Training Guidelines for Training of Water Point Committees

Table of Contents

Table of Contents..................................................................................................................i Abbreviations and Acronyms...............................................................................................i 1.0 Introduction....................................................................................................................1 1.1 Aim................................................................................................................................1 1.2 Who the guide is designed for.......................................................................................1 1.3 Topics for Pre and Post Drilling Training Workshops..................................................2 2.0 Methodology..................................................................................................................2 3.0 Actors and Roles............................................................................................................3 3.1 Water Point Committee..................................................................................................3 3.2 Water Monitoring Assistants.........................................................................................7 3.3 Area Mechanics.............................................................................................................7 3.4 Spare Part retailers.........................................................................................................8 3.5 Artisan............................................................................................................................8 3.6Guiding Principles for Training......................................................................................8 4.0 Monitoring and Evaluation..........................................................................................10

Abbreviations and Acronyms

CDA DOM HSA M&E O&M TA WMAs

Community Development Assistant District Operation Manual Health Surveillance Assistant Monitoring and Evaluation Operation and Maintenance Traditional Authority Water Monitoring Assistants

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WPCs

Water Point Committees

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Training Guidelines for Training of Water Point Committees

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 SNC Lavalin in association with Chapita Consulting Engineers

Training Guidelines for Training of Water Point Committees

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

2.0 Methodology

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Training Guidelines for Training of Water Point Committees

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.

3.0 Actors 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 SNC Lavalin in association with Chapita Consulting Engineers

Training Guidelines for Training of Water Point Committees

Actor Water Committee

Roles Point 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, 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 installation Operation and Maintenance Keep records on meetings, money raised/spent and repairs Conduct community and WPC meetings Lead the community in planning and pump

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 SNC Lavalin in association with Chapita Consulting Engineers

Training Guidelines for Training of Water Point Committees

Position Chairperson

Specific Duties 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 Works hand in hand with the Chairperson absence and assumes the duties of the Chairperson in his To organize for meetings To write and keep records of committee activities To work with the Chairperson in setting up an agenda for future meetings and to carry out written correspondence meetings and

Qualities

and

Skills Able to read and write Able to speak to the public Organized punctual and general

Vice Chairperson

Secretary

Able to read and write Organized punctual and

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Training Guidelines for Training of Water Point Committees

Vice Secretary

To communicate to water point members about future meetings To advise the Chairperson on the procedure of meetings. The Vice Secretary will assume all these roles in the absence of the secretary Able to read and write Organized punctual Have skills basic mathematical calculations Trustworthy Organized punctual integrity Have skills basic mathematical calculations Trustworthy Organized punctual and and and in

Treasurer

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

Vice Treasurer

The Vice Treasurer assists the treasurer in all his/her duties and deputies him/her

in

Committee Members

They

assist

in

preparation

of

Organized punctual

and

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 committee community discussed meetings during of the

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Training Guidelines for Training of Water Point Committees

3.2 Water Monitoring Assistants Table 2.0: Roles of Water Monitoring Assistants Actor Water Assistants Roles Monitoring 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 implementation Post-Drilling Training Monitor the services of drillers, civil works contractors and pump installation Operation and Maintenance Facilitate community managed system for operation and maintenance Facilitate hygiene education and sanitation promotion Monitor progress at community level

3.3 Area Mechanics Table 3.0: Roles of Area Mechanics Actor Area Mechanics Roles 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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Training Guidelines for Training of Water Point Committees

3.4 Spare Part retailers Table 4.0: Roles of Area Mechanics Actor Spare Part Retailers Roles Operation and Maintenance Procurement and supply of Afridev Handpump spare parts from Chipiku stores and other retailers Procurement and supply of a security locking system (drawing provided)

3.5 Artisan Table 5.0: Roles of Artisans Actor Artisan Roles Post-Drilling Training Participate 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) in post-drilling training

3.6

Guiding Principles for Training Table 6.0 below outlines a few guidelines to be followed by WMAs and WPCs in the pre and post drilling training workshops.

Table 6.0: Guiding Principles Actors Guidelines During Pre-Drilling Training SNC Lavalin in association with Chapita Consulting Engineers

Training Guidelines for Training of Water Point Committees

Water Monitoring Assistants Water Point Committees

Train 3 WPCs per cluster with 18 women and 12 men Identification 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 of 3 borehole sites per

Actors Water Monitoring Assistants Water Point Committees

works and hand pump installation Guidelines During Post-Drilling Training 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 bought WPCs procure spare parts from Chipiku stores and other Spare Part Retailers caretakers to keep records of

breakdowns, repairs made and spares

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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 to make 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 a standard 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? SNC Lavalin in association with Chapita Consulting Engineers

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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 Water Outcomes Point Training committees pre-drilling workshops Fund Training committees of 2689 funds during Promotion maintenance points of and Numbers of who raising of Activities Indicators Method Verification Pre-Designed monitoring trained forms and of Assumptions All have least capital contribution committees raised at K15,000

1800 Participation in pre Number of Gender during and post drilling balanced committees (60% women training training workshops

Committees

of 40% men) At least 2 women holding top positions

post-drilling workshops

operation at water committees account Number committees have deposited least K15,000.00

have opened a bank

of who at

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Actors Area Mechanics

Outcomes High number

Activities of Provision maintenance boreholes of of

Indicators

Method

of Assumptions Area their Mechanics respective

Verification Less number of Book Records non-functional boreholes Pre-Designed

boreholes

functioning technical

are well known in working areas

in the communities

Promotion maintenance points Distribution spare parts communities

of and

Reports

operation at water Spare Retailers Part Availability parts of spare of Number reach communities Artisan High number of boreholes functioning in the communities Provision of minor Less number of non- Book Records maintenance boreholes Promotion maintenance points of and of functional boreholes of Spare Surveys of Spare Retailers TAs of Part are Lilongwe are well in of

to Part Retailers within

available in all 18 District Artisan trained replacement worn out parts

operation at water

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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 Irrigation and Water Development

Training Guide for Extension Workers, Government of Malawi, Ministry of Irrigation and Water Development

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 TRAINING CAPACITY DEVELOPMENT OF LILONGWE DISTRICT Date Traditional Authority Group Village Headman Village Trainers:

WMA________________________________________ CDA_________________________________________ HSA_________________________________________ 1 2 3 4 5 6 7 8 9 1 0 Yes Participatory No Didactic

No of WPCs per Cluster Names of Water Point Members

Following Trainers Guide (Please Tick) What Kind of Approach (Please Tick) Topics taught

Topics which trainees find difficult and why?

Proposed Actions by WPCs arising from training SNC Lavalin in association with Chapita Consulting Engineers

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Problems faced by WPCs and solutions

Other observations

Bank Account (Please Tick) Name of Bank Amount Deposited (Please attach deposit slip if possible)

Opened

Not opened

Appendix II: Check list for Financial Management Checklist (1): Cashbook to be completed by Treasurer SNC Lavalin in association with Chapita Consulting Engineers

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Purpose

Date

Full Name

Village

Amount Paid

Receipt No.

Checklist (2): Repair book to be completed by Pump Caretaker SNC Lavalin in association with Chapita Consulting Engineers

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Cost Supplier of Spare parts

Date

Repair Works Done

By

Spare Parts Used

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Checklist (3) on Expenditure to be completed by Treasurer Year:___________ Month January Amount Collected Amount Spent Balance

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February March April May June July August September October November December

FOMU YOYANGANIRA PA NTHAWI YOKUMBA MJIGO Boma__________________Mfumu Ya pampando_________________________________ Mudzi__________________ A. Nthawi yofufuza malo a Mjigo

Tsiku_________________Anthu angati anatenga matchini oyezera______________ Anayesa malo angati_____________Tsiku loyambira___________Tsiku lomaliza________ Nthawi yayitali bwanji______________________mtsogoleri wa gulu__________________ Saini_______________________________ B. Nthawi yokumba

Tsiku loyambira_________________tsiku lomaliza_____________________inakumbidwa misi ingati_____________________________ Mapaipi a pulastiki anaikidwa angati_____________(oboola_______saboola_________) SNC Lavalin in association with Chapita Consulting Engineers

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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 pa chitsime

Simenti yomwe yagwiritsidwa ntchito posungunula ndi madzi Matumba________________________ F. Nthawi yowaka chitsime ndi chochapira

Tsiku loyamba_________________Tsiku lomaliza________________ntchito imene gulu linatengapo mbali______________________ Kontalakita alambule malo onse, kuzula mitsitsi yomwe ili pamalopo. Ngati pa malopo pali dothi lofewa kwambiri alichotse ndikuikapo dothi lofiira la dongo Kasakanizidwe ka: Simenti 1 Mchenga 2 3 Kwale

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 kugwiritsa ntchito 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 Rodi sentalaiza Bushi beringi Fotu valavu Capu silo/usilo O LingI ya futu valavu Kuchuluka 10 4 senti 2 2 2

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