit, and refine the strategy as required through out the project period in view of the available feedback and emerging requirements. Capacity Building Programs A total of 52 types of programs covering all the levels (state, district, village) have been suggested in the Part –A of the report, for which the course curricula have been developed and incorporated in this report which is known as the Part-B of the study on ‘capacity building strategy and implementation plan’ of the World Bank assisted Andhra Pradesh Rural Water Supply and Sanitation Project (APRWSSP). These programmes have been planned to achieve the overall objective of the project keeping in view the felt need of trainings at various levels on the basis of stake holder’s consultation as also on the basis of assumed scheme cycles for SVS and MVS. The number/frequency of programmes, as suggested in the Part A of the report, have been calculated on the basis of the scope of the World Bank project in terms of proposed coverage of 2635 habitations including 2235 habitations with SVSs and 400 habitations with MVSs. While training institutions/capacity building agencies (CBAs) would be engaged for providing capacity building services at state, district and intermediary levels, village level CB activities would mainly be conducted by facilitation teams (FTs)/Support




organizations (SOs) that would be deployed for the purpose of facilitating project processes at the village level. Phase wise (pre-planning, planning, implementation and O&M) categorization has been made according to the suitability of the respective programs, while listing out the capacity building programs at each level. TOTs, direct training and exposure/ cross visits are the key components. Along with proposed training programmes, separate provision of funds has been made for international trainings, specialized trainings, technical assistance and hand-holding requirements that would emerge during the course of project implementation. Besides, provision for mid-term evaluation of the impact of CB interventions has also been suggested. The list of the programs is given in Table 6.2 (of the Part –A of the report), which is given below for ready reference:

Table 6.2: Capacity building Programs – APRWSSP (2009-2014)

Sl No

Category (TOT/

Direct)

Target Group Responsibility

Dur

atio

n in

Day

s To

tal N

o. o

f Pa

rtic

ipan

ts

No

of

Prog

ram

s Tr

aine

es

per P

rogr

am

Resource Institution/

A STATE LEVEL-(Governance level)

PRE-PLANNING PHASE

1

Policy Workshop: Understanding about GoAP’s Sector Vision and the Medium Term RWSS Sector Program Approach, Concept &

Principles including O&M of Schemes

Direct

Members of SWSM, opinion makers, training

institutions

SWSM/ Secretary RWSS 3 100 2 50

Training Institution/ Capacity Building Agency

PLANNING PHASE

2 DWSC Orientation ToT Selected DWSC members



IMPLEMENTATION PHASE

3 DWSC Experience Sharing and Review Workshop Direct

Selected members of

DWSC , SO, GP-WSC, MVS-WSC






B STATE LEVEL- (Operational level)

4 Observation Study Tours to

Other Successful RWSS Projects in India

Direct

Members of SWSM, opinion makers, PSU,

CE, SE, EE,DEE, AEE, DPSU,

DWSM,SO, GP-WSC

SWSM/PSU 5 160 16 10 RWSS projects/

programs of selected states

5 Observation Study Tours to

Other Successful RWSS Projects Abroad

Direct

Members of SWSM, opinion makers, PSU,

CE, SE, EE,DEE, AEE, DPSU,

DWSM,SO, GP-WSC

SWSM/PSU 7 64 8 8

RWSS projects/ programs of

selected countries

6 World Bank Procurement Procedures and Systems Direct

Senior management in

PSU/DPSU PSU 12 20 10 2

Administrative staff college of

India

7 Monitoring and Evaluation Direct PSU/DPSU Staff PSU 2 200 5 40 M&E Specialist

SKILL UPGRADATION TRAININGS

8 Computers Direct Relevant Staff of PSU/DPSU PSU 5 50 2 25 Computer staff

9 Financial Management and Accounting Direct Relevant Staff of

PSU/DPSU PSU 3 50 2 25 Financial Specialist

10 MIS Direct Relevant Staff of PSU/DPSU PSU 3 75 3 25 MIS specialist

MOTIVATIONAL TRAININGS

11 Staff Retreat Direct PSU/DPSU staff PSU 3 240 4 60


C DISTRICT LEVEL/ INTERMEDIARY LEVEL

PRE-PLANNING PHASE

12 Understanding of Demand

Responsive and Decentralized Service Delivery Approaches

Direct Members of

DWSM, DPSU Staff

DPSU 3 420 28 15


13 Contract Management and Selection of FTs/SOs ToT DPSU Staff PSU 3 120 4 30





14

Workshop on Village Selection Methodologies including Pre-feasibility and Site Appraisals

ToT

DPSU, trainers of training

institutions, engineers at mandal/sub

division levels, FTs/SOs

DPSU 2 784 28 28


PLANNING PHASE

15 Training of Trainers on CLTS ToT




DPSU 5 784 28 28


16 ToT on Community Action Planning and Monitoring ToT




DPSU 5 784 28 28


17 ToT on Feasibility Studies, Engineering Survey and Design ToT




DPSU 8 784 28 28


18 ToT on Source and Catchment Protection ToT

Community Development staff of DPSU,

training institutions, engineers at mandal/sub


DPSU 3 784 28 28


19 ToT on Community Empowerment Plan ToT

Community Development staff of DPSU,



DPSU 3 784 28 28





20 Training on Planning and Design of MVS ToT

ZP, DPSU, trainers of



DPSU 3 840 28 30


21 Training on Solid and Liquid Waste management Direct




DPSU 2 784 28 28


22 Financial Systems and Procedures Direct Finance/Accounts

staff of SOs/FTs DPSU 2 1050 35 30


23 Project M&E Systems Direct

Engineers at mandal/ sub-


DPSU 2 1050 35 30


IMPLEMENTATION PHASE 0 0

24 Training on Construction

Technologies and Community Procurement

ToT




DPSU 3 784 28 28


25 Training on Contracting Arrangements for MVS Direct




DPSU 3 840 28 30


26 Water Quality Monitoring and Surveillance ToT




DPSU 2 1050 35 30


27

Training on Management and Supervision of Service Agencies

for Construction Supervision Works

Direct DPSU Technical Staff PSU 3 175 5 35





28 Progress Tracking/Experience Sharing Workshop Direct

Selected DPSU staff, engineers at mandal/sub division levels, FTs/SOs, GP-

WSCs

DPSU 1 1575 105 15


O&M PHASE 0 0

29 ToT on Establishment of O&M Systems for SVS ToT




DPSU 2 784 28 28


30 ToT on Establishment of O&M Systems for MVS ToT




DPSU 3 840 28 30


D VILLAGE LEVEL PLANNING PHASE

31

Orientation Program on RWSS Sector Program and Roles and Responsibilities of GP/GP-WSC

and Other Stakeholders

Direct Members of GP,

Panchayat Secretary

FTs/SOs 2 village 2635 SOs

32 Cross Visits to Other Villages Direct

Selected Members of GP/

GP-WSC

FTs/SOs 2 13175 2635 5 SOs

33 Orientation Program on Community Led Total Sanitation Direct

Members of GP/ GP-WSC/CBOs/

Community Members


34 Training Program on Solid and Liquid Waste Management Direct


GP-WSC FTs/SOs 2 village 2635 SOs

35

Training on Source and Catchment Protection Measures in the Design of Water Supply

Scheme

Direct Selected

Members of GP/ GP-WSC

FTs/SOs 2 village 2635 5 SOs

36 Campaign to Clean UP

School/Village

Direct School Children FTs/SOs 1 village 2635 SOs




37

Training Program on Strengthening Micro Credit

Activities so as to Empower the Members of Self Help Groups

Direct Women Members FTs/SOs 2 39525 2635 15 SOs

38 GPWSC/MVSWSC Formation Direct Members of GP/

GPWSC

FTs/SOs 15 10000 400 25 SOs

39 Training on Water Quality Testing and Remedial actions Direct


GP-WSC FTs/SOs 2 13175 2635 5 SOs

40

Training on Preparation of Detailed Proposal for

Implementing Water Supply Schemes and Sanitation

Facilities

Direct Selected

Members of GP-WSC

FTs/SOs 2 13230 441 30 SOs

41 Training on Financial Systems and Book Keeping Direct

Selected Members of GP-

WSC FTs/SOs 3 5270 2635 2 SOs

42

Training on Preparation of Community Works Plan (CWP) and Community Empowerment

Plan (CEP)

Direct Selected

Members of GP-WSC


IMPLEMENTATION PHASE 0

43 Training on Financial Systems and Book Keeping in RWSS

Project Direct

GP Sarpanch and Panchayat

Secretary FTs/SOs 3 5270 2635 2 SOs

44 Training on Community Procurement Direct


GP-WSC FTs/SOs 3 village 2635 5 SOs

45 Work Accounting and Physical

Progress Documentation of Construction Works

Direct Selected


FTs/SOs 2 13175 2635 5 SOs

46 Training of Masons on Sanitation Construction Works Direct Masons FTs/SOs 6 5270 2635 2 SOs

47 Training of Plumbers on Piped Water Supply Direct Plumbers FTs/SOs 2 5270 2635 2 SOs

48 Training on Construction Supervision Direct


GP-WSC FTs/SOs 2 13175 2635 5 SOs




49 Workshop on O&M phase

activities & roles and responsibilities of GP/GP-WSC

Direct Selected


FTs/SOs 2 39525 2635 15 SOs

O&M PHASE 0

50 Workshop on Preparation of GP-

WSC Bye Laws and Tariff Fixation/Revision

Direct Selected


FTs/SOs 2 13175 2635 5 SOs

51 Training on Operation of

Scheme and Preventive and Breakdown Maintenance

Direct Selected


FTs/SOs 2 13175 2635 5 SOs

52 Refresher on Financial

Management, Accounting Systems and Book Keeping

Direct Selected


FTs/SOs 3 5270 2635 2 SOs

Development of detailed session plan and hand-outs/back-ground material The training curricula as given in this report are only the outlines of the respective training modules. The agency responsible for conducting the program would need to develop detailed session plans and background material before embarking on conduction of the program. This is also pertinent to mention that the programs that are into ToT mode (most of these are proposed at the district level), would provide appropriate platform to fine-tune the designs of the respective village level programs with the inputs from participants. The detailed session plans and the hand-outs or other background material so developed (during the course of ToTs) should then be annexed in the end of the respective module as attachment to the module. Periodic Review and Updating of Modules It is important that the modules are reviewed and fine-tuned periodically based on the experience gained during implementation so as to make the training flexible and evolving to become able to respond to emerging training needs. It is proposed to review the designs of the programs, preferably after every phase of each batch of the project or at least once a year, based on experience gained during the course of implementing the training module, including any evaluations carried out.

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TRAINING OUTLINES OF THE PROGRAMS PROPOSED

(1) Policy Workshop: Understanding about GoAP’s Sector Vision and the Medium Term RWSS Sector Program Approach, Concept & Principles including O&M of

Schemes

Introduction This program is basically envisaged as an exercise in advocacy for promoting policies conducive for reforms in RWSS sector. The attempt would be to create a common understanding among the senior officers and opinion makers from relevant government departments about Medium Term RWSS Sector Program based on GoAPs sector vision. This would also provide an opportunity to disseminate knowledge about experiences in RWSS Sector Reforms in other states as also the participatory and innovative approaches in RWSS and other development sectors. The RWSS ‘sector vision and policy note’ was issued by GoAP in October 2006, which spells out the objectives for ensuring access to a reliable (defined as 40 lpcd), financially and environmentally sustainable and affordable RWSS service to the entire rural population. The key elements of GoAP’s “Vision” are:

i) Devolution of funds, functions, and functionaries to the PRIs;

ii) Enforcement of recovery of O&M costs and sharing of capital costs from user charges (taking into consideration affordability, particularly by disadvantaged groups); and

iii) Improvement of the “accountability framework” by clarifying the roles

and responsibilities of the various sectors of the RWSS sector at the state, district and village level, including responsibilities for policy formulation, financing, regulation, construction, operations and maintenance.

The Government of Andhra Pradesh has proposed to implement the “Andhra Pradesh Rural Water and Sanitation Supply Project” (APRWSSP) with the assistance of World Bank in 6 -7 selected districts of the state entailing strategic support for necessary institutional arrangements, building institutional and human capacity, and bridging financing gaps. The project approach is one of inclusion and participatory community involvement in decision-making. There is an emphasis on including all sections of users, particularly vulnerable and disadvantaged sections actively in the process of planning and implementation of schemes under the project. This is sought to be done by positioning




the Grama Panchayats (GPs) and GP-WSCs, the representative committee of user communities, as the key institutions for project implementation on the ground. Objectives The objectives of the policy workshop are:

To creating uniform understanding about GoAP’s sector vision, Medium Term RWSSP sector program approach, concept and principles

To work out implications of sector policy and practice

To share experience of RWSS sector reforms in different states

To share innovative and participatory approaches in RWSS and other sectors

Participants

50 per event The participants would include:

MPs/MLAs/MLCs, media persons, Principal Secretary/ Secretary RWSS, Additional/ Joint Secretary RWSS

Secretary Finance and Planning, Secretary Health, Secretary Education, Commissioner and ex-officio Secretary to Government Information & Public Relations, Chairman and MD, APTRANSCO, Commissioner APARD, Commissioner PR&RD, Engineer-in-Chief, Chief Engineer RWS, Advisor Technology Mission RGNDWM, Representative from Central Ground Water Board, Representative from National Geophysical Research Institute, Representative from National Remote Sensing Agency, Director State Ground Water Department, Representative from Donor Agencies like RNE/ DFID/UNICEF etc, Senior officers of PSU

Staff of Training institutions such as APARD, ASCI, NIRD, MCRHRDIAP, NAC, ESCI, CGG etc

Responsibility of conducting the program Senior officers of SWSM/Secretary, RWSS would be required to facilitate the workshop. Timing The policy workshops would be held in the first year in the beginning and in the third year after the mid-term evaluation of the program




Duration 3 days Expected Outcome At the end of the workshop, the participants would be:

Able to describe GoAP’s sector vision, Medium Term RWSSP sector program approach, concept and principles

Able to better appreciate implications of sector policy and practice

Able to describe the experience of RWSS sector reforms in different states

Better oriented about innovative and participatory approaches in RWSS and other

sectors Session plan Outline of the session plan is as follows: Day/Time Forenoon Afternoon

Day 1 Registration and Welcome Medium Term sector program: Approach, concept and principles

APRWSS sector: an overview

Group work: Policy implications of sector wide approach

Sector Reform Agenda

Presentations on group work and summing-up

Institutional Initiatives by GoAP

Day 2 Experience of RWSS Sector Reforms in other states: case studies

Group Exercise: Learning for policy implications based on experience of other states

Presentations on group work and summing-up

Day 3 Innovative and participatory approaches in RWSS and other sectors: Case studies from different countries

Presentations on group tasks followed by discussion




Group Exercise: Role of media, departments and public representatives in achieving the objectives set by sector vision

Evaluation and closure

Group Exercise: Convergence of programs and coordination among departments for achieving the sector vision

Methodology The workshop would be participatory and would build upon the existing knowledge of participants and involve them in analyzing policy implications in view of reforms proposed in the sector. Evaluation A simple evaluation form would be used for getting the feedback of participants.

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(2) DWSC Orientation

Introduction: In order to orient DWSC members about Medium term RWSS sector program and mobilize support for implementation of reform agenda these workshops are proposed to be organized in selected districts of the state in the first year and subsequently in the third year after the mid-term evaluation. The workshops would be steered and chaired by Secretary RWSS or in his absence senior members of SWSM. Objectives The main objective of the workshop is to share details of Medium term RWSS sector program and seek their support in its successful implementation. The specific objectives of the workshop are:

1. To create a common understanding about Medium term RWSS sector program and role of DWSC in its successful implementation

2. To create better understanding about the shift in the sector functioning and its

implications for actual program implementation on the ground

3. To better appreciate the role of DWSC in guiding the program management including functions related to operations, technology, HRD, procurement, finance and M&E at the district level

Participants

50 per event The participants would include selected members of DWSC

Responsibility of conducting the program Senior officers of SWSM/Secretary, RWSS would be required to facilitate the workshop. Timing These workshops would need to be conducted in the first and third year (after mid term evaluation). Duration 2 days




Expected Outcome At the end of the workshop, the participants would be:

Able to about describe Medium term RWSS sector program and role of DWSC in its successful implementation

Able to appreciate the shift in the sector functioning and its implications for actual

program implementation on the ground

Able to appreciate and show commitment about the role of DWSC in guiding the program management at the district level

Session plan Outline of the session plan is as follows: Day/Time Forenoon Afternoon

Day 1 Registration and Welcome Shifts in the sector functioning and its implications for actual program implementation on the ground

Medium Term Sector RWSS Program: Approach, Concepts, Principles, Components

Innovative approaches of community participation in RWSS sector as tried out in other states/countries

Day 2 Role of DWSC in guiding the program management at the district level.

State’s Support in strengthening DWSCs to help them better manage the program

Challenges faced in facilitating community participation in RWSS sector


Methodology The workshop would be participatory and promote experiential learning through analytical and reflective exercises and brain storming sessions. Evaluation A simple evaluation form would be used to get the feedback of participants.

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(3) DWSC Experience Sharing and Review Workshop Introduction In order to ensure quality of construction and timely achievement of progress as per project cycle, APRWSSP envisages organizing DWSC experience sharing and review workshops. These workshops would be held once a year in all the three regions of the state and selected participants from among various types of stakeholders would be invited to participate in the workshops. The workshops would be steered and chaired by Secretary RWSS or in his absence senior members of SWSM. The PSU would prepare background information to be used in the workshop. It would also be responsible to provide inputs to state government for review and revisions in the policies related to medium term RWSS sector program based on feedback from the field during the workshop. Objectives The main objective of the workshop is to share ideas, experiences, and exchange views with the participants in relation to scheme construction and its quality. The specific objectives of the workshop are:

To clarify the role of DWSC/GP-WSC/MVS-WSC in maintaining quality of construction including purchase of local and non-local material

To review progress vis-a vis project cycle and identify problems (Institutional,

social and technical) faced and seek solutions to emerging problems

To advise DWSC/GP-WSC/MVS-WSC on quality control issues in the construction work and on the skills required for construction supervision

To learn from each other by sharing best practices and discuss ways for enhancing

service delivery

To identify specific areas in which policy decision needs to be taken up in terms of change in strategy or implementation processes

Participants


Selected members of DWSC Selected staff of Support Organizations/Facilitation teams




Selected GP-WSC/MVS-WSC members Responsibility of conducting the program Senior officers of SWSM/Secretary, RWSS would be required to facilitate the workshop. Timing These workshops would need to be conducted at least once a year in all the three regions of the state during the implementation phase of each batch of the project. Duration 1 day Expected Outcome At the end of the workshop, the participants would be:

Able to find out rudimentary problems in scheme construction and how to deal with these problems.

Familiar with the concept of construction monitoring and supervision.

Able to understand the role and responsibility of DWSC/GP-WSC/MVS-WSC in

scheme construction and quality control based on the scheme design and specifications.

Able to share ideas and gain knowledge on sustainable approaches on community

managed drinking water supply and environmental sanitation schemes.

Better aware about scheme management.

Familiar with rural water supply scheme technology options, i.e., (lay-out plans, water supply, components, O&M procedures, supervision methods and quality control mechanisms).

Learn from the best practices as to how to improve service delivery

Able to identify specific areas in which policy decisions need to be taken for

improving program management.




Session plan Outline of the session plan is as follows:

Forenoon Afternoon Registration and Welcome Presentation by participant groups

related to Group work 1,2 and 3 followed by discussions in the plenary

Overview of status of implementation: A presentation by PSU based on progress reports (In case of subsequent workshops, progress against actions agreed during the last review would also be presented )

Preparation of action plan by each district specifying steps to be taken and related responsibility

Presentations by respective DWSCs on their progress, issues, challenges and support required from PSU/SWSM/ state government

Arriving at an agreed action plan through discussions in the plenary

Group work 1: Identifying problems related to project implementation and suggest possible solutions

Felicitation of those who have performed better by the Secretary

Group work 2: Identifying best practices and ways to improve service delivery

Group work 3: Identifying specific areas in which policy decision is required for improving program implementation

Methodology The workshop would be participatory and would involve participants in analyzing problems related to project implementation and suggest solutions. Felicitation of those who have performed better would be done to encourage participants to excel in their work. An agreed list of tasks to be completed along with related responsibility would be an important output of the workshop and progress against which would be reviewed during the next workshop. . Evaluation During the workshop, participants would be evaluated in terms of their capabilities, practical and theoretical skills and abilities. The assessment would take place through discussion and participants’ involvement in group discussions etc.

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(4) Observation Study Tours to Other Successful RWSS Projects in India

Introduction In order to create conviction among the project managers and other functionaries about the effectiveness of community management of water supply and sanitation schemes, visits to successful projects in the country could be planned. Based on the philosophy of ‘seeing is believing’, these visits are basically based on the approach of participant observation in which the visitors are given the opportunity to interact with the communities and functionaries of the successful projects of similar nature and thereby gain insights into processes and issues of community management of RWSS schemes. The projects to be visited could include similar World Bank assisted projects in other states such as Uttarakhand, Kerala, Punjab, Karnataka & Maharastra etc. Objectives The overall objective of the observation study tours (OSTs) to other successful RWSS Projects in India is to gain insights about the elements of successes achieved in similar RWSS projects by visiting, observing and interacting with the primary stakeholders so that the project functionaries could get useful ideas that could be made use of in their own projects. The specific objectives are:

To provide first hand experience to project managers and other functionaries (by

visiting and interacting with communities and other project stakeholders) about the processes and issues related to planning and implementation of community managed RWSS projects.

To make the participants understand the elements/factors that need to be taken

care of during planning and implementation phases for ensuring the sustainability of systems and services

To motivate participants for adaptation of best practices in their own projects

based on the learning during these visits. Participants


Selected Members of SWSM/DWSM Selected officials from RWS Department such as CE, SE, EE,DEE, AEE




Selected staff of DPSUs Selected staff of Support Organizations/Facilitation teams

Selected GP-WSC/MVS-WSC members

Responsibility of conducting the program PSU/DPSUs could directly tie up the concerned projects. Alternatively, the responsibility could be given to a service agency for arranging the logistics and interacting with respective projects. Timing These OSTs would need to be organized every year, except for the last year, for selected participants. The timing should be before the start of different phases. Duration 5 day including the travel time. Expected Outcome At the end of the OST, the participants would be:

1) Able to understand the processes and issues related to community managed RWSS projects.

2) Able to describe the factors that need to be taken care of during project planning

and management for achieving sustainability of RWSS schemes.

3) Able to understand as to how to adapt best practices in their own project situation. Session plan Though the detailed itinerary of the OST would need to be chalked out in consultation with respective project management units, an indicative schedule is as follows: Time/ Day

Forenoon Afternoon

Day 1 Travel to the RWSS project to be visited Reach the RWSS project to be visited

Day 2 Initial meeting with the senior project Interaction with different




management specialists working in the project, collecting relevant documents and leave for village visit

Day 3 Village visit Day 4 Village visit Wrap-up discussion with project

management Day 5 Return journey Methodology The OST would be based on participant observation methodology. Therefore, the project management of respective projects would be requested to provide information and details as required by the participants and provide full opportunity to freely interact with communities. The project management should not try to respond to the queries of participants on behalf of the communities. Evaluation When the participants return, they would be asked to make a presentation as to what they learnt and how they plan to make use of it in their own project. The action points agreed must be followed up in order to assess the efficacy of the OST.

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(5) Observation Study Tours to Other Successful RWSS Projects Abroad

Introduction In order to provide international exposure and create conviction among the project managers and other functionaries about the effectiveness of community management of water supply and sanitation schemes, visits to successful projects in other countries of Asia, Africa, Latin America etc. could be planned. Based on the philosophy of ‘seeing is believing’, these visits are basically based on the approach of participant observation in which the visitors are given the opportunity to interact with the communities and functionaries of the successful projects of similar nature and thereby gain insights into processes and issues of community management of RWSS schemes. The projects to be visited could include similar World Bank assisted projects in countries such as WSSLIC project in Indonesia; projects supported by INGOs; and customized learning and exposure visits to centers of excellence in RWSS sector such as IRC. Objectives The overall objective of the observation study tours (OSTs) to other successful RWSS Projects abroad is to gain insights about the elements of successes achieved in similar RWSS projects in cross-cultural context by visiting, observing and interacting with the primary stakeholders so that the project functionaries could get useful ideas that could be made use of in their own projects. The specific objectives are:

1. To provide international exposure and first hand experience to project

managers and other functionaries (by visiting and interacting with communities and other project stakeholders) about the processes and issues related to planning and implementation of community managed RWSS projects.

2. To make the participants understand the elements/factors that need to be

taken care of during planning and implementation phases for ensuring the sustainability of systems and services

3. To motivate participants for adaptation of best practices in their own

projects based on the learning during these visits. Participants


Selected Members of SWSM/DWSM




Selected officials from RWS Department such as CE, SE, EE,DEE, AEE Selected staff of DPSUs Selected staff of Support Organizations/Facilitation teams

Selected GP-WSC/MVS-WSC members

Responsibility of conducting the program PSU/DPSUs could directly tie up with the concerned projects. Alternatively, the responsibility could be given to a service agency for arranging the logistics and interacting with respective projects. Timing These OSTs would need to be organized every year, except for the last year, for selected participants. The timing should be before the start of different phases. Duration 7 day including the travel time. Expected Outcome At the end of the OST, the participants would be able to:

1) Describe the processes and issues related to community managed RWSS projects in cross-cultural contexts.

2) Describe the factors that need to be taken care of during project planning and

management for achieving sustainability of RWSS schemes.

3) Explain as to how to adapt best practices in their own project situation. Session plan The schedule would need to be fixed as per requirements and local situation of the project to be visited in consultation with respective project management. However, an indicative schedule is being given below:




Time/ Day

Forenoon Afternoon

Day 1 Travel to the RWSS project to be visited Reach the RWSS project to be visited

Day 2 Initial meeting with the senior project management

Interact with different specialists working in the project, collect relevant documents and leave for village visit

Day 3 Village visit Day 4 Village visit Day 5 Excursion trip Day 6 Wrap-up discussion with project

management

Day 7 Return journey Methodology The OST would be based on participant observation methodology. Therefore, the project management of respective projects would be requested to provide information and details as required by the participants and provide full opportunity to freely interact with communities. The project management should not try to respond to the queries of participants on behalf of the communities. Evaluation When the participants return, they would be asked to make a presentation as to what they learnt and how they plan to make use of it in their own project. The action points agreed must be followed up in order to assess the efficacy of the OST.

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(6) World Bank Procurement Procedures and Systems

Introduction Being a World Bank assisted project, APRWSSP has to follow the procurement systems and procedures that are in line with the World Bank guidelines in this regard. These guidelines have been developed by the Bank based on their need for impartial administration of procurement among eligible bidders thereby providing equal business opportunity to the Member Countries of the Bank and are based on the accumulated experience of the Bank and good/procurement practices followed on a global scale. The basic considerations guiding procurement in Bank financed projects are: a) Need for economy and efficiency in the execution of the project; (b) Bank’s interest as a co-operative institution in giving all eligible bidders from developed and developing countries an opportunity to compete; (c) Bank’s interest as a development institution in encouraging the development of domestic contracting and manufacturing industries; and (d) The importance of transparency in the procurement process. The Bank’s guidelines cover various procedures acceptable to the Bank and these are applicable only to the extent they are provided in the legal loan agreement for the specific project. The Bank’s procedures in many respects differ from the procedures normally adopted in the Government of India viz. the nodal agency, the Directorate General of Supplies and Disposal (DGS&D). The loan agreement for a specific project between the Government of India and an institution of the World Bank is subject to international law and therefore, takes precedence over local law. As a consequence procurement rules of the loan agreement apply even where the domestic rules are different. The Bank’s guidelines for procurement are incorporated in the loan agreement (may be by reference) and in the overall the Bank guidelines to the extent provided in the legal agreement are applicable. The loan agreements generally refer to a procurement schedule, which specifies special ICB rules, any exceptions to ICB, domestic preference, provisions for Bank’s review etc. The methods of procurement (to be specified in the loan agreement) include International Competitive Bidding (ICB) are Limited International Bidding (LIB), National Competitive Bidding (NCB), Shopping : International/ National, Direct Contracting, Force Account and procurement through NGOs/ UN agencies. It is also important to mention that the Bank has been continuously evolving and updating its procurement rules/ guidelines based on experience. The Bank guidelines provide for a review by the Bank of the procurement decisions taken by the borrower. The review may be a prior or a post review of individual cases.




Modifications to contracts are also subject to reviews. During these reviews the Bank determines if the borrower has violated the agreed rules or if procurement has been inconsistent with the agreed procedures. In such an eventuality the Bank may declare it to be a mis-procurement. Mis-procurement entails that the Bank (i) does not finance the expenditure, (ii) may cancel that portion of the loan allocated to the goods that have been mis-procured and (iii) may in addition exercise other remedies under the loan agreement. It would thus be clear that the Bank requires that the agreed upon procurement procedures and the Bank’s guidelines are followed by the borrowers to the satisfaction of the Bank. Normally non-initiation of a procurement process or its non-completion are not treated as mis-procurement. The main effort in the procurement under World Bank procedures is to make the system as transparent as possible, lay down all parameters required for bid evaluation and thereby reduce subjectivity to the minimum. This training is proposed for the senior officers in PSU in order to provide them clarity about the World Bank procurement procedures and systems so that they could follow the same at their end and help DPSUs in this regard as well. There are a number of procurement functions to be carried out in APRWSSP such as hiring of consultants in PSU/DPSUs, support organizations, service agencies for specialized tasks, purchase of office equipments in PSU, DPSU and procurement of goods, works and services (such as purchase of material or hiring of contractor for scheme construction) by representative organizations (GP-WSC, MVS-WSC) of the community. Objectives The objectives of the program include:

Explain project cycle and procurement cycle.

Acquire knowledge of the World Bank procurement principles and procedures.

Develop the skills needed to prepare procurement plan, procurement documents,

bid evaluation and contract award.

Introduce the World Bank Procurement Guidelines and Consultants Services

Guidelines.

Understand the differences between the World Bank procurement rules and state

procurement laws and regulations.




Participants Senior management of PSU (5 persons) would need to be nominated for this training.

Responsibility of conducting the program Administrative Staff College of India, Hyderabad organizes these programs and the nominations should be sent to them as per their calendar of events. Timing The training should be planned as early as possible in the beginning of the project. Duration 12 days Expected Outcome

The participants are able to describe the World Bank procurement procedures and systems and how they are different from procurement in the Government system.

They are skilled enough to apply these procedures in the project.

Training plan The institutions providing this training have a properly developed and tested training program on this subject. Administrative Staff College of India, which is based in Hyderabad itself, is best suited for the purpose. The topics that are covered under the training plan include:

Project cycle Procurement cycle Procurement planning and procurement documents Procurement of goods and civil works Selection of consultants Bid evaluation Contract signing New changes of the Procurement Guidelines and Consultants Services Guidelines, Main differences between the World Bank Procurement Rules and state

procurement laws and regulations, and Case studies




Methodology ASCI has developed appropriate methodology for organizing this program and it includes, presentations, participatory group exercises and case studies. Evaluation A simple evaluation form is used to get feedback of participants about the training.

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(7) Monitoring and Evaluation Introduction Monitoring and Evaluation are essential to improving the effectiveness of any project. Careful project monitoring allows managers to make appropriate decisions on a day- to-day basis and ensures that projects are carried out as designed and modified when necessary. Evaluation enables project managers to understand and demonstrate the results of their work, determine the best strategies for achieving their goals and document lessons learned to improve future programs. The M&E system in APRWSSP seeks to retain the basic principles of project management yet allow the project to identify, develop and evolve their own monitoring and review systems. The traditional monitoring system focuses more on the input-output aspects of project management. The monitoring of processes and outcomes/results is often overlooked or not given due emphasis. M&E system in APRWSSP stresses project processes and results as an integral part of project management and develops process/results milestones that are regularly monitored throughout the period of project implementation. Learning from project interventions and experiences are often captured by experts that are external to project and the beneficiary group. APRWSSP on the other hand develops systems where the learning of the project implementation team and the stakeholder groups including the target beneficiaries is documented and used for effective project implementation. The training is expected to equip the PSU/DPSU with the necessary skills and knowledge to understand the M&E system developed in APRWSSP, its various components and how to use it. The workshop does not promise to cover details on all M&E components but does ensure to share use of certain simple M&E tools through real life examples, case studies and group work. The main highlight of the workshop would be qualitative and quantitative indicators for the project and how to apply them for better decision-making. The training would also cover community-monitoring system, which is the most critical element for success of APRWSSP. Objectives The objectives of the program include:

Create conceptual clarity for facilitating better understanding of Monitoring and Evaluation system in APRWSSP

Develop understanding of the relationship of monitoring, evaluation and learning systems with the project cycle




Develop understanding about project development objectives and its logical Monitoring and Evaluation framework

Enhance knowledge base and develop skills for implementation of project monitoring systems for APRWSSP

Augment knowledge and skills for facilitating community monitoring and evaluation systems

Participants

40 per event The participants would include PSU/DPSU staff.

Responsibility of conducting the program M&E specialist/s having adequate domain experience would facilitate the workshop. Timing The training would need to be conducted during the planning phase of each batch of the project. Duration 2 days Expected Outcome Upon completion of the training programme, the participants would:

Better appreciate APRWSSP M&E concepts, design and roll-out monitoring systems and evaluation studies, analyze and interpret M&E information for informed decision making; and present M&E analyses in user friendly formats for wider dissemination;

Better understand the principles and procedures for effective project monitoring and evaluation;

Be able to appreciate the logical framework analysis to monitor and evaluate APRWWSP

Be able to improve their ability to gather, manage, and communicate project information;

Have enhanced skills to facilitate community monitoring and evaluation in APRWSSP.




Training plan Outline of the training plan is as follows: Time/ Day

Forenoon Afternoon

Day 1 Registration, Introduction, Training Objectives

Community monitoring and evaluation: Tools and techniques

APRWSSP: Development Objectives M&E System in APRSSP

Introduction to M&E Indicators Components Monitoring Techniques Logical Framework Analysis Gathering, managing information

and reporting

Formation of groups for field study to facilitate community monitoring

Day 2

Field study Reporting mechanism and formats

Sustainability Monitoring System of Giving feedback to

community and, SO Evaluation and closure

Methodology This training would be a participatory programme that would build-upon the experiential learning of participants. The pedagogy focuses on interactive group learning and aims both at knowledge development and skill upgradation through peer learning. Methodologies would include:

Lectures/interactive sessions Games/anecdotes, Group Discussions Brainstorming sessions/ Experience sharing Training Support materials/ Handouts Power-point Presentations

Evaluation A simple evaluation form would be used to get feedback of participants about the training.

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(8) Computers Introduction Use of computers is an essential requirement for efficient day-to-day functioning of PSU/DPSUs. The staff in PSU/DPSUs comes from government departments on deputation and from the open market on contractual basis. All the staff may not be skilled enough in the use of different softwares that are generally required in the project. Therefore it would be essential to organize computer training for relevant staff of PSU/DPSUs as part of skill development programs proposed. The training is expected to equip the relevant staff of PSU/DPSU with the necessary skills and knowledge to use computers in their day-to-day functioning. Objectives The objectives of the program include:

Create conceptual clarity about computers including hardware, software, its likely usages etc..

Help appreciate the precautions/safety measures to be taken in use of computers Enhance skills in use of internet Enhance skills in use of following software

MS Word MS Excel Powerpoint MS Project SPSS

Participants

25 per event The participants would include relevant PSU/DPSU staff.

Responsibility of conducting the program Computer personnel would be required to facilitate the workshop. Timing The training would need to be conducted as and when it is felt necessary.




Duration 5 days Expected Outcome Upon completion of the training programme, the participants would be able to:

Describe computers, its parts, functions and applications Have enhanced skills in use of internet Describe precutions/safety measures to be taken in the use of computers Have enhanced skills in the use of relevant software, such as

Preparing and formatting a document in MS Word Prepare tables and graphs in MS Excel and do required calculations Prepare presentations in MS Powerpoint Prepare work plans, project cycles in MS project Use SPSS package for entry and analysis of survey data

Training plan Suggested outline of the training plan is as follows: Time/ Day

Forenoon Afternoon


Practice session on MS Word

Basic information about computers and its applications

Precautions in use of computers Details of MS Word

Day 2

Details of MS Excel Practice session on MS Excel

Day 3 Details of MS Powerpoint Practice session on MS Powerpoint

Use of internet Practice session on use of internet

Day 4 Details of MS Project Day 5 Details of SPSS package




Methodology This training would be a participatory programme that would build-upon the existing learning of participants. The pedagogy focuses on interactive group learning and aims both at knowledge development and skill upgradation through peer learning. Methodologies would include:

Lectures/interactive sessions Hands-on practice sessions Training Support materials/ Handouts Power-point Presentations


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(9) Financial Management and Accounting Introduction One of the core skills, which would be required for effective implementation of the project at the PSU/DPSU level, would be managing the finances and required accounting, as envisaged under the financial manual. This would be needed in order to maintain a uniform and standardized financial procedure at all level of the project implementation. Objective of the training

To provide orientation in financial management and accounting processes to the PSU/DPSU personnel as per the financial manual

To develop the skills to negotiate and finalize financial proposals as per site appraisal and agreed schemes.

To develop and monitor transparent and consistent procedures with regard to administration and management of contracts of different agencies (Training Institutions, SO, consultants etc.)

To introduce standards and benchmarks for all financial transaction and processes Participants 25 persons per program consisting of the finance and accounting personnel of the PSU and the DPSUs. Responsibility of the Training The responsibility of conducting this training would be that of the PSU through a team of financial management specialists drawn from:

PSU or through Hiring external consultants or Training institutions

Timing This training should be conducted at the commencement of the planning phase of the project. Course Duration 3 days




Expected Outcomes At the end of the training the participants would:

Be able to manage the finances and maintain the accounting and record keeping as per the requirements of the project and benchmarks suggested under the financial manual

Be equipped with the skill and understanding to undertake the administration and monitoring of the contracts of different outside agencies

Develop the skills to negotiate and finalize the proposals submitted by the SOs Methodology The training methodology would include audio-visual presentations, group work and practice sessions using tools and formats.

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(10) MIS Introduction APRWSSP seeks to empower communities to deliver quality, reliable, relevant and timely water supply and sanitation services to their beneficiaries and thereby cater to the needs of communities effectively. A well suited Management Information System (MIS) makes the difference to a Watsan management portfolio and financial operations. This programme will enable the relevant staffs of PSU/DPSU, who are not exposed to the MIS being used under APRWSSP, to build an understanding about relevance and benefits of the Management Information System as also the skills to use it for decision making by generating desired information about the progress made under the project. The training is expected to equip the relevant staff of PSU/DPSU with the necessary skills and knowledge to use MIS in their day-to-day functioning. Objectives The objectives of the program include:

Create an understanding about the concepts and theories on management information system (MIS)

Definition of MIS The difference between 'Data' and 'Information' How raw data derived from communities is transformed into usable

information for the organizational operations Components of MIS Role and objectives of MIS

Create an informed appreciation of the importance of the MIS for APRWSSP

project

Enhance skills in use of the MIS of APRWWSP for generating information for assessment of progress and decision-making in the project.

Participants

25 per event The participants would include relevant PSU/DPSU staff.




Responsibility of conducting the program MIS personnel would be required to facilitate the workshop. Timing The training would need to be conducted as and when it is felt necessary. Duration 3 days Expected Outcome Upon completion of the training program, the participants would be able to:

Describe concepts and theories of MIS Appreciate importance of MIS in APRWSSP Have enhanced skills in using the MIS and generate reports as per requirement.

Training plan Suggested outline of the training plan is as follows:

Time/ Day

Forenoon Afternoon


Practice session on data entry and verification

Concept and theories on MIS Importance of MIS in APRWSSP Input formats: Data entry and checking of formats before entering the data

Day 2 Output formats: Standard reports that can be generated by the MIS

Practice session on generating reports

Day 3 System for generating query based information

Practice session on generating query based information

Safety measures and firewalls provided in the MIS

Evaluation and Closure

Methodology The Training Program on MIS for APRWSSP would be conducted with real time examples on computers where every participant would be allocated a computer each for on the spot learning and experience. This is further enhanced by participatory and




interactive information sharing, discussions, case studies and practical demonstrations during the program. Evaluation A simple evaluation form would be used to get feedback of participants about the training.

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(11) Staff Retreat Introduction The experience of successful projects indicates that in order to rejuvenate the team, annual staff retreats for PSU/DPSU staff are extremely useful. Holding staff retreats that are well planned and scheduled regularly can provide tremendous benefits such as:

Team members feel appreciated A great sense of team unity and commitment to the common goal Less conflict or more easily resolved conflicts in a neutral setting The opportunity to resolve complicated issues away from the usual daily

distractions More effective long range planning Better results due to better use of your team's creative potential A more skilled team that regularly works to develop a fresh perspective on the

task at hand.

Objectives The overall objective of staff retreat is to rejuvenate the team, reduce stress and conflicts and create conditions that their positive and creative potential is unleashed resulting in team work and more effective planning of tasks ahead.

Participants

60 per event The participants would include PSU/DPSU staff

Responsibility of conducting the program PSU could directly organize the staff retreat. Alternatively, the responsibility could be given to a service agency for arranging the logistics and assist in planning the retreat. Timing These retreats would need to be organized once a year, for PSU/DPSU participants. The timing should be before the start of different phases. Duration 3 days excluding the travel time. Expected Outcome At the end of the retreat, the participants would be:




Able to relax and enjoy the retreat along with the top project management. It would give them an opportunity to get a fresh perspective on colleagues and top managers of the project.

Able to appreciate that the project management is accessible, eager to hear their ideas, and appreciate their efforts.

Able to develop a plan of action to improve project implementation and are willing to undertake responsibility for its implementation.

Session plan The itinerary of the retreat would need to be chalked out by the project management on the basis of relevant issues/challenges that need to be discussed during the retreat. However, a sample day plan is given below:

Breakfast and Warm Up Activity

Team Building Time as per specific needs of your team such as learning to communicate more clearly, learning to trust each other, using active listening skills, etc.

Produce something visual such as creating a group mission statement during the

first retreat or a Wall of Wonder during subsequent retreats. A mission statement is a 10-word phrase or sentence that captures what your team is all about and what your purpose is. A wall of wonder is created by listing all of the team accomplishments over a period of time on a large poster, which can then be displayed.

Have fun and social lunch!

Brainstorming Session in a relaxed setting to focus on more creative endeavors

such as problem solving and goal setting. During this first session, select one problem that your team is currently facing and try to collectively seek and assign responsibility for implementing your solution.

Skill Building If you have new information or skills that you want to teach your

team, this is an excellent time to do it.

Planning and goal setting Engage the participants in talking about where you'd like to be in a year or five years as a team or an agency. Try to get your team members to provide details as they talk. The more details you can coax out of them, the clearer everyone will "see" this vision. Then identify one or two things that you as a team or as individuals can do NOW that will move you closer to that vision.




Put closure on the day End the day with a short and sweet activity. Dismiss the team, with a small memento of the day. A simple idea is just to make

postcards with inspiring words on the front and their assignments from the afternoon work sessions on the back.

Methodology The important elements in organizing the retreat are making it comfortable, interactive and relevant. Some of the tips for planning a retreat are: Making it comfortable

Plan your retreat for a comfortable site away from the normal workplace to help create a learning environment that is positive and relaxed.

Encourage staff to dress comfortably. Allow them to wear casual dress, if they want so.

Start the day with comfort foods Don't forget some social time. This would allow some "social time" for everyone

to re-connect with team members they don't see frequently. One of the ways to incorporate this into your staff retreat is to include lunch/dinner as a group.

Making it interactive

Make it interactive. The key to a productive retreat is to use it as a time to really draw out all the creativity and problems solving skills of your team. Skills that may be getting buried in the "busyness" of completing daily routines and paperwork.

Fun is important. According to experts, adults learn better when they are engaged and having a good time.

Get them involved! Do role-playing, take turns recording information for the group, brainstorm on post it note pads and have them get up and down to post their ideas. Whatever it takes to keep your team members awake, alert and involved.

Make it relevant

Plan ahead so that the participants can ensure their participation and they get activity material in advance.

Make an agenda based on what by identifying exactly what objectives you have for the retreat -- what issues do you want to tackle?

Initiate discussion by sharing some real life examples of the current problem/issue or challenge being faced by the organization

Help build to a positive conclusion. Try to keep the group focused on "process issues" and "possible solutions". The goal of the discussion is NOT to decide who messed up, but how do we as a team make this better.




Have Fun! Evaluation Informal evaluations such as ‘mood barometer’, writing spontaneous comments on slips or such other techniques would be used.

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(12) Understanding of Demand Responsive and Decentralized Service Delivery Approaches

Introduction As APRWSSP is envisaged to follow demand responsive and decentralized service delivery approaches. These approaches require sensitive and flexible support of implementing institutions so that they are able to empower communities and their institutions to undertake responsibility of planning and management of their water supply and sanitation schemes. Hence, orientation of DWSM members and DPSU staff on these aspects is extremely critical for successful management of the program. The logic of following demand responsive and decentralized service delivery approaches is to achieve sustainability of systems and services. There is a general recognition that a transformation from a target based, supply-driven approach, which pays little attention to the actual practices and/or preferences of the end users, to a demand responsive approach where users get the service they want and are willing to pay for is urgently required. Implementation of such an approach will ensure that the public obtain the level of service they desire and can afford to pay. Further, full cost recovery of operations and maintenance and replacement costs will ensure the financial viability and sustainability of the schemes. The conditions under which people would be willing to maintain and operate water supply schemes are:

If they own the assets, If they have themselves installed the handpump, or being actively involved

throughout, If they have been trained to do simple repairs, If they know the government will not maintain the asset, If they have sufficient funds for maintenance, and If they have to pay for O&M.

It is also pertinent to mention that there is a lot of confusion among practitioners about the meaning, principles and practice of true community participation as also regarding new terminologies like Demand Driven Approach (DDA) and Demand Responsive Approach (DRA) etc, particularly from the point of view of working out operational methodology to systematically address these issues in a meaningful manner. This needs to be clarified through facilitating participatory analysis by the participants. The Eight and Ninth Five-year plan emphasized the need for innovative reforms for the sustainability of the systems. Water has to be managed as a commodity in exactly the same way as any other

resource like, soap, milk, rice etc;




Supply of water to consumers should normally be based on the principles of effective demand which should broadly correspond to the standard of service that the users are willing to maintain, operate and finance;

Private sector efforts for construction and maintenance should be encouraged and mobilized to the maximum extent feasible;

Panchayat Raj institutions should be free to levy and raise appropriate user charges for drinking water.

It is also desirable to discuss the reasons of limited success achieved under Sector reform and Swajaldhara projects during the workshop so that the same mistakes are not repeated in APRWSSP and due care is taken to ensure true community participation. Issues related to design of schemes based on the demand and need of the local area, willingness of the community to share the capital cost as well as agreement to operate and maintain the system, formation of a truly representative GP-WSC through a transparent process, provision of insurance of schemes, provision of source and catchment protection measures, transparency in procurement processes and community M&E systems and addressing emerging capacity building needs should be thrashed out during the workshop so as to dispel myths and create a common understanding about these critical issues.

Objectives The main objective of the workshop is to share details of Medium term RWSS sector program and seek their support in its successful implementation. The specific objectives of the workshop are: To create a common understanding about APRWSSP, its approach, concepts,

principles, components, institutional arrangements etc. To create better understanding about the demand responsive and decentralized service

delivery approaches, its importance and what it requires to make it work in actual program implementation on the ground

To better appreciate the role of DWSM and DPSU in the program management including functions related to operations, technology, HRD, procurement, finance and M&E at the district level

Participants

15 per event The participants would include members of DWSM and DPSU staff




Responsibility of conducting the program Senior officers of DPSU would be required to facilitate the workshop. Timing These workshops would need to be conducted in the pre-planning phases of each batch. Duration 2 days Expected Outcome At the end of the workshop, the participants would be:

Able to about describe APRWSSP, its approach, concepts, principles, components, institutional arrangements etc

Able to better understand the demand responsive and decentralized service delivery approaches, its importance and what it requires to make it work in actual program implementation on the ground

Able to appreciate and show commitment about the role of DWSM and DPSU in guiding/facilitating the program management at the district level

Session plan Outline of the session plan is as follows: Day/Time

Forenoon Afternoon

Day 1

Registration and Welcome

APRWSSP: Approach, Concepts, Principles, Components, Institutional arrangements

Innovative approaches of community participation in RWSS sector as tried out in other states/countries

Demand responsive and decentralized service delivery approaches: its’ importance, implications and what it requires to use it in program implementation

Introduction to methods and tools of community participation

PRA/PLA SARAR REAL

Day 2

Field visit to a Swajaldhara/SRP village Group exercise and presentation: Issues related to community participation as experienced during earlier participatory projects such as SRP, Swajaldhara and how to avoid those mistakes in




APRWSSP Day 3

Recap of previous day’s activities Role of DWSM and DPSU in guiding the program management at the district level

Issues related to operations, technology, HRD, procurement, finance and M&E


Methodology The workshop would be participatory and promote experiential learning through analytical and reflective exercises, brain storming sessions and field visit. Evaluation A simple evaluation form would be used to get the feedback of participants.

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(13) Contract Management and Selection of FTs/SOs Introduction APRWSSP envisages that a facilitating team (FT) would need to be identified and entrusted the responsibility of facilitating project processes at various stages of the scheme cycle at the GP/ GP-WSC level. The FT could comprise of 4-5 members with skills in community mobilisation, environment, sanitation and hygiene promotion, financial management and engineering. It is proposed that the engineers at the Mandal level would be an integral part of the FT whereas DEE at Sub-Division Level would provide strategic technical inputs as per requirements such as for working out the technical options, designing the scheme as per community agreed technical option and setting-up of the O&M systems at the village level. The GoAP may consider adopting multi-pronged strategy in selection of other members of FT, some of the possible options could be:

1. Utilising the services of Teams working at the village levels under Society for Eradication of Rural Poverty (SERP) through policy level integration/ collaboration.

2. Hiring services of NGOs/ Support Organisations (SOs)/ CBOs

3. Hiring project based staff on deputation/ contract basis at the Mandal Level

4. Forming Team at the GP Level using elected representatives, community representatives and ANM/ASHA/School Teacher/ Anganwadi Workers with appropriate gender balance.

In the first three options, the FT could be deployed for a group of GPs, whereas for the option 4, the FT would be exclusively for a particular GP. It is important to note here that these are not mutually exclusive options and, therefore, more than one option can be tried out in any given situation as per local requirements. The quality of FTs/SOs would determine the success of the project and therefore it is proposed to have a stringent criteria and rigorous process for selection of FTs/SOs. This workshop is one of the initial programs to help DPSU staff familiarize themselves with the criteria and process of selection of Field Teams (FTs)/ Support Organizations. Another objective is to give them tips on management of contracts that would be awarded to them during the pre-planning phase/planning phase. Objectives

The DPSU staff is imparted knowledge about criteria and process of selection of FTs/SOs for acting as catalysts to facilitate project processes at the village level.




The DPSU staff acquires the skill of selecting suitable FTs/SOs.

The DPSU staff is imparted tips on managing the contracts awarded to FTs/SOs succesfully

Participants


Engineers and social scientists working in the DPSU;

The participants could also include, as per requirement

Trainers of training institutions, in case hired RWS engineers at mandal/sub division levels

Responsibility of conducting the program Two senior resource persons (1 engineer and 1 social scientist) from PSU would be required to facilitate the workshop. Timing The workshop would need to be conducted in the beginning of each batch of the project. It should be planned well before the start of pre-feasibility studies for selection of villages. Duration 3 days Expected Outcomes

The participants are able to describe the criteria and process of selection of FTs/SOs

The participants are skilled to select suitable FTs/SOs

The participants are able to narrate checklist for contract management of FTs/SOs




Training plan Outline of the training plan is as follows:

Day/ Time

Day 1 Day 2 Day 3

Forenoon Registration, Introduction, Ice-breaking

Recap Recap

About APRWSSP Presentation on exercise 2 and finalization of criteria of selection of SOs/FTs

Contract management of FTs/SOs during the pre-planning and planning phases

Exercise 1:Role of FTs/SOs in the project vis-avis scheme cycle

Exercise 3: Process of selection of FTs/SOs

Afternoon Presentation followed by discussion and finalization of Role of FTs/SOs ( exercise 1)

Presentation on exercise 3 and finalization of process of selection of FTs/SOs

Finalizing general tips for contract management as also specific aspects during preplanning and planning phases

Exercise 2: Criteria of selection of FTs/SOs

Workshop evaluation and closure

Methodology Would include presentations and participatory group exercises. Evaluation A simple evaluation form would be used to get feedback of participants about the workshop.

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(14) Workshop on Village Selection Methodologies including Pre-feasibility and Site Appraisal

Introduction This workshop is one of the initial programs to help FTs/SOs familiarize themselves with the project concepts, principles and components and get involved in the village selection process by understanding selection criteria and its application in the field. The agencies involved in cross checking the villages recommended by FTs/SOs as also the DPSU staff would benefit from the workshop in terms of common understanding of the criteria and methodology of village selection in the APRWSSP. Objectives

The staff of FTs/SOs acquires the required knowledge and skills in carrying out pre-feasibility studies for recommending villages for inclusion in the project.

The service agencies acquire required knowledge and skills in carrying out site

appraisal of pre-feasibility studies conducted by FTs/SOs

The DPSU staff is exposed to village selection methodologies so as to ensure that pre-feasibility and site appraisals are done with required quality and respective reports are submitted in time and they are able to finalize the list of villages after required analysis of these reports.

Participants


3 staff (Team leader, Engineer and Community Development Supervisor) of

each Faciltation team (FT)/Support Organization; 2 Staff (1 Engineer and 1 Social Scientist) of service agency hired for site

appraisal of the villages recommended for selection by the FTs/SOs; Engineers and social scientists working in the DPSU;






Responsibility of conducting the program Two senior resource persons (1 engineer and 1 social scientist) and 1 assistant trainer would be required to facilitate the workshop. DPSU would arrange these from among their staff or through external training/capacity building agencies. Timing The workshop would need to be conducted in the beginning of each batch of the project. April-May would be the best time for conducting the workshops, as the best time for conducting pre-feasibility exercises is May-June (before rains) so as to record lean season discharge of water sources. Duration 2 days Expected Outcome

The participants are able to describe the project concept, principles, components of the APRWSSP and village selection criteria in the project

The participants are skilled to carry out pre-feasibility and site appraisal in the field with desired quality standards


Day/ Time

Day 1 Day 2

Forenoon Registration, Introduction, Ice-breaking Presentations by groups About APRWSSP Assessing need, willingness to

pay, technical feasibility of the villages visited

Components of pre-feasibility study and need assessment techniques

Source Measurement, filling up pre-feasibility formats

Group formation for field visit Afternoon Field visit to carry out pre-feasibility

study in 4-5 villages Site appraisal: methods to verify the pre-feasibility reports given by FTs/SOs

Workshop evaluation and closure




Methodology Would include presentations, group exercise, hands-on training in the field and filling of related formats. Evaluation A simple evaluation form would be used to get feedback of participants about the workshop. Data gathered during the field visits would also give an idea of transfer of learning during the workshop.

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(15) Training of Trainers on CLTS Introduction It is an established fact that the benefits of safe drinking water are lost in the absence of proper sanitation. CLTS experience world wide confirms that sanitation outcomes are more sustainable when total participation of the communities is ensured and communities are encouraged to engage in self-analysis of their own sanitation situation and seek local specific solutions on their own. This is the core belief upon which the Community Led Total Sanitation (CLTS) is based. CLTS is envisaged to be used as an entry point activity in the target villages to mobilize the communities and secure participation. It relies more on the behavior change aspect of sanitation than on construction of toilets and calls for specific attitude and skills to facilitate it on the ground. Objective of the training The overall objective of this training is to build the capacity of potential master trainers to facilitate the implementation of the Community-Led Total Sanitation (CLTS) as an entry point activity in the overall project implementation. The specific objectives of this program are to enable participants to:

Understand the principles and practices of Community-Led Total Sanitation (CLTS).

Realize the potential of CLTS to serve as an entry point activity Acquire skills to facilitate Community-Led Total Sanitation (CLTS) process in

villages Acquire skills to design and deliver a training program on Community-Led Total

Sanitation (CLTS)

Participants 28 participants per event, comprising of selected candidates drawn from DPSU, FTs/SOs, Training institutions, Engineers at mandal /sub division levels. Responsibility of the Training The responsibility of conducting this training would be that of the DPSU through a team of CLTS specialist trainers hired for the purpose. Timing This training should be conducted before the commencement of the ground level activities of the planning phase of the project.




Course Duration 5 days Expected Outcomes At the end of the training the participants would be equipped with the understanding the skills to:

Facilitate CLTS on the ground as an entry point activity Design and deliver a training program on CLTS for the extension staff

Training plan

Day Suggestive sessions Day 1 Registration, Introduction, Ice-breaking, Expectations from the workshop

Workshop Objectives Group exercise on ‘Experience of Implementing Sanitation Program’: Strategy

adopted, Activities conducted, Success vis-a-vis goal CLTS: Principles and Practices Trigger approach to sanitation behavior change Attitude and behavior of CLTS facilitator

Day 2 Simulation of Trigger tools Planning for Field Visit Field Visit Group presentation of learning and experience of Field Visit

Day 3 Types of triggering and related strategies

Field Visit Group presentation of learning and experience of Field Visit

Day 4 Follow-up: Need and strategy Technology options and supply chain Elements to support behavior change

Day 5 Designing and delivering a CLTS training Planning for action

Valediction and closure Methodology The training methodology would include audio-visual presentations, group work and practice sessions hands on experience on the field.




Evaluation A simple evaluation form would be used to get the feedback of participants. Quality of action plans developed by the participants would also give an idea about the effectiveness of the program.

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(16) ToT on Community Action Planning and Monitoring

Introduction This ToT is the foundation course of the project and it trains FTs/SOs to understand their role as catalysts for facilitating project processes at the village level. Community mobilization and community organization followed by community action planning and monitoring are the key tasks that need to be facilitated during the planning phase. This event therefore starts with building participatory skills among the SO staff for preparation of community action plans and monitoring. It also develops them as trainers so that they could train GP-WSCs in discharge of their roles and responsibilities. Finally, this event helps FTs/SOs in understanding their role during the planning phase and outputs/outcomes expected from them as support organizations. Objectives

The staff of FTs/SOs develops the required attitude, knowledge and skills in facilitating participatory community action planning process at the village level

The Community Facilitators acquire required knowledge and skills in facilitating

community monitoring and evaluation

The engineers and community development staff develop a common understanding in facilitating community-led processes

The staff of FTs/SOs develops the required plans for implementing their terms of

reference during the planning phase

Participants


3 staff (Team leader, Engineer and Community Development Supervisor) of

each Faciltation team (FT)/Support Organization; Engineers and social scientists working in the DPSU;


Trainers of training institutions, in case hired

RWS engineers at mandal/sub division levels




Responsibility of conducting the program Three senior resource persons (1 engineer and 2 social scientists) and 1 assistant trainer would be required to facilitate the workshop. DPSU would arrange these from among their staff or through external training/capacity building agencies. As the programs are held, good trainees could be spotted and included in resource team for future training events. Timing The ToT would need to be conducted just in the beginning of the planning phase of each batch of the project. July-August would be possibly the time for conducting the training. Duration 5 days Expected Outcome

The SO staff would have acquired fundamental skills in participatory approaches

The SO staff would have gained skills in facilitating community action plans

The SO staff would have gained skills in facilitating community M&E

The SO staff would be able to develop their plan of action for completing the tasks as per their ToR


Time/ Day

Forenoon Afternoon

Day 1 Registration, Introduction, Ice-breaking, Expectations from the workshop

Investigative/Creative techniques for understanding community situation

Workshop Objectives Resistance to change Understanding participatory approaches

vs directive approaches

Day 2 Recap of Day 1 Action planning techniques Analytical techniques Relating participatory




techniques to RWSS components

Informative techniques Day 3 Field visit for trying out participatory

tools Developing strategy for community action planning

Community M&E Day 4 Recap of Day 3 Developing modules for

community level trainings Formation of GP-WSC and its capacity

building

Day 5 Recap of Day 4 Presentation of SO plans Developing SO action plans for the

planning phase Workshop evaluation and valediction

Methodology The training methodology would be based on participatory techniques such as PRA, PLA, SARAR, REAL approach to capacity building. Group exercises and hands-on learning in the field would be given due attention. Evaluation A simple evaluation form would be used to get feedback of participants about the training. The quality of SO action plans prepared on the last day of the training would also give an idea of transfer of learning during the training.

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(17) ToT on Feasibility Studies, Engineering Survey and Design

Introduction In order to ensure sustainability of the water supply schemes created, APRWSSP envisages user involvement in the project at all critical stages. Design of schemes, preparation of related estimates and bill of quantities is the task of engineers. The community has to be involved in this process right from identifying and evaluating various technical options to deciding the choice of technology to conduction of engineering survey and finally preparation of designs and estimates. The engineers need to be oriented in community led approach so that they could help the community in choice of technology best suited to them as per their preferences, willingness to pay for capital/O&M costs and management capacity. This ToT provides the necessary orientation and guidance in this regard and equips them with necessary information and knowledge about designing a scheme as per community demand and also adhering to sound engineering principles. Objectives At the end of the program, the participants would be able to:

1. Understand the role of community in the process of selection of technology, engineering survey and design of rural water supply and sanitation (RWSS) scheme

2. Understand various technological options and their structural designs

3. Understand as to how to share the technology options and their details in a

simple manner so that they are easily understood by the community members

4. Know the principles, criteria and method of engineering survey and design

of RWSS scheme

5. Conduct engineering survey for designing RWSS scheme in the field

6. Develop bill of quantities and cost estimates related to RWSS schemes Participants





2 staff (Sr. and Jr. Engineer/Community Development Supervisor) of each Faciltation team (FT)/Support Organization;

Engineers working in the DPSU;



Responsibility of conducting the program Two senior engineers and one junior engineer would be required to facilitate the workshop. They could be from PSU/DPSU or taken from capacity building agency hired for the purpose. As the programs are held, good trainees could be spotted and included in resource team for future training events. Timing The ToT would need to be conducted during the early period (before ‘agree to-do-meeting) of the planning phase of each batch of the project. Duration 8 days Expected Outcome The participants would have:

Acquired fundamental skills in identifying technological options of RWSS scheme

Learnt as to how to present technology options along with their costs, merits and

demerits in a simple manner before the community so that the people could make an informed choice of technology during the ‘agree-to-do-meetings’

Gained skill in conducting engineering survey and preparation of RWSS designs,

cost estimates and bill of quantities and are able to explain these to community members in an user friendly manner





Time/ Day

Forenoon Afternoon

Day 1 Registration, Introduction, Ice-breaking Designing RWSS scheme: design process and design criteria

Training Objectives Identifying and presenting various technology options

Norms Setting How to conduct ‘agree-to-do-meeting’

Understanding about APRWSSP, its objectives, rationale, approach, components, scheme cycle and strategies for community involvement

Hydraulics and designs

Day 2 Recap of Day 1 Field visit, preparing technology options, presenting them before the community for technology choice

How to conduct feasibility study and engineering survey

Initiating engineering survey in the field

Day 3 Field visit and continue engineering survey Day 4 Field visit and complete engineering survey including survey calculations

and plotting Day 5 Group exercise: Preparation of water supply scheme designs including

special structures, foundations, etc. by the participants Day 6 Day 7 Estimating the requirement and

specification of construction material/quality and supervision

Group exercise: Quantity and cost estimates preparation

Preparing bill of quantities and cost estimates

Day 8 Recap of Day 7 Sanitation technology options O&M strategy and training of village

maintenance worker Workshop evaluation and valediction

Methodology The training methodology would be participatory and build upon the existing knowledge and skills of participants. The methodologies would focus on eliciting participants’ views and promoting creative and critical thinking. These would include:




Group exercises, role-plays, brainstorming sessions Hands-on engineering survey in the field Lectures only for introducing new concepts. These would be minimal.

Evaluation A simple evaluation form would be used to get feedback of participants about the training. The quality of engineering survey conducted and designs prepared during the training would also give an idea of transfer of learning during the training.

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(18) ToT on Source and Catchment Protection

Introduction Source and catchment protection works are critical for ensuring sustainability of sources. In some cases, where sources are naturally protected, these measures may not be required, But in most cases, source and catchment protection works need to be carried out around the water source as per local situation in order to ensure sustainable discharge of water in the source, maintaining ground water quality and conserve the soil. These include both engineering (such as terracing, gully plugging, check dams etc.) and biological measures (such as plantation). This ToT would help the participants in developing skill of facilitating planning of source and catchment protection measures at the community level. Objectives The objectives of the ToT program include:

Orienting engineers of SOs/FTs and other participants about importance of source and catchment protection works in ensuring source sustainability and developing location specific interventions in this regard.

Imparting knowledge and skills to participants for facilitating action planning for

source and catchment protection measures in villages. Participants


Community Development staff of Facilitation team (FT)/Support

Organization; Engineers working in the DPSU;






Responsibility of conducting the program One environmental engineer, one social scientist and one training assistant would be required to facilitate the workshop. They could be from PSU/DPSU or taken from capacity building agency hired for the purpose. As the programs are held, good trainees could be spotted and included in resource team for future training events. Timing The training would need to be conducted during the planning phase (after the ‘agree-to-do-meeting) of each batch of the project. Duration 3 days Expected Outcome The participants would have

Acquired understanding about the importance catchment protection works in source sustainability, how to assess as to which measures would be required in which situation and their relevant details.

Acquired fundamental skills in facilitating preparation of community action plan

for catchment protection works at the community level. Training plan Outline of the training plan is as follows:

Time/ Day

Forenoon Afternoon


Methodology for assessment of source and catchment protection measures

Importance of source and catchment protection in ensuring source sustainability

Source and catchment protection works Social measures Engineering measures Biological measures

Group formation and planning for the field visit




Day 2 Field visit by participant groups for facilitating action plan on source and catchment protection works based on assessment of the ground situation

Day 3 Presentation on field visits followed by discussion in the plenary

Presentation on one or two action plans and discussion in the plenary

Preparation of draft action plans by different SOs/FTs for facilitating source and catchment protection measures at the village level in their respective areas


Methodology The training methodology would have a balance between theoretical sessions and hands-on training in the field. The focus would be on creating skill in facilitating assessment and action planning of source and catchment protection works at the community level. Use of case studies is recommended to explain different types of situations and required measures in respective situations Evaluation A simple evaluation form would be used to get feedback of participants about the ToT. The quality of action plans prepared on the last day of the workshop would also indicate the level of transfer of learning.

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(19) ToT on Community Empowerment Plan

Introduction Community Empowerment Plan (CEP) would include sub-plans related to sanitation and hygiene promotion, initiatives for women involvement in the program, management of activities during construction and post-construction phases including mobilisation of community contribution for capital and O&M costs. The level of community involvement in preparation and implementation is critical in developing ownership of the community to own and sustain the benefits of improved water and sanitation services on a long term basis. The community development staff of FTs/SOs This ToT is aimed at creating necessary knowledge and skills among the participants to facilitate preparation of CEP at the community level, which is a part of community action planning. This event therefore should be planned in the later part of the planning phase. It also develops them as trainers so that they could train community members in general and GP-WSC, women groups and maintenance workers in particular in discharge of their roles and responsibilities related to preparation of CEP. Objectives

1. To make the staff of FTs/SOs understand the various sub-plans of CEP (Hygiene promotion, Women’s involvement, Management of construction and post construction activities, Community contribution) and the process involved in their preparation.

2. To impart required attitude and skills in facilitating participatory preparation

of CEP at the village level

Participants


2 staff (Team leader and Community Development Supervisor) of each

Faciltation team (FT)/Support Organization; Social scientists working in the DPSU;






Responsibility of conducting the program Two senior resource persons (2 social scientists) and 1 assistant trainer would be required to facilitate the workshop. DPSU would arrange these from among their staff or through external training/capacity building agencies. As the programs are held, good trainees could be spotted and included in resource team for future training events. Timing The ToT would need to be conducted in the later part of the planning phase of each batch of the project. Duration 3 days Expected Outcome

The SO staff would be able to explain the CEP, its various sub-components and process of its preparation at the community level

The SO staff would have gained skill in facilitating preparation of CEP at the

community level. Training plan Outline of the training plan is as follows:

Time/ Day

Forenoon Afternoon

Day 1 Registration, Introduction, Ice-breaking, Expectations from the workshop

Women’s Initiatives in construction, post construction and micro-credits

Community Empowerment Plan: An overview

Mobilizing Community Contribution

Hygiene Promotion Sub plan /Healthy Home Survey

Management Sub Plan

Formation of groups and planning for field visit




Day 2 Groups visit different villages for facilitating different sub plans Day 3 Presentations on field visits by different

groups Finalization of formats and checklist for preparation of various sub-plans of CEP in the plenary based on presentations by the groups

Preparation of checklist and formats for CEP by participant groups


Methodology The training methodology would be based on participatory techniques such as SARAR, REAL approach to capacity building. Group exercises and hands-on learning in the field would be given due attention. Evaluation A simple evaluation form would be used to get feedback of participants about the training. The quality of formats and checklist for CEP prepared on the last day of the training would also give an idea of transfer of learning during the training.

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(20) Training on Planning and Design of MVS

Introduction The prime motivation for setting up multi village schemes is based on the desire to provide full water supply coverage to rural areas despite local water scarcity and increasing contamination of sources. In such circumstances, it becomes necessary to make use of distant water sources. However, treating and piping water from remote sources is often complex and expensive, and it is felt that the cost of supply can be reduced and options broadened if a number of villages are served by one scheme. Multi village schemes have the potential to capture economies of scale and provide a higher level of service. Scale of economies arises from the bulk water system and professional support for the scheme. There are, however, some serious disadvantages of multi village schemes. Such schemes require significant investment (longer pipe length due to dispersion of the population served), substantial technical capabilities, and coordination and cooperation among diverse groups. Further, there are problems of inequity in distribution, physical losses of water in the system, and efficiency losses due to erratic power supply. In a 10-state study on the effectiveness of Rural Water Supply Schemes undertaken by the World Bank at the request of the Government of India, a large number of multi village and regional schemes were analyzed. An assessment of the cost of schemes and their performance was based on the survey data. The analysis brought out that the multi village schemes are more costly than single village schemes, with inferior performance and lower cost recovery. Given the relatively high cost and weak performance of multi village schemes, there is need for a major revamping of the planning and policy for such schemes. District-level planning should identify areas where multi village schemes would constitute a sustainable option and are also cost-efficient, based on aquifer and watershed information. Catchment area programs need to be incorporated in district plans for strengthening water supply sources. Multi village schemes relying on surface water would need to be taken up mostly when aquifers are over-exploited or the groundwater is of poor quality. An important issue in this context is the need for an independent appraisal and approval of proposals for multi village schemes. Therefore, guidelines, processes, and procedures need to be prepared for the appraisal and approval of multi village schemes. In planning and implementing multi village schemes in areas where these are justified, new approaches to management should be taken to improve scheme performance. The key elements of these are unbundling of the management function and providing communities a role in decision-making and the management of water distribution at the village level. Thus, bulk water supply and water




distribution need to be unbundled. Bulk supply could be managed by a professional public or private operator that enters into enforceable contracts with the Grama Panchayats (GPs) and/or user committees that are responsible for distribution at the local level. The formation of user groups such as Grama Panchayat- Water and Sanitation Committees and district/block user committees are critical for improving accountability of such schemes. Many multi village schemes are often too large and costly to be managed solely by user groups. A Memorandum of Understanding or formal contracts are other ways of increasing accountability between the user committee and the bulk water providers. These contracts can be the basis of detailed agreements regarding the performance targets, including quantity and quality of water to be supplied, payment for water supplied, and penalties in case of non-payment. As regards the existing multi village schemes, a similar move has to be made towards the decentralization of service delivery. This requires unbundling multi village schemes into smaller schemes and handing over the O&M responsibility of intra-village schemes to the GPs. There is also a need to encourage private consultants, contractors, and operators becoming more active in rural water service delivery, as several examples in India show that they are often more effective in improving service delivery. This is particularly important for the planning and implementation of multi village schemes. In order to ensure sustainability of the multi-village water supply schemes created, APRWSSP envisages user involvement in the project at all critical stages including planning and design of the schemes. The ZP members, engineers of DPSU and RWSS need to be oriented in the issues related to planning and design of MVS. This ToT provides the necessary orientation and guidance in this regard and equips them with necessary information and knowledge about designing a MVS scheme as per community demand and also adhering to sound engineering principles. Objectives At the end of the program, the participants would be able to:

1. Understand the issues related to institutional arrangements, appraisal, cost recovery and performance of MVS.

2. Understand the role of community in the process of selection of technology,

bulk service provider and design of MVS

3. Understand various technological options and their structural designs

4. Know the principles, criteria and method of design of MVS




5. Develop bill of quantities and cost estimates related to MVS Participants


ZP members/Engineers Engineers working in the DPSU; 2 staff (Sr. and Jr. Engineer/Community Development Supervisor) of each

Faciltation team (FT)/Support Organization;



Responsibility of conducting the program Two senior engineers and one junior engineer would be required to facilitate the workshop. They could be from PSU/DPSU or taken from capacity building agency hired for the purpose. As the programs are held, good trainees could be spotted and included in resource team for future training events. Timing The ToT would need to be conducted during the early period (before ‘agree to-do-meeting) of the planning phase of each batch of the project. Duration 3 days Expected Outcome The participants would be able to

Appreciate the issues related to planning and design of MVS

Learn as to how to present technology options of MVS along with their costs, merits and demerits in a simple manner before the community so that the people could make an informed choice of technology during the ‘agree-to-do-meetings’




Gain skills in preparation of design of MVS, cost estimates and bill of quantities and are able to explain these to community members in an user friendly manner


Time/ Day

Forenoon Afternoon

Day 1 Registration and explaining objectives Formation of MVS-WSC Issues related to multi-village schemes

(Sharing of case studies and evaluation reports)

Management of common facilities: Selection of bulk service provider

Understanding about provisions of MVS under APRWSSP including scheme cycle and strategies for community involvement

Management of Intra-village facilities

Day 2 Recap of Day 1 Field visit for community consultations for getting insights for design of MVS options

Designing MVS: design process and design criteria

Day 3 Recap and sharing of experience from the field visit

Group exercise: Quantity and cost estimates preparation

Estimating the requirement and specification of construction material/quality and supervision

Workshop evaluation and valediction

Preparing bill of quantities and cost estimates

Methodology The training would be in ToT mode, methodology would be participatory and build upon the existing knowledge and skills of participants. The methodologies would focus on eliciting participants’ views and promoting creative and critical thinking. These would include:

Group exercises, role-plays, brainstorming sessions and use of case studies Field visit Lectures/presentations only for introducing new concepts





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(21) Training on Solid and Liquid Waste Management Introduction In the absence of solid and liquid waste management the fullest benefit of safe environmental sanitation cannot be achieved. This aspect of environmental sanitation has received scant attention due to the lack of proper focus on awareness building and community analysis. Management of waste includes safe disposal of waste and goes beyond, where it treats waste as a resource. However, the sustainability of this entails community involvement and ownership at all levels. To facilitate community led waste management, the project functionaries need to understand the various issues involved in waste management, appropriate technology and factors responsible for ensuring community involvement and ownership. Objective of the training The overall objective of this training is to build the capacity of project functionaries to facilitate the implementation of the Community-Led management of solid waste and waste water as an integral part of the project activities. Participants 28 participants per event, comprising of selected candidates drawn from DPSU, FTs/SOs, Training institutions, Engineers at mandal /sub division levels. Responsibility of the Training The responsibility of conducting this training would be that of the DPSU through a team of specialist trainers hired for the purpose. Timing This training should be conducted before the commencement of the ground level activities of the planning phase of the project. Course Duration 2 days Expected Outcomes At the end of the training the participants would be equipped with the understanding and skills to facilitate community-led solid waste and waste water management on the ground.




Training plan

Day Suggestive Sessions Day 1 Registration, Introduction, Ice-breaking, Expectations from the workshop

Workshop Objectives Understanding waste: Solid and Liquid Disposal vs Management of waste : concept and practices

Waste management trilogy : Reduce – Reuse – Recycle Solid waste management activities : segregation – collection-transportation-treatment Channeling of waste water

Day 2 Treating waste as resource Appropriate technology: Composting, Soakage pit, Sewage treatment options etc.

Creating Community Models Tools for community self analysis for management of solid and liquid waste

Evaluation and closure Methodology The training methodology would include audio-visual presentations, group work and demonstration. Evaluation A simple evaluation format would be used to get the feedback of the participants.

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(22) Training on Financial Systems and Procedures Introduction The core skills which would be required for effectively carrying out the agreed ToR throughout the project cycle at the SO/FT level would be that of uniform and standardized financial management, general and personnel management and development of proposals during the planning phase. Training on financial system and procedures is proposed to be held at the district level to orient and build the capacity of SO staff in this aspect. Objectives of the training

To provide on the job training to the SO’s finance personnel to improve their financial management procedure, accounting and administrative record keeping.

To develop sound and negotiated planning phase proposals based on onsite appraised and agreed schemes.

Familiarize the SO staff with the requirements of implementation phase proposals To improve the skills at the SO level in terms of developing transparent and

consistent procedures with regard to administration and management of their contracts and related ToR

To introduce standards and benchmarks for all financial transaction and processes Participants 30 persons per program consisting of the finance and accounting personnel of the SOs/FTs. Responsibility of the Training The responsibility of conducting this training would be that of the DPSU through a team of financial management specialists drawn from the training Institution/ Capacity Building Agency. Timing This training should be conducted at the commencement of the planning phase of the project and after site appraisals of scheme have been made of the schemes for which the SOs have conducted pre-feasibility studies and before the staff selection for the Planning Phase.




Course Duration 2 days Expected Outcomes At the end of the training the participants would:

Be able to manage the finances and maintain the accounting and record keeping as per the requirements of their ToR and SO accounting system prescribed by the financial manual.

Be able to complete and negotiate the Planning Phase Proposal and make submission for review to the DPSU

Have understood the requirements for recruiting field and program staff Develop clarity about the terms of reference and their management responsibility

Training plan

Day Suggestive Sessions Day 1 Registration, Introduction, Ice-breaking, Expectations from the workshop

Workshop Objectives Understanding the roles and responsibility of SOs vis avis ToR,

Review of planning Phase contract, Staff selection guideline

Financial management and accounting Systems: general principle and requirement as per financial manual

Day 2 Project Logical frame work: Log frame concepts and relationships of goal, objective, inputs and outputs etc.

Guidelines for proposal preparation: Technical and Financial Evaluation and closure Methodology The training methodology would include audio-visual presentations, group work for designing proposals and practice sessions using tools and formats related to management and accounting. Evaluation A simple feedback form would be used for the purpose.

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(23) Project M&E Systems

Introduction Monitoring and Evaluation are essential to improving the effectiveness of any project. Careful project monitoring allows managers to make appropriate decisions on a day to day basis and ensures that projects are carried out as designed and modified when necessary. Evaluation enables project managers to understand and demonstrate the results of their work, determine the best strategies for achieving their goals and document lessons learned to improve future programs. M&E system in APRWSSP stresses project processes as an integral part of project management and develops process milestones that are regularly monitored throughout the period of project implementation. It is also important to document learning of the project implementation team and the stakeholder groups including the target beneficiaries so that it could be used for effective project implementation. The training is expected to equip the engineers of RWS at divisional and Mandal levels and staff of SOs/FTs with the necessary skills and knowledge to understand the M&E system developed in APRWSSP, its various components and how to use it. The workshop does not promise to cover details on all M&E components but does ensure to share use of certain simple M&E tools through real life examples, case studies and group work. The main highlight of the workshop would be qualitative and quantitative indicators for the project and learn to apply them for better decision-making. The training would include field visit to demonstrate some community monitoring techniques. Objectives The objectives of the program include:

Providing conceptual clarity for facilitating better understanding of Monitoring and Evaluation system in APRWSSP

Developing understanding of the relationship of monitoring and evaluation systems with the project cycle

Enhancing knowledge base and develop skills for implementation of project monitoring systems for APRWSSP

Developing skills to gather and submit information to DPSU/PSU as per required schedule.

Augmenting knowledge and skills for facilitating community monitoring and evaluation systems




Participants


RWS engineers at mandal/sub division levels Staff of SOs/FTs

Responsibility of conducting the program Two senior officers of DPSU would be required to facilitate the workshop. Timing The training would need to be conducted during the planning phase of each batch of the project. Duration 2 days Expected Outcome Upon completion of the training programme, the participants would:

Better appreciate APRWSSP M&E concepts, analyze and interpret M&E information for informed decision making

Better understand the principles and procedures for effective project monitoring and evaluation;

Be able to improve their ability to collect project information and submit it to DPSU/PSU;

Have enhanced skills to facilitate community monitoring and evaluation in APRWSSP.




Training plan Outline of the training plan is as follows: Time/ Day

Forenoon Afternoon


Community monitoring and evaluation: Tools and techniques

APRWSSP: Development Objectives Formation of groups for field visit to try out facilitating some community monitoring techniques

M&E System in APRSSP Introduction to M&E Indicators Components Monitoring Techniques Logical Framework Analysis Gathering, managing information

and reporting

Day 2 Field visit Presentation on field visit followed by discussion in the plenary

Reporting requirements and feedback mechanisms

Exercise on filling of formats for reporting

Evaluation and closure Methodology This training would be a participatory programme that would build-upon the experiential learning of participants. The pedagogy focuses on interactive group learning and aims both at knowledge development and skill upgradation through peer learning. Evaluation A simple evaluation form would be used to get feedback of participants about the training.

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(24) Training on Construction Technologies and Community Procurement

Introduction In APRWSSP, the communities are expected to play the lead role and take decisions at all the stages of the project. Management of construction/construction supervision and procurement of material for construction of the schemes are most important tasks that the community has to manage. This calls for clarity at the level of engineers from SOs/FTs so that they could facilitate the process of community procurement and construction supervision by the community. The process of procurement at community level has to be transparent so that people have the required trust in the processes being carried out at the village level. Therefore, orienting engineers in formation of a procurement committee through consensus and transparency in tendering process for selecting contractors or procuring pipes and other construction material is very important. This ToT provides the necessary orientation and guidance in this regard and equips them with necessary information and knowledge about various construction technologies and community procurement of goods, works and services. Objectives The objectives of the program include:

1. Orienting engineers of SO /FTs in community procurement processes and construction methods appropriate to a demand-led approach. This would include basic knowledge in water supply and sanitation construction methods.

2. Orienting engineers in facilitating community supervision of construction of

RWSS schemes

Participants


2 staff (Sr. and Jr. Engineer) of each Facilitation team (FT)/Support







Responsibility of conducting the program Two senior engineers and one junior engineer would be required to facilitate the workshop. They could be from PSU/DPSU or taken from capacity building agency hired for the purpose. As the programs are held, good trainees could be spotted and included in resource team for future training events. Timing The training would need to be conducted during the start of the implementation phase of each batch of the project. Duration 3 days Expected Outcome The participants would have:

Acquired fundamental skills in facilitating community procurement of goods, works and services

Learnt as to how to explain various construction methods to community related to

RWSS schemes. This would include stone/brick masonry, construction of intake works, filters, laying of pipes, valves and other fittings, construction of tank, stand-posts and construction of environmental sanitation assets.


Time/ Day

Forenoon Afternoon


Construction technologies related to RWS scheme: Intake works, filters, laying of pipes (GI, HDP), different types of valves and other fittings, construction of tank/reservoir, stand-posts




Community procurement processes including

Day 2 Recap of Day 1 Construction technologies related to RWS scheme

Construction technologies related to RWS scheme

Day 3 Construction technologies related to toilets including dry pit, leach pits, septic tanks, ecological sanitation etc.

Construction technologies related to other environmental sanitation works: soak pits, composting methods including vermin composting, NADEP, drainage systems etc.

Evaluation and closure Methodology The training methodology would be participatory and build upon the existing knowledge and skills of participants. The methodologies would use group exercises and demonstrations as far as possible. Models of various structures would be used for demonstrations. Evaluation A simple evaluation form would be used to get feedback of participants about the training.

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(25) Training on Contracting Arrangements for MVS

Introduction While construction of SVS is relatively easier and GP-WSC can easily manage it, the multi-village schemes are complex in nature and would require specialized services from experienced construction agencies. ZP/DPSU/RWSS engineers would need to be trained along with staff of SOs/FTs so that they are able to guide and train MVS-WSCs in hiring these services and effectively managing these contracts. This ToT would help the participants in developing knowledge and skills related to hiring of efficient and cost effective construction agencies for construction of MVS. Objectives The objectives of the ToT program include:

Orient engineers of ZP/DPSU/RWSS/SO /FTs about requirements of hiring of construction agencies for construction of specialized structures of MVS or the whole scheme on a turn key basis, as per expressed community demand at the local level.

Impart knowledge and skills to participants for facilitating contract management

by MVS-WSC/ZP in MVS. Participants


Engineers working in ZP 2 staff (Sr. and Jr. Engineer) of each Facilitation team (FT)/Support







Responsibility of conducting the program One public health engineer and one social scientist would be required to facilitate the workshop. They could be from PSU/DPSU or taken from capacity building agency hired for the purpose. As the programs are held, good trainees could be spotted and included in resource team for future training events. Timing The training would need to be conducted during the beginning of the implementation phase of each batch of the project. Duration 3 days Expected Outcome The participants would have:

Acquired understanding about the requirements of hiring agencies for construction of MVS and roles of ZP/MVS-WSC in the same.

Acquired skills of facilitating the process of inviting tenders, evaluating them and awarding contracts for construction of MVS by ZP/MVS-WSC


Time/ Day

Forenoon Afternoon


Group exercise and presentation on ‘Roles of ZP/MVS-WSC/GP-WSC in construction of MVS’

Requirements of hiring specialized agencies for construction of MVS

Turn key basis For specialized

structures/common facilities only

Preparing Tender documents for construction of MVS

Day 2 Evaluating tenders: Checklist on process, comparison of costs, experience of contractor in completing similar works, and other such parameters etc.

Negotiation and finalization of tenders




Day 3 Managing contracts for MVS: Verification of outputs as per agreed timeline, making payments on time, enforcing penalties in case of delays or other defaults as agreed in the contract,

Preparation of action plan for facilitating contracting process for the MVSs allotted to different SOs/FTs


Evaluation and closure Methodology The training methodology would be to build upon the knowledge and experience of participants. Case studies of MVSs would be used to share the contracting processes and procedures. Sample contracting documents would be used for discussion and arriving at agreed document. The focus would be on creating skill in facilitating hiring of agencies for construction of MVS. Participatory exercises would be used to help participants understand the roles of various stakeholders in hiring agencies for the construction of MVS. Evaluation A simple evaluation form would be used to get feedback of participants about the ToT. The quality of action plans prepared on the last day of the workshop would also indicate the level of transfer of learning.

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(26) Training on Water Quality Monitoring and Surveillance

Introduction APRWSSP envisages to help communities to plan, construct, operate and maintain water supply schemes of their choice so that safe water is available to them in adequate quantities and with desired quality standards. This is possible only if the communities are not only involved in planning and implementation of their water supply schemes but also undertake water quality monitoring and surveillance at the community level. Government of India launched a national program titled ‘ National Rural Drinking Water Quality Monitoring and Surveillance’ in February 2006. The program has not been able to institutionalize water quality monitoring systems at the community level primarily due to lack of community ownership and involvement in the program. This training basically intends to introduce an innovative community led methodology to institutionalize the system of water quality monitoring and surveillance under the NRDWQM&SP. The program would provide staff of SOs/FTs necessary knowledge and skill to facilitate community led action for sanitary survey (CLASS) of all the water sources in villages, know the risks associated with them and undertake required preventive and remedial measures based on the findings of the survey. Objectives The objectives of the program include:

1. Orient engineers of SO /FTs about salient features of NRDWQM&SP and as to how NRDWQM&SP could be dovetailed with APRWSSP.

2. Impart knowledge and skills to engineers of SOs /FTs for facilitating

community led action for sanitary survey (CLASS) at the village level for achieving the objectives of NRDWQM&SP.

Participants









Responsibility of conducting the program One public health engineer, and one social scientist would be required to facilitate the workshop. They could be from PSU/DPSU or taken from capacity building agency hired for the purpose. As the programs are held, good trainees could be spotted and included in resource team for future training events. Timing The training would need to be conducted during the start of the implementation phase of each batch of the project. Duration 2 days Expected Outcome The participants would have:

Acquired understanding about the objectives, components and other salient features of NRDWQM&SP.

Acquired fundamental skills in facilitating community led action for sanitary

survey (CLASS) approach at the village level. Training plan Outline of the training plan is as follows:

Time/ Day

Forenoon Afternoon


Simulation exercise on triggering CLASS at the village level

Overview of Water Quality status in A.P. Group formation and planning for the field visit

Overview on NRDWQMSP




Presentation on CLASS approach followed by screening of film on CLASS titled ‘Khud Ka Pani Khud Nigrani’

Day 2 Field visit by participant groups for triggering CLASS

Presentation on field visits followed by discussion in the plenary

Preparation of action plan for triggering CLASS and follow-up in villages

Evaluation and closure Methodology The training methodology would have a balance between theoretical sessions and hands-on training in the field. The focus would be on creating a conviction among the participants that institutionalizing community-led water quality monitoring and surveillance is not only possible but also desirable for achieving the outcomes of APRWSSP. Evaluation A simple evaluation form would be used to get feedback of participants about the training.

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(27) Training on Management and Supervision of Service Agencies for Construction

Supervision Works Introduction In order to ensure quality of construction works under APRWSSP, the PSU would be hiring service agencies to supervise construction activities and provide necessary guidance to the communities while the construction activities are being undertaken at the community level. The idea is to empower communities in construction of schemes and help them in undertaking corrective measures during the course of construction so that mistakes could be avoided and losses could be minimized. The skill and orientation of service agencies is important in this regard. They need to act as guide and well-wishers of the community and not as inspectors to punish them. The presence of the construction supervision agency at critical stages of scheme construction is important. DPSU engineers would be responsible for managing construction supervision agencies. This training intends to orient DPSU engineers in managing construction supervision agencies in the process of construction supervision from the beginning of procurement of material for construction of the schemes, hiring of contractors/masons etc to important occasions of construction of various structures. Objectives The objectives of the program include:

1. Orient DPSU engineers in managing service agencies engaged in construction supervision and helping them understand the process of construction supervision, identifying the stages when the intervention by construction supervision agency is essential, what needs to be done at what stage, and help them develop checklist for specific supervision tasks.

2. Orient DPSU engineers in facilitating construction supervision agencies for

guiding community supervision of construction of RWSS schemes

3. Explain the ToR including reporting mechanisms for construction supervision agencies to the DPSU engineers

Participants





Engineers working in the DPSU;



Responsibility of conducting the program Two senior engineers and one junior engineer would be required to facilitate the workshop. They could be from PSU or taken from capacity building agency hired for the purpose. As the programs are held, good trainees could be spotted and included in resource team for future training events. Timing The training would need to be conducted during the start of the implementation phase of each batch of the project. Duration 3 days Expected Outcome The participants would have:

Understood the process of construction supervision including specific supervision tasks and related checklists.

Acquired fundamental skills in managing construction supervision agencies who

are in turn responsible for guiding communities in various construction activities while these are on in the villages and suggest appropriate measures for enhancing the quality of construction of the schemes.

Understood the reporting requirements as expected from construction supervision

agencies. Training plan Outline of the training plan is as follows:




Time/ Day

Forenoon Afternoon


Construction supervision of water supply schemes: stages, tasks and checklists

APRWSSP: An overview of project design and its implementation so far

Construction supervision of water supply schemes: quality standards

Day 2 Recap of Day 1 Construction supervision of water supply schemes: stages, tasks and checklists

Construction supervision of water supply schemes: stages, tasks and checklists

Day 3 Recap of Day 2 Construction supervision of RWSS schemes: ToR of construction supervision agency and reporting requirements from supervision agency including formats, periodicity etc.

Construction supervision of sanitation assets: stages, tasks and checklists


Methodology The training methodology would be participatory and build upon the existing knowledge and skills of participants. The methodologies would use group exercises and brainstorming sessions. Evaluation A simple evaluation form would be used to get feedback of participants about the training.

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(28) Progress Tracking/Experience Sharing Workshop

Introduction In order to ensure quality of construction and timely achievement of progress as per project cycle, APRWSSP envisages organizing progress tracking/experience sharing workshops. These workshops would be held bi-monthly and selected participants from among various types of stakeholders would be invited to participate in the workshops. Objectives The main objective of the workshop is to share ideas, experiences, and exchange views with the participants in relation to scheme construction and its quality. The specific objectives of the workshop are:

1. To clarify the role of GP-WSC/MVS-WSC in maintaining quality of construction including purchase of local and non-local material

2. To review progress and identify problems faced and seek solutions to

emerging problems

3. To advise GP-WSC/MVS-WSC on quality control issues in the construction work and on the skills required for construction supervision

4. To share best practices and discuss ways for enhancing service delivery

Participants


Selected DPSU staff Selected staff of Support Organizations/Facilitation teams Selected RWS engineers at mandal/sub division levels Selected GP-WSC/MVS-WSC members

Responsibility of conducting the program Senior officers of PSU/DPSUs would be required to facilitate the workshop.




Timing These workshops would need to be conducted on a bimonthly basis during the implementation phase of each batch of the project. Duration 1 day Expected Outcome At the end of the workshop, the participants would be:

Able to find out rudimentary problems in scheme construction and how to deal with these problems.

Familiar with the concept of construction monitoring and supervision.

Able to understand the role and responsibility of GP-WSC/MVS-WSC in scheme

construction and quality control based on the scheme design and specifications.

Able to share ideas and gain knowledge on sustainable approaches on community managed drinking water supply and environmental sanitation schemes.

Better aware about scheme management.

Familiar with rural water supply scheme technology options, i.e., (lay-out plans,

water supply, components, O&M procedures, supervision methods and quality control mechanisms).

Learn from the best practices as to how to improve service delivery

Session plan Outline of the session plan is as follows:

Forenoon Afternoon Registration and Introduction Group work 2: Identifying best

practices and ways to improve service delivery

Current status of implementation: A presentation based on progress reports

Presentation by participant groups related to Group work 1 and 2

Group work 1: Identifying problems related to scheme cycle and suggest possible solutions

Preparation of action plan specifying steps to be taken and responsibility




Methodology The workshop would be participatory and would involve participants in analyzing problems related to scheme cycle and suggest solutions. An agreed list of tasks to be completed along with related responsibility would be an important output of the workshop and progress against which would be reviewed during the next workshop. . Evaluation During the workshop, participants would be evaluated in terms of their capabilities, practical and theoretical skills and abilities. The assessment would take place through discussion and participants’ involvement in group discussions etc.

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(29) ToT on Establishment of O&M Systems for SVS

Introduction Operation and maintenance of water supply systems in India is a very weak link. Generally, preventive maintenance is not carried out as a routine task. It results in sudden failure of WSS, break in water supply, premature failure of sub-components, poor plant performance and higher O&M cost. It also increases system unreliability and increases dissatisfaction among users. Many WSSs have become defunct due to poor maintenance. APRWSSP envisages that communities would operate and maintain water supply schemes planned and implemented by them so that safe water is available to them in adequate quantities and with desired quality standards. This is possible only if the communities are capacitated in a manner that helps them to establish O&M systems at the community level so that they are able to run the schemes on their own without external help. The challenge before the DPSUs and SOs is to create awareness among community about the importance of proper O&M including preventive maintenance. To make O&M sustainable, it requires an appropriate institutional structure, skilled manpower preferably within the village and monetary resources. To ensure that enough monetary resources are available, it is absolutely necessary that appropriate O&M charges are fixed and there is a consensus on regular payment of O&M charges. The community also has the right to know as to how the O&M charges have been worked out and what type of services they can expect including guaranteed time for each type of repair. This ToT would help the participants in developing skill of facilitating establishment of O&M systems at the community level. The focus of the training would be on facilitating participatory exercises on calculation of “O&M costs” and “Down time for repairs” to be carried out by the GP-WSC members in the presence and participation of the community members. Objectives The objectives of the ToT program include:

1. Orienting engineers of SO /FTs and other participants about requirements of O&M in SVSs and role of GP-WSC in the same.

2. Imparting knowledge and skills to participants for facilitating O&M systems in

SVS at the community level.




Participants






Responsibility of conducting the program One public health engineer and one social scientist would be required to facilitate the workshop. They could be from PSU/DPSU or taken from capacity building agency hired for the purpose. As the programs are held, good trainees could be spotted and included in resource team for future training events. Timing The training would need to be conducted during the beginning of the O&M phase of each batch of the project. Duration 2 days Expected Outcome The participants would have

Acquired understanding about the processes, issues and requirements of O&M systems in SVS and role of GP-WSC in the same.

Acquired fundamental skills in facilitating establishment of O&M systems for

SVS at the community level. Training plan Outline of the training plan is as follows:




Time/ Day

Forenoon Afternoon


Role of GP-WSC in O&M of SVS

Requirements of O&M in SVS (What is involved in O&M of different types of SVS?)

Preventive maintenance Repair of breakdowns

Simulation exercise on calculation of “O&M costs” and “Down time for repairs”


Day 2 Field visit by participant groups for facilitating establishment of O&M systems

Presentation on field visits followed by discussion in the plenary

Preparation of action plan for facilitating establishment of O&M systems in the villages allotted to different SOs/FTs


Evaluation and closure Methodology The training methodology would have a balance between theoretical sessions and hands-on training in the field. The focus would be on creating skill in facilitating O&M systems in SVS at the community level. Evaluation A simple evaluation form would be used to get feedback of participants about the ToT.

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(30) ToT on Establishment of O&M Systems for MVS

Introduction Operation and maintenance of water supply systems in India is a very weak link. Generally, preventive maintenance is not carried out as a routine task. It results in sudden failure of WSS, break in water supply, premature failure of sub-components, poor plant performance and higher O&M cost. It also increases system unreliability and increases dissatisfaction among users. Many WSSs have become defunct due to poor maintenance. O&M of MVS is relatively complex as compared to SVS. APRWSSP envisages that in case of MVS covering many GPs/ Mandals, each GP-WSC/ GP shall be responsible for maintaining the intra village facilities whereas the common facilities would need to be maintained by the ZP. The key issue in this regard would be the collection of O&M charges for the common facilities. One of the possible alternatives could be that each GP-WSC/GP pays certain percentage of the O&M charges being levied to MVS-WSC towards the O&M of the common facilities, which in turn shall be responsible for payments to the ZP as charges for the maintenance of common facilities. This is possible only if the communities are capacitated in a manner that helps them to establish O&M systems at the community level so that they are able to intra village facilities of MVS on their own without external help. This ToT would help the participants in developing skill of facilitating establishment of O&M systems to be managed jointly by MVS-WSC and respective GP-WSCs at the community level. The focus of the training would be on facilitating participatory exercises on calculation of “O&M costs” and “Down time for repairs” to be carried out by the MVS-WSC/GP-WSC members in the presence and participation of the community members. Roles and responsibilities of ZP/MVS-WSC/GP-WSC would be clearly spelt out during the process of facilitation. Objectives The objectives of the ToT program include:

1. Orienting engineers of SO /FTs and other participants about requirements of O&M in MVSs and roles of ZP, MVS-WSC and GP-WSCs in the same.

2. Imparting knowledge and skills to participants for facilitating O&M systems

in MVS at the community level. Participants

30 per event




The participants would include:

Engineers working in ZP 2 staff (Sr. and Jr. Engineer) of each Facilitation team (FT)/Support




Responsibility of conducting the program One public health engineer, and one social scientist would be required to facilitate the workshop. They could be from PSU/DPSU or taken from capacity building agency hired for the purpose. As the programs are held, good trainees could be spotted and included in resource team for future training events. Timing The training would need to be conducted during the beginning of the O&M phase of each batch of the project. Duration 3 days Expected Outcome The participants would have

Acquired understanding about the processes, issues and requirements of O&M systems in MVS and roles of ZP/MVS-WSC/GP-WSC in the same.

Acquired fundamental skills in facilitating establishment of O&M systems for

MVS at the community level. Training plan Outline of the training plan is as follows:




Time/ Day

Forenoon Afternoon


Roles of ZP/MVS-WSC/GP-WSC in O&M of MVS

Requirements of O&M in MVS (both for common facilities and intra village facilities)

Preventive maintenance Repair of breakdowns

Simulation exercise on calculation of “O&M costs” and “Down time for repairs”


Day 2 Field visit by participant groups for facilitating establishment of O&M systems

Day 3 Presentation on field visits followed by discussion in the plenary

Preparation of action plan for facilitating establishment of O&M systems in the MVSs allotted to different SOs/FTs


Evaluation and closure Methodology The training methodology would have a balance between theoretical sessions and hands-on training in the field. The focus would be on creating skill in facilitating O&M systems in MVS at the community level. Participatory exercises would be used to help ZP/MVS-WSC/GP-WSC understand their respective roles in O&M of MVSs. Evaluation A simple evaluation form would be used to get feedback of participants about the ToT. The quality of action plans prepared on the last day of the workshop would also indicate the level of transfer of learning.

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(31) Orientation Program on RWSS Sector Program and Roles and Responsibilities

of GP/GP-WSC and Other Stakeholders Introduction This is the first program in the planning phase at the community level. The GP has to perform the role of overall project monitoring and supervision and facilitation during various phases of scheme cycle and reporting to the project authorities. A GP-WSC would be constituted at the village level, which would undertake the responsibility of planning and management of scheme at the village level as a sub-committee of GP. It is therefore desirable that the community members and particularly GP and Panchayat Secretary are imparted knowledge about project objectives, project components, sub components, scheme cycle and procedure and rules for GP-WSC constitution and their roles and responsibilities. This orientation program is aimed at imparting necessary knowledge about APRWSSP and the roles of various stakeholders in it. Process of formation of community level institution is also shared as part of the program. The FTs/SOs would be responsible for conducting the program in their allotted villages. The design of this program would be discussed and fine-tuned during the training on community action planning and monitoring proposed for SOs/FTs. Objectives

1. To make the community members in general, and GP members and Panchayat Secretary in particular, understand the details of APRWSSP including its objectives, components, scheme cycle, roles of various stakeholders etc

2. To help the participants in identifying appropriate persons to represent them as

their GP-WSC at the village level

Participants The participants would include:

Members of GP; Panchayat Secretary

However, as the program would be conducted at the village level, willing community members should also be encouraged to participate in the program.




Responsibility of conducting the program Two community development staff of SO/FT would be required to facilitate the program. Timing The program would need to be conducted as the first program at the village level during the planning phase. Duration 2 days Expected Outcome At the end of the 2 days of the program, the members of GP and Panchayat Secretary would be able to:

Explain the details of APRWSSP including objectives, components, scheme cycle and roles of various stakeholders in the process

Initiate the process of constitution of GP-WSC in a transparent manner so that the

institution formed enjoys the trust of larger community.

Commit for formation of GP-WSC through a process of informed decision making by the community at the village level


Time/ Day

Forenoon Afternoon

Day 1 Introduction and explaining the purpose of the program

Explaining scheme cycle

Discussion on existing RWSS situation at the village level

Discussion to build consensus on implementing scheme under APRWSSP in the village

Sharing of overview of APRWSSP Sector Program

Role of GP in APRWSSP

Discussion on the need of formation of GP-WSC




Day 2 Group Exercise: Roles and responsibilities of GP-WSC

Sharing of a work-plan by the SO staff for facilitating cluster level discussions on the above issues related to project information and formation of GP-WSC

Group Exercise: Indicators for selecting GP-WSC members

Commitment by GP members and Panchayat Secretary to help in the implementation of RWSS scheme in the village including the process of GP-WSC formation

Methodology The training methodology would be based on participatory techniques such as SARAR, REAL approach to capacity building. Use of investigative and analytical participatory exercises would be given due attention. Evaluation Use of ‘mood barometer’ would be made to assess the transfer of learning at the end of each day. The quality of roles and responsibility of GP-WSC and indicators for selecting GP-WSC members as arrived at during the program would also give an idea of transfer of learning.

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(32) Cross Visits to Other Villages

Introduction Cross visits between communities of the same support organization (SO) or another SO are a useful method to motivate people, share learning and avoid costly mistakes. They are also an effective means to bolster self-esteem of participating communities, and reinforce behaviour change and community participation. Based on the experience of other similar projects, cross visits of GP/GP-WSC members of one community to another community who has already been able to plan and implement their scheme has been proposed as an important way to train villagers. It is expected to create conviction among the GP/GP-WSC members about the effectiveness of community management of water supply and sanitation schemes. It also provides them opportunity to interact with the villagers directly thereby gain insights into processes and issues of community management of RWSS schemes. Though the cross visits could be planned in planning and implementation phases, these are extremely useful in planning phases as they provide confidence to undertake responsibility of trying out new things like planning and management of the WATSAN systems of their choice. Objectives The overall objective of the cross visits by GP/GP-WSC members to other successful communities is to gain insights about the similar water and sanitation scheme by visiting, observing and interacting with the villagers so that they could get useful ideas that could be made use of in their own villages. The specific objectives are:

1. To provide first hand experience to GP/GP-WSC members (by visiting and

interacting with communities) about the processes and issues related to planning and implementation of community management of water and sanitation schemes.

2. To make the participants understand the elements/factors that need to be taken

care of during planning and implementation phases for ensuring the sustainability of systems and services.

3. To motivate participants for adaptation of best practices in their own projects

based on the learning during these visits. Participants

5 per village




The participants would include:

Selected Members of GP/GP-WSC

Responsibility of conducting the program Respective FT/SO would directly tie up the concerned villages/SOs and arrange the logistics for organizing the visits. Timing These cross visits would need to be organized during the beginning of the planning phase of each batch of the project. Duration 2 days including the travel time. Expected Outcome At the end of the cross visit, the GP/GP-WSC members would be:

Able to better understand the processes and issues related to community managed RWSS scheme.

Able to describe the factors that need to be taken care of during project planning

of RWSS schemes.

Able to understand as to how to adapt best practices in their own RWSS scheme. Session plan Though the itinerary of the cross visit would need to be chalked out in consultation with respective GP/SO, an indicative schedule is as follows:

Time/ Day

Forenoon Afternoon

Day 1 Travel to the RWSS scheme to be visited and reach the village

Initial meeting with the GP/GP-WSC members

Day 2 Visiting the scheme and interacting with villagers, women groups, members, village maintenance worker etc.

Wrap-up discussion with GP/GP-WSC and return journey




Methodology The cross visit would be based on participant observation methodology. Therefore, the SOs of respective schemes would be requested to provide full opportunity to freely interact with communities. The SOs would be briefed not to try and respond to the queries of participants on behalf of the communities. Evaluation When the participants return, they would be encouraged to share their experience in a community-wide meeting or in smaller groups as they deem fit as to what they learnt and how they plan to make use of it in their own scheme.

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(33) Orientation Program on CLTS

Introduction CLTS is envisaged to be used as the entry point activity in the target villages to mobilize the communities and secure participation. CLTS encourages community self analysis of the existing sanitation situation by the community itself and seek local specific solution. Collective local action is an essential element of the CLTS approach. An enabling environment to trigger CLTS in the rural communities is a key factor and hence there is a need to orient a cross section of the opinion makers in the village in the CLTS approach.

Objective of the training The overall objective of this training is to orient a critical mass of opinion makers within the village set up to work as advocates of CLTS and to support the creation of an enabling environment for CLTS interventions. The specific objectives of this program are to enable participants to:

Understand the principles and practices of Community-Led Total Sanitation (CLTS).

Understand the roles of insiders (community) vis a vis the outsiders ( project functionaries)

Trigger community self analysis during the orientation itself

Participants Selected members of Members of GP/ GP-WSC/CBOs/ Community would be oriented in the event and the triggering exercise would involve the participation of the whole village. Responsibility of the Training The responsibility of conducting this training would be that of the FTs/SOs. Timing This event should be conducted as an entry point activity during the commencement of planning phase activities. Course Duration 3 days




Expected Outcomes At the end of the event the participants would:

Be equipped with the understanding and skills to facilitate CLTS on the ground as an entry point activity

Conduct triggering exercise in the village

Training plan

Day Suggestive Sessions

Day 1 Registration, Introduction, Ice-breaking, Expectations from the workshop Workshop Objectives CLTS: Principles and Practices Trigger approach to sanitation behavior change Attitude and behavior of CLTS facilitator

Day 2 Simulation of Trigger tools Planning for triggering Triggering in the selected habitations Group presentation of learning and experience of Field Visit

Day 3 Follow-up : Need and strategy Technology options and supply chain

Planning for action Methodology The training methodology would include audio-visual presentations, group work and practice sessions hands on experience on the field. Evaluation No formal evaluation is proposed. However, quality of decisions arrived at the community level would give an idea of the effectiveness of the event.

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(34) Training on Solid and Liquid Waste Management

Introduction The need for management of waste should be realized by the community themselves through the analysis of the linkage between unattended waste and collective health. Sustainable solid and liquid waste management at the village level would require community involvement in both planning and carrying out the appropriate interventions. Further waste management structures and facilities would involve continuous operation and maintenance and for this specific skills would need to be developed at the community level. Objective of the training The objective of this training is to:

Create demand at the community level for waste management through collective analysis

Build capacity at the community level for creation, operation and maintenance of waste management structures and facilities

Participants Selected Members of GP/ GP-WSC would participate in the training program Responsibility of the Training The responsibility of conducting this training would be that of the FTs/SOs. Timing This training should be conducted at the commencement of the ground level activities of the planning phase of the project. Course Duration 2 days Expected Outcomes The expected outcome of the program is to equip the participants with:




The understanding and need for community participation in solid and liquid waste management

Skills to conduct and sustain community analysis for waste management and facilitate local decision

The required capacity to create, operate and maintain waste management facilities at the community level

Training plan


Day 1 Registration, Introduction, Ice-breaking, Expectations from the workshop Workshop Objectives Understanding waste: Solid and Liquid

Its impact on community health and convenience The need for collective efforts at the community level: Community self analysis

Disposal vs Management of waste: concept and practices 1. Waste management trilogy : Reduce – Reuse – Recycle 2. Solid waste management activities: segregation – collection-

transportation-treatment 3. Channelling of waste water 4. Treating waste as resource

Day 2 Appropriate technology: Composting, Soakage pit, Sewage treatment options etc.

Action planning Methodology The training methodology would include audio-visual presentations, group work and demonstration. Evaluation No formal evaluation is proposed. Quality of community decisions taken during the event would give an idea about the efficacy of the event.

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(35) Training on Source and Catchment Protection Measures in the Design of Water Supply Scheme

Introduction Source and catchment protection works are critical for ensuring sustainability of sources. In some cases, where sources are naturally protected, these measures may not be required, But in most cases, source and catchment protection works need to be carried out around the water source as per local situation in order to ensure sustainable discharge of water in the source, maintaining ground water quality and conserve the soil. These include both engineering (such as terracing, gully plugging, check dams etc.) and biological measures (such as plantation). Social measures by community members to protect the catchment are extremely important. These include:

Formation of groups of users for making rules and enforcing them in the catchment of respective sources

Organize regular meetings of users to review planning, management and O&M of catchment area works

Implement measures to check grazing, felling of trees in the catchment area Collect community contribution for implementing planned catchment protection

measures Ensure social fencing of source and catchment area Ensure cleanliness around water sources Create a community fund for maintaining source and catchment protection works

on a long-term basis Once the community agrees to implement social measures, the discussion should be held to identify engineering measures that would be required to enhance conservation of rain water in the soil. There is a need to implement engineering measures in the areas where tree cover is low and soil erosion is witnessed. Identification of contour-lines using A-frame method, construction of contour trenches, check-dams, gabion check-dams would need to be finalized as per local requirements. Biological measures such as plantation would also need to be finalized as per ground situation. This training would help the members of GP/GP-WSC in planning of source and catchment protection measures as part of the water supply scheme being planned by the community. Objectives The objectives of the ToT program include:




1. Orient members of GP/GP-WSC about importance of source and catchment

protection works in ensuring source sustainability and developing location specific interventions in this regard.

2. Impart knowledge and skills to participants for incorporating source and

catchment protection measures in the design of the water supply scheme. Participants Selected members of GP/GP-WSC (at least 5 persons) should be trained. However, as the event is planned at the village, more people should be encouraged to participate in the event. Responsibility of conducting the program One environmental engineer, one social scientist of SO/FT would be required to facilitate the event. As the programs are held, good trainees from project villages could be spotted and included in resource team of SO/FT for future training events. Timing The training would need to be conducted during the planning phase (after the ‘agree-to-do-meeting) of each batch of the project. Duration 2 days Expected Outcome The participants would have:

Acquired understanding about the importance catchment protection works in source sustainability, how to assess as to which measures would be required in which situation and their relevant details.

Acquired fundamental skills in preparation of community action plan for

catchment protection works at the community level. Training plan Outline of the training plan is as follows:




Time/ Day

Forenoon Afternoon

Day 1 Introduction, Training Objectives Assessment of source and catchment protection measures by participant groups by visiting one relevant site in the village

Importance of source and catchment protection in ensuring source sustainability

Source and catchment protection works and methodology to assess interventions as per site specific requirements:

Social measures Engineering measures Biological measures

Day 2 Cosolidating the learning of site visit and preparing presentation

Preparation of plan by GP/GP-WSC to complete the remaining task in all other sites of the village for finalizing source and catchment protection plan of the village and discussion in the plenary

Presentation on the measures identified and discussion in the plenary


Methodology The training methodology would be hands-on training in the field. The focus would be on creating skill in assessment and action planning of source and catchment protection works at the community level. In case required and feasible, a visit to some best practice village could also be planned. Evaluation For getting the feedback of participants, ‘mood barometer’ would be used. The quality of interventions proposed by the participants would also indicate the level of transfer of learning during the event.

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(36) Campaign to Clean up Village and School

Introduction Sustainable benefits of the drinking water facilities would be reaped only when it is backed up by proper environmental sanitation measures. There is a need to make the village community realize the importance of clean environment in and around their habitations and initiate local action to achieve this. Children have the potential of becoming very successful change agent and they need to be groomed about the need and importance of clean environment and their responsibility towards it. It is for these purposes the clean up campaign is designed as a program activity. Objective

The aim of the campaign is to get people involved in making improvements to their local environment through regular cleaning collectively.

Involving children in school to inculcate a sense of responsibility in them for

contributing towards a clean environment.

Making people realize the importance of clean environment and taking longer term ownership and pride in their area

Participants

Whole village and all the school children

Responsibility of the Training The responsibility of conducting this event would be that of the SO. Timing This training should be conducted during the beginning of the planning phase. Duration 1 day Expected Outcomes




1. The community members consider the environment cleaning drive a regular and collective concern.

2. A formal system of conducting clean up campaign on their own by the communities is institutionalized.

3. Participation of children as change agents is ensured.

Training plan

Day Suggestive activities

Day 1 Introduction Objectives of the campaign Concept, need and importance of clean environment

Identifying the areas to be cleaned, making groups for clean up drive Discussion about safe disposal of garbage etc.. Institutionalising a system for weekly cleaning drive: roles and responsibility

Methodology The methodology would be to involve all the segments of community through door-to-door contact, message through ward members and village elders, school teacher, ASHA etc.

Evaluation No formal evaluation is proposed. However, the extent of community involvement in the exercise and the plan prepared by them for undertaking responsibility in this regard would be the touch stone to measure efficacy of the event.

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(37) Training Program on Strengthening Micro-Credit Activities so as to Empower the Members of Self Help Groups

Introduction “Credit for empowerment” extends beyond the limited objective of ensuring access to credit for meeting daily needs of consumption. It combines goals of financial sustainability with that of creating community institutions. It entails to build capacities of a larger number of individuals through an institution of a Self Help Group or a collective to increase credit absorption and to undertake livelihood activities. SHG or other affinity groups which are peoples institution provide to its members the space and support, they require taking greater control over their lives in the society. Group formation is seen as crucial to the empowerment process as members draw strength from numbers. And to achieve this objective the capacity of the SHGs has to be built through appropriate training and exposure. Objectives of the training The overall objective of this training includes:

To build and enhance the capacity of the SHG members to enable them undertake the day-to-day affairs of the group.

To encourage for saving habit. To enhance the socio-economic condition of women through different income

generating activities Participants 15 participants per event consisting of SHG members formed in the project villages. Responsibility of the Training The SO concerned would be responsible for conducting this training program at the village level. Timing This training should be conducted during the planning phase of the project.




Duration 2 days Training plan A brief outline of the sessions/ contents is given in the table below:


Day 1 Registration, Introduction, Ice-breaking, Expectations from the workshop Workshop Objectives Concept of Self Help: Why Self Help? Self help as a tool for economic,

social and political empowerment SHG development- Formation, capacity building, savings and credit as

group activities, entrepreneurship and empowerment Group mechanics and dynamics- need for cohesion, effect of diversity on

the group, leadership issues, tackling group apathy, group facilitation Day 2 Concept of Micro Savings, Micro credit, Micro insurance; basics of book

keeping, SHG account keeping, maintenance of books of accounts, book entry, opening of bank accounts, issuing receipts, passbooks and updating, group ledgers and bank accounts

Concept of loan, interest calculations, bank pass book updating, presenting group accounts, filling up of bank account opening forms, bank transactions, understanding the pass book entries.

Concept of bank linkage and income generation model Evaluation and closure Expected Outcomes

At the end of the training the participants would:

Understand the need for self help

Be equipped with the knowledge and skills required for group management, conducting of group meetings, accounts and book keeping and mode of accessing loans and credit

Gain ideas about the ways to collectively use the timesaving (as a result of the RWSS interventions) in income generation activities




Methodology The training methodology would include audio-visual presentations, role play, group work and practice sessions using tools and formats.

Evaluation A simple format would be developed to get the feedback of the participants.

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(38) GP-WSC/MVS-WSC Formation Introduction Multi-village schemes (MVSs) are challenging in terms of ensuring community management processes in which community is expected to decide type of system (technology), management model (organization), tariff model (cost recovery), bylaws (regulation). The community is responsible for operation and maintenance, regulation of facilities, cost recovery, extensions and connections (service level). The objective of community management systems is to ensure transparency and accountability to users, equity, pro-poor regulation, sustainability, appropriate technology and successful operation and maintenance of the scheme without external help. All this is easy to manage in single village schemes (SVSs) but relatively difficult in MVSs. The complexities in MVS include: significant investment (longer pipe length due to dispersion of the population served), substantial technical capabilities, and coordination and cooperation among diverse groups. Further, there are problems of inequity in distribution, physical losses of water in the system, and efficiency losses due to erratic power supply. Multi Village Scheme-Water Supply Committee (MVS-WSC) would be required to be formed for undertaking planning and management of the MVS with the help of Grama Panchayat – Water and Sanitation Committees (GP-WSCs) that would be formed in the 10-15 odd villages that would be part of the MVS. While the MVS-WSC would be responsible for managing the common facilities and the bulk supplies, the GP-WSCs would be managing the intra-village facilities primarily related to distribution. However, many multi village schemes are often too large and costly to be managed solely by user groups. A Memorandum of Understanding or formal contracts are other ways of increasing accountability between the user committee and the bulk water providers would need to be chalked out. These contracts can be the basis of detailed agreements regarding the performance targets, including quantity and quality of water to be supplied, payment for water supplied, and penalties in case of non-payment. For facilitating communities to establish MVS-WSC a process of community consultations would need to be facilitated in all the villages that are supposed to be the part of the MVS. The process would be iterative in order to enable them to appreciate the need to form a MVS-WSC, discuss its roles and responsibilities and decide on the management model and issues related to hiring the services of a bulk supplier etc. Once, the discussions are complete in the villages, suitable members would be drawn from each GP-WSC to form the MVS-WSC. The decision would also need to be taken with regard to the legal status of the MVS-WSC. A constitution of the MVS-WSC would need to be finalized for its legal registration.




This training is envisaged as a practical facilitation on the ground to help users form MVS-WSC in the villages of MVS. As explained above, this would require iterative consultation in all the villages to be covered by the scheme.

Objectives

1. To make the community members in general, and GP/GP-WSC members and Panchayat Secretary in particular, understand the issues related to management of MVS, including both the common and intra-village facilities, need and roles & responsibilities of MVS-WSC and GP-WSCs.

2. To help the participants in identifying appropriate persons to represent them as

their MVS-WSC at the scheme level Participants The participants would include members of GP/GP-WSC. However, as the program would be conducted at the village level, willing community members should also be encouraged to participate in the program. Responsibility of conducting the program Two staff of SO/FT (One social scientist and one engineer) would be required to facilitate the program. Timing The program would need to be conducted in the villages covered by MVS during the early period of planning phase. Duration 15 days Expected Outcome At the end of the 15 days of the program, the members of GP/GP-WSC in particular and community in general would be able to:

Explain the issues related to management of MVS, including the common and intra-village facilities, needs, roles and responsibilities of MVS-WSC and GP-WSCs.




Complete the process of constitution of MVS-WSC in a transparent manner so that the institution formed enjoys the trust of larger community.

Training plan The training would basically attempt on process of dialogue in all the 10-15 odd villages related to MVS for formation of MVS-WSC. One to three meetings per village would be required to complete the process. Outline of the training plan is as follows:

Day Activities (covering all the villages of MVS) Day 1-15 Introduction and explaining the purpose of the event

Discussion on existing RWSS situation at the village level Sharing of issues related to management of MVS, including both the

common and intra-village facilities, need and roles & responsibilities of MVS-WSC

Discussion on the need of formation of MVS-WSC Group Exercise: Roles and responsibilities of MVS-WSC Group Exercise: Indicators for selecting MVS-WSC members Identification of MVS-WSC members at the village level in all the villages Final selection of MVS-WSC in a meeting at the scheme/Block/district

level

Methodology

The training methodology would be participatory and use FGD and other PRA exercises as per requirement. This training would be basically hands-on and outcome-based. Evaluation

No formal evaluation is proposed. The quality of discussions on various aspects would give concurrent idea on transfer of learning.

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(39) Training on Water Quality Testing and Remedial actions

Introduction APRWSSP envisages to help communities to plan, construct, operate and maintain water supply schemes of their choice so that safe water is available to them in adequate quantities and with desired quality standards. This is possible only if the communities are not only involved in planning and implementation of their water supply schemes but also undertake water quality monitoring and surveillance at the community level. Government of India launched a national program titled ‘National Rural Drinking Water Quality Monitoring and Surveillance’ in February 2006. The program has not been able to institutionalize water quality monitoring systems at the community level primarily due to lack of community ownership and involvement in the program. This training basically intends to train community members in general and member of GP/GP-WSC in particular in community led action for sanitary survey (CLASS) of all the water sources in villages, know the risks associated with them and undertake required preventive and remedial measures based on the findings of the survey. Objectives The objectives of the program include:

Orient GP/GP-WSC/community members in analyzing the water quality profile of the village, undertake sanitary surveys and water testing of the drinking water sources

Orient the participants as to how the provisions under NRDWQM&SP could be

made use of for enhancing water quality monitoring.

Facilitate community led action for sanitary survey (CLASS) at the village level for achieving the objectives of NRDWQM&SP.

Inform the participants about preventive and remedial actions based on the results

of survey Participants Selected members of GP/GP-WSC (at least 5 persons) should be trained. However, as the event is planned at the village, more people should be encouraged to participate in the event.




Responsibility of conducting the program One public health engineer and one social scientist of SO/FT would be required to facilitate the event. As the programs are held, good trainees from project villages could be spotted and included in resource team for future training events. Timing The training would need to be conducted during the early period of the planning phase of each batch of the project. Duration 2 days Expected Outcome The participants would have

Acquired understanding about the objectives, components and other salient features of NRDWQM&SP.

Acquired fundamental skills in conducting sanitary survey and biological testing

of water sources using community led action for sanitary survey (CLASS) approach at the village level.

Conducted sanitary survey and water quality testing of at least few sources during

the program itself

Prepared action plan for facilitating CLASS in all the sources of village and undertake remedial and preventive measures.


Time/ Day

Forenoon Afternoon

Day 1 Triggering CLASS at the community level using the methodology of 3-D mapping and other participatory tools




Day 2 Presentation by Natural leaders on the

outcomes of experience of triggering CLASS and their plan

Preparation of action plan by GP/GP-WSC members for triggering CLASS and follow-up in villages

Screening of film on CLASS titled ‘Khud Ka Pani Khud Nigrani’

Identifying the support required from the project/FT/SO and fixing up the date for follow-up visit

Overview on NRDWQMSP through use of the film titled ‘ Hamara Jal, Hamari Pahal’.

Remedial actions for different types of water quality problems

Methodology The training basically would be a hands-on training in the village. The focus would be on creating community ownership to undertake water quality testing and remedial actions. Evaluation The sharing and commitment by GP/GP-WSC members and natural leaders about their plan of action for water quality testing and remedial action would reflect the level of effectiveness of the event conducted.

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(40) Training on Preparation of Detailed Proposal for Implementing Water Supply

Schemes and Sanitation Facilities Introduction Proposal for implementing water supply schemes and sanitation facilities would be prepared by the GP-WSC with the assistance of SO/FT at the end of the planning phase. The proposal would be in two parts (i) DPR and (ii) Community action plan. The DPR would be based on Community Works Plan (CWP) that includes sub-plans related to water supply, drainage, household/community toilets, soak-pits, garbage/other solid waste disposal and source and catchment protection works, the CEP would include sub-plans related to sanitation and hygiene promotion, initiatives for women involvement in the program, management of activities during construction and post-construction phases including mobilization of community contribution for capital and O&M costs. Community ownership of the implementation phase proposal is critical for sanction of the scheme. The project would specify the formats on which the Implementation phase proposal would need to be submitted to the PSU/DPSU for approval. The GP-WSC would need to be trained in understanding these formats so that they could explain these to the larger community for their approval. No implementation phase proposal would be considered for sanction unless it is approved in a community-wide-meeting. Another important requirement would be fulfillment of conditions related to collection of upfront community contribution and commitment for payment of labour and cash during the implementation phase as per community contribution rules developed by the project. This training is aimed at creating necessary knowledge and skills among the GP-WSC members in particular and community members in general to prepare Implementation Phase Proposal. This event therefore should be planned in the later part of the planning phase. Objectives

1. To make the GP/GP-WSC members understand the details of Implementation Phase Proposal and the conditions to be fulfilled before submitting it to DPSU/PSU for sanction and release of funds.

2. To help GP/GP-WSC members in preparation of Implementation Phase Proposal

and getting its approval by the community in a community-wide-meeting Participants The participants would include selected members of GP/GP-WSC. However, interested community members are encouraged to participate in the event.




Responsibility of conducting the program Two senior resource persons (One engineer and 1 social scientist) would be required to facilitate the event at the village level. Timing The program would need to be conducted in the later part of the planning phase of each batch of the project. Duration 2 days Expected Outcome

The GP-WSC members in particular and community members in general would be able to explain the Implementation Phase proposal, process of its preparation at the community level and conditions to be fulfilled before its onward submission for sanction and release of funds.

The GP-WSC members are able to prepare the Implementation Phase proposal

and explain its features to larger community for getting it approved by them. Training plan Outline of the training plan is as follows: Time/ Day

Forenoon Afternoon

Day 1 Introduction and event overview Details of community Action Plans Hygiene Promotion Women’s Initiatives Management of construction

and post construction activities including community contribution and M&E




Details of DPR Water Supply Drainage/Soakpits Toilets Source and Catchment

Protection Works

Day 2 Formats for Implementation Phase Proposal and conditions to be fulfilled for its sanction

Exercise : Preparation of Implementation Phase Proposal

Evaluation and closure Methodology The training would preferably be conducted in the village only and focus on helping GP-WSC members in preparing the proposal. The SO/FT staff should present the details in very simple manner so that they are understood by villagers easily. Evaluation Simple checklist on various sessions would be developed to cross-check the learning at the end of each session. The quality of IP Proposal prepared by the participants would also give some idea of transfer of learning during the training.

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(41) Training on Financial Systems and Bookkeeping (Planning Phase) Introduction The successful implementation of the project requires larger community participation at all critical stages of the project. Having regard to the magnitude of investment to be handled at the habitation level transparent and proper management of the funds would ensure enhanced participation. For ensuring a proper accounting and financial control system at the GP-WSC level, the capacity of the treasurer and other office bearers has to be built through appropriate training program. Objective of the training

1. To provide reasonable book-keeping and accounting knowledge and skills to the for the maintenance and updating of books of accounts, records, and information in a transparent consistent and generally acceptable manner.

2. To get proper and reliable feedback of financial information through trained members of the GP-WSC

Participants At least 2 members of each GP-WSC including the treasurer.

Responsibility of the Training The responsibility of conducting this training would be that of the SO. Timing This training should be conducted immediately after the formation of the GP-WSC during the planning phase. Course Duration 3 days Expected Outcomes

At the end of the training the participants would be able to:

1. Gain basic knowledge and skill to maintain and update books of accounts and financial records in a consistent and transparent manner.




2. Provide reliable financial feedback as and when required for the project purposes Training plan


Day 1 Registration, Introduction, Ice-breaking, Expectations from the workshop Workshop Objectives Importance of Book Keeping: consistency and transparency Introduction of Accounting System, basic concepts and double entry book

keeping, books to be maintained, nature of expenses and income

Practice session Day 2 Opening and maintenance of bank account, bank signatories, deposits and

withdrawals, bank statement and passbook, accounting treatment of pass book

Receipts and Payments, payment book /cash book, voucher preparation and entry in book

Practice session Day 3 Basic concept of store accounting, recording of issue and receipt, challans

Authorization etc Practice session Presentation of financial information and need for audit Evaluation and closure

Methodology The training methodology would include audio-visual presentations, group work and practice sessions using tools and formats related to accounting book keeping.

.

Evaluation A simple format would be developed to get the feedback of the participants.

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(42) Training on Preparation of Community Works Plan (CWP) and Community

Empowerment Plan (CEP) Introduction Community action plans could be divided in two broad categories, (i) Community Works Plan (CWP) and (ii) Community Empowerment Plan (CEP). While CWP would include sub-plans related to water supply, drainage, household/community toilets, soak-pits, garbage/other solid waste disposal and source and catchment protection works, the CEP would include sub-plans related to sanitation and hygiene promotion, initiatives for women involvement in the program, management of activities during construction and post-construction phases including mobilization of community contribution for capital and O&M costs. The level of community involvement in preparation and implementation of these plans is critical in developing ownership of the community to own and sustain the benefits of improved water and sanitation services on a long-term basis. This training is aimed at creating necessary knowledge and skills among the GP-WSC members in particular and community members in general to prepare community action plans, both CWP and CEP. This event therefore should be planned in the later part of the planning phase. Objectives

1. To make the GP-WSC members understand the various sub-plans of CWP and CEP and the process involved in their preparation.

2. To help GP-WSC members in preparation of first draft of these plans by

involving larger community in the process

3. To make GP-WSC members prepare and agree on action points for finalizing the community action plans the village level.

Participants

The participants would include selected members of GP-WSC. However, interested community members be encouraged to participate in the event.




Responsibility of conducting the program Two senior resource persons (One engineer and 1 social scientist) would be required to facilitate the event at the village level. As the programs are held in villages, good trainees could be spotted and included in resource team for future training events. Timing The program would need to be conducted in the later part of the planning phase of each batch of the project. Duration 2 days Expected Outcome

The GP-WSC members in particular and community members in general would be able to explain the CWP and CEP, their various sub-components and process of their preparation at the community level

The GP-WSC members are able to prepare the first draft of CWP and CEP at the

community level.

The GP-WSC members commit for finalization of plans in consultation with larger community and agree on an action list for the same.


Time/ Day

Forenoon Afternoon

Day 1 Introduction and explaining the purpose of the event

GP-WSC members prepare various sub-plans of CWP and present in the plenary




Preparation of Community Works Plan (CWP): Process and formats

Water Supply Drainage/Soakpits Toilets Source and Catchment Protection

Works

Preparation of Community Empowerment Plan (CWP): Process and formats

Hygiene Promotion Women’s Initiatives Management of

construction and post construction activities including community contribution

Day 2 GP-WSC members prepare various sub-plans of CEP and present in the plenary

Finalization of first draft of various sub-plans of CWP and CEP in the plenary based on presentations by the groups

GP-WSC commitment on action points to complete action planning

Evaluation and closure Methodology The training would be completely field based and conducted in the village only. Participation of larger community would be attempted during the course of event so that issues related to community action planning are brought forth, discussed and sorted out. Evaluation A simple ‘mood barometer’ exercise would be used to get the feedback of participants about the training. The quality of formats and checklist for CWP and CEP prepared on the last day of the training would also give an idea of transfer of learning during the training.

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(43) Training on Financial Systems and Bookkeeping in RWSS Project (Implementation phase)

Introduction The implementation phase of the project would involve procurement, storage and construction works at the village level. For smooth management of material and optimum utilization of funds proper accounting and maintenance of books and records would be necessary. For ensuring a proper accounting and financial control system at the GP-WSC level, the capacity of the treasurer and other office bearers has to be built through appropriate training program. Objective of the training

1. To provide reasonable book-keeping and accounting knowledge and skills to the GP-WSC for the maintenance and updating of books of accounts, records, and information in a transparent consistent and generally acceptable manner.

2. To enable the GP-WSC to carry out proper store management and material

handling.


Participants 2 members of each GP-WSC including the treasurer. Responsibility of the Training The responsibility of conducting this training would be that of the SO. Timing This training should be conducted immediately before the commencement of the implementation phase and after the finalization of the scheme proposal. Course Duration 3 days Expected Outcomes At the end of the training the participants would be able to:




Be able to gain basic knowledge and skill to maintain and update books of accounts and financial records in a consistent and transparent manner.

Be able to provide reliable financial feedback as and when required for the project purposes

Training plan


Day 1 Registration, Introduction, Ice-breaking, Expectations from the workshop Workshop Objectives Introduction of Accounting system, Books to be maintained, Nature of

Expenses and income, receipts & payments

Practice session Day 2 Basic concept of procurement, Competitive price and economy, procurement

process, Accounting treatment of Procurement, Costing, Store entry and control

Practice session Basic concept of store accounting, recording of issue and receipt, challans

,Authorization etc, Maintenance of store ledger/stock book, Inventory valuation,

Practice session Day 3 Preparation of Muster roll, payment schedule and accounting

Practice session Ledger balancing, Trail balance, Preparation of financial reports Practice session Presentation of financial information and need for audit Evaluation and closure

Methodology The training methodology would include audio-visual presentations, group work and practice sessions using tools and formats related to accounting book keeping. Evaluation A simple format would be used for getting the feedback of the participants.

.

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(44) Training on Community Procurement

Introduction In APRWSSP, the communities are expected to play the lead role and take decisions at all the stages of the project. Procurement of material for construction of the schemes as also other community procurement tasks related to works and services are important tasks that the community has to manage. If not done properly, it would not only affect the quality of scheme construction but also kill the spirit of community participation and the GP/GP-WSC would run the risk of loosing the trust of community members. This calls for clarity among GP/GP-WSC members about the process of community procurement. Important points that need attention of GP-WSC in this regard are as follows:

Material procurement and its cartage for water supply scheme should be done timely

Non-local material that does not rot (such as pipes, fittings etc.) should be purchased in the beginning so as to avoid cost escalations

Non-local material that can get spoiled (such as cement) must be purchased as per schedule only and should be properly stored.

Local material should be arranged as per schedule If available on rate contracts, the material could be ordered and purchased directly

from the vendor. In case rate contracts are not available, sealed quotations would need to be invited

and they would need to be evaluated once they are received so as to finalize the decision related to purchase.

Formation of a purchase committee for market survey and presentation of its report before the GP-WSC in a general meeting of the Gram Sabha.

Checklist of important points that need to be looked at during the market survey must be clear to the purchase committee and GP-WSC.

The formats for evaluation of quotations and issuing orders of purchase etc. must be clear to the members of the purchase committee and GP-WSC.

Checklist for storage of different material must be clear to GP-WSC. Checklist for assessing the quality of various construction materials should be

clear to purchase committee and GP-WSC. GP-WSC must know the ISI codes of various materials.

This training aims at orienting GP/GP-WSC members in formation of a procurement committee through consensus and transparency in tendering process for selecting contractors or procuring pipes and other construction material. It would also provide them necessary knowledge and skill about processes and filling of formats for community procurement of goods, works and services.




Objectives The objectives of the program include:

1. Orient GP/GP-WSC members in particular and community in general in community procurement of goods, works and services and the need to maintain transparency in it.

2. Impart knowledge and skill among the participants about the procedures and

filling of various formats related to community procurement.

Participants

30 per event The participants would include selected (at least 5 per village) GP/GP-WSC

members. However, willing persons from community would also be encouraged to participate in the event

Responsibility of conducting the program One engineer and one social scientist of SO/FT would be required to facilitate the training. Timing The training would need to be conducted during the start of the implementation phase of each batch of the project. Duration 3 days Expected Outcome The participants would have:

Understood the processes related to community procurement of goods, works and services and the importance of maintaining transparency in the same.

Developed necessary skills in following the procedures and filling of required

formats for community procurement tasks.




Training plan A sample outline of the training plan is given below. However, if possible, the procedures should be implemented during the training itself and the material is procured during the course of the event. In that case, suitable changes would need to be done in the training plan:

Time/ Day

Forenoon Afternoon

Day 1 Introduction and explaining objectives General aspects of community procurement

Community procurement of goods, works and services: How to maintain transparency?

Processes related to formation of purchase committee

Day 2 Recap of Day 1 ISI codes of various materials. Market survey procedures and formats

including checklist for assessing the quality of various construction materials

Evaluation of quotations and related formats

Testing requirements of materials Process of approval of purchase and related formats

Day 3 Checklist for storage of different material .

GP-WSC’s plan of action for procurement

Evaluation and closure Methodology The training methodology would be participatory and build upon the existing knowledge and skills of participants. The methodologies would use group exercises and practical implementation of processes, if possible. Various formats would be prepared in advance in sufficient numbers and explained during the training. Evaluation A simple evaluation form would be used to get feedback of participants about the training.

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(45) Work Accounting and Physical Progress Documentation of Construction

Works Introduction Community Works Plan (CWP) prepared by the community during the planning phase forms the basis of Detailed Project Report (DPR) and finally this is approved by the Project Support Unit for implementation by the community during the implementation phase. The DPR would include works related to water supply, drainage, household/community toilets, soak-pits, garbage/other solid waste disposal and source and catchment protection. In order to have clarity about the progress made against physical works, work accounting and documentation of construction works is extremely important. Some of the records that need to be maintained are as follows:

Store/Stock Book Material issue register Site Register: Cash Book Visit Register Day Book Labour Contribution Register Muster Roll Register Register of Individual Items Cash Contribution Register Receipt book for payments

In order to ensure that works are carried out as per provisions of DPR, it is important to prepare monthly progress reports of construction works based on item-wise expenditure on labour and material. A clearly designed format would be required to meet this purpose. This training is aimed at creating necessary knowledge and skills among the GP/GP-WSC members in particular and community members in general to work accounting and physical progress documentation of construction works. Objectives

1. To make the GP/GP-WSC members understand the procedures to be followed for work accounting and physical progress documentation of construction works




2. To develop knowledge and skill among GP/GP-WSC members for filling the documents required for work accounting and progress documentation

Participants The participants would include selected members of GP/GP-WSC. However, interested community members be encouraged to participate in the event.

Responsibility of conducting the program Two senior resource persons (One engineer and 1 social scientist) would be required to facilitate the event at the village level. As the programs are held in villages, good trainees could be spotted and included in resource team for future training events. Timing The program would need to be conducted in the beginning of the implementation phase of each batch of the project. Duration 2 days Expected Outcome

The GP/GP-WSC members in particular and community members in general would be able to explain procedures to be followed for work accounting and physical progress documentation of construction works

The GP-WSC members are skilled in filling various documents related to works

accounting and progress documentation Training plan Outline of the training plan is as follows: Time/day Forenoon Afternoon

Day 1 Introduction and explaining the purpose of the event

Work Accounting Procedures




Overview of DPR Water Supply Drainage/Soakpits Toilets Source and Catchment

Protection Works

Role of GP/GP-WSC in work accounting and progress documentation

Day 2 Exercise on filling of Formats for work accounting and documentation of construction works

Open session to clarify doubts, queries

Evaluation and closure Methodology The training would be completely field based and conducted in the village only. Participation of larger community would be attempted during the course of event so that issues related to community action planning are brought forth, discussed and sorted out. Evaluation A simple ‘mood barometer’ exercise would be used to get the feedback of participants about the training. The quality of filling of formats as part of the training would also give an idea of transfer of learning during the training.

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(46) Training of Masons on Sanitation Construction Works

Introduction In APRWSSP, the communities are expected to construct their sanitation assets besides water supply schemes of their choice. It is therefore important to train masons at the village level to undertake related tasks. This training of masons is aimed at orienting them about the processes involved in community-led total sanitation and impart practical skills so that they become able to construct different types of low cost sanitation options. Besides, household toilets, technologies related to other environmental sanitation works would also be covered under the program. These include: Soakpits, NADEP and vermin compost pits. Objectives The objectives of the program include:

1. Orient masons about the importance of achieving open defecation free and fully sanitized village environment using community led total sanitation approach.

2. Impart basic skills to the participants so that they are able to construct different

types of low-cost toilets, NADEP, vermin compost pits, soak-pits and guide villagers in choosing different options as per their preference and paying capacity .

Participants The participants would include at least 2 masons per village. However, willing persons from GP/GP-WSC/community would also be encouraged to participate in the event. Responsibility of conducting the program One engineer and one social scientist of SO/FT would be required to facilitate the training. It would be good if an expert plumber is also associated as resource person. Timing The training would need to be conducted during the start of the implementation phase of each batch of the project, preferably after the community has taken a resolve to end open defecation.




Duration 6 days Expected Outcome The participants would have

Understood the importance of community led approaches in achieving open defecation free and fully sanitized environment

Developed necessary skills related to construction of. low-cost toilets, NADEP,

vermin compost pits, soak-pits

Are oriented enough to guide villagers to adopt sanitation ladder approach and choose options as per their preferences and willingness to pay

Training plan A sample outline of the training plan is given below.

Time/ Day

Forenoon Afternoon

Day 1 Introduction and training overview Construction of NADEP: specifications, precautions, operation and maintenance requirements

Need of creating ODF and fully sanitized environment

Construction of Vermin Compost Pits: specifications, precautions, operation and maintenance requirements

Creating ODF villages through Community Led Approach

Construction of Soak-pits: specifications, precautions, operation and maintenance requirements

Parts of a toilet: pit, squatting platform, p-trap, junction chamber, superstructure etc.

Different types of toilet models, such as Dry pit Leach pit (single, double, on-pit,

offsite pit) Ecosan

Demonstration of different types of pans, p-traps




Precautions in using Toilets Day 2-5 Demonstration of construction of different models of toilets, NADEP,

Vermin compost pits, soakpits in willing households Day 6 Visiting all the constructions completed

along with the community/GP-WSC/GP members

Open session with masons and community members to respond to their queries and clarify doubts, if any

Evaluation and closure Methodology The training methodology would be participatory and build upon the existing knowledge and skills of masons. The methodologies would use practical demonstration of sanitation methods and free and frank discussion with community members and masons. Willing households would arrange necessary material for construction of sanitation assets. However, some pans, p-traps etc must be arranged in advance for smooth conduction of the program. Evaluation A simple evaluation form would be used to get feedback of participants about the training.

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(47) Training of Plumbers on Piped Water Supply

Introduction In APRWSSP, the communities are expected to construct their water supply schemes. It is therefore important to train plumbers at the village level to undertake related tasks. This training for plumbers is aimed at orienting them about the processes involved in community managed water supply schemes and impart practical skills so that they become able to lay down and repair old and new pipelines. Besides the orientation about APRWSSP and importance of community management of water supply schemes, the contents that need to be covered under this 2-day field based program would include: • Safety in Plumbing • Identification of plumbing tools • Use of plumbing tools • Identification of different pipe materials • Identification of different types of joints • Pipe and tank connections • Toilet fitting (both Western and Indian style) • Basic Estimation


1. Orient plumbers about the importance of community management of water supply and sanitation schemes under APRWSSP.

2. Impart basic plumbing skills to the participants so that they are able to accomplish

plumbing tasks in the water supply schemes on their own without external assistance.

Participants The participants would include at least 2 plumbers per village. However, willing persons from GP/GP-WSC/community would also be encouraged to participate in the event Responsibility of conducting the program One engineer and one social scientist of SO/FT would be required to facilitate the training. It would be good if an expert plumber is also associated as resource person.




Timing The training would need to be conducted during the start of the implementation phase of each batch of the project. Duration 2 days Expected Outcome The participants would have:

Understood the importance of and processes related to community management of water supply schemes under APRWSSP

Developed necessary plumbing skills related to piped water supply schemes.

Training plan A sample outline of the training plan is given below.

Time/ Day

Forenoon Afternoon

Day 1 Introduction and training overview Safety in Plumbing

Community management of water supply schemes under APRWSSP: Rationale, processes and importance

Identification of plumbing tools

Components of a piped water supply schemes and plumbing requirements

Use of plumbing tools

Identification of different pipe materials

Day 2 Recap of Day 1 Toilet fitting Identification of different types of joints Basic Estimation Pipe and tank connections Evaluation and closure

Methodology The training methodology would be participatory and build upon the existing knowledge and skills of participants. The methodologies would use group exercises and practical demonstration of processes, as far as possible. Necessary material (such as different types of pipes and fittings) would be arranged in advance for demonstration during the training.





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(48) Construction Supervision Training Introduction It is extremely important that the construction is supervised at all times by all the stakeholders to ensure desired quality standards and long term sustainability of assets created. Timely and effective supervision would ensure that the civil works are constructed as per the design and layout, the right quality and quantity of material used and the timely rectification in the construction to ensure non escalation of time, cost and efforts. The community level supervision shall be best coordinated by a subcommittee formed within the GP-WSC for the purpose. And the capacity of the supervision team has to be built in this regard. Objectives The objectives of the program include:

1. Orienting selected members of the GP-WSC in the concept and need of construction supervision

2. Helping them understand the process of construction supervision, identifying the

stages when the construction supervision is essential, what needs to be done at what stage, and help them develop checklist for specific supervision tasks.

3. Understanding their role vis a vis other agencies responsible for construction

supervision

4. To discuss about the mode of community supervision of the construction of civil works

Participants 5 members from each GP-WSC. Responsibility of the Training The responsibility of conducting this training would be that of the SO. Timing This training should be conducted immediately before the commencement of the construction of the civil works begins.




Course Duration 2 days Expected Outcomes At the end of the training the participants would be able to:

Understand the need for construction supervision and the role of community vis a vis other institutions

Gain basic knowledge and skill to carry out the construction supervision activities for ensuring quality of construction and maintaining transparency in operations.

Plan out the construction supervision at various stages of the construction works.

Training plan


Day 1 Registration, Introduction, Ice-breaking, Expectations from the workshop Workshop Objectives Concept , need and importance of construction supervision

Role of community vis s vis other institutions Identifying stages at which construction supervision is necessary

Day 2 Discussion on the process of construction supervision Activities to be done at different identified stages

Preparation of check list for supervision Fixing responsibility for supervision Evaluation and closure

Methodology The training methodology would include audio-visual presentations, group work and practice sessions using tools and formats. Evaluation A simple format would be developed for getting the feedback of participants.

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(49) Workshop on O&M Phase Activities & Roles and Responsibilities of GP/GP-WSC

Introduction This workshop is aimed at creating a common understanding on the activities to be undertaken during the O&M phase and role of GP/GP-WSC as representative institutions of the community in it. The workshop would cover the following indicative aspects that need to be taken care of during the O&M phase: O&M of Water supply scheme Technical aspects

Water supply scheme is being maintained properly Use of bleaching powder for chlorination is being done regularly The village maintenance worker and community members are aware of the

process of chlorination Water quality testing is being carried out regularly Testing of residual chlorine through chloroscope is done regularly Community members are informed about insurance of scheme and they are

motivated enough to prepare proposal for the same and agree to contribute related costs

Village maintenance worker undertake regular checking and preventive maintenance of various structures so that major problems are not faced in future.

To see that the number of private connections do not exceed the capacity of the scheme and educate the community about the adverse impact on supply of water in case connections are increased beyond the threshold limit.

Financial aspects

Fixation of date for depositing O&M tariff by the users Regular collection of O&M tariff Review of tariff as per requirement Proper maintenance of O&M income-expenditure account Establishment of system of depositing O&M collection in the bank account of

GP-WSC Institutional aspects

Regular meetings of GP-WSC to discuss issues related to O&M and writing its proceedings

Informing larger community about the decisions of the GP-WSC




Coordination between GP-WSC and GP Voluntary taking over of old schemes by GP-WSC, if any, for O&M

O&M of Sanitation assets

Maintenance of toilets Village cleanliness Proper disposal of garbage, solid waste Cleaning of drains

O&M of Source and catchment protection works

Maintenance of plantation and other biological measures Maintenance of engineering structures

Hygiene Promotion

Periodic healthy home surveys (HHS) are undertaken to monitor behaviour changes in personal, domestic and environmental sanitation

Actions are planned by the community based on the results of HHS. Women’s initiatives

Regular savings, inter-loaning and income generation activities by SHGs This workshop would also help the GP-WSC in particular and community in general about the roles and responsibilities of GP and GP-WSC in the O&M phase. The above list makes it clear that the GP-WSC has to lead all actions during the O&M phase, successfully maintain all the structures and ensure regular supply, collect O&M contribution, respond to public complaints, promote and monitor hygiene and sanitation behaviours at the community level Objectives The objectives of the program include:

1. Orient GP-WSC members in particular and community members in general about O&M phase activities and role and responsibility of GP-WSC and GP in the same. This would include water supply, sanitation, catchment protection, hygiene behaviours and women’s initiatives




2. Impart knowledge and skills to participants for successfully developing and maintaining O&M systems at the community level including related record keeping and transparency in functioning.

Participants

The participants would include selected members of GP-WSC. Community members should also be encouraged to participate in the event. Responsibility of conducting the program One public health engineer and one social scientist would be required to facilitate the event. They would be from SO/FT. As the programs are held, good trainees could be spotted and included in resource team for future training events. Timing The training would need to be conducted during the later part of implementation phase of each batch of the project. Duration 2 days Expected Outcome The participants would have acquired:

1. understanding about the O&M phase activities and role of GP/GP-WSC in the same.

2. fundamental skills in facilitating establishment of O&M systems for at the

community level including maintenance of related records and transparency in functioning.


Time/ Day

Forenoon Afternoon

Day 1 Introduction and explaining Objectives O&M phase activities related to other project components

O&M phase activities related to water supply scheme




Day 2 Group Exercise: Role of GP-WSC and GP

during the O&M phase Discussion and finalization of check-list of responsibilities of GP/GP-WSC

Methodology The training methodology would hands-on training in the field. The focus would be on creating common understanding about O&M phase activities and related responsibilities. Evaluation A simple ‘mood barometer’ exercise would be used to get the feedback of participants about the training at the end of each day. The quality of checklist prepared on the last day of the training would also give an idea of transfer of learning during the training.

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(50) Workshop on Preparation of GP-WSC Bye Laws and Tariff Fixation/Revision Introduction From the point of view of sustainability of the water supply schemes, it is absolutely essential to build the capacity of the GP-WSC, which is responsible as the representative institution at the community level for the operation and maintenance of the water utilities constructed under the project. The facilities would be required to be maintained over the design period and this would involve fund management, civil repairs and collection of tariff etc. The GP-WSC which would function independently after the project period and for accountability and transparency purposes, it is thought necessary to draft and adopt a set of bye-laws which would function as the charter of the institution and the functions of the GP-WSC would be guided and bound by it.


1. Orienting about the concept and need of bye-laws

2. Drafting a set of rules and regulations for finalizing the bye laws

3. Understanding the need for tariff fixation and the factors involved in tariff fixation

4. Understanding the rationale behind revision of tariff

Participants 5 members from each GP-WSC.

Responsibility of the Training The responsibility of conducting this training would be that of the SO. Timing This training should be conducted at the commencement of the Operation and maintenance phase. Course Duration 2 days




Expected Outcomes At the end of the training the participants would be able to:

Appreciate the need for construction supervision and describe the role of community vis a vis other institutions in the process

Gain basic knowledge and skill to carry out the construction supervision activities maintain in a consistent and transparent manner.

Plan out the construction supervision at various stages of the construction works.

Training plan Day Suggestive sessions Day

1 Registration, Introduction, Ice-breaking, Expectations from the workshop

Workshop Objectives Concept, need and importance of Bye laws, Components of Bye laws

Preparation of a draft byelaws, Flexibility to adopt different set of rules as per

ground conditions Process of adoption of the bye laws in a village wide meeting Registration of the bye-laws

Day 2

Discussion on the need and importance of tariff fixation

Factors which would influence tariff fixation: Recurring operational costs (chlorination etc.), Insurance, minor repairs, Major repairs, replacement cost recovery etc..

Revision of Tariff: need and circumstances influencing the revision, consequent changes in bye laws


Methodology

The training methodology would include audio-visual presentations, group work and practice sessions using tools and formats.




Evaluation A simple format would be developed and used for getting feedback of the participants.

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(51) Training on Operation of Scheme and Preventive and Breakdown Maintenance Introduction APRWSSP envisages that during the O&M phase, communities through their GP-WSCs would operate and maintain water supply schemes planned and implemented by them so that safe water is available to them in adequate quantities and with desired quality standards. In case of multi-village schemes, the responsibilities would be shared by MVS-WSC and respective GP-WSCs. This calls for creating ownership and imparting knowledge and skills to successfully operate and maintain the schemes. It requires an appropriate institutional structure, skilled manpower preferably within the village and monetary resources. To ensure that enough monetary resources are available, it is absolutely necessary that appropriate O&M charges are fixed with the involvement of larger community so that there is a consensus on regular payment of O&M charges. Apart from this, there should be clarity on various tasks that need to be carried out for running the scheme, its preventive maintenance and as to how to repair the various structures in cases of breakdowns. This ToT would help the GP-WSC/MVS-WSC in particular and community in general the O&M requirements with regard to:

Water supply schemes including its various components such as source and intake works, filtration units, supply main, reservoir, distribution lines, different valves, chlorination units, public stand-posts etc.

Drainage system/soakpits Different types of toilets Soild waste disposal Source and catchment protection works

The training would also focus on facilitating establishment of O&M systems at the community level including maintaining records related to income and expenditure, responding to public grievances, preventive and break-down maintenance. The focus of the training would be on facilitating participatory exercises on calculation of “O&M costs” and “Down time for repairs” to be carried out by the GP-WSC members in the presence and participation of the community members. Objectives The objectives of the ToT program include:

Orienting GP-WSC members in particular and community members in general about requirements of O&M (operational, preventive and breakdown) in SVS/MVS and role of GP-WSC/MVS-WSC in the same.




Orienting the participants on O&M requirements of drainage/soakpits, toilets, soild waste and source and catchment protection measures

Imparting knowledge and skills to participants for successfully developing and

maintaining O&M systems at the community level including related record keeping and transparency in functioning.

Participants

The participants would include selected members of GP-WSC/MVS-WSC. Community members should also be encouraged to participate in the event. Responsibility of conducting the program One public health engineer and one social scientist would be required to facilitate the event. They would be from SO/FT. As the programs are held, good trainees could be spotted and included in resource team for future training events. Timing The training would need to be conducted during the beginning of the O&M phase of each batch of the project. Duration 2 days Expected Outcome At the end of the program, the participants are able to:

Describe the processes, issues and requirements of O&M systems in water supply schemes and role of GP-WSC/MVS-WSC in the same.

Describe the requirements of O&M in drainage/soakpits, toilets, soild waste and

source and catchment protection measures and role of GP-WSC/MVS-WSC in the same.

Acquire fundamental skills in facilitating establishment of O&M systems for at

the community level including maintenance of related records and transparency in functioning.





Time/ Day

Forenoon Afternoon

Day 1 Introduction and explaining Objectives Exercise on calculation of “O&M costs”

Requirements of O&M in water supply schemes related to

Operation of the scheme Preventive maintenance Repair of breakdowns

Exercise “Down time for repairs”

Day 2 Requirements of O&M in Source and

catchment protection works Operational requirements Preventive measures Repair of breakdowns

Role of GP-WSC/MVS-WSC in O&M of water supply schemes

Requirements of O&M in drainage, solid waste disposal, toilets etc

Group exercise for finalizing O&M checklist by GP-WSC

Methodology The training methodology would hands-on training in the field. The focus would be on creating skill in facilitating O&M systems at the community level. Evaluation A simple ‘mood barometer’ exercise would be used to get the feedback of participants about the training at the end of each day. The quality of O&M checklist prepared on the last day of the training would also give an idea of transfer of learning during the training.

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(52) Refresher on Financial Management, Accounting Systems and Book Keeping

Introduction Operation and maintenance of the water supply utilities developed under the project would involve generation and expenditure of funds. For smooth management of optimum utilization of funds, proper accounting and maintenance of books and records would be necessary and capacity has to be developed at the GP-WSC level through appropriate training. Trainings have been proposed on these aspects in previous phases as well, but this program is designed basically to work as refresher before the SO/FT makes an exit from the village. Objective of the training

1. To refresh book-keeping and accounting knowledge and skills of GP-WSC for the maintenance and updating of books of accounts, records, and information in a transparent consistent and generally acceptable manner.

2. To enable the GP-WSC to manage the O&M funds effectively


Participants 2 members of each GP-WSC, including the treasurer.

Responsibility of the Training The responsibility of conducting this training would be that of the SO. Timing This training should be conducted during the O&M phase. Course Duration 3 days Expected Outcomes At the end of the training the participants would be able to:

Describe the financial and other records to be maintained during the O&M phase




Acquire skills update books of accounts and financial records in a consistent and transparent manner.

Provide reliable financial feedback as and when required for the project purposes

Training plan


Day 1 Registration, Introduction, Ice-breaking, Expectations from the workshop Workshop Objectives Introduction of accounting system, books to be maintained, nature of expenses and

income, receipts & payments

Practice session Fixation of operation and maintenance tariff based on different components,

repair, insurance etc., need for revision Practice session

Day 2 O & M collection methods, operation and maintenance of schemes Collection methods, listing of defaulters, action against defaulters and

accounting systems for the same Practice session Basic concept of store accounting, authorization etc, maintenance of store

ledger/stock book, Inventory valuation, Practice session

Day 3 Maintenance of bank account for O&M funds, ledger balancing, trail balance, preparation of financial reports

Practice session Presentation on financial information and need for audit

Evaluation and closure Methodology The training methodology would include audio-visual presentations, group work and practice sessions using tools and formats related to accounting/ book-keeping.

Evaluation A simple format would be developed for getting the feedback of the participants.

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Documents

REPORT - aprwssp.ap.nic.inaprwssp.ap.nic.in/worldbank/CBS&IP_FINAL_Part_B_11 May09.pdf · report (part–b: training outlines of the programs proposed) study on capacity building