PPT Lesson Learned and Challenges

1. Introduction:
Funded by The Bill and Melinda Gates Foundation, the SDVC II project aims to leverage the successes,
innovations and momentum generated through SDVC I. By combining those factors with a limited set of
new activities, SDVC II is testing what is required to reach a tipping point in the sector that could lead to
industry-wide replication. The project directly targets 30,000 smallholder producers in three major dairy
clusters in North West Bangladesh to engage in a transparent milk collection system and integrated
service provision model anchored through a network of input supply shops and dairy collection points
applying game-changing digital fat testing technologies. To ensure effective monitoring and evaluation to
achieve the goal SDVC team innovatively introduced a new tools Participatory Performance Tracking
(PPT) to promote transparency, accountability and improvement of performance. During different phase
of the project cycle PPT matrix played a key role to develop strategic action plan by providing realistic and
accurate information from the field.
2. Objective of the report:
This brief report is developed
To identify why PPT was revised
To visualize the major difference between previous and recent PPT
To find out the reason of less scoring in new PPT and its Justification
To get an idea on challenges, lesson learned and way to overcome the challenges.
3. Participatory Performance Tracking (PPT):
Participatory Performance Tracking (PPT) Matrix, is a participatory approach developed to collect
feedback and track key performance indicators related to adoption of a range of project practice from the
targeted rural household. The key purpose of the PPT Matrix is to:

Gathered the experience from the grassroots level to

track the improvement level.
Ensure the proper implementation of animal
management practice and group mobility improvement.
Measure the scale of capacity development in
adaptation practice, following rules and regulation,
record keeping, gender sensitivity and nutritional
status.
Tracking improvement in developing communication
with external network and also identify the loop holes to
strengthen input supplier linkage to building marketing
channel.
To map the delivery and producers benefit from learning
the power of group initiative and collection bargaining

4. Difference Between Previous PPT and New PPT:

Photo 1: Farmer leader is conducting PPT using previous

format

During the SDVC II project period, Participatory Performance Tracking (PPT) Matrix format has been
changed from the SDVC I project. SDVC I PPT was focused mostly on practice adaptation while in SDVC
II the maturity indicators were added to increase the group cohesion and solidarity. Again in SDVC I PPT
tools was developed based on same indicator for both individual and group PPT, but while measuring
group performance same indicator cannot be applied and does not provide support to give appropriate
scenario of the group. So PPT Matrix format was changed for better improvement of dynamic analysis.
The difference between two formats has created a massive change in whole PPT conducting process
from time to facilitation. Some major change are describes below for clear understanding.
4.1. Tools Development:
Total score in PPT of SDVC I was 12 and in SDVC II PPT is 32. Measurement was tracked by
tick marked in previous format and in new format score marked by 0/1 and some sector is filled
by numeric values.
Previous PPT format covered 12 practice areas and in new format are of 10 broad headed area,
covered 32 sub areas.
New format create a different dimension in the format by introducing sequential tabulation and
specifically described which was absent in the previous format.
In previous PPT only feeding practices are mainly included whereas in new format almost all area
about animal husbandry has been and marketing related areas has been covered. In new format
almost cover all of the Project Practice Adaptation Status and group maturity related indicators
are included
Cow Shed Management, De-worming, Vaccination, Treatment, Milk management (Production,
Collection &Preservation), Milk Marketing (DFT), Record Keeping & Finance, Communication &
Satisfaction, Gender, Nutrition- these major indicators were not in depth in the previous format
and was not evaluated properly.
4.2. Execution: In SDVC I PPT was undertaking in quarterly whereas in SDVC II it will be conducted
on semi-annually.
4.3. Facilitation: Sectors are not well described
detailed and could not reach at the micro level of
any of the practice areas which was difficult to
respond and facilitate in SDVC I PPT. Whereas
all the broad headed areas are sub-divided by
some other related sub areas with explanations
which is more understandable and effective to
facilitate .
4.4. Result:
There was no option to track previous sessions member
dropout/evolve information in previous format. In new
format there has a clear and effective tracking of such
types of member information and have an option to cross
check them with group PPT.

Photo 2: FF was conducting PPT using new PPT format

5. Specific Lesson Learned:

5.1. Tools Development:

It is important to ensure the participation and contribution from Field Facilitator in

developing PPT format. It will help to open the door to touch in-depth issues of the field which
is not yet included.
PPT format should develop taking care of the diversification of field. Depending on field
situation some indicator should change or should be relax.
So much change in format can create controversy while cross checking with objective
and milestone of the project.

5.2.
5.3.

5.4. Facilitation:
Time management is very important to conduct an effective session. Most of the
participants are female and have household work. So taking too much in arranging
session will create shortage of time at the end. And participants will lose interest.
Less understanding on new format creates understanding gaps between facilitators and
participants.
Flexibility of time is must to conduct a well complete PPT with enough human resource.
Sometimes facilitators carried a bias nature while scoring the group.
5.5. Participation:
First round PPT was conducted during cultivation time. So participants were in hurry.
Women are very shy to participate with their opinion during session.
Few participants involved in sharing during the session and other follow them blindly
while raising hand.
5.6. Result:
PPT result come very low and Lack of understanding on in-depth issues, unsuitable
execution time, less participant attendance can be the reason behind low score.

6.

Overall Lesson Leaning by conducting PPT in SDVC II:

PPT has two separate part, one is Individual PPT called PPT 1 and another is Group
PPT called PPT-3. In previous PPT format both PPT 1 and PPT 3 were nearly similar. In new
format PPT 1 and PPT 3 have massive differences and it creates problem to develop linear
relation within both PPT indicator while facilitation.
Farmer leaders are actively engaged in group operation and with sitting with other group
members develop the activity plan. In a frequent basis Farmer Leaders sit with the group
member and they share their experience on dairy production during meeting.
A culture sharing developed among the group. What they learn share with others and it
help to the non members to get access to knowledge on dairy production.
Leadership among female members are developed and women are participation in
meetings on their own will. Male members in the particular society also interested in women

empowerment as women empowerment through dairy production brings benefit to the

household.
Record keeping practices are slowly accepting by the producers. They keep the record
of each and every transaction of dairy production.
7.

Overall Challenges:
Absence of Technical Coordinator Monitoring and Evaluation make it difficult to work
on new format without any support.
Political instability work as a barrier to go through trail and error process.
Huge change crate some disagreement and debates among team members and have to
negotiate to make them understand the connection with objective and milestones.
Though new indicators previous information is not available. All new data are stored as
baseline data.

Photo 3: FF arranging Participants

Photo 4: Participant raising card for PPT

Lacks of clear understanding on new PPT create problems during facilitation and make confusion
while coding numbers.
PPT conducted during the cultivating time so it was hard to manage participants full presence.
And have to end the session in hurry.
Facilitators faced difficulties to count the number of the card raised as participant were not
concentrating during the session. Some participant put down the card immediate after raise it. So
some counting error rose.

8. Solution:
A training was conducted on PPT but as per the finding it is urgent need to arrange an in-depth
orientation on PPT before next round. An indoor Capacity development training was conducted
and also demonstration was shown but an field base training should introduce to make better
understand what the tools really can do.
Almost all of the participant engage in agriculture so it is must to follow the cultivation calendar
before scheduling PPT.
More focus has to give in women leadership development by engaging them in group discussion
by motivating positively.
Politeness and neutral attitude is must to deal with participants.
9. Conclusion:
PPT Matrix ensured capacity building of the targeted producers and also helps to identify the need of
different groups. Matrix helped the project staff to better understand the social, cultural barriers and
conflict to reach the milestone of the project. It help to develop need base action plan for further
implementation of the project. No just institutional level PPT Matrix is also useful to understand the
capacity of the producer and sense of mobility. Producer can get idea about their activities and can get
clear guidance to how to do better in dairy sector. New PPT focused on groups mental modification by
addressing leadership, rules, communication skill, gender and nutrition indicators. It not just enriched
them but also incorporate them to develop a society of good practices.