PRESENTATION ON THE REVIEW OF THE PROJECT CYCLE

PRESENTATION ON THE REVIEW OF THE PROJECT CYCLE BY R.K.D. Van-ESS Date: 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 Auditing Pre-selection Post-Project Follow-up/Operation and Maintenance Regional approval committee Ongoing monitoring and evaluation Supervision and Completion Report Proposal formulation Construction and Community Development Proposal formulation Sub-Project Funding Approval and Disbursement Proposal Appraisal/ Final Selection Tendering and contracting

1. Promotion/Identification This is to provide information on the Project to all key stakeholders at the National, Regional, District and Community/Town levels Takes 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/RWST DWST 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

2. Application • In 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

3. Pre-Selection • A 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 .

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

5. Proposal Formulation For Rural Communities • A 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 Towns • A consulting firm is contracted by DA to mobilize selected towns to WSDB, training on WASH issues, carry out feasibility studies and prepare detailed designs

6. Proposal Appraisal/Final Selection • The 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 designs • Based on the appraisal the final list of beneficiary communities/towns are selected

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

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

9. Construction and Community Development • Contractors are introduced to the communities/towns by the DA and RWST to execute the works • PO and consulting firm continue with WATSAN Committee and WSDB training • FMP is finalised

10. Supervision and Completion Report • DA with support from consulting firm and RWST supervise the construction of the works • Communities sign off completion certificates to signify satisfaction with the works

11. Post-Project Follow-up/Operation and Maintenance • The 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 facilities • Funding to be provided under the project budget

12. Auditing Post-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

13. Monitoring and Evaluation An on-going activity to be carried out by: • Communities/Towns • DAs • RCC • CWSA As 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 projects 2. 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 weak WASH 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 DA 6. 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 projects 12. DAs do not see themselves in full control of project implementation 13. Serious concerns have been raised on PO performance 14.Capacity for WASH activities is weak in some Districts 15. 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

PRESENTATION ON THE REVIEW OF THE PROJECT CYCLE

PRESENTATION ON THE REVIEW OF THE PROJECT CYCLE

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