training guidelines for community water supply water point management

7/22/2019 Training Guidelines for community water supply Water Point Management

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Training Guidelines for Training of Water Point Committees i

Table of Contents

Table of Contents..................................................................................................................i

Abbreviations and Acronyms...............................................................................................i1.0 Introduction....................................................................................................................1

1.1 Aim................................................................................................................................1

1.2 Who the guide is designed for.......................................................................................11.3 Topics for Pre and Post Drilling Training Workshops..................................................2

2.0 Methodology..................................................................................................................2

3.0 Actors and Roles............................................................................................................33.1 Water Point Committee..................................................................................................3

3.2 Water Monitoring Assistants.........................................................................................7

3.3 Area Mechanics.............................................................................................................73.4 Spare Part retailers.........................................................................................................8

3.5 Artisan............................................................................................................................8

3.6Guiding Principles for Training......................................................................................84.0 Monitoring and Evaluation..........................................................................................10

Abbreviations and Acronyms

CDA Community Development Assistant

DOM District Operation Manual

HSA Health Surveillance Assistant

M&E Monitoring and Evaluation

O&M Operation and Maintenance

TA Traditional Authority

WMAs Water Monitoring Assistants

SNC Lavalin in association with Chapita Consulting Engineers


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Training Guidelines for Training of Water Point Committees ii

WPCs Water Point Committees



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Training Guidelines for Training of Water Point Committees 1

1.0 Introduction

This training guide will assist Water Monitoring Assistants (WMAs) to

carry our pre and post-drilling training workshops in the 18 Traditional

Authorities (TAs) of Lilongwe District. The training guide will also assist

WMAs, Area Mechanics, Artisans and Water Point Committees (WPCs)

in operation and maintenance (O&M) of the water points in their

communities.

The training also looks at what is required during pre and post drilling

works and O&M

The training guide has been developed after reviewing the following

literatures: District Operation Manual (DOM), Training Guide for WPCs,

and Training Guide for Extension Workers and Implementation Manual

for Rural Water Supply, Sanitation and Hygiene Education.

1.1 Aim

The aim of this training guide is as follows:

1) To assist WPCs how to raise and manage funds

2) To assist the WMAs on how they are going to carry out the pre

and post drilling workshops in the 18 TAs of Lilongwe District

3) To help various actors know their roles and responsibilities in pre

and post drilling and O&M

1.2 Who the guide is designed for

This training guide is designed for the following actors:

1) Water Point Committees

2) Water Monitoring Assistants



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3) Area Mechanics

4) Spare Part Retailers

5) Artisans

1.3 Topics for Pre and Post Drilling Training Workshops

The training guide is divided into two sections. Section one looks at

what topics are required during pre-drilling training while section two

discusses topics to be covered during post-drilling training.

In section one the following topics will be covered:

1) Site selection of the new borehole

2) Roles of water point committees in managing the borehole

3) Money Management: Ways of raising funds, financial

management

4) What the WMAs and community should look for during drilling,

civil works, construction and pump installation

5) Monitoring

In section two the following topics will be covered:

1) Review and problem solving

2) Operation and maintenance

3) Managing funds and record keeping

4) Procurement of spare parts

5) Meetings

6) Hygiene Education and sanitation promotion

7) Monitoring

2.0Methodology



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The training workshops will involve 3 WPCs per cluster. This means 30

participants will be trained at one place by 3 Extension Workers

namely: Water Monitoring Assistants (WMAs),, Health Surveillance

Assistants (HSA) and Community Development Assistants (CDAs).

In conducting the training workshops use of simple, practical, and

participatory approach will be promoted. WMAs will actively involve the

ideas and experience of water point committee members.

WMAs will be provided with WPC Trainers guide to help them run the

courses. Each WPC will be provided with a community handbook.

Trainings will promote the use of pictures. Spare parts will also be

made available at the training place for demonstration purposes.

Practicals shall be conducted on an existing Afridev pump close to the

venue of training premises.

3.0Actors and Roles

This chapter provides a brief outline of the roles and responsibility of

various actors of the rural water supply during pre and post training

workshops as well as during O&M. This is shown in Table 1.0 Table

5.0.

3.1 Water Point Committee

Table 1.0: Roles of Water Point Committees



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Actor RolesWater Point

Committee

Pre-Drilling Training

Identification of 3 borehole sites by the

community

Material contribution in form of sand, bricks

and quarry stones

Raise funds for maintenance of the water

point

Close monitoring of all drilling, pump

Installation and civil works

Post-Drilling Training

Organize communal labour for site cleaning

and maintenance

Close monitoring of contractors during

drilling, civil works, construction and pump

installationOperation and Maintenance

Keep records on meetings, money

raised/spent and repairs

Conduct community and WPC meetings

Lead the community in planning and

helping build new water facilities

Facilitate hygiene education and sanitation

promotion at the water point

Manage use of the pump/borehole and

distribution of water

Organize pump maintenance/repair carried

out by caretakers

Monitor activities to improve management

Guidelines for selecting Water Point Members



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Position Specific Duties Qualities and

SkillsChairperson To chair, open and close meetings

To ensure all committee members

contribute to discussions and all

activities

To assist in making agenda and

control discussions

To ensure all committee members

understand and play their roles

respectively

To make regular visits to inspect

the condition of water points and

sanitary facilities

To make regular contacts with

village headmen, other local

leaders and extension workers

To ensure that the community is

informed of all activities of the

water point such as breakdowns,

funds raised, and work done

Able to read and

write

Able to speak to

the general

public

Organized and

punctual

Vice

Chairperson

Works hand in hand with the

Chairperson and assumes the

duties of the Chairperson in his

absence

To organize for meetings

Secretary To write and keep records of

committee meetings and

activities

To work with the Chairperson in

setting up an agenda for future

meetings and to carry out written

correspondence

Able to read and

write

Organized and

punctual



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To communicate to water point

members about future meetings

To advise the Chairperson on the

procedure of meetings.

Vice

Secretary

The Vice Secretary will assume all

these roles in the absence of the

secretary

Able to read and

write

Organized and

punctualTreasurer Keep records of funds and other

related construction materials

Maintains receipts and cash books

Inform the committees and entire

community on financial and

material status

Have skills in

basic

mathematical

calculations

Trustworthy

Organized and

punctual

integrity

Vice

Treasurer

The Vice Treasurer assists the

treasurer in all his/her duties and

deputies him/her

Have skills in

basic

mathematical

calculations

Trustworthy

Organized and

punctual

Committee

Members

They assist in preparation of

agenda by suggesting possible

items for discussion

They assist in decision making

They can sometimes be trained as

Caretakers

They assist in clarifying some

issues discussed during

committee meetings of the

community

Organized and

punctual



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3.2 Water Monitoring Assistants

Table 2.0: Roles of Water Monitoring Assistants

Actor RolesWater Monitoring

Assistants

Pre-drilling Training

Facilitate training of WPCs in the

following topics: Site Selection, Drilling,

Civil Works and Pump Installation

Facilitate money collection and

management

Facilitate full community participation in

planning and implementationPost-Drilling Training

Monitor the services of drillers, civil

works contractors and pump installationOperation and Maintenance

Facilitate community managed system

for operation and maintenance

Facilitate hygiene education and

sanitation promotion

Monitor progress at community level

3.3Area Mechanics

Table 3.0: Roles of Area Mechanics

Actor RolesArea Mechanics Operation and Maintenance

Provision of technical maintenance

services for water points in situations

where pump caretakers cannot handle

i.e. major maintenance



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3.4 Spare Part retailers

Table 4.0: Roles of Area Mechanics

Actor RolesSpare Part Retailers Operation and Maintenance

Procurement and supply of AfridevHandpump spare parts from Chipiku

stores and other retailers

Procurement and supply of a security

locking system (drawing provided)

3.5Artisan

Table 5.0: Roles of Artisans

Actor RolesArtisan Post-Drilling Training

Participate in post-drilling training

workshops

Operation and Maintenance

Identification of technical problems at

the water point

Provide minor repair of boreholes

through replacement of worn out parts

(minor maintenance)

Assist in the installation of a security

locking system (drawing provided)

3.6 Guiding Principles for Training

Table 6.0 below outlines a few guidelines to be followed by WMAs andWPCs in the pre and post drilling training workshops.

Table 6.0: Guiding PrinciplesActors Guidelines During Pre-Drilling Training



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Water Monitoring Assistants

Water Point Committees

Train 3 WPCs per cluster with 18 women

and 12 men

Identification of 3 borehole sites per

community

Communities mobilize sand, bricks and

quarry stones

WPCs open a bank account with 3

signatories

Water Point Committees raise at least

K15,000.00

Treasurer keep records of funds

The concrete strength of 1:2:4 (cement,sand aggregate) should be used

Number of rods used to determine the

borehole depth

WPCs to keep records of drilling, civil

works and hand pump installationActors Guidelines During Post-Drilling TrainingWater Monitoring Assistants

Water Point Committees

Train 3 WPCs per cluster with 18 women

and 12 men

Train 3 water point committee members

as pump caretakers

WPCs open a bank account with 3

signatories

WPCs raise at least K15,000.00

Treasurer keep records of funds

Pump caretakers to keep records of

breakdowns, repairs made and spares

bought

WPCs procure spare parts from Chipiku

stores and other Spare Part Retailers



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4.0 Monitoring and Evaluation

Monitoring of the training workshops will involve the collection of

routine data that measure progress toward achieving project

objectives. It will also track changes in program performance over

time. Its purpose is to permit the Consultant and other stakeholders tomake informed decisions regarding the effectiveness of training

workshops and the efficient use of resources. To be most effective,

monitoring will be conducted at every stage of the training workshop,

with data collected, analyzed, and used on a continuous basis.

Monitoring will focus on the implementation process and will answer

these key questions:

How well has the program been implemented?

How much does implementation vary from site to site?

Did the program benefit the intended people?

M&E is a continuous process that will occur throughout the life of a

training workshop and will help the various actors:

Make informed decisions regarding program operations

and service delivery based on objective evidence

Ensure the most effective and efficient use of resources

Objectively assess the extent to which the program is

having or has had the desired impact, in what areas it is

effective, and where corrections need to be considered

Meet organizational reporting and other requirements

As tools to support and improve performance, monitoring and

evaluation will be done in partnership with communities, women, men,

and information leaders. For more details see the Appendix with the

pre-designed form to be used in monitoring of training workshops by

the community, WMAs and the Consultant. The form is translated in

local language to enable the communities to properly follow all the

procedures in training and supervision.

The training guide has used a log frame as a flexible tool for planning,

managing, M&E and reporting. The log frame summarizes, in astandard format:

What the training program is going to achieve?

What activities will be carried out to achieve its outputs and

purpose?

What resources (inputs) are required?

What are the potential problems which could affect the

success of the project?



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How the progress and ultimate success of the project will be

measured and verified?

Table 6.0 below shows the log frame



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Table 6.0: Log frame for Training

Actors Outcomes Activities Indicators Method of

Verification

Assumptions

Water Point

Committees

Training of 1800

committees during

pre-drilling training

workshops

Training of 2689

committees during

post-drilling workshops

Participation in pre

and post drilling

training workshops

Fund raising of

funds

Promotion of

maintenance and

operation at water

points

Number of Gender

balanced

committees trained

(60% women and

40% men)

At least 2 women

holding top positions

Numbers of

committees who

have opened a bank

account

Number of

committees who

have deposited at

least K15,000.00

Pre-Designed

monitoring

forms

All committees

have raised at

least K15,000

capital

contribution



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Actors Outcomes Activities Indicators Method of

Verification

Assumptions

Area

Mechanics

High number of

boreholes functioning

in the communities

Provision of

technical

maintenance of

boreholes

Promotion of

maintenance and

operation at water

points

Less number of

non-functional

boreholes

Book Records

Pre-Designed

Reports

Area Mechanics

are well known in

their respective

working areas

Spare Part

Retailers

Availability of spare

parts

Distribution of

spare parts to

communities

Number of Spare

Part Retailers within

reach of

communities

Surveys Spare Part

Retailers are

available in all 18

TAs of Lilongwe

DistrictArtisan High number of

boreholes functioning

in the communities

Provision of minor

maintenance of

boreholes

Promotion of

maintenance and

operation at water

points

Less number of non-

functional boreholes

Book Records Artisan are well

trained in

replacement of

worn out parts



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6.0 References

District Operation Manual (DOM), Government of Malawi, Ministry of

Irrigation and Water Development

Training Guide for WPCs Training, Government of Malawi, Ministry of


Training Guide for Extension Workers, Government of Malawi, Ministry of


Implementation Manual for Rural Water Supply, Sanitation and Hygiene

Education, Government of Malawi, Ministry of Irrigation and Water

Development

Toolkit on Gender in Water and Sanitation, Monica S.Fong, Wendy

Wakeman and Anjana Bhushan



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Appendix 1: Pre-Designed Monitoring Form

MONITORING FORM ON WPC TRAININGCAPACITY DEVELOPMENT OF LILONGWE DISTRICT

DateTraditional AuthorityGroup Village HeadmanVillageTrainers: WMA________________________________________

CDA_________________________________________HSA_________________________________________

No of WPCs per ClusterNames of Water PointMembers

1

2

3

45

6

7

8

9

10

Following Trainers Guide(Please Tick) Yes No

What Kind of Approach(Please Tick) Participatory Didactic

Topics taught

Topics which trainees find

difficult and why?

Proposed Actions by WPCsarising from training



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Problems faced by WPCs andsolutions

Other observations

Bank Account(Please Tick) Opened Not opened

Name of Bank

Amount Deposited(Please attach deposit slip ifpossible)

Appendix II: Check list for Financial ManagementChecklist (1): Cashbook to be completed by Treasurer



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Date Full Name Village AmountPaid

ReceiptNo.

Purpose

Checklist (2): Repair book to be completed by Pump Caretaker



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Date Repair WorksDone

By Spare PartsUsed

Cost Supplier ofSpare parts



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Checklist (3) on Expenditure to be completed by Treasurer

Year:___________Month Amount Collected Amount Spent Balance

January



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FebruaryMarchAprilMay

JuneJulyAugustSeptemberOctoberNovemberDecember

FOMU YOYANGANIRA PA NTHAWI YOKUMBA MJIGOBoma__________________Mfumu Ya pampando_________________________________

Mudzi__________________

A. Nthawi yofufuza malo a Mjigo

Tsiku_________________Anthu angati anatenga matchini oyezera______________Anayesa malo angati_____________Tsiku loyambira___________Tsikulomaliza________

Nthawi yayitali bwanji______________________mtsogoleri wagulu__________________Saini_______________________________

B. Nthawi yokumba

Tsiku loyambira_________________tsikulomaliza_____________________inakumbidwa misiingati_____________________________

Mapaipi a pulastiki anaikidwaangati_____________(oboola_______saboola_________)



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Kodi paipi yapansi anaika kapu?_________________

Mtundu wa matchini okumbira(1) Pelakashoni (2) Rotale (3) Vonda

Madzi anayamba kuoneka patalowa misi ingati?_________________

Mtsogoleri wa Gulu lokumba__________________Saini____________________________

C. Nthawi yochapa (kutsuka) chitsime

Tsiku__________________nthawi________________njira yakatsukidwe

Pamphepo_____________yopopa________________kapena ayi

Madzi anayera__________mtsogoleri wagulu________Saini________________________

D. Nthawi yoyesera kuchuluka kwa madzi

Nthawi yoyambira______________nthawi yomalizira___________________

Madzi oyera anatuluka patapita nthawi yayitali bwanji______________________

Mtsogoleri wa Gulu_______________________Saini_______________________________

E. Kuika simenti yopanda mchenga pamwamba pachitsime

Simenti yomwe yagwiritsidwa ntchito posungunula ndi madziMatumba________________________

F. Nthawi yowaka chitsime ndi chochapira

Tsiku loyamba_________________Tsiku lomaliza________________ntchito imenegulu linatengapo mbali______________________

Kontalakita alambule malo onse, kuzula mitsitsi yomwe ili pamalopo. Ngati pamalopo pali dothi lofewa kwambiri alichotse ndikuikapo dothi lofiira la dongo

Kasakanizidwe ka: Simenti Mchenga Kwale1 2 3

Powaka chitsime ayambe kuika njerwa mizere iwiri, aikenso waya (meshi)yokulirapo ngati bolopeni.

Kodi zipangizo zinali zoyenera?

Saizi ya Njerwa ___________Saizi ya Mchenga ___________



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Saizi ya Kwale ___________ Saizi ya waya ___________

Panapita nthawi yayitali bwanji kuti simenti iwume ndikuyamba kugwiritsantchito Mjigowo?________________________

Zipangizo zina zimene anagwiritsa ntchito powaka__________________________

G. Kumangilira Mjigo

Tsiku__________________________Malodi angati___________________________

Ntchito yomwe gulu linachitanawo________________________________________

Zida ziti zimene inasiyira anthu

Mbedza _________________

Supanala ya fulati _________________Supanala yasonketi_________________

Zipangizo zimene anasiya okumba Mjigo

Zipangizo KuchulukaRodi sentalaiza 10Bushi beringi 4 sentiFotu valavu 2Capu silo/usilo 2O LingI ya futu valavu 2


training guidelines for community water supply water point management

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