Training for Participants Date, Location, Venue 1 Welcome! Welcome to PEM 2 Module!
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Transcript of Training for Participants Date, Location, Venue 1 Welcome! Welcome to PEM 2 Module!
PEM 2. PLANNING MODULE
Training for Participants Date, Location, Venue
1
Welcome! Welcome to PEM 2
Module!
Module Aims and ObjectivesAim: To provide relevant District Councillors and staff with an
overview and understanding of the planning process in Step 1 of the PEM cycle.
Objectives: To identify the District Development Framework (DDF) as the
main output of Step 1: Planning. To outline the activities and tasks involved in the preparation
of the DDF document, including timelines and responsibilities. To understand the principles to be applied in the preparation
of the DDF.
2
Module OverviewDistrict PEM Cycle and Timeline - Recap
What is the DDF?
1.1 PEM Start Up meeting / Community Awareness
1.2 District Profile
1.3 Community Consultations
1.4 National/Sector Input
1.5 Prepare Draft DDF
1.6 Validate DDF
1.7 Finalise DDF
Module Conclusion 3
What is in the PEM 2 Module?
District PEM Cycle and Timeline - Recap
5
Session Objectives:
To recap important points from the PEM Overview Module.
To remind participants of the steps in the PEM cycle, when they take place and who is responsible.
6
e
Main activities:• District Profile • Community Consultations• National and Sector prioritiesOutput: 5 year DDFTraining Module: PEM 2. Planning
Step 1. Planning
Main activities:• National level guidance• Commence Project Appraisal /
Feasibility Studies• Forecast Revenues • Prioritisation of Projects Output: Approved District BudgetTraining Module: PEM 3. Budgeting and Investment Programming
Step 2. Budgeting
District PEM Cycle Overview
Main activities:• First selection of priorities for Work
Plan • Prepare Work Plan and Budget
Allocation• Adopt and disseminate Work PlanOutput: 3 year rolling investment programme, Annual Work Plan and Budget (AWPB)Training Module: PEM 3. Budgeting and Investment Programming
Step 3. Investment Programming
Main activities:• Design Intervention Plan• Cost estimates and BoQs• Procurement and ContractingOutput: Signed contracts, Completed and functional projectsTraining Module: PEM 4. Project Implementation
Main activities:• DDF monitoring• Work Plan and Budget
monitoring• Consultative forum with VCsOutput: M&E Reports, MISTraining Module: PEM 5. M&E
Step 5. M&E
Step 4. Implementation
77
District PEM Timeline – All Years (Somaliland)St
ep 2
. Bu
dgeti
ng
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Step
3. I
nves
tmen
t Pr
ogra
mm
ing
Step
4. I
mpl
emen
tSt
ep 5
. M&
E
2.1
4.1
2.2
3.2
3.3
DDF Approved and
Disseminated
1.2
Step
1. P
lann
ing
1.1 PEM Start Up/Awareness
1.2 District Profile
1.3 Community Consultations
1.4 Draft DDF1.5 Validation of Draft
DDF
1.6 Finalise DDF
1.1
1.4
1.6
1.3
2.1 National guidance
2.2 District PER
2.3 Forecast Revenues
2.4 Prioritise Projects
2.5 Initial Budget Review
2.6 Communicate VCs
2.7 Final Budget Approval
2.3
2.4
2.5
2.6
2.7
Year 2+ Update District Profile /
Revise DDF1.5
End Q1
End Q3
3.1 3 year Investment Programme
3.2 First Selection project priorities
3.3 Prepare AWPB
3.4 Present AWPB to VCs
3.5 Adopt AWPB
3.6 Disseminate AWPB
3.4
3.5
District Budget
Adopted
AWPB Adopted and
Disseminated
4.2 & 4.3
4.4 & 4.5
4.6 & 4.7
4.8 Contracting and contract management – ongoing process throughout the year if needed.
4.1 Implementation Plan
4.2 Consult with VCs
4.3 Establish CMG
4.4 Design Intervention Plan
4.5 Cost Estimate, BoQ
4.6 Central level alignment
4.7 Submit documentation
4.8 Implement Project
Year 2+ 5.2 Ongoing monitoring process throughout AWP implementation
5.5 Ongoing - includes external monitoring, financial audit and technical audit
5.1 DDF Monitoring
5.2 AWPB Monitoring
5.3 Joint Monitoring
5.5 Finance & Administration Monitoring
5.4 Consultative Forum
Year 2+ 5.1 Ongoing DDF monitoring process
Dashed lines represent processes commencing or continuing in Year 2+ Solid lines represent processes commencing in Year 1
Year 2+ 5.3 Ongoing monitoring process including progress reports, quarterly reports.
Year 2+ 5.5 Ongoing monitoring of financial and administrative procedures
5.1 Initial set up of DDF monitoring framework and ongoing data collection.
PEM Cycle Timeline Q1-Q4
Year 2+ 5.4
3.1
3.6
End Q2
End Q4
Year 2+ Public meeting on
DDF achievements
Commencement of Project Appraisals/Feasibility Studies process – ongoing
4.8 Preparation and procurement
Year 2+ Project Appraisals/Feasibility Studies process – ongoing as needed
8
District PEM Responsibilities ChartStep 5. M&EPEM Responsibilities (Somaliland) Step 1. Planning Step 2. Budgeting Step 3. Investment Programming Step 4. Implementation
StakeholderDistrict Level StakeholdersDistrict Council
Social Affairs Sub-Committee
Economic & Development Sub-Committee
Mayor
Executive Secretary
Village Council (VC)Department of Administration & Finance
District Department DirectorsDepartment of Planning
Department of Public Works
Department of Social Services/Affairs
Community Monitoring Groups
Local Civil Society Organizations
Private Sector/NGOs
The public
MOI
Ministry of Planning
Sectoral Ministries Regional Council** Ministry of FinanceAuditor-GeneralAccountant-GeneralDonors
**Has responsibility in law for approving district budgets, although in practice this is carried out by MOI.
National and Regional Stakeholders
District Level Stakeholders
What is the DDF?
9
Session Objectives:
To understand the meaning of a ‘development process’ and why it is important for districts in Somaliland.
To become familiar with the purpose, content and format of a District Development Framework (DDF).
To become familiar with the important relationship between the DDF and the National Development Plan (NDP) and the planning process between the DDF and the NDP.
10
The DDF is a document that: Specifies the main development
priorities and objectives of the district.
Defines the main interventions needed to achieve the objectives.
Defines simple indicators and targets to measure achievement of the objectives.
11
1.1 PEM Start Up/Awareness
1.2 District Profile
1.3 Community Consultations
1.5 Draft DDF
1.6 Validation of Draft DDF
1.7 Finalise DDF
1.4 National / Sector priorities
Diagram 2: Step 1. -Developing the DDF
12
District Profile Community Consultations
National/Sector Input
District Development Framework
Information Sources for the DDF
1.1 PEM Start Up / Community Awareness
13
Session Objectives:
To understand the purpose and processes of a PEM Start Up meeting.
To understand the purpose of and to become familiar with the methods for conducting awareness raising on the district planning process with communities.
See Annex 2 for a PEM Start Up Meeting Agenda format.
1.2 District Profile
14
Session Objectives:
To understand the purpose of a District Profile and how it relates to the DDF.
To become familiar with how to prepare a District Profile document, including information, processes and responsibilities.
15
Capturing the District’s existing
situation
that defines where the
District is now and…
…incorporates into the District
Development Framework
(DDF)
What is District Profiling?
16
1. Social profile
2. Economic profile
3. Environmental profile
4. Urban structure
5. Public administration
6. Transportation profile
7. Technical infrastructure
8. On-going projects
9. Development potential and constraints
10. Findings and lessons (remaining tasks) for next year
11. References
District Profile: Table of Contents
17
District Profiling Process
Community Consultation
Process
Collect Secondary Source data (from
Regional Office and others)
Collect District Data (Mayor, District Departments)
Rural areas (collect data from villages)
Data Verified
District Profile
prepared and
finalised using
verified data
District Profile Data Collection Process – Example of Data Sources
1.3 Community Consultations
18
Session Objectives:
To have an overview of the community consultation process, including the purpose, preparation, methodology and desired outcomes.
To understand the participatory principles that guides the community consultation process and to identify how to apply them in practice.
See Annex 4 for Community Consultation information.
19
Training of ToTs Community Consultations
Analysis of collected information
The community consultation process
20
The community consultation process
Districts identify
department staff to train
as 'ToTs'.
5 ToTs from each district learn how to
train the facilitators (2
week session).
Identification of district
based facilitators from local
NGOs/CBOs to conduct the community
consultations.
ToTs train the hired
facilitators to conduct the community
consultations (1 week
session).
A. Identification, Recruitment and Training of ToTs and Facilitators
'Clusters' are identified within the district (all villages within a 4-5km/1
hour walking distance).
Preparatory meeting for facilitators:
- Identify a common meeting locality for
each cluster. - Assign facilitators
to pairs and allocate cluster/s.
Conduct a community entry public meeting in
each cluster to arrange details of
the community consultation process.
B. Preparation for Community Consultations
21
The community consultation process
Facilitators conduct
consultations (up to 14 days
per cluster, based on PICD
manual).
Awareness Raising and
Attitude Change stage
Community Data Gathering and Situation Analysis stage
Community Visioning and Prioritisation
Process
C. Conducting Community Consultations
Facilitators compile a
Village/Cluster Priority
Assessment for each cluster. See Annex 4c for details.
Input and analysis of data from the field.
Overall results of community consultations
Summary of the process and
results is prepared for inclusion in
Section 3 of the DDF. See Annex 1
for details.
D. Data Analysis and Report Preparation
1.4 Regional/National/Sector Input
22
Session Objectives:
To understand what national or line ministry requirements need to be taken into account when preparing the DDF.
To identify what existing planning information is available in the district and how this can contribute to the DDF.
To become familiar with the important relationship between the DDF and the National Development Plan (NDP) and the planning process between the DDF and the NDP.
See Annex 5 for a national priorities document outline.
1.5 Prepare Draft DDF
23
Session Objectives:
To become familiar with the process of preparing the draft DDF, including the contents and sources of information required.
See Annex 1 for a DDF format and Annex 6 for DDF preparation tools.
Identification of District Priorities (by sectors).
This information is presented in Section 5 of the DDF.
24
District ProfileCommunity
Consultations National/Sector
Input
Summary in Section 2 of the DDF.
Summary in Section 3 of the DDF.
Outline national priorities in Section 4 of the DDF.
Draft District Development Framework
District Council agreement on district vision and objectives.
This information is recorded in Section 6 of the DDF.
Targets and indicators are developed to monitor progress towards the objectives. This information is recorded in Section 7 of the DDF.
Compiling the DDF
1.6 Validation of Draft DDF
25
Session Objectives:
To understand the purpose and process of conducting a validation process with VCs and other stakeholders on the draft DDF.
1.7 Finalise DDF
27
Session Objectives:
To understand the process required to finalise the DDF, including revisions, adoption, dissemination and publicising.