PRESENTATION ON THE REVIEW OF THE PROJECT CYCLE

BY R.K.D. Van-ESSDate: 27th September, 2011

Venue: Erata Hotel

PRESENTATION OUTLINE Introduction Objectives of the Review Review Process Project Cycle and issues arising Key Findings Conclusions/Recommendations

Introduction The NWCSP has been implemented through one-off stand

alone projects over the years Although the Programme is based on Community Ownership

and Management concerns have been raised about the long-term sustainability of the facilities delivered

Triple-S Project is supporting Government through CWSA to shift from one-off stand alone projects to service delivery using the Service Delivery Approach (SDA) model

The cardinal goals of the Project are towards improving sustainability of water services and sector harmonisation

The review of the Project Cycle which is the framework for the delivery of water and sanitation facilities is one of the activities towards achievement of the Project goals.

Objectives of the Review To assess the implementation of the Project Cycle across

Projects and the roles played the key stakeholders To help build consensus on the relevance of the Phases

of the Project Cycle and the roles of key stakeholders in ensuring long-term sustainability of water and sanitation facilities

To inform the preparation of a District Operational Manual (DOM) to serve as reference manual for District Assemblies in the implementation decentralised WASH services.

Review Process Carried out in 4 regions: Greater Accra, Central, Ashanti and

Northern Regions Interviews with key staff/members of key stakeholders Key stakeholders interviewed were: CWSA/RWST, RCC(WASH

Focal Person), DA/DWST, WATSAN Committee, WSDB, Private Sector

The Project Cycle

Promotion/ Identification Application

Pre-selection

Regional approval

committee

Proposal formulation

Proposal formulation

Proposal Appraisal/

Final Selection

Tendering and

contracting

Sub-Project Funding

Approval and Disbursement

Construction and

Community Development

Supervision and

Completion Report

Post-Project Follow-up/Op

eration and Maintenance

Auditing

Ongoing monitoring and evaluation

Promotion/ Identification Application

Pre-selection

Regional approval

committee

Proposal formulation

Proposal formulation

Proposal Appraisal/

Final Selection

Tendering and

contracting

Sub-Project Funding

Approval and Disbursement

Construction and

Community Development

Supervision and

Completion Report

Post-Project Follow-up/Op

eration and Maintenance

Auditing

Ongoing monitoring and evaluation

• 1. Promotion/IdentificationThis is to provide information on the Project to all key stakeholders at

the National, Regional, District and Community/Town levelsTakes the form of; National Launch by CWSA Regional Start-up workshop by RWST/RCC District start-up workshop by RWST/DA Community/Town sensitization by DA/RWSTDWST assist communities/towns in identification of water and

sanitation needs A District selection process and a signing of an MOU between the

RWST and DA witnessed by the RCC

Promotion/ Identification Application

Pre-selection

Regional approval

committee

Proposal formulation

Proposal formulation

Proposal Appraisal/

Final Selection

Tendering and

contracting

Sub-Project Funding

Approval and Disbursement

Construction and

Community Development

Supervision and

Completion Report

Post-Project Follow-up/Op

eration and Maintenance

Auditing

Ongoing monitoring and evaluation

2. ApplicationIn line with the strategy of demand-responsive approach, communities/towns apply to the DA for project support to address their water and sanitation needs.The DWST validates the information provided on the application form

Promotion/ Identification Application

Pre-selection

Regional approval

committee

Proposal formulation

Proposal formulation

Proposal Appraisal/

Final Selection

Tendering and

contracting

Sub-Project Funding

Approval and Disbursement

Construction and

Community Development

Supervision and

Completion Report

Post-Project Follow-up/Op

eration and Maintenance

Auditing

Ongoing monitoring and evaluation

3. Pre-SelectionA process of pre-selection of beneficiary communities/towns using pre-selection criteria developed is carried out by the appropriate committee of the DA.The final approval of the pre-selected beneficiary communities/towns is to be given by the General Assembly .

Promotion/ Identification Application

Pre-selection

Regional approval

committee

Proposal formulation

Proposal formulation

Proposal Appraisal/

Final Selection

Tendering and

contracting

Sub-Project Funding

Approval and Disbursement

Construction and

Community Development

Supervision and

Completion Report

Post-Project Follow-up/Op

eration and Maintenance

Auditing

Ongoing monitoring and evaluation

4. Regional Approval CommitteeThis is a committee of Regional Heads of key stakeholder institutions in WASH activities chaired by the Minister/ RCDIt is to ensure equity in the distribution of investments across the participating districtsIt reviews and approves annual work plans, budgets and sub-projects

Promotion/ Identification Application

Pre-selection

Regional approval

committee

Proposal formulation

Proposal formulation

Proposal Appraisal/

Final Selection

Tendering and

contracting

Sub-Project Funding

Approval and Disbursement

Construction and

Community Development

Supervision and

Completion Report

Post-Project Follow-up/Op

eration and Maintenance

Auditing

Ongoing monitoring and evaluation

5. Proposal FormulationFor Rural CommunitiesA Partner Organization (PO) is contracted by DA to mobilize selected communities to form WATSAN Committees and provide training on WASH issues, prepare proposal and draft Facility and Management Plan (FMP).For Small TownsA consulting firm is contracted by DA to mobilize selected towns to WSDB, training on WASH issues, carry out feasibility studies and prepare detailed designs

Promotion/ Identification Application

Pre-selection

Regional approval

committee

Proposal formulation

Proposal formulation

Proposal Appraisal/

Final Selection

Tendering and

contracting

Sub-Project Funding

Approval and Disbursement

Construction and

Community Development

Supervision and

Completion Report

Post-Project Follow-up/Op

eration and Maintenance

Auditing

Ongoing monitoring and evaluation

6. Proposal Appraisal/Final SelectionThe DA supported by the RWST appraises proposal prepared by the communities with the assistance of the PO to ensure it meets the required standard and the feasibility of proposed technologies.DA supported by RWST reviews feasibility studies report and detailed designsBased on the appraisal the final list of beneficiary communities/towns are selected

Promotion/ Identification Application

Pre-selection

Regional approval

committee

Proposal formulation

Proposal formulation

Proposal Appraisal/

Final Selection

Tendering and

contracting

Sub-Project Funding

Approval and Disbursement

Construction and

Community Development

Supervision and

Completion Report

Post-Project Follow-up/Op

eration and Maintenance

Auditing

Ongoing monitoring and evaluation

7.Tendering and Contracting•DA supported by the RWST places advertisement, receive tenders, evaluates and award contracts for the construction of the water and sanitation facilities

Promotion/ Identification Application

Pre-selection

Regional approval

committee

Proposal formulation

Proposal formulation

Proposal Appraisal/

Final Selection

Tendering and

contracting

Sub-Project Funding

Approval and Disbursement

Construction and

Community Development

Supervision and

Completion Report

Post-Project Follow-up/Op

eration and Maintenance

Auditing

Ongoing monitoring and evaluation

8. Sub-Project Funding Approval and DisbursementBased on the signed contracts for the water and sanitation facilities, a sub-project agreement is prepared and approved by the RWSTFunds are disbursed by Head office based on the agreement

Promotion/ Identification Application

Pre-selection

Regional approval

committee

Proposal formulation

Proposal formulation

Proposal Appraisal/

Final Selection

Tendering and

contracting

Sub-Project Funding

Approval and Disbursement

Construction and

Community Development

Supervision and

Completion Report

Post-Project Follow-up/Op

eration and Maintenance

Auditing

Ongoing monitoring and evaluation

9. Construction and Community DevelopmentContractors are introduced to the communities/towns by the DA and RWST to execute the worksPO and consulting firm continue with WATSAN Committee and WSDB trainingFMP is finalised

Promotion/ Identification Application

Pre-selection

Regional approval

committee

Proposal formulation

Proposal formulation

Proposal Appraisal/

Final Selection

Tendering and

contracting

Sub-Project Funding

Approval and Disbursement

Construction and

Community Development

Supervision and

Completion Report

Post-Project Follow-up/Op

eration and Maintenance

Auditing

Ongoing monitoring and evaluation

10. Supervision and Completion ReportDA with support from consulting firm and RWST supervise the construction of the worksCommunities sign off completion certificates to signify satisfaction with the works

Promotion/ Identification Application

Pre-selection

Regional approval

committee

Proposal formulation

Proposal formulation

Proposal Appraisal/

Final Selection

Tendering and

contracting

Sub-Project Funding

Approval and Disbursement

Construction and

Community Development

Supervision and

Completion Report

Post-Project Follow-up/Op

eration and Maintenance

Auditing

Ongoing monitoring and evaluation

11. Post-Project Follow-up/Operation and MaintenanceThe consulting firm/PO to provide 1-year hands-on support to the WATSAN Committee or WSDB to strengthen their capacity in operation and maintenance as well as the management of their water and sanitation facilitiesFunding to be provided under the project budget

Promotion/ Identification Application

Pre-selection

Regional approval

committee

Proposal formulation

Proposal formulation

Proposal Appraisal/

Final Selection

Tendering and

contracting

Sub-Project Funding

Approval and Disbursement

Construction and

Community Development

Supervision and

Completion Report

Post-Project Follow-up/Op

eration and Maintenance

Auditing

Ongoing monitoring and evaluation

• 12. AuditingPost-project auditing to be carried out by: DA CWSA External Auditors To assess quality of works, quantities, funds management etc. DA to audit accounts of WSDBs

Promotion/ Identification Application

Pre-selection

Regional approval

committee

Proposal formulation

Proposal formulation

Proposal Appraisal/

Final Selection

Tendering and

contracting

Sub-Project Funding

Approval and Disbursement

Construction and

Community Development

Supervision and

Completion Report

Post-Project Follow-up/Op

eration and Maintenance

Auditing

Ongoing monitoring and evaluation

13. Monitoring and Evaluation An on-going activity to be carried out by:Communities/TownsDAsRCCCWSAAs an institutionalized arrangement for long –term sustainability of water and sanitation facilities

REVIEW FINDINGS

1. CWSA has effectively played its facilitation role at the District and Community/Town levels in the implementation WASH projects2. Post-Project monitoring and evaluation by CWSA is weak since there is no formalIsed M&E system in place

3. The link between the RCC and the RWST for WASH activities is weakWASH projects do not feature strongly in the coordination, monitoring and evaluation of development projects in the regions by the RCC (we are only used as “post office”) 4. Some Projects have used PSC which are national in character and others RAC as coordination mechanism but these cease to exist after Projects

5. The DA has played the lead role in the implementation of some aspects of project delivery. However procurement and funds disbursement under some projects have been carried out with little or no DA involvement and this has caused disaffection at the DA6. No formalised post-project monitoring and evaluation in place

7. WATSAN Committees/WSBDs have been formed and are managing their water facilities. 8. Some WSDBs are not managing their systems well mainly due to the calibre of people on the Board 9. About 80% of WATSAN Committees in Ga South District are reported to be ineffective

10. The project cycle has not been implemented in the same way across the different projects12. DAs do not see themselves in full control of project implementation13. Serious concerns have been raised on PO performance14.Capacity for WASH activities is weak in some Districts15. DA sub-structures are not playing any role in WASH activities

Conclusion/Recommendations• The Project Cycle is a useful tool for decentralised

implementation of WASH projects and Community Ownership and Management. However there are challenges in its implementation relating to district ownership and long-term sustainability which need to be addressed in the paradigm shift.

• Recommendations• The Project Cycle should be harmonised across projects• The roles of the decentralised structures from the regional to

the sub-district levels should be re-visited, properly defined and formalised to guarantee long-term sustainability

• Monitoring and Evaluation during implementation and post-project should be institutionalised and formalised

• Small towns should contribute towards initial operation and maintenance cost (1-2years) in lieu of capital cost contribution

• Tenure of first WSDB should start from the date the facility is handed over

• The criteria for selection of WSDB members should be review

• PO concept should be reviewed

• THANK YOU FOR YOUR ATTENTION